Contracting Conditions

3. GENERAL CONDITIONS

Both parties, in the capacities and representations in which they act, acknowledge having the necessary legal capacity to execute this CONTRACT, which comprises the following clauses as well as any annexes signed by the parties detailing the characteristics of the service.

This contract constitutes the full agreement between the parties with respect to its subject matter and supersedes and cancels any previous agreement between the parties on this matter, including any correspondence or documentation signed or exchanged between them that contradicts any of the provisions set forth herein.

3.1. Cancellation Fees

If the CLIENT withdraws, fails to meet payment deadlines, or otherwise prevents the celebration of the event, once this contract has been signed and the initial payment of 30% of the total estimated cost has been made, the Parties agree that the following cancellation fees shall apply and must be paid by the CLIENT:

In the event of total withdrawal or cancellation, or non-payment of the total amount by the agreed deadline:

Up to 91 days before the date of arrival:
A preparation fee of €3,000 shall apply.
Between 90 and 61 days before the date of arrival:
A fee equivalent to 25% of the total estimated cost shall apply.
Between 60 and 31 days before the date of arrival:
A fee equivalent to 50% of the total estimated cost shall apply.
Between 30 and 16 days before the date of arrival:
A fee equivalent to 75% of the total estimated cost shall apply.
Between 15 and 0 days before the date of arrival:
A fee equivalent to 100% of the total estimated cost shall apply.

In the event of partial withdrawal, cancellation, or reduction in the number of participants:

Up to 61 days before the date of arrival:
Up to a 20% reduction = no cancellation fee.
Between 60 and 31 days before the date of arrival:
Up to a 10% reduction = no cancellation fee.
Between 30 and 07 days before the date of arrival:
Up to a 5% reduction = no cancellation fee.
Between 06 and 00 days before the date of arrival:
No further reductions allowed.

In case of public health-related restrictions (e.g., COVID-19 resurgence), if an Official Gazette issues a legal regulation explicitly and indisputably prohibiting the group from traveling, or if a state of emergency (state of alarm, exception, or siege) is declared, either by the Government of Spain or by the group’s country of origin, a rescheduling of the event will be proposed while maintaining the payment already made for a future trip. If the CLIENT does not accept the proposed rescheduling, the total amount paid will be refunded in full without any cancellation fees.

3.2. Additional Costs and Pricing

Any additional costs incurred during the group’s stay (or, if applicable, during the days prior to the event if the total budget or its variations have already been paid in full) shall be paid by the CLIENT to the COMPANY as follows:

For costs exceeding €5,000: Payment in cash during the group’s stay or the event, always before its conclusion.
For costs up to €5,000: Payment via bank transfer within 10 days from the submission of supporting documents by the COMPANY.

The prices accepted in this contract guarantee firm availability of the services contracted in advance and shall not be subject to changes due to offers published on the COMPANY’s website or those of its SUPPLIERS, or in any other publication.

3.3. Budget Updates

The initial budget, the total of which is reflected at the top of this contract and which corresponds to the number of persons estimated by the CLIENT, may be updated in accordance with the CLIENT’s new requirements, and the parties agree to the following procedure:

The CLIENT must request any modifications to the main budget in writing (email).
The COMPANY will respond in writing (email) with a revised budget based on the CLIENT’s request, only if the COMPANY is in a position to accommodate the new requirements.
If the CLIENT does not explicitly reject the revised budget within 5 days — or with a minimum of 8 days before the event if that period is shorter — the CLIENT shall be deemed to have accepted the revised budget, which shall then form part of this contract, superseding the initial budget or any previous modifications.

The latest version of the budget accepted by the CLIENT, including any amendments, shall be considered binding and shall be the basis for calculating payment and cancellation percentages.

In any case, updates or modifications to the budget must be agreed no later than 8 days before the event. After that period, no modifications will be accepted.

3.4. Breach of Payment Deadlines

Failure to comply with the agreed payment deadlines shall entitle the COMPANY to terminate the contract without further formalities. Such termination will entitle the COMPANY to retain any amounts already paid by the CLIENT to offset applicable compensation under the cancellation terms or due to other contract breaches.

3.5. Use of Rooms, Facilities, and Contracted Services

The room(s), spaces, facilities, and services contracted are made available to the CLIENT, subject to written request and confirmation of availability by the COMPANY, exclusively for the preparation, organization, and execution of the activities covered by this contract. Any other activity, whether primary, ancillary, complementary, or supportive, as well as any transfer to third parties, in whole or in part, is strictly prohibited.

The CLIENT agrees to comply with the COMPANY’s rules governing the use of rooms, services, and facilities. The CLIENT will be held responsible for any consequences resulting from non-compliance, based on the instructions and recommendations of the COMPANY’s technical staff.

