1General Provisions
1.1. 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 No. 0000321131 (“Organizer”).
1.2. Sending to the Organizer by the Exhibitor a legibly signed by authorized persons and properly completed Fresh Market 2026 Order Form (in electronic form by e-mail), and the Organizer’s confirmation of receipt and acceptance thereof, shall constitute the conclusion of a legally binding Stand Rental Agreement and shall oblige the Exhibitor to pay the Organizer all amounts due as specified in the Stand Rental Agreement.
1.3. The provisions of these Regulations are an integral part of the Fresh Market 2026 Order Form (hereinafter referred to as the “Form”). The provisions of these Regulations shall apply to the Stand Rental Agreement.
1.4. Fresh Market 2026 shall take place on 24 September 2026 at MCC Mazurkas Conference Centre & Hotel, Ożarów Mazowiecki, Poland.
2Terms and Conditions of Participation in the Exhibition
2.1. An Exhibitor (hereinafter referred to as the “Exhibitor”) may be a legal person, an individual, or an organizational unit granted legal capacity by law, 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.
2.2. 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 e-mail, a legibly completed and signed Fresh Market 2026 Order Form by authorized persons, and the Organizer confirms acceptance of the application via e-mail.
2.3. Confirmation of the application by the Organizer, referred to in clause 2.2 above, shall take place within 3 business days from the date of delivery to the Organizer’s designated address of the duly completed and signed Form by authorized persons acting on behalf of the Exhibitor.
2.4. The conclusion of the agreement between the Exhibitor and the Organizer obliges the Exhibitor to:
a) make all payments under the concluded agreements in accordance with their provisions and within the deadlines specified therein;
b) deliver by e-mail to the Organizer’s designated address all documents related to participation in the Exhibition required by the Organizer.
2.5. If the Form is delivered to the Organizer after the deadline specified by the Organizer, or in particularly justified cases, the Organizer reserves the right to refuse to accept the Form, at the same time undertaking to notify the Exhibitor thereof in writing within 7 working days from the date of receipt of the Form.
2.6. The minimum exhibition area to be ordered is:
a) 6 sqm for an in-line stand;
b) 6 sqm for a corner stand (open from 2 sides), if available;
c) 6 sqm for an unbuilt stand.
2.7. In the event that the Organizer refuses to confirm acceptance of the Form, the Exhibitor shall be 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.
3Terms and Times of Payments
3.1. 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.
3.2. With the conclusion of the Stand Rental Agreement, the Exhibitor shall pay the full fee for the exhibition area and any ordered services to the Organizer’s bank account by the date specified on the VAT invoice or pro forma invoice issued by the Organizer.
3.3. Payments may be made in PLN or EUR, in accordance with the currency indicated by the Organizer on the issued document.
3.4. All prices and fees related to participation in Fresh Market 2026 are subject to 23% VAT.
3.5. VAT invoices are issued in the currency in which the prices are expressed.
3.6. In the case of changes in the submitted Form referred to in clause 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.
3.7. In the event of failure to meet payment deadlines, the Exhibitor shall pay default 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 value of services specified in the Form.
3.8. 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 the case of non-payment of fees or lack of appropriate payment confirmations, the Organizer shall be entitled to terminate the agreements and refuse the Exhibitor access to the exhibition area.
3.9. As a rule, all amounts related to participation in the Exhibition should be paid before the event. Any exception requires prior written approval of the Organizer.
4Resignation from Participation in the Exhibition
4.1. 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 1 month before the start date of the Exhibition, i.e. no later than 24 August 2026. In such case, the amounts paid shall, as a rule, be refunded to the Exhibitor.
4.2. In the event that a cancellation of participation in the Exhibition is submitted less than 1 month prior to the start date of the Exhibition, the Exhibitor shall not be entitled to a refund of the amounts paid, except in exceptional serious circumstances considered individually by the Organizer.
4.3. Failure of the Exhibitor to register on the exhibition start date shall also be considered as cancellation of participation in the Exhibition. This shall not relieve the Exhibitor from the obligation to pay all fees in full.
4.4. The Exhibitor may substitute its participant(s) up to the day of the event, provided that the Organizer is informed thereof in advance in writing or by e-mail.
5Design and Development of the Exhibition Area and of the Stand
5.1. If an Exhibitor orders a built-up area, the Organizer shall provide the construction of a standard stand with equipment described in detail in the Fresh Market 2026 Order Form and on www.freshmarket.eu.
5.2. The official stand contractor and the rules for ordering additional stand equipment shall be indicated by the Organizer after registration or in the exhibitor materials.
5.3. An Exhibitor who has ordered exhibition space, whether built-up or unbuilt, and has commissioned the Organizer to build a stand undertakes to:
a) arrange and prepare the stand for the Exhibition within the official assembly period designated by the Organizer;
b) return the stand in its original condition and, in the case of damage, cover 100% of the cost of repair or repurchase in accordance with documents provided by the Organizer;
c) complete all assembly work no later than 24 September 2026, 08:30 a.m.;
d) complete dismantling and removal of stand elements on 24 September 2026 within the official dismantling period designated by the Organizer.
