Policy for cancellations due to COVID-19 / Non–COVID-19 related factors

  • Cancellations made three months prior to the start of the conference will be refunded less 50% administration charge. Refunds will be made after the conference.*
  • Cancellations made within one month of the conference start date will receive no refund.
  • Delegate substitutes are accepted up to 15 days before the conference.
  • If cancellations occur only due to COVID-19 related emergencies the company will be refunded 100% *
  • If travel is restricted only due to COVID-19, the company registered will receive a refund of 100% *

*Proof of COVID-19 related emergencies and travel restrictions will be required

*No refunds shall be made in case the event changed dates, sites or location.

Please note: In case the event is postponed due to force measure, your ticket will be automatically applied for the new dates without possibility for a refund.

Force Majeure

While every reasonable effort will be made to adhere to the advertised package, EPM Group reserves the right to change event dates, sites or location, omit event features, or merge the event with another event as it deems necessary without penalty and in such situations no refunds, part refunds or alternative offers shall be made (including, but not limited to any force majeure occurence) and provided that the event is not postponed to a later date nor is it merged with another event, the client shall receive a credit note for the amount that the client has paid to such permanently canceled event.


All Intellectual Property rights in all materials produced or distributed by EPM Group in connection with this event are expressly reserved and any unauthorized duplication, publication or distribution is prohibited.

Privacy Policy

This privacy policy sets out how EPM Group uses and protects any information that you give EPM Group when you use this website.

EPM Group is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.

EPM Group may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 01.01.2018.

What we collect

We may collect the following information:

  • name and job title
  • contact information including email address
  • demographic information such as postcode, preferences and interests
  • other information relevant to customer surveys and/or offers

What we do with the information we gather

We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:

  • Internal record keeping.
  • We may use the information to improve our products and services.
  • We may periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided.
  • From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, fax or mail. We may use the information to customise the website according to your interests.


We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

How we use cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following ways:

  • whenever you are asked to fill in a form on the website, look for the box that you can click to indicate that you do not want the information to be used by anybody for direct marketing purposes
  • if you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing us at info@epmgroup.org

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.

You may request details of personal information which we hold about you under the Data Protection Act 1998. A small fee will be payable. If you would like a copy of the information held on you please write to Avenida da Republica 676 6E 4430-190 Vila Nova de Gaia, Porto.

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.

The Code

The EPM Group, hereinafter referred to as the Event Organizers, are dedicated to providing a safe, respectful, comfortable, and harassment-free environment for all event participants. Index – Barcelona will be free of discrimination or harassment based on any protected characteristic, including race, color, religion, sex, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, or age, political affiliation, or status as a special disabled veteran or other veteran.

Event Organizers expect that all participants, including delegates/attendees, speakers, exhibitors, organizers, volunteers, and guests, will conform to the following Code of Conduct.


The EPM Group is committed to the free expression of ideas in a respectful and professional manner. Participants will not engage in unacceptable behavior which includes, but is not limited to:

  • Verbal, physical or visual conduct toward another participant or participants which is motivated by that individual’s race, color, religion, sex, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, or age, political affiliation, or status as a special disabled veteran or other veteran that is unsolicited and unwelcome and creates an intimidating, hostile or offensive environment.
  • Sexualized language or images in public spaces, including presentations and exhibitor materials.
  • Deliberate intimidation, stalking, or following.
  • Inappropriate physical contact.
  • Unwelcome sexual attention.
  • Sustained disruption of talks or other events.
  • Physical, verbal, or written, abuse, intimidation, threats, annoyance, harassment, stalking, pushing, shoving or use of any physical force whatsoever against any person, which in any way creates a disturbance that is disruptive or dangerous, or creates apprehension in a person, as determined by event management, in their sole discretion.
  • Any destruction or vandalizing of personal property or event site or materials.
  • Any lewd or offensive behavior or language, using sexually explicit or offensive language or conduct, profanity, obscene gestures, or racial, religious or ethnic slurs.
  • Possessing any illegal substance or item. The EPM Group does not tolerate the use or abuse of illegal substances or items anywhere in the event venues.
  • Assembling for the purpose of, or resulting in, disturbing the peace, or committing any unlawful act or engaging in any offensive behavior.
  • Any other illegal activity.
  • Advocating for, or encouraging, any of the above behavior.


