General Terms of sale
Article 1. Object
The present terms apply to any order made by a sponsor, a delegate or any professional customer (hereinafter the Client) about services in connection with MedFIT Event, 2025 edition, and for its hosted events, an event of GIE Eurasanté organized with Clubster NHL, Medicalps and BioValley France (hereinafter the Organizer).
By sending a request for services linked to these events, Client explicitly declares he has read and accepts all the stipulations of these terms, and excludes to claim any conflicting provisions, in particular his own general terms of purchase. Any modification or reservation cannot be accepted by the Organizer.
Article 2. Orders
Any request shall be made by the ordering form available on the event’s internet site or by registered mail with acknowledgement of receipt to the Organizer, excluding any other means. The Organizer reserves the right to reject or cancel at any time a request which does not meet the requisite conditions, including without limitation: late or incomplete request, absence of the payments or guaranties, non-compliance with laws or present terms. Organizer can ask full payment before providing requested services.
Article 3. Validation, modification, and cancellation of order
Organizer will accept ordering request by sending confirmation of the order to the email address given by the Client. Any modification concerning the order (changes regarding the contact details) will be confirmed the same way by the Client to the Organizer.
Cancellation of order by the Client must be made by written to the Organizer.
The applicable cancellation conditions are those in accordance with the format of the event at the time of the cancellation request.
In the case of a physical edition of MedFIT:
If the Organizer receives written notice until the 28th of October 2025 Client will be charged with 25% of the total amount excluding VAT.
If cancellation is made after the 28th of October 2025, or in case of no-show, Client will be charged with the full price mentioned in the invoice, including services already carried out by the Organizer (such as advertising).
In the case of a digital edition of MedFIT:
In case of order cancellation by the Client, the Client will be charged of the total amount of the order. No refund will be made by the Organizer.
The Organizer may propose, at its entire discretion, a deferral of the order for the next edition. In this case, the Client will be charged of a cancellation fee of 25% of the amount of his order.
Specific terms of cancellation regarding exhibitors are defined within the article 10.1.
If a cancellation changes the entitlement to a multi-registration discount, the lowest value registration will be cancelled first.
Article 4. Price
All prices are expressed in Euros. Value-added tax will be indicated separately and included in the invoice.
Orders must be paid in accordance with the conditions defined below:
- For registrations no later than one month before the start of the event (3rd of November 2025), payment is due within 30 days from the proforma invoice date,
- For all registrations between one month (3rd of November 2025), and 10 days before the event (21st of November 2025), payment is due upon receipt of the proforma invoice
- For any registration less than 10 days before the event (21st of November 2025), payment should be done on-site only by credit card
Full payment must be made before the start of the Event. If not, access to the Event could be refused.
In the event of delay in relation to the contractual payment deadline, and after formal notice has not been served within fifteen days, the amount due will bear interest at a rate corresponding to three times the legal interest rate, in accordance with the provisions in force. This measure is not a sanction but is simply intended to compensate for a payment delay granted de facto.
In accordance with articles 441-6 c. com. and D. 441-5 c. com., any delay in payment automatically entails, in addition to the penalties for delay, an obligation for the debtor to pay a fixed compensation of €40 for recovery costs.
Article 5. Access to Event
Access badge corresponding to his status will be given to Client the day before the event or the day of the event. ID card may be requested. Access could be denied to clients late on payments or who don’t have badges.
The Organizer reserves the right to refuse a request for access or expulse any person whose presence or behavior would be prejudicial to the event’s safety, public order, tranquility or image. Any violation of the present terms may result in the immediate exclusion of the Client, without being entitled to any refund or compensation.
Article 6. Communications
Client has no right to publish the official catalogue of the Event or other communication tools without prior consent of the Organizer.
Article 7. Transfer – Assignment
Rights resulting from orders (access to Event, etc.) are personal and non-transferable, even to subsidiary or parent company of the Client, without prior consent of the Organizer.
Article 8. Force majeure – Cancellation – Deferral
Organizer may cancel or defer the Event and linked services in cases of force majeure. Cases of force majeure justifying the cancellation or deferral of the Event are constituted by natural disaster, war, epidemics, or any reasonably unforeseeable and unusual economic, political or social situation beyond the Organizer’s control and which makes execution of the Event impossible or severely affect organization and operation of the Event or the safety of goods and persons.
