Terms and Conditions
Last Updated: 2 February, 2025
These terms and conditions form an important part of your Event participation at Nordic Funds and mines (“NORDICFUNDS”) and with Bottnia Group International FZCO (BOTTNIA”), or associated companies within the Bottnia group, and should be read in conjunction with your registration confirmation. It is your responsibility to comply with all statutory rules and regulations.
These terms and conditions (the “Terms”), apply to all Participants at Events (in each case as defined below). Your registration and attendance at an Event indicate your agreement to these Terms.
For Definitions See APPENDIX I
- Registration and Confirmation of Participation
Your registration for the Event constitutes an offer to attend in accordance with these Terms and Conditions. All registrations are subject to acceptance by Nordic Funds, which reserves the right to refuse any registration. Confirmation of your registration will be provided as follows:
- For advance registrations:
a) Written confirmation (including email) will be sent within 14 days of receipt.
b) If no written confirmation is sent within 14 days, your registration is deemed confirmed unless notified otherwise.
- For on-site registrations:
Confirmation is provided by Nordic Funds granting you entrance to the Event.
- To enhance the registration process and align with 2025 best practices:
a) Implement a secure online registration system with real-time confirmation.
b) Offer early bird discounts to encourage timely registrations.
c) Provide clear information on registration fees, deadlines, and cancellation policies.
d) Include options for special requirements (e.g., dietary restrictions, accessibility needs).
e) Send automated reminders for upcoming registration deadlines.
f) Offer flexible payment options, including credit card, PayPal, and bank transfers.
Nordic Funds will process registrations efficiently, ensuring prompt communication and adherence to data protection regulations effective in 2025
2. Participation and Registration for Events
2.1 Valid registration entitles you to Event admittance as a Participant, subject to these Terms. Optional extras may incur additional costs.
2.2 Participant Registration Details must be submitted at least two Business Days before the Event. Nordic Funds reserves the right to exclude individuals not on the official register.
2.3 Representatives registering on behalf of a company or organization must have authority to agree to these Terms and ensure all attending Participants are bound by them.
2.4 Provide accurate and complete Registration Details. Update any changes promptly via the website or by contacting us directly.
2.5 Inform us of special access or dietary requirements at registration, no later than 5 working days before the Event. Late requests may not be accommodated.
2.6 All registrations are subject to availability and Nordic Funds’ discretion.
2.7 Event passes may require identity verification. Participants must keep passes visible; entry may be refused without a valid pass.
2.8 Replacement passes for lost or stolen ones are at Nordic Funds’ discretion and may incur on-site rates.
2.9 By attending, you consent to being photographed and filmed. Nordic Funds may use these materials for marketing without further approval or payment. Opt-out by notifying photographers on-site.
2.10 Participants must be over 18 unless prior permission is granted.
2.11 Event passes are non-transferable. Participant substitutions are allowed at no cost with written notice, subject to these Terms and providing Registration Details 2 business days in advance.
2.12 Event passes remain Nordic Funds property. Falsified or shared passes will result in removal from the Event.
3. Attendance Requirements
3.1 Participant Responsibilities:
Each Participant shall:
- Adhere to venue rules, policies, and procedures, including health and safety guidelines and instructions from Nordic Funds and venue management.
- Conduct themselves respectfully and professionally, avoiding actions that could breach laws or bring the Event or Nordic Funds into disrepute.
- Obtain adequate personal accident and travel insurance before attending.
- Secure all necessary travel documentation, including visas and entry permits, and comply with health formalities and applicable laws.
3.2 Travel and Attendance Risks:
- Participants acknowledge that travel to and attendance at the Event is at their own risk.
- Nordic Funds is not responsible for providing visa assistance.
- Failure to obtain a visa does not entitle participants to a refund of any Fees.
3.3 Business Conduct at the Event:
- Only Sponsors and their Participants may conduct business within designated exhibit spaces.
- Other Participants observed conducting business in public spaces or other companies’ exhibition areas may be ejected from the Event.
4. Participant Obligations
4.1 Right to Refuse Entry or Remove Participants
Nordic Funds reserves the right to refuse entry, remove, or block any Participant from an Event or Online Event Platform without liability if, in its sole discretion, it determines that the Participant’s presence or conduct could:
a) Cause Nordic Funds, its affiliates, the Event Venue owner, the Online Event Platform, or the Participant to violate applicable laws, including Sanctions or other regulations.
b) Result in Nordic Funds breaching any contractual obligations or undertakings.
c) Disrupt the Event, threaten the safety of other attendees, or hinder the enjoyment of the Event by others.
4.2 Recovery of Damages
Nordic Funds reserves the right to recover from the Participant any loss or damage incurred by Nordic Funds, the Event Venue, the Online Event Platform, or other Participants resulting from the Participant’s conduct or failure to comply with these Terms. In such cases, the Participant shall not be entitled to a refund of any fees.
5. Fees
5.1 Payment in full of any applicable Fees for the Event is due upon registration. If such payment is insufficient or declined for any reason, Nordic Funds may refuse entry to the Event.
5.2 Fee schedule rates are valid at the time of completion of registration provided that they are paid in full before the applicable expiration date as indicated on your Event Confirmation or Booking and Registration Form. If the Fee for a completed registration is not paid in full before the expire date, you will be charged a Fee calculated in accordance with the prevailing Fee schedule at the date of payment.
