Terms of participation
TERMS OF PARTICIPATION
Tartu Näitused AS
- DATE AND PLACE
The event will be held on 20-22 April, 2023
Tartu Fairs Centre, Fr. R. Kreutzwaldi 60, Tartu 51006, ESTONIA.
The event will be open:
April 20, 2023 10 a.m. – 6 p.m.
April 21, 2023 9 a.m. – 6 p.m.
April 22, 2023 9 a.m. – 4 p.m.
Mounting and exposition layout:
April 13, 2023 8 a.m. – 5 p.m.
April 14, 2023 9 a.m. – 5 p.m.
April 15, 2023 9 a.m. – 5 p.m.
April 16, 2023 9 a.m. – 5 p.m.
April 17, 2023 8 a.m. – 6 p.m.
April 18, 2023 8 a.m. – 6 p.m.
April 19, 2023 8 a.m. – 6 p.m.
April 22, 2023 5 p.m. – 8 p.m.
April 23, 2023 9 a.m. – 5 p.m.
April 24, 2023 9 a.m. – 5 p.m.
- ORGANISER, EXHIBITORS AND EXHIBITS
1.1 Organiser – AS Tartu Näitused (hereinafter the Organiser).
1.2 Exhibitor – a legal or natural person who participates in a particular exhibition or trade fair and whose area of activity corresponds to the topic of the organised event.
1.3 Main Exhibitor – a legal or natural person who has accepted the general terms and conditions valid in the Trade Fairs Centre of Tartu Näitused (hereinafter the general terms and conditions of participation) and the terms and conditions of participation in a particular exhibition or trade fair, with whom the Organiser will enter into a participation contract (hereinafter the registration sheet/participation contract) for renting an exposition stand and a standard stand for the exhibition or trade fair period under the terms and conditions set out in the registration sheet/participation contract of the particular exhibition or trade fair and for the provision of services on the basis of the price list of the services of the Organiser.
The Main Exhibitor shall be liable for the payment of all the expenses caused to the Organiser by a Co-exhibitor and the Main Exhibitor shall be liable for the activities of all the Co-exhibitors that act on its stand and for the payment of invoices submitted to them.
In order to enrich the exhibition or trade fair, offer better services to visitors and Exhibitors, and provide other public benefits, the Organiser may involve in an exhibition or trade fair Exhibitors whose activities are not directly related to the topic of the abovementioned exhibition or trade fair, but who do not damage the interests of Exhibitors and are not in conflict with good business practices and the principle of equal treatment of the Exhibitors.
1.4 Co-exhibitor – a legal or natural person who participates in an exhibition or trade fair and displays its products and services at the exposition stand rented by the Main Exhibitor, whose name has been entered in clause 6 of the registration sheet/participation contract, who pays the participation fee of a Co-exhibitor in an equal part with the Main Exhibitor, and whose data are published in the official catalogue of the event. A Co-exhibitor shall be liable for the performance of the obligations set out in the general and particular registration sheet/participation contract of the Trade Fairs Centre of Tartu Näitused. All the obligations of the Main Exhibitor shall extend to a Co-exhibitor.
1.5 Exhibitors shall have no right to rent out the exposition stand or transfer the exposition stand given to it or parts thereof to any third parties without making a corresponding entry in the registration sheet/participation contract and without the consent of the Organiser.
1.6 Exposition Stand – the space rented out by the Organiser to an Exhibitor for the exhibition or trade fair period in the Trade Fairs Centre (internal space) or outside the Trade Fairs Centre (external space). The Exposition Stand shall be rented out only to the Main Exhibitor, who has the right to register Co-exhibitors on the registration sheet. It is prohibited for the Main Exhibitor to advertise or show at its Exposition Stand products and services of companies not entered in the registration sheet/participation contract of a particular exhibition or trade fair.
1.6.1 Booking of Exposition Stands – in order to book an Exposition Stand, the Organiser shall send the Exhibitors the advertising and sales package of a particular exhibition or trade fair. The Exhibitor shall return to the Organiser a completed registration sheet/participation contract that forms a part of the package by the deadline provided for in the terms and conditions of participation in the particular exhibition or trade fair.