3.6. Conditions of Services

The COMPANY acts as an intermediary between the event participants and the CLIENT on one side, and the transport providers, hotels, technical staff, and all other entities providing services on the other. Therefore, the COMPANY limits its responsibility to such intermediation and accepts no liability for accidents, property damage, personal injury, delays, irregularities, loss or theft of luggage, or any other harm suffered by participants during travel, the event, or transfers.
The COMPANY assumes no responsibility, whether contractual or non-contractual, for any failure by the CLIENT or participants to follow the instructions of the organizing staff. Nor is the COMPANY liable for any goods or services directly contracted by the CLIENT or the participants outside its mediation.
Should the CLIENT or any participants voluntarily choose not to take part in any activity, no refunds will be granted.
By participating in any of the COMPANY’s activities, the CLIENT accepts all the conditions imposed by the COMPANY and its SUPPLIERS, including payment terms and schedules. Any equipment provided for participation must be returned in the same condition. The COMPANY reserves the right to charge the CLIENT for any damages or losses to such materials.
The CLIENT must not interfere with other activities and services being held in other rooms or areas of the venue.
The CLIENT may not hire third parties not involved in this contract for any part of the event activities unless expressly authorized in writing by the COMPANY.
If the CLIENT requires any licenses, permits, or prior authorizations due to special circumstances of participants not disclosed during the budget preparation, the CLIENT shall be responsible for obtaining such permits. Failure to do so shall constitute grounds for termination. The CLIENT is also responsible for paying any intellectual or industrial property rights arising from the event and its performances.
The COMPANY is not responsible for statements, performances, or activities conducted by the CLIENT or participants during the event. The CLIENT declares that all such activities are lawful and permitted under applicable law and do not present any risks or dangers to persons or property.
The Parties agree that the COMPANY’s total liability, for any reason, shall not exceed the coverage limits or amount of its civil liability insurance, which is SIX HUNDRED THOUSAND EUROS (€600,000).

3.7. Force Majeure

The COMPANY shall not be held responsible for situations resulting from force majeure that affect the event, nor for unforeseeable circumstances or actions by third parties unrelated to the COMPANY.
If, due to force majeure outside the COMPANY’s control, certain products or services cannot be acquired at the time of the event, the COMPANY shall replace them with similar services, subject to prior notice to the CLIENT.
The COMPANY reserves the right to change the order of scheduled activities, modify packages or prices, or replace activities due to external factors (e.g., weather, strikes). Cancellations due to adverse weather, new public regulations, or force majeure are outside the COMPANY’s responsibility and will not be refunded.
In case of extraordinary circumstances affecting the event or the group’s arrival, the CLIENT may request new event dates. The COMPANY may accept the proposed dates depending on the availability of itself and its SUPPLIERS. If new dates cannot be confirmed, no compensation shall be due. If rescheduling is accepted, prior payments will be considered part of the new event price. If the new dates incur additional costs, the CLIENT must pay the difference.

3.8. Damages

The CLIENT is liable for any damage, breakage, or loss caused—directly or indirectly—by the organization, celebration, or development of the contracted activities, whether to property or persons, except in cases attributable to the COMPANY.

3.9. Termination of Contract

Except where automatic termination is applicable, either party may terminate the contract in the event of a breach by the other. The breaching party must compensate the other for damages. If the breach is due to the CLIENT, the COMPANY may retain amounts already paid to cover applicable damages.
Failure to pay according to agreed terms is grounds for automatic termination of this contract. In this case, the COMPANY shall not be obligated to provide the contracted services, even if it means the event does not take place. The COMPANY may also retain any sums already paid by the CLIENT.
Early termination: This contract may be terminated early by mutual agreement without any right to compensation.

3.10. Address for Notices and Communications

All communications, notices, and requests between the parties in connection with this contract must be made in writing or by any other means that allows sufficient proof of delivery and receipt.

To streamline fulfillment of this contract, communications may be made via electronic or digital means (e.g., email, office software), which shall be fully valid.

3.11. Data Protection

In compliance with applicable data protection laws, the data controller for any personal data included in this document or collected during its execution is Promoinnovación Eventos Canarias, S.L., with tax ID B-76013929, located at Camino Viejo la Calzada, nº 15, 35017 – Las Palmas de Gran Canaria, Gran Canaria. Such data will be used for the provision of requested services and retained until cancellation is requested, unless legally required otherwise. Data will not be shared with third parties unless legally required or necessary to provide the services.

The data subject has the right to access, rectify, delete, object, restrict, request data portability, or file a complaint with the supervisory authority (www.agpd.es), in accordance with current data protection laws. More information is available at ineventing.com.

3.12. Jurisdiction, Validity, and Applicable Law

The parties expressly waive any other jurisdiction that may apply and submit to the Courts of Las Palmas de Gran Canaria for any disputes arising from the interpretation or enforcement of this contract.

The parties also agree to grant full legal effect to communications sent by post, telegram, email, digital office tools, or fax. Therefore, consent to this contract and/or its annexes may be given via email (attaching a scanned signed copy) or fax, and such documents shall be binding and fully effective.

The applicable substantive law for all matters arising from the performance or termination of the contract shall be Spanish law, given that the services are rendered within Spanish territory, and both parties expressly accept this.

R.M. Las Palmas, hoja GC 41.395, folio 18, tomo 1.914, sección 8ª; PROMOINNOVACION EVENTOS CANARIAS Sociedad Limitada · CIF: B-76013929 · I.T. I-0002185