5.3 All Fees shall be paid in full without any set-off, counterclaim, deduction or withholding (other than as may be required by law).
5.4 Payment of the Fees into Nordic Funds’s designated bank account only shall satisfy Client’s payment obligations under this Contract.
6. Intellectual Property Rights
6.1 All Intellectual Property Rights in and to Events and in the Content relating to Events are the property of Nordic Funds or its third-party content providers. We may provide a license to third parties, including Event Sponsors, to use the Content at our sole discretion.
6.2 Participants may use the Content solely for their own personal use and benefit and not for resale, distribution or other commercial purposes.
6.3 The Event Marks may not be used without Nordic Funds’s prior written permission.
6.4 Any request for permission to republish, reprint or use for any other purpose any of the Content or Event Marks should be sent by email to the Event contact as described in your Event Confirmation.
6.5 The Software belongs to Nordic Funds or its suppliers. Your use of the Software is governed by the terms of any license agreement that may accompany or be included with the Software and you must not install or use any Software unless you agree to the terms of such license agreement.
7. Technical Support for Online Events
7.1 Participant Equipment and Access
You are responsible for:
- Procuring necessary equipment
- Paying any charges required to access and use Events or Content
- Ensuring reliable internet connectivity
Nordic Funds is not responsible for:
- Reliability or continued availability of telephone or internet lines
- Speed or quality of equipment you use to access Events or Content
7.2 Compatibility for Online Events
For events requiring online access (e.g., webinars, forums, virtual events):
- It is your responsibility to ensure your systems are compatible with our technology or our Online Event Platform
- Verify compatibility prior to event registration
7.3 Technical Issues and Limitations
Nordic Funds is not liable for:
- Technical issues arising from incompatibility between our technology and your systems
- Delays, disruptions, or disturbances in internet operation
- Problems caused by your internet service provider
- Telecommunications failures beyond our control
Access to online Content may be unavailable during:
- Downtime for repairs
- Maintenance of Nordic Funds’s websites, Online Event Platforms, and systems
8. Access to Online Events
8.1 Access to Online Events
- Participants receive unique usernames and passwords for online events
- Attendance may be subject to additional Online Event Platform Terms
- Participation implies acceptance of these terms
8.2 User Credentials
Participants are prohibited from:
- Sharing credentials with others
- Making credentials available on networks
8.3 Security Responsibilities
- Participants are responsible for all access using their credentials
- Must prevent unauthorized use
- Report security breaches immediately to the provided support contact
8.4 Interactive Areas
- May include discussion groups, virtual meeting rooms, forums
- Nordic Funds is not responsible for User-Generated Content
- Participants use Interactive Areas at their own risk
8.5 License for User-Generated Content
- Participants grant Nordic Funds a non-exclusive, perpetual, royalty-free license
- Nordic Funds may use, reproduce, modify, or sub-license User-Generated Content
- Nordic Funds may delete, move, or edit User-Generated Content without notice
8.6 Content Responsibility
- Participants are responsible for their User-Generated Content
- Must comply with content restrictions
8.7 Prohibited Content
Participants may not post material that is:
- Confidential or infringing on rights
- Offensive, threatening, or defamatory
- Unlawful
- Unsolicited advertising
- Malicious or harmful
- Could be construed as advice
8.8 Prohibited Use of Interactive Areas
- For unlawful purposes
- To impersonate others
- To collect personal data without consent
8.9 Liability for User-Generated Content
- Participants agree to reimburse Nordic Funds for any losses incurred due to their User-Generated Content
9. Ancillary Events
9.1 Nordic Funds may offer Participants the opportunity to attend an Ancillary Event, in which case specific Ancillary Terms may apply. Such Ancillary Terms shall be contained in the materials provided to you when you register to attend an Ancillary Event and shall apply in addition to these Terms.
9.2 If there is any inconsistency between these Terms and any applicable Ancillary Terms, the Ancillary Terms shall take precedence in relation to the Ancillary Events.
10. Changes to Event
10.1 Although Nordic Funds’s Event programs are correct at the time of publication, we may exchange the format, Content, venue, location, speakers, hosts, moderators and/or timing of an Event, including a change from a physical Event to an Online Event. Nordic Funds shall use its reasonable endeavors to notify all Participants of any such changes prior to an Event.
11. Substitution
11.1 Should a delegate be unable to attend an Event, a substitute delegate is always welcome in your place, provided they agree to comply with these Event Terms. We cannot accept verbal transfer notice or any alterations to your participation.
11.2 Notifications of substitutions should be sent in writing to the Nordic Funds contact designated in the Event Confirmation as soon as possible (and in any event at least 30 Business Days before the Event). Registration details for any substitute must be received by Nordic Funds at least seven Business Days before the Event.
11.3 We may in exceptional circumstances need to cancel or postpone an Event, in which case we shall notify you as soon as reasonably practicable. In the event of cancellation, subject to clause 13, we shall issue Participants with a full refund of relevant Fees paid by you less 25% handling fee. In the event of postponement, we shall offer you the option to re-register for the rescheduled Event or, subject to clause 13, issue you a credit note for your attendance at any Nordic Funds event. Our liability to you as a result of any cancellation or postponement of an Event shall be limited to the amount of Fees which you have paid to us for that Event only and we shall not be liable for any additional Losses incurred by you as a result of such cancellation or postponement.
