memoQfest 2024
Terms of Service and Attendance
memoQ Zrt., Rákóczi út 70-72., BUDAPEST, H1074 Hungary (“memoQ”) is the organizer of
memoQfest 2024 (“memoQfest”), a translation industry conference for individual translatorsand legal entities. This document contains the terms and conditions that apply when attendees(“You”) register for, attend, sponsor, exhibit at or speak at memoQfest.
memoQfest is organized by memoQ Ltd. For registry and tax identifiers and contact details,
please refer to the Contact page: https://www.memoq.com/contact-us.

I. Accepting the Terms of Service and Attendance
1.

By registering for and attending memoQfest, you accept these Terms of Service andAttendance and thus enter into a service contract with memoQ.

2.

You accept the Terms of Service and Attendance and enter into contract with memoQ bychecking the check box on the online form where you submit your details to register for
memoQfest. The terms are governed by Hungarian law. If the litigation process requires alegal procedure, the competent Hungarian civil courts shall have jurisdiction.

3.

User may access, download, or print these Terms of Service at all times.

4.

You represent and warrant that you have the necessary permission or authority to accept
the Terms of Service and Attendance as a private individual or on behalf of an organization.

II. Terms for all attendees: registering and registration fees5.

memoQfest is a private event organized by memoQ Translation Technologies Ltd(„memoQ”). You may attend memoQfest at the invitation or with the permission of memoQ.

6.

memoQ may require that you register before attending the event by specifying yourpersonal, company, and contact details. memoQ may accept or reject your registration attheir own discretion. memoQ may also set deadlines for registering. If you attempt toregister after the deadline, you accept that memoQ may ignore your registration without
further notice.

7.

memoQ will charge a registration fee for attending memoQfest. memoQ must publish theregistration fee at the time registration opens or earlier. You accept that your registration is
not final or confirmed until your registration fee arrives.

8.

memoQ may organize and advertise satellite or third-party events (workshops, meetups,social events) connected to memoQfest. memoQ – or the hosting third party – may charge
separate registration fees, and they may also require separate registration.

9.

You may not invite, bring, or allow an unauthorized third party to enter the venue of theevent without the prior consent of memoQ. In addition, if memoQ permits this third party toenter, you accept that memoQ may charge an additional registration fee proportional to thisparty’s actual attendance. The invited third party must also comply with all terms andconditions of attendance.

III. Terms for all attendees: Cancellation
10. You agree to the following cancellation terms: If you cancel your registration more than 30
calendar days before the event, you will be charged a cancellation fee of 230 € (twohundred and thirty euros) including VAT and other taxes, duties and other compulsory

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payment. If you cancel your registration less than 30 calendar days before the event, youwill be charged the full registration fee – except if your participation is prevented by force
majeure (illness, public health hazard, natural disaster, armed conflict, disruption of public
services and security, or an act of God).
11. memoQ may cancel memoQfest at any time before the event. If memoQfest is cancelled,
memoQ will refund all registration fees except if the cancellation of the result of force
majeure (public health hazard, natural disaster, armed conflict, unrest or riots, disruption of
public services and security, or an act of God). However, memoQ will not refund travel oraccommodation expenses that already occurred, furthermore, memoQ will not be liable forany other indirect or consequential damages or losses.

IV. Terms for all attendees: Program, contents, and venue
12. Unless otherwise stated, memoQ is not responsible for the contents of the presentations,discussions, or workshops at memoQfest. Although memoQ, through the memoQfest
program committee, selects the presentations from several submissions and compiles the
program, there is no control over the full contents of the materials – and the full contents
are not known to the program committee at the time the program is compiled. You accept
the conference is provided “as is” without warranting any quality of conference. memoQ’s
liability is fully waived to the extent allowed by applicable law.
13. memoQ has the right to change the program anytime before or during memoQfest, without
prior notice.
14. memoQ has the right to change the venue of the main event and the satellite events ofmemoQfest anytime prior to the event.

