Workshop/X-pedition registration form

ARTICLE 1. PARTICIPATION, PAYMENT, CANCELLATION
1.1 Giving a workshop / X-pedition participation is reserved for participants of World of Industry, Technology & Science.
1.2 Registration for giving a workshop / X-pedition participation can only be done through the FHI registration form.
1.3 Participation is on a first-come, first-served basis until the maximum number of participants is reached.
1.4 Registrations above the set maximum will be registered on a waiting list upon request.
1.5 The participation costs must be paid according to the payment conditions stated on the invoice. If no specific conditions are stated on the invoice, the participant will pay within thirty (30) days of the invoice date.
1.6 Cancellation of participation is only possible in writing. 'Written' also includes electronic communication.
1.7 Up to 8 weeks before the start of the fair, the cancellation fee is 65% of the participation amount. After that, the full participation costs are due.

ARTICLE 2. CHANGES
2.1 If there are insufficient registrations, FHI reserves the right to cancel the workshop/X-pedition. Participants will be notified of this no later than eight weeks before the fair.
2.2 If the workshop / X-pedition does not take place, the participant will receive a refund of the participation fees already paid.
2.3 FHI shall under no circumstances be liable for any damage arising from changes to or cancellation of the workshop / X-pedition.

ARTICLE 3. PUBLICITY
3.1 The participant who has registered for the workshop / X-pedition via the registration form will be mentioned as such in all communications made by FHI for the workshop / X-pedition, for example by mentioning the company name on the website and in participant overviews.
3.2 By registering, the exhibitor declares that he agrees with the attached 'Conditions of use of visitor files'. These conditions are intended to guarantee the privacy of visitors. The visitor file (containing name and address details of the company, the name of the visitor and the visitor's e-mail address, and provided explicit permission has been obtained for this) is only provided on the condition that the exhibitor agrees to the attached user conditions.

ARTICLE 4. LIABILITY
4.1 Goods are located in the exhibition accommodation and on the associated areas at the expense and risk of the participant.
4.2 The participant is liable for and must take out adequate insurance against all damage of any kind.
4.3 The participant is obliged to compensate all damage suffered by FHI as a result of a shortcoming attributable to him, including failure to comply, or failure to comply properly or on time, with any provision of these conditions and/or other regulations and instructions. The participant indemnifies FHI against claims from third parties, including the exhibition accommodation.
4.4 FHI is not liable for any damage suffered directly or indirectly by the participant, his staff or visitors, including consequential damage, business damage and damage due to theft, destruction or any other cause whatsoever, unless it can be accused of intent or gross negligence in this regard.
 
VISITOR FILES TERMS OF USE

GENERAL
1. Exhibitor processes the Personal Data on the basis of the written instructions from FHI as determined in this agreement. The Exhibitor will not pass on Personal Data to other organizations unless a legal provision obliges it to process it. In the latter case, the Exhibitor informs FHI, prior to processing, of that legal provision and which Personal Data is shared.
2. The Processor undertakes to make the Personal Data inaccessible to those persons within its organization who do not necessarily need to have access to the Personal Data for the performance of their work.
3. The processor guarantees that sufficient technical and organizational measures are taken to ensure an appropriate level of security.
4. Exhibitor will not process or have the Personal Data processed outside the European Economic Area (EEA country) or in a country where an adequate level of data protection is provided without prior written permission from FHI.
5. Exhibitor ensures that its personnel are bound by the conditions included in this agreement.
6. This agreement is entered into for an indefinite period.
7. The rights and obligations under this agreement cannot be transferred by the Exhibitor to another party without the prior written permission of FHI.

DATA LEAK(S)
8. Exhibitor will notify FHI of any breach of security of Personal Data without delay and no later than 24 hours after Exhibitor has become aware of it. The exhibitor reports this to FHI: privacy@fhi.nl.
9. The exhibitor shall report to FHI upon or as soon as possible after the notification referred to in paragraph 8 (1) what the (presumed) cause of the infringement is, (2) what the (as yet known and/or expected) consequence of the infringement is. infringement and (3) what the proposed solution is. The inability to answer the questions referred to in this paragraph does not affect the obligation to make the report referred to in paragraph 8.

REQUESTS FROM THOSE INVOLVED
10. FHI will inform the Exhibitor of requests from Data Subjects for access to, correction and/or deletion of the Personal Data.
11. Exhibitor will handle all requests for information from FHI regarding the processing of Personal Data as quickly as possible.

Principles for giving a workshop at WoTS 2026
(for the English version, see below)

– The workshops are only accessible to registered exhibitors of WoTS 2026.
– Workshops are facilitated by an exhibitor; This person can give the workshop himself or have it provided by an expert.
– Workshops are not commercially oriented, but substantive. To ensure this, the organization checks the subject, the description and any presentation slides. The organization reserves the right to make changes or refuse a workshop. The World of Laboratory standard PowerPoint format should be used for a presentation.
– Maximum 2 workshops per exhibitor.
– The exhibitor is required to provide a title, a brief description of the workshop, and the name of the speaker by April 1, 2026, so that the workshop can be included in the registration module from the start of visitor recruitment.
– The description must clearly state how the public can actively participate in the workshop.
– If several exhibitors want to give a workshop on exactly the same subject, the first person to submit an abstract may give the workshop.
– A workshop lasts a maximum of 45 minutes.
– The workshop will be scheduled by the organization on all four days of the fair between 10:00 AM and 4:00 PM.
There are 24 time slots available for workshops. First come, first served.
– Costs for giving a workshop are €500 excl. VAT. For this we provide:
o Workshop time slot of 45 minutes;
Space for up to 60 people in a theater-style setting. Alternative arrangements are always possible upon request.
o AV and sound system (via headphones);
o Placing the workshop with the description provided on the website and including it in the registration module of the fair;
o Attention to the workshop in visitor recruitment for the fair.

Guidelines for hosting a workshop at WoTS 2026

– Workshops are open exclusively to registered exhibitors of WoTS 2026.
– Workshops are facilitated by an exhibitor, who may either deliver the session themselves or invite an expert to do so.
– Workshops must be content-driven rather than commercial. To ensure this, the organization will review the topic, description, and any presentation slides in advance. The organization reserves the right to request changes or to reject a workshop proposal. Presentations must use the official World of Laboratory PowerPoint template.
– Each exhibitor may host a maximum of two workshops.
– Exhibitors are required to submit the workshop title, a short description, and the speaker's name no later than April 1, 2026, so that the workshop can be included in the visitor registration module from the start of the promotional campaign.
– The description must clearly state how participants will be actively involved in the workshop.
– If multiple exhibitors propose a workshop on exactly the same topic, the session will be assigned to the exhibitor who submitted their abstract first.
– Each workshop has a maximum duration of 45 minutes.
– Workshops will be scheduled by the organization on all four exhibition days, between 10:00 and 16:00.
– A total of 24 workshop slots are available. Once full, no additional slots can be allocated.
– The fee for hosting a workshop is €500 (excluding VAT). This includes:
o A 45-minute workshop conclusion;
o A room for up to 60 participants in theatre-style setup (alternative layouts upon request);
o AV equipment and sound system (via headsets);
o Publication of the workshop, including description, on the exhibition website and in the visitor registration module;
o Promotion of the workshop as part of the visitor marketing campaign.