Terms & conditions

1. Introduction and Scope

These Terms and Conditions (“Terms”) govern the access to and use of services provided by Inspire Fairs B.V., a private limited liability company incorporated under the laws of the Netherlands, with its registered office in the Netherlands (“Inspire Fairs”, “Organizer”, “we”, “us”, or “our”).

These Terms apply to all physically attended education fairs, conferences, tours, student recruitment events, student databases, marketing services, and related services organized or provided by Inspire Fairs (each an “Event” or “Service”).

By submitting an application, registering online, signing a contract, or making payment, the Participant confirms that they have read, understood, and agreed to be legally bound by these Terms.

2. Definitions

• Organizer: Inspire Fairs B.V.

• Customer / Participant / Exhibitor / Institution: Any legal entity or authorized representative registering for or purchasing Inspire Fairs services.

• Event: Any in-person education fair, conference, tour, or recruitment activity organized by Inspire Fairs.

• Services: All services offered by Inspire Fairs in connection with Events.

• Space: Physical exhibition space allocated to the Participant.

3. Eligibility and Participation Rules

1. Participation is limited to recognized education institutions and recognized “project work” service providers and their authorized representatives.

2. Education agents or intermediaries are not permitted unless:

   • They work exclusively for the institution; and

   • Prior written approval is granted by Inspire Fairs.

3. Inspire Fairs reserves the right to reject, restrict, or terminate participation at its discretion if participation is deemed inappropriate, misleading, or non-compliant.

4. Application and Contract Formation

1. Applications must be submitted via the Inspire Fairs website or official registration form.

2. A binding contract is formed upon written confirmation by Inspire Fairs and/or receipt of payment.

3. Inspire Fairs reserves the right to reject applications due to capacity limits, missed deadlines, or eligibility concerns.

5. Fees, Payments, and Taxes

1. All participation fees are stated on official invoices or Inspire Fairs materials.

2. Payment deadlines must be strictly observed.

3. Inspire Fairs reserves the right to cancel participation without refund if payment terms are not met.

4. Payments must be made in the invoiced currency. All bank charges are borne by the Participant.

5. VAT and other applicable taxes shall be charged in accordance with:

   • Dutch VAT legislation; and

   • Local tax regulations applicable to the Event location.

6. Credits or credit notes, where issued, must be used within 12 months, unless otherwise stated.

6. Services Included in In-Person Events

Depending on the Event, Services may include:

• Allocation of one exhibition table or booth for one representative (unless otherwise stated);

• Creation of an institutional profile for inclusion in event guides, printed materials, or digital directories;

• Listing in official Event materials;

• Access to a list of attending schools or students (where applicable);

• Lunch and refreshments during the Event (as specified);

• Local transportation or shuttles between official venues or hotels (where applicable).

Shipping, customs clearance, storage, and tracking of promotional materials remain the sole responsibility of the Participant.

7. No Guarantees

Inspire Fairs does not guarantee:

• Specific attendance numbers;

• The number or quality of student or school leads;

• Enrollment, admission, or conversion outcomes resulting from participation.

All recruitment results depend on multiple factors outside the Organizer’s control, including institutional follow-up, market conditions, and student decision-making.

8. Rights and Obligations of the Organizer

Inspire Fairs shall:

• Provide reasonable access to the agreed Services;

• Allocate exhibition space at its discretion, taking Participant preferences into account where possible;

• Inform Participants of material schedule or venue changes as soon as reasonably possible.

Inspire Fairs reserves the right to:

• Modify Event schedules, routes, venues, or formats;

• Reallocate exhibition space if necessary;

• Limit the number of Participants;

• Use third-party suppliers for logistics, transport, accommodation, and venue services without liability for their acts or omissions.

9. Organizer Commitment, Experience, and Best-Efforts Standard

Inspire Fairs is committed to acting as a trusted organizer, partner, and advisor to participating institutions. The Organizer strives to deliver high-quality event organization, a strong focus on participant safety, meaningful student engagement, and cooperation with trusted and reputable local partners in each destination.

The organizing and management team at Inspire Fairs brings over twenty-five (25) years of international travel and operational experience, including in underdeveloped and emerging markets. This experience includes understanding of working with local staff, advisors, schools, and service providers, as well as hands-on management of on-the-ground teams across multiple regions.

