TERMS AND CONDITIONS FOR PARTICIPATION

 

Please read the following terms and conditions carefully. By completing the "EuroPosgrados México 2026"
application form, the Exhibitor agrees to abide by these terms and conditions.

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1. Contractual Nature:

These Terms and Conditions, together with the completed registration form submitted by the Exhibitor, and the corresponding invoice, constitute the entire, final, and binding agreement between the parties (the "Contract"), superseding any prior agreements or communications, whether written or oral. Submission of the registration form and or partial or full payment constitutes the Exhibitor’s express and irrevocable acceptance of this Contract, confirming sufficient legal authority to bind the represented institution.

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2. Definitions

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2.1 The EuroPosgrados fair to be held on Saturday, November 7 in Mexico City, and Tuesday, November 10 in Guadalajara is referred to in these terms and conditions as "the Event".

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2.2 The German Academic Exchange Service (DAAD), Campus France, Servicio Español para la Internacionalización de la Educación (SEPIE), and The Embassy of Sweden in México (Study in Sweden), as partner committee of the fair, and Premier Meetings as implementing agency of the fair, are referred to as "the Organizer".

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2.3 A Higher Education Institution, Educational Consortium, Sponsorship Institution, or National Representation from Europe that fulfills all the participation criteria set by the Organizer and that has been formally accepted as a participant in the Event is referred to as "the Exhibitor".

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2.4 The exhibition spaces for the EuroPosgrados fair are referred to as "the Exhibit Halls".

 

2.5 The stand allocated by the Organizer to the Exhibitor is referred to as "the Assigned Space" or "Booth"

 

3. Purpose of the Event

​The primary purpose of the Event is to inform potential graduate students and young professionals about study
and research opportunities in Europe.

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4. Registration/Application Form

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4.1 To be accepted as an Exhibitor of the Event, institutions must accept these "Terms and Conditions for Participation". Applications will be accepted in order of date of submission, depending on the availability of space.

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4.2 The Exhibitor represents those who have read, understood, and are authorized to enter into this Agreement on behalf of their organization. The completed EuroPosgrados Registration form is considered the final agreement. The Exhibitor agrees that by submitting the Registration Form acknowledges that this Agreement contains obligations that will be binding on the organization. Failure to comply with the terms and conditions will result in cancellation of participation, payment obligation, or forfeiture of the participation fee.

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4.3 DEADLINE FOR REGISTRATION: No applications after October 2nd, 2026, will be accepted unless the organizing committee decides otherwise. The Organizer reserves the right to accept or reject potential Exhibitors at its own discretion and is not required to give a reason or to compensate for any damages suffered because of rejection.

 

4.4 The Organizer will send the Exhibitor a confirmation of participation only after the reception of the participation fee. The deadline for payment is October 9th, 2026. If the Organizer has not received an Exhibitor's fee by then, it will allocate the Assigned Space to other applicants.

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5. Billing and Payment

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5.1 The Exhibitor will be billed in advance at the time of registration for the Fair. Payments are accepted via bank wire. The Exhibitor must cover all bank fees and transaction costs to ensure the full amount reaches the Organizer.

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5.2 If payment cannot be issued by the deadline, a written notice must be sent to exhibitors@europosgrados.org within 10 calendar days of receiving the invoice.

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5.3 The Exhibitor must consider the internal administrative processing times and delays of their represented institution to comply with the payment date.

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5.4  Failure to pay authorizes the Organizer to cancel participation and reassign the Booth without prior notice.

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6. Cancellation by the Exhibitor Policy

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• If cancellation occurs more than 60 days before the Event Date, a 30% cancellation fee of the total fee will be applied.

• Within 60 days, but more than 30 days before the Event Date, a 50% cancellation fee of the total fee will be applied.

• Within 29 days or less before the Event Date: The full amount will remain either payable, or no refund/credit will be offered of the payments received.