Organizer will notice Client of a deferral of the Event without delay. In this case, it is expressly agreed between the Parties that orders remain valid.
Reimbursement policy shall be only applicable in case of cancellation or deferral of the Event for more than 6 months. No damage and compensation would be due by the Organizer.
Article 9. Grievances
Any complaint concerning the services and the Event shall be made by written within a 24- hours period after the end of the Event to be taken into consideration. Complains related to hosted events shall be made to main Organizer of these events.
Article 10. Exhibitors
Notwithstanding the above-mentioned statements which remain applicable, the following conditions apply to Client for rental of an exhibition stand (hereinafter the «Exhibitor») during MedFIT Event, 2025 edition, and for its hosted events, an event of GIE Eurasanté organized with Clubster NHL, Medicalps and BioValley France.
10.1 Exhibitions stand Reservation
The Organizer establishes the hall plan and attributes the locations considering, if possible, wishes expressed by exhibitors, nature of presented products and services, proposed arrangement of the stands and, if necessary, chronological order of acceptance.
Cancellation
Cancellation of order by the Exhibitor must be made by written to the Organizer.
The applicable cancellation conditions are those in accordance with the format of the event at the time of the cancellation request.
In the case of a digital edition of MedFIT:
In case of order cancellation by the Exhibitor, the Exhibitor will be charged of the total amount of the order. No refund will be made by the Organizer.
The Organizer may propose, at his entire discretion, a deferral of his order for the next edition of the event. In this case, the Exhibitor will be charged of a cancellation fee of 25% of the amount of his order
If the Event changes format (physical to digital), a virtual exhibition will be proposed to the exhibitor and his order remains valid. The Client will then, benefit from a deferral of the price difference between the total amount of his order and the revised price for the next edition
If the Exhibitor does not want to exhibit virtually, the pass(es) included in the stand package will still be valid.
The price of the passes will be deducted from the total amount of the order.
The balance will be deferred to the next edition of the Event.
In the case of a physical edition of MedFIT:
If the Organizer receives written notice until the 29th of September 2025, Exhibitor will be charged with 25% of the total amount excluding VAT. If cancellation is made after the 29th of September 2025, or in case of no-show, Exhibitor will be charged with the full price mentioned in the invoice, including services already carried out by the Organizer (such as advertising).
Set-up/Dismantling
Registration bears no right to enjoy a particular location. Organizer cannot be held liable for any slight differences between the published measurements and the true dimensions of the location or for any changes in the stand’s environment.
The Organizer defines the time given to the exhibitor for set-up and dismantling. During set-up time, prior to opening of the event, exhibitors will bring materials and store anything which will be required during the event, under their own responsibility.
Exhibitors must be present on their stands at the time of the visit by the safety officer and be aware of the provisions relating to safety. At the end of the event, the Organizer may proceed to the dismantling, removal and tidy up that have not been made by the exhibitor in deadlines, at the expense and at the sole risk of the exhibitor.
Occupation of stands
The stands shall be occupied permanently by the exhibitor during opening hours. The exhibitor is responsible for keeping his stand for the duration of the event, notwithstanding the cleaning services offered by the Organizer. It is prohibited to sell, sub-lease or exchange all or part of the space rented, without informing the Organizer beforehand.
The specific decoration of the stands is done by the exhibitors under their exclusive responsibility, in compliance with Organizer’s instructions, while Organizer is in charge of the general decoration of the hall.
Notwithstanding the above, the Organizer reserves the right to have fittings that impair the general appearance of the Event or the circulation of the public or which bother neighboring exhibitors modified or removed, at the expense of the concerned exhibitor.
Exhibitors must leave the locations in the state in which they found them. All degradation caused by their installations or attendants to either equipment or the building will be evaluated by the Organizer and shall be charged to those exhibitors responsible.
10.2 Insurances
Each Exhibitor must ensure to have insurance against all damages Exhibitor’s equipment or its employees may suffer or cause, directly or indirectly, to third parties and places during the periods of assembly, the duration of the exhibition and dismantling period, so that the Organizer may in no case be sought for any reason whatsoever. The Exhibitor could have to justify the existence of the said insurance upon request of the Organizer.
