Fresh Market 2026 – Participation Regulations
1. General Provisions
1.1. Fresh Market 2026 B2B Meeting and Trade Show, hereinafter referred to as the Event, shall take place on 24 September 2026 at MCC Mazurkas Conference Centre & Hotel, ul. Poznańska 177, 05-850 Ożarów Mazowiecki, Poland. In international communication the location may also be presented as Warsaw, Poland.
1.2. The Organizer of the Event is KJOW Sp. z o.o., ul. Marii 17/25, 05-803 Pruszków, Poland, VAT ID: PL1181976336, KRS: 0000321131, hereinafter referred to as the Organizer.
1.3. The Organizer undertakes to prepare and conduct the Event, which consists in particular of:
a) B2B meetings with buyers from retail chains,
b) meetings with distributors, importers and traders,
c) exhibition stands and networking zones,
d) announcement of the results of Fresh Market Award 2026,
e) catering and evening networking in the form of the Cocktail Dinner Party.
1.4. The Event is a one-day B2B business event for the fresh fruit, vegetable and flower industry. It is organized in a format different from traditional trade fairs: retail chains are present at the main buyer stands, while suppliers approach them through scheduled meetings or networking opportunities, depending on the participation package selected.
1.5. The Organizer undertakes to publish on the freshmarket.eu website up-to-date information regarding the Event, including the agenda, participation packages, deadlines and practical information. The Organizer reserves the right to make changes to the Event program, format, schedule and organizational details.
1.6. The Event schedule includes, in particular:
a) registration from 08:00,
b) networking and B2B meetings during the day,
c) evening Cocktail Dinner Party and Fresh Market Award activities until approximately 20:00.
1.7. The Organizer provides Participants with refreshments during the Event, including coffee breaks, lunch and access to the Cocktail Dinner Party, according to the selected package.
1.8. Meetings with buyers from retail chains are not included for every participant automatically. Scheduled retail meetings are available only within the packages specified by the Organizer, in particular Business and Premium. The Standard package does not include scheduled one-to-one meetings with retail chains.
1.9. In the case of the Business package, the Organizer provides the Participant with the opportunity to take part in the retail matchmaking process and to obtain a schedule of up to 5 one-to-one meetings with retail chains, subject to buyer acceptance, category fit and availability. Online meetings, if a retail chain participates remotely, count as meetings within this limit.
1.10. The Organizer does not guarantee the permanent physical presence of all buyers from retail chains from the beginning of the Event until its end. Some buyers may participate online only, and in exceptional cases previously confirmed chains may cancel due to unforeseen circumstances.
1.11. The Organizer does not decide on the business outcome of negotiations between Participants and buyers, distributors or other entities present at the Event, and shall not be liable for the commercial results of meetings.
1.12. Definitions of terms used in these Regulations:
a) Organizer – KJOW Sp. z o.o., ul. Marii 17/25, 05-803 Pruszków, Poland, VAT ID PL1181976336, KRS 0000321131;
b) Registrant – a natural person or legal entity registering one or more Participants for the Event;
c) Participant – a natural person registered to attend the Event under a selected participation package;
d) Advertiser – a Registrant or Participant who has purchased advertising or promotional services related to the Event;
e) Exhibitor – a Participant or Registrant who has purchased exhibition space (stand) for the Event;
f) Business Package – a package including participation in the retail matchmaking and meeting arrangement process;
g) Standard Package – a package without scheduled one-to-one meetings with retail chains;
h) Premium Package – an individually agreed package with extended support and broader contact scope, according to a separate offer of the Organizer.
1.13. Submission of participation in Fresh Market 2026 implies acceptance of these Regulations.
1.14. These Regulations shall enter into force on 1 June 2026.
2. Registration / Enrollment
2.1. In order to participate in the Event, applicants are required to complete the online registration form available on the Fresh Market website.
