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Terms and conditions
Introduction
This document outlines the Terms and Conditions (the "Terms") that govern your participation in the Event as described in Section 1 (the "Event" or “Events”) organized by “Terras Impact GmbH”, with its place of business in Lassenstrasse 17, 14193 Berlin, Germany, (“we”, “us”, or "Organizer").
These Terms are designed to ensure a clear understanding of the mutual rights and obligations between the Organizer and the Participants ("you", "your", or “Participants”), and to facilitate a seamless and productive experience for all involved.
These Terms shall apply universally to all Events hosted by the Organizer and advertised on the Event’s website, including but not limited to the event “Terra Tuscany”.
By registering for, attending, or participating in any manner in our Events, you acknowledge that you have read, understood, and agree to be bound by these Terms. If you are registering on behalf of other participants, it is your responsibility to ensure that each participant is aware of these Terms and accepts them. By completing the registration process, you are warranting that you have done so.
We reserve the right to make changes to these Terms at any time, without prior notice, to reflect changes in the Organizer’s policies, practices, or the regulatory landscape. The most current version of the Terms can always be found on the Event’s website. Your continued participation in our Events following any changes signifies your agreement to those changes.
Any deviating or additional provisions in the general terms and conditions of the Participants shall not be valid.
We look forward to welcoming you to our Events and are committed to providing an enriching and impactful experience.
1. Terra Tuscany
1.1. These terms apply for the Event: Terra Tuscany, to be held on September 2 - 4, 2024.
1.2. All information about the Event can be found here: www.terratuscany.co [the “Event’s website”].
2. Event and Participation Packages
2.1. At Terras Impact GmbH, we are committed to fostering a vibrant and engaging platform for sustainability leaders and innovators. We offer two different participation options: Participants or Sponsors. Each participant can apply for the following ticket options (subject to approval and availability): Classic and Premium for participants and Silver, Gold, and Platinum for sponsors.
2.2. Sponsors are considered regular participants who, for an additional fee, gain the opportunity to enhance their visibility and market presence through the strategic placement of their logos on the Event’s website and the privilege to present their company during the event. This dual role is designed to provide sponsors with a unique platform to showcase their commitment to sustainability while engaging meaningfully with other event attendees.
2.3. Each Sponsor agreement is crafted based on individual terms that are mutually agreed upon between the Organizer and the Sponsor. This personalized approach ensures that the collaboration is aligning with the Sponsor's specific marketing objectives and the Event’s sustainability goals. As such, details regarding the strategic placement of logos, presentation opportunities, and any additional benefits are determined on a case-by-case basis to best serve the interests of both parties.
3. Application and Selection Process
3.1. Application Eligibility: The Organizer invites applications for participation in the event from business executives in the field of sustainability, as well as journalists and politicians intending to cover the event on behalf of their companies and institutions. Applications are welcome from various sectors, reflecting the Organizer's commitment to fostering diversity and inclusivity within the event's dialogue and networking opportunities.
3.2. Selection Process: The selection process by the Organizer aims to achieve a broad representation of companies and sectors among the event participants. The Organizer intends to avoid allocating a disproportionate number of tickets to a limited number of firms, thereby ensuring a rich, varied, and inclusive event experience for all Participants. Selection will be based on a comprehensive review of each application, with a focus on aligning the event's attendees with the overarching theme of diversity and innovation in sustainability. While applications from all sectors are encouraged, the Organizer reserves the right to select participants and sponsors selectively to maintain the desired spectrum of ideas, perspectives, and expertise at the Event.
3.3. Participation Request: Participation in the Event organized by Terras Impact GmbH is exclusively open to business entities. To request participation, a representative of the interested business must submit a ticket request providing a valid company email address. It is imperative that the ticket request includes comprehensive company details, including but not limited to the company name, address, and VAT number (if applicable), title / position and link or reference to LinkedIn-Profile, to facilitate a smooth verification process. The applying company or individual is responsible for ensuring that all details provided during the application process are accurate and up to date. The Organizer shall not be liable for any issues or delays caused by incorrect or incomplete information. By submitting a ticket request, the applicant confirms that the request is made on behalf of a business entity and for professional purposes related to the event's focus. The Organizer reserves the right to reject any applications that do not meet these criteria.
3.4. Confirmation of ticket requests: The request for participating in the Event shall be made using the appropriate registration form, which shall be completed online on the Event’s website by the participant(s) or sent by the Organizer or an entrusted third party to the participant(s) by email. If sent by email, the registration form must be signed by the participant and returned by email. Once the Organizer has reviewed the ticket request and confirmed by email to the participant that the participant's application is successful and binding, the contract between the Participant and the Organizer is concluded.
