Terms of agreement partner media exhibitions

1. General

The following are terms and conditions for exhibitors at conferences/ events/ arrangements by Pauser Media( organization number 556419–7761) and their brands Telekom idag, Kvalitetsmagasinet, Vd-tidningen, Miljö & Utveckling, Hållbart samhällsbyggande and Kvalitetsvård.

THE AGREEMENT is entered into by and between:

Pauser Media, for the purpose of this Agreement, it shall be referred to as ”the Company or Pauser Media” and

The exhibitor, for the purpose of this Agreement, it shall be referred to as ”the Exhibitor”.

WHEREAS, the Company is the organizer of an event/ conference or arrangement and wishes to provide booth spaces to exhibitors for the purpose of displaying and promoting their respective products and/or services;

WHEREAS, the Exhibitor desires to rent such a booth space to showcase its offerings during the event;

NOW, THEREFORE, in consideration of the mutual covenants and promises contained herein, and other valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties hereto agree as follows:

2. Ordering process

2.1 The exhibitor can place an order verbally, written or via the company website. The company will send out a written confirmation to the exhibitor. By placing an order the exhibitor accept the general terms of agreement and is bind to comply with presented terms and conditions and confirms that they have taken part of the company personal data policy.

The company have the right to deny or present particular conditions for the exhibitors participation, the company is not obliged to present a motivation for said actions. The company holds full rights in assigning the exhibitor a space or booth according to placed order. The exhibitor must comply in any changes of the arrangements of presented space or booth come to circumstances that may occur as presented by the company. The exhibitor is obliged to contact the company in written communication if the exhibitor finds that the order confirmation deviates from the placed order. Both parties are bind to the agreement as presented in the order confirmation, if no written communication about corrections of the order has reached the company within 5 days from reciving order confirmation.

In a situation where the exhibitor in part or not fully participate in placed and confirmed order the exhibitor is not entitled to repayment and/or reduced payment of said order. 

2.2 Order requests

If the exhibitor has particular requests these shall be presented as the order is placed. These requests may refer to security arrangements and/or specific requirements of space or booth, such as placement or dimensions.

3. Order confirmation and information

The company will send out a written order confirmation to the exhibitor. At the time an email will be sent out  with log in information regarding the digital portal, Exhibitor portal.

4. Payment terms

The order is binding, and payment is made via invoice with a 30-day payment term. Late payment interest will be charged after the due date. In case of non-payment, the invoice will be handed over to Swesum AB, where statutory reminder fees and collection costs may apply.

The exhibitor is solely responsible for all costs incurred according to the order, even if a certain amount is to be invoiced to another party, such as a sponsor.

If someone other than the exhibitor is to pay or be invoiced for a certain amount of the order, Pauser Media must have written approval. An administrative fee will be charged to the customer if multiple invoices are to be sent.

5. Booth setup

The booth space will be available for the Exhibitor from a day and time communicated by the company. The Exhibitor is responsible for making sure that the booth space is set up and fully assembled 60 minutes before the arrival of the participants of the conference. Any additional set up requirements beyond what is included in the booth space and specified in the exhibitor portal is paid in full by the Exhibitor.

The Exhibitor is responsible for ensuring compliance with applicable workplace safety regulations within the premises.

6. Use of space

The Exhibitor is responsable for and to make sure no item or part of the booth space is taken apart or removed during the time of the conference. The Company owns the right to make sure all items or parts of the exhibitors booth is in compliance with the theme of the conference, meets reasonable quality standards or otherwise found appropriate to be showcased.

If The Company founds that an exhibition item does not meet the mentioned requirements, it is the Exhibitors responsibility to promptly and at their own expense remove the exhibition item from the booth space. The customer is not entitled to a refund of the paid cost for the booth space or any part thereof, or to receive any other compensation from The Company resulting from the incident described above. The Company covers and arranges for general cleaning of the location, but the exhibitor is responsible for and covers the necessary cleaning of the booth space.

7. Restoration of booth space

The Exhibitor is responsible for restoring the booth space to the same condition as when it was received. All exhibition items and any waste that the customer has had in the booth space or within the conference area must be removed by the customer from the premises immediately after the end of the conference.

Otherwise, The Company has the right to remove the items at the customer’s risk and expense. The Exhibitor bears the cost of all necessary restoration of the booth space, such as transportation, dismantling, etc., unless otherwise agreed upon in connection with the order.

The Exhibitor’s right to use the booth space ends at the end of the conference. After the conference ends, the Exhibitor must leave the booth space in a condition acceptable to The Company. If The Company determines that measures are needed to restore the booth space, The Company has the right to charge the Exhibitor for the cost thereof.

8. Valuable property and responsibility for property

If the Exhibitor wishes to bring property of high value and store it in the venue’s storage spaces, luggage room, or safes, the client shall inform Pauser Media of this. In case of theft or similar incidents, Pauser Media is liable for compensation only if Pauser Media has expressly undertaken responsibility for the property through written confirmation. Pauser Media does not assume responsibility for exhibitors’ property. The Exhibitor undertakes to obtain necessary insurance covering their obligations and property. It is the Exhibitor’s responsibility to inform any third party that they should obtain their own equivalent property insurance.