2.2. Applications for participation in the Event shall be submitted no later than 18 September 2026.
2.3. Registration for exhibition stands shall be accepted no later than 24 August 2026.
2.4. The Registrant undertakes to complete the online registration form correctly, fully and in accordance with the facts. All data provided in the registration process shall correspond to the actual legal and business status of the Registrant and Participant.
2.5. The Organizer shall not be liable for any damage resulting from incorrect, incomplete or misleading data entered into the registration form by the Registrant.
2.6. Filling out and submitting the registration form is tantamount to entering into an agreement with the Organizer in accordance with these Regulations. It also implies acceptance of these Regulations and creates the obligation to pay for the selected participation package and any additional services ordered.
2.7. The Fresh Market 2026 participation packages are as follows:
A. Participation packages without a stand – prices for companies from abroad
a) Standard Early Bird (until 31 July 2026): 490 EUR net
b) Standard Regular (from 1 August 2026): 590 EUR net
c) Business Early Bird (until 31 July 2026): 720 EUR net
d) Business Regular (from 1 August 2026): 820 EUR net
e) Premium: scope and pricing agreed individually by the Organizer.
B. Participation packages without a stand – prices for companies from Poland
a) Standard Early Bird (until 31 July 2026): 1900 PLN net
b) Standard Regular (from 1 August 2026): 2400 PLN net
c) Business Early Bird (until 31 July 2026): 2900 PLN net
d) Business Regular (from 1 August 2026): 3400 PLN net
e) Premium: scope and pricing agreed individually by the Organizer.
C. Discounted participation rates for Exhibitors (companies with a stand)
a) Standard participation for Exhibitors: 390 EUR net / 1500 PLN net
b) Business participation for Exhibitors: 620 EUR net / 2500 PLN net
2.8. All prices are subject to 23% VAT. Payment may be made in EUR or PLN, subject to the invoicing arrangements made by the Organizer.
2.9. The price of the Standard package includes in particular:
a) participation in the Event for one person,
b) access to networking areas, distributors zone and exhibitors zone,
c) on-site networking opportunities with buyers subject to availability,
d) participation in the Event catering and Cocktail Dinner Party,
e) printed event materials and company visibility, if materials are submitted on time.
2.10. The price of the Business package includes everything included in the Standard package and, additionally, participation in the retail matchmaking and meeting arrangement process, with the goal of arranging up to five meetings with buyers from retail chains, subject to acceptance and availability.
2.11. The scope of the Premium package is agreed individually and may include, in particular, participation for two persons, dedicated support, a higher number of arranged meetings and strategic support for market entry.
2.12. Earlier registration and payment improve the Participant’s priority in the meeting arrangement process for Business and Premium packages.
2.13. The Organizer reserves the right to close registration for the Business package earlier if meeting capacity is exhausted.
3. Advertising Services
3.1. In order to order advertising or promotional services related to Fresh Market 2026, the Registrant or Participant should indicate interest during registration or contact the Organizer directly.
3.2. Available forms of advertising and promotion, as well as the applicable price list, are provided individually by the Organizer in the form of an offer.
3.3. The choice of advertising space or promotional placement is subject to availability and, where applicable, to the order in which applications are received.
3.4. Advertising materials, print files, distribution materials and banner orders for Fresh Market 2026 should be delivered no later than 8 September 2026, unless the Organizer specifies another deadline for a given service.
3.5. If the Advertiser fails to deliver files or materials in the required technical format or within the required deadline, the Organizer shall have the right to refuse publication, printing, installation or distribution of the ordered advertising materials.
3.6. If the Advertiser wishes to use a non-standard form of advertising not covered by the Organizer’s standard offer, such activity must be agreed individually with the Organizer in advance and in writing.
3.7. It shall be prohibited to distribute leaflets, brochures, catalogues or any other advertising materials throughout the Event venue without prior consent of the Organizer.
3.8. Any advertising activity outside the Exhibitor’s own stand or outside the scope expressly approved by the Organizer may take place only upon the Organizer’s prior written consent and, if applicable, after payment of the relevant fee.
3.9. The Organizer reserves the right to remove any unauthorized advertising at the Advertiser’s or Participant’s expense.