V. Terms for all attendees: Privacy, intellectual property, and data protection
15. You acknowledge that memoQfest is a private event where all contents other thanpresentations from external speakers, including visual representations (photos, videos, etc.)
are treated as confidential and are fully owned and controlled by memoQ. You agree not todisclose or publish any details, news, reviews, references, materials, photographs, sound,or video recordings without the prior written consent of memoQ – unless they werepreviously disclosed or published by memoQ itself or by an authorized third party. If you
intend to publish a review of memoQfest, you need to indicate this to memoQ prior to
publication.
16. memoQ has the right to create and publish any and all details, news, references, materials,
presentations, photographs, sound, or video recordings (including ones about you) during
or after the event. At the time of registration, you accept that your likeness may
accidentally appear on any of these materials. According to applicable data protection
regulations, you may withdraw your consent to use your likeness at any time without givinga reason. In this event, memoQ will need to remove or redact all media where your likenessappears.
17. As part of memoQfest, through an agreed third-party catering provider, memoQ will provide
you with meals and refreshments. To be able to provide this service, memoQ will, at thetime of registration, collect your dietary preferences and sensitivities. memoQ will forward
these details to the catering providers without identification. You will be able to indicate
your preferences and sensitivities to the catering provider at the meal, directly, or throughthe ticket or label memoQ prepares for you. memoQ will not store, forward, or disclose yourdietary information, and memoQ will also destroy this information after the event.
18. At the time of registration, memoQ will collect your billing and contact details. memoQ will
not store or forward your contact details to third parties (including exhibitors and sponsors)
unless you expressly consent to this at the time of registration or when entering the event.
On the other hand, by law, memoQ must retain your billing details for 8 years after the
event and disclose them to tax authorities upon their request.
19. Before or during memoQfest, memoQ will make the conference program available throughan app called Whova. Through this app, memoQ will also communicate real-time and last-2

minute updates, and provide a platform for the attendees for social exchange. You accept
that a) you will be required to register separately with Whova in order to access thisinformation, and b) memoQ is not required to publish this information anywhere else. Whova
is a third-party application whose publisher is based in the United States and offers theirown privacy statement. memoQ will not automatically forward your details to Whova: youwill receive an event code and optionally a password to access memoQfest’s platform.

VI. Terms for all attendees: Professional conduct
20. By registering at and entering memoQfest, you accept that memoQfest is a private andprofessional event, and you agree to professional and ethical conduct throughout theevent, at the satellite events and all event venues, including social events such as meals,
dinners, parties, or city tours. You acknowledge and accept that memoQ is not liable for any
direct or indirect damages or losses arising from injury, accident or health issue.
21. As part of professional conduct, you specifically agree to the following:a. Wear casual business attire (which, in case of men, means button-up shirt and long
trousers or jeans as a minimum – in case of women, a reasonably acceptable equivalent)b. Refrain from offensive, disruptive, harassing, discriminatory, or derogatory behavior,comments, or communicationc. Respect the privacy and the personal space of all other attendees, speakers,organizers, speakers, sponsors, or other persons connected to or present at the event
and its venues
d. Refrain from openly advertising your products and services without memoQ’s
permission (as a rule, this requires a sponsorship contract prior to the event)e. Refrain from openly advertising and presenting materials of any nature at the venue ofthe conference without memoQ’s prior written consent
22. If you fail to comply with any one of the above rules, memoQ has the right to remove youfrom the event, as well as deny your registration to, and ban you from, any future events. In
these cases, memoQ will not reimburse or refund any fee or other payments. In some cases,
memoQ may be legally required to report the incident to your employer or to authorities.

VII. Terms for sponsors and exhibitors
23. You accept that all terms of attendance also apply to you. The terms below also apply if you
are a sponsor, an exhibitor, or a speaker at the event, or a representative of any of these.
24. A sponsor is an organization that pays an agreed sum for extra services and benefits at theevent. Such services and benefits may include some or all of the following:a. Appearance in public, printed and online, communication by memoQ about the event
b. Appearance on the program booklet, the conference bag or any other materials,
platforms, or forums the sponsor may agree with memoQc. Distribution of technical or promotion materials as part of the attendee package orelsewhere at the event
d. Exhibition space at the venue
e. Opportunity to introduce themselves to the audiencef.

Opportunity to present a showcase as part of the conference program

g. Free registration for an agreed number of representatives
25. As a sponsor, your organization purchases a sponsorship package, which includes some, or
all of the above services and benefits. The contents and price of the package are subject toa separate agreement. memoQ is not required to offer or guarantee all of the above
services or benefits.

