8th - 12th November 2027 / Houston
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General Terms and Conditions 2027

General Rules & Regulations - Terms & Conditions 2027

Last updated: 16 September 2026

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 2027 here below referred to as “the Event”, to be held from 8th to 12th November 2027. 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. Please note that the link to the online booking platform will be active as follows:

  • WLGA members: as of 21st September 2026, 12:30 pm CEST (UTC+2) for account creation and as of 23rd September 2026 (9:30 Brussels time) for bookings for booths equal or greater than 24sqm.
  • WLGA members: as of 30th September 2026, 09:30 am CEST (UTC+2) for early-bird reservation period, in advance of public sales for any available booths locations and sizes.
  • Exhibitors and Sponsors present at Liquid Gas Week 2026: bookings at the WLGA Hub (Liquid Gas Week 2027 section) as of 13th of October 2026, (05:30 pm TRT (UTC+3) (04:30 pm CEST (UTC+2) – start of the exhibition opening cocktail at the exhibition area) or through the link.
  • Reservations opened to public and all global companies: 19th of October 2026, 09:00 am (UTC+2 ),

For the booking form to be valid, booking made 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 or options requested 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 as per the general and detailed instructions provided below. 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 issue an invoice.

For bookings made on or before 26 February 2027, a 50% deposit is due within 30 days of the invoice date. The remaining balance must be paid by 30 April 2027.

For bookings made after 26 February 2027, 100% of the contracted amount is due within 14 days of the invoice date.

Failure to make payment within the applicable deadline may result in the cancellation of the booking by the Organising Secretariat and the application of the corresponding cancellation conditions.

Complimentary badges, registrations, discounted rates and other benefits included in participation packages will only be activated upon receipt of the required payment.


ACCEPTANCE OF BOOKINGS

The Exhibitor shall not be authorised to share, sublet, transfer or assign the stand space, in whole or in part, to any third party without the prior written approval of the Organising Secretariat.

The Exhibitor may only display products, distribute promotional materials and engage with visitors within the boundaries of its designated stand space.

All activities conducted within the stand must be carried out in a manner that does not interfere with the operation of the event or cause nuisance, obstruction or inconvenience to neighbouring exhibitors, visitors or the Organising Secretariat.

The Organising Secretariat reserves the right to curtail, suspend or close any stand that does not comply with these conditions. In the event of exclusion from the exhibition, all amounts paid shall be retained by the Organising Secretariat and no refund shall be due.

The Organising Secretariat further reserves the right to refuse, cancel or relocate any booking that it considers unsuitable for the event or that may negatively affect the reputation, safety or operation of the event.

All exhibition materials, displays and equipment must be removed from the exhibition area by the date and time specified by the Organising Secretariat. Failure to do so may result in the Organising Secretariat arranging removal, storage or disposal of such items at the Exhibitor's expense. Any associated costs will be charged to the Exhibitor.

Any outstanding amounts due from previous events organised by the Organising Secretariat may result in the refusal of a booking until such amounts have been paid in full. Bookings will then be reconsidered based on availability at the time payment is received.


EXHIBITION SPACE ALLOCATION AND CORNER BOOTH POLICY

1. Booth Allocation

Exhibition space shall be allocated on a first-come, first-served basis.

While exhibitors may indicate their preferred booth location during the booking process, booth locations shall only be confirmed once the contract is signed on booking tool.

The Organising Secretariat reserves the right to allocate, reallocate or adjust exhibition space at any time where required for operational, health and safety, technical or commercial reasons.

2. Corner Booth Definition

A corner booth is defined as a booth with at least one side open to public aisles.

Corner booths offer increased visibility and exposure within the exhibition and are therefore subject to a Corner Booth Surcharge.

3. Corner Booth Surcharge

The Corner Booth Surcharge applies to:

  • Raw Space booths;
  • Equipped Booths.

The Corner Booth Surcharge does not apply to Pipe & Drape booths.

The applicable Corner Booth Surcharge will be automatically applied to the reservation on the official booking platform and shall be payable in addition to the published booth price.

4. Floorplan Modifications

The exhibition floorplan remains provisional until final approval by the venue, authorities and the Organising Secretariat.

The Organising Secretariat reserves the right to modify the exhibition layout and relocate exhibitors where necessary for operational, safety, technical or commercial reasons.

Where a confirmed corner booth can no longer be provided due to floorplan modifications initiated by the Organising Secretariat, the Corner Booth Surcharge paid by the exhibitor shall be credited towards another event service, branding opportunity or sponsorship item of equivalent value, subject to mutual agreement.

The relocation of an exhibitor shall not give rise to any additional compensation or claims against the Organising Secretariat.

The Organising Secretariat reserves the right to apply the Corner Booth Surcharge whenever a booth benefits from corner status at the time of final allocation, regardless of the booth's initial location at the time of booking.


