Terms and Conditions
1. Event and organizer
The ROOTS SUMMIT is a congress including hands-on sessions on endodontics, taking place from 9-12 May, 2024 in Athens, Greece.
Root Education Inc.
Repr. by Stephen Jones
1037 East Chalynn Avenue
Orange, Calif., 92866, USA
Root Education, Inc. and Dental Tribune International GmbH are hereby known as “the organizers” unless mentioned otherwise.
The participation fee will be billed by Dental Tribune International GmbH.
- In order to be accepted as a visitor to ROOTS SUMMIT, applicants must have completed a valid registration. The visitor can register online by completing the registration form on the ROOTS SUMMIT website (online registration). Online registrations are valid without a signature and stamp if sent from the password-protected online portal. Registration must be received by Dental Tribune International GmbH by May 9, 2024, at 6 p.m.
- The registration applies to the event period specified on the registration form. Submitting a registration form does not entitle the applicant to be accepted as a visitor automatically.
- The organizers shall not be liable for any consequences or damages resulting (either directly or indirectly) from incorrect, misleading, imprecise or incomplete information either contained in the registration form or based on any other details furnished by the visitor.
- The organizers reserve the right not to consider registration forms that have not been completed adequately or fully or that were submitted later than the date specified.
- For online registrations, the visitor will receive an electronic confirmation of receipt.
- Acceptance as a visitor is issued in the form of an automatic email confirmation. This constitutes a legally binding Contract of Participation between the visitor and the organizers. The Contract of Participation is valid for the period of time and person specified only.
3. Speaker acceptance requirements, alternating acceptance, termination
- Speakers will be admitted if their presentations correspond with the congress and workshop topics.
- The speaker undertakes to provide the organizers with all the information required about his or her person (i.e. biography) and the topic that he or she will be presenting. This information will be used for promotional purposes (website, advertisement and press related to the event). The speaker consents to provide his personal details, such as name, position, company name and e-mail addresses, to the organizers for promotional purposes related to the event. The speaker also consents to being filmed or photographed. The images, videos, and audio files taken before and during the event may be used as part of future marketing campaigns.
- The speaker allows the organizers to publish his or her presentation given at the event online, granting a non-exclusive license to use, reproduce and publish all materials associated with the presentation. Modifications and adaptations are only allowed to the extent that it is necessary for such use.
- The organizers will decide at their own discretion whether or not to accept a speaker. The organizers are entitled to reject applications based on the time slot capacities available for the event and on the purpose and structure of the event as determined by the organizers. Participation in previous events does not entitle the applicant to be accepted as a speaker.
- The organizers shall determine the composition of the event, in particular the companies, the congress program, the workshops and their make-up, and is entitled, in deciding upon speaker acceptance, to take account of the composition of speakers with regard to their international origin, company structure, sectors and other objective factors. The organizers shall not be bound by decisions taken in the past regarding previous events.
- Acceptance as a speaker is issued in the form of a written confirmation. The Agreement for Participation is valid for the period of time and person specified only.
- The withdrawal of registration, even prior to receipt of confirmation, always requires the consent of the organizers regardless of the registration date.
- If the speaker wishes to alter his or her slot, he or she must inform the organizers of his or her intention to add or cancel his or her presentation well in advance of the beginning of the event to enable the organizers to issue their consent. If the organizers are notified less than two months prior to the start of the event, they cannot guarantee that they will be able to make the enquiries necessary for acceptance. If the speaker alters his or her presentation without the consent of the organizers, meaning that these no longer correspond with the details stated in the agreement between the speaker’s sponsor and the organizers, the organizers shall be entitled to terminate the contract without notice. No claims for damages may be made against the organizers by the speaker in this regard.
- If the speaker, although registered and accepted, does not participate in the event for any reason whatsoever, the organizers are entitled to allocate the slot to another speaker.
- Under all circumstances, the speaker is fully liable for his or her presentation.
4. Terms of payment, cancellation policy and termination in the event of non-payment and insolvency
- In return for the right to participate in the event, the visitor shall pay a fee to the organizers. The prices applying to the event are specified on the ROOTS SUMMIT website.
- Objections to payments must be made in writing within 14 days of receipt. The invoiced sum may not be offset against non-recognized claims against the organizers.
- Visitor confirmation (Contract of Participation) is subject to full settlement of all outstanding and payable claims of the organizers.
- In the event of insolvency proceedings relating to the visitor or inability to pay on the part of the visitor during the period covered by the contract, the visitor shall inform the organizers immediately.
- The organizers are entitled to give notice of termination of the Contract of Participation, by registered mail sent to the last known address of the visitor, without observing the periods specified for notice and irrespective of the continued liability of the visitor.
- In the event of cancellations within 90 to 30 calendar days prior to the event, visitors will receive a 50% refund on the registration fee.
