General Terms & Conditions
Bearing & Power Transmission World Meetings 2025
These terms and conditions (the “Terms”), apply to all Participants at Bearing & Power Transmission
World Meetings 2025 (the “Event”), which planned to take place from 25 to 27 May 2025 at the
Pullman Istanbul Convention Center by CBWS Limited / iMotion Media BV (the “Organizer”) . The
participation at the Event is possible with all the given options listed in the registration form by the
participants (the “Participant”) and will fall under the indicated Terms and Conditions.
1. Commitment
1.1 The organizer will register the company, according to the selected options and according to the
general terms and conditions as a participant(s) to the Bearing & Power Transmission World
Meetings, which will be held from 25 to 27 May 2025 at the Pullman Hotel & Convention Center in
Istanbul. The organizer commits hereby to deliver all the booked services and support according to
the given and agreed prices, obtained directly from the organizer or sales agents. All the given
prices are including the local taxes and VAT.
2. Registration for the Event
2.1 Validly registering for the Event shall entitle you to admittance to that Event as a Participant,
subject to these Terms. Any optional extras may incur an additional cost to the basic registration
fee.
2.2 The Registration Details of each Participant must be registered (whether in their personal
capacity, or as a representative of a company or other legal entity) with us not less than two
Business Days before the start of the Event. We reserve the right to exclude from any Event any
individual whose name does not appear on our register of Participants at the start of the Event.
2.3 If you register for the Event as a representative of a company or other organisation you confirm
that you have authority to agree to these Terms on behalf of the company or other organisation.
You shall also ensure Participant(s) from the company or other organisation attending the Event are
made aware of and shall be bound by these Terms.
2.4 When registering for the Event, you must provide us with accurate and complete Registration
Details. It is your responsibility to inform us of any changes to that information (including, without
limitation, your email address) by updating your details on the relevant section of the applicable
website or contacting us using the contact information provided to you in any Event Confirmation.
2.5 It is your responsibility to inform us of any special access requirements or dietary requirements
at the time of registration, and in any event no later than 20 working days in advance of the Event.
Any dietary requests made less than 20 Business Days before the Event may not be available.
2.6 All registrations for the Event are subject to availability and to acceptance by the Organizer at its
absolute discretion.
2.7 Where the Event requires an event pass to enable entry, you may be required to provide
evidence of your identity for your pass to be issued to you. Participants must keep their event pass
on their person at all times during their attendance at the Event and the Organizer reserves the
right to refuse entry or eject to Participants who fail to produce a pass when requested.
2.8 If your Event pass is lost, misplaced, stolen or forgotten a replacement Event pass will only be
issued to you at the sole discretion of the Company and may be subject to purchase at the
prevailing on-site Participant rate.
2.9 By attending the Event you acknowledge that photographs and filming may take place at the
Event. The Company reserves the right to use images and videos recorded at the Event with your
photograph and/or likeness in future marketing materials, including social media channels,
websites, and print material, without obtaining any further approval from you or making any
payment to you. If you do not wish your photograph to be taken at an Event please notify the
photographer during the Event and we will use reasonable endeavours to comply with your
request.
2.10 Participants must be over the age of 16.
2.11 Participants may not sell, transfer, or share their Event passes. Registered Participants may be
substituted by other individuals at no extra cost by notice in writing to the Company at any time,
subject to compliance with these Terms, including (without limitation) the need for any substitute
individuals to provide Registration Details at least 2 business days in advance of attending the Event
and subject to screening.
2.12 All Event passes are the property of the Organizer and must be returned to the Organizer upon
request. Attendees found wearing falsified Event passes and/or sharing or swapping Event passes
shall be required to leave the Event.
3. Attendance Requirements
3.1 Each Participant shall:
(a) observe the rules, policies and procedures of the Event Venue including in relation to health and
safety and any reasonable instructions issued by the Organizer and/or the management of the
Event Venue and/or the Online Event Platform;
(b) behave in a respectful, professional and appropriate way that does not breach the laws or
regulations of their home country or of the host country or that risks bringing the Event or the
Organizer into disrepute;
(c) ensure they have adequate insurance for their own requirements, including personal accident
and travel insurance, prior to attending any Event; and
(d) ensure they have all necessary travel documentation, including but not limited to visas and
other entry permits into the country where the Event is held, and that they comply with all health
formalities and any applicable laws.
