Terms & Conditions

ESP Event Management ΜΟΝΟΠΡΟΣΩΠΗ Ι.Κ.Ε. ("ESP", "we"), single-member private company · General Commercial Registry (GEMI) no. 183973709000 · VAT EL802852335 · Registered office: 27–29 Alipedou Street, 185 40 Piraeus, Greece · Offices: 7 Sevastoupoleos Street, 115 26 Athens, Greece · +30 697 876 3739 · info@esp.events

Version 1.0 — effective 13 October 2026

These Terms apply to every quotation, order, contract and invoice issued by ESP and to every purchase made on www.esp.events. They are organised in four parts: Part A general terms that apply to everything; Part B rental of professional audio-visual (AV) equipment and technical services; Part C event organisation and congress management (PCO) services; Part D event registrations and ticket sales. Where a specific Part conflicts with Part A, the specific Part prevails. A signed contract or written quotation that expressly departs from these Terms prevails over them for that engagement.

Part A — General Terms

1. Contract. A contract is formed when the client accepts our written quotation (by signature, purchase order, e-mail or online confirmation) or when we confirm an order in writing. Quotations are valid for 30 days unless stated otherwise. The client's own purchase terms do not apply unless we accept them in writing.
2. Prices. Prices are in euro. For business clients, prices exclude VAT, which is added at the rate in force. For consumers, displayed prices include VAT. Third-party costs that are passed through (venues, hotels, transport, catering, permits) are charged as quoted or at actual cost where quoted as an estimate.
3. Payment. Unless the quotation states otherwise, invoices are payable within 30 days of issue. Advance payments required under Parts B, C and D are due as stated there. For late payment by business clients, statutory interest under Greek Law 4152/2013 (EU Directive 2011/7/EU) and a fixed recovery compensation of €40 per invoice apply. We may suspend services or delivery while any amount is overdue.
4. Client information and approvals. The client is responsible for the accuracy of the information, content and approvals it provides (programmes, speaker lists, artwork, venue data, power availability, access times). Delays or extra work caused by late or incorrect information may be charged.
5. Changes. Changes requested after confirmation are accepted subject to availability and are charged at our current rates. Changes are agreed in writing (e-mail is sufficient).
6. Liability. We perform our services with the care of a professional provider. Our total liability for any claim arising from an engagement is limited to the amount paid or payable for that engagement. We are not liable for indirect or consequential loss, including loss of profit, revenue, sponsorship, reputation or data, except where the law does not allow such limitation. Nothing in these Terms limits liability for intent, gross negligence, death or personal injury, or the mandatory rights of consumers.
7. Force majeure. Neither party is liable for failure or delay caused by events beyond its reasonable control, including natural disasters, epidemics, government measures, strikes affecting third parties, war, terrorism, failure of public utilities or of the venue. Each party bears its own costs, and we invoice work already performed and third-party costs already committed and not recoverable. The parties will first try in good faith to postpone or reduce the scope of the engagement.
8. Intellectual property. Our proposals, designs, technical drawings, show files and software configurations remain our property. Content supplied by the client remains the client's; the client warrants it has the rights to use it (including music, video and images) and grants us a licence to use it for the engagement.
9. Recordings and images. Unless agreed otherwise, recordings produced by us for the client are delivered to the client for the agreed use. We may use non-confidential photographs of our technical set-ups for our own portfolio unless the client objects in writing.
10. Personal data. We process personal data in accordance with Regulation (EU) 2016/679 (GDPR) and Greek Law 4624/2019. Where we process attendee or participant data on behalf of a client (for example a scientific society organising its congress), we act as processor under a data-processing agreement in accordance with Article 28 GDPR. Our Privacy Policy is available on this website.
11. Complaints. Complaints about services should be sent to info@esp.events as soon as possible and in any case within 8 days of the end of the service, so that we can investigate while the facts can still be verified. This does not affect consumers' statutory rights.
12. Governing law and jurisdiction. These Terms are governed by Greek law. The courts of Athens have exclusive jurisdiction for disputes with business clients. Consumers may also bring proceedings in the courts of their place of residence and may refer disputes to the Greek Consumer Ombudsman (www.synigoroskatanaloti.gr) or another approved out-of-court dispute resolution body.

