Terms and conditions

Article 1. Organisation
The fair is organised by The Exhibition Company BV, hereinafter referred to as 'the organiser'.

Article 2. Participation and payment
2.1. Participation in the fair is strictly personal and may not be transferred under any circumstances without the written consent of the organiser.
2.2. The applicant may not claim that their registration was accepted verbally by the organiser, nor shall any correspondence exchanged serve as evidence of such acceptance.
2.3. The applicant may not assert any right to exhibition space at this fair until the organiser has received at its offices the duly signed copy of the registration form designated for this purpose.
2.4. Upon receipt of the registration form and once the organiser has decided whether or not to accept the participant, an invoice will be sent to the participant, which must be paid within 15 days of the invoice date and at least 30 days before the start of the fair. In other words, the participant will only be granted access to the fair upon payment of the amount due. Payment by cheque or credit card is not possible.
In the event of late payment, the organiser reserves the right to allocate the selected stand to another participant, without this giving rise to any right of recourse or claim for compensation.
2.5. All prices quoted are exclusive of VAT.
2.6. The applicant declares that they will accept all consequences arising from the signing of the registration form, even if it was signed by a person without authorised signatory rights.
2.7. Signing a registration form creates an obligation to occupy the allocated stand no later than 30 minutes before the opening of the fair and to keep it in a presentable condition until closing time.
If work on fitting out an allocated stand has not yet commenced by 12:00 noon on the day before the fair opens, the organiser reserves the right to reassign it to another party without paying any compensation to the original registrant, unless otherwise agreed in writing with the organiser.
2.8. Participants are required to be present at their stand during the fair's opening hours. If a participant is absent on any of the fair days, the organiser is entitled to take measures to present the stand in an acceptable manner, at the participant's expense.

Article 3. Right to refuse participants
3.1. The organiser reserves the right to reject an application for participation on the grounds of oversubscription or, if necessary, without stating reasons. Failure to comply with the fair regulations may give the organiser grounds to remove participants from the fair without refunding the stand rental fee.
3.2. Rejection of a registration shall never give rise to any right to compensation from the organiser in respect of loss or damage alleged or actually suffered by the applicant or third parties as a result of such rejection.

Article 4. Prohibited products
4.1. The following products are not permitted within the fair complex: flammable goods and, in general, all goods considered dangerous or hazardous by the fire service, the venue owner or the organiser. No easily flammable materials may be used in the construction and cladding of stand space or for decorative purposes. Where flammable fabrics are used for stand cladding, they must be adequately treated with fire-retardant impregnation. Participants are required to make the packaging of their goods non-flammable and to store it in a locked area at the stand location. The storage and use of liquefied gas cylinders inside the buildings is not permitted. Upon request, the organiser and the fire service may grant an exemption from this prohibition for demonstration purposes.
4.2. It is also prohibited to display or distribute photographs, printed materials or other documents of a political nature, or any materials that the organiser considers to be detrimental to the reputation or success of the event.

Article 5. Fire service and safety regulations
5.1. All exits, passageways, aisles, emergency exits, staircases, etc. must not be blocked, either fully or partially, in any way.
5.2. All fire-fighting equipment, fire hydrants and shut-off valves must remain visible and immediately accessible at all times.
5.3. Participants are required to follow without delay all instructions given by the organiser, the venue owner and/or the fire service.

Article 6. Rental of stands and stand space
6.1. Before taking possession of the stand, the participant or their representative must present proof of full payment of the fair costs.
6.2. Participants are personally responsible for familiarising themselves with applicable legislation, regulations, taxes, copyrights, permits, insurance requirements, etc.
6.3. By signing the registration form, participants acknowledge that they have been informed of all favourable and unfavourable conditions relating to the space or stand location they have accepted. As the exhibition takes place in existing buildings, allocated spaces must be accepted in their current condition.
6.4. The organiser will allocate each participant a location appropriate to the nature of their business and the agreed floor area. The organiser will take individual preferences into account as far as possible.
6.5. The price per m² includes general hall lighting, hall heating, and the use and cleaning of the toilet facilities.
6.6. Where a custom-built stand is used, it must conform to the dimensions applicable to standard stands — namely a height of 2.50 m — and must have a professional appearance. Stand walls must be constructed from sturdy materials (e.g. wood or plastic). (Party) tents, tarpaulins or fabric are not permitted. If the stand height differs from the standard height stated above, the exhibitor is responsible for ensuring the appropriate finishing. Construction plans must be submitted to the fair organiser for review no later than four weeks before the start of the fair. All designs require the organiser's approval. The organiser reserves the right to refuse non-professional stands on the build-up day.
6.7. It is prohibited to attach any materials to the walls, floors or roof trusses of the building. Nothing may be fixed to the walls of the rented stands. In the event of damage, the cost will be determined in consultation with the venue owner and charged to the participant.
6.8. Floor covering and an electrical connection in the stand are mandatory. The electrical connection and power consumption of the stand are calculated per wall socket rated for 3 kW, fused at 16 A.
6.9. Subletting of stands is not permitted. In such cases, the organiser may close the stand immediately, without the participant having any right to compensation or reimbursement of the stand rental fee.
6.10. The minimum rentable floor area is 9 m². The minimum stand depth is 2 metres.

