Last updated: 19 February 2025
General Rules & Regulations - Terms & Conditions
Last updated: 19 February 2025
MCI Benelux (VAT N° BE 0480 076 556, with its headquarters at Avenue des Arts 47, 1000 Brussels, Belgium) has been entrusted by the World Liquid Gas Communication SARL “The Organiser” with the general logistics, exhibition management and organisation of Liquid Gas Week 2025 here below referred to as “the Event”, to be held from 22nd September to 26th September 2025. MCI Benelux may also be referred to as ‘The Organising Secretariat” here below.
The person or Organisation making a booking of an exhibition raw space only or booth, buying an advertisement or becoming a sponsor to the Event may also be referred to as “the Buyer”. The Organising Secretariat and the Buyer may also be referred to as “the Parties”.
The person or Organisation making a booking of an exhibition and/or marketing opportunity (herewith incl. raw space, shell scheme equipped booth, Exceptional Energy Stage, Sponsorship Packages, Partner Events, Branding Opportunities, Digital Visibility Options, Hospitality Suites and Meeting Rooms Hires, Advertisement opportunities) may also be referred to as “the Buyer”. Both, the Organising Secretariat and the Buyer may also be referred to as “the Parties”.
BOOKINGS
In order to be valid, bookings have to be made through the online booking platform https://www.liquidgasweek.com/exhibition. For the booking form to be valid, these must be signed electronically by the company. Unsigned electronically on the platform, downloaded booking forms and/or uncompleted bookings via the platform will not be considered as firm bookings.
In the absence of a specific written contract between the Parties, the electronic signature on the booking form(s) constitutes a firm commitment and compels, if applicable, the subscriber to accept both the general terms and conditions, the exhibition rules & regulations as well as all the specific conditions related to the Event. No verbal nor telephone agreement will commit the Organising Secretariat unless confirmed in writing.
Bookings will be attributed in order of arrival unless specific event conditions state differently and are subject to payment in full and the agreement of the Organising Secretariat. Once the bookings have been confirmed, no change will be possible without the Organising Secretariat’s written agreement. All payments must be received by the Organising Secretariat 30 days upon the invoice receipt as per the general or specific Event conditions. No Buyer will be allowed to be listed as a sponsor/exhibitor/advertiser in the Event publications nor begin move-in operations until the full payment is received by the Organising Secretariat according to the above-stated conditions.
As for the Exhibition, the floor plan presented in the exhibition brochure is noncontractual. It is subject to acceptance by the Local Public authorities and its official Fire & Safety Regulation Services. The Organising Secretariat reserves the right to change if deemed advisable, the location, size and layout of the surfaces requested by the exhibitor.
BOOKING CONFIRMATION CONDITIONS
Upon confirmation of a booking, the Organising Secretariat will generate an invoice. A 50% payment deposit is required within 30 days of receiving the invoice. Failure to make the payment within this timeframe grants the Organising Secretariat the right to cancel the booking and enforce the applicable cancellation conditions. The complete payment must be received by 30th April 2025.
Without the 50% down payment, the complimentary badges or discounted rates included in the company packages cannot be activated.
ACCEPTANCE OF BOOKINGS
The exhibitor shall not be authorised to share, sub-let or assign the stand to any other company or to entrust it to other parties in any other way. The exhibitor shall only be allowed to display and distribute advertising material and to address visitors within his own booth space. Activities at, and operations of, the booth shall be carried out in such a way that no nuisance will be caused to the event as such or to neighbouring booths.
In cases to the contrary, The Organising Secretariat reserves the right to curtail or close the stand and to exclude the exhibitor from the event. In the event of exclusion, no refund any payments will be realised. All exhibition items must be removed from the exhibition area after the closing of the exhibition on the date and time specified by The Organising Secretariat. If the exhibitor fails to remove the items by the specified time and date The Organising Secretariat is entitled to charge the exhibitors the penalty costs. Any outstanding fees due from past events from the Buyer to the Organising Secretariat may result in the refusal of the booking until the payment of such outstanding fees has been received by the Organising Secretariat. The booking would then be considered by the Organising Secretariat based on availability at that specific time.
PAYMENT INSTRUCTIONS
The Organising Secretariat, MCI Benelux, is the sole competent and authorised company to receive payments for Liquid Gas Week, on behalf of the World Liquid Gas Association.