Part B — Rental of Professional AV Equipment and Technical Services

1. Hire period. The hire period runs from the moment the equipment leaves our premises (or is handed over at the venue) until it is returned to us or collected by us, complete. It is charged per calendar day or per event day as stated in the quotation. A day begun counts as a full day.
2. Booking and payment. A booking is confirmed on receipt of an advance payment of 50% of the hire charges. The balance is due before dispatch unless credit terms have been agreed. We may require a refundable security deposit or card pre-authorisation, in particular for first-time clients and for dry hire.
3. Dry hire and crewed hire. "Dry hire" means equipment only, operated by the client. "Crewed hire" means equipment installed and/or operated by our technicians. LED video walls, rigging, flown loudspeaker systems, power distribution above 32 A and broadcast/IP video systems are supplied only with our technicians, unless we agree otherwise in writing.
4. Condition and testing. Equipment is supplied clean, tested and in working order. The client (or its representative) checks the equipment on handover and reports any missing or faulty item immediately. Equipment not reported at handover is deemed received complete and in working order.
5. Client obligations during hire. The client shall: use the equipment only for its intended purpose, by competent persons and in accordance with the manufacturer's instructions; provide a safe, dry and secure location and protect the equipment from weather, liquids, dust, theft and the public; provide a suitable electrical supply that complies with the applicable installation standard (HD 384 / ELOT HD 384) and is installed by a licensed electrician; not rig or suspend any equipment except by competent, certified personnel using rated hardware; not modify, open, repair or sub-hire the equipment or move it from the agreed venue without our written consent; and allow us access to inspect it.
6. Risk, loss and damage. The client bears the risk of loss, theft and damage from handover until return, regardless of fault, excluding normal wear and tear and faults inherent in the equipment. Lost, stolen or irreparable equipment is charged at the current replacement cost of new equivalent equipment; damaged equipment at the cost of repair plus hire charges for the period the equipment is unavailable for hire, up to a maximum of 30 days. Theft must be reported to the police and to us within 24 hours.
7. Insurance. For dry hire, the client shall insure the equipment for its full replacement value against all risks (including theft and transit) for the hire period and provide evidence on request.
8. Transport. Where the client collects or returns the equipment, it is responsible for suitable vehicles, secure loading and the equipment's condition in transit. Equipment must be returned in its original cases, packed as supplied.
9. Late return and return inspection. Equipment returned late is charged at the daily rate for each additional day. On return we test the equipment and notify the client of any shortage or damage within 5 working days. Cleaning of equipment returned dirty, or re-packing, is charged at cost.
10. Cancellation of a hire. If the client cancels a confirmed hire, the following percentages of the hire charges are payable: more than 30 days before the hire start — the advance is refunded less an administrative charge of 10% of the hire charges; 30 to 15 days — 50%; 14 to 4 days — 75%; less than 72 hours or no-show — 100%. Costs already incurred for third-party sub-hire, crew bookings, travel and transport are charged in full.
11. Equipment failure. If equipment fails through no fault of the client, we will repair or replace it as soon as reasonably possible. Where we cannot, the hire charge for the affected item is reduced pro rata. This is the client's sole remedy for equipment failure, subject to Part A clause 6.
12. Technicians and safety. Our technicians work to the agreed schedule. Overtime beyond the agreed working day and changes to call times are charged at our rates. Our crew may refuse or stop work that they reasonably consider unsafe (including rigging or electrical conditions, weather, or overloading of structures). The client remains responsible for venue safety, crowd management and the venue's permits unless these are expressly included in our scope.