10.3. Communications
Exhibitor hereby grants to the Organizer the right and permission to use, for the limited purpose of promotion of the Event, its names, marks and logos, even to issue press releases announcing Exhibitor’s participation in the Event. Exhibitor is able to express its disagreement to any use of its names, marks and/or logos by written notification to Organizer. Organizer will be bound by this refusal from the reception of the notification. In the case where Organizer would already have edited Event materials, Client will support all costs arisen from the destruction and the re-edition of updated materials.
Exhibitors must not distribute prospectuses or other such items elsewhere than on their own stand. No prospectuses related to non-exhibitors (even affiliates or subsidiaries companies), may be distributed. No audio or visual advertising systems can be used without Organizer’s written authorization.
Questionnaires and surveys are forbidden without prior consent, as for direct sales.
Exhibitor is responsible for the products/services it provides and undertakes not to present to public information that could mislead visitors; especially when a product/service must comply with a regulation, non-compliance is clearly shown.
List of exhibitors
Only the Exhibitor shall have the right to be listed as an official exhibitor in the Event book and website, or in the Event promotional materials. Information necessary for the list of exhibitors (website and book) are provided by the Exhibitor under its responsibility. The Organizer shall in no event be liable for errors and omissions that may occur. Exhibitor grants Organizer the right to reproduce on all communication supports related to the event its distinctive signs (name and trademark).
Article 11. Limitation of liability
Client agrees to make no claim for any reason whatsoever against the Organizer for loss, theft, damage, or destruction of goods, nor for any injury, including death, to its employees, agents, or representatives; nor for any damage of any nature, including damage to its business for failure to provide exhibit space; nor for failure to hold the Event as scheduled; nor for any act or omission of the Organizer.
Exhibitor is solely responsible for its own exhibit and products and should insure exhibits and products from loss or damage from any cause whatsoever.
Article 12. Limitation of damages
Organizer and its directors, agents, representatives, and employees shall not in any event be liable to Client for any third-party claim or for any direct or indirect damage arising out of this contract or its termination.
Article 13. Personal data protection
The personal data that the Client communicate to the Organizer is collected in order to allow the registration to the Event and optimize his participation to the Event. This information is by default, the name, surname, e‑mail address, address, position, company, business sector and telephone number of the Client. For tracking purposes and accounting requirements, the Client’s IP address and the payment reference number from the bank provider are also retained.
This data allows in particular:
– The Client’s identification,
– The proof that he is allowed to attend to the Event,
– The distribution of practical information on the progress of the Event,
– The preservation of the proof of the transaction.
The Client’s personal data is processed in accordance with the Event’s privacy policy. The Client has at any time a right to access and rectify data from the Organizer, regarding the data that is required to collect and keep in the context of its own obligations. Requests are to be sent to : GIE Eurasanté, Economic Interest Group with a capital of €867,000, registered in the LILLE MÉTROPOLE Trade and Companies Register under number 409 044 203, having its registered office at 70 rue du docteur Yersin, 59120 LOOS, France.
By validating his order, the Client agrees that the Organizer may transmit his personal data to the Institutional partners of the Organizer, sponsors and co-organisers of the Event.
The Client also expressly accepts that his personal data may be used in the tools (for example Vimeet) made available to the Participants in order to put them in business relationship with each other.
Article 14. Miscellaneous
The parties to this contract are independent contractors, and this contract shall not establish any relationship, joint venture, or agency between the parties. No party shall have the power to bind any other party or incur obligations on any other party’s behalf without the other party’s prior written consent.
No failure or delay by the Organizer in exercising any right or privilege hereunder will operate as a waiver thereof. Should any provision of the present terms be or become illegal, invalid, unenforceable or unworkable in whole or in part, the legality, validity and enforceability of the remaining provisions shall remain unaffected.
Parties agree not to bring legal proceedings before having initiated attempts to resolve any dispute amicably.
The presents terms are governed by, construed and interpreted in accordance with the laws of France and shall be settled by courts of Lille.
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