5.4. The official stand assembly and dismantling windows for Fresh Market 2026 are:
a) assembly: from 23 September 2026, 20:00 until 24 September 2026, 08:30;
b) dismantling: on 24 September 2026 from 17:15 until 20:00.
5.5. 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 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 start of the Exhibition, the design of the rented space, electrical system, and water and sewage system, if applicable;
c) submit a written statement accepting responsibility for the construction of the stand and all technical installations in accordance with applicable regulations.
5.6. The Organizer reserves the right not to grant permission for stand construction and to refuse entry to the exhibition area to any development service provider who fails to meet the obligations listed in clause 5.5 or whose submitted project violates these Exhibition Regulations or the internal regulations of the venue.
5.7. The Exhibitor shall be liable for the acts and omissions of the contractor to whom it has contracted the stand development service as for its own acts and omissions, including compliance by such contractor with fire safety, health and safety, and all other applicable regulations on the exhibition grounds, as well as for any damage caused by such contractor.
5.8. If violations are found in the scope referred to above, the Organizer shall be entitled to demand cessation of the violations, and if the violations are not discontinued, to terminate the agreement without notice and refuse the Exhibitor access to the exhibition area.
5.9. Disassembly of the Exhibition and removal of exhibits during the Exhibition is prohibited.
5.10. The Exhibitor shall be obliged to remove all remnants of construction and dismantling immediately after completion of the assembly and dismantling works and to restore the occupied exhibition area to its original condition no later than by the end of the official dismantling period. If the area is left untidy, the Organizer shall have the cleaning work carried out at the Exhibitor’s expense.
5.11. The location of the exhibition stand shall be assigned by the Organizer. Allocation of stand locations shall generally follow the rule of earlier booking having priority; however, the Organizer reserves the right to change the location of the assigned exhibition area for design, technical or organizational reasons. In such a case, the Exhibitor shall not be entitled to compensation. This reflects the 2026 stand-location rule used by Fresh Market.
6Co-Exhibitors
6.1. A 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 there.
6.2. The Exhibitor is obliged to apply for Co-Exhibitors in writing and obtain the Organizer’s written approval.
6.3. A Co-Exhibitor shall have the rights of an Exhibitor and shall be obliged to comply with the Exhibition Regulations, and the Exhibitor shall be liable for its acts and omissions as for its own acts and omissions.
6.4. The Exhibitor shall not be entitled to sublease the stand further or transfer it in any form to other entities without the prior written consent of the Organizer.
7Exhibits
7.1. The Exhibitor is obliged to clearly mark its own movables located in the rented space (hereinafter referred to as “Exhibits”).
7.2. Exhibits must not be placed in passageways and must not hinder or prevent the safe movement of participants and visitors around the exhibition area.
7.3. It is forbidden to hang or glue to the walls inside the venue any exhibits, stand equipment, decorations or advertising materials without the prior written consent of the Organizer.
7.4. The Organizer reserves the right to refuse its consent to the installation of any exhibits which the Organizer considers hazardous, burdensome, or requiring special conditions.
7.5. The placement of exhibits requiring special technical conditions or safeguards may take place only after they have been reported and written permission has been obtained from the Organizer.
7.6. The Exhibitor is solely responsible for the Exhibits, and in particular for any damage caused by them, their proper protection, as well as their compliance with all standards required by law and possession of all required certificates and approvals.
7.7. Serving food, tastings, the use of special cooling equipment, open flame or other non-standard installations require prior agreement with the Organizer. This reflects the 2026 event practice.
8Exhibition Organization and Regulations
8.1. The Exhibitor is required to comply with the building, health and safety, and fire safety regulations in force at the Exhibition venue.
8.2. The Exhibition opening dates and times, as well as stand assembly and disassembly periods and Exhibition opening hours, are specified by the Organizer in the Important Dates and Deadlines section and exhibitor materials.
8.3. The key deadlines for Fresh Market 2026 are as follows:
a) Award submissions open: 1 June 2026;
b) Early bird deadline: 31 July 2026;
c) Award submissions deadline: 17 August 2026;
d) Exhibitor registration deadline: 24 August 2026;
e) Materials / banners / print files deadline: 8 September 2026;
f) Participation registration deadline: 18 September 2026.
8.4. During the Exhibition opening hours, stands should be available for Fresh Market participants. Periodic closure of the stands requires prior approval of the Organizer.
8.5. It is forbidden to display and present on the stands any offer (goods or services) or conduct retail sales incompatible with the thematic scope of the Exhibition.
8.6. At the request of the Organizer, the Exhibitor shall cease presentation of such offerings and, at its own expense, remove the Exhibits from the stand. In the event of failure to comply, the Organizer may remove the Exhibits from the stand or close the stand at the Exhibitor’s expense and risk.
