Terms & Conditions

SRT Terms & Conditions

These Terms and Conditions (the “Terms”) govern your access to and use of the services offered at the website located at www.srtfairs.com, controlled by SRT International Ltd., a limited liability company incorporated under Bulgarian law, registered with the Bulgarian Commercial Register under No. 201439810, with headquarters and seat address at 11-13 Prof. Fridtjof Nansen St., apt. 6, 1142 Sofia, Bulgaria (referred to as “SRT”, “the Company”, "the Organizer").

By completing the registration process for any SRT-organized physical and/or virtual event and expressly indicating acceptance of these Terms (including by ticking the relevant acceptance checkbox or by selecting any other acceptance mechanism provided during registration), the Participant confirms and agrees that their participation and relationship with SRT regarding the physically attended and/or virtual events organized by SRT shall be governed by these Terms,. which shall be legally binding and enforceable.

These Terms take effect upon the Participant's confirmation of acceptance during registration (including by clicking a button when registering for SRT organized physical and/or virtual events). The Participant represents herein that he/she is lawfully capable to enter into contracts, as well as that he/she has the legal authority to bind the legal entity he/she represents. Additional terms and conditions may apply for individual service offerings, provided by SRT through or further to the Website, as indicated in the respective service level agreements.

1. DEFINITIONS

As used hereafter, the following terms shall have the following meanings:

"Customer"/ "Client" is an individual or organisation, that buys or agrees to buy the Services offered by SRT.

"Website" is either one of the following: www.srtfairs.com, controlled by SRT, together referred to as the "Websites".

"Service" is any of the services offered by SRT, including through its Websites and covering access to platforms.

"Participant" means an institution (and/or its representatives) that has applied to attend and/ or is going to attend an event organised by the Organizer, including universities and their registered staff. Such representatives may only be registered university staff and agents that work for a participant on an exclusive basis.

"Attendee" means any person physically or virtually present at an SRT Event, including university representatives (Participants) and any accompanying representatives, School Counsellors, high-school staff, students and their parents.

"Application" is a completed online application form, made available on SRT Website, for an SRT Event.

"In-Person Event" means any fair, conference, or other event organized, hosted, or administered by the Organizer that is intended to take place at a physical venue and requires the physical presence of Participants, Attendees and others. In‑Person Events involve direct, face‑to‑face interaction without digital or remote mediation.

"Virtual Event" means any webinar, online fair, e‑conference, or other event organized, hosted, or administered by the Organizer that is conducted through electronic or internet‑based platforms, and which Participants attend remotely via computer, mobile device, or other digital means.

"Fly-In Event" is a multiple‑day, in‑person program event organized by SRT that brings together international universities and high school counselors for campus visits, networking meetings, seminars, and professional exchange. Fly-in Events event typically include:

"Event" means any In-Person Event, Virtual Event and/or Fly-In Event organized, hosted, or administered by the Organizer.

"Host" means the university or higher‑education institution that receives and welcomes Attendees during a Fly‑In Event and is responsible for hosting campus visits, meetings, seminars, receptions, or other activities forming part of the official Fly‑In Event program.

"School Counsellor" means a (high) school counsellor attending SRT Events.

"Privacy Policy" means the SRT Privacy policy as set out on its Website.

"Calendar days" means all days of the week, including Saturdays, Sundays, and public holidays, counted consecutively regardless of whether the day falls on a working day or non‑working day.

“Unavoidable and Extraordinary Circumstances” shall mean a situation beyond the control of the party who invokes such a situation and the consequences of which could not have been avoided even if all reasonable measures had been taken. Significant risks to human health, such as the outbreak of a serious disease like the COVID-19 at the travel destination or its immediate vicinity shall be considered as such unavoidable and extraordinary circumstances.

"Platform" is the virtual platform used for the Virtual Events of the Organizer – "Marcom ACE" and any other applicable virtual platform as the case may be.

“Event Content” means all materials, data, media, and content created, displayed, submitted, or used in connection with an Event, including but not limited to: presentations, slides, documents, session titles and descriptions, corporate names, institution names, speaker names and profiles, speaker biographies and photographs, institutional logos and brand assets, digital assets, chat or Q&A contributions, event guides, participation references, submitted marketing or promotional materials, and all forms of recordings (including audio, video, screenshots, transcripts, or excerpts). Event Content further includes promotional materials, teaser videos, highlight clips, and any summaries, recaps, or post‑event materials produced by the Organizer. Event Content includes both Organizer-created content and any materials provided by Participants/Attendees for use during an Event.