PAYMENT INSTRUCTIONS

The Organising Secretariat, MCI Benelux, is the sole authorised entity to receive payments for Liquid Gas Week 2027 on behalf of the World Liquid Gas Association.

Payment Methods

  • Bank Transfer: Payments can be made to the bank account designated for Liquid Gas Week 2027 / MCI Benelux. Full payment details will be provided on the invoice. For all bank transfers, the Buyer must clearly indicate the invoice number and purpose of payment.
  • Credit Card: Visa, Mastercard, Eurocard and American Express are accepted, subject to the conditions established by the Organising Secretariat. A 3.5% processing fee will be added to all credit card payments.

Bank Charges

  • Bank charges cannot be determined in advance, as they depend on the sender's bank, country of origin and any intermediary banks involved in the transaction.
  • The Buyer is responsible for all bank transfer charges. Should any deductions be made from the payment amount, the Organising Secretariat reserves the right to request reimbursement of the outstanding balance.

PAYMENT CONDITIONS (APPLICABLE TO BOOKINGS MADE ON OR BEFORE 26 FEBRUARY 2027)

  • 50% deposit due within 30 days of the invoice date.
  • Remaining 50% balance due by 30 April 2027.

PAYMENT CONDITIONS (APPLICABLE TO BOOKINGS MADE AFTER 26 FEBRUARY 2027)

  • 100% payment due within 14 days of the invoice date.


LATE PAYMENT PENALTIES

Any amount not paid by the applicable due date shall be subject to a 10% late payment charge calculated on the outstanding amount.

The Organising Secretariat reserves the right to recover any administrative, legal, collection or other costs incurred in recovering overdue amounts.

The Organising Secretariat may suspend access to exhibitor badges, sponsorship benefits, registrations, promotional opportunities and any other event services until all outstanding amounts, including applicable penalties, have been paid in full.

Future participation in any event organised by the Organising Secretariat may be suspended until all outstanding invoices and penalties have been settled.


INVOICES

The Buyer is responsible for ensuring that all fiscal and invoicing details provided are accurate at the time of booking.

One replacement invoice may be issued free of charge. Any additional invoice amendment requests will be subject to an administrative fee of €100 per invoice.

Requests for invoice amendments must be submitted in writing to the Organising Secretariat.


CANCELLATION CONDITIONS (APPLICABLE TO ALL BOOKINGS)

All cancellations must be submitted in writing to MCI Benelux.

The following cancellation fees shall apply based on the total contracted value of the booking:

  • 25% of the contracted amount if cancellation is received before 12 March 2027.
  • 50% of the contracted amount if cancellation is received between 12 March 2027 and 30 April 2027.
  • 100% of the contracted amount if cancellation is received after 30th April 2027 and onwards.

Cancellation of participation does not release the Exhibitor, Sponsor or Event Partner from any payment obligations already incurred under these Terms and Conditions.

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 9th November 2027, 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 technical 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

Promotional, marketing and commercial activities conducted by exhibitors, sponsors and partners during the Event must be strictly limited to their contracted exhibition stand and/or meeting rooms officially rented through the Organising Secretariat.

The distribution of promotional materials, brochures, flyers, gifts, samples, branded merchandise or any other marketing items in common areas of the venue, including hallways, registration areas, conference rooms, networking areas and public spaces, is strictly prohibited unless prior written authorisation has been granted by the Organising Secretariat.

Exhibitors, sponsors and partners may not organise unofficial gatherings, hospitality events, meetings, presentations, receptions or other commercial activities outside the official Event venue that conflict with, compete with, or divert participants from the official Event programme without the prior written approval of the Organising Secretariat.

Any company found to be engaging in unauthorised promotional activities may be required to cease such activities immediately. The Organising Secretariat reserves the right to remove promotional materials, close the exhibitor's stand, revoke event access badges and/or cancel the company's participation in the Event without refund or compensation.

VISA AND DOCUMENTATION REQUIRED TO TRAVEL TO THE COUNTRY OF THE EVENT

Information regarding entry requirements, visas and travel documentation for the United States is available through the official U.S. government websites, including the U.S. Department of State and U.S. Customs and Border Protection.

Exhibitors, sponsors and delegates are solely responsible for ensuring that they possess valid travel documents and obtain any required visa, ESTA authorisation or other entry permits necessary for travel to the United States. Participants are strongly encouraged to check the applicable requirements and submit any visa applications well in advance of their planned travel dates.

The Organising Secretariat is not responsible for obtaining visas, ESTA authorisations or any other travel documentation on behalf of participants. However, should an official invitation letter be required to support a visa application, participants may contact the Organising Secretariat at [email protected].

No refund of exhibition, sponsorship, registration or any other participation fees will be granted in the event of visa denial, delayed visa issuance, refusal of entry into the United States, failure to obtain an ESTA authorisation, or any other travel documentation issue preventing attendance at the Event.


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 2026, 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 2026.

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.