General terms of participation

ROMEXPO S.A. is a private company having as main shareholder the Chamber of Commerce and Industry of Romania. ROMEXPO S.A. is a full member of UFI (Global Association of the Exhibition Industry), CEFA (Central European Fair Alliance) and CENTREX (International Exhibition Statistics Union).

The rules are clearly posted at the access points to the trade fair center and apply to all persons entering ROMEXPO’s private grounds.

1. Applications

All potential exhibitors wishing to take part in the event must express their wish to do so by fully completing and signing the “Application Form” and submitting it to ROMEXPO by the application deadline. With the application, exhibitors express to ROMEXPO their serious interest in taking part in the event as exhibitors. All exhibits must be described precisely in the application form. Co-exhibitors and additionally represented companies must be named in the application form. The same particulars must be specified as for the exhibitor.

Incomplete applications cannot be considered.

2. Eligible exhibits and exhibitors

The exhibitor accepts that the Terms of Participation and the Technical Guidelines are legally binding as soon as an application has been submitted. ROMEXPO sends the exhibitor a written placement proposal (stand offer). The exhibitor must accept this placement proposal within the set time limit. The exhibitor’s acceptance of the placement proposal represents his contractual offer, from which the exhibitor cannot withdraw once it has been received by ROMEXPO. ROMEXPO’s notice of admission also constitutes its acceptance of contract. As a general rule, the acceptance of contract occurs on the principle “first come, first served” as to provide the exhibitor with sufficient time for the appropriate preparation of his or her participation at the given event.

Exhibitors who have not fulfilled their financial obligations vis-a-vis ROMEXPO, e.g. in respect of previous events, or have infringed the regulations governing the use of the ROMEXPO Exhibitions Center and the Terms of Participation, may be excluded from admission.

ROMEXPO is entitled to withdraw from the contract or to terminate the contractual relationship without notice if admission was based on incorrect or incomplete statements by the exhibitor, or if, at a later date, the exhibitor no longer fulfils the conditions for admission.

Only such items as have been declared and admitted may be exhibited. Hired or leased items may not be exhibited. An exception is made in the case of objects which are not part of the given exhibitor’s range of goods, but which are required for the exhibitor’s display (e.g. for demonstration purposes).

Co-exhibitors may not be admitted, nor additional organisations represented, unless expressly specified in the notice of admission.

ROMEXPO reserves the right to deviate from the type, size, and location of the exhibition area desired by the exhibitor, to exclude certain exhibits from admission, and to impose conditions on admission. The exhibitor’s reservations, conditions, and particular wishes (e.g. regarding location, exclusion of competitors stand construction or design) could be taken into account only if expressly confirmed in the notice of admission.

3. Rental contract

The rental contract comes into force when ROMEXPO has notified the exhibitor in writing that he has been admitted. This generally occurs when layout planning has been completed. The allocation of the other stands, in particular of neighbouring stands, can change up until the time the trade fair opens. ROMEXPO is also entitled to relocate or close entrances to and exits from the trade fair grounds and halls, and to make other structural alterations. Exhibitors cannot make claims against ROMEXPO because of such changes. ROMEXPO may also subsequently, i.e. after the rental contract has come into force, change space allocations, and in particular change the location, type, dimensions and size of the exhibition area rented by the exhibitor, insofar as this is necessary for reasons of safety or public order, or because the trade fair is oversubscribed and further exhibitors must be admitted or because changes in assignments of exhibition space ensure that the facilities and space required for the trade fair are used more efficiently. However, such subsequent changes may not exceed the scope which the exhibitor can reasonably be expected to accept. Should such subsequent changes result in a lower participation fee, the difference in amount will be refunded to the exhibitor. Further claims against ROMEXPO are excluded.

If exhibitors cannot use their stand space or are prevented from making full use of same because they have infringed legal or official regulations or the Terms of Participation or the Technical Guidelines, they are nevertheless obliged to pay the participation fee in full and to pay ROMEXPO compensation for all damage caused by themselves, their legal representatives or employees; exhibitors are not entitled to cancel or terminate the contract unless the law specifically entitles them to do so.

The exhibitor may not move, exchange or share his stand, nor surrender it either in part or in full to such third parties as are neither co-exhibitors admitted by ROMEXPO nor additionally represented companies admitted by ROMEXPO without ROMEXPO’s prior written consent.

4. Co-exhibitors and additionally represented companies

A co-exhibitor is one who presents his own goods or services, using his own staff on the stand of another exhibitor (the main tenant). This definition includes group companies and subsidiaries. Agents and representatives are not admitted as co-exhibitors.

In the case of an exhibitor who manufactures in his own right, an additionally represented company is any other company whose goods or services are offered by the exhibitor. If an exhibitor, who is a distributor, displays not only the products of one manufacturer but also the goods and services of other companies, then these count as additionally represented companies.

