Participation Conditions
1. Organizer
KAROM Sp. z o.o.
THE OFFICE OF THE TRADE FAIRS’ ORGANIZER:
ul. Na Skarpie 4, 05-530 Czersk, POLAND
tel./fax +48 (22) 757 00 67
e-mail: targi@forcamp.eu www.forcamp.eu
2. Location of Trade Fairs
Trade Fairs and Congress Center MT Polska
Ul. Marsa 56c, Warsaw, Poland
3. Date of Trade Fairs
22-23th October 2011
Hours of operation: 10 a.m. to 6 p.m.
4. Participation Application
The participation might be only confirmed on the PARTICIPATION APPLICATION CARD, filled out in a correct way and signed by the person authorized to sign contracts. The application of participation in trade fairs can only refer to the applying company. The original must be sent by mail to the organizer:
KAROM Sp. z o.o.
ul. Na Skarpie 4,
05-530 Czersk, POLAND
e-mail: targi@forcamp.pl
Minimum space of the ordered exhibition area is 12 m2.
5. Confirmation of participation, conclusion of the contract
Sending the filled out participation application, issuing confirmation of participation and reservation of exhibition space based on that, shall stand for conclusion of the contract between the Exhibitor and the Organizer. The following Participation Requirements constitute the attachment to the contract. The confirmation of the participation and reservation of the exhibition space shall be executed in writing and shall concern only the applying company. The exhibitor may not transfer the rights resulting from the Contract on the third party. The Organizer, after conclusion of the contract, may make change of the location of some stands, entrances, exits or some passages. The Organizer reserves the right to withdraw from the concluded contract if the amount due for participation in trade fairs shall not be received on the date defined in paragraph 8, at the same time depriving the Exhibitor of the right to claim any damages arising thereon.
5.1 Reservation of the exhibition space
Reservation of the exhibition space takes place based on the filled out and sent FORM 1 (Application Card of Participation). The location of the exhibition space depends on the presented product line. Requests of the Exhibitor concerning the exhibition space will be fulfilled by the Organizer whenever possible.
The organizer shall take all the measures to make the Trade Fairs successful and organize them following the best practices.
6. Cancellation of the participation
The Exhibitor has the right to cancel his application before the deadline of the payment of proforma invoice. The exhibitor withdrawing from the concluded contract after the deadline of the payment of proforma invoice, shall pay the proforma invoice in total as well as other costs that occurred during the term of the contract. The above requirement remains in force even if the exhibition space is allocated to another Exhibitor.
7. Participation costs
Registration fee – EUR 155* covering:
– official entry into the trade fairs catalogue
– name tags for the exhibitors authorizing for free entry into the Trade Fairs space, one for every initiated 5m of the space
– invitations for the visitors
The price for rental of the exhibition space is:
EUR 65* for 1m2 of the covered exhibition space (in the exhibition hall) – basic price.
We apply significant discounts with the rental of larger space.
Exhibition space:
– rear space (open from two sides) is available from 12 m2
– additional payment of 10% to the basic price
– front space (open from three sides) is available from 24 m2
– additional payment of 15% to the basic price
– island space (open from four sides) is available from 60 m2
– additional payment of 20% to the basic price
The exhibitor can order from the organizer, the construction of the standardized stand for EUR 30 m2 or plus standard for 45* EUR/m2. The detailed information is included in form 2 (Stand Construction Order).
*Note: The prices do not include 23% VAT.
The price of rental of the exhibition space covers:
– rental of the exhibition space
– participation in the common usable space (total exhibition space minus usable space of the stands)
– maintenance of clean passages and halls (The Exhibitor is responsible for keeping the stand clean.)
– supervision of the Trade Fairs
– fire protection in duration of the Trade Fairs (starting from the beginning of assembly and ending with detaching of the stands).
– general decoration of the Trade Fairs area
– general lighting of the Trade Fairs space during the event (starting from the beginning of assembly and ending with detaching of the stands)
– information campaign and advertising of the Trade Fairs.
8. Payment Conditions
After obtaining official confirmation of the participation and exhibition space reservation, the payment shall be made to the bank account of the organizer based on the obtained proforma invoices.
