General Terms and Conditions for Sponsors and Exhibitors
SERVICE PROVIDER
1. GENERAL PROVISIONS
1.1 These General Terms and Conditions (hereinafter the “GTC”) regulate the conditions of participation of partners and exhibitors (hereinafter the “Partner”) at events organized by QuBit Security s.r.o. (hereinafter the “Organizer”).
1.2 The Organizer organizes professional events under the Qubit Conference® brand focused on information and cyber security, held in-person, online, or in a hybrid format (hereinafter the “Events”).
1.3 Acceptance of the commercial offer and subsequent confirmation of participation in the event constitutes an explicit acceptance of these GTC.
2. CONCLUSION OF THE CONTRACT AND PAYMENT TERMS
2.1 The contract is deemed concluded upon written acceptance of the offer by the Partner.
2.2 The participation fee is payable by the date specified in the pro forma invoice or invoice. the event of delay, the Organizer reserves the right not to provide the exhibition space, lecture slot, or other agreed services.
3. PRESENTATION CONTENT
3.1 Lectures must be professional and informative in nature. Promotional and marketing presentations are not the purpose of our events and will not be allowed.
3.2 The Organizer reserves the right to cancel a lecture that does not meet professional criteria.
The Partner is obliged to:
• Provide the presentation in advance in PowerPoint format and attend the rehearsal at the agreed time.
• Attend the technical rehearsal at the time and place of the event.
4. EXHIBITION SPACE
4.1 Exhibition space is allocated by agreement. The Partner is obliged to comply with the venue’s rules and the Organizer’s instructions.
4.2 In case of damage to equipment or premises, the Partner bears full responsibility.
5. INTELLECTUAL PROPERTY AND LOGO
5.1 The Partner grants the Organizer a non-exclusive right to use its logo and company name for the purposes of promoting the event and the cooperation.
5.2 The Partner is responsible for having the right to use the provided materials. In the event of third-party rights violations, the Partner bears sole responsibility.
6. PERSONAL DATA PROTECTION
6.1 As a controller, the Organizer processes participants’ personal data to the necessary extent, in accordance with applicable legislation, in particular Regulation (EU) 2016/679 (GDPR) and Act No. 18/2018 Coll. on Personal Data Protection. The method of processing personal data is described in the GDPR section.
6.2 The Organizer may provide the Partner with a list of participants (e.g., name, position, company, email) exclusively for the purposes of professional communication and offers related to the event.
6.3 The Partner receiving such data is obliged to:
• use the data solely for the purposes stated above,
• ensure that the processing of personal data is lawful, secure, and in line with good practice,
• not transfer the data to third parties without the data subject’s consent,
• allow participants to opt out of further communication at any time.
6.4 Breach of these obligations may result in the exclusion of the Partner from current and future events.
6.5 The Organizer declares that it has implemented adequate technical, organizational, and personnel measures appropriate to the processing of personal data, taking into account available technology, confidentiality, and the nature of the data processed.
6.6 The full text of the personal data processing and protection policy is published in the “Privacy Policy Statement” available on the Organizer’s website.
7. CONTRACT TERMINATION
7.1 The contract is concluded for a definite period, until the delivery of the agreed services.
7.2 The contract may be terminated:
• by mutual agreement,
• by withdrawal of one party in the event of a material breach of conditions, if not remedied within 7 days after written notice,
• by withdrawal of the Partner if further performance would breach legal regulations.
7.3 Upon termination, the parties are obliged to settle their mutual claims.
8. CANCELLATION POLICY
8.1 In case of early termination of the contract by the Partner, the following cancellation fees apply:
• More than 90 days before the event – 5% of the fee,
• 60 to 90 days before the event – 30%,
• 30 to 60 days before the event – 50%,
• 30 days or less before the event – 90%.
8.2 The parties may agree on an individual cancellation fee.
9. FINAL PROVISIONS
9.1 These GTC form an integral part of the commercial offer and the contract.
9.2 Legal relations are governed by the laws of the Slovak Republic.
9.3 The Organizer reserves the right to update these GTC. The current version is always available at www.qubitconference.com.