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26. As a sponsor, you agree to pay the full registration fee for every representative that isregistered in addition to the number of free registrations.
27. memoQ will open sponsorship opportunities no later than 50 days prior to the event. A
sponsorship agreement is confirmed if the agreed sponsorship fee arrives at memoQ’s bankaccount at least one month prior to the event.
28. As a sponsor, you accept that, if you cancel your sponsorship more than 30 calendar days
before the event, you will be charged 30% of the total sponsorship package as acancellation fee. If you cancel your sponsorship less than 30 days prior to the event, thesponsorship fees will not be refunded – except if your participation is prevented by force
majeure (illness, public health hazard, natural disaster, armed conflict, disruption of public
services and security, or an act of God).
29. If memoQ cancels the event due to public health hazard, natural disaster, armed conflict,unrest or riots, disruption of public services and security, or an act of God, they will refund
the sponsorship and registration fees. memoQ will not refund travel and accommodation
costs that already occurred.
30. Sponsors must not represent, advertise, or otherwise promote or display insignia of directcompetitors of memoQ.
31. As a representative of a sponsor, you agree to comply with the terms for speakers, to theextent you are presenting at an introductory session, a showcase presentation, or a preconference workshop.
32. memoQ is not required to hand over the list or contact details of attendees. You may collectbusiness cards or contact details from attendees and through the official conference
application (Whova), but you will be responsible for obtaining their consent. You will alsoneed to comply with your privacy policy as well as local (to the country of the event venue)
and international data protection laws. You accept and acknowledge that in these cases
memoQ is not regarded as data controller or processor pursuant to the respective data
privacy rules.
33. An exhibitor is a sponsor that uses an exhibition space at the event venue as one of thebenefits. As an exhibitor, you will be allocated an exhibition space, tables, chairs, electricity,and Internet access, as agreed in the sponsorship package.
34. As an exhibitor, you need to bring and assemble your own equipment and display material.
If requested, memoQ may be able to provide you with extra items and assistance. You
accept that memoQ may charge a fee if such extra items or assistance is provided.
35. Exhibitors must remain within allocated space. If you use extra space in addition to yourallocated space, you accept that memoQ may apply a surcharge proportional to the extra
space used.
36. Exhibitors’ materials (displays, printed materials, and presentations) must not containoffensive, disruptive, harassing, discriminatory, or derogatory items. Offending exhibitors
may be removed from the event and banned from future events, without a refund of thesponsorship fee.
37. Exhibitors’ representatives must refrain from soliciting, coercive, or other offensive sales
techniques throughout the event. Offending exhibitors may be removed from the event andbanned from future events, without a refund of the sponsorship fee.
38. Outside their allotted slots for showcases, introductions, or pre-conference workshops,
sponsors and exhibitors may not advertise or otherwise promote their products andservices at conference sessions (not even at questions-and-answers time), except to theextent of rollups and acknowledgement slides that memoQ places in the session rooms.

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VIII. Terms for speakers
39. As a speaker, you agree to comply with all terms for attendees.
40. memoQfest’s sessions are selected and compiled by a program committee, appointed bymemoQ at their sole discretion.
41. You may apply to be a speaker by proposing a session. A session proposal must contain an
abstract of the contents of the proposed session: you are not required to submit the fullcontents. memoQ may also pro-actively invite you to submit a proposal.
42. You may submit more than one session proposals. You may submit your proposals between
the date the Call for Papers is published, and the deadline included in the same Call for
Papers. memoQ may ignore submissions received before the release of the Call for
Proposals or after the submission deadline, without further notice.
43. The memoQfest program committee may accept or reject a submission at their own
discretion. The program committee will notify all authors of acceptance or rejection at least
one month before the event. There is no forum to challenge the decisions of the programcommittee.
44. Speakers are not required to submit the full contents of their sessions before the event.
However, they must send all presentation materials to memoQ at least five calendar days
before the first day of the main conference.
45. Unless otherwise agreed, speakers may not expect remuneration for their session or
reimbursement of their travel and accommodation expenses.
46. In the session and in presentation materials, speakers must not include offensive,
disruptive, harassing, discriminatory, or derogatory items or comments. In addition,
speakers, in session contents, must in no way promote or endorse corruption, bribery,slavery, child labor, violence, or unethical or unlawful business practices. Neither will
speakers in any way promote discrimination by skin color, ethnic origin, nationality, social
background, health, sexual orientation, gender, or age. Session contents must not even hint
at disrespect for the dignity or fundamental rights of individuals or communities.
Furthermore, a speaker must refrain from any communication or behavior that may harm
memoQ’s good reputation, lawful business, or social interest. memoQ has the right tointerrupt offending sessions. Offending speakers may be removed from the event and bebanned from future events organized by memoQ.
47. If, anytime before or during the event, memoQ learns that a speaker has a verifiable anddocumented reputation for past communication or behavior that would violate the previous
paragraph, memoQ may revoke the speaker’s invitation or cancel their registration, andremove their session(s) from the program without further notice and without any refunds ofthe registration fees.

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