Terms and Conditions for Registration and Participation at the Optimeet Expo Copenhagen 2025, organized by Optimeet, Jernbanevej 4A, 1st floor, 2800 Kgs. Lyngby, CVR no.: 32648207. (hereinafter referred to as “the organizer”, “we”, “our”, or “us”). Through the digital event platform Goodiepack ApS, Kjellerupsgade 24, 9000 Aalborg, CVR number: 37197572.
Jurisdiction Court
This agreement is governed by and shall be interpreted in accordance with Danish law. Any dispute arising in connection with this agreement, which cannot be resolved generally, shall be brought before the Copenhagen City Court.
1.0 General
1.1. The Optimeet Expo Copenhagen is a closed trade fair reserved for meeting and event planners and anyone involved in booking, organizing, and coordinating meetings, events, courses, conferences, etc. You must therefore register for the Optimeet Expo Copenhagen under the correct category.
1.2. We aim to make the Optimeet Expo Copenhagen a positive and enjoyable experience for all guests and exhibitors, both before, during, and after the expo. Therefore, we have listed a series of conditions/guidelines for participation below. These terms also provide you with an overview of how we use the data you submit when registering. At the same time, we comply with applicable and upcoming data processing laws.
1.3. The agreement for participation is between you and the organizer. The event platform Goodiepack ApS solely provides the digital event platform for use in connection with this event. Goodiepack assumes no responsibility for the content of the event, any deficiencies, or other related issues regarding its holding or cancellation, as this responsibility rests with the organizer.
1.4. These terms apply to the Optimeet Expo Copenhagen 2025 and must be read and accepted when registering.
2.0 Confirmation
2.1. Registration for the Optimeet Expo Copenhagen 2025 is free of charge and valid once you have received a confirmation email. Your registration is binding, and we will allocate speakers and activities in expectation of your attendance.
2.2. We review all registrations and reserve the right to reject individuals who, upon request, cannot demonstrate that their work involves booking, organizing, and/or coordinating meetings, events, courses, conferences, are students or suppliers relevant to the expo, or similar.
2.3. Once your registration is completed and approved, you will receive a confirmation via email and possibly SMS, confirming your registration for the Optimeet Expo Copenhagen 2025. In the confirmation email, you will find your personal ticket with a QR code, which you must bring and present upon arrival at the expo. This access must not be copied or used multiple times to grant access to others.
3.0 Cancellation
3.1. If, unexpectedly, you are unable to attend, please cancel by 8:00 AM on March 19, 2025 at the latest. You can cancel by notifying the organizer or using the link in your confirmation email.
4.0 Marketing/Sales/Job Search
4.1. During the expo, exhibitors do not wish to be contacted by suppliers or job seekers. Therefore, it is prohibited to apply for jobs with exhibitors or to market/sell products/services to exhibitors during the expo. Violations of this rule will result in immediate expulsion.
5.0 Postponement or Cancellation by the Organizer
5.1. As the organizer, we reserve the right to change or cancel the Optimeet Expo Copenhagen if there are insufficient registrations or other circumstances arise as detailed in point 5.2. In such cases, you will be notified directly via the email you provided.
5.2. Unfortunately, situations may arise that force the organizer to cancel the event, such as illness, weather conditions, or other unforeseen circumstances, making it unreasonably difficult to carry out the event. The organizer also reserves the right to change the event’s date, time, location, and make minor changes to the event’s content. If changes occur, the organizer will inform you of these as promptly as possible.
The organizer cannot be held responsible for any indirect or direct losses related to cancellations or changes.
6.0 Privacy Policy
6.1. General
By accepting these terms, you consent to the processing of your personal data as described herein. The organizer is the data controller and handles your personal data in accordance with applicable legislation. Providers of the event system, Goodiepack ApS, and the provider of name badges and arrival scanning, Ticketbutler ApS, are data processors. This means that the responsibility for processing your personal data lies with the organizer, and any inquiries should be directed to the data controller as detailed in point 8.1.
6.2. Purpose and Use of the Goodiepack Event Platform
The organizer uses the Goodiepack event system to manage and handle registrations for the expo, as well as to send and provide information via emails, SMS, and push notifications to participants regarding the Optimeet Expo Copenhagen 2025. When registering or otherwise using Goodiepack, your entered information is transferred and stored in Goodiepack’s event platform. The organizer of the Optimeet Expo Copenhagen has access and right of use to all data that is provided in connection with registration and when using the platform.
6.2.1. Your personal Expo Site via Goodiepack
As a participant, you will have access to your own personal Expo Site via Goodiepack, where you can stay updated with the program, practical information, ask questions to speakers, receive push notifications, and possibly integrate with your smartphone calendar.
In your personal Expo Site via Goodiepack, you can use a function to schedule meetings with exhibitors. You can also chat with exhibitors and other participants via your personal Expo Site. By using the meeting schedule and chat functions, you consent to your contact information being shared with the exhibitors and participants you interact with.
6.2.2. Cookies
Goodiepack’s registration form and other functions in the Goodiepack event system use cookies, which are text files used to recognize users’ computers and logins, in order to provide necessary services related to the platform’s purpose.
6.3. Registration
You register for the Optimeet Expo Copenhagen 2025 via the Goodiepack registration system either in advance or upon arrival. The organizer collects the personal information you entered in the registration form, which is necessary to provide the services related to your registration and participation, as well as for basic information and statistical purposes. These are typically general personal details such as name, title, company/organization, email, etc.
7.0 Data Processing
In some cases, we may ask for specific information, such as food and allergy considerations.
