Terms of Use

and Personal Data Protection

General Terms of Use for Building Facilities and Collaboration with the Eugenides Foundation.

Those interested in organizing a conference, event, or seminar at the Eugenides Foundation’s facilities should be aware that:

The Eugenides Foundation makes its facilities, along with their equipment, available for a fee: Amphitheater, Lecture Hall, Meeting Room, 1st^-floorPeristyle, 2^nd-floor colonnade, Ceremony Hall, and Planetarium (exclusively for screenings of its scheduled program). All of the aforementioned premises are the exclusive property of, and are under the exclusive ownership and possession of, the EF.
A specific staff member from the relevant Conferences and Events Working Group at the Institute is responsible for communicating with the Organizer and monitoring the preparatory work.
Only equipment belonging to the Institute may be used in the rooms and spaces designated for seminars, events, and conferences. As an exception, in the event that the Organizer provides additional technical equipment, the Organizer itself is responsible for and operates such equipment.
The Eugenides Foundation provides translation booths and interpreters. Regarding the Organizer’s use of these receivers for its conference attendees, the Organizer bears full responsibility for them and is required to post the terms of use for the translation receivers at the conference secretariat. In the event of the loss of interpretation receivers during the conference, the Organizer must pay the Eugenides Foundation the sum of twenty (€20) per receiver as compensation for the loss.
The technical staff of the EFis solely responsible for the technical support provided in the conference venues.
Any interested party wishing to organize a conference / event at the EF’s premises must submit the layout plan for the exhibition space (plan of exhibition areas, booths, and exhibits) to the Foundation for approval.
If a seminar, event, or conference is canceled more than two months prior to the event date, 15% of the total fee will be charged. If the event or conference is canceled less than two months but more than 15 days before the event date, a fee equal to 30% of the total charge will be assessed. If the cancellation occurs less than fifteen days in advance, the organizer is liable for the total amount of payments made up to that point.
The Organizer must inform the EF and obtain its approval regarding the content of the exhibits or performances it presents at the EF. The aforementioned approval by the EF does not imply endorsement or recognition of the content of any given presentations, performances, exhibitions, and other events held by the respective organizer at the venue. The EF reserves the right to immediately remove exhibits or suspend performances.
The EF reserves the right to refuse to host or exhibit items or objects, or to present performances, that offend public decency or are inconsistent with the EF’s ethos. The content of the presentations at each conference, event, or seminar, as well as the profile of any sponsors, must be consistent with the prestige, character, and tradition of the Institute. It is not permitted to present in a positive light any issues related to: the use of weapons and other war-related themes, as well as the consumption of alcohol, tobacco products, war games, and pornographic material. The IE reserves the right to refuse to host or exhibit exhibits or objects, or to present performances that offend public decency or are inconsistent with the EF’s ethos.
The Organizer is prohibited from selling any kind of item on the premises of the EF. As an exception, and in the event of the sale of any item within the leased premises, the Organizer, at its sole responsibility, must maintain and provide all legally required tax documents. In the event of a failure to comply with this condition, the respective Organizer shall be solely and exclusively liable to any party and to the authorities, and the EF shall bear no liability whatsoever.
Each organizer is responsible for providing administrative support for their event, transporting their conference equipment and materials, arranging translation and interpretation services, the use of the cloakroom, and all partners and subcontractors involved in the preparation and execution of the seminar or event/conference.
Delays in the conference schedule beyond those specified are not permitted. If the event exceeds the agreed-upon time, the EF will ask the Organizer to vacate the conference room within 20 minutes. In any other case, the Foundation reserves its legal rights.
The EF assumes no liability for any damage or loss that may be caused to the Organizer or to a third-party visitor as a result of events arising from force majeure (including, but not limited to: earthquake, fire, terrorist act), as well as any interruption—whether emergency or otherwise—of public utility services (PPC, EYDAP, etc.), telephone service, and internet service, during the dates specified above. Specifically regarding electricity, it should be noted that the IE provides an electric generator that is activated when there is a power outage caused by the Public Power Corporation (DEI) and remains operational for as long as the outage lasts or the generator has power.
The Organizer is liable to pay compensation both to the EF and to third-party visitors or employees of the EF for any damage caused by any negligence on the part of the Organizer or its agents. EF has the right to seek recourse against the Organizer if it is required to pay any compensation for the above reason.
The Organizer is prohibited from granting third parties the right to use the premises and the associated equipment, as well as from changing the intended use for which the agreed-upon grant of use was made.
The Organizers are required to keep the premises of the assigned seminar/ event / conference, and are liable in all cases for any damage, damage, and loss that may occur, both to the premises and to the provided equipment, during the seminar / event / conference.
At the conclusion of the seminar/event/conference, the Organizer must return the use of the facilities and equipment to the EF, in the same excellent condition in which they were received; otherwise, the Organizer shall be liable for any damages incurred by the EF as a result of the failure to return the agreed-upon space and equipment in a timely manner.
The EF's facilities are accessible and welcoming to people with mobility impairments. The EF premises feature elevators—both inside and outside the building—wheelchairs, and specially designed restrooms (Accessibility Chain). Guide dogs for the blind are welcome.
Smoking is prohibited in all areas of the EF.