The Organiser shall accept only properly completed registration sheets that have been provided with a signature of a person authorised by the Exhibitor. The registration sheet/participation contract completed by the Exhibitor and accepted by the Organiser and its annexes shall form a contract on the participation in the particular exhibition or trade fair, whose performance shall be binding both on the Exhibitors and the Organiser. Upon acceptance of the requests submitted in the registration sheet by the Exhibitor, the Organiser shall send the Exhibitor a corresponding written confirmation on the acceptance of the order placed with it.
1.6.2 Rates of rent of Exposition Stands – the Exhibitor shall undertake to pay for the exhibition spaces and stands a rent in accordance with the rates of rent set out in the registration sheet/participation contract. Stands of the depth of 2 m starting from 8 m2 as well as stands made according to special requests and higher than 2.5 m shall be coordinated with the Organiser in writing. Orders for an Exposition Stand shall be processed in the order of their arrival, also taking into account the purposeful use of the stands.
1.6.3 Renting an Exposition Stand – a completed registration sheet/participation contract shall be sent to the Organiser of the event. Orders for participation set out in the registration sheet/participation contract shall be satisfied in the first place according to the topic of the event until the Exposition Stands have run out. The completion of a registration sheet/participation contract shall be mandatory for the parties.
1.6.4 Arrangement and design of Exposition Stands – the Organiser shall determine the final arrangement of the Exposition Stands, taking into account the order of receipt of the registration sheets/participation contracts, purposeful use of the space, technical peculiarities of the exhibition and/or trade fair and, if possible, the requests of the Exhibitors. The Organiser shall, before the beginning of the period of the particular exhibition or trade fair, send to each Exhibitor a drawing of the final arrangement of the stands, by indicating the location of the Exposition Stand rented by the Exhibitor. An Exhibitor may order construction work of the Exposition Stand from the Organiser or perform the aforementioned work itself, by using its own materials and workforce. If the Exhibitor performs the construction work of the Exposition Stand on the basis of its own materials or with the help of another construction company, it shall be obliged, no later than four weeks before the beginning of the trade fair, to coordinate with the Organiser on the design plan of the Exposition Stand.
1.6.5 General security of Exposition Stands. AS Tartu Näitused has the right to require that Exhibitors place stands and erect their stands so that free access to fire-fighting closets, water hydrants and basic fire-fighting equipment is ensured. The Exhibitors shall also leave free all the main and emergency exits meant for firefighting.
1.7 Exhibit – a physical object displayed by the Exhibitor at the Exposition Stand rented at the exhibition or trade fair, on supporting structures erected on it, on the design elements, on the internal walls of the stand, or above the stand. Installation of Exhibits outside the Exposition Stand is prohibited. Removal of Exhibits from the exposition before the official end of the exhibition or trade fair is prohibited.
AS Tartu Näitused has the right to require the removal of such Exhibits from the exposition which pose a potential source of danger to visitors and other Exhibitors, disturb or complicate the activities of the other Exhibitors, mislead visitors or are contrary to the code of ethics or good business practices.
The topic, time and timetable of each particular exhibition or trade fair have been set out in the registration sheet/participation contract and/or terms and conditions of participation in the corresponding exhibition or trade fair.
- PAYMENT TERMS AND PREMATURE TERMINATION OF CONTRACT
2.1 Payment terms. The Exhibitor shall be obliged to pay the participation fee of a particular exhibition or trade fair and rent for the Exposition Stand and stand to the bank account and by the due date set out in the invoice issued by the Organiser. The Exhibitor has the right to use the Exposition Stand and stand rented by it within the time limit provided for in the terms and conditions of participation after the payments have accrued to the bank account of the Organiser. The participation fee is non-returnable and includes partial costs of preparation, organisation and advertising of the event as well as the costs of issue of an official catalogue of the exhibition or trade fair (if the issue thereof has been prescribed in the terms and conditions of participation). The services ordered during the event shall be paid for on the spot at the information desk. Participation fee will be paid immediately upon booking the exhibition stand and will not be refunded if the exhibitor waives participation.
2.2 Premature termination of contract. An Exhibitor shall be obliged to inform the Organiser in writing of its request to terminate the contract prematurely. Premature termination of the contract without any particular sanctions is possible only under the terms and conditions indicated in the registration sheet/participation contract.