- In the event of cancellations within 29 calendar days until the event date, the fee is non-refundable.
5. Event schedule and venue, postponement and alteration of event length, cancellation or abandonment of the event
- The duration of the event is specified in the Contract of Participation. During this period, the event including the exhibition ground is open for all accepted visitors daily from 8:30 a.m. to 6 p.m. unless specified otherwise. Access is not permitted outside of these times.
- Specified times prior to and after the opening hours can be used by the speakers for set-up and dismantling.
- Insofar as it has a substantial interest in such measures due to special circumstances, the organizers are entitled to change the time and/or venue of the event and to alter the length and/or opening hours of the event.
- Should it be necessary to change the date, time or venue of the event, no rights of rescission will ensue therefrom. No claims for damages can be made under such circumstances.
- If the event is not held for reasons for which the organizers are not responsible or due to force majeure, the organizers have the right to cancel the event altogether or to hold it on a new date. Visitors and speakers shall be notified accordingly.
- If the event is abandoned, once opened, owing to circumstances for which the organizers are not responsible, rescission of the contract and submission of a claim for damages are excluded. The same shall apply if the organizers, by reason of force majeure or other such circumstances beyond the control of the organizers, are forced to close or clear several areas of the event or even the entire event venue either temporarily or for a longer period of time. This also includes any restrictions on utilization of the contractual area or access to it, which may ensue due to reorganization or reconstruction measures or due to regulations and instructions issued by the appropriate authorities. Under such circumstances, the organizers will endeavor to provide an alternative solution, yet in no way acknowledges a legal obligation to do so.
6. Event access authorization
- Trade buyers and other trade visitors are authorized to visit the event. The organizers are entitled to carry out appropriate checks, including checks on persons and their luggage, at the entrance and to refuse entry to visitors who are not in keeping with the purpose of the event.
- The organizers may charge each visitor the standard congress fee of €795 in case the visitor does not hold a valid and personalized guest pass.
- Commercial presentations, including any audio and visual electronic media, are permitted with the consent of the organizers only. The organizers shall not be held liable for any issues concerning copyright-protected audio and video material, such as music and movies. All licenses must be obtained by the presenter.
- The event venue may be used by the sponsors and speakers for their presentation only.
- The organizers may issue regulations relating to the design of any commercial booth presentation, taking account of the overall impression to be made by the exhibition.
- The following advertising measures are not permitted for all speakers and visitors:
- Any measures which constitute a breach of legal and administrative regulations or technological principles or which are contrary to accepted principles of morality.
- Any measures containing ideological or political subject matter.
- Any measures interfering with the flow of the event, especially those which cause congestion in the hall aisles and are thus detrimental to the running of the event.
- Any measures involving the exhibition of animals.
- Any measures constituting third-party publicity, as well as any measures citing the names of suppliers, customers or other companies.
- Any measures promoting other fairs and exhibitions that can be regarded as competitor events.
- Any measures which violate official instructions and orders, particularly those of the fire department.
- The speaker is entitled to distribute press material during his or her own presentation.
- For demonstrations, only approved safety materials and demonstration appliances may be used.
- The organizers are entitled, at the speaker’s cost, to remove all advertisements which have been put up without permission and to stop any publicity measures which have been implemented without permission, without the organizers being required to first speak to the speaker or visitor or take legal action.
8. Visual and sound recordings
- Making visual and sound recordings of any kind (including sketches) of the presentations and hands-on sessions is prohibited.
- In the event of violations, the organizers are entitled to confiscate and store sketches and exposed/recorded material at the visitor’s expense.
- Activities of the media – such as radio, television, film, daily and trade press – for the purpose of press coverage are not affected by this provision.
- The speakers are, however, entitled to make visual and sound recordings of their own presentation. The organizers have authorized photographers who can be identified by their official identity cards and are authorized to take photographs of the presentation.
- The organizers and their subsidiary companies are entitled to make, or to have made on their behalf, visual and sound recordings, as well as sketches of presentations or individual exhibits, for the purposes of documentation or for their own publications. This also applies to any persons included in such recordings, including visitors.
9. Exclusion of liability
- The organizers make every effort to keep the information on their website up to date, but accept no liability whatsoever for the content provided.
- The organizers are not obligated to monitor third-party information provided or stored on their website. They have no influence whatsoever on the information on these websites and accept no guaranty for its correctness. The content of such third-party sites is the responsibility of the respective owners/providers. However, the organizers shall promptly remove any content upon becoming aware that it violates the law. The organizers’ liability in such an instance shall commence at the time they become aware of the respective violation.
- During the event, the organizers are not liable for any damage, in particular the following:
- Damage to property or financial losses.
- Damage caused by fire, water, explosion, violent attacks, storms or other instances of force majeure.