12. Data Processing
12.1 In this clause 12 the terms “personal data”, and “processing” shall have the meanings ascribed to them under the Data Protection Laws.
12.2 Nordic Funds shall:
a) comply with all applicable requirements of the Data Protection Laws; and
b) process any personal data which it obtains or holds in relation to a Participant under or in relation to these Terms only for the purposes of carrying out its obligations under these Terms.
12.3 We shall use your personal data for the purpose of providing services in relation to Events, including, but not limited to Event registration, communications, Event access, dining, administration (including before, after and during the Event), invoicing and payment, delegate lists, post-Event feedback, quality checks, Participant verification (including for sanctions and trade control purposes), research and polling.
12.4 In order to fulfil our obligations to you in relation to the Event, we may share relevant personal data with presenters, Event venue management, the Online Event Platform, trainers, organizers, print houses, finance partners, connected communities, faculties, committees, Event service providers and external delivery partners.
12.5 Registration Details of Participants will be added to our official Event networking tools, which enables Participants to contact each other and to view the list of Participants at an Event. If you do not want your Registration Details to be included in the relevant networking tool, please email the event contact listed in the Event Confirmation at least two Business Days before the start of the Event.
12.6 For more information about our data protection policy please go to our Privacy Policy at https://www.nordicfundsandmines.com/privacy-policy
13. Force Majeure
13.1 In this clause, “Force Majeure” means circumstances which are beyond our reasonable control and which are reasonably likely to affect the successful delivery of the Event or would make it inadvisable, impracticable, illegal, or impossible for us to host the Event or perform our obligations under these Terms, including circumstances, which directly affect the Participants in their home countries resulting in a material percentage of the Participants being reasonably likely to be prevented from attending the Event.
13.2 If, as a result of Force Majeure, Nordic Funds needs to adjust the Event, Nordic Funds shall use its reasonable endeavors to either (a) reschedule the Event; or (b) switch the Event from a physical Event to an Online Event; (c) combine with another Nordic Funds physical Event or Online Event, provided in each case to take place within eighteen months of the original Event Dates.
13.3 If Nordic Funds is unable to reschedule the Event in accordance with clause 13.2, it shall refund the Participant Fees less a 25% administrative charge as soon as reasonably practicable and in any event within 120 days from the date of notice of cancellation.
13.4 Without prejudice to Nordic Funds’s obligation to refund any Fees to Participants, Nordic Funds accepts no liability and shall pay no compensation where the performance of its obligations is made impracticable, illegal or impossible by or as a result of Force Majeure.
14. Limitation of liability
14.1 Nothing in these Terms shall limit or exclude our liability for:
a) death or personal injury;
b) fraud or fraudulent misrepresentation; or
c) any other liability which cannot be limited or excluded by applicable law.
14.2 You agree that your access to any Event and your use of any of the Content is at your sole risk and responsibility and acknowledge that all Content is provided “as is” and “as available”. The Content is made available for your general information and any advice, opinion, statement or other information forming part of the Content is not intended for trading or to address your particular requirements. The Content does not constitute any form of advice, recommendation or arrangement by us (including, without limitation, investment advice or an offer or solicitation to buy or sell any security, financial product or other investment) and is not intended to be relied upon by users in making (or refraining from making) any specific investment or other decisions. Appropriate independent advice should be obtained before making any such decision.
14.3 Subject to clause 14.1, we shall not be liable, whether based on a claim in contract, tort (including negligence), breach of statutory duty or otherwise arising out of or in relation to these Terms, for any indirect or consequential losses.
14.4 Subject to clause 14.1, Nordic Funds’s total liability to you, whether based on an action or claim in contract, tort (including negligence), breach of statutory duty or otherwise arising out of, or in relation to these Terms shall not exceed the total amount of the Fees paid or payable under these Terms.
15. Anti-Bribery & Corruption
15.1 You undertake that you shall comply with any applicable Anti-Bribery Legislation.
15.2 You undertake that you will not, directly or indirectly pay, offer, give or promise to pay or authorize the payment of any monies or other items of value to:
- an official or employee of a government department, agency or instrumentality, state-owned or controlled enterprise or public international organization;
- any other person at the suggestion, request or direction or for the benefit of any of the above-described persons, if any such payment, offer, act or authorization is for purposes of influencing official actions or decisions or securing any improper advantage in order to obtain or retain business, or engaging in acts or transactions otherwise in violation of the Anti-Bribery Legislation.
15.3 You undertake that neither you nor, so far as you are aware, any agents or other persons acting on your behalf has directly or indirectly:
a) violated or is in violation of any applicable Anti-Bribery Legislation;
b) made, offered to make, promised to make or authorized the payment or giving of, directly or indirectly, any bribe, rebate, payoff, influence payment, kickback or other payment or gift of money or anything of value (including meals or entertainment) to any officer, employee or ceremonial office holder of any government or instrumentality thereof, any political party or supra-national organization (such as the United Nations), any political candidate, any royal family member or any other person who is connected or associated personally with any of the foregoing that is prohibited under any applicable law or regulation or otherwise for the purpose of influencing any act or decision of such payee in their official capacity, inducing such payee to do or omit to do any act in violation of their lawful duty, securing any improper advantage or inducing such payee to use their influence with a government or instrumentality thereof to affect or influence any act or decision of such government or instrumentality (“Prohibited Payments”); or
c) been subject to any investigation by any governmental entity with regard to any actual or alleged Prohibited Payment.