7.1.1. Arrival Registration and Face Recognition
Upon arrival, you will be registered through Ticketbutler’s arrival scanning tool by scanning your unique QR-code. Additionally, as a participant, you may choose to use check-in with face recognition through the system Noticket. Noticket is a subcontractor to Ticketbutler, and data such as your name and email will be shared with Noticket to invite you to use the face recognition check-in tool. This option is not required for participation but offers you the opportunity to try new technology. By opting into Noticket, you consent to share your entered data with Noticket, who will then be the data controller for the data you provided during registration.
7.1.2. Name tag and Scanning of Your Personal QR Code
Your name tag is generated with relevant participant information and a QR code via the partner Ticketbutler. Upon arrival at Optimeet Expo Copenhagen, you will receive your name tag marked with the category under which you registered. The name tag must be worn visibly throughout your visit. Your personal QR-code provides access to your entered contact details, which must be scanned for entry to the expo and activities.
If you allow your name tag to be scanned by, for example, an exhibitor, you consent to the exhibitor accessing your contact details, which may be used for follow-up after the event, just as if you had handed them your business card. The organizer is not responsible for communication that may come from exhibitors as a result of this. Any complaints should be directed to the respective exhibitor.
7.1.3. Digital Wardrobe
At the expo, you can use the digital wardrobe system managed by Keypitt ApS. The system is accessed via a link or by entering your phone number, either before or at the event. By registering through Keypitt’s platform, you have actively accepted their terms. By creating your Keypass in Keypitt’s platform, you consent to sharing your entered data with Keypitt, who will then be the data controller for the information you provided.
7.2. Photography and video recordings
The Optimeet Expo Copenhagen is a big event that many – including the organizer – want to document in the form of photos and videos. Photographers and film crews will therefore be present at the expo. It is up to the visitor to tell these photographers and film crews if they do not want to be photographed/filmed. In connection with the publication of photos and videos from the expo, the Optimeet Expo Copenhagen follows the rules found in relevant legislation, including the rules on situational images. The Optimeet Expo Copenhagen cannot be held responsible for the publication of photos and videos from the expo by other media, stakeholders and exhibitors.
8.0 Consent
By registering for the Optimeet Expo Copenhagen, you allow that the Optimeet Expo Copenhagen, Optimeet, Goodiepack ApS (CVR no. 37197572), and Ticketbutler ApS (CVR no. 38404687) can send you messages (e.g., emails, SMS, MMS, notifications, push messages, and widgets) and can contact you by phone or email regarding relevant products, campaigns, competitions, and marketing – including via apps, social media, the internet, and other digital channels. The legal basis for processing is the Danish Marketing Act section 4, subsection 1.
The purpose of collecting your personal information is both to offer access to the expo and to enhance the user experience, as well as to conduct targeted marketing. The legal basis for the processing is the EU Personal Data Regulation Article 6, paragraph 1, a.
By registering, you also consent to the transfer of your information to external partners who process data on behalf of the Optimeet Expo Copenhagen, affiliated companies, and Optimeet. We use external partners for technical operations and systems. These companies are data processors under our instructions and process data for the purpose of fulfilling the agreement with us. Data processors may not use the data for any purpose other than fulfilling the agreement with us. We have signed data processing agreements with all data processors who process personal data on our behalf.
Please note: You have the right to withdraw your consent, and if you wish to do so, you must contact the organizer as outlined in section 8.1.
8.1. The rights of the data subjects
Under the Data Protection Regulation, you have several rights regarding the processing of your data. If you wish to exercise your rights, please send us a request.
Right to access: You have the right to access the information we process about you, as well as other relevant information.
Right to rectification: You have the right to have any inaccurate data about you corrected.
Right to deletion: In certain cases, you have the right to have information about you deleted before the time of our normal general deletion occurs.
Right to restriction of processing: In certain cases, you have the right to have the processing of your personal data restricted. If you have the right to have the processing restricted, we may in future only process the information – apart from storage – with your consent, or for the purpose of establishing, asserting or defending legal claims or to protect a person or important public interests.
Right to object: In certain cases, you have the right to object to our or lawful processing of your personal data.
You can also object to the processing of your information for direct marketing.
Right to transmit information (data portability)
In certain cases, you have the right to receive your personal data in a structured, commonly used and machine-readable format and to have this personal data transferred from one data controller to another without hindrance.
You can read more about your rights in The Danish Data Protection Agency on the rights of data subjects, which you can find at www.datatilsynet.dk/english
The request must be made in writing (with signature) and contain your name, address, telephone number and e-mail address. You can also contact Optimeet if you believe that your personal data is being processed in violation of the law or other legal obligations.
Requests should be sent to:
Optimeet
Jernbanevej 4, 1st floor
2800 Kgs. Lyngby
Attn: Ole Sorang
E-mail: [email protected]
Optimeet may reject requests that are either unreasonably repetitive, require disproportionate technical intervention (for example, to develop a new system or significantly change an existing practice), affect the protection of the personal information of others, or in situations where the requested action must be considered extremely complicated (for example, requests for information that only exists as backups).
Finally, you have the right to object to our processing of your personal data at any time, and the right to send a complaint to The Danish Data Protection Agency if you are dissatisfied with our handling of a complaint. (The Danish Data Protection Agency, Carl Jacobsens Vej 35, 2500 Valby, phone.: +45 33 19 32 00 or via e-mail: [email protected])
Contact information
OPTIMEET Messen
VAT Identification Number: 32648207
Phone number: +4570221173
www.optimeetmessen.dk
Updated at: 20/11/2024 12:34