Amounts due for additional equipment or other additional services shall be paid to the account of the organizer on the date defined in the proforma invoice. The condition for processing of the order is timely execution of payment. Immediately after obtaining payment resulting from proforma invoices, the organizer shall issue VAT invoice. The Organizer shall issue an invoice for the Exhibitor within 7 days from the end of the Trade Fairs for equipment and other additional services ordered during assembly and duration of the trade fairs.
The date of payment shall be the date of crediting on the account of the organizer.
9. Design and construction of stands
9.1. Stand built by the organizer
9.1.1 Standard stand or standard plus stand
The organizer shall send the proposal of the design of the stand for the approval of the Exhibitor. The design of the stand covers the elements of the arrangement ordered by the Exhibitor included in the FORM 2 (Stand Construction Order). In case the Exhibitor orders an additional equipment – FORM 6 (Catalogue For Additional Equipment), the proposal of the stand construction design shall be completed by additional elements pursuant to the order. Lack of remarks concerning the submitted proposal within 7 days from the reception thereof, is treated as an approval of the design. In case of ordering the stand in standard plus form, the Exhibitor may choose one color of the walls from 6 available: white, yellow, blue, green, claret, grey. The color of the walls is selected based on the pattern of BECKERS in NCS system. The color requires definition in FORM 2 (Stand Construction Order).
NOTE: THE WALLS WILL BE PAINTED WHITE IF THE COLOR IS NOT DEFINED.
Changes and modifications of the design announced by the Exhibitor 7 days after obtaining thereof, shall be executed according to the technical and organizational capacities with the prices approved individually.
9.1.2 Individual stand
The Organizer may execute the stand following the individual design submitted by the Exhibitor or executed the design upon the special order. The Organizer shall present the Exhibitor with the cost estimate of the provided services for approval.
9.1.3 The Organizer will charge the Exhibitor with other costs on the account of resignation from the additional equipment that was ordered and due to damages that arise because of improper use of the stand by the Exhibitor.
9.2 Stand built by the Exhibitor
9.2.1. When the arrangement of the rented exhibition space is executed by the Exhibitor, the space rental space includes the fee for wiring (supply of power up to 3 kW) for EUR + VAT. The Exhibitor may increase the power supply defining the amount of kW in the form 2 (Stand Construction Order).
9.2.2. The Exhibitor shall send the stand design for approval of the Organizer with the technical documentation.
10. Protection
10.1 The Organizer provides supervision, monitoring and protection of trade fairs at night. The Organizer shall not be responsible for lost goods during the event, unless the Exhibitor buys additional service, i.e. “Personal protection”.
11. Trade fairs Catalogue
11.1 Official entry in the catalogue covers contact information of the company in Polish and foreign languages: in total maximum 750 characters + black and white logo. The data shall be submitted in electronic form to the Organizer’s office until 15th July 2011. If the content is typed, the organizer shall not be responsible for the possible mistakes. The Organizer does not translate submitted texts into Polish. If the data is not submitted on time, the Organizer restricts the right to put only contact information in the catalogue from the Participation Submission Card.
11.2 The Exhibitor is fully responsible for the content of the entry and advertisements. Possible claims with regards thereto shall not concern the Organizer.
12. Reservations
The provisions and legal regulations of the country where the event takes place shall always prevail. If the Trade Fairs are cancelled due to force majeure, the Organizer is not responsible for any loss or damages suffered thereto by the Exhibitor. The force majeure shall be understood by the Parties as earthquakes, flood, hurricane, torrential rain, snow storms and all other examples of natural phenomena as well as military actions and terrorist attacks or justified threat of terrorist attacks. In case of not fulfilling all the formalities by the Exhibitor or not meeting the deadlines, the Organizer shall not be responsible for the organizational difficulties that resulted thereof. The Exhibitor shall respect the community provisions in force (provisions of the European Union) and the legislation of the Republic of Poland.
13. Final provisions
Claims concerning the arrangement and additional services shall be submitted in writing to the Organizer during the Trade Fairs in order to justify them. The remaining claims raised by the Exhibitor shall be submitted within 14 calendar days from the date of termination of the Trade fairs. After that, no claims shall be considered. All the disputes that might arise in reference to the Contract, the Parties shall try to resolve amicably or through Commercial Court of Law in Warsaw. The Exhibitor states that he agrees to receive information from the Organizer via e-mail within the meaning of the Act of 18th July 2002 on provision of the internet services.
Warsaw, 2011
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