1. General Provisions
-
-
- The provisions of these Regulations (“Exhibition Regulations”) shall be binding on all participants of the Exhibition organized by KJOW Sp. z o.o. with its registered office in Pruszków 05-803, Marii 17/25, entered in the National Court Register under the No. 0000321131 (“Organizer”).
- Sending to the Organizer by the Exhibitor legibly signed by authorized persons and properly completed Fresh Market 2024 Order Form(in electronic form by e-mail) and return confirmation of receipt by the Organizer constitutes the conclusion of a legally binding Stand Rental Agreement and obliges the Exhibitor to pay the Organizer all amounts due as specified in the Stand Rental Agreement.
- The provisions of these Regulations are an integral part of the Fresh Market 2024 Order Form (hereinafter referred to as the “Form”). The provisions of these Regulations shall apply to the Stand Rental Agreement.
-
2. Terms and Conditions of Participation in Exhibition
-
-
- An Exhibitor (hereinafter referred to as the “Exhibitor”) may be a legal person, an individual or an organizational unit granted legal capacity by the legislator, who, on the basis of the Stand Rental Agreement, presents at the exhibition a commercial offer accepted by the Organizer and consistent with the thematic scope of the exhibition.
- The conclusion of a legally binding Stand Rental Agreement between the Organizer and the Exhibitor takes place when the Exhibitor sends to the Organizer, via electronic mail (e-mail), a legibly completed and signed Fresh Market 2024 Order Form by authorized persons, and the Organizer’s confirmation of acceptance of the Application, which takes place via electronic mail (e-mail). Confirmation of the Application by the Organizer, referred to in the preceding sentence, shall take place within 3 business days from the date of delivery to the Organizer’s designated address of the duly completed and signed Application Form by authorized persons on behalf of the Exhibitor.
- The conclusion of the agreement between the Exhibitor and the Organizer, obliges the Exhibitor to:
(a) to make all payments under the concluded agreements in accordance with their provisions and within the deadlines specified in the agreement;
b) deliver by e-mail to the Organizer’s designated address all documents related to participation in the exhibition required by the Organizer. - If the Application is delivered to the Organizer after the deadline specified on the Application and in particularly justified cases, the Organizer reserves the right to refuse to accept the Application, at the same time undertaking to notify the Exhibitor thereof in writing within 7 working days counting from the date of receipt of the Application.
- The minimum exhibition area to be ordered is:
a) 6 sqm for a stand in a line of stands;
b) 6 sqm for a corner stand (open from 2 sides)
c) 6 sqm for unbuilt stand. - In the event that the Organizer refuses to confirm acceptance of the Application, the Exhibitor is entitled to a refund of all amounts paid. However, the Exhibitor shall not be entitled to any other claims on account of the Organizer’s statement indicated above.
-
3. Terms and Times of Payments
-
-
- The amount of fees for participation in the exhibition is determined each time by the Organizer. The payments specified in the agreement constitute the Organizer’s remuneration for the preparation, holding and completion of the exhibition.
- With the conclusion of the Stand Rental Agreement, the Exhibitor shall pay the full fee for the exhibition area to the Organizer’s bank account by the date specified on the VAT invoice issued by the Organizer.
- VAT invoices are issued in the currency in which the prices are expressed.
- In case of changes in the submitted Application referred to in item. 2.2. made no later than 20 days before the start date of the exhibition, the additional amount, if any, must be paid by the date specified in the invoice.
- In case of failure to meet the payment deadlines, the Exhibitor shall pay interest in the amount of 0.5% for each day of delay on the amount specified in the VAT invoice, but no more than 30% of the total services specified in the Application.
- The provision of exhibition space and all additional services specified in the submitted forms is conditional on payment of all fees related to the Exhibitor’s participation in the exhibition. In case of non-payment of fees or lack of appropriate payment confirmations, the Organizer shall be entitled to make a declaration of intent to terminate the agreements and refuse the Exhibitor access to the exhibition area.
-
4. Resignation from Participation in the Exhibition
-
-
- The Exhibitor has the right to cancel its participation in the exhibition provided that it notifies the Organizer in writing, under pain of nullity, no later than 60 days before the start date of the exhibition. In such case, the Organizer shall have the right to charge 50% of the fees resulting from the Fresh Market 2024 Order Form. The date of submission of the letter shall be considered the date of delivery of the letter by e-mail to the Organizer’s e-mail box.
- In the event that a cancellation of participation in the exhibition is submitted less than 30 days prior to the start date of the exhibition, the Exhibitor shall not be entitled to a refund of the amounts paid and any documented costs incurred by the Organizer in connection with its Application and subsequent cancellation of the Application.
- Failure of the Exhibitor to register on the exhibition start date shall also be considered as cancellation of participation in the exhibition. This does not relieve the Exhibitor from the obligation to pay all fees in full.