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6.2 In all cases, the Exhibitors must send a written notice to exhibitors@europosgrados.org for the contract to be finally cancelled. In that case, no party shall have any further claim on the other. Cancellations via phone, WhatsApp, or any other communication tool are not accepted or considered valid.

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6.3 Non-Payment. If payment is not received by EuroPosgrados within (30) days of the payment due date, EuroPosgrados will be entitled to initiate legal actions against the Client. Non-Payment does not invalidate this Agreement; any cancellation after this Agreement is accepted will be subject to the cancellation policy.

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7. Force Majeure and Event Modifications

Should extreme circumstances warrant it (such as acts of war or other cases of force majeure), the Organizer reserves the right to cancel or relocate the event or to change its dates. If the event is cancelled, the Organizer will refund the participation fee that has been received by the Exhibitor, minus a reasonable administrative charge to help cover the Organizer's unavoidable costs. The Organizer cannot be held liable for any other costs incurred relating to the Event.

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8. Limitation of Liability

The Organizer is obliged to provide the Exhibitor with the Assigned Space and the stand that has been agreed upon.

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8.1 The Organizer will be the final authority in assigning the Assigned Space to the Exhibitors and will be free to alter the Event's floor plan as necessary without prior notification.

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8.2 The Organizer does not guarantee attendance numbers, leads, meetings, or outcomes. The Organizer shall not be liable for indirect damages, loss of profit, or unmet expectations arising from participation in the Event.

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9. Event Services and Indemnification

An event services manual will be issued to the customer containing detailed instructions for the organization of the event, the provisions of which are in all respects part of these Rules and Regulations and are equally binding on all customers. The Exhibitor agrees to indemnify and hold harmless the Organizer, its partners, employees, and suppliers from any claims, damages, losses, or expenses arising from the Exhibitor’s acts, omissions, staff conduct, or breach of this Contract.

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10. Booth Representatives

The Assigned Space is for a maximum of two persons representing the Higher Education Institution. These persons must be employed by or otherwise directly affiliated with the Exhibitor, and they may represent only the Exhibitor and no one else. Their names must be given to the Organizer in advance. These representatives may not engage in any financial transactions with visitors to the Event, and the Exhibitor will be responsible for their behavior. Any extra person incurs an extra fee. The Organizer reserves the right to deny access to or remove any Exhibitor representative whose conduct is deemed inappropriate or contrary to the objectives of the Event, without entitlement to refund.

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11. Space Usage and Sharing

An Exhibitor may not share its Assigned Space with anyone else, nor may an Exhibitor arrange for anyone else to use it. The Assigned Space must always be staffed so that the Event is open to visitors.

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11.1 Booth sharing will be allowed only regarding a formal consortium of Higher Education Institutions in Europe. All members of the consortium must be Higher Education Institutions of a specific European country that meet all the participation criteria set by the Organizer. The maximum number of institutions represented will be 4 per Booth; otherwise, a double Booth must be hired.

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11.2 For all its dealings with the Organizer, a consortium must name one Higher Education Institution as the lead institution. A consortium will be treated as a single Exhibitor. Only one brand name may therefore be advertised, the consortium will have a limited number of reps, and only one entry in the catalogue, on the website, and so on.

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12. Materials and Shipping

Materials that Exhibitors wish to distribute during the Event can be shipped in advance to the depot stipulated by the Organizer. All costs of forwarding these materials from any country to the assigned depot in Mexico will be borne by the Exhibitor. If the Exhibitor registers these materials in advance with the Organizer using the form provided for this purpose, the Organizer will take care of transporting them from the depot in each city to the respective Exhibit Hall.

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12.1 Distribution of materials may take place only within the space assigned to the Exhibitor, and it must not interfere with other Exhibitors. An Exhibitor may not obstruct the aisles of the Exhibit Hall and/or affect in any way the displays of other Exhibitors. Activities conducted outside an Exhibitor's assigned space could be grounds for immediate expulsion from the Exhibit Hall. Exhibitors are expected to always demonstrate professional behavior during the Event. The materials on display must be of good quality, properly labeled, and comply with the rules and regulations of this Contract.