Payment methods
· Bank transfers; to the account of Liquid Gas Week 2025/MCI Benelux. Full payment details will be indicated on the invoice. For all bank transfers, the Buyer/Sender must specify the payment purpose on the transfer form, e.g. sponsorship, advertising, booth payment etc.
· Credit card; Visa, Mastercard, Eurocard and American Express. The use of these cards subject to certain conditions e.g. when the total amount due to be paid is lower than fifty EUROS (50,00€). For all credit card transactions, a 3.5% processing fee will be added to the total amount.
Bank fees
· Bank fees cannot be determined in advance, as they depend on the sender’s bank, the country of origin, and the intermediary banks involved in the transaction.:
· The Buyer/Sender is responsible for covering all bank transfer charges. If this requirement is not met, MCI reserves the right to request reimbursement for any outstanding charges.
PAYMENTS CONDITIONS (APPLICABLE TO BOOKINGS MADE BEFORE 1st of APRIL 2025)
- 50% downpayment – deadline 30 days upon the receipt of the invoice
- 100% downpayment – deadline 30th April 2025
PAYMENTS CONDITIONS (APPLICABLE TO BOOKINGS MADE AFTER 1st of APRIL 2025 and onwards)
- 100% downpayment – deadline 14 days upon the receipt of the invoice
LATE PAYMENTS PENALTY FEE
- In case the payment deadline is not respected by the event partner, a 10% late payment penalty on the contracted amount will be applied. Any cost to recover the outstanding amount will be charged to the event partner.
CANCELLATION CONDITIONS (APPLICABLE TO ALL BOOKINGS)
All cancellations must be made in writing to MCI Benelux. The Organising Secretariat shall retain:
- 25% of the agreed amount due if the cancellation is made before 16th February.
- 50% of the agreed amount due if the cancellation is made between 17th February 2025 and 29th April 2025.
- 100% of the agreed amount due if the cancellation is made after 30th April 2025 and onwards.
After a booking has been confirmed, a reduction of booth space, a modification of booth type or any other kind of item reduction, is considered as a cancellation and will be governed by the above cancellation policy. As for the exhibition, a reduction in space may result in relocation of exhibit space at the discretion of the Organising Secretariat.
Re-booking after cancellation
In the event of a re-booking after cancellation, a penalty fee of 10% of the original booking amount will be applied due to processing requirements.
Outstanding payments from previous editions
To make bookings, all past outstanding/cancellation fees must be settled. Outstanding fees can prevent a company from participating in the event.
LOCAL AND SITE REGULATIONS
Buyers shall abide by the local and site regulations with respect to law and order, as well as provided deadlines, safety and security. The Organising Secretariat will take appropriate action against those who do not comply with the regulations. The Organising Secretariat has the authority to demand removal/ change of any tools/papers/ documents/ structures which are not in accordance with the Event rules or even cancel the participation of the Buyer. The decision of the Organising Secretariat will be final and binding.
ENTRY TO THE EVENT VENUE AND EXHIBITION
Access to the exhibition will only be possible for registered participants. Exhibitors’ badges will allow access only to the exhibition.
To attend any meetings or sessions, exhibitors will need to register as full delegates and pay the appropriate registration fee if applicable (refer to conference regulations policy).
USE OF RENTED SPACE AND BUILDING RULES
The use and branding of exhibit space may not exceed the rented surface. The height limitation as communicated in the Exhibition Technical Manual must be respected both for physical and visual devices (e.g., lasers, gobos, etc.).
INSURANCE
The Buyer renounces to take recourse against the Organising Secretariat or against the owners of the premises and undertakes to underwrite insurance policies covering all the risks incurred by the material exhibited (theft, damage, etc...) along with public liability covering the permanent or occasional staff employed by the Buyer, present at the Event. None of the Organising Secretariat’s Insurance will cover the Buyer’s activities during the Event. The Buyer must maintain at their own expense public liability insurance covering legal liability in respect of:
(i) Damage to any real or personal property, including any damage to the Venue or to any fitting, equipment, or other property in the Venue.
(ii) injury to, or death of, any person arising out of or in connection with the Buyer’s participation in or attendance at the Event; and
(iii) their employees, agents, and contractors.
(b) The period of insurance shall be from the time the Buyer first enters the Venue until all their exhibits have been properly removed to the satisfaction of the Organising Secretariat.