If a participant engages in harassing behavior or any other unacceptable behavior, event organizers may take any actions they deem necessary to keep the event a safe and comfortable environment for all other participants. This includes expelling the offender from the conference with no warning or refund. If you, as a participant, are asked to stop any inappropriate behavior, you must comply immediately.

By participating in this event, you agree to adhere to this Code of Conduct. If you violate it, you may be expelled from the event without refund at the discretion of the event organizers and the event organizers may take such other action as it deems appropriate.


If someone engaged in harassing or otherwise unacceptable behavior and it causes you or anyone else to feel unsafe or uncomfortable during this event, please report the circumstances as soon as possible, so that effective, appropriate action can be taken.

You can make a personal report by:.

  • Emailing the organizing team at info@epmgroup.org. This email account will be continuously monitored for the duration of the event.
  • Calling the On Site Security Team: +351 915 239 640. This phone number will be continuously monitored for the duration of the event.
  • Speaking with a designated staff member, identified by a black lanyard holding their badge.

The EPM Group may revise this Code of Conduct at any time. This Code of Conduct is without prejudice to EPM Group rights, all of which it expressly reserves.

Sponsorship Terms & Conditions


The Event Organizer may at its absolute discretion accept or refuse the Sponsor’s application/order for sponsorship made by purchasing a package via our website.

The Sponsor acknowledges and agrees on this terms and conditions stated on this page once a purchase/order is made on our website by the Sponsor.

In the event of conflict between the various documents forming this terms and conditions between the parties the following order of priority shall apply:

1. Sponsorship order details; followed by
2. These terms and conditions;

     2. Sponsorship Fees and Payment Terms

The Sponsor agrees to pay the Sponsorship Fees in accordance with the amounts and payment terms set out in the Sponsorship Packages.

Payment shall be made via our website or bank transfer.

If the sponsor ordered a package within 3 months of the Event, then payment shall be made in one instalment of 100% of the Sponsorship Fees. On receipt, the Event Organizer will invoice the Sponsor for the full amount of the Sponsorship Fee.

Unless otherwise agreed by the parties and stated in this terms which are accepted upon doing the order, Sponsorship Fees shall be paid by the Sponsor within 30 days of the invoice date for such Fees. If a shorter payment period for payment of Fees (or part of them) is agreed by the Sponsor and recorded in these terms, such shorter period shall apply. In all cases Fees shall in any event be paid at least 90 days before the commencement of the Event. Time shall be of the essence regarding payment of Fees.

In the event the Sponsor fails to meet any payment obligations, (whether as to the amounts or date of payment), then the Event Organizer shall be entitled in its sole discretion to deem that the Sponsor has cancelled its sponsorship for the event and to exercise its rights pursuant to clause 3 (Cancellation and Resale of Sponsorship item).

Instructions for payment will be indicated on all invoices which will be issued to the Sponsor by the Event Organizer. Bank transfer payments: All bank charges payable on transfers have to be borne by the Sponsor.

Sponsors whose Sponsorship Fee remains unpaid 30 days before the commencement of the Event will be denied access to the Event/ Venue.

If any amounts payable under this terms are not paid to the Event Organizer by their due date for payment (whether Fees, Cancellation Charges or otherwise), then the Event Organizer shall be entitled to charge interest on such sum from the due date for payment at the rate of 12% per annum on all late payments post due date as per the invoice.

     3. Cancellation by Sponsor

If the Sponsor cancels the Sponsorship 3 months prior to the Event, a Cancellation Charge of 50% of the Sponsorship Fee will apply.

If a Sponsor cancels the Sponsorship within 3 months of the Event, the Sponsor agrees to pay 100% of the contracted Sponsorship Fee as Cancellation Charge.

If a Sponsor cancels with an outstanding balance due, the Sponsor remains responsible for the entire balance due, plus reasonable legal fees to collect.

Cancellations must be received in writing by the Event Organizer.

Upon receipt of Sponsorship cancellation notice, the Event Organizer shall have the absolute discretion to resell the sponsorship item(s) forfeited.

The Sponsor hereby acknowledges that the Cancellation Charge represents a reasonable pre- estimate of the likely losses and costs that would be incurred by the Event Organizer as a result of the Sponsor’s cancellation and that they do not represent a penalty. For the avoidance of doubt, the Event Organizer is not required to mitigate its losses and/or costs in such circumstances and the Cancellation Charge shall remain payable even where the Event Organizer is able to resell the sponsorship item.