16. Trade Sanctions
16.1 Neither you, nor, so far as you are aware, any agents or other persons acting on your behalf:
a) is listed on the “Specially Designated Nationals and Blocked Persons” list maintained by the Office of Foreign Assets Control of the United States Department of the Treasury (“OFAC”) or any similar list maintained by the United Nations, the European Union, or any other relevant governmental entity;
b) directly or indirectly, has conducted, conducts or is otherwise involved with any business with or involving any government (or any sub-division thereof), or any person, entity or project, targeted by, or located in any country that is the subject of, any of the sanctions administered by OFAC or any equivalent sanctions or measures imposed by the United Nations, the European Union or any other relevant governmental entity (collectively “Sanctions”);
c) directly or indirectly supports or facilitates, or plans to support or facilitate or otherwise become involved with, any such person, government, entity or project; or
d) is or ever has been in violation of or subject to an investigation relating to Sanctions.
16.2 Each Participant shall ensure they are legally entitled to attend the Event and by attending each Participant warrants that they are not the subject of any Sanctions or trade controls or other restrictions that mean they should not attend.
17. Assignment
17.1 We may, without your consent, assign, sub-contract or transfer any and all of our rights and obligations under these Terms to any Group Company or any entity which acquires a substantial part of the assets of our business.
17.2 Without prejudice to clause 17.1, we may sub-contract delivery of an Event to any Group Company which operates the business relating to the relevant information, publication or data product forming part of that Event.
17.3 You may not assign, sub-license or otherwise transfer any of your rights under these Terms without our prior written consent.
18. Amendment
18.1 We may make amendments to these Terms from time to time. Any such amendments shall be posted on the Event website. Amendments will be effective immediately on the amended Terms being posted on the Event website and you will be deemed to have accepted them if you attend the Event. If you do not wish to accept them, you must cancel your attendance in accordance with clause 11 of these Terms.
19. Entire Agreement
19.1 These Terms together with the Privacy Policy and any Ancillary Event terms and Booking or Registration form (where relevant) state the entire agreement and understanding between you and Nordic Funds relating to your attendance at the Event and supersedes all previous terms, communications and discussions whether written or oral relating to that subject matter.
20. Governing Law and Dispute Resolution
20.1 These Terms shall be governed by and construed in accordance with the laws of the United Arab Emirates, and the courts in Dubai shall have exclusive jurisdiction to settle any dispute arising out of or in connection with these Terms.
Specific Terms related to Event Sponsors and Exhibitors
These terms and conditions form an important part of your Event participation with Nordic Funds and should be read in conjunction with your Booking Form and/or Event Confirmation. It is your responsibility to comply with all statutory rules and regulations.
These terms below, which are specific to Event Sponsors and Event Exhibitors, are in addition to the Participant Terms to which Client agrees to make each of its Sponsor and Exhibitor Delegates abide by, and Client shall procure that their Personnel and any representative comply with these additional Terms.
- Use of the Website and Event Platform
a) Client must not:
b)resell, sub-license, rent, lease, transfer or attempt to assign any rights in the Website to any other person;
c)use the Website in any manner other than in compliance with law and these Terms Conditions;
d) infringe Organizer’s intellectual property rights or those of any third party in relation to its use of the Website;
e) knowingly transmit, send or upload any data to the Website that contains viruses and any other malware or corrupting elements of any kind; and/or
f) use the Website in any way that could damage, disable, overburden, impair or compromise Organizer’s systems and/or security and/or interfere with other users’ use of the Website.
g) Organizer cannot guarantee that the Website shall operate continuously, securely or without interruption and Organizer does not accept any liability for its temporary unavailability or for any viruses or other harmful components. Client must not attempt to interfere with, manipulate, damage or disrupt the proper working of the Website (for example, by attempting to circumvent security or tamper with, hack into or otherwise disrupt any computer system, server, website, router or any other Internet connected device). Organizer reserves the right at any time to: (i) make changes or corrections and to alter, suspend or discontinue any aspect of the Website, (ii) vary the technical specification of the Website, and/or (iii) temporarily suspend Client’s access to the Website for the purposes of maintenance, upgrade or addressing any security concerns.
h) Organizer does not guarantee or warrant that any content available for downloading from the Website will be free from infections, viruses and/or other code that has contaminating or destructive properties. Client is responsible for implementing sufficient procedures and virus checks to satisfy its particular requirements for the accuracy of data input and output.
i) Client acknowledges and agrees that use of the Website shall be further subject to any website terms of use and/or fair or acceptable use policies indicated on the Website.
j) If Client and/or any of its Personnel is in breach of this Contract (and/or any website terms of use and/or fair or acceptable use policies indicated on the Website), Organizer reserves the right without liability to suspend Client’s and its Personnel access to the Website.
2. Data protection
2.1 Each party acknowledges and agrees that it is responsible for its own processing of personal data in connection with this Event (and, where applicable, the parties agree that each party acts as a data controller for the purposes of the General Data Protection Regulation (Regulation (EU) 2016/679)).