Pauser Media bears no responsibility for property stored in the organizer’s rented premises or in adjacent premises or other areas. Exhibitors are responsible for any damage caused by equipment owned by the exhibitor on-site. Exhibitors are also responsible for transporting items to the exhibition area responsibly and for any damage to third-party premises and property.

9. Price changes

If the costs of delivery under the order increase due to additional or increased taxes, devaluation, authority decisions, or similar circumstances, the Company is entitled to impose surcharges at the agreed price or according to the prevailing price lists to cover the cost increase. The company shall promptly inform the exhibitor when additional fees occur.

10. Agenda of the conference

When booking an exhibitor space, it will be specified where the conference will be held or if it will be conducted in a digital format. On the conference website, the Exhibitor will find up to date information about the theme of the conference, speakers, agenda, venue and participating exhibitors. Pauser Media reserves the right to make changes to the conference program up until the day of the conference.

In exceptional cases, Pauser Media may be required to conduct a conference digitally due to external circumstances. In such cases, Pauser Media will inform exhibitors in advance.

11. Hindrance, assignment and granting

The Exhibitor’s booking of booth space is binding. However, the exhibitor may transfer their participation to another conference if notified to Pauser Media at least one month before the date of the conference. This should be communicated to event@pausermedia.se.

Pauser Media reserves the right to suggest another suitable conference for the Exhibitors target audience and to transfer participation in consultation with the Exhibitor. Additional fees may apply and will be communicated to the Exhibitor before the transfer takes place.

Neither party may assign or lease their rights or obligations under the Agreement to another without the written consent of the other party. This means, for example, that the Exhibitor may not lease part of their booth space to another without Pauser Media’s written consent. Exhibitors may have co-exhibitors at the booth space if the co-exhibitor has been approved by Pauser Media.

Pauser Media reserves the right to terminate the agreement with immediate effect if it can be assumed that a representative of the Exhibitor or any other person invited by the exhibitor to attend the exhibitor’s booth space has engaged in incitement to racial hatred, unlawful threats, or similar offenses.

12. Personal information 

When the Exhibitor books an exhibitor space, Pauser Media will collect personal data belonging to the Exhibitor such as name, organization affiliation, email address, and telephone number. At a conference, names and organization affiliations may be made visible to others, for example, on name tags, booths, and table seating.

During a digital conference, the Exhibitor’s details may be visible, such as name and organization affiliation, via the features of the digital platform, for example, when present in meeting rooms. 

As to exhibitor participation at a conference, where the exhibitor acts in their professional capacity, personal data may be shared with other exhibitors, thus enabling them to contact the exhibitor in their professional capacity. Other exhibitors then process personal data with their own responsibility for personal data. More information about Pauser Media’s handling of personal data can be found here.

Notification of special dietary requirements or specific requests is voluntary for the Exhibitor. The information may be shared with catering companies and venue providers. The exhibitor can inform the Company the preferences for the participation at the time of ordering or by contacting the Company.

13. Intellectual property rights 

Nothing within the context of this agreement implies the transfer or licensing of Pauser Media’s rights to copyrights, design rights, trademarks, or any other intellectual property rights, or any portion thereof, to the Exhibitor, unless explicitly stated otherwise in this Agreement.  The Exhibitor is hereby granted only a limited, revocable, non-exclusive right to use Pauser Media’s trademarks or identifiers to invite or market their participation in an event under this agreement. If the Exhibitor wishes to use any of Pauser Media’s trademarks or identifiers otherwise, Pauser Media’s written approval is required.

Recording and publishing in images as well as motion media may occur at Pauser Media’s conferences and/or during studio recording of materials, where the customer, as an Exhibitor or partner, participates. (By accepting these terms, the Exhibitor consents to use in accordance with the Act on Names and Images in Advertising (1978:800). Thereafter, Pauser Media has the right to freely and without cost publish the results of such recordings for its own marketing purposes, PR, or communication.

14. Force majeure

Pauser Media reserves the right to cancel conferences due to government action, natural disasters, pandemics, war, strikes, blockades, lockouts, or other similar circumstances beyond our control. Pauser Media also reserves the right to cancel the conference if we assess that holding the conference poses a risk to human health or life.

If the conference is canceled due to the above reasons, we offer the customer the opportunity to participate in another conference at the same cost. No further compensations will be provided.

15.  Contact

Pauser Media AB

Email: kundtjanst@pausermedia.se
Phone: +46 8 517 955 00

16.  Dispute

Disputes arising between the parties in connection with the agreement shall in the first instance be attempted to be resolved amicably with Pauser Media. If the dispute cannot be resolved amicably with Pauser Media, the dispute shall be exclusively settled by a public court with the Stockholm District Court as the first and final instance.