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13. Access Hours

Representatives may enter the Exhibit Hall one hour before it officially opens each day, and they may stay for one hour after it officially closes. All representatives of an Exhibitor will be registered and given a badge. Only persons with a badge will be admitted to the Exhibit Hall before the official opening hours of the Event. As mentioned above, representatives must have a direct affiliation with the Exhibitor.

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14. Late Arrivals

If the Exhibitor has not arrived 30 minutes before the official opening of the Event without prior notice, the Organizer reserves the right to reallocate the space without refund.

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15. Booth Graphic Vinyl

The Organizer offers the Exhibitor the service of printing and installation of graphic vinyls for its booth, subject to prior request and payment.

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The Exhibitor must submit the final designs in the requested formats and specifications no later than September 20, 2026, and must have completed the corresponding payment within the indicated deadline.

 

If the Exhibitor fails to comply with the design submission and payment requirements, the Organizer shall not be responsible for the printing, installation, quality, or presence of the vinyl graphics at the booth.

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16. Booth Condition

After the Event finishes, an Exhibitor is obliged to turn over the Assigned Space to the Organizer in the same condition it was found. The Exhibitor is accountable to the Organizer for any damage caused to the assigned stand, furniture, and its fixtures during the work of assembly and dismantling, as well as during the Event itself.

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17. Additional Charges and External Providers

The Organizer reserves the right to make additional charges to the Exhibitor equal to any amount charged to them for any services supplied to the Exhibitor by other providers (hotel, bus, etc.). The organizers accept no responsibility for the quality, standard, breakdown, or failure of these third-party services.

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18. Insurance and Risk

The Exhibitor is responsible for insuring its staff members and property. The Organizer cannot be held liable for personal injuries, losses, or damage of any kind, including personal accidents, illness, theft, electrical or electronic mishaps, fire, riots, natural disasters, and so on, unless due to the Organizer's gross negligence or willful misconduct.

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19. Contests and Promotions

Contests, lotteries, and games of chance are not allowed without written permission from the Organizer.

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20. Publicity and Photography

The committee will carry out a media campaign to publicize the Event, expecting an approximate number of 1000 attendees per day. However, a minimum number or quality of assistants is not guaranteed. The Organizer is not responsible for any damage caused by errors or omissions in the published information. Before, during, and after the opening hours of the Fair, the Organizer is allowed to take photographs and videos of the Exhibitor's space, attendees, and staff. The Exhibitor grants the Organizer permission to use its name, trademarks, and logos in pre- and post-event promotional materials.

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21. Lead's Report & Data Protection

EuroPosgrados will recommend an app that should be downloaded in advance. The Exhibitor is responsible for getting the leads of the attendees interested in their institution, agreeing to follow the Event's privacy policy. The database generated is for advertising, and sharing it is not allowed. The Organizer will not share the main database with any institution.

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21.1 Data Protection Compliance (GDPR & LFPDPPP):

Both the Organizer and the Exhibitor shall ensure compliance with all applicable data protection regulations, including the European Union General Data Protection Regulation (GDPR) and the Mexican Federal Law on Protection of Personal Data Held by Private Parties (LFPDPPP 2025). The Exhibitor is responsible for obtaining explicit consent from attendees interested in their institution when using lead-retrieval tools. Sharing the event’s attendee database is strictly prohibited. “The organizer” will not share the main database with any institution.

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22. Travel and Accommodation

Travel reservations and hotel bookings are subject to the supplier’s own cancellation policies and terms. The organizers shall not be responsible for any actions or consequences derived from this.

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23. Governing Law and Venue

This legal agreement is governed by the laws of Mexico that apply to contracts. The Exhibitor agrees that the courts in Mexico will have exclusive jurisdiction for settling any disputes that arise in connection with this Contract.

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24. How to Contact Us

We welcome your comments and questions. Please contact us at exhibitors@europosgrados.org 

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