-
5. Design and Development of the Exhibition Area and of the Stand
-
-
- If an Exhibitor orders a built-up area, the Organizer provides the construction of a standard stand with equipment described in detail in the Fresh Market 2024 Order Form and at www.freshmarket.eu
- The general contractor of stand development works shall be Kriss-pol Krzysztof Białczyk, ul. Keniga 6 m. 75, 02-495 Warszawa, NIP 522-212-89-09, abialczyk@op.pl, tel 697 604 450.
- An exhibitor who has ordered exhibition space, built-up and unbuilt, and has commissioned the Organizer to build a stand undertakes to:
a) arrange and prepare the stand for exhibition by 18.09.2024 until 8:30 a.m.
b) return the stand in its original condition, and in case of damage, cover 100% of the cost of repair or re-purchase in accordance with the documents provided by the Organizer.
c) prepare the stand unbuilt on 18.09.2024 from 6:00 a.m. to 8:00 a.m.
d) complete the dismantling of the unbuilt stand on 18.09.2024 by 8:00 p.m. - An exhibitor who commissions a stand to a third party other than the one designated by the Organizer shall:
a) notify the Organizer in writing of the following details: the name, contact details and Tax Identification Number of the company that will perform the stand construction and the contact details of the person responsible for the construction;
b) agree with the Organizer and submit to the Organizer for approval no later than 20 days prior to the day of the exhibition’s commencement the following designs: development of the rented space, electrical system, water and sewage system. The Organizer reserves the right not to grant permission for the development and to refuse entry to the exhibition area to the development service provider who fails to meet the obligations listed in this point or the submitted project violates the provisions of the Exhibition Regulations or the Mazurkas Conference Center Regulations;
c) submit a written statement of responsibility for the construction of the build-out and the electrical and plumbing installations in accordance with applicable regulations. - The Exhibitor shall be liable for the acts and omissions of the contractor to whom it has contracted the development service as for its own acts and omissions, including compliance by this contractor with the fire and health and safety regulations in force on the exhibition grounds and for the damage caused by it. If violations in the aforementioned regard are found, the Organizer shall be entitled to demand the cessation of the violations, and if the violations are not discontinued – to terminate the agreement or agreements without notice and to refuse the Exhibitor access to the exhibition area.
- Disassembly of the exhibition and removal of exhibits during the exhibition is prohibited.
- The Exhibitor shall be obliged to remove all remnants of construction and dismantling immediately after the completion of the assembly and dismantling works and to restore the occupied exhibition area to its original condition, no later than the day designated by the Organizer. If the area is left untidy, the Organizer will have the cleaning work done at the Exhibitor’s expense.
- The Exhibitor shall independently choose the location of the exhibition stand. The Organizer reserves the right to change the location of the assigned exhibition area for design, technical and organizational reasons. In such case, the Exhibitor shall not be entitled to claim compensation from the Organizer.
-
6. Coexhibitors
-
-
- The Co-Exhibitor is defined as an entity that does not rent autonomous space directly from the Organizer, but is physically present at the Exhibitor’s booth and presents its products or services.
- The Exhibitor is obligated to apply for Co-Exhibitors in writing with a request for approval to the Organizer and obtain such approval.
- The Co-Exhibitor shall have the rights of the Exhibitor and shall be obligated to comply with the Exhibition Regulations, and the Exhibitor shall be liable for its acts and omissions as for its own acts and omissions.
- The Exhibitor shall not be entitled to further sublease the stand or to transfer it in any form to others without the written consent of the Organizer.
-
7. Exhibits
-
-
- The exhibitor is obliged to clearly mark its own movables located in the rented space (hereinafter referred to as “exhibits”).
- Exhibits must not be placed in passageways and must not hinder or prevent the safe movement of participants and the public around the exhibition area.
- It is forbidden to hang or glue to the walls inside the Mazurkas Conference Center any exhibits or other stand equipment and advertising without prior written consent of the exhibition organizer.
- The Organizer reserves the right to refuse its consent to the installation of any exhibits which the Organizer considers hazardous or arduous or which require special conditions.
- The placement of exhibits that require special technical conditions or safeguards may take place only after they have been reported and written permission has been obtained from the Organizer.
- The Exhibitor is solely responsible for the exhibits, and in particular for the damage caused by them, their proper protection (also after the end of the exhibition time), as well as for their compliance with all standards required by law and possession of relevant certificates and approvals.
-
8. Exhibition Organization and Regulations
-
-
- The Exhibitor is required to comply with the building and fire safety regulations in effect at the Exhibition.
- Exhibition opening dates and times, as well as stand assembly and disassembly periods and Exhibition opening hours are specified in “Important Dates and Deadlines” at www.freshmarket.eu.
- During the exhibition opening hours, stands should be available for Fresh Market participants. Periodic closure of the booths requires prior approval of the Organizer.
- It is forbidden to display and present on the stands the offer (goods and services) and retail sales incompatible with the thematic scope of the exhibition. At the request of the Organizer, the Exhibitor shall cease the presentation of such offerings and, at its own expense, remove the exhibits from the stand. In case of failure to perform the above, the Organizer shall have the exhibits removed from the stand or shall close the stand at the Exhibitor’s expense and risk.
