Exhibiting terms and conditions

EXHIBITORS, EXHIBITS

Admitted as exhibitors are manufacturers, importers, exporters, representatives, vendors that provide services and products that comply with the topics of the attended event. Exhibits must be summarized and assigned in groups of products in the F3 form.

Products (copies, counterfeit etc.) that don’t comply with regulations that protect industrial and intellectual property available in Romania, will not be admitted as exhibits at ROMEXPO.

The exhibitor must obtain the permit provided by the law for the products and services presented. Selling products and services is allowed only according with the Romanian laws. The exhibitor is responsible for respecting the law.

Participation in fairs and exhibitions organized by ROMEXPO is based on Special Conditions and General and Technical Conditions that will be acquired by the exhibitors prior to the event they participate.

REGISTRATION AND PARTICIPATION

2.1. Exhibitors shall complete and submit the F1 form and ROMEXPO will send the invoice and allocation proposal.

2.2. If ROMEXPO cannot provide the required space it will provide alternatives. Area allocated by mutual agreement may vary to the one requested, or participation may be refused by the organizer.

2.3. Space location will be made on a “first come, first served” principle.

2.4. Confirmation of exhibitor’s rented space will be the payment of 30% of the invoice within the date stipulated and informing ROMEXPO of the payment.

2.5. If the exhibitor fails to pay 30% from the invoice within the date stipulated, the rental space reservation becomes invalid and the registration procedure must be repeated again.

2.6. ROMEXPO will not grant access to exhibitors within the allocated area if they have not fully paid the issued invoices.

WITHDRAWAL FROM THE FAIR

If after concluding the contract and the payment the exhibitor cancels participation then:

  • 30% of the total paid amount will be retained if exhibitor cancels within 60-45 days before the fair’s opening;
  • 50% of the total paid amount will be retained if exhibitor cancels within 44-30 days before the fair’s opening;
  • 70% of the total paid amount will be retained if exhibitor cancels within 29-15 days before the fair’s opening
  • 100% of the total paid amount will be retained if exhibitor cancels within less than 15 days before the fair’s opening;

The contract is canceled and the amount already paid by the exhibitor will be retained under the title of, damages for pecuniary and moral damages according to the above terms.

TERMS AND PAYMENT

4.1. For rented space with standard stand (F1 – D1 form) according to art.2

4.2. For rented space with customized stand: 30% within 10 days from the date of the project and price offer confirmation, and the remaining 70% within 10 days before the beginning of the event. If the exhibitor does not pay the remaining 70% of the customized contracting stand, he will lose the 30% deposit paid and the stand construction will not be executed.

Payment of the invoice stipulated in art. 4.1 and 4.2 will be made by bank transfer before taking over the stand (in advance) in one of the following bank accounts:

RO47BRDE445SV41553044450 – SWIFT CODE BRDEROBU – BRD DOROBANTI BRANCH (EUR)

RO29RNCB0067004778810003 – SWIFT CODE RNCBROB – BCR DR.FELIX BRANCH (EUR)

The exhibitor will be able to use the stand only after the integrally payment has been confirmed.

4.3. The payment for the services ordered during of the construction and dismantling period is made at the cash desk only with credit card or cash.

CO-EXHIBITORS

6.1. Co-exhibitors are those firms represented in a stand with its own personnel and exhibits together with the main exhibitor.

6.2. Participation of co-exhibiting companies is accepted after filling the F4 Form by the Exhibitor. Coexhibitor enjoys the same conditions as the main exhibitor. If co-exhibitor is not registered, the main exhibitor will pay a surcharge of 150 Euro + VAT/company compared to the rate in the form F4.

6.3. In accordance with regulations admission, co-exhibitors may be introduced in the catalogue with their completed company information if the full rates related have been paid and required documents have been received by the specified deadline (see Form F4). For the participation of a coexhibitor a registration charge of 100 EUR/co-exhibitor + VAT is to be paid.

This charge includes the following:

  • The introduction of co-exhibitor in the event catalogue
  • Introducing in the visitors information system
  • A free copy of the official catalog of the exhibition
  • 2 free pedestrian access cards
  • Invitations to the opening ceremony and cocktail

ADVERTISING WITHIN THE EXHIBITION CENTER

7.1. Exposure and distribution of leaflets and promotional materials is free in the surface rented by the exhibitor (own stand). This activity can be made outside the stand only against payment, by completing the S12 For

Advertising is limited to the promotion of exhibitor products, will not violate the legal provisions and will not have political or ideological character. Comparative advertising is not allowed. The organizer has the right to remove, without exhibitor’s agreement, markings, advertising and other forms of advertising made inside or outside their own stand, if it considers that they are not in accordance with the Romanian legislation, the participation conditions or if it bothers other exhibitors.

7.2. Romexpo reserves the right to prohibit the display or distribution of advertising materials that could give rise to the offense of other exhibitors and will address measures that will seize during the event, all stocks of advertising materials.

7.3. Advertising in optical media, mobile, sound (up to 60 dB) is allowed only if exhibitors does not bother neighbors and does not cover the sound of Pavilions (radio ads, etc.). In violations of these provisions, Romexpo reserves the right to interfere and stop the advertising transmission. Exhibitors will have to comply with the Provisions of Copyright.

SECURITY. LIABILITY

8.1. Romexpo provides general daily security outside the pavilion and its outdoor area without being held responsible for the safety of products on display. Property or personal insurance is recommended. This can be done by specialized companies at the necessary fees.

In case of any theft, the exhibitor must reclaim the incident at Police. Exhibitor is responsible for the security of goods during the daily schedule, in accordance with art. 5.1.

8.2. Exhibitors will comply with fire prevention laws, laws that help prevent work accidents and the ones reffering to possible damages caused on the territory of Romexpo Center by visitors or exhibitors, according to the Romanian Civil Code. Smoking within indoor areas is strictly prohibited. Smoking is permitted only in specially designated outdoor areas.

INTERN AUTHORITY

9.1. Romexpo has full authority during the exhibitions held in the Exhibition Center, from the beginning of construction period until the end of dismantling period. Romexpo reserves the right to issue instructions. Romexpo reserves the right to make audio/video records within the exhibition area, in order to be used for promotion purposes.

FORCE MAJEURE

10.1. Force majeure, agreed as being that event that is unpredictable and unavoidable, released after the conclusion of the contract and that prevents the party or parties to fulfill the obligations assumed by contract, is exempting from liability the party that invokes it, from a claim under the law conditions. The case of force majeure shall be communicated by the interested party within 2 (two) days of its appearance and will be confirmed by official documents authenticated by the Chamber of Commerce and Industry of Romania. Documentary evidence proving the existence of force majeure will be presented to the other party within 5 (five) days from the date they are issued by the Chamber of Commerce and Industry of Romania.

10.2. Termination of a force majeure event, confirmed by the Chamber of Commerce and Industry of Romania, will be immediately communicated to the interested party.

10.3. Parties undertake to make all possible efforts to limit the temporal effects of force majeure. A trade fair can be canceled or the date of opening/ closing can be delayed in case of force majeure. The organizer will inform exhibitors in five days from the appearance date of force majeure

LITIGATION

11.1. Unsolved disputes arising out from this contract will be referred to the International Commercial Arbitration Court at the Chamber of Commerce and Industry of Romania, with the application of the Rules of Arbitration of the Chamber, Article 4 of European Convention on International Commercial Arbitration Court, signed at Geneva on April 21, 1961.

The parties undertake to carry out the court’s decision which is final and binding.

These Special Conditions are to be completed with the Technical and General Conditions of Fairs and Exhibitions organized by Romexpo Exhibitions Center.