3.2 You agree that your travel to and attendance at the Event is at your own risk and not the
responsibility of the Organizer, save as set out in clause 14. The Organizer is not obliged to provide
any advice or assistance relating to the obtaining of visas. Failure by any Participant to obtain a visa
to attend the Event shall not entitle him or her to a refund of any Fees.
3.3 Other than Sponsors and their Participants, Participants are only permitted to conduct business
within a designated exhibit / meeting / networking space at the Event Venue. Participants observed
conducting business in public spaces or in other companies’ exhibition spaces may be ejected from
the Event.
4. Participant Obligations
4.1 The Organizer reserves the right to refuse entry by any Participant to an Event or to remove any
Participant from the Event or block them from an Online Event Platform without any liability for any
reason and at its sole discretion.
4.2 The Organizer reserves the right to recover from you any loss or damage incurred or suffered by
us, the Event Venue, the Online Event Platform or any other Participants as a result of your conduct
at the Event or failure to comply with these Terms. In such circumstances, a Participant shall not be
entitled to a refund of any Fees.
5. Fees
5.1 Payment in full of any applicable Fees for the Event is due upon registration. If such payment is
insufficient or declined for any reason, the Organizer may refuse entry to the Event.
5.2 Fees are including the amounts in respect of any applicable value added tax (VAT) or similar
sales tax. If other sales tax is by law applicable or chargeable, Participants shall be required to pay to
the Organizer such additional amounts in respect of such tax as are chargeable in relation to the
Fee.
5.3 Fee schedule rates are valid at the time of completion of registration provided that they are paid
in full before the applicable expiration date.
5.4 All Fees shall be paid in full without any set-off, counterclaim, deduction or withholding (other
than as may be required by law).
6. Intellectual Property Rights
6.1 All Intellectual Property Rights in and to Events and in the Content relating to Events are the
property of the Organizer or its third party content providers. We may provide a licence to third
parties, including Event Sponsors, to use the Content at our sole discretion.
6.2 Participants may use the Content solely for their own personal use and benefit and not for
resale, distribution or other commercial purposes.
6.3 The Event Marks may not be used without the Company’s prior written permission.
6.4 Any request for permission to republish, reprint or use for any other purpose any of the Content
or Event Marks should be sent by email to the Event contact as described in your Event
Confirmation.
6.5 For the online event, the Software belongs to the Organizer or its suppliers. Your use of the
Software is governed by the terms of any licence agreement that may accompany or be included
with the Software and you must not install or use any Software unless you agree to the terms of
such licence agreement.
7. Technical Support for Onsite and Online Events
7.1 You are responsible for procuring the necessary equipment and the payment of any charges
necessary to access and/or use any Events or Content (where applicable). The Organizer is not
responsible for the reliability or continued availability or speed or quality of the telephone or
internet lines and/or equipment that you use to access and/or use any Event or Content.
7.2 In relation to any Events which require on-line internet access, such as webinars, forums, online
or virtual Events, it is your responsibility to ensure that your systems are compatible with our
technology or the technology of our Online Event Platform prior to registering for such an Event.
7.3 The Organizer is not liable or responsible for any technical issues which may arise as a result of
your failure to ensure compatibility of our technology with your systems. Similarly, we are not liable
or responsible for any delay, disruption or disturbance in the operation of the internet or problems
caused by your internet service provider or for any telecommunications failures which are beyond
our control. Access to on-line Content may not be available as a result of downtime for repairs,
maintenance and/or repairs to the Company’s websites, Online Event Platforms and systems.
8. Access to Online Events
8.1 Participants who register for Online Events, or Events which otherwise grant access to online
Content shall be given user names and passwords, as appropriate for the relevant Event.
Attendance at an Online Event may be subject to additional Online Event Platform Terms. By
attending an Online Event you are deemed to accept any such additional Online Event Platform
Terms.