( c) The Buyer will indemnify and hold the Organising Secretariat and its representatives harmless in respect of all costs, claims, liabilities, losses, demands, proceedings, and expenses to which the Organising Secretariat and its representatives may in any way be subject as a result of the Buyer’s participation in the Event.
(d) If the Organising Secretariat so demands the Buyer must provide proof to the Organising Secretariat that the Client has adequate insurance coverage.
(e) The Organising Secretariat will not, in any event, be held responsible for any loss or damages whatsoever (including loss of profits suffered by the Buyer) as a result of any restrictions or conditions which prevent the construction, erection, completion, alteration or dismantling of the Buyer’s stand or for the failure of any service normally provided at the listed Venue, for the cancellation or parttime opening of the Event either as a whole or in part, or for amendments or alterations to all or any of the ‘Terms & Conditions caused by any circumstance not within the Organising Secretariat’s control.
The Organising Secretariat strongly recommends the Buyer to obtain adequate cover for travel cancellation, health, accident, and cancellation insurance before they depart to the Event or before their travels.
FAILURE TO OCCUPY SPACE
Exhibitors not occupying booth space by 22nd September 2025, will forfeit their booth space without refund. The space may be resold or used by the Organising Secretariat.
FORCE MAJEURE
In the Case of Force Majeure, the event dates may be changed, or the latter may be purely and simply cancelled, the Organising Secretariat is not liable for failing to perform their obligations under this Agreement due to acts of God, natural disasters, pandemics, war, civil disturbance, or government action preventing the Organising Secretariat to perform their obligations under this Agreement where the cause is beyond the Organising Secretariat’s reasonable control (each a Force Majeure Event). The Organising Secretariat will provide written notice to the Sponsors, partners & exhibiting companies within a commercially reasonable time and use best efforts to resume performance as soon as possible. The Organising Secretariat may propose to amend the Services, notably by proposing an alternative venue and/ or dates, that the Sponsors, partners & exhibiting companies shall consider in good faith and shall not reject without valid and objective reasons. In case the Event date is postponed or cancelled for reasons beyond the Organising Secretariat’s control (Force Majeure Event), the Organising Secretariat shall charge a 10% fee to the sponsors, partners & exhibiting companies covering services reasonably caused by the termination of this Agreement or the cancellation of the Event, and the time spent by the Organising Secretariat to mitigate the effects of the Force Majeure event.
SECURITY
Likewise, and especially in case of risk of harm to any person’s security (and independently from any case of Force Majeure), the Organising Secretariat reserves the right to change the Event location and, if necessary, to move the Event to another country or region than the one initially planned. The Event cancellation conditions stated below shall apply; the Organising Secretariat strongly recommends that Buyers subscribe adequate insurance covers and adequate cancellation insurance. In the Event of litigation, jurisdiction falls under the Brussels Law Courts alone.
INTERPRETATION OF THE REGULATIONS AND AMENDMENTS
The Organising Secretariat is the sole competent authority as to problems arising from the interpretation of the here enclosed regulations and their enforcement. Any expenses resulting from the non-observance of the here-enclosed regulations will be chargeable to the Buyer. MCI Benelux reserves the right to change or to complete the here-enclosed regulations without prior notice, with the Buyer will be informed accordingly.
EXHIBITOR/SPONSOR MANUAL
A practical manual will be sent to every duly registered Buyer a few months before the Event. This manual contains all the necessary information regarding general conditions, safety regulations, booth set-up and arrangement conditions, description of the booth, specification documents and maps along with order forms and prices for all necessary services (telephone, electricity, transport, storage...) required by the Buyer.
PARTNER/EXHIBITOR/SPONSOR DIGITAL USER GUIDE
Instructions and tutorials will be sent to every duly registered Buyer before the Event. These instructions will contain all the necessary information regarding general conditions, graphics requirements, specification documents along with a user guide for the virtual event platform. During the event, the Organising Secretariat will provide English-speaking technical support for the use of the virtual event platform.
HEALTH AND SAFETY LAWS AND REGULATIONS AT WORK
It is the responsibility of the Buyer to ensure that his contractor, employees, displays and exhibits all comply with the latest legislation regarding Health and Safety at Work regulations. The Organising Secretariat cannot be held responsible for the Buyer’s non-compliance to these laws and regulations and is entitled to stop booth building or remove the booth if the latter is not compliant with the local regulation and this without any possible claims against the Organising Secretariat.