''Intellectual Property Rights" means all present and future intellectual or industrial property rights, including any registration, application, or right to apply for any right in the nature of, or similar to, a registered design or registered trademark and all other rights in the nature of, or similar to, unregistered trademarks, rights to prevent passing off or unfair competition, unregistered design rights, copyright, patents and patent applications and rights which exist in respect of confidential information or know-how and trade secrets and including all extensions and renewals of such rights.

Any other terms used in capital letters that are not defined in this section shall have the meaning assigned to them elsewhere under these Terms, under any individual contract or arrangement concluded by the Organizer with a Participant or an Attendee.

2. APPLYING FOR SRT EVENTS

All Applications to the Organizer's Events shall be made online via its Websites by completing the respective application form. When registering on the Website and completing the application form, the Participant shall provide accurate and true information about themselves and undertakes to keep the information up-to-date at all times.

3. VIRTUAL EVENTS – RIGHTS AND OBLIGATIONS

3.1

When providing Virtual Events, the Organizer undertakes to:

provide all Participants with access to the Platform used for Virtual Events within the deadlines stipulated for profile creation, agenda scheduling, live event, and view only mode as part of the paid price for the Event;

ensure the Platform's availability to the Participants;

provide support for the use, set up of a profile and on the conduction of meetings on the Platform to the Participants upon their request and within a reasonable timeframe;

advise the Participant on best practices to complete all meeting slots at Virtual Events, where the Organizer shall have no obligation to ensure that all meeting slots of the Participants are being booked;

inform Participants of changes to the schedule of Virtual Events at the latest within 24 hours prior to the beginning of the event;

keep the contact details of School Counsellors confidential and not disclose them to any Participant in a Virtual Event, except where the School Counsellor has given prior consent, or where such disclosure is necessary for the organisation of a meeting or follow-up through the Platform.

3.2

In relation to the provision of Virtual Events, the Organizer is entitled to:

refuse requests for proofreading, copywriting and image editing of the information uploaded by a Participant in their profile on the Platform, but may advise the Participant on the best practices in order to improve the Participant’s experience and visibility;

reject a Participant's application for a Virtual Event within the booking deadlines, where the limit of 50 Participants is reached;

reject Participant's applications incoming after the announced booking deadlines;

make changes in the schedule of Virtual Events, subject to notification to Participants at least 24 hours prior to the beginning of the event.

3.3

In the context of any Virtual Event, the Participants shall be obliged to:

create a profile, arrange, and conduct their meetings with School Counsellors at Virtual Events on the Platform;

ensure the information they have entered into their profile on the Platform is accurate, complete, lawful, and compliant with applicable EU regulations;

update and keep up to date the information in their Platform profile in a timely manner and within any deadlines stipulated by the Organizer;

use only the official logos, photographs, and contact details of the institution they represent in their Platform profile and in communications with the Organizer and Attendees;

install and properly maintain the Zoom application and/or any other application needed for the Virtual Event , as applicable and designated by the Organizer, on the device they are going to use for the Virtual Event;

secure a stable and reliable internet connection throughout the Virtual Event. Any interruptions caused by insufficient connectivity are the sole responsibility of the Participant and fall outside the Organizer’s liability;

strictly follow the Event schedule provided by the Organizer. The Participant is solely responsible for attending all meetings on time, and the Organizer shall not be held liable for any missed or unobserved appointments.

3.4

Participants are not allowed to: (i) transfer, assign, sublicense, or otherwise make available their participation in a Virtual Event whether fully or partially to any third party without the Organizer’s prior written consent; (ii) distribute advertising, promotional, or marketing materials to School Counsellors in connection with a Virtual Event without the Organizer’s prior written approval.

3.5

In relation to any Virtual Event, the Participants shall be entitled to:

receive access to the Platform (which is included in the participation fee) for the purpose of creating a profile, arranging, and conducting meetings with School Counsellors;

request, at any time, instructions or assistance regarding the use of the Platform, including setting up their profile and conducting meetings. The Organizer shall respond to such requests within a reasonable timeframe;

be accompanied by one additional Participant, subject to payment of the applicable extra fee of EUR 500;

cancel their participation in the respective Virtual Event by notifying the Organizer in writing via e‑mail and in accordance with the Organizer’s Cancellation Policy as per Section 7 below.

4. IN-PERSON EVENTS – RIGHTS AND OBLIGATIONS

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When providing an In-Person Event, the Organizer shall be obliged to:

provide Participants to In-person Events with a list of attending schools before the Event;

allocate a place for the Participant in the exhibition hall at which an In-Person Event is being held and try to comply, as far as possible, with the allocation wishes of the Participants;

inform Participants of changes to the schedule of In-Person Event at the latest within 24 hours prior to the beginning of the event.