Part C — Event Organisation and Congress Management (PCO) Services

1. Scope. Our services are those described in the accepted proposal (for example congress and symposium management, venue and accommodation sourcing, registration, sponsorship and exhibition management, hybrid and digital solutions, travel and destination services, association management). Anything not described is outside the scope and is quoted separately.
2. Payment schedule. Unless the proposal states otherwise: 30% of the management fee and estimated budget on signature; 40% no later than 60 days before the event; the balance 14 days before the event; final reconciliation of actual third-party costs after the event. Deposits required by venues, hotels and airlines are payable in advance as and when those suppliers require them.
3. Third-party suppliers. We contract venues, hotels, transport, catering and other suppliers either in our own name on the client's behalf or in the client's name, as stated in the proposal. Their booking, attrition, cancellation and liability conditions apply to the client for those services, and we will pass them on in writing before the client commits. We are not liable for the performance of third-party suppliers, but we will assist the client in pursuing any claim.
4. Room blocks and attrition. Hotel room blocks are subject to the release dates and attrition terms agreed with each hotel. Rooms not used or not released by the release date may be charged to the client according to those terms.
5. Scientific content and accreditation. The client (or the scientific society or committee it designates) is responsible for the scientific programme, speaker selection, abstracts, CME/CPD accreditation and the accuracy of scientific content. We support the administrative process.
6. Sponsorship and healthcare compliance. For events involving healthcare professionals, the client and sponsors are responsible for complying with the applicable codes and rules, including the EFPIA/SFEE and MedTech Europe codes and the requirements of the Greek National Organisation for Medicines (EOF) on hospitality and sponsorship of healthcare professionals. We will operate registration, hospitality and sponsorship processes in a manner that supports this compliance, provided we are informed of the applicable requirements.
7. Cancellation or postponement by the client. If the client cancels a confirmed event, it pays: (a) all third-party costs incurred or committed and not recoverable; (b) the work performed to date at our rates; and (c) the following share of the agreed management fee: more than 180 days before the event — 25%; 180 to 91 days — 50%; 90 to 31 days — 75%; 30 days or less — 100%. A postponement agreed within 30 days of the cancellation notice to a new date within 12 months counts as a change, not a cancellation, for the management fee.
8. Registration income and funds held. Where we collect registration fees or sponsorship on the client's behalf, we hold them for the event, report them in the agreed reconciliation, and may offset them against amounts due to us. Card and payment-provider fees are charged as agreed.
9. Insurance. We maintain professional liability insurance. The client is advised to take out event cancellation insurance; unless agreed in writing, we do not provide it.

Part D — Event Registrations and Ticket Sales

1. Who sells. Registrations and tickets on www.esp.events are sold by ESP either as organiser or on behalf of the organising society or company named on the event page. Where we act on behalf of an organiser, the contract for attendance is with the organiser and the organiser's event-specific conditions, if published on the event page, also apply.
2. Prices and payment. Registration fees are shown in euro including VAT. Payment is made online by card or by bank transfer where offered. A registration is confirmed only when payment has been received and a confirmation e-mail has been sent. Group, sponsored and company registrations are invoiced to the paying company. Invoices are issued in accordance with Greek tax rules (myDATA).
3. Eligibility. Some events are restricted, for example to healthcare professionals or members of a society. Proof of eligibility may be requested; we may cancel and refund a registration that does not meet the published eligibility criteria.
4. No right of withdrawal. Under Article 16(l) of Directive 2011/83/EU, as transposed into Greek law (Law 2251/1994), the 14-day right of withdrawal does not apply to services related to leisure activities and events provided on a specific date. Cancellations are therefore governed by the policy below.
5. Cancellation by the attendee. Unless the event page states a different policy: cancellations received in writing more than 30 days before the event are refunded less an administrative fee of €30; 30 to 15 days before — 50% refund; less than 15 days, or no-show — no refund. Refunds are made to the original means of payment within 30 days of the event.
6. Substitution. A registration may be transferred to another eligible person free of charge until 7 days before the event, by written request to info@esp.events. Badges are personal and may not be shared.
7. Cancellation, postponement or change by the organiser. If an event is cancelled, the registration fee is refunded in full. If an event is postponed or moved to an online format, the attendee may keep the registration for the new date/format or request a full refund within 30 days of the announcement. We are not liable for travel, accommodation or other costs incurred by attendees, which we recommend attendees insure. The programme, speakers and timings may change without this giving a right to a refund.
8. Accommodation and travel booked through us. Hotel and travel bookings are subject to the conditions of the hotel or carrier, which are stated at the time of booking.
9. Certificates of attendance and CME credits. Certificates are issued on the basis of the attendance records required by the accrediting body. Credits are awarded by the accrediting body, not by us.
10. Conduct. Attendees must follow the venue rules, the event code of conduct and the instructions of staff. We may refuse entry or remove, without refund, anyone who behaves in a way that is unsafe, abusive, discriminatory or disruptive.
11. Photography and recording. Events may be photographed, filmed or streamed. Where attendees are clearly identifiable, we process their image in line with our Privacy Policy and will offer a means to opt out at registration and on site. Attendees may not record sessions without the organiser's permission.
12. Accessibility. Attendees with accessibility needs are invited to inform us at registration so that we can make reasonable arrangements with the venue.

ESP Event Management ΜΟΝΟΠΡΟΣΩΠΗ Ι.Κ.Ε. · GEMI 183973709000 · VAT EL802852335 · Registered office: 27–29 Alipedou Street, 185 40 Piraeus · Offices: 7 Sevastoupoleos Street, 115 26 Athens · +30 697 876 3739 · info@esp.events