Admission of the exhibitor does not mean that a contract has been concluded between the co-exhibitors registered by him for participation or other companies he additionally represents and ROMEXPO.

The participation of co-exhibitors is only allowed if they have been admitted for participation by ROMEXPO.

The participation of companies as additionally represented companies is only allowed if this is foreseen in the Special Terms of Participation and they have been admitted for participation by ROMEXPO.

Co-exhibitors and additionally represented companies may only be admitted for participation by ROMEXPO if they would have qualified for admission as exhibitors in their own right. The participation of co-exhibitors and the participation of companies as additionally represented companies is then subject to payment of the relevant charges if this is required by the Special Terms of Participation . The charge for co-exhibitors and additionally represented companies is payable by the given exhibitor; it can also be invoiced subsequently by ROMEXPO after the trade fair is over.

The exhibitor is responsible for ensuring that his co-exhibitors and other companies he represents comply with the Terms of Participation, the Technical Guidelines as well as the instructions of the Trade Fair Management. The exhibitor is liable for the debts and negligence of his co-exhibitors or additionally represented companies as if they were his own. If co-exhibitors make direct use of ROMEXPO services, ROMEXPO is entitled to invoice the exhibitor for these services. He is jointly and severally liable.

5. Cancellation of contract

If the location, type, dimensions or size of the exhibition area rented by the exhibitor are subsequently changed to the extent that the exhibitor can no longer be reasonably expected to accept the exhibition area, the exhibitor is entitled to withdraw from the rental contract within one week of receiving written notification by ROMEXPO. Otherwise, apart from his statutory rights to withdraw from the contract, the exhibitor has no right to withdraw from this contract.

Should the exhibitor declare his or her withdrawal from the given event, ROMEXPO is, irrespective of whether the exhibitor concerned has the right of cancellation, entitled to otherwise dispose of the rented space. Any exhibitor canceling his or her participation without being entitled to do so and, as such, defaulting on fulfillment of contract without good reason, is to pay ROMEXPO the participation fee if the stand space is left empty during the event or even if ROMEXPO is able to re-let the space concerned; in the latter case, however, ROMEXPO is to offset the value of the expense saved and the advantages it has gained by re-letting or otherwise using the given stand space. In addition to re-letting the stand space to another exhibitor, other usage thereof may also and above all involve ROMEXPO transferring its usage to a third party who would otherwise have been placed elsewhere to avoid giving the impression of a gap in the stand arrangement or re-designing the stand space to conceal the fact that is not occupied.

ROMEXPO is entitled to withdraw from the contract if the exhibitor fails to meet his financial obligations to ROMEXPO on time. ROMEXPO is also entitled to withdraw from the contract if the exhibitor neglects his duty arising from this contract to respect ROMEXPO’s rights, objects of legal protection and interests and ROMEXPO can no longer reasonably be expected to adhere to the contract. In the aforementioned cases, ROMEXPO is entitled not only to withdraw from the contract but also to demand from the exhibitor the agreed participation fee as flat-rate compensation. ROMEXPO’s right to claim further damages remains unaffected. The exhibitor can demand that the flat-rate compensation be reduced if he proves that ROMEXPO has sustained less damage.

6. Participation fees, right of distraint

The participation fees are calculated in accordance with the rates specified in the Application Form. Each square metre or part thereof will be included in full in the calculation, the floor area always being considered rectangular, without taking account of projections, supports, service connections and the like.

The exhibitor will usually receive the invoice for the participation fee, together with hall plan.

The participation fee, the advance payment for services and the fee for admitting co-exhibitors must be paid before occupying the exhibition area. If exhibitors have ordered ROMEXPO services, ROMEXPO is entitled to withhold such services, including the supply of electricity, water, compressed air, etc., until the exhibitor has fulfilled his financial obligations to ROMEXPO. The exhibitor has no claim to interest on the advance payment for services.

This applies in particular to obligations arising from previous events. Terms and conditions of payment are in accordance with the Special Terms of Participation ROMEXPO reserves the right to enforce its lessor’s distraint entitlement, as permitted by law, in order to secure its claims arising from the rental. The exhibitor must inform ROMEXPO at any time about the ownership of items that are exhibited or to be exhibited. If an exhibitor does not meet his financial obligations, ROMEXPO can retain the exhibits and stand fittings and, at the exhibitor’s expense, sell them at public auction or privately. ROMEXPO does not accept liability for damage to exhibits and stand fittings retained under this clause, unless ROMEXPO is guilty of intent or gross negligence.

7. Warranty

Complaints about any defects in the stand or exhibition area are to be made in writing to ROMEXPO immediately on occupying the exhibition area, but by the last day of the stand set-up period at the latest, so that ROMEXPO can remedy such defects. Later complaints cannot be considered and cannot give rise to claims against ROMEXPO.