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Unless otherwise specified in the In-Person Event‑specific description or individual arrangement with the Organizer, the Organizer shall generally provide Participants with the following services as part of the paid Event price:

one table (approx. 70×120 cm) per Participant;

the opportunity to display one promotional or advertising material;

lunch during In-Person Event days, subject to the Participant indicating any special dietary preferences within the registration process;

shuttle transportation between official In-Person Event venues and any accommodation or transportation hubs identified by the Organizer for the relevant In-Person Event.

The Organizer reserves the right to adapt, amend, or substitute the above services depending on the nature, format, or logistical requirements of specific In-Person Events. Any variations will be communicated to Participants in advance through the In-Person Event description or by other appropriate means of communication, as applicable.

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The Organizer shall assume no liability for: (i) any materials of the Participants taken in for storage by the Organizer and its staff in advance of an In-Person Event; (ii) excess/oversize luggage fees incurred by Participants or Attendees at the airport; and/or (iii) any losses caused to a Participant or an Attendee that are the result of force majeure circumstances or cased to them by other Participants or Attendees. The Organizer may claim compensation for any losses caused by a Participant in line with applicable statutory requirements.

%1.4.

In the context of any In-Person Events, Participants shall be obliged to:

take responsibility of the content and the information they provide for an In-Person Event guide and its correspondence to EU regulations;

compensate for any losses suffered by the Organizer due to the Participant’s own action and inaction in accordance with the invoice issued by the Organizer;

refrain from letting out the exposition area fully or partly to third parties without the written approval of the Organizer;

refrain from distributing advertising and promotional materials outside the exposition hall without the written approval of the Organizer;

not engage in disassembly and not leave the exposition area before the end of the In-Person Event opening hours without notifying the Organizer in advance;

strictly follow the schedule of the event, which will be provided by the Organizer. The Participant is fully responsible, and the Organizer shall not be held liable in case the Participant does not observe the schedule with regards to accommodation and transfer places and dates.

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The Participant shall be entitled to use the exposition area in accordance with their requirements and needs, provided such use complies with applicable EU regulations and the conditions of participation. The Participant may also cancel their participation in the In-Person Event by providing written notice to the Organizer via e‑mail, subject to the Cancellation Policy as per Section 7 below.

5. Special Participation Requirements for In‑Person Events in Cases of Unavoidable and Extraordinary Circumstances

5.1

In situations where Unavoidable and Extraordinary Circumstances arise, the Organizer may introduce specific participation requirements that must be fulfilled by all Customers and Participants in order to attend any In‑person Event.

5.2

Such participation requirements may include, without limitation: (i) the provision of health‑ or safety‑related documentation (e.g., medical clearances, travel declarations, or other official certificates required under applicable law); (ii) compliance with health, safety, or security measures reasonably imposed by the Organizer or by local authorities; and/or (iii) other measures necessary to ensure the safe and lawful conduct of the Event.

5.3

Where mandatory requirements are imposed by national or local authorities of the host country (including entry conditions, mobility restrictions, or safety protocols), Customers and Participants are responsible for ensuring their own compliance. Failure to meet such requirements may result in refusal of entry to the country or to the Event, without entitlement to any compensation from the Organizer.

5.4

A Customer or Participant who does not satisfy the participation requirements, or who becomes ineligible or unsafe to attend an Event due to circumstances affecting their health, safety, or legal ability to participate, may be denied access to all or part of the Event. In such cases, the Organizer shall not be liable for any costs, losses, or damages incurred by the Customer or Participant, including accommodation or travel expenses, except where mandatory applicable law may require otherwise.

5.5

Where participation becomes impossible due to Unavoidable and Extraordinary Circumstances affecting the Customer or Participant during the Event (including circumstances requiring isolation or restricting mobility), all related costs (e.g. accommodation, travel modifications, and any additional expenses) shall be borne solely by the Customer or Participant. The cancellation policies of the relevant service providers (e.g., hotels, airlines, travel agencies) shall apply.

5.6

Customers and Participants acknowledge that the Organizer shall not be liable for any failure to perform, or for any delay in performing, its contractual obligations where such failure or delay is caused by Unavoidable and Extraordinary Circumstances as defined under these Terms.

6. Special Terms FOR Fly-in Events

6.1

All parties participating in Fly-In Events must complete the required registration process in advance and expressly agree to be bound by these Terms. Participation in any Fly-In Event is conditional upon such prior registration and acceptance of the Terms, which are intended to ensure the smooth, orderly, and mutually beneficial conduct of the event.