2.2 Each party shall: (i) only process personal data in compliance with, and shall not cause itself or the other party to be in breach of, Data Protection Law, and (ii) act reasonably in providing such information and assistance as the other party may reasonably request to enable the other party to comply with its obligations under Data Protection Law. If either party becomes aware of a Reportable Breach relating to the processing of personal data in connection with this Contract, it shall: (i) provide the other party with reasonable details of such Reportable Breach without undue delay, and (ii) act reasonably in co-operating with the other party in respect of any communications or notifications to be issued to any data subjects and/or supervisory authorities in respect of the Reportable Breach. If either party receives any communication from any supervisory authority relating to the processing of personal data in connection with this Contract, it shall: (i) provide the other party with reasonable details of such communication, and (ii) act reasonably in co-operating with the other party in respect of any response to the same. Organizer collects, uses and protects personal data in accordance with its privacy policy, which can be found here: https://www.nordicfundsandmines.com/privacy-policy
2.3 Without prejudice to the generality of Condition 1 i, Client acknowledges and agrees that if it receives any list containing personal data from Organizer as part of the Package (a Data List), it shall: (i) keep the Data List confidential and not disclose it to any third party, (ii) only use the Data List for such purpose(s) as has been agreed with Organizer in writing, (iii) securely delete or put beyond use the Data List by such time as has been agreed with Organizer in writing or such time as is required by Data Protection Law, whichever is earlier, and (iv) provide Organizer with reasonable details of any enquiry, complaint, notice or other communication it receives from any supervisory authority relating to Client’s use of the Data List, and act reasonably in co-operating with Organizer in respect of Client’s response to the same. Client acknowledges and agrees that Organizer shall only be obliged to provide Client with all or part of any Data List to the extent that it is legally permitted to do so and Organizer shall not be liable to Client if the volume of personal data provided to Client is less than anticipated as a result of Organizer’s compliance with Data Protection Law.
3. Specific terms relating to Space
3.1 Organizer shall be responsible for the development and set-up of the Event, the Website and the Event Platform. Organizer reserves the right at any time to make such alterations to the Exhibition, the Website and/or the Platform as Organizer in its absolute opinion considers to be in the best interests of the Exhibition.
3.2 Client undertakes to: (i) be solely responsible for the set-up of the Space (including, without limitation, branding and dressing) and any technical requirements necessary to enable Client and its Personnel to access the Website, and (ii) participate in the Exhibition via the Platform for the duration of the Exhibition.
3.3 Client shall not permit the display of any Materials and/or other exhibits that do not exclusively relate to Client’s own commercial activities. Organizer reserves the right, without liability and at Client’s risk and expense, to remove any Materials and/or other exhibits which Organizer considers in its reasonable opinion: (i) contravene any law and/or any applicable industry regulations/standards, (ii) constitute counterfeit goods and/or infringe the Intellectual Property Rights of any third party, (iii) are likely to cause offence, and/or (iv) do not otherwise comply with these Conditions.
3.4 Client may not share the Space with any third party without the prior written consent of Organizer (and any such consent shall be conditional on the Space sharer agreeing to comply with any terms, conditions and restrictions as may be prescribed by Organizer). If and to the extent that Client is permitted to share the Space, Client shall procure that any Space sharer and any Space sharer’s Personnel comply with these Terms, provided that Client shall remain responsible for the Space in its entirety and shall be liable for any act or omission of any Space sharer and any Space sharer’s Personnel (including, without limitation, any breach of the terms of this Contract by the same). Notwithstanding any approved Space sharing arrangement, Client shall itself remain fully and wholly liable for the full amount of the Fees.
3.5 If Client and/or any of its Personnel is in breach of this Contract, Organizer reserves the right without liability to suspend Client’s and any of its Personnel access to the Website.
4. Specific terms relating to Sponsor and Sponsorship
4.1 Client shall: (i) provide Organizer with all Materials within any deadlines specified by Organizer, and (ii) comply with Organizer’s specifications and technical requirements in relation to all Materials. If Client does not, Organizer reserves the right to refuse to print or otherwise use any or all of the Materials (but all Fees in respect of the Sponsorship shall remain due and payable in full).
4.2 Although Organizer shall take reasonable care in the production of any deliverable incorporating the Materials, it shall not be liable for any errors, omissions or misquotations that may occur. Without limitation to the foregoing, Organizer cannot guarantee any exact color matches in its incorporation of Materials and any colors used in Materials are for graphic and textual guidance only. All Materials are subject to the approval of Organizer (however, notwithstanding any such approval, Client shall have sole responsibility and liability in respect of such Materials). Organizer reserves the right to reject any Materials at any time after receipt. Organizer shall use its reasonable efforts to provide the Sponsorship in the size, position and manner as specified in the Booking Form, but shall not be liable where reasonable modifications are made.
4.3 Client hereby grants to Organizer a royalty-free, non-exclusive, worldwide license to use the Materials and Client’s details in connection with the creation of any materials relating to the Exhibition. Client acknowledges and agrees that, in view of the time and cost required in preparing such materials, in circumstances where this Contract is terminated Organizer may at its discretion continue to use the Materials and Client’s details after termination of this Contract where the time and cost required to remove the same from any materials relating to the Exhibition cannot reasonably be justified by Organizer.
4.4 If Client and/or any of its Personnel is in breach of this Contract, Organizer reserves the right without liability to: (i) suspend or discontinue the use of any Materials, and/or (ii) refuse and/or withdraw the provision of any element of the Sponsorship.