- Damage caused by theft, burglary, breakdown of supply services, such as electricity, gas, and water.
- Damage caused by the general public (in particular, by visitors to the event, other speakers, persons acting on their behalf or employees of the organizers).
- Damage caused as a result of erroneous data given and measures taken by the organizers, its employees and those acting on its behalf. Excepted from the exclusion of liability detailed above are property damages and injuries to life, body or health caused by the organizers due to intent or gross negligence. In the event of slight negligence, the organizers are only liable for breaches of major contractual obligations (cardinal obligations) or injuries to life, body or health.
- Insofar as the organizers is also liable for slight negligence, such liability is limited to €10,000.00. In such cases, liability for indirect damages and non-typical consequential damages is excluded.
- The organizers must be notified of any damage immediately.
- Safety regulations, accident prevention, participant’s obligation to ensure public safety and other statutory and official regulations:
- Speakers and visitors undertake to observe all statutory, official and other accident prevention regulations, including those issued by the occupational accident insurance authorities, and any other safety directives during set-up and dismantling work and for the duration of the event.
- Members of the police, fire brigade, rescue services, trade supervisory office, building supervisory board, regulatory agencies and representatives of the organizers must be given access to any speaker and visitor at all times. Their instructions are to be obeyed.
- The organizers are entitled to check at any time that safety regulations are being observed.
- At any time, the organizers may stop the operation of machines, appliances or other such systems and prohibit renewed operation if it considers this to constitute an anger or if other speakers or visitors are disturbed or inconvenienced by them. The decision of the organizers is final.
- All event visitors and speakers should observe instructions and directives given on the basis of public emergency.
- All event visitors and speakers are responsible for observing all regulations concerning food processing and distribution, as well as veterinary matters. This also applies to samples distributed free of charge.
- Distribution of drinks and food by event visitors and speakers against payment is not permitted.
The organizers do not bear the risk of insurance. It is recommended that all event visitors and speakers take out adequate insurance coverage.
11. Enforcement of claims
All claims by event visitors and speakers must be made to the organizers in writing no later than 14 days following the end of the event; claims made at a later date will not be considered and will lapse (preclusive period).
12. Place of performance and jurisdiction, German law
- The content and works provided on the ROOTS SUMMIT website are governed by the copyright laws of Germany. Duplication, processing, distribution, or any form of commercialization of such material beyond the scope of the copyright law shall require the prior written consent of its respective author or creator.
- The contracting parties expressly agree to Leipzig, Germany, as the sole place of jurisdiction for all claims and legal disputes arising from this contract, to the extent that said parties are merchants, legal bodies under public law or special funds under public law. The same applies if one of the contracting parties has no general place of jurisdiction in Germany.
- As a substitute, the special jurisdiction of the place of performance as specified in § 29 of the German code of civil procedure (Zivilprozessordnung) is deemed agreed, with said place of performance resulting from the character of the contract under which the rent is payable at the location of the premises involved.
- The court of jurisdiction shall also be Leipzig, Germany, in the case of disputed dunning procedures. Once the dunning procedure takes the form of legal proceedings and the competent court of law at the debtor’s general place of jurisdiction officially accepts the case, application is to be made for transfer to the competent court of law Leipzig, Germany.
- Furthermore, each contracting party is entitled to proceed against the other.
- Should individual provisions of this agreement be or become invalid, the validity of the remaining provisions shall not be affected. In such a case, both contracting parties undertake to replace any invalid provision with a valid provision that most closely achieves the commercial purpose intended by the invalid provision.
- The German text and German law shall prevail when interpreting the General Terms and Conditions and all other conditions specified.
13. Acknowledgement and components of the contract, termination without notice if obligations are breached
- Both contracting parties acknowledge the General Terms and Conditions as being integral parts of the Contract of Participation, which are legally binding for both parties. By submitting their legally binding registration form, all event visitors and speakers declare this contract as being irrevocable both for themselves and for their employees and those acting on their behalf.
- In addition, any special conditions or individual regulations shall become part of the contract insofar as they have been conveyed by the organizers in good time to the visitor or speaker for his or her information.
- The organizers reserve the right to modify or supplement the conditions or to waive them in exceptional circumstances; such alterations need to be made in written form. Verbal arrangements must be confirmed in writing by the organizers before they can be considered valid.
- Violations of the terms agreed in the Contract of Participation constitute breaches of obligations as defined by law. In the event of serious breaches of obligations, the organizers are entitled to pronounce and implement immediate exclusion from the event. This also includes termination of the Contract of Participation by the organizers without notice. Any special regulations contained in the various individual conditions remain unaffected.
The information on the ROOTS SUMMIT website and in event-related materials is correct at the time of providing, however, the organizers reserve the right to change the information where necessary without notice.