Terms and Conditions Travel Congress Management Ltd

Travel Congress Management Ltd is registered at the Chamber of Commerce Midden-Nederland under the number 30262888 and has filed these general conditions with the Chamber.

Article 1 – Definitions

1.1. The Bureau means Travel Congress Management Ltd.

1.2. Agreement means organizing congresses, conferences and seminars by order of the client which has been reached as soon as the Bureau has accepted a written agreement.

1.3. Client means the customer who makes an agreement with the Bureau named before in art.1.1 or to whom the Bureau brings out an offer likewise named below in art.1.5.

1.4. Participant means the one who visits the aforementioned activities and receives payments, if any.

1.5. Quotation means the formation of costs for organizing activities likewise named before in art.1.2 that  the Bureau will charge the Client for.

1.6. Budget means the estimate of costs for activities likewise named before in art.1.2.

Article 2 – Validity conditions

2.1. These conditions are applicable to all of the Bureau’s activities.

2.2. Any Terms and Conditions by the Client are not binding for the Bureau.

Article 3 – Quotations

3.1. The Bureau’s quotations are without obligation and may be cancelled or modified as long as the Bureau has not communicated confirmation of acceptance in writing to the Client.

3.2. Quotations are valid up to three months after date, unless stated otherwise.

Article 4 – Work arrangements

4.1. The proceedings that the Bureau will perform are detailed as accurately as possible in a written agreement between the Bureau and the Client.

4.2. During the period of performance, a number of previously agreed consultations about the continuation and realization of the agreed proceedings will be held.

4.3. The risk of orders of the Bureau that have been outsourced to third parties in accordance with the agreement is the Client’s, not the Bureau’s.

Article 5 – Additional work

5.1. Proceedings that are not in accordance with the agreement will only be performed by the Bureau after written assignment by the Client and are charged separately.

5.2. Proceedings performed before the agreement is signed will be performed exclusively after written agreement by the Client

Article 6 – Copyright restriction

6.1. All materials, graphics and other designs made by the Bureau or by order of the Bureau that are performed in accordance with the agreement will always remain the intellectual property of the Bureau.

Article 7 – Protection

7.1. The Bureau is protected by the Client against claims of third parties resulting from the use of data, regardless of the medium used to communicate these claims to the Bureau.

7.2. Any possible fiscal decisions of an activity named before in art.1.2 made by a tax inspector will always be charged to the Client as it is always the Client’s risk. The Bureau is protected by the Client against claims of the tax inspector resulting from an erroneous succession of tax rules/statement by the Client.

Article 8 – Payment

8.1. The total amount the Client is due will be invoiced over a number of payment installments in accordance with a later to be reached agreement, unless another written agreement is in effect.

8.2. Invoices have to be paid within 14 days after invoice date, without deduction of any discounts and without any settlement of debt.

8.3. In the event of not receiving payment of the invoice at the very latest day, the fifteenth day after the invoice date the Client will be in omission without further proof of default and the Client will be due legal interest.

8.4. On the first claim of the Bureau, the Client/Participant is obliged to provide security about the amount due or the amount they will be due to the Bureau.

8.5. The Bureau is authorized to make commission settlements with third parties and the Bureau will send correspondence in writing when the Client could be in state of claim.

Article 9 – Publicity

9.1. Advertizing with regard to the quality of the proceedings only occurs in writing, up to 14 days after termination of the activity organized by the Bureau as mentioned in art. 1.2.

Article 10 – Cancellation

10.1. In case of cancellation by the Client, all already performed or still to be performed proceedings will be charged to the Client. The costs that have been made or the costs that will be made will also be charged to the Client.

10.2. If cancellation happens at least one year before the organized activities were to take place, the Client is due the total agreed amount with deduction of unexpected costs in consequence of the cancellation which third parties cannot charge to the Bureau.

10.3. Cancellation by the Participant(s) does not bring about alteration of the total agreed amount.
 
Article 11 - Agreement termination

11.1. When the Client fails the Bureau concerning timely payment(s) or fulfillment of other obligations, the Bureau is authorized to dissolve the agreement after preceding proof of default within a period of 14 days and has the undiminished right to demand whether fulfillment or full reimbursement of costs, losses and interests.

11.2. The Bureau has the same authority, but without preceding proof of default, when the client applies for suspension of payment, declares bankruptcy , goes into liquidation or in case of seizure chargeable to the Client.
 
Article 12 – Force majeure

12.1. Force majeure means every event outside control of the Bureau that persistently or temporarily foils the compliance of the agreement by the Bureau. This includes war, threat of war, civil war, revolts, strikes, pandemic, outbreaks (e.g. SARS, Bird-influenza, Q-fever, Mad Cow Disease), difficulties of transport, fire and other serious disturbances in the company of the Bureau or his supplier.

12.2. The Bureau is not binded to the compliance of any obligation when it is a matter of force majeure. When the Bureau is not able to comply with the agreement due to force majeure, the Client is obliged to pay the Bureau the costs of the performed proceedings up to that moment. The costs of shifting or moving the obligations of the Bureau as a result of force majeure in accordance with the agreement will be charged to the Client as additional work.

Article 13 – Applicable law

13.1. The agreements of the Bureau comply with applicable laws of the Netherlands. By signing the agreement, both parties are considered to have elected domicile at the office of the Bureau.

Article 14 – Disputes

14.1. All disputes related to the agreement or the resulting performance, including the applicability of these conditions, will exclusively be settled by the authorized judge in the District of the Law court established in Amsterdam, even when the Client has no domicile in the Netherlands.

Article 15 – Registration and Payment by Participant

15.1. If the Participant wants to attend a congress, meeting or symposium, he/she has to register and pay via the website. The Participant will receive the period of registration at the relevant meeting, congress or symposium. The Participant will receive confirmation and a bill by mail. The mentioned costs of congress do not include 19% VAT.

15.2. At the time of your registration, it is possible to give an invoice address and specific distinguishing notes such as order number. The Participant is responsible for the correct information. In case of modification of the invoice, the Bureau is obliged to charge administrative costs of 25 Euros.

Article 16 – Conditions of Cancellation and Modification

16.1. Cancellations and modifications of congress attendances may only be submitted to the Bureau in writing (or by mail) if the following conditions are met:

16.1.1. Cancellation or modification can take place up to 30 days before the date of commencement of the congress without the Bureau charging further costs to the Client.

16.1.2. If cancellation or modification takes place from the 30 days before the date of commencement of the congress, costs will amount to 50% of the convention expenses.

16.1.3. There will be no restitutions for cancellations on the day of the congress or after the commencement of the congress.

16.1.4. It is not possible to modify on the day of the congress or after commencement of the congress.

16.1.5. The mentioned percentages and amounts apply to Participant per congress. The Bureau may deviate from this when proving force majeure, which is to the Bureau’s evaluation.

16.2. Furthermore, the Bureau refers to the Uniform Conditions for Hotel and Catering Industry set up for groups.

16.3. One exception to the condition is acknowledged by the Bureau. The Participant has the once-only right to choose a substitute from the same organization up to the day of commencement. The aforementioned conditions apply to other modification regulations

Article 17 - Number of participants

17.1. Some congresses have a maximum number of participants. This will be stated in the description of the relevant congress. The Bureau is always the rightful claimant to cancel a congress if there is insufficient interest.

G.J. Brouwer dated 31 March 2010
managing director
Travel Congress Management BV
Breukelen
CoC Midden-Nederland: 30262888