An Exhibitor shall forfeit its right to use a booked Exposition Stand and the right to use the Exposition Stand shall go back to the Organiser if the Exhibitor:
- has not paid the participation fee on time;
- has not started to use the Exposition Stand April 20 except if an agreement has been reached on the terms and conditions of participation in a particular exhibition or trade fair),
- does not adhere to the Organiser’s general terms and conditions of participation or terms and conditions of participation in a particular exhibition or trade fair. An Exhibitor shall be obliged to pay the Organiser the invoices the due dates of which have arrived by the moment of premature termination of the contract. The amounts already paid by an Exhibitor before premature termination of the contract shall not be subject to return to Exhibitors.
- EXHIBITION AND TRADE FAIR SERVICES
3.1 The Organiser shall send forms for the formalisation of additional services by the date set out in the registration sheet/participation contract to all the Exhibitors, who return, in a timely manner, to the Organiser a registration sheet/participation contract that has been completed according to the standard format and that the Organiser sends to all the Exhibitors whose participation has been accepted by the Organiser. The Organiser shall fulfil any later orders according to possibilities. In the case of orders placed at the time the exhibition and trade fair is held, an add-on of 50% shall be applied (the period from April 13 to April 22, 2023).
3.1.2 Stand construction work. The Exhibitor may order from the Organiser the stand construction work (incl. special design) and the respective structural and design materials. It is also possible to get help and advice from the Organiser when planning and designing the Exposition Stand. If the Exhibitor performs the stand construction work itself or employs its subcontractors for that purpose, it shall be obliged to coordinate the stand design draft as well as the structures and materials to be used with the person indicated in the participation contract/registration sheet no later than within four weeks before the opening date of the particular exhibition or trade fair. The Exhibitor shall be obliged to adhere to the deadlines for mounting and dismounting work provided for in the terms and conditions of participation in the particular exhibition or trade fair and the rules on fire safety, safety at work and occupational health and safety valid in the Trade Fairs Centre. If an Exhibitor plans to hang any Exhibits, elements of design, or advertising media of any weight on side walls or the overhead structure of its stand, it must inform the Organiser thereof, who will decide on the need for installation of enforced walls or overhead structures. The standard height of the structural elements used in stand construction work shall be 2.5 m. Use of structures exceeding the aforementioned height requires an approval from the Organiser.
3.1.3 Electrical work. An Exhibitor may order from the Organiser additional lighting of the stand and necessary electrical connections. An Exhibitor may perform the electrical work of its trade fair stand itself or employ its subcontractors for that purpose, undertaking to coordinate the current power consumed and the circuit diagram of the trade fair stand with the Organiser within four weeks prior to the particular trade fair.
Irrespective of whether the Exhibitor performs the mounting work of its stand itself, by means of the subcontractor employed by it, or has ordered the mounting work of its stand from the Organiser, the Exhibitor shall be obliged to order from the Organiser an electrical connection for its stand and pay for the provision of the connection on the basis of the price list of the Organiser. The electrical equipment and materials mounted by the Exhibitor itself or ordered from its subcontractors shall hold a certificate of conformity provided for in the Republic of Estonia Product Conformity Act. If electrical work is not performed by the Organiser, the Exhibitor shall assume full liability for the safety and quality of the electrical work performed. A legal person performing electrical work must hold an electrical work authorisation issued by the Electrical Safety Controlling Centre, which authorises the performance of electrical work within a particular sphere of competence. A natural person directly performing electrical work must hold a competence certificate for the performance of electrical work within a particular sphere of competence.
3.1.4 Cleaning. An Exhibitor shall have the option to order from the Organiser cleaning of its Exposition Stand according to the price list. The Organiser shall ensure the cleaning of premises used in the public interest throughout the entire work period of the event.