8.7. In situations justified by exceptional circumstances and subject to the Organizer’s consent, it is possible to extend stand assembly beyond the official assembly period, provided that an additional fee is paid for each commenced hour of extension and individual stand security is arranged for that time.
8.8. During the Exhibition, the Exhibitor and its representatives are required to wear badges received from the Organizer.
8.9. Except for its own stand staff and duly registered participants, the Exhibitor has no right to invite another person to the Exhibition who has not paid the required participation fee or has not otherwise been admitted by the Organizer.
8.10. Stand cleaning shall take place either before opening or after closing the Exhibition.
8.11. Property left by the Exhibitor in the exhibition area after the dismantling period may be considered abandoned and may be removed by the Organizer at the Exhibitor’s risk and expense.
9Safety. Insurance
9.1. The Organizer shall provide general facility security during the Exhibition.
9.2. Exhibitors shall insure their property in their own name and at their own expense.
9.3. The Organizer shall not be liable for any damage caused to Exhibitors or to entities performing work ordered by Exhibitors arising within the facilities and area of the Exhibition, whether before, during or after the Exhibition, except for damage caused by the Organizer’s willful misconduct.
9.4. In particular, the Organizer shall not be liable for any damage caused as a result of burglary, theft, force majeure, act of God (including thunder strike, hurricane, flood, fire or explosion), interruptions in the supply of water, electricity, internet or other additional services beyond the Organizer’s control.
9.5. The Exhibitor shall immediately report any damage to the Organizer or the venue security service.
9.6. 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.
10Brochures, Advertising, Side Events
10.1. The Organizer shall not be responsible for editorial errors and omissions in the Catalog caused by reasons beyond the Organizer’s control.
10.2. During the Exhibition, presentations, advertising activities, promotions and competitions may be held in accordance with law and with the prior written consent of the Organizer, provided that they do not disturb other Exhibitors or interfere with the general order of the Exhibition.
10.3. Without the Exhibitor’s consent, it is forbidden to film or photograph the Exhibits presented at its stand for commercial use; however, general event coverage by the Organizer remains permitted.
10.4. The Organizer reserves the right, and the Exhibitor agrees, to photograph and film stands and the event space and to use these materials for the Organizer’s own promotional purposes, without any obligation to the Exhibitor or third parties.
10.5. In the event of playing music or other audio-visual materials, the Exhibitor shall be obliged to pay all copyright and public performance charges in accordance with applicable law. The Organizer shall not be liable for third-party claims on this account.
10.6. The Exhibitor shall secure from its own funds all rights of authors and rightsholders in connection with the use of intellectual property within the framework of participation in the Exhibition. The Organizer shall not be liable for claims of third parties in this respect.
10.7. Any advertising outside the Exhibitor’s stand may take place only with the written consent of the Organizer and upon payment of the relevant fee. Any advertising placed without the Organizer’s permission shall be removed at the Exhibitor’s expense.
10.8. The Organizer may offer additional paid advertising services related to Fresh Market 2026, including printed advertising, online advertising, event branding and distribution of materials, in accordance with the Organizer’s current offer and deadlines. For 2026, the deadline for delivery of materials and print files is 8 September 2026.
11Complaints and Claims
11.1. All complaints and claims related to participation in the Exhibition should be submitted directly to the Organizer in writing, under pain of nullity, no later than the end of the day of the Exhibition.
11.2. No complaints or claims will be considered after this deadline.
11.3. Each complaint will be considered within 30 days from the date of its receipt by the Organizer.
11.4. The Organizer shall notify the Exhibitor in writing or by e-mail of the result of complaint consideration.
11.5. No additional arrangements between the Organizer and the Exhibitor shall be valid unless made in writing.
12Final Provisions
12.1. The provisions of these Regulations also apply to entities performing activities on the basis of contracts concluded with Exhibitors, including entities performing stand development services on their behalf.
12.2. The Organizer shall not be liable in the event of accidental, unavoidable or force majeure events beyond the control of either Party, including in particular flood, hurricane, earthquake, storm, snowstorm, acts of legislative or executive authority, or administrative decisions.
12.3. 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, save for mandatory rules of law.
12.4. In the case of cancellation of the Exhibition due to the Organizer’s fault, the Exhibitor shall be entitled to a refund of the amounts paid, without interest or further compensation.
12.5. The Organizer reserves the right to introduce changes or additional provisions regulated by an appropriate annex to the agreement or agreements.
12.6. These Regulations were executed in two language versions. In the event of discrepancies between the Polish-language and English-language version, the Polish version shall prevail.
12.7. 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 having jurisdiction in Warsaw, Poland.
12.8. In matters not regulated by these Regulations, the provisions of Polish law shall apply.
12.9. The Organizer shall have the exclusive right to interpret these Regulations.