     4. Postponement and Cancellation by the Event Organizer

The Event Organizer shall be relieved of its obligations under this terms and conditions in the event that the holding of the Event by the Event Organizer, the performance by the Event Organizer of any of its material obligations under this terms and/or the attendance at the Event by the Sponsors and/or any other Sponsor and/or any visitors is impossible, illegal or substantially or materially interfered with, due to any cause or causes beyond the reasonable control of the Event Organizer or the providers of the Venue including, without limitation, any of the following: act of God, governmental act, war, fire, flood, explosion, civil commotion, armed hostilities, act of terrorism, revolution, blockade, embargo, strike, lock-out, sit-in, industrial or trade dispute, adverse weather, disease, risk to public health, accident to or breakdown of plant or machinery, shortage of any material, labour, transport, electricity or other supply, regulatory intervention, general advice or recommendation of any government (including any government agency or department), regulatory authority or international agency against travel, events and/or public gatherings, or the Venue becomes unavailable and/or unfit for occupancy and/or use (“force majeure”).

In the event of force majeure, the Event Organizer may cancel, amend the date of the Event or change the Venue or otherwise alter the Event. Should the Event be cancelled, curtailed or adversely affected by any cause not within the reasonable control of the Event Organizer including but not limited to any of the force majeure events as identified in the preceding paragraph, the Event Organizer shall be under no obligation to refund all or part of the sums paid by the Sponsor in respect of his participation in the Event. The Event Organizer shall be under no liability to the Sponsor or any other person in respect of any actions, proceedings, claims, demands, losses (including consequential losses), costs or expenses whatsoever which may be brought against or suffered or incurred by the Sponsor as the result thereof.

     5. Event venue, date, time and layout

The Event Organizer reserves the rights to determine, and if it deems necessary, alter at its sole discretion, in each case without liability:

1) The location and/or size of the Venue;
2) The timings for the Event;
3) The term or duration of the Event;
4) The date or dates on which the Event is to be held;
5) The layout of the Event generally;
6) The format of the Event
7) The content of the Event
8) The entrances and exits to and from the Event; and
9) Any and all other technical or administrative details in respect of the Event.

The Event Organizer will use reasonable endeavors to notify the Sponsor of any changes or alterations to the Event as a whole which materially and detrimentally impact on the Sponsor’s rights under this terms and conditions.

The Sponsor acknowledges and agrees that such changes and alterations may be required to be made by the Event Organizer to benefit and safeguard the value of the Event as a whole.


6.1 Subject to the Sponsor complying with the provisions of this terms and conditions, the Event Organizer hereby grants the Sponsor a non-exclusive, non-transferable, royalty-free, revocable, worldwide license for the period of time between the date of the Agreement and the end of the Event, to use the Event Organizer Branding solely and strictly for the purpose of reasonably promoting, marketing and advertising its participation in the Event.

6.2 Subject to the Event Organizer complying with the provisions of this terms and conditions, the Sponsor hereby grants the Event Organizer a non-exclusive, non-transferable, royalty-free, revocable, worldwide license, to use the Sponsor Branding solely and strictly for the purpose of promoting, marketing and advertising the Event and the Sponsor’s involvement in the Event.


These terms and conditions will be governed by the laws of Portugal and such federal laws of Portugal applicable in Portugal and disputes under or in connection with them shall be subject to the non-exclusive jurisdiction of Courts of Porto.


Neither party shall use, copy, adapt, alter, disclose or part with possession of any information or data of the other party which is disclosed or otherwise comes into its possession directly or indirectly as a result of this Agreement and which is of a confidential nature (“Confidential Information”) except as strictly necessary to perform its obligations or exercise its rights under this Agreement PROVIDED THAT this provision shall not apply to Confidential Information:

i. Which the receiving party is able to prove was already in its possession at the date it was received or obtained or which the receiving party obtains from some other person with good legal title to the same or which is independently developed by or for the receiving party; or

ii. Which comes into the public domain otherwise than through the default or negligence of the receiving party; or

iii. Which the receiving party is required to disclose by law or applicable regulatory authority.

In all cases each party shall inform the other party immediately upon becoming aware or suspecting that an unauthorized person has become aware of Confidential Information, or that an unauthorized disclosure of Confidential Information has been made.