THIRD PARTY COMPANIES
The Organising Secretariat will communicate exclusively with clearly identified third party Companies officially mandated by the Buyer (participating exhibitors and sponsors). Queries received from third party Companies (i.e., communication and press agencies) which do not clearly indicate which Buyer they are representing will not be answered. It is the responsibility of the Buyer to inform the Organising Secretariat of the full contact details of the third-party Companies they are working with.
PRESS CONFERENCES AND SIDE EVENTS
Press conferences and side events, as a meeting, virtual meeting, or networking event, organised by the Buyer or its duly authorised representatives may only be organised at times specified by the Organising Secretariat. The Organising Secretariat must be notified of any planned press conferences and all journalists must be officially registered to attend the Event.
ONSITE PROMOTION
Promotion onsite (at the Event) must be limited to the confines of the exhibit space, and/or to the meeting rooms rented by the sponsor/ exhibitor. It is completely forbidden to distribute any documents/gifts or any other type of goods in the common areas of the Event to promote your company. The Organising Secretariat reserves the right to close company’s booth if the Buyer is also exhibiting at the Event. Buyers holding any type of event outside the conference centre without authorisation will see their participation to the Event automatically cancelled without any reimbursement.
VISA AND DOCUMENTATION REQUIRED TO TRAVEL TO THE COUNTRY OF THE EVENT
Entry and visa information is available at https://www.gov.br/mre/pt-br/embaixada-dar-es-salaam/visa. It is recommended that exhibitors/sponsors/delegates plan their travel in advance and apply for your visa in advance, should be required. The Organising Secretariat is NOT responsible for visas’ arrangement. However, should you need an official invitation letter for visa application purposes, you may contact the Organising Secretariat: [email protected]. No exhibition nor registration fee refund will be issued for cancellation or non-attendance resulting from not obtaining the visa.
DATA PROCESSING AGREEMENT - Data Controller to Data Controller
Between MCI Benelux SA, Avenue des Arts 47, 1000 Brussels, Belgium, Independent Data Controller and The exhibitor/ sponsor of the Liquid Gas Week 2025, also Independent Data Controller, both collectively referred to as the “Parties” or individually a “Party”.
a). Subject of the Agreement
This Data Processing Agreement (DPA), forms part of the Master Services Agreement and all applicable orders between both parties for Exhibiting &/or sponsoring the Liquid Gas Week 2025.
As part of their contractual relationship, the parties undertake to comply with the regulations in effect applicable to personal data processing and in particular, Regulation (EU) 2016/679 applicable from 25 May 2018 (hereinafter the “General Data Protection Regulation” or “GDPR”).
Under the terms of this rider, the following terms are defined as follows as per the Art. 4 of GDPR:
- «personal data» means any Information relating to an identified or identifiable natural person («data subject»); an identifiable natural person Is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person;
- «processing» means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction;
- “controller” means the natural legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data; where the purposes and means of such processing are determined by Union or Member State law, the controller or the specific criteria for its nomination may be provided for by Union or Member State law.
- “processor” means or legal natural person, public authority, agency or other body which processes personal data on behalf of the controller.
b). Role of the Parties
Each party acts as an independent controller with respect to its processing of personal data in connection with this Agreement. Each party will comply with its respective obligations under applicable data protection laws with respect to its processing of such personal data. To the extent that either party provides personal data to the other party pursuant to this Agreement, the party supplying the personal data confirms that it has consent or another legal basis to provide the personal data to the receiving party and for the receiving party to process the personal data consistent with this Agreement, and in accordance with its applicable privacy policy.
For clarity, nothing in this Agreement limits a party’s ability to use an individual’s personal data to the extent directed by, consented to or requested by such individual.
In the event that either Party is established in the European Economic Area or the United Kingdom and Transfers Personal Data to the other Party outside of the EEA, and no lawful alternative basis for such Transfer applies, such Transfer shall be governed by the Standard Contractual Clauses, the terms of which are hereby incorporated into this DPA (Annex I).
c) Limitation of liability
Each Party’s liability arising out of or related to this DPA, whether in contract, tort or under any other theory of liability, is subject to any limitation of liability as set forth in the Agreement and any reference to such limitation of liability of a Party means the aggregate liability of the Party under the Agreement and this DPA together. Additionally, each Party shall be independently liable for its own Processing of Personal Data to the extent such Processing does not comply with Data Protection Laws and Regulations.
d) Termination and survival
The Parties agree that this DPA is terminated upon the termination of the Master Services Agreement.