4.5 Limitation of rights granted
4.6 Client’s rights in relation to the Event and the Package are strictly limited to those set out in the Booking Form. Client shall be permitted to advertise on its own website the fact of its attendance and participation in the Exhibition, including, without limitation, by providing a web link to the Exhibition’s website, provided that Organizer may request at any time and for any reason that Client removes any such advertising and Client shall be required to comply with any such request promptly. Client is not permitted to:
(i) establish a website specifically relating to the Exhibition, and/or
(ii) otherwise promote or advertise its association with the Exhibition and/or Organizer, except as expressly stated herein or with the prior written consent of Organizer. Nothing in this Contract shall be construed as granting to Client any right, permission or license to use or exploit the Intellectual Property Rights of any member of the Nordic Funds Group.
- Changes to the Event
Notwithstanding any other provision of this Agreement, Organizer reserves the right without liability at any time and for any reason to make reasonable changes to the format, including a change from a physical Event to an Online Event, content, opening hours, duration, dates and other timings of the Event. If any such changes are made, these Terms shall continue to be binding on both parties, provided that the Package shall be amended as Organizer considers necessary to take account of the changes.
- Cancellation and changing the date(s) of the Event by Organizer
6.1 Organizer reserves the right to cancel or change the date(s) of the Event at any time and for any reason (including, without limitation, if a Force Majeure Event occurs which Organizer considers makes it illegal, impossible, inadvisable or impracticable for the Exhibition to be held).
6.2 In the event that the date(s) of the Event are changed to new date(s) that are within eighteen (18) months of the originally scheduled Opening Date of the Event, or where the Event is cancelled but is reasonably expected by Organizer to be held at any time in the next Calendar Year or eighteen (18) months whichever is later, the Agreement shall continue in full force and effect and the obligations of the parties shall be deemed to apply to the Event on the new dates or when it is next staged (as applicable) in the same way that they would have applied to the originally scheduled Event. For the avoidance of doubt, nothing in this Condition 6.2 shall excuse Client from the payment of the Fees in accordance with the payment terms stated in the Booking Form.
6.3 Where the Exhibition is cancelled and is not reasonably expected by Organizer to be held in the future, the terms of this Condition 6.3 shall apply:
a) if the Exhibition is cancelled other than as a result of a Force Majeure Event (in which case the provisions of Condition 6.3 apply), this Contract shall terminate without liability provided that, at Client’s election, any portion of the Fees already paid less 25% administrative charge shall be refunded or a credit note for the full amount of the Fees already paid shall be issued and Client shall be released from paying any further portion of the Fees;
b) if the Exhibition is cancelled as a result of a Force Majeure Event, this Contract shall terminate without liability provided that: (i) Organizer shall be entitled to retain an amount equal to 65% of the total Fees (the Revised Fees) from any portion of the Fees already paid or, where no Fees have been paid or where the portion of the Fees already paid is less than the Revised Fees, Organizer shall be entitled to submit an invoice in respect of the balance (or the whole as the case may be) of the Revised Fees, which shall become immediately due and payable, and (ii) after the deduction of the Revised Fees, at Client’s election, any portion of the Fees already paid shall be either refunded or a credit note issued for the amount of Fees already paid and Client shall be released from paying any further portion of the Fees.
c) Client acknowledges and agrees that the provisions of this Condition 6 set out Client’s sole remedy in the event of cancellation or the changing of the date(s) of the Event and all other liability of Organizer is hereby expressly excluded.
- Cancellation by Client
The application for the Package is irrevocable by Client, and except as expressly stated in the Booking Form, Client has no right to cancel this Contract. Unless explicitly set out in these Agreement Conditions and/or in the Booking Form, no refunds shall be issued, and the Fees shall remain due and payable in full.
In cases where the Booking Form expressly permits cancellation by Client:
a) Client may cancel the Package by providing written notice to Organizer.
b) This right of cancellation does not apply where Organizer has the right to terminate this Contract under Condition 8.1.
c) Upon cancellation, Client shall pay Organizer the cancellation fees as stipulated in the Booking Form.
For the purpose of calculating cancellation fees:
a) The relevant dates shall be determined by reference to the originally scheduled Opening Date of the Event.
b) Any changes to the Opening Date made pursuant to Condition 6.2 shall not affect the calculation of cancellation fees.
Additional provisions:
a) Force Majeure: In the event of cancellation due to circumstances beyond either party’s control, Organizer may, at its discretion, offer a partial refund or credit towards future events.
b) Transfer Option: Client may request to transfer their Package to another event organized by Organizer, subject to availability and Organizer’s written approval.
c) Dispute Resolution: Any disputes arising from this cancellation policy shall be resolved in accordance with the dispute resolution procedures outlined in the main Contract.
- Termination
8.1 Organizer’s Right to Terminate
Organizer may terminate this Agreement immediately by written notice to Client if Client:(i) Commits a material breach of obligations under this Contract or any other agreement with Nordic Funds Group, which is either irremediable or not remedied within fourteen (14) days of receiving written notice (or a shorter period if required before the Event Opening Date).(ii) Enters liquidation, insolvency, administration, ceases business, or undergoes any analogous event in any jurisdiction.(iii) Is convicted of a criminal offense or conducts itself in a manner that brings disrepute to itself, the Exhibition, or Organizer.
Upon such termination:
- Organizer shall not refund any Fees received.
- Organizer may invoice for the balance of Fees, due immediately.