8.2 Except to the extent that a user name and password is expressly intended for more than one
person as confirmed by us in writing, Participants are not permitted:
(a) to share user name and password details with any other person(s) (including for the avoidance of
doubt, any other colleague, employee, partner, director, agent or representative of the Participant or
your company); or
(b) to make their user names and passwords available to multiple users on a network.
8.3 Participants are responsible for all access to any Event, Online Event Platform and/or use of any
Content by them or anyone else using their user names and passwords and for preventing
unauthorised use of any such user names and passwords. If you believe there has been any breach
of security (such as the disclosure, theft or unauthorised use of any user name, password or any
payment information), you must notify us immediately by emailing the support contact in your
Event Confirmation.
8.4 An Online Event may include discussion groups, virtual meeting rooms and other forums
(“Interactive Areas”) enabling interaction between Participants and Sponsors. We do not control
and are not responsible for information and/or materials posted to Interactive Areas by Participants
or Sponsors (“User-Generated Content”) and cannot guarantee the veracity or accuracy of any such
User-Generated Content. All use of the Interactive Areas is at your risk and you should not rely on
User-Generated Content in any way.
8.5 You hereby grant the Company a non-exclusive, perpetual, royalty-free licence to use, reproduce,
modify and/or sub-license all or any part of the User-Generated Content posted by you or any of
your representatives. The Company may, without notice to you or any third party, delete, move or
edit any such User-Generated Content or part of it. To the extent permitted under applicable law,
you hereby waive all moral rights or rights of a similar nature in any jurisdiction in any User-
Generated Content.
8.6 You are responsible for the content of the User-Generated Content which you contribute and
must comply with the restrictions set out below when publishing it. We are under no obligation to
monitor User Generated Content.
8.7 You may not, within the Interactive Areas post, publish, link to, upload, download, send,
distribute, use or re-use any information or material which: (a) is obtained in breach of confidence or
which contains confidential information or infringes any intellectual property rights or rights of
privacy or other rights of any third party; (b) is offensive, threatening, abusive, indecent, defamatory,
obscene; (c) is unlawful; (d) constitutes unsolicited advertising or promotional material of any type;
(e) constitutes or contains a virus or other harmful component or malware; or (e) which is or could
be taken to be the provision of advice (including, without limitation, investment advice).
8.8 You may not use any Interactive Area: (a) for any unlawful purpose; (b) to impersonate any
person, company, group or entity or misrepresent a relationship to or with any of the same; or (c) to
collect, store, disclose or otherwise process any personal data in relation to your use of any
Interactive Area without the express consent of the relevant individual.
8.9 You agree to reimburse us for any losses, damages, costs and expenses which we may incur as a
result of your publication of User-Generated Content.
9. Ancillary Events
9.1 The Organizer may offer Participants the opportunity to attend an Ancillary Event, in which case
specific Ancillary Terms may apply. Such Ancillary Terms shall be contained in the materials
provided to you when you register to attend an Ancillary Event and shall apply in addition to these
Terms.
9.2 If there is any inconsistency between these Terms and any applicable Ancillary Terms, the
Ancillary Terms shall take precedence in relation to the Ancillary Events.
10. Changes to Event
Although the Organizer’s Event programmes are correct at the time of publication, we may
exchange the format, Content, venue, speakers, hosts, moderators and/or timing of an Event,
including a change from a physical Event to an Online Event. The Company shall use its reasonable
endeavours to notify all Participants of any such changes prior to an Event.
11. Cancellation and Substitution
11.1 All cancellations by Participants must be received in writing at any moment by the participant
under following conditions: -10% of the fee till 15 January 2025, -25% till 15 February 2025, -50% for
cancellation notice received till 15 March. We cannot accept verbal cancellations and shall always try
to find constructive solutions for specific cases. Participants whose cancellations are received after
15 April shall be liable for the full fee or shall be proposed a constructive solution by the Organizer for
unexpected circumstances which caused the cancellation. Participants may nominate a substitute
to attend the Event in his or her place, subject to clause 11.2 and their agreement and compliance
with these Terms.
