Holland Circular Hotspot

General terms & conditions – Netherlands Representation Holland Circular Hotspot 2025

By registering for participation in a Netherlands Representation at an event (e.g., a Netherlands Pavilion, collective booth, or Netherlands Lounge), hereafter referred to as the Pavilion, the Participant agrees to these General Terms & Conditions.
These Terms & Conditions are shared via the registration form and accepted upon completing the registration.

1. Participation

  • Registration is submitted by the main participant (hereafter: Participant) through a registration form organized by Holland Circular Hotspot (HCH), hereafter referred to as the Organizer.

  • Participation requests are processed in order of receipt and are subject to available floorspace or delegation capacity.

  • Upon registration, participation becomes binding and the Participant is obliged to take part.

  • Any organization co-exhibiting within the space of another Participant must register separately.

  • Allocation of booth space, delegation positions, or representation spots by the Organizer is final. Layout and design of the Pavilion are determined solely by the Organizer. Preferences of Participants may be taken into account but cannot be guaranteed.

  • Independent banners, flags, posters, or roll-ups are not permitted unless explicitly approved by the Organizer.

2. Participation Costs

  1. Participation costs are determined by the Organizer and may differ per event. All prices are exclusive of VAT unless stated otherwise.

  2. Participation costs include a registration fee and a standard package based on the event concept and Pavilion setup.

  3. Costs do not include meals, refreshments, travel, accommodation, visa fees, or congress/exhibition tickets unless explicitly stated otherwise in the registration form.

  4. Additional services not included in the standard package (e.g., extra furniture, audiovisual equipment, printing, promotional materials, catering, etc.) will be charged directly to the Participant.

  5. To ensure a coherent Pavilion appearance, additional services may only be ordered after consultation and written approval from the Organizer.

3. Event Programme

  • Only products and services relevant to the event theme may be displayed in the Pavilion. Assessment and approval lie solely with the Organizer.

  • For communication and promotional purposes, the Organizer may take photographs and/or video recordings of the Pavilion, Participants, and activities.

  • By registering, Participants consent to the use, publication, and distribution of such material and indemnify the Organiser against related claims.

4. Logistics

  • Participants are responsible for arranging the shipping of promotional materials, demo items, or equipment through a designated freight forwarder. All transport costs are charged directly to the Participant.

  • If the Organizer coordinates logistics or shipping, any additional costs incurred will be charged to the Participant.

  • The Organizer is not responsible for packing, receiving, storing, transporting, assembling, or dismantling Participant materials.

5. Payment

  • Participation costs are specified in the registration confirmation.

  • Invoices are typically issued in one installment and must be paid within 21 days and no later than one month before the event.

  • Participants who fail to pay on time may be denied participation without refund rights.

  • Invoice disputes must be reported in writing within 10 days of the invoice date. After this period, objections will not be considered.

  • The Organizer may allocate incoming payments to outstanding debts owed by the Participant.

6. Cancellation by the Participant

  • Participation is binding. After registration, the Participant remains fully liable for the participation costs.

  • This obligation also applies to any event-specific costs already incurred by the Organizer on behalf of the Participant, including costs with contracted partners.

7. Cancellation by the Organizer

  • The Organizer reserves the right to cancel the Pavilion or representation.

  • In such cases, the Participant is not entitled to compensation for damages or losses.

  • Participation fees will be refunded minus any costs already incurred by the Organizer, including costs made on behalf of the Participant.

8. Force Majeure (including pandemics)

  • In case an event is postponed or cancelled due to force majeure—such as pandemics, travel restrictions, natural disasters, political unrest, or other external circumstances—the Organizer will inform Participants as early as possible.

  • In case of postponement, registrations and payment obligations remain valid.

  • In case of cancellation, the Organizer is not liable for damages or loss. Participation fees will be refunded after deducting costs already incurred.

9. Deadlines

  • Participants must adhere to all deadlines set by the Organizer or event organizers.

  • Late submission may result in additional costs or exclusion from certain services. Any additional costs incurred due to missed deadlines will be charged to the Participant in full.

10. Insurance

Participants are responsible for arranging their own insurance, including but not limited to:

  • civil liability

  • loss, theft, or damage of goods

  • personal injury

  • delays or additional expenses

  • any other insurable risk

The Organizer bears no responsibility for insurable losses.

11. Exclusion of Liability

  • The Organizer carries out all activities to the best of its knowledge and ability.

  • Except in cases of gross negligence or intentional misconduct, the Organizer accepts no liability for damages or losses incurred by the Participant.

  • If sector interest is insufficient, the Organizer reserves the right to cancel the Pavilion or representation without liability for damages.

     

    Last updated:

    20-11-2025