3.5. Completion of Registration: Following a successful verification, the Organizer will issue an invoice for the requested participation tickets directly to the company email address from which the application was submitted. This invoice will detail the payment terms, including the due date (usually payable within 7 business days of receipt), payment methods, and any other pertinent information necessary to complete the transaction. The ticketing process is considered concluded, and participation confirmed, only upon the full settlement of the issued invoice by the applying Participant. Until the payment is received and acknowledged by the Organizer, no rights of participation are granted.
3.6. Right to reject application: The Organizer can reject an application for the Event without giving reasons and at their own discretion.
3.7. Ticket cancellations: After receiving your ticket confirmation, we kindly request full payment within 7 business days to secure your seat. Failure to complete payment within this timeframe will result in the loss of your seat.
4. Prices and Payment Terms
4.1. The amount of the participation fees is indicated on the Event’s website and will be final on the invoice.
4.2. The participation fee is due upon receipt of the invoice. Payment by sending cash or checks is not possible. Suppose the Organizer has not received the participation fee within 7 business days of sending the Participant the confirmation email with the invoice. In that case, the Organizer is entitled to terminate the contract.
4.3. Unless expressly stated otherwise, prices quoted for tickets are net, ex-works and exclusive of VAT.
4.4. Without limitation to the Organizer’s other rights and remedies pursuant to this Contract or the applicable law, any payment under this Contract which is not made by the Participant on its due date shall be subject to default interest at an annual rate of nine (9) per cent above the official bank rate of the Bank of Germany from time to time in force from the date such payment fell due to the date of actual payment, both before as well as after judgment.
4.5. The Participant shall not withhold payment of any amounts due and payable under this Contract by reason of any set-off of any claim or dispute with the Organizer, whether relating to Organizer’s breach of this Contract or otherwise.
5. Cancellation and Refund Policy, Transfer of Participation Right
5.1. This cancellation policy is designed to provide clarity and fairness to all Participants while allowing the Organizer to effectively manage event preparations and logistics. By registering for the event, Participants agree to these terms and acknowledge their understanding of the cancellation policy as outlined.
5.2. The transfer of participation rights for events organized by Terras Impact GmbH to other individuals within the same company is possible. Tickets and sponsorship rights may be transferred to another individual within the same company at any time, subject to the Organizer's approval. To initiate a transfer request, the original registered participant or the respective contact person within the company should send an email to us with complete details of the intended new participant and the reason for the transfer to hello@terratuscany.co. The Organizer reserves the right to review and approve transfer requests at its sole discretion. This policy is intended to ensure the consistent quality and relevance of the participant base at our events.
5.3. The Organizer reserves the right to cancel the Event under certain circumstances, including, but not limited to, insufficient participant numbers. Should the need to cancel the Event arise, the Organizer pledges to: Notify all registered Participants via email of the cancellation no less than 30 days prior to the scheduled date of the Event. Given the potential for Event cancellation, it is highly recommended that Participants opt for booking flexible tickets for getting to the venue where available, to mitigate any inconvenience or loss incurred due to such cancellations.
5.4. The Organizer reserves the right to modify the terms of this cancellation policy at its discretion and will communicate any changes to registered Participants in a timely manner.
5.5. Cancellation Policy for Participants and Sponsors for the Event:
5.5.1. If Participant’s cancellation occurs on or before May 31,2024: Participants who wish to cancel their participation or sponsorship must inform the Organizer in writing. A cancellation fee equivalent to 60% of the original ticket or sponsorship fee, plus an applicable Value Added Tax (VAT) of 19%, will be charged. The remaining balance, after deduction of the cancellation fee and VAT, will be refunded to the Participant within 30 days from the date of cancellation.
5.5.2. If the Participant’s cancellation occurs on or after June 1, 2024: No refunds will be available for cancellations made on or after this date. Participants are encouraged to consider the potential necessity of cancellation prior to this cut-off date carefully.
6. The Event
6.1. The Event, as to be provided to the participants by the Organizer, are outlined on the Event’s website. This outline serves only as an overview and represents the Organizer’s best effort to portray the Event as it is currently envisioned. Participants acknowledge and accept that this overview is not exhaustive, and that the final execution of the Event may differ. The definitive details concerning the Event, including any amendments or alterations to the schedule, content, speakers, or any other aspect, will be announced shortly before the Event's start.
6.2. The Organizer reserves the right to make last-minute changes to the Event, including but not limited to adjustments in the speaker lineup, session content, event schedule, and venue layout. Such changes may be made to accommodate unforeseen circumstances, enhance participant experience, or address operational concerns. Participants will be notified of significant changes in a timely manner, through the means deemed most appropriate by the Organizer (e.g., email, Event’s website updates, or direct communication).
6.3. Should the actual number of participants be lower than indicated on the Event’s website, the Organizer reserves the right to proceed with the Event as planned. In such circumstances, participants shall not have the right to terminate their participation due to the reduced number of attendees. Furthermore, there shall be no entitlement to refund any fees paid for participation in the Event.
6.4. By registering for the Event, participants agree to these terms and acknowledge that the final execution of the Event is subject to change. The Organizer aims to ensure that any alterations maintain the quality and integrity of the Event, aligning with the original objectives and expectations as closely as possible.
6.5. If a scheduled speaker cannot participate in the Event for any reason, the Organizer commits to making their best effort to find a replacement speaker who possesses comparable expertise and standing in the relevant field. The Organizer understands the importance of maintaining the high quality and relevance of presentations and discussions at the Event and, therefore will strive to ensure that any substitute speaker can offer valuable insights and contributions that align with the Event’s themes and objectives. Participants will be informed about such speaker substitutions at the earliest opportunity via the Event’s official communication channels.
6.6. While the Organizer is dedicated to finding suitable replacements, participants acknowledge that speaker availability may be affected by factors beyond the Organizer’s control. Therefore, participants agree that the Organizer shall not be held liable for any changes to the speaker lineup resulting from unforeseen circumstances. The Organizer appreciates participants' understanding and flexibility in these instances, ensuring a dynamic and enriching Event experience for all involved.
6.7. By participating in this event, Participants expressly grant the Organizer the right to capture photographic and video content featuring their likeness during the event. Participants acknowledge and consent that these materials may be used by the Organizer for promotional, advertising, or other purposes in various media outlets, including but not limited to online platforms, print materials, and public exhibitions, without any further permission or compensation. This consent signifies the Participants' support for the broader dissemination and promotion of the event and its objectives, helping to foster a wider awareness and engagement with sustainability initiatives.
6.8. The Organizer reserves the right to engage local service providers or third parties to perform certain tasks related to the Event.
7. Conduct in the Event Venue
7.1. Code of Conduct: The Organizer is committed to providing a safe, productive, and welcoming environment for all Participants and staff. At our event, we uphold the highest standards of professionalism and respect in all interactions. All participants are expected to conduct themselves professionally, treating everyone with respect and valuing diverse perspectives. Open and considerate communication is essential, focusing on ideas rather than critiquing individuals personally. We strictly prohibit any form of harassment, whether verbal, physical, or visual, that contributes to an intimidating, offensive, or hostile environment. This includes unwelcome attention and discriminatory remarks. All Participants must always conduct themselves in a professional manner. Interaction with peers and all event stakeholders should be conducted with integrity and respect. Breaches of this conduct may lead to immediate removal from the event and further actions as deemed necessary.
7.2. Domiciliary rights: The Organizer or appointed third parties are entitled to always exercise domiciliary rights. The instructions of the organizer, the police, and the security personnel before, during, and immediately after an event must always be complied with.
7.3. Access: In principle, every Participant or ticket holder with a validly acquired access right in accordance with § 2 is entitled to access the event venue. However, access may be denied, or the participant or ticket holder may be expelled from the event venue if:
7.3.1. the Participant or ticket holder refuses to submit to an appropriate check of his/her person and/or items carried by security staff at the entrance and/or inside the venue before entering the venue;
7.3.2. the individualization features printed on the tickets (e.g., name imprint, seat data, barcode, QR code, serial and/or shopping basket numbers) have been manipulated, defaced and/or damaged or an access attempt has already been made with the ticket, unless the organizer is responsible for this, and/or the ticket holder is not the same person as the customer who is stored as a Participant in connection with the ticket and noted on the ticket via individualization features, unless there is a case of permissible transfer;
7.3.3. the Participant or ticket holder is obviously under the influence of alcohol and/or drugs;
7.3.4. any of the following items are carried or used: pyrotechnic objects, flares, weapons, and similar dangerous objects.
7.4. In the event of a justified refusal of admission, the customer or ticket holder is not entitled to compensation.
7.5. Furthermore, it is prohibited to carry and/or use the following items: Racist, xenophobic, and/or radical right-wing or left-wing propaganda material, political or religious objects of any kind, including banners, signs, symbols, and flyers, if there is reason to believe that these will be displayed inappropriately on the event site. Irrespective of any objects carried, the utterance or dissemination of inhuman, racist, xenophobic, politically extremist, obscenely offensive, provocatively insulting, and/or left-wing or right-wing extremist slogans and corresponding actions are prohibited throughout the event site.
8. Accommodation and Overnight Stays
8.1. Unless the Participant is the holder of a Premium ticket, Participants are solely responsible for arranging and paying for their travel and accommodation in connection with the Event. For participants opting for the travel package, specific terms and conditions related to travel and accommodation as part of the package will be provided separately.
8.2. In cases where Participants have booked a travel package through the Organizer, the Organizer commits to providing accommodation in hotels with a 5-star status or of an equivalent standard in the event that a 5-star hotel is not available. It is expressly noted that booking accommodations provided as part of the travel package are strictly limited to the duration of the event. The Organizer will not arrange or cover the cost of hotel stays for days preceding or following the event dates. Participants interested in extending their stay beyond the event dates are responsible for making their own arrangements and covering any associated costs.
8.3. The Organizer shall not be responsible for assisting with the booking of travel or accommodation, nor will they be liable for any issues that arise from such arrangements, including but not limited to cancellations, alterations, quality of service provided by third-party service providers, or any direct or indirect costs incurred as a result thereof.
8.4. Furthermore, participants are responsible for ensuring that they have all necessary travel documents, including visas, and for complying with all health and other requirements of the destinations involved. The Organizer will not be liable for any participant's inability to attend the Event due to lack of appropriate travel documents, denial of a visa, travel delays, or cancellations.
8.5. Participants are advised to secure comprehensive travel insurance to cover potential travel disruptions or cancellations, as well as health insurance to cover any medical expenses. The responsibility to arrange such insurance rests entirely with the participant.
8.6. By registering for the Event, participants acknowledge their responsibility for making all necessary travel and accommodation arrangements and agree that the Organizer shall not be held liable for any issues that may arise from these arrangements or a participant's failure to attend the Event due to travel-related problems.
9. Intellectual Property
9.1. All content, images, videos, designs, documents and sound files on the Event’s website, the Event itself, and all related marketing materials are protected by copyright. The Organizer provides the participants with the event documents only for the intended use. The modification of the event documents and the use of modified versions, making them available to the public, particularly on the internet or in other networks, and using them on internal databases are not permitted. Their duplication – even in extracts – and their disclosure to third parties, free of charge or against payment or other use, is only permitted upon the written explicit consent of the Organizer. The Organizer may publish pictures and video recordings during the event in publications, newspapers, magazines, and the internet.
9.2. The Organizer warmly invites Participants to share their experiences of the event through social media posts and stories, recognizing this as an essential means of amplifying the Event's reach and impact. Participants are encouraged to use the event’s designated hashtag or similarly tag the Event or Organizer in their posts, ensuring the event and Organizer receive appropriate recognition. While sharing on social media is highly encouraged, the live broadcasting or streaming of sessions on any platform is strictly prohibited to safeguard the intellectual property rights of speakers and the confidentiality of discussions. Participants consent to being photographed by the event’s official photographers, with the understanding that these images may be utilized for promotional purposes. Those who prefer not to be photographed or wish specific content not to be shared are encouraged to notify the Organizer in advance. By participating in this event, Participants agree to these terms and contribute to fostering a respectful and inclusive environment for sharing.
10. Limitation of Liability
10.1. Participants enter the event site at their own risk. The Organizer and/or vicarious agents shall only be liable for damages, irrespective of the legal grounds, in the event of intent or gross negligence or arising out of fraud or fraudulent misrepresentation or - then limited to the damage foreseeable at the time of conclusion of the contract and typical for the contract - in the event of a breach of material contractual obligations. Material contractual obligations are those whose fulfillment is essential for the proper execution of the contract, whose breach jeopardizes the achievement of the purpose of the contract, and on whose compliance the customer regularly relies. This limitation of liability does not apply to claims for damages due to injury to life, limb, or health or due to other mandatory statutory liability. There is no liability for stolen or lost items.
10.2. Furthermore, Organizer’s maximum liability for all other damages as well as wasted expenditures shall in the aggregate and regardless of its legal basis be limited to the contract price.
10.3. Any claim (including any claim relating to product and service quality) by the Participant arising out of this Contract shall be provided to the Organizer by written notice setting forth fully the facts on which it is based as soon as reasonable after the date when the facts were discovered or reasonably should have been discovered but in any event no more than 24 months after the delivery date. Participant unconditionally waives any and all claims that are not made during such period, and Organizer shall not be obliged to accept any such claims made after such period.
10.4. All the aforementioned limitations of liability shall continue to apply in case of a termination of this contract, whether by way of repudiation or otherwise.
11. Force Majeure
11.1. The Organizer shall not be liable for its failure or delay in performing any of its contractual obligations if such failure or delay is caused by circumstances beyond his reasonable control, including but not limited to industrial action, fire, flood, wars, armed conflict, terrorist act, riot, civil commotion, malicious damage, explosion, unavailability of fuel, pandemic (regardless of whether already ongoing), or governmental or other regulatory action, or severe weather conditions (hereinafter collectively referred to as “Force Majeure Event”).
11.2. In the unlikely event of adverse weather conditions or other unforeseeable circumstances, the Organizer reserves the right to adjust the event schedule, including but not limited to a delayed start or an early conclusion of the event. Such adjustments will be made to ensure the safety and convenience of all participants while striving to minimize disruption and maintain the integrity of the event. It is understood that these adjustments are not grounds for cancellation by the Participant.
11.3. The delivery obligations of the Organizer will be suspended to the extent and during the time its ability to fulfil such obligations is affected by a Force Majeure Event. The Organizer shall accordingly be entitled to an extension of time for performance which is reasonable, and in any event equal to the period of delay caused by the Force Majeure Event.
11.4. The Organizer shall notify the Participant when such circumstances cause a delay or failure in performance and when they cease to do so. If the notice is not received by the Participant within a reasonable time after the Organizer knew or ought to have known of the impediment, the Organizer shall (subject to any limitation of liability agreed in the Contract) be liable for damages resulting from the non-receipt by the Participant.
11.5. If a Force Majeure Event continues for a period of more than six (6) months, either party may terminate the affected Contract by written notice to the other party.
11.6. Claims by the Participant for compensation for travel and accommodation costs, loss of working hours, or any other expenses incurred because of event schedule adjustments or cancellations due to a Force Majeure Event are expressly excluded.
12. Notices
12.1. Any notice given under this Contract must be in English and in writing and sent by letter or by email or delivered by hand to the other Party's representatives. The notice will be effective as follows: (i) in the case of a letter, on the (5) day after posting; (ii) in the case of an email, on receipt of an automated delivery receipt, confirmation of receipt from the relevant server or a reply email acknowledging receipt; (iii) if the notice is delivered by hand to the other Party's representative, it will be effective immediately upon delivery.
13. Waiver
13.1. No delay or omission by a Party in exercising any right or remedy under this Contract or law shall operate as a waiver. Any waiver shall take effect only if it is in writing and signed by the authorized representatives of the waiving Party.
14. No Assignment
14.1. The Participant is not entitled to transfer any of its rights, claims, and/or obligations under this Contract to any third party without the express consent of the Organizer.
15. Severability
15.1. The provisions of this Contract are severable. Any provision held to be invalid or unenforceable shall not invalidate the remaining provisions. If one Party gives notice to the other of the possibility that any provision or part of any provision of this Contract is invalid, illegal, or unenforceable, the Parties shall negotiate in good faith to amend such provision so that, as amended, it is legal, valid, and enforceable, and, to the greatest extent possible, achieves the intended commercial result of the original provision.
16. Supremacy of the Organizer's Terms
16.1. All other terms and conditions, in particular, any terms and conditions referred to by the Participant in any request for quotation, purchase order, or otherwise, shall not apply. Fulfillment of the Participant’s order does not constitute acceptance of any of the Participant's terms and conditions by the Organizer.
17. Entire Agreement and Non-Reliance
17.1. This agreement contains the entire agreement between the Parties concerning its subject matter and supersedes any other agreements or statements pertaining to the same subject matter, except those agreements or statements expressly referenced in this Contract as included.
17.2. Subject to fraud, neither Party relies on and shall accordingly have no claim arising out of or related to any pre-contractual statement of the respective other Party or anyone acting on its behalf whatsoever. For the purposes of this provision, pre-contractual statements include any undertakings, representations, promises, or assurances of any nature whatsoever relating to the subject matter of this contract and made by any person at any time before the date of the conclusion of this contract. This clause shall not apply in relation to written statements made by either Party before the contract conclusion as a reply to inquiries raised by the respective other Party.
18. Written Form
18.1. No amendment of this Contract shall be valid unless it is in writing and signed by the authorized representatives of each Party.
19. Governing Law
19.1. This Contract, including non-contractual disputes or claims arising out of or in connection with it, is governed by the laws of Germany, and the place of performance is Berlin, Germany.