11.2 Notifications of cancellations and substitutions should be sent in writing to the Organizer
contact designated in the Event Confirmation as soon as possible. Registration details for any
substitute must be received by the Organizer at least 20 Business Days before the Event.
11.3 We may in exceptional circumstances need to cancel or postpone the Event, in which case we
shall notify you as soon as reasonably practicable. In the event of cancellation, subject to clause 13,
we shall issue Participants with a full refund of relevant Fees paid by you. In the event of
postponement, we shall offer you the option to re-register for the rescheduled Event or, subject to
clause 13, issue you a full refund of relevant Fees paid by you. Our liability to you as a result of any
cancellation or postponement of an Event shall be limited to the amount of Fees which you have
paid to us for that Event only and we shall not be liable for any additional Losses incurred by you as
a result of such cancellation or postponement.
11.4 Refunds shall be issued back to the debit/credit card used for payment or by bank transfer.
Refunds back to debit or credit card can only be processed within 60 days of the original
transaction date. Refunds for earlier transactions must be processed by bank transfer.
12. Data Processing
12.1 In this clause 12 the terms “personal data”, and “processing” shall have the meanings ascribed to
them under the Data Protection Laws.
12.2 The Organizer shall:
(a) comply with all applicable requirements of the Data Protection Laws; and
(b) process any personal data which it obtains or holds in relation to a Participant under or in
relation to these Terms for the purposes of carrying out its obligations under these Terms, in
accordance with its privacy notice or as otherwise permitted by Data Protection Laws.
12.3 We shall use your personal data for the purpose of providing services in relation to Events,
including, but not limited to Event registration, communications, Event access, dining, hotel room
reservations, administration (including before, after and during the Event), invoicing and payment,
delegate lists, post-Event feedback, quality checks, Participant verification (including for sanctions
and trade control purposes), research and polling.
12.4 In order to fulfil our obligations to you in relation to the Event, we may share relevant personal
data with presenters, Event Venue management, the Online Event Platform, trainers, organisers,
print houses, finance partners, connected communities, faculties, committees, Event service
providers and external delivery partners. We may also share personal data in accordance with our
privacy notice, including with Event Sponsors who may be based in any territory.
12.5 Registration Details of Participants will be added to our official Participant networking tool, or
Participants lists, which enables Participants to contact each other and to view the list of
Participants at an Event. If you do not want your Registration Details to be included in the relevant
networking tool, please email the event contact listed in the Event Confirmation at least 2 months
before the start of the Event.
13. Force Majeure
13.1 In this clause, “Force Majeure” means circumstances which are beyond our reasonable control
and which are reasonably likely to affect the successful delivery of the Event or would make it
inadvisable, impracticable, illegal, or impossible for us to host the Event or perform our obligations
under these Terms, including circumstances, which directly affect the Participants in their home
countries resulting in a material percentage of the Participants being reasonably likely to be
prevented from attending the Event.
13.2 If, as a result of Force Majeure, the Organizer cancels the Event, the Organizer shall use its
reasonable endeavours to either (a) reschedule the Event; or (b) switch the Event from a physical
Event to an Online Event, in each case to take place within 18 months of the original Event Dates.
13.3 If the Company is unable to reschedule the Event in accordance with clause 13.2, it shall refund
the Participant Fees as soon as reasonably practicable and in any event within 60 days from the
date of notice of cancellation.
13.4 Without prejudice to the Company’s obligation to refund any Fees to Participants, the
Company accepts no liability and shall pay no compensation where the performance of its
obligations is made impracticable, illegal or impossible by or as a result of Force Majeure.
14. Limitation of liability
14.1 Nothing in these Terms shall limit or exclude our liability for:
(a) death or personal injury;
(b) fraud or fraudulent misrepresentation; or
(c) any other liability which cannot be limited or excluded by applicable law.