3.10. If the Advertiser changes the scope of the ordered advertising services no later than 15 days before the Event, the Organizer may accept such change subject to technical feasibility and availability. If the value of the revised order is higher, the Advertiser shall pay the difference according to the invoice issued by the Organizer. If the value is lower, settlement shall be made according to the Organizer’s decision and actual production status.
3.11. If cancellation of ordered advertising services is made less than 15 days before the Event, the Advertiser shall be obliged to pay the full amount resulting from the order.
4. Payments
4.1. The Registrant is obliged to pay all fees related to participation in the Event according to the applicable rates determined by the Organizer.
4.2. Payment is made on the basis of a pro forma invoice or other billing document issued by the Organizer after registration. After payment is received, the Organizer issues the relevant VAT invoice. The final invoice is usually issued approximately one month before the Event, unless payment is made in the last month before the Event, in which case the final invoice may be issued immediately after payment.
4.3. Payment by bank transfer is possible. The payment must be made within the period indicated in the invoice or pro forma invoice.
4.4. To benefit from early bird rates, the Registrant must both:
a) register within the promotional period ending on 31 July 2026, and
b) pay the invoice within the payment deadline indicated by the Organizer.
4.5. All participation, stand and advertising fees must be paid before the Event, unless the Organizer agrees otherwise in writing.
4.6. Any delay in payment under these Regulations gives rise to the obligation to pay statutory default interest, or, if provided in the applicable invoice terms, other lawful interest specified by the Organizer.
4.7. Making all payments due under these Regulations is a condition for participation in the Event and for receiving ordered services.
4.8. The fact that a company has purchased a stand does not in itself increase meeting priority. Priority in the arrangement of Business or Premium meetings depends on registration and payment date.
4.9. Group discounts may be granted individually by the Organizer, in particular for larger delegations or returning clients, but they are not automatic and do not constitute a general right of the Registrant.
5. Security and Maintenance
5.1. Responsibility for the general security of the Event venue shall lie with the venue operator and its authorized security services.
5.2. The Organizer does not insure and is not responsible for damage, theft or loss of possessions and valuables belonging to Participants, Exhibitors, Advertisers or their representatives, except where liability results directly from mandatory provisions of law.
5.3. Participants are responsible for their own property and for any damage caused by them at the Event venue or accommodation facilities.
5.4. Filming, recording and photographing for commercial purposes without the consent of the Organizer shall be prohibited, except where such right follows from applicable law or separate consent of the person or company concerned.
5.5. The Organizer reserves the right to photograph and film the Event for the purposes of promoting the Event and future editions.
6. Cancellation of Participation
6.1. The Participant or Registrant has the right to cancel participation in the Event.
6.2. Cancellations made at least 1 month before the Event, i.e. no later than 24 August 2026, are in principle refundable.
6.3. Cancellations made later than 1 month before the Event are non-refundable, except in exceptional serious circumstances reviewed individually by the Organizer.
6.4. Participant substitution is allowed up to the day of the Event, provided that the Organizer is informed in advance and receives the updated data of the substitute Participant.
6.5. Late changes in Participant data, especially those affecting printed materials, badges or the meeting arrangement process, may not be fully reflected by the Organizer if submitted after the deadlines set by the Organizer.
6.6. Late submission of required matching data by Business or Premium Participants may affect the meeting arrangement process and may reduce the scope or quality of arranged meetings.
7. Complaints
7.1. Any complaints or claims related to the Event should be submitted to the Organizer in writing or by e-mail no later than 7 days from the date of the end of the Event.
7.2. After expiry of the above deadline, complaints may be left unexamined by the Organizer, unless mandatory provisions of law provide otherwise.