Based on this experience, Inspire Fairs applies operational judgment intended to anticipate, assess, and reasonably minimize risks associated with international travel and in-person events, including logistical, environmental, and operational risks.

While not all risks can be eliminated, Inspire Fairs undertakes to use commercially reasonable and best-efforts measures to:

• Work with vetted and reliable local partners;

• Apply appropriate organizational and safety standards;

• Provide guidance and support to Participants before and during Events; and

• Assist, where reasonably possible, in the resolution of issues that may arise during an Event.

This clause represents a best-efforts obligation only and does not constitute a guarantee of safety, uninterrupted services, or specific outcomes. Nothing in this section limits or overrides the exclusions and limitations of liability set out elsewhere in these Terms.

10. Rights and Obligations of Participants

Participants shall:

• Provide accurate, lawful, and up-to-date information;

• Ensure all promotional materials comply with EU and local laws;

• Use only official institutional branding;

• Follow Event schedules, venue rules, and Organizer instructions;

• Behave professionally and respectfully at all times.

Participants shall not:

• Sublet, assign, or transfer their participation without prior written consent;

• Share Event materials or participant data with third parties;

• Distribute promotional materials outside designated areas without approval;

• Dismantle or leave their exhibition space before official closing hours without authorization.

Participants are liable for any damage or loss caused by their actions.

11. Student Data and GDPR Compliance

1. Any student or school data provided by Inspire Fairs is for internal institutional use only.

2. Participants must comply with all applicable data protection laws, including:

   • The EU General Data Protection Regulation (GDPR);

   • The e-Privacy Directive.

3. Inspire Fairs is not responsible for Participant misuse of personal data or regulatory violations.

4. No delivery, response, or conversion rates are guaranteed.

   
   

12. Intellectual Property and Marketing Rights

1. Participants grant Inspire Fairs a non-exclusive, royalty-free right to use:

   • Institutional names and logos;

   • Descriptions, brochures, and marketing materials;

   • Photographs and videos taken during Events.

2. Inspire Fairs retains copyright ownership of Event photography and video recordings.

3. Materials may be used for marketing, reporting, and promotional purposes.

   
   

13. Cancellation by Participants

Unless otherwise agreed in writing, cancellation fees apply as follows:

• More than 90 calendar days before Event start: 70% refund

• 60–90 calendar days before Event start: 40% refund

• 30–60 calendar days before Event start: 20% refund

• Less than 30 calendar days before Event start: No refund

All cancellations must be submitted in writing.

14. Cancellation or Modification by Inspire Fairs (Force Majeure)

1. Inspire Fairs may cancel, postpone, or modify an Event due to circumstances beyond its reasonable control, including but not limited to pandemics, government restrictions, natural disasters, war, strikes, or civil unrest.

2. In such cases, Participants shall be entitled to either:

   • A full refund, or

   • A credit valid for 12 months.

3. Inspire Fairs shall not be liable for additional losses such as travel, accommodation, or opportunity costs.

   
   

15. Health, Safety, and Legal Compliance

Participants must comply with:

• All venue rules;

• Applicable health and safety regulations;

• Entry, travel, and visa requirements.

Failure to comply may result in exclusion without refund.

16. Insurance and Risk

1. Participation is at the Participant’s own risk.

2. Inspire Fairs is not responsible for:

   • Loss, theft, or damage to personal or exhibition property;

   • Injuries or accidents;

   • Travel delays or cancellations.

3. Participants are strongly advised to obtain adequate insurance coverage.

   
   

17. Limitation of Liability

1. Inspire Fairs’ total liability shall be limited to the amount paid for the specific Event.

2. To the maximum extent permitted by law, Inspire Fairs shall not be liable for indirect, incidental, or consequential damages.

   
   

18. Media Consent

Participants consent to photography, video, and audio recording during Events and waive any related claims arising from their use for promotional purposes.

19. Amendments

Inspire Fairs may revise these Terms at any time. Updated Terms shall apply upon publication on the Inspire Fairs website.

20. Governing Law and Jurisdiction

These Terms shall be governed by and construed in accordance with the laws of the Netherlands.

Any disputes shall be submitted to the competent courts of the Netherlands, unless mandatory EU law provides otherwise.

21. Severability

If any provision is held invalid or unenforceable, the remaining provisions shall remain in full force and effect.

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