Article 7. Stand layout and presentation
The organiser reserves the right to close a stand without prior notice if the participant fails to comply with the following conditions:
7.1. Stands and exhibited products must be set up in such a way that they do not detract from neighbouring stands or cause inconvenience to visitors under any circumstances.
7.2. The organiser reserves the right to alter or adjust stand dimensions or locations where there is reason to do so.
7.3. It is prohibited to distribute promotional items or carry out any other publicity activities during the fair without the prior written consent of the organiser. Samples or printed materials may not be distributed outside the designated stand area. The display of illuminated advertising outside the stand area is strictly prohibited.
7.4. Any form of demonstration or promotional activity intended to attract visitors to a stand that could cause a nuisance to other exhibitors or visitors is prohibited. Where the noise level during demonstrations exceeds 60 dB, the demonstrator is required — unless the demonstration is in the interest of all participants — to hold it in a separate room. General presentations by the organiser are exempt from this requirement.

Article 8. Maintaining order
8.1. The venue owner is responsible for maintaining order within its buildings and on its grounds. To this end, it issues such rules and instructions as it deems useful and necessary in the interest of order and safety, and regulates and restricts — in consultation with the organiser — access to its buildings and grounds for participants and visitors. Staff or authorised representatives of the venue owner shall, provided they can produce adequate identification, have access to the halls at all times, including stand areas.
8.2. Participants are required to comply strictly with the rules and instructions referred to in the preceding article, as well as any other (government) regulations relating to order and safety. The venue owner and the organiser are jointly entitled, by mutual agreement, to take such measures against a participant who fails to comply fully or in part with the obligations described in the preceding sentence as they deem useful or necessary. Such measures may include the full or partial evacuation or closure of the stand area. Furthermore, they are entitled to consider the participation of the participant in question as terminated with immediate effect — without relieving the participant of the obligation to pay all costs incurred by or on their behalf, including costs relating to the termination or the measures taken, and without the participant being entitled to claim compensation of any kind.

Article 9. Delivery and removal of products
The organiser accepts no responsibility for consignments received, nor for materials used in fitting out or constructing stands, nor for exhibited products or goods. Participants are solely responsible, at their own risk and expense, for the delivery, unpacking, display, repacking and removal of all products intended for them. This must be carried out by the participants themselves or their representatives. No goods may be delivered to or removed from the fair during its run without the prior written consent of the organiser. After dismantling the stand, the entire area must be fully cleared and handed over to the organiser in good condition. The deadline for this is as indicated.

Article 10. Representation
10.1. Participants must ensure that at least one authorised representative is present during stand construction, throughout the fair's normal opening hours, and during dismantling. This representative must be a member of the participant's permanent staff.
10.2. Participants are only permitted access to the fair from one hour before to half an hour after normal opening hours.

Article 11. Participant badges
One complimentary access badge will be provided per 5 m² of rented stand space, with a minimum of 3 badges and a maximum of 15 badges. If additional exhibitor badges are required, these can be ordered from the fair organiser upon cash payment. These badges are intended solely for use by the exhibitor and/or their staff and may not be passed on to third parties. Badges must be worn visibly at all times.

Article 12. Seminars
Participants are prohibited from holding seminars, courses or training sessions at their stand or in any area forming part of their stand. This is only permitted in the interest of all participants and with the written consent of the organiser. In such cases, the organiser must be informed of the content in advance. No admission fee may be charged.

Article 13. Stand cleanliness
Participants are responsible for any additional cleaning required to keep their stand in a proper condition. This must be carried out either one hour before normal opening hours or within half an hour after closing time. Non-reusable packaging and all other waste must be removed and disposed of by the participant, or removed by the venue owner at the participant's expense.

Article 14. Water/telephone
A water or telephone connection is not always available. Where a water connection is possible, the following rules apply: the exhibitor must follow the organiser's instructions and regulations regarding water connections. Strict rules are in place, partly to prevent the growth of Legionella bacteria. The organiser reserves the right to subject the relevant work to its prior approval. The organiser may outsource the work to be carried out to a certified installer.

Article 15. Insurance and liability
The organiser accepts no liability for any loss or damage, however caused, suffered directly or indirectly by the participant, their staff or their visitors — including loss of business and damage caused by theft, vandalism or any other cause — where such loss or damage has been caused by third parties. The participant indemnifies the organiser against any claims by third parties in respect of loss or damage, however caused, resulting from the actions of the participant, their staff or their visitors.

Article 16. Cancellation
16.1. A registered participant who withdraws from participation within fourteen days of signing the registration form may claim remission of the total amount due, less a 10% deduction to cover costs incurred.
16.2. If the participant cancels after this fourteen-day period but no later than two months before the start of the fair, remission will likewise apply, less a 10% deduction to cover costs incurred.
16.3. In the event of cancellation within two months before the start of the fair, the participant is not entitled to any remission and the full amount due remains payable.

Article 17. Unforeseen circumstances
17.1. If, in the organiser's judgement, exceptional circumstances warrant it, the organiser may change the dates, times and/or venue established for the fair, or decide to cancel the fair altogether.
17.2. The exceptional circumstances referred to in the preceding paragraph include market conditions and all other circumstances which, after weighing the interests involved, the organiser considers likely to jeopardise the success of the fair.
17.3. In all matters not covered by these regulations, the organiser shall have the final say. The organiser also reserves the right to amend and supplement these regulations at any time.

Article 18. Disputes
18.1. All disputes that may arise between The Exhibition Company BV and a participant in connection with participation or these regulations shall be settled in accordance with Dutch law by the competent court in Utrecht.
18.2. The Dutch text of the participation agreement, these regulations or any further agreement concluded between the parties in connection therewith shall be definitive.