6.2

Unless otherwise specified in the specific description of the Fly-In Event or individual arrangement with the Organizer, the Organizer shall generally provide services and amenities to the Participants and School Counsellors as part of the paid event price.

The Organizer may engage third‑party service providers, including travel agents, to assist with the booking and management of accommodation, flights, train travel, and other travel‑related arrangements required for the Fly-In Event. Any such third‑party provider shall act on behalf of the Organizer, and the Organizer may share the necessary Participant information with them solely for the purpose of arranging the relevant services.

6.3

The Organizer shall not cover the following cost incurred by Participants and School Counsellors in relation to any Fly-In Event:

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transportation to: (i) the hotel upon arrival;(ii) the optional hospitality cocktail; (iii) after the farewell networking lunch; (iv) any other transportation not explicitly included in the program;

●

room upgrades and /or additional nights before or after a Fly-In Event;

●

personal or incidental expenses (including hotel mini-bar, room service, laundry, or other hotel incidentals);

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any other discretionary expenses.

6.4

When attending a Fly-In Event, School Counsellors shall be obliged to

attend the entire program, including all university events, networking meetings, the opening reception cocktail, and the farewell lunch, as applicable;

arrive on time for any introductory social gatherings, such as opening reception cocktail;

not depart early from the program;

participate in all campus visits organized by Hosts;

behave professionally and respectfully toward Participants, Hosts, and the Organizer;

confirm attendance when requested;

ensure that their arrival allows sufficient time to attend the opening cocktail

provide the relevant hotel with a credit card upon check-in to cover any incidental expenses;

acknowledge that invitations to Fly‑In Events are personal and non‑transferable. If a School Counsellor changes schools, the invitation shall not transfer to the School Counsellor new school or any new counsellor, and such change shall result in automatic withdrawal of the invitation.

6.5

In the context of a Fly-In Event, Participants shall be obliged to

submit all promotional materials to the Organizer for approval;

ensure that promotional materials accurately represent their institution;

adhere to the Organizer's branding guidelines for all their marketing activities in relation to the Event;

provide up to date contact information to the Organizer;

inform the Organizer of any changes in schedule, activities, or representatives;

maintain professional behaviour, timeliness, and business‑casual dress.

6.6

When accommodating a Fly-In Event, the respective Host shall be obliged to

provide a structured campus visit of its premises, including tours, information sessions regarding the institution, and student/ alumni interactions;

submit a detailed campus‑visit agenda and plans for the co-hosted networking event to the Organizer for approval at least two weeks before the event for approval;

cover all refreshments, lunches, and dinners included in campus visits and the co-hosted with the Organizer networking event;

arrange the ground transportation of its staff to/from Fly-In Event locations.

7. CANCELLATION POLICY

7.1

General Cancellation Terms: The Participant has a right to cancel their participation in an Event by informing the Organizer in writing by e-mail. In case of cancellation the Participant shall be entitled to receive a part of the paid price, as follows:

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70% of the total amount – upon cancellation up to 90 calendar days prior to the respective Event;

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40% of the total amount – upon cancellation up to 60 calendar days prior to the respective Event;

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20% of the total amount – upon cancellation up to 30 calendar days prior to the respective Event.

No refund is payable in case a cancellation is made less than 30 calendar days prior to the respective Event.

7.2

Cancellation due to Unavoidable and Extraordinary Circumstances: The Organizer may cancel an Event without liability if it is prevented from carrying an Event because of Unavoidable and Extraordinary Circumstances. Individual assessments of whether those circumstances significantly affect the performance of an Event shall be made in each case. A travel ban and movement restrictions, including on the gathering of persons and related warnings issued by a national authority shall be considered as an indicator that Unavoidable and extraordinary circumstances that impact the performance of an Event by the Organizer are present.

7.3

SRT shall inform the affected Customers and Participants of any Event cancellations due to Unavoidable and Extraordinary Circumstances without undue delay. The Customers and Participants that are affected by such a cancellation are entitled to: (i) full refund of the paid Event price, or (ii) to have the paid Event price transformed into a credit amount and use it to pay for participation in an Event in the future, within 12 months as of the date of the cancelled Event.

7.4

Customers and Participants may cancel their participation in an Event due to Unavoidable and Extraordinary Circumstances and are entitled to a refund of the price or to transfer it as a credit if they: (i) inform the Organiser at least 48 hours in advance; or (ii) in case of cancellation due to a confirmed case of COVID-19 – inform the Organizer 48 hours prior to the date of the Event and provide the Organizer with their positive test results for COVID-19.