7.3. Filing a complaint does not entitle the Participant or Registrant to suspend payment of fees due to the Organizer.
7.4. Complaints shall be submitted to the registered office address or e-mail address of the Organizer.
7.5. The Organizer shall consider the complaint within a reasonable time and inform the complainant of its decision.
8. Protection of Personal Data
8.1. In accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 (GDPR), the Organizer informs that personal data provided in registration forms, contact forms, newsletter forms and in connection with participation in Fresh Market 2026, Fresh Market Award 2026, advertising services or online meeting systems are processed solely for purposes related to the Organizer’s business activity and organization of the Event.
8.2. The controller of personal data is KJOW Sp. z o.o., ul. Marii 17/25, 05-803 Pruszków, Poland.
8.3. Personal data may be processed in particular for the following purposes:
a) registration and participation in the Event,
b) organization of B2B meetings and matchmaking,
c) execution of agreements concluded with the Organizer,
d) handling invoices, settlements and accounting obligations,
e) communication regarding the Event, Fresh Market Award and related services,
f) sending information about the Organizer’s offers and events, where legally permitted.
8.4. Personal data may include, in particular: first name, surname, company name, position, e-mail address, telephone number, billing details, VAT ID, address details and business profile information necessary for participation in the Event and matchmaking.
8.5. Providing personal data is voluntary, but failure to provide the data necessary for registration, invoicing or organization of meetings may make it impossible to participate in the Event or use the services offered by the Organizer.
8.6. The legal basis for the processing of personal data is, in particular:
a) performance of a contract or taking steps prior to entering into a contract,
b) fulfillment of legal obligations incumbent on the Organizer,
c) legitimate interests of the Organizer, including direct marketing of its own services,
d) consent, where required by law.
8.7. Personal data may be transferred to entities cooperating with the Organizer only to the extent necessary for organization of the Event and performance of the agreement, in particular to:
a) payment operators,
b) IT service providers,
c) online meeting solution providers,
d) accounting or legal service providers,
e) courier or postal operators, where applicable.
8.8. Personal data shall be stored for the period necessary for organization of the Event, execution of agreements, settlement of claims and compliance with legal obligations, and thereafter for the period required by law or justified by the Organizer’s legitimate interests.
8.9. Each data subject has the right to:
a) access their personal data,
b) rectify their personal data,
c) erase their personal data, where applicable,
d) restrict processing,
e) object to processing, where applicable,
f) data portability, where applicable,
g) withdraw consent at any time, where processing is based on consent,
h) lodge a complaint with the competent supervisory authority.
8.10. For all matters related to personal data protection, contact should be made with the Organizer at the dedicated e-mail address: ido@kjow.pl.
9. Final Provisions
9.1. Participants may use the parking spaces at MCC Mazurkas free of charge during the Event day, subject to the parking validation rules applied at the venue reception.
9.2. The Organizer does not book hotel accommodation for Participants and does not bear accommodation costs. Participants may book rooms individually at Hotel Mazurkas or in any other hotel of their choice.
9.3. Participants shall cover transport costs themselves. Transfers arranged by the Organizer may apply only to selected invited retail buyers and shall not constitute a standard service for all Participants.
9.4. In the case of serious violation of these Regulations, safety rules or generally accepted standards of conduct, the Organizer shall have the right to remove the Participant from the Event venue.
9.5. The Organizer reserves the right, in the event of circumstances beyond its control, including force majeure, to cancel, postpone, shorten, partially close or reorganize the Event. In such case, the Organizer’s liability shall be limited in accordance with applicable law.
9.6. If the Event does not take place due to reasons attributable to the Organizer, the Registrant shall be entitled to reimbursement of amounts paid for services not rendered, unless otherwise provided by mandatory law.
9.7. The Organizer reserves the right to use photographs and video materials made during the Event for promotional purposes related to the Event and future editions.
9.8. In matters not regulated herein, the provisions of Polish law shall apply.
9.9. Any disputes arising out of these Regulations shall be resolved by the court having jurisdiction over the registered office of the Organizer in Poland, unless mandatory provisions provide otherwise.
9.10. These Regulations have been drawn up in two language versions. In the event of any discrepancy between the Polish and English versions, the Polish version shall prevail.
9.11. The Organizer has the exclusive right to interpret these Regulations.