GENERAL TERMS AND CONDITIONS OF SALE
ARTICLE 1. PURPOSE
These General Terms and Conditions of Sale (“GTCS”) govern the participation of the “Partner” in an Event and/or a Media Plan organized by RÉPUBLIK (the “Organizer”).
ARTICLE 2. LOGO
The Partner’s logo shall appear on the communication materials of the Event as specified in the quotation approved by the Partner.
The Partner shall provide the Organizer, within the timeframe communicated by the latter, with all graphic elements necessary for the reproduction of its logo.
ARTICLE 3. STAND
If the order includes the provision of an exhibition stand, its installation shall be carried out in accordance with the general layout plan established by the Organizer, which may evolve as new Partners join the Event. The Organizer reserves the right, whenever necessary, to modify the layout of spaces to ensure safety requirements, visitor flow, fair competition among Partners, or for any other reason required for the proper conduct of the Event.
The Participant shall provide the Organizer, before the communicated deadline, with the graphic materials necessary to print the banner dressing the stand structure. Beyond this deadline, the provision of the stand cannot be guaranteed, without any change to the financial terms of the partnership.
The Participant shall also provide the stand layout plan and the list of equipment two months prior to the Event. Beyond this date, the stand installation cannot be guaranteed, without altering the financial conditions of the partnership.
Each Participant is responsible for the transport and reception of its goods and materials in accordance with the Organizer’s logistics instructions. The specific decoration of the stand is the responsibility of the Partner and must comply with the general decoration and signage plan set by the Organizer. For any receptions organized on the stand, the Partner must keep noise levels reasonable and use only the caterer approved by the Organizer.
The Organizer declines all responsibility for the Partner’s installations, equipment, or goods. The Participant shall take possession of the allocated space as-is and return it in the same condition. Any damage to the premises or installations caused by the Partner shall be borne by the latter.
The Participant warrants to the Organizer that all communication materials (banners, roll-ups, totems, etc.) are fire-resistant (M1-rated) and shall provide a corresponding certificate no later than on the day of the Event.
The following are strictly prohibited and may lead to the cancellation of the reservation and immediate exclusion from the Event, without compensation or refund of amounts paid or due:
• Unauthorized hosting on the stand of any company or individual not registered or declared.
• Subletting (free or paid) or transfer of the stand to another exhibitor.
• Displaying or promoting products or services for which the Partner does not hold distribution or representation rights.
• Distribution of materials or items outside the stand limits (aisles, entrances, exits, etc.) without prior approval.
• Unauthorized posting outside the stand area or use of sound systems.
• Non-compliance with safety regulations, prevention plans, or venue-specific rules (e.g., stand height limits).
• Direct on-site sales (“off-the-shelf sales”) unless specifically authorized by local authorities.
• Sale, consumption, or distribution of alcohol, tobacco, or illegal substances.
• Any display, message, or activity of a political, religious, or immoral nature.
Meal deliveries within the Event premises are not permitted.
ARTICLE 4. SPEAKING ENGAGEMENT – PUBLICATION
If the order includes a speaking engagement by the Partner during the Event, the Organizer reserves the right to modify the format or order of the presentation at any time and remains solely responsible for the Event program.
If the presentation involves a projection or slideshow, the Partner shall provide the file at least five (5) business days prior to the Event.
If the order includes a Media Plan, the Partner bears full responsibility for all published communication materials (texts, images, photos, audio, links, etc.). The Organizer reserves the right to refuse publication of any content it deems inappropriate.
ARTICLE 5. PERSONAL DATA
In accordance with French Law No. 78-17 of 6 January 1978 (as amended by Law No. 2004-801 of 6 August 2004) and the General Data Protection Regulation (GDPR) of 27 April 2016, RÉPUBLIK undertakes to inform and respect the preferences of each participant regarding the use of their personal data.
If the order includes the provision of the participants’ contact list, only the details of individuals who have authorized the sharing of their personal data shall be transmitted.
ARTICLE 6. CHANGES – CANCELLATION – POSTPONEMENT BY THE ORGANIZER
The Organizer determines the arrangements of the Event, including its date, duration, location, and program, and may modify them at any time.
If the Event cannot be held in person, particularly for health or social reasons, the Organizer may decide to cancel or postpone it under the same conditions within a maximum period of twelve (12) months.
If postponed for more than twelve (12) months, the Partner may request a full refund of the amounts paid.
ARTICLE 7. PAYMENT TERMS
A 50% down payment is required upon order confirmation. This deposit covers the Organizer’s preliminary work (general organization, booking of service providers and speakers, communication campaigns) and is therefore non-refundable.
Reservation of the stand, speaking slot, or publication is confirmed only after receipt of this deposit.
The remaining balance is payable no later than thirty (30) days before the Event or before the first Media Plan campaign. Failure to pay the balance within the specified timeframe may result in the Partner’s exclusion from the Event, without releasing the Partner from payment obligations.
Any order placed less than two months before the Event must be paid in full immediately.
The Partner may cancel participation up to three (3) months before the Event by sending a registered letter with acknowledgment of receipt to the Organizer. The initial deposit remains due in all cases. For cancellations received after this deadline, the Partner shall owe the full contract amount.
For Media Plans, any campaign canceled or postponed by the Partner less than fifteen (15) days before the scheduled date shall be considered completed. The Partner may postpone campaign execution up to six (6) months from the quotation’s signature date. Beyond that period, unexecuted actions are forfeited, and the remaining balance becomes due.
Any late payment may result in a fixed recovery fee of €40 and late payment penalties calculated at the legal interest rate plus 5%.
ARTICLE 8. INSURANCE
The Organizer is covered by an Event Organizer’s Liability Insurance.
The Partner guarantees that it holds “All Risks Exhibition” insurance covering risks such as theft or damage to its materials and those entrusted to it, during transport, setup, dismantling, and throughout Event hours.
ARTICLE 9. JURISDICTION
Any dispute concerning the interpretation or execution of these GTCS shall first be subject to amicable resolution.
If no agreement can be reached, the dispute shall fall under the exclusive jurisdiction of the competent courts of Nanterre, France.