8. PAYMENT

8.1

The Participant shall pay the participation fee for an Event according to the payment deadline or schedule set by the Organizer in the relevant invoice, registration confirmation, or Event‑specific documentation.

8.2

The Organizer has a right to cancel the participation of a Participant and all related booked Services if any of the payment terms and schedules are not met and/or delayed.

8.3

All payments should be made in the currency stated in the invoice. If paying by bank transfer, the Participant should cover all bank charges and other related fees associated with the payment.

9. EVENT CONTENT and IP

9.1

The Organizer may use Event Content (“Permitted Use”) for the following purposes:

Operational Use – including delivery and administration of the Event and related Services, providing replay or on‑demand access to registered Participants, internal reporting, analytics, training, and quality assurance.

Promotional Use – including publication on the Organizer’s website, newsletters, and social‑media channels; creation of Event summaries, recaps, highlight reels, teaser content, or similar materials; and promotion, communication, and advertisement of future Events.

9.2

As part of the Event Content, the Organizer may capture audio and video recordings, screenshots, photographs, transcripts, and other media (“Recordings”) of Virtual and In‑Person Events. Such Recordings may include a Participant’s or Attendee's image, voice, name, or contributions and are processed in accordance with applicable data‑protection laws. Participants and Attendees shall be informed in advance, through the Event platform, registration materials, or on‑screen notices, when a Virtual and In‑Person Event is being recorded.

9.3

Any use of Recordings of Participants or Attendees for marketing or promotional purposes as outlined under Art. 9.1, letters b) above will take place only with the individual’s explicit consent, which will be requested separately in advance and independently from event registration, in accordance with the Organizer’s Privacy Policy, available at srtfairs.com/privacy-policy. Participants and Attendees who do not wish to appear in operational Recordings under Art. 9.1, letters a) above should refrain from enabling audio or video functions during recorded Virtual Events or avoid areas designated as recorded during In‑Person Events.

9.4

All Intellectual Property Rights in Event Content created, developed, or produced by the Organizer (including event formats, concepts, promotional materials, marketing assets, highlight clips, summaries, and all Recordings) shall remain the exclusive property of the Organizer . Except as expressly permitted under these Terms, no Participant or Speaker may reproduce, modify, distribute, republish, or commercially exploit Organizer‑created Event Content without the Organizer’s prior written consent.

9.5

Participants (including when they participate in an Event in a speaker capacity) retain ownership of all Intellectual Property Rights in any pre‑existing materials they contribute to an Event, including without limitation session titles, abstracts, and descriptions, names, profiles, biographies, photographs, institutional affiliations, and professional information, presentation slides, documents, and related visual or written materials, quotes, excerpts, and teaser clips derived from the Speaker’s contribution (“Participant Materials”). By submitting such materials and accepting these Terms, Participants grant the Organizer a non‑exclusive, worldwide, royalty‑free licence to use, reproduce, edit, display, distribute, and incorporate those materials into Event Content for the permitted purposes set out in Section 9.1 above. Participants represent and warrant that they own or have secured all rights necessary to provide the Participant Materials for the Event and that their contributions do not infringe any third‑party rights.

10. RESPONSIBILITY AND LIABILITY

10.1

SRT may delegate accommodation and logistic bookings to a licensed travel agency, on matters related to bookings, promotional activities, and other Services described under these Terms. In such cases, those third‑party providers remain solely responsible for the performance of the services entrusted to them. SRT shall not be held liable for any material loss, injury, flight delays/ annulations or damage or other adverse event arising from acts or omissions of third‑party providers, or from circumstances beyond SRT's reasonable control. SRT reserves the right to make changes/ cancel the Events due to force majeure circumstances.

10.2

To the maximum extent permitted under applicable law, Participants acknowledges that SRT entire liability, and the Participant’s exclusive remedy to any of SRT service(s) provided under these Terms and/or for any breach of these Terms shall be solely limited to the amount the Participant has paid for such Service(s). SRT shall not be liable for any direct, indirect, incidental, special or consequential damages resulting from the use or inability to use any of SRT services or for the cost of procurement of substitutive services. In case such exclusion or limitation of liability for consequential or incidental damages is not allowed by the governing law, SRT liability shall be limited to the maximum extent permitted by the law.

11. VARIATION

SRT may revise these Terms from time-to-time. Revised Terms will apply to our services from the date of the publication of the revised Terms on the SRT website www.srtfairs.com.

12. APPLICABLE LAW AND DISPUTES

These Terms are governed by Bulgarian law. Any disputes shall be referred to the court with jurisdiction over the location of the Company’s registered office, unless mandatory provisions of applicable law provide otherwise.

Terms & Conditions

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