8.2 Organizer’s Additional Termination Rights
Organizer may terminate this Contract immediately by written notice if:(i) It determines the Package provision is not in the Event’s best interests or Organizer’s legitimate commercial interests.(ii) Required by law or financial institutions to cease trading with certain individuals/entities or in specific locations.(iii) Decides to cancel the Event and not continue this Contract under Condition 7.ii.
In such cases:
- Organizer shall refund Fees paid, less a 35% administrative charge (where legally permissible).
- Client is released from paying further Fees.
- Client’s sole remedy is the refund; all other Organizer liability is excluded.
8.3 Post-Termination Actions
Upon termination, Organizer reserves the right to:
- Suspend Client’s Website access
- Cover any Materials
- Re-sell Package aspects as deemed fit
8.4 Survival of Conditions
Termination shall not affect accrued rights, remedies, obligations, or liabilities
Conditions 2.ii, 4.iii, 5, 6, 7, 8, 9, 10, 11, and 12 shall survive termination.
- Dispute Resolution
Any disputes arising from termination shall be resolved as per the main Contract’s dispute resolution procedures.
This enhanced termination clause provides clearer terms, balances the interests of both parties, and aligns with industry best practices as of 2025.
- Liability and indemnity
10.1 Organizer does not make any warranty as to the Event and/or Package in general, including, without limitation, in relation to: (i) the presence, absence or location of any exhibitor, sponsor or attendee of the Event, (ii) the number of exhibitors, sponsors or attendees participating in the Event, and/or (iii) the benefit or outcome (commercial or otherwise) that Client may achieve as a result of participating in the Event and/or purchasing any element of the Package. Except as set out in these Conditions, to the fullest extent permitted by law, Organizer excludes all terms, conditions, warranties, representations and undertakings relating to the Event and the Package that are not expressly stated herein.
10.2 Organizer does not endorse or accept any responsibility for the use of, or content on, any other website linked or referenced within the Website and neither Organizer nor any member of the Nordic Funds Group shall be liable to Client for any loss, damage, cost, claim or expense suffered or incurred by Client arising out of or in connection with the use of, or reliance on, any content, products and/or services available on or through any other website.
10.3 Subject to Condition 10 vi: (i) Client expressly assumes all risks associated with, resulting from or arising in connection with Client’s participation in and/or presence at the Event, (ii) neither Organizer nor any member of Nordic Funds shall be liable to Client for any (a) indirect, consequential, special, incidental or punitive loss or damage, loss of actual or anticipated profits or income, loss of business, loss of opportunity, loss of goodwill, loss or corruption of data or any other type of economic loss or damage, or (b) loss (or theft) of or damage to the person, property and effects of Client and/or any of its Personnel and/or any third party, whether (a) or (b) is caused by negligence, intentional act, accident, act of God or otherwise, and (iii) Organizer’s (and any member of Nordic Funds) maximum aggregate liability to Client under this Contract or otherwise in connection with the Event and/or the Package, howsoever arising, shall be limited to the total amount of the Fees paid by Client.
10.4 Client shall indemnify Organizer against any loss, damage, cost, claim or expense suffered or incurred by Organizer or any member of the Nordic Funds Group arising out of or in connection with: (i) any loss of or damage to any property or injury to or death of any person caused by any act or omission of Client and/or any of its Personnel, (ii) any third party claim that either the display of any Materials and/or other exhibits (including, without limitation, counterfeit goods) by Client on the Platform and/or the receipt or use of the Materials in connection with the Package constitutes an infringement of the Intellectual Property Rights of any third party, (iii) any breach by Client of any law, (iv) where Client receives any Data List as part of the Package, any failure of Client to comply with Condition 6 ii, and (v) where Client shares the Space with any third party pursuant to Condition 7 iv, any act or omission of any such Space sharer and such Space sharer’s Personnel.
10.5 Without prejudice to Condition 7 iii, Organizer shall not be in breach of this Contract nor liable for delay in performing, or failure to perform, any of its obligations under this Contract if such delay or failure results from a Force Majeure Event and/or from any delay, failure or error on the part of Client in providing cooperation, performance and/or approvals, consents, information and/or materials as contemplated by this Contract. For the avoidance of doubt, nothing in this Condition 10 v shall excuse Client from the payment of the Fees under this Contract.
10.6 Nothing in these Conditions shall exclude or limit any liability which cannot be excluded or limited by law.
10.7 Client acknowledges and agrees that, in light of the Fees, the provisions of this Condition 14 are no more than is reasonable to protect Organizer as the organizer of the Event and the provider of the Package.
- Severability
In the event any provision or part of this Booking Form is found to be invalid or unenforceable, only that particular provision or part so found, and not the entire Agreement, will be inoperative.
- Governing Law and Dispute Resolution
12.1 These Terms shall be governed by and construed in accordance with the laws of the United Arab Emirates, and the United Arab Emirates courts shall have exclusive jurisdiction to settle any dispute arising out of or in connection with these Terms.
12.2 Any dispute, controversy, difference or claim arising out of or relating to this contract, including the existence, validity, interpretation, performance, breach or termination thereof or any dispute regarding non-contractual obligations arising out of or relating to it shall be referred to and finally resolved by arbitration under the UNCITRAL Arbitration Rules in force when the Notice of Arbitration is submitted.
12.3 The laws of this arbitration clause shall be United Arab Emirate and the seat of arbitration shall be The United Arab Emirate. The number of arbitrators shall be one and the arbitration proceedings shall be conducted in English.