Construction, Installations, and Transportation

Any organizer wishing to hold a conference, event, or symposium on the premises of the Eugenides Foundation must submit the following to the Foundation for approval: a layout plan for the exhibition space (plan of exhibition areas, booths, and exhibits).
The respective Organizer is responsible for the transportation, assembly, and disassembly of exhibition materials, as well as the setup and takedown of booths, all types of exhibition infrastructure, and other equipment in connection with the seminar, event, or conference.
It is prohibited to post and/or hang any objects on the walls, both inside and outside the building, as well as on its ceilings. For indoor venues, the organizer builds special freestanding structures. Exhibit stands accompanying a seminar, event, or conference should be lightweight, up to 2.60 meters in height, cause no damage or disruption, and not obstruct the public’s free access to and movement within the Foundation’s premises. In addition, carpentry, welding, and other construction-related work are not permitted on the Institute’s premises.
It is not permitted to block access points, entrances, and exits (doors, elevators, stairwells) in any way throughout the entire premises of the EF.
All decoration and setup work for the exhibition spaces must be completed two (2) hours before the start of the exhibition. The organizer shall use these spaces in compliance with health, police, and municipal regulations, and must be conducted in such a way as not to compromise their safety and appearance, nor the peace, work, safety, and public decency of neighboring property owners, as well as the employees and visitors of the IE.
The construction or placement of promotional or advertising materials is not permitted in the outdoor areas of the EF.
The Organizer is permitted, at its own risk, to transport equipment to the EF premises for use in connection with its operational and/or exhibition needs. In this case, the EF bears no responsibility for any loss, damage, or malfunction of the above items. The Organizer bears sole responsibility for the lawful and safe transport, storage, use, and return of these items.
Third parties are not permitted to install electrical systems on the EF premises. Only the Institute's technical staff is responsible for the technical support provided in the Institute's conference facilities.
The use of flammable materials or related items (e.g., decorative candles) is prohibited due to the risk of fire.

Catering

The choice of a catering provider is at the discretion of the respective Organizer.
In particular, the use of any area other than the kitchen (1^stfloor) for the preparation and/or storage of food or beverages. Food preparation is not permitted on IE premises. However, it is possible to reheat prepared food in the kitchen (1st floor) or to use simple food warmers. Under no circumstances is the use of propane tanks or any heating device other than those mentioned above, or special heating candles (tea lights), permitted.
The use of flammable materials or related items (e.g., decorative candles) is prohibited due to the risk of fire.
Storage and catering are the responsibility of the Organizer, provided that all health and other relevant regulations are complied with, and the transportation of food is carried out in the Organizer’s name and accompanied by all necessary supporting documents. The Organizer shall use these spaces in compliance with health, police, and municipal regulations, and must be conducted in such a way as not to compromise their safety and appearance, nor the peace, work, safety, and public morals of neighboring property owners, as well as the employees and visitors of the EF.
The consumption of beverages (including soft drinks and coffee) and food is permitted only in the areas of the EF that have been expressly designated for this purpose. Drinks, soft drinks, coffee, and food are not permitted in the rooms and areas where the seminar, event, or conference is being held.
The organizer is responsible for the collection and removal of waste generated by the catering services for each conference. The designated gathering area is indicated by the cleaning shift supervisor on duty.

Communication – Branding – Use of Logos

The construction or placement of promotional or advertising materials is not permitted in the outdoor areas of the EF.
The Organizer prohibits any use of the EF logo in any manner without the express prior written consent of the EF. If the EF grants approval for the use of its logo, the material on which the logo will appear must be submitted to the EF for review prior to any use of the logo.
The use of the name “Eugenides Foundation” and the Planetarium for the purpose of publicizing, advertising, or promoting a seminar, event, or conference is not permitted without the prior consent of the Eugenides Foundation.
The EF is listed as the venue in the informational brochures and invitations for seminars, events, and conferences as follows: Eugenides Foundation, Ave. 387 Syggrou Ave. Faliro 17564. When using the Planetarium, the citation should be as follows: New Digital Planetarium of the Eugenides Foundation, 11 Pentelis St., P. Faliro. For any clarifications, organizers are asked to contact the EF.

Other Terms & Privacy Policy

The IE records the proceedings of the conference solely for security purposes, but no records are kept, and no copies are provided. After the conference ends, all data is deleted. If a speaker registration service provided by an external partner of the Organizer is used, the EF does not record the proceedings and/or speeches and assumes no liability. The EF informs the organizer that no relevant records are kept and that no copies of the relevant material are provided. If the Organizer intends to video record the conference using its own equipment, the Organizer must comply—prior to the conference—with all of the EF’s procedures regarding permits, public notification, etc., and the EF shall bear no responsibility whatsoever.
The EF has a closed-circuit security camera system in place for security purposes only; no records are kept, and no copies are provided.
EF retains full ownership of all documents, movable and immovable property that it has provided to the organizer and is obligated to return all of the above immediately, either upon the expiration or termination of the contract jointly signed by the parties or at any time upon request by EF.
The duty of confidentiality for both parties shall remain in effect even after the expiration or termination of the contract jointly signed by the EF and the Organizer, for as long as the relevant information remains confidential and may not be disclosed.
Both the EF and the Organizer undertake to comply with the obligations arising from the legislation (national and European/Community) regarding the protection of individuals with regard to the processing of personal data, as well as all decisions and directives of the Personal Data Protection Authority. If a speaker registration service provided by an external partner of the Organizer is used, the Institute does not record these proceedings and/or speeches and bears no responsibility whatsoever.
If the Organizer uses its own equipment to film the event, the Organizer must comply—prior to the event—with all procedures regarding permits, public notification, etc., as set forth by the EF, which bears no liability whatsoever. EF informs the Organizer that no relevant records are kept and that no copies of the relevant material are provided. The EF informs the Organizer that in the Amphitheater, seats 1 through 4 in Row B and seats 1 through 4 in Row C are marked as areas where video recording is prohibited. If the Organizer videotapes the event, it is the Organizer’s responsibility—and in compliance with data protection laws—to refrain from videotaping these specific areas, and the EF bears no liability whatsoever in the event of such recording.