14.2 You agree that your access to any Event and your use of any of the Content is at your sole risk
and responsibility and acknowledge that all Content is provided "as is" and "as available". The
Content is made available for your general information and any advice, opinion, statement or other
information forming part of the Content is not intended for trading or to address your particular
requirements. The Content does not constitute any form of advice, recommendation or
arrangement by us (including, without limitation, investment advice or an offer or solicitation to buy
or sell any security, financial product or other investment) and is not intended to be relied upon by
users in making (or refraining from making) any specific investment or other decisions. Appropriate
independent advice should be obtained before making any such decision.
14.3 Except as expressly stated in this Agreement, the Sponsor makes no express or implied
warranty or representation in connection with the Event.
14.4 Subject to clause 14.1, we shall not be liable, whether based on a claim in contract, tort
(including negligence), breach of statutory duty or otherwise arising out of or in relation to these
Terms, for any indirect or consequential losses.
14.5 Subject to clause 14.1, the Company’s total liability to you, whether based on an action or claim
in contract, tort (including negligence), breach of statutory duty or otherwise arising out of, or in
relation to these Terms shall not exceed the total amount of the Fees paid or payable under these
Terms.
15. Anti-Bribery & Corruption
15.1 You undertake that you shall comply with any applicable Anti-Bribery Legislation.
15.2 You undertake that you will not, directly or indirectly pay, offer, give or promise to pay or
authorise the payment of any monies or other items of value to:
(a) an official or employee of a government department, agency or instrumentality, state-owned or
controlled enterprise or public international organisation;
(b) any other person at the suggestion, request or direction or for the benefit of any of the above-
described persons,
if any such payment, offer, act or authorisation is for purposes of influencing official actions or
decisions or securing any improper advantage in order to obtain or retain business, or engaging in
acts or transactions otherwise in violation of the Anti-Bribery Legislation.
15.3 You undertake that neither you nor, so far as you are aware, any agents or other persons acting
on your behalf has directly or indirectly:
(a) violated or is in violation of any applicable Anti-Bribery Legislation;
(b) made, offered to make, promised to make or authorized the payment or giving of, directly or
indirectly, any bribe, rebate, payoff, influence payment, kickback or other payment or gift of money
or anything of value (including meals or entertainment) to any officer, employee or ceremonial
office holder of any government or instrumentality thereof, any political party or supra-national
organization (such as the United Nations), any political candidate, any royal family member or any
other person who is connected or associated personally with any of the foregoing that is prohibited
under any applicable law or regulation or otherwise for the purpose of influencing any act or
decision of such payee in their official capacity, inducing such payee to do or omit to do any act in
violation of their lawful duty, securing any improper advantage or inducing such payee to use their
influence with a government or instrumentality thereof to affect or influence any act or decision of
such government or instrumentality (“Prohibited Payments”); or
(c) been subject to any investigation by any governmental entity with regard to any actual or
alleged Prohibited Payment.
16. Assignment
16.1 We may, without your consent, assign, sub-contract or transfer any and all of our rights and
obligations under these Terms to any Group Company or any entity which acquires a substantial
part of the assets of our business.
16.2 Without prejudice to clause 16.1, we may sub-contract delivery of an Event to any Group
Company which operates the business relating to the relevant information, publication or data
product forming part of that Event.
16.3 You may not assign, sub-license or otherwise transfer any of your rights under these Terms
without our prior written consent.
17. Amendment
We may make amendments to these Terms from time to time. Any such amendments shall be
posted on the Event website. Amendments will be effective immediately on the amended Terms
being posted on the Event website and you will be deemed to have accepted them if you attend
the Event. If you do not wish to accept them, you must cancel your attendance in accordance with
clause 11 of these Terms.
18. Entire Agreement
These Terms together with the Privacy Policy and any Ancillary Event terms and application or
registration form (where relevant) state the entire agreement and understanding between you and
the Organizer relating to your attendance at the Event and supersedes all previous terms,
communications and discussions whether written or oral relating to that subject matter.
19. Governing Law and Dispute Resolution
These Terms shall be governed by and construed in accordance with the laws of Republic of Turkiye,
and the English courts of Kingdom of Belgium shall have exclusive jurisdiction to settle any dispute
arising out of or in connection with these Terms.
