Terms of Use
TERMS AND CONDITIONS OF ATTENDANCE AT POLARIS EVENTS
1. PREAMBLE
POLARIS MEETINGS consists of organizing face-to-face meetings between buyers & suppliers in the frozen fruits & vegetables and nuts & dried fruits businesses.
The participants and Polaris Meetings (the organizer) have accordingly entered into this Agreement.
2. DEFINITIONS
“Buyer”: shall mean the individual or individuals acting as legal representatives of a company selected as “buyer” according to the Polaris Meetings criteria.
“POLARIS Event”: shall mean POLARIS MEETINGS, the POLARIS Pavilion, or any other trade fair or event organized by POLARIS MEETINGS.
“Supplier”: shall mean a producer, a manufacturer, or a trader registered for a POLARIS Event.
“Booth or Private office”: shall mean the display space set up for the suppliers.
3. PURPOSE OF AGREEMENT
The purpose of this Agreement is to define the financial, legal, and technical terms on which the participants (suppliers & buyers) may attend the POLARIS Event.
It shall also determine the terms and conditions on which POLARIS MEETINGS organizes meetings between suppliers & buyers.
4. CONTRACT DOCUMENTS
The Agreement shall consist of the following documents:
● these Terms and Conditions of attendance, including their preamble and any addenda thereto;
● the attendance form defining the Special Terms of attendance for the POLARIS Event attended by the suppliers & buyers.
5. TERM
The Agreement is made on the date when POLARIS receives the attendance form and for a term expiring on the date of the end of the POLARIS Event that the supplier/buyer wishes to attend, as defined in the Special Terms of attendance.
This Agreement may not be extended automatically.
6. REGISTRATION
6.1 REGISTRATION PROCEDURE
The participants shall complete an Attendance Form for the Polaris Event and send it to POLARIS. The completion of the Attendance Form shall imply acceptance of the Agreement. The participant agrees to provide POLARIS with a mobile phone number where they may be reached. POLARIS agrees to use such telephone number only in the event of an emergency connected with the organization of the POLARIS Event.
Upon receipt of the Attendance Form duly completed and signed, and of the down payment (for suppliers only), POLARIS shall provide the participant with access to the POLARIS event platform, on which the participant will be required to present their business and products. The list of participants is online between 4 & 6 weeks prior to the event.
6.2 REGISTRATION DENIAL
POLARIS reserves the right to refuse registration and access to the list as long as the participation fee has not been paid by the supplier.
POLARIS reserves the right to refuse registration and access to the list as long as the rooms and/or flight ticket information have not been confirmed by the buyer.
No indemnity of any kind whatsoever shall be payable in the event of denial of registration. In all cases, POLARIS shall retain the amounts paid to compensate for the loss suffered by POLARIS as a result of the participant’s failure to attend the POLARIS Event.
6.3 SUPPLIER’S FAILURE TO ATTEND
In the event that the SUPPLIER, for any reason whatsoever, fails to occupy their private office on the first day of the POLARIS Event, POLARIS may make use of the private office and the SUPPLIER may not claim any refund or indemnification, even if the BOOTH/PRIVATE OFFICE is allocated to another company.
6.4 CANCELLATION BY THE SUPPLIER & THE BUYER
The SUPPLIER may cancel their attendance, for any reason whatsoever, until the list is online. Once the list is online, POLARIS will retain 100% of the amount of the ticket.
If the buyer cancels his/her attendance, he/she will have to refund all costs paid by Polaris: food, drinks, accommodation, and flights.
If the buyer cancels his/her attendance once the list is online, it is imperative that an alternative attendee be designated to replace him/her.
7. OBLIGATIONS OF POLARIS
7.1 PROVISION OF PRIVATE OFFICE/BOOTH
POLARIS shall make the booth available to the suppliers on the first day of the POLARIS Event. POLARIS provides a booth of 6 or 9m² with lighting, Wi-Fi, 1 table, & 4 chairs.
7.2 DISMANTLING OF BOOTHS
POLARIS shall handle the dismantling of the booths.
7.3 ORGANIZATION OF MEETINGS BETWEEN SUPPLIERS AND BUYERS
The time slots will be provided online to help suppliers & buyers organize their meetings throughout the event.
Suppliers & buyers shall organize their own meetings by reaching out directly via email or phone to the person they want to meet.
8. SUPPLIER’S OBLIGATIONS
8.1 PUNCTUAL ATTENDANCE AT MEETINGS
Having regard to the brief format of meetings, the SUPPLIERS & BUYERS are required to be punctual and in attendance at the precise times scheduled and meeting locations specified in their appointments record.
9. FINANCIAL TERMS
9.1 FAILURE TO MAKE PAYMENT
In the event of failure to make payment of the full price by the first day of the POLARIS event, POLARIS may deny access to the list and to attendance.
In addition, POLARIS shall retain the funds already paid.
10. SPECIAL CONSENTS
Subject to prior consent in writing from Polaris Meetings:
Participation in the event is strictly reserved for registered individuals. Any person not registered for the event will be denied entry.
POLARIS maintains the right to invoice non-registered persons who attempt unauthorized access to the event, ensuring compliance with the event’s policies and protecting the interests of the participants.
POLARIS reserves the right to cancel any consent granted in the event of inconvenience caused to the flow of traffic or the organization of the POLARIS Event, or in the event of risks affecting the safety of persons or property.
11. INTELLECTUAL PROPERTY
SUPPLIERS & BUYERS permit POLARIS to reproduce, free of charge and on any communication medium intended for the promotion of the POLARIS Events (website, pictures, social media, etc.), their corporate name, trade name, and brand. Accordingly, SUPPLIERS & BUYERS expressly waive any claim against POLARIS on the basis of circulation, for the purposes of the POLARIS event, by means of video or any other medium (internet, catalog, brochures, etc.), of their corporate name, trade name, and brand.
In this respect, SUPPLIERS & BUYERS expressly acknowledge that they may not: Extract and transfer the contents of the list of participants with contact details, by making it available to the public in any form whatsoever.
12. LIABILITY OF POLARIS
The parties agree that the obligations borne by POLARIS are best-endeavors obligations. In all cases, SUPPLIER & BUYER expressly acknowledge that POLARIS’s liability, in the event that its misconduct is proved, shall be limited strictly to damages in an amount that may not exceed the total price provided for under the Attendance Form.
13. INSURANCE
POLARIS shall be released from any liability, in particular in the event of any loss, theft, or damage.
14. CANCELLATION – POSTPONEMENT OF THE POLARIS EVENT
POLARIS may cancel or postpone the POLARIS Event if it observes an insufficient number of registrations. In the event of cancellation and if Polaris cannot reschedule the event to a later date, a refund shall be made to the participant.
In addition, POLARIS may cancel or postpone the Polaris Event in case of force majeure. Force majeure constituting cause to cancel or postpone the POLARIS Event at any time shall include any new economic, political, social, or public health conditions, on a local, domestic, or international scale, not reasonably foreseeable and outside POLARIS’s control (such as fire, flood, destruction, storm, terrorist threats, epidemic, etc.) and that make the holding of the POLARIS Event impossible or pose risks of disturbance or disorder that could severely affect the proper organization of the POLARIS Event or the safety of persons or property.
If the POLARIS Event cannot be held for reasons of force majeure, the payment due shall be retained by POLARIS to pay the costs already incurred in organizing and holding the POLARIS Event.