Contrat de Sponsoring

Article 1 – Purpose

This agreement defines the terms under which the Sponsor will participate as a sponsor and exhibitor with a stand in the partner area at the International Congress of Contaminants & Heavy Metals (ICCHM), organized by the Organizer on December 12 and 13, 2026 at Novotel Paris Eiffel, Paris (France).

Article 2 – Partnership packages

BASIC package: EUR 5,000 excl. VAT, i.e. EUR 6,000 incl. VAT

GOLD package: EUR 14,500 excl. VAT, i.e. EUR 17,400 incl. VAT

Partnership packages are attached to this agreement (see Annex 1 – Partnership packages)

Article 3 – Payment terms

The agreed amount must be paid by bank transfer to D-Code Lab SAS (bank details in Annex no. 2) no later than one month after signature. In case of late payment, the Organizer will send two reminders. If payment remains outstanding following the second reminder, the Organizer may cancel the Sponsor's participation and reallocate the package to another exhibitor.

Article 4 – Booth provision and Sponsor presence

The Organizer will provide exhibition space according to the selected package, access to basic mains power (220 V outlet) where required, and one exhibitor badge per person working the booth. A maximum of 3 people per booth is permitted (up to 6 people in total for two booths under the GOLD package). The Sponsor agrees to comply with installation and dismantling schedules, keep the booth open during official congress hours (until departure), follow venue safety rules and all Organizer instructions, and return a clean booth with no leftover waste or materials.

Whenever possible the Sponsor manages return shipping itself. Where return or forwarding is needed after the event, the Sponsor must inform the Organizer in advance to agree practical arrangements. The Organizer may charge an administrative/shipping compensation fee.

Booth location is allocated by the Organizer. Each booth (or double booth for GOLD sponsors) receives equivalent visibility and coffee breaks are organized to distribute attendee traffic evenly across the venue. Booths are personal and cannot be shared, transferred, or co-occupied without prior written Organizer approval. Sharing requests require a separate written agreement between the parties.

Article 5 – Access to the auditorium and badge allocation

Access to congress areas depends on badges issued by the Organizer.

The following badge categories apply:

Depending on the selected package, auditorium access includes:

The BASIC sponsor receives two complimentary delegate badges (for itself and/or designated guests). The GOLD sponsor receives three complimentary delegate badges.

Additional delegate badges beyond the package allocation are invoiced according to prevailing rates. Anyone without a valid delegate badge cannot access the auditorium.

Article 6 – Conduct and promotional distribution

The Sponsor agrees to uphold scientific and ethical values of the congress and Organizer conduct rules throughout the event. Sponsors must not distribute leaflets or promotional materials directly to delegates outside their assigned booth. Unauthorized distribution in corridors or session rooms may lead to immediate corrective action. Materials and samples are limited to the Sponsor's booth and must respect the event flow and fellow exhibitors.

Only GOLD sponsors may place one dietary-supplement-style sample plus one A5 document (max 20 pages) in attendee tote bags handed out by the Organizer. Other sponsors cannot include items in those bags. GOLD sponsors must ship materials in advance to the address provided by the Organizer. Late or missing shipments are not compensated by the Organizer.

Article 7 – Communication and branding

The Sponsor authorizes the Organizer to use its name, logo, trademarks and official visuals solely to promote ICCHM on December 12 and 13, 2026 (website, program, signage, print and digital media).

The Sponsor will actively contribute to promoting ICCHM using channels of its choice (newsletters, social networks such as LinkedIn/Facebook/Instagram, etc.). At least one promotional communication must go out no later than two months before the congress (or immediately where signature occurs less than two months prior). Where feasible, two distinct campaigns are encouraged.

The Organizer may limit featuring the Sponsor on its own channels if the Sponsor performs no credible promotional efforts this reciprocal visibility rule rewards engaged partners.

Article 8 – Meals, accommodation & travel

Meal, lodging and transportation costs remain entirely with the Sponsor. The Organizer may share indicative information about onsite or nearby catering; managing sponsor/staff catering remains the Sponsor's responsibility.

Article 9 – Cancellation

If the Sponsor withdraws for any reason, the following applies:

• More than 8 months before the congress70% refund of amounts paid
• Between 4 and 8 months before the congress30% refund of amounts paid
• Less than 4 months before the congressNo refund for any reason

Withdrawal notices must be sent in writing (registered mail or traceable email) to the Organizer. Refunds, when owed, occur within 60 days of receipt of the written notice.

Cancellation of the congress due to force majeure excludes Organizer liability within the meaning of French law (examples: natural disasters, pandemics, administrative decisions, general strikes, terrorism, fires, outages). Amounts paid are not refunded but may be credited toward a future Organizer event within twenty-four months.

Article 10 – Liability

The Sponsor remains responsible for its equipment. The Organizer is not liable for theft, loss or damage occurring at the Sponsor's booth. Exhibitors must hold professional liability insurance covering the event.

Article 11 – Applicable law

This agreement is governed by French law.