Each party shall ensure that its personnel, sub-contractors and agents who have, or may have, access to the Confidential Information are bound by an undertaking in substantially the same terms as this Clause 8. The provisions of this Clause 8 shall continue in force not with standing termination or expiry of this Agreement.


This Clause 9 sets out the entire liability of the Event Organizer (including any liability for the acts or omissions of its employees, agents and sub-contractors) to the Sponsor in respect of:

i. Any breach of this Agreement;

ii. Any use made by the Sponsor of the Sponsorship; and

iii. Any representation, statement or tortious act or omission (including negligence) arising under or in connection with this Agreement.

Neither the Event Organizer nor any of its respective agents shall be liable to the Sponsor under this Agreement, tort (including negligence and breach of statutory duty) or otherwise for any loss of profits (whether direct or indirect), revenue, goods, use, anticipated savings, goodwill, reputation or business opportunity or for any indirect, incidental special or consequential loss arising under this Agreement (whether or not reasonably foreseeable and even if it had been advised of the other incurring the same).

The Event Organizer’s total liability in contract, tort (including negligence or breach of statutory duty) or otherwise arising in connection with this Agreement shall be limited to the total Fees paid by the Sponsor for the relevant Event in connection with which such liability arises.

All warranties, conditions and other terms implied by statute or common law are, to the fullest extent permitted by law, excluded from this Agreement.

Nothing in this Agreement purports to exclude or limit the Sponsor’s liability for death or personal injury as a result of its negligence, fraud or fraudulent misrepresentation or any liability that cannot be excluded by law.

The Sponsor shall on demand indemnify and keep indemnified the Event Organizer against all costs, claims, demands, proceedings and losses whatsoever made against or incurred by the Event Organizer, its employees, agents or contractors as a result of any breach of any term(s) of this Agreement by the Sponsor, its agents, contractors or employees.

     10. GENERAL

i. Assignment: The Sponsor shall not be entitled to assign, transfer or delegate to a third party, any rights or obligations of the Sponsor arising under this Agreement. The Event Organizer shall be entitled to assign the benefit (subject to the burden) of this Agreement without notice to or consent from the Sponsor.

ii. Notices: Any notice required or permitted to be given by either party to the other under this Agreement shall be in writing and may be given by email to info@epmgroup.org
Any notices served on the Sponsor to the details provided by the Sponsor at the time of executing the contract shall be deemed as correctly notified.

iii. Set-off: The Event Organizer reserves the right to set off any indebtedness of the Sponsor to the Event Organizer against any indebtedness of the Event Organizer to the Sponsor.

iv. No waiver: No waiver by the Event Organizer of any provisions of this Agreement or any of its rights under this Agreement shall have effect unless given in writing and signed by any director of the Event Organizer. The Event Organizer’s rights shall not be prejudiced or restricted by any concession, indulgence or forbearance extended to the Sponsor.

v. Cumulative remedies: No remedy conferred by any of the provisions of this Agreement is intended to be exclusive of any other remedy, except as expressly provided, and each and every remedy shall be cumulative and shall be in addition to every other remedy given under this Agreement or now or hereafter existing in law or in equity or by statute or otherwise.

vi. Headings: The headings in this Agreement have been inserted for reference only and do not affect their interpretation.

vii. Relationship: Nothing in this Agreement shall create a relationship of landlord and tenant between the Event Organizer and the Sponsor or give the Sponsor any estate or interest at the Event.

viii. Severability: The provisions contained in each clause, and sub-clause of this Agreement shall be enforceable independently of each of the others and its validity shall not be affected if any of the others is invalid. If any of those provisions is void but would be valid if some part of the provisions were deleted, the provision in question shall apply with such modification as may be necessary to make it valid.

ix. Supplementary regulations and instructions: Notwithstanding any other provision of this Agreement, the Event Organizer reserves the right to issue supplementary regulations or instructions in addition to those in this Agreement to ensure smooth management of the Event. Any additional written regulations or instructions shall be deemed to form part of these terms and conditions and shall be binding on the Sponsor.

     11. Privacy Policy

Information supplied to the Event Organizer may be used for publication (where the Sponsor provides details for inclusion in the Event directory or catalogue and website) as well as to provide the Sponsor with services and also information about the Event Organizer’s products or services in the form of direct marketing activity by phone, fax or post.