- In situations motivated by fortuitous events, with the consent of the Organizer, upon payment of an additional fee for each commenced hour of extension of the assembly day and upon payment of individual stand security for that time, it is allowed to extend the assembly.
- During the exhibition, the Exhibitor and his representatives are required to wear badges received from the Organizer.
- In addition to its stand staff, the Exhibitor has no right to invite another person to the Exhibition that did not pay a Participation fee.
- Stand cleaning shall take place either before opening or after closing the Exhibition.
- Property left by the Exhibitor in the exhibition area shall be considered abandoned and shall pass without compensation to the Organizer.
-
9. Safety. Insurance
-
-
- The Organizer shall provide the facility security during the Exhibition.
- The Exhibitors shall take out insurance of its property in their own name and on their own account.
- The Organizer shall not be liable for any damage caused to the Exhibitors or to the entities performing work ordered by the Exhibitors which arises in the facilities and within the area of the Exhibition, whether before, during or after the Exhibition, other than damage caused through the Organizer’s willful misconduct. The Organizer shall not be liable either for any damage caused as a result of burglary, theft, an act of God (thunder strike, hurricane, flooding, fire or explosion) or interruptions in the supply of water or power or the provision of other additional other additional services included in the Fresh Market 2024 Advertising Services Order Form, beyond the Organizer’s control.
- The Exhibitor shall immediately report any damage to the Organizer or Security Guard.
- The Exhibitor shall maintain third party liability insurance covering its participation in the Exhibition. The Exhibitor shall be fully liable for any damage caused to third parties and to the Organizer, whether before, during or directly after the Exhibition.
-
10. Brochures, Advertising, Side Events
-
-
- The Organizer is not responsible for editorial errors and omissions in the Catalog caused by reasons beyond the control of the Organizer.
- During the exhibition, presentations, advertising activities, promotions, competitions may be held in accordance with the provisions of the law and with the prior written consent of the Organizer, but they must not in any way disturb other Exhibitors or interfere with the general order of the exhibition.
- Without the Exhibitor’s consent, it is forbidden to film or photograph the exhibits presented at his stand.
- The Organizer reserves the right, and the Exhibitor agrees, to photograph and film the booths and to use these materials for its own promotional purposes, without any obligation to Exhibitors or third parties.
- In the case of playing music or other audio-visual materials, the Exhibitor shall be obliged to pay all copyright and public performance charges in accordance with the Law on Copyright and Related Rights. The Organizer shall not be liable for claims of third parties on this account. The Exhibitor shall secure from its own funds all rights of authors in connection with the use of intellectual property objects within the framework of participation in the exhibition (inventions, industrial designs, copyrights for publicly played music or audiovisual materials). The organizer shall not be liable for claims of third parties on this account.
- Any advertising outside the Exhibitor’s stand may take place only with the written consent of the Organizer and upon payment of the appropriate fee therefor. Any advertising placed without the Organizers’ permission will be removed at the Exhibitor’s expense.
-
11. Complaints and Claims
-
-
- All complaints and claims related to participation in the exhibition should be submitted directly to the Organizer in writing, under pain of invalidity, no later than the end of the day of the exhibition.No complaints or claims will be considered after this deadline.
- Each complaint will be considered within 30 days from the date of its receipt by the Organizer.
- The Organizer will notify the Exhibitor in writing of the result of the complaint consideration.
- No additional arrangements between the Organizer and the Exhibitor shall be valid unless made in writing.
-
12. Final Provisions
-
- The provisions of these regulations also apply to entities performing activities on the basis of contracts concluded with the Exhibitors, including those performing development services on their behalf.
- The Organizer shall not be liable in case of occurrence of accidental or natural (elemental) inevitable events, i.e. such which none of the Parties is able to control, in particular: flood, hurricane, earthquake, storm, snowstorm, acts of legislative, executive power, administrative decisions.
- The Organizer reserves the right, in cases of circumstances beyond its control, to cancel, partially close, shorten or reschedule the exhibition. In such cases, the Exhibitor shall not be entitled to compensation or reduction of exhibition space rental fees.
- In case of cancellation of the exhibition due to the Organizer’s fault, the Exhibitor is entitled to a refund of the amounts paid without interest or compensation.
- The Organizer reserves the right to introduce changes or additional provisions regulated by an appropriate annex to the agreement or agreements.
- These Regulations were executed in two language versions. In the case of any discrepancies between the Polish and English-language version, the Polish version shall prevail.
- Any disputes arising out of participation in the Exhibition organized by KJOW Sp. z o.o. and performance of services ordered by exhibition participants shall be settled by the common court of law in Warsaw, Poland.
- In matters not regulated by these Regulations the provisions of Polish law shall apply.
- The Organizer shall have the exclusive right to interpret these Regulations.