3.1.5 Customs, transport and dispatch services. An Exhibitor shall organise the transport of the Exhibits to the particular exhibition or trade fair and back to the place of destination at its own expense and be liable for the completion of customs formalities related to all of its Exhibits. The Exhibits to be sent to a particular exhibition or trade fair must be sent no earlier than 3 days prior to the commencement of the work period of the particular exhibition or trade fair (unless there is another agreement between the Organiser and the Exhibitor). An Exhibitor shall be obliged to follow the timetable of dispatch of Exhibits of the particular exhibition or trade fair as established by the Organiser. An Exhibitor or its dispatch company shall be obliged to take the Exhibits, design structures and other goods away from the Trade Fairs Centre no later than within 3 days from the end day of the work period of the particular exhibition or trade fair.
3.1.6 Parking services. Exhibitors can use, within the framework of a trade fair or an exhibition, additional fee-charging parking services the volume as well as terms and conditions of the provision of which are provided for by an agreement.
3.1.7 Security services. Exhibitors can order, within the framework of a trade fair or an exhibition, additional fee-charging security services the volume as well as terms and conditions of the provision of which are provided for in a contract to be entered into between the Organiser and a customer for the provision of a fee-charging security service.
3.1.8 Lifting services. Exhibitors can order, within the framework of a trade fair or an exhibition, additional fee-charging lifting services the volume as well as terms and conditions of the provision of which are provided for in a contract to be entered into between the Organiser and a customer for the provision of a fee-charging lifting service.
3.1.9 Ordering additional services. A service and information bureau through which it is possible to provide services to Exhibitors shall be open in the foyer of the Trade Fairs Centre during the mounting and dismounting work as well as during the opening hours of a trade fair and an exhibition.
- ENSURING SECURITY. FIRE SAFETY AND OCCUPATIONAL SAFETY. WASTE MANAGEMENT.
4.1 The Organiser shall protect, with its own security service resources, the property belonging to Exhibitors during trade fairs, exhibitions and other events organised by the Organiser and shall ensure public order on the internal and external premises.
4.2 The Organiser shall be liable for general public order, but not for any damage to or loss of Exhibits, structures or other materials and equipment. The Organiser shall not be liable for any damage caused by force majeure as well as by visitors, other Exhibitors and their contractors. An Exhibitor shall itself be liable for insuring their Exhibits, materials and equipment.
4.3 The Organiser shall be liable for general fire safety and general order at exhibitions and trade fairs. In order to use inflammable and explosive substances and materials at the Exposition Stand, an authorisation must be applied for from the Rescue Board.
4.4 Smoking is prohibited on the internal premises of the Trade Fairs Centre. Taking into account the security system of the Trade Fairs Centre, it is prohibited to use balloons that contain helium or another gas that causes suspension.
4.5 The fulfilment of the rules on fire safety, safety at work and occupational health and safety shall be mandatory for Organisers and Exhibitors. By signing the registration sheet/participation contract, the Exhibitors shall warrant that they are aware of and undertake to fulfil the rules set out in clause 5.5.
4.6 Waste management. Putting waste outside the waste containers prescribed for this end is prohibited. An Exhibitor shall collect the waste generated at its Exposition Stand at a particular exhibition or trade fair into standard bin bags and place it to container situated at end of B-hall Pouring lubricants, oil residues, solvents, varnishes and paints into the sewerage is prohibited.
4.7 It is also prohibited to put explosive substances and materials, hazardous waste, liquid waste, waste requiring special processing (batteries, accumulators, tins of paint and containers of chemical substances), residues of the materials used in building the stand (wood, chipboard, fibreboard, metal, glass, etc.) and metal and wood waste generated upon presenting machinery and equipment into the container for mixed waste. The Exhibitor or its subcontractor shall be obliged to put large-scale waste into the containers meant for this purpose.
4.8 The elimination of any environmental damage and pollution caused due to disregard or violation of the waste management regulations shall take place at the expense of the Exhibitor who caused the damage or pollution. The Exhibitor shall also undertake to pay any possible fines and sanctions that state agencies may impose for such violations due to reasons arising from the activities of the Exhibitors.
- PARTICIPANT CARDS / WRISTBANDS
5.1 The participant cards/ wristbands shall be issued to an Exhibitor by the Organiser at the time specified in the registration sheet/participation contract/terms and conditions of participation according to the size of the rented Exposition Stand. Participant cards/wristbands shall be worn in a visible place. Participant cards/wristbands shall grant the right of entrance during the opening hours of an exhibition or a trade fair and during mounