Scope of Services
KongressExpert provides professional services relating to the planning, organisation, technical implementation and operation of congresses, conferences, exhibitions, scientific meetings and other professional events.
Depending on the agreed project scope, services may include, among others:
- event and congress planning;
- venue coordination;
- technical production and audiovisual services;
- on-site technical and organisational support;
- registration and participant management;
- speaker and programme coordination;
- hybrid and online event solutions;
- livestreaming and recording;
- exhibition and stand support;
- transport, warehousing and logistics;
- equipment provision;
- staffing and operational support;
- digital event systems and platforms;
- publication and proceedings-related services;
- graphic, print and prepress services;
- consulting and project coordination;
- services supplied by external venues, contractors or specialised partners.
The exact scope of each project shall be determined by the applicable quotation, project description, order confirmation or other written agreement.
Any service not expressly included in the agreed scope shall be considered an additional service and may be charged separately.
Quotations and Formation of Contract
Unless expressly stated otherwise, quotations issued by KongressExpert are non-binding until accepted and confirmed in writing.
A contract is considered concluded when:
- the Client accepts a quotation or proposal in writing;
- SGEM World Science issues a written order confirmation;
- a separate project agreement is signed; or
- SGEM World Science begins performance at the Client’s explicit request.
Quotations are based on the information available at the time they are prepared.
Changes in participant numbers, venue requirements, technical specifications, programme structure, logistics, dates, duration, staffing requirements or other project parameters may result in an adjustment of the agreed price.
KongressExpert reserves the right to correct obvious clerical, calculation or typographical errors.
Client Responsibilities
The Client shall provide all information, decisions, approvals, materials and access necessary for the proper performance of the agreed services in a complete and timely manner.
The Client is responsible for the accuracy and legality of information and materials supplied to KongressExpert.
Where relevant, the Client shall ensure timely access to:
- venues and event premises;
- technical areas;
- electricity and network infrastructure;
- loading and unloading zones;
- necessary permits and authorisations;
- participant, speaker or exhibitor information;
- branding and production materials;
- third-party systems or platforms required for the project.
Delays, additional work or costs resulting from incomplete, incorrect or late information supplied by the Client may be charged additionally.
The Client shall promptly inform KongressExpert of any circumstances that may materially affect the project.
Prices, Taxes and Payment
Prices are stated in the applicable quotation or agreement and are exclusive of VAT unless expressly stated otherwise.
Payment schedules, deposits and due dates shall be specified in the relevant quotation, invoice or project agreement.
For projects requiring advance commitments, KongressExpert may require a deposit or advance payment before reserving personnel, equipment, venues or third-party services.
Third-party expenses may be invoiced in advance.
Unless otherwise agreed, invoices are payable within the payment period stated on the invoice.
The Client may not withhold or offset payment against unrelated claims unless such claims have been acknowledged by SGEM World Science or finally determined by a competent authority.
In the event of delayed payment, SGEM World Science may suspend further performance after providing reasonable notice, where such suspension is legally permissible.
Any costs or consequences arising from such suspension remain the responsibility of the Client where the delay is attributable to the Client.
Changes to the Project
Events frequently evolve during planning. KongressExpert will make reasonable efforts to accommodate requested modifications.
Any change that materially affects the agreed scope, timetable, staffing, technical requirements, logistics or external supplier commitments may require:
- a revised quotation;
- additional fees;
- additional personnel or equipment;
- modification of delivery deadlines; or
- changes to the proposed technical or organisational solution.
Significant changes shall be confirmed in writing wherever reasonably practicable.
Urgent instructions given during an event may be implemented where operationally feasible and may constitute additional chargeable services.
Cancellation, Postponement and Reduction of Scope
Because congress and event projects frequently require advance reservations, staffing, procurement and commitments to external suppliers, cancellations and postponements may result in costs even where the event itself does not take place.
Specific cancellation conditions stated in an individual quotation or agreement shall take precedence.
Unless otherwise agreed, where a Client cancels, postpones or materially reduces the scope of a confirmed project, the Client shall remain responsible for:
- services already performed;
- personnel time already committed or performed;
- equipment or resources specifically procured or reserved;
- non-refundable venue, supplier or subcontractor charges;
- cancellation charges imposed by third parties;
- reasonable administrative and project costs incurred before cancellation;
- other irrevocable costs incurred specifically for the project.
KongressExpert shall make reasonable efforts to reduce avoidable cancellation costs where commercially practicable.
A postponement shall not automatically constitute a cancellation. Where possible, SGEM World Science may agree to transfer part of the already performed work or committed resources to a replacement date. Any such arrangement shall be agreed separately.
Third-Party Services
KongressExpert may arrange or coordinate services provided by third parties, including venues, hotels, transport providers, rental companies, audiovisual suppliers, caterers, printers, logistics companies and other specialised contractors.
Where SGEM World Science acts only as an intermediary or coordinator, the third party’s own contractual and cancellation conditions may apply.
SGEM World Science shall exercise reasonable care in selecting and coordinating external suppliers but cannot guarantee circumstances that remain under the independent control of those suppliers.
Where a third-party service becomes unavailable, KongressExpert may propose a reasonable substitute where possible.
Any material cost difference shall be communicated to the Client before commitment whenever circumstances reasonably permit.
Event Venues and Local Conditions
The successful delivery of technical and organisational services may depend on conditions at the selected venue.
KongressExpert is not responsible for deficiencies outside its reasonable control, including inadequate venue infrastructure, insufficient electrical capacity, unavailable internet connectivity, building restrictions, access limitations or venue-imposed operating rules.
Where such conditions require additional equipment, labour or alternative technical arrangements, the resulting costs may be charged separately following consultation with the Client where practicable.
Technical Services and Equipment
KongressExpert shall provide agreed technical services using professionally maintained equipment and reasonable industry-standard procedures.
However, no technical system can be guaranteed to operate without interruption under all circumstances.
Temporary interruptions caused by internet failure, external network services, public utilities, venue infrastructure, third-party platforms or other circumstances outside the reasonable control of SGEM World Science shall not in themselves constitute defective performance by KongressExpert.
Where technically and commercially reasonable, appropriate backup arrangements may be proposed for critical event functions.
The Client should identify mission-critical requirements during the planning stage so that suitable redundancy can be included in the project scope.
Photography, Recording and Streaming
Where recording, photography, streaming or similar media services form part of the project, the Client is responsible for ensuring that it has the necessary permissions, participant notices, licences and consents required for the intended use, unless these responsibilities have expressly been assigned to SGEM World Science.
KongressExpert shall not be responsible for restrictions resulting from missing third-party rights, music licences, speaker permissions or participant consents that fall within the Client’s responsibility.
Intellectual Property
Each party retains ownership of intellectual property that existed before the project.
Unless otherwise agreed in writing, SGEM World Science retains ownership of its:
- software;
- systems;
- templates;
- technical methods;
- workflows;
- source code;
- design systems;
- operational processes;
- know-how;
- reusable components and tools.
Upon full payment, the Client may use project-specific deliverables for the agreed purpose and within the agreed scope.
Third-party software, fonts, media, platforms, stock materials or other licensed components remain subject to the applicable third-party licence terms.
The Client warrants that materials supplied by the Client may lawfully be used for the project and shall not knowingly require SGEM World Science to infringe third-party rights.
Confidentiality
Each party shall treat non-public commercial, technical and organisational information received from the other party as confidential and shall use such information only for purposes connected with the project.
This obligation does not apply to information that:
- is already publicly available through no breach of confidentiality;
- was lawfully known to the receiving party before disclosure;
- is independently developed without use of the confidential information;
- is lawfully obtained from another source; or
- must be disclosed pursuant to law or a binding order of a competent authority.
Where necessary, more detailed confidentiality obligations may be agreed separately.
Data Protection
Personal data shall be processed in accordance with applicable data-protection legislation and the privacy information published by SGEM World Science.
Where SGEM World Science processes personal data solely on behalf of a Client and the circumstances require a data-processing agreement, the parties shall enter into an appropriate agreement.
The Client remains responsible for ensuring that personal data supplied to KongressExpert has been collected and may be processed lawfully for the intended purpose.
