Terms and Conditions

Confirmation of participation

By sending the registration form, the delegate accepts the Terms and Conditions of the event organisers. Completion of the registration form does not guarantee a place at the event. The delegate must receive a Letter of Acceptance and an Invoice via e-mail. Participation is confirmed as soon as all amounts due are paid in full.


The delegates are required to be present for the duration of the Fair meetings and to attend all functions within the Fair programme. The delegates shall not take part in meetings or events which would preclude their attendance at scheduled EEF functions. Any changes to the personnel representing the participating organisation must be submitted in writing and confirmed by the organisers.The delegates shall provide all materials and forms requested by the organisers by the given deadlines.

Advertising and promotion

Meetings with visitors to the Fair will take place at tables, identified by name cards, and allocated to the participating organisations and their representatives. Display and advertising materials permitted are items which can be placed on the tables: posters, photographs and laptops. One standing poster is allowed for each participating institution. Advertising materials must not be distributed outside the allocated space, nor can any banners or posters be displayed outside the designated Fair area. Breach of the above regulations may incur additional fee imposed by the hosting venue.

Payment and booking deadlines

The participating organisation will be invoiced for any packages and services, as requested on their registration form. Payment for these must be made by the deadline stated on the invoice. The participating organisation may apply for a second representative to attend the Fair, but acceptance must be confirmed in writing by the organisers. A participation fee for any additional representative will be charged to the participating organisation.

Full payment of all participation fees due should be made by bank transfer no later than the date stated on the invoice. All bank charges are the responsibility of the paying organisation/person.


Delegates cancelling their participation by registered mail up to 6 weeks prior to the first day of the event will be charged a cancellation fee of EUR 500. Thereafter the full amount is payable. No refund is due for cancellations made less than 6 weeks prior to the first day of the event.

Liability & Insurance

Delegates should be insured against personal liability, fire and theft. The organisers or the hosting venue are not liable for any claim of theft, damage of property, or injury sustained while the delegate attends the Fair. The delegates on their part will be held liable for any damage to persons or objects caused by them, their employees, their representatives or by exhibits or items of their equipment. The delegates are responsible for their own travel arrangements and costs incurred to and from the Fair. For delegates booking more than one location of the event, transportation between the event venues will be provided by the organisers (in full package option). The organisers reserve the right, at their discretion, to change the dates and the venues of the event or, if deemed necessary, to cancel the Fair altogether. In this case, the delegate and the organisers expressly agree that the organisers’ liability shall be limited to refunding the participation fee or any part of it that has already been paid by the delegate. In the event of cancellation of the Fair, or any part of it, due to a civil discord, terrorism, military action or natural events occurring without fault on the part of the organisers, there shall be no refund of fees paid or refund of travel costs or expense already incurred in conjunction with participation in the Fair.