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Terms and conditions for speakers

General Situation as of January 11, 2023

By submitting an application for a contribution (workshop/tutorial/presentation/partner presentation/meetup), the speaker acknowledges the following conditions:

Submission of Contributions

Deadline for submission

Contributions for the tcworld conference can be submitted until January 17. Up to this date, contributions can still be modified or withdrawn. After January 17, 2023 the contributions are considered as bindingly submitted and are included in the selection process.

Personal submission, neutral presentation

The submission is related to the speaker and not to a company or other institution to which the speaker belongs. In the event of selection, the speaker makes his/her contribution personally (if applicable, together with a co-speaker). He/she shall deal with the topic of the contribution to the extent and in the manner resulting from the application. It should be noted that the speaker is obliged to present the topic in question neutrally, independent of manufacturers or products. A maximum of 4 submissions per speaker or company will be accepted.

Selection

Selection from among the contributions submitted is made exclusively by the conference committee of the European Association for Technical Communication - tekom Europe e.V. (hereinafter referred to as “ tekom Europe”). There is no entitlement to participation with the contribution submitted. The decision of the conference committee will be communicated to the speaker without justification.

Contractual partners, fees, and reimbursement of costs

The organizer of the tcworld conference is tcworld GmbH (hereinafter referred to as the “organizer"). If a contribution has been selected by the tekom conference committee, the speaker will receive a speaker’s agreement from the organizer. There will be no separate reimbursement of expenses and/or travel costs. Expenses for the preparation of the presentation and for attendee documents will also not be reimbursed. For workshops, the organizer will reimburse the speaker(s) 150.00 Euro per event (invoicing up to 4 weeks after the event). For all other presentations, no fee will be paid. In return, the speaker can use the entire range of offerings of the hybrid conference free of charge. Registration for the conference will be handled by the organizer. The conference management will determine the details.

Leave/Replacement of a Speaker

“Exchanging” a speaker is not possible. If a speaker drops out, he/she is obliged to inform the conference management immediately and to support the search for a replacement speaker. The organizer reserves the right to cancel the contribution without replacement.

Announcement and Presentation

In order to announce the presentation and to document the conference, the speaker commits, by signing the speaker’s agreement, to either sending the following documents or uploading them on the tekom conference portal by the set deadline:

  • Announcement text for the presentation
  • Curriculum vitae of the speaker
  • Photo
  • Presentation slides (final version no later than the week after the event)

The speaker grants the necessary rights of use to the documents listed above for advertising the presentation, inclusion in the conference program, recording and live transmission of the presentation, and making the recording and slides available on the conference portal for a specified period after the conference. Details are regulated in the speaker’s agreement.

If the documents are not submitted in due time, the organizer reserves the right to remove the presentation from the conference program. The speaker has no entitlement to compensation.

Speakers’ Meeting

Participation at the speakers’ meeting (web meeting) before the conference is mandatory.

Evaluation Survey

The organizer reserves the right to carry out evaluation surveys with conference attendees using feedback forms or apps. This feedback is for internal use only (conference committee) and will not be passed on to third parties. The speaker can view the result of the survey in his/her speaker account after the conference.

Force Majeure

Force majeure in the relationship between the organizer and speaker:

In the event of force majeure leading to the cancellation of the fair, the contract, or fair or individual contractual services, both parties have the right to terminate the contract.

This also applies if impossibility results according to German Civil Code (BGB) § 275, paragraph 2.

It is also deemed to be agreed that a case of force majeure also exists if such a number of exhibitors or attendees cancel their attendance in advance that the staging of the fair would no longer correspond to its purpose and, had the organizer known the situation and the number of exhibitors/attendees remaining after the cancellations from the outset, if the event had not advertised the fair from the beginning, or had this led to the conclusion of the contract.

In any case, the contract is then rescinded in accordance with BGB §§ 346, and the claim to the contractual services no longer applies. Claims for damages and compensation for futile expenditure are excluded, unless the organizer has caused the cancellation through gross negligence or intent.

Reasons of reverence:

Force majeure shall be deemed equivalent to an event in which the parties would be able to perform, but in which considerable reasons of public decency demand non-performance.

Such a reason of reverence is given if, at least in the region of the event location, flags are ordered to be lowered to half-mast by the authorities, are lowered to half-mast, or same is imminent, or if a serious accident, disaster or pandemic/epidemic or an incident (hereinafter only: “event”) occurs within 48 hours before the start of the conference, which is reported in the predominant number of media in the region of the venue, or if the event occurred more than 48 hours ago, but the reporting is still considerably present in the predominant number of local or Germany-wide media through special broadcasts or reports (e.g. “Live Ticker”), or if comparable events within Germany are canceled due to the same event.

In this case, the contract is rescinded in accordance with BGB §§ 346, and the claim to the contractual services is canceled. Claims for damages and reimbursement of futile expenses are excluded, unless the organizer has caused the cancellation by gross negligence or intent.

Further legal consequences from the above paragraphs:

Due to the occurrence of force majeure or other events regulated in the above paragraphs, such provisions in the contract shall continue to apply to the extent that the contract has otherwise been terminated or rescinded, but from which legal questions and legal consequences arise even after the end of the contract (e.g. copyrights, place of jurisdiction).

Consent to Data Collection and Processing

The speaker agrees to the collection, processing and use of personal data by tekom/tekom Europe and its service provider (and organizer) tcworld GmbH for contractual purposes. This also includes the collection and storage of feedback on his/her contribution(s). The personal data will not be passed on or sold for advertising purposes.

The presentation slides are made available to the conference attendees and are published on the conference website. It is up to the speaker to decide whether he/she wants to share contacts details on his/her slides or not.

The speaker consents to the organizations named above using his/her data to keep him/her informed by mail, email or phone about

  • upcoming conferences and events (especially but not exclusively a call for papers)
  • new publications
  • training programs of tekom and tcworld GmbH

The speaker can revoke consent at any time:

January 11, 2023