Liability
SGEM World Science shall perform its contractual obligations with reasonable professional care.
Liability shall be determined in accordance with applicable law.
To the extent legally permissible in transactions between businesses, SGEM World Science shall not be liable for indirect or consequential losses, loss of anticipated profit, loss of business opportunity or loss arising from circumstances outside its reasonable control.
Nothing in these Terms & Conditions excludes or limits liability where such exclusion or limitation is prohibited by mandatory law.
The Client is expected to maintain appropriate insurance for its event, property and commercial risks where appropriate to the nature and scale of the project.
Force Majeure
Neither party shall be responsible for failure or delay in performing its obligations where performance is prevented or materially affected by circumstances beyond that party’s reasonable control.
Such circumstances may include, without limitation:
- natural disasters;
- severe weather;
- fire or flooding;
- epidemic or pandemic-related measures;
- war, terrorism or civil disturbance;
- governmental restrictions;
- strikes or major labour disruptions;
- interruption of public utilities;
- major telecommunications or internet failures;
- transport disruption;
- venue closure;
- border or travel restrictions;
- failure of critical third-party infrastructure.
The affected party shall notify the other party as soon as reasonably practicable.
The parties shall cooperate in good faith to determine whether the project can be postponed, modified or performed through an alternative arrangement.
Costs already incurred and unavoidable third-party commitments shall be dealt with fairly according to the individual circumstances and applicable law.
Safety and Compliance
KongressExpert and the Client shall comply with applicable safety requirements and venue regulations relevant to their respective responsibilities.
KongressExpert may refuse to carry out an instruction that would, in its reasonable professional assessment:
- create an unacceptable safety risk;
- violate applicable law;
- breach venue rules;
- endanger equipment or infrastructure; or
- materially interfere with the safe operation of the event.
Such refusal shall not constitute a breach of contract where the instruction could not reasonably or lawfully be performed.
Subcontracting
SGEM World Science may use qualified employees, freelancers, contractors or specialised suppliers to perform parts of the agreed services.
SGEM World Science remains responsible for its own contractual obligations except where a third-party service has expressly been contracted directly between the Client and the relevant third party.
References and Project Documentation
Unless otherwise agreed, SGEM World Science may identify publicly announced events as professional references and may state that KongressExpert provided services for the event.
Confidential information, unpublished commercial information or private project documentation shall not be disclosed without permission.
Where photographs or recordings contain identifiable persons, their use remains subject to applicable rights and data-protection requirements.
The Client may request in writing that a project remain confidential.
Consumer Rights
KongressExpert services are primarily intended for professional, institutional and business clients.
Where the Client qualifies as a consumer under applicable law, all mandatory consumer-protection rights remain unaffected by these Terms & Conditions.
Any statutory right of withdrawal, mandatory information requirement or other consumer right shall apply to the extent required by law.
No provision of these Terms & Conditions shall be interpreted as excluding a consumer right that cannot lawfully be waived or restricted.
Communications
Operational instructions, approvals and contractual notices may be communicated electronically unless a specific form is required by law or by the applicable agreement.
The Client is responsible for providing current contact details and identifying persons authorised to give operational or commercial instructions on its behalf.
Severability
If any provision of these Terms & Conditions is held to be invalid or unenforceable, the remaining provisions shall remain unaffected to the extent legally permissible.
The invalid provision shall be replaced, where appropriate, by a valid provision that most closely reflects the commercial purpose of the original provision.
Governing Law and Jurisdiction
These Terms & Conditions and contractual relationships with SGEM World Science shall be governed by Austrian law, excluding conflict-of-law rules to the extent legally permissible.
For transactions between businesses, the competent court in Vienna, Austria, shall have jurisdiction unless otherwise agreed in writing.
Where the Client is a consumer, mandatory statutory rules concerning jurisdiction and applicable law remain unaffected.
Contact
Questions concerning these Terms & Conditions or a specific KongressExpert project may be directed to SGEM World Science using the contact details published on the KongressExpert website.
- E-mail
- [email protected]
- Phone
- +43 (1) 424 0031
- Address
- Haidingergasse 1, C/1113, 1030 Wien, Austria