- Entire Agreement
These Terms together with the Privacy Policy and Booking or Registration form (where relevant) state the entire agreement and understanding between you and Nordic Funds relating to your participation at the Event and supersedes all previous terms, communications and discussions whether written or oral relating to that subject matter.
APPENDIX 1 DEFINTIONS
In these Terms the following capitalized words and expressions have the meanings set out against them below:
Bottnia/Bottnia Group//we/us/our/organizer: Bottnia Group International FZCO (“BOTTNIA”) or any other of Bottnina Group companies.
Agreement: these Terms and Conditions and the Booking Form
Ancillary Event: any excursion or event, including, for example, a field trip, networking event, tour of production facilities, site visit, boat trip, aircraft ride, or any other excursion which is arranged by Nordic Funds for Participants at an Event.
Ancillary Terms: any supplementary terms and conditions which may be applicable to an Ancillary Event.
Anti-Bribery Legislation: the US Foreign Corrupt Practices Act 1977, UK Bribery Act 2010 and any other applicable anti-bribery legislation.
Business Day: a day, not including a Saturday or Sunday, when ordinary banks are open for their full range of normal business in United Arab Emirates.
Booking or Registration Form: the booking form to which these Terms are referred to and/or incorporated into by reference setting out the details of the Package or such other document setting out the details of the Package as Organizer may choose in its sole discretion to accept;
Client: means the person, firm, company or entity set out in the Booking Form
Content: materials, data, information and products provided by Bottnia or its event partners at, relating to or forming part of the Event.
Data Protection Laws: any applicable laws and regulations relating to the processing, privacy and use of personal data including, without limitation, GDPR, national laws implementing the GDPR, regulations and secondary legislation, as amended from time to time; laws or regulations implementing Council Directive 2002/58/EC, and; any judicial or administrative interpretation of any of the above, and any guidance, guidelines, codes of practice, approved codes of conduct or approved certification mechanisms issued by any national authority.
Event: an event operated by or on behalf of Bottnia including a conference, exhibition, convention, congress, summit, seminar, webinar, meeting, workshop, award dinner, public training, private or bespoke training, Ancillary Events and Online Events.
Event Confirmation: our written (including digital) confirmation of your registration for a place at that Event.
Event Dates: the dates on which the Event is scheduled to take place.
Event Marks: trademarks and service marks owned by or licensed to Nordic Funds relating to the Event.
Event Sponsor: a person or company which has entered into a sponsorship agreement with Nordic Funds or its partners in relation to an Event.
Event Venue: the venue at which a physical Event is held.
Exhibitor: the exhibition element of the Package as set out in the Booking Form
Exhibitor Delegate: a Participant who attends an Event on behalf of or using an invite provided by a Client using a delegate pass (including digital) issued to the Event as part of the agreed exhibitor package, and any reference in these Terms to Participant shall include Exhibitor Delegates unless expressly stated otherwise.
Fee: the fee payable by a Participant (or Sponsor on behalf of a Participant) in order to attend an Event.
Force Majeure: has the meaning given in clause 13.
GDPR: Regulation 2016/679 of the European Parliament and of the Council of April, 27 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC.
Group Company: any of our subsidiaries or holding companies or subsidiaries of such holding companies, “subsidiary” and “holding company”
Intellectual Property Rights: patents, rights to inventions, copyright and neighboring and related rights, moral rights, trademarks and service marks, business names and domain names, goodwill and the right to sue for passing off or unfair competition, rights in designs, rights in computer software, database rights, rights to use, and protect the confidentiality of, confidential information (including know-how and trade secrets), and all other intellectual property rights, in each case whether registered or unregistered and including all applications and rights to apply for and be granted, renewals or extensions of, and rights to claim priority from, such rights.
Losses: actions, damages, claims, liabilities, costs, losses and expenses (including, without limitation, reasonable legal fees).
Online Event: an online, virtual or non-physical conference, exhibition, convention, congress, summit, seminar, webinar, meeting, workshop, award dinner, public training, private or bespoke training or other event.
Online Event Platform: any website, platform, forum or other online environment used by Nordic Funds for the purposes of hosting an Online Event.
Online Event Platform Terms: any additional terms and conditions applicable to registration to and/or attendance at an Event on an Online Event Platform.
Package: the Space and/or Sponsorship package in relation to the Event as set out in the Booking Form
Participant/You/Your: an individual who attends an Event in any capacity other than as a representative of Nordic Funds or of the Event Venue or Online Event Platform. This includes but is not limited to Speakers, Sponsors, Exhibitors, Delegates and Visitors.
Reportable Breach: a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorized disclosure of, or access to, personal data transmitted, stored or otherwise processed;
Registration Details: the personal data provided by Participants when they register to attend an Event.
Software: the online software applications made available for access or download from our or our supplier’s or event partner’s websites in relation to any Event or Content.
Space: the exhibition space allocated to the Client (together with the ancillary services provided to the Client in connection with such exhibition space) as set out in the Booking Form;
Sponsor: the sponsorship element of the Package as set out in the Application Form; and
Sponsor Delegate: a Participant who attends an Event on behalf of or using an invite provided by a Client using a delegate pass (including digital) issued to the Event Sponsor as part of the agreed sponsorship package, and any reference in these Terms to Participant shall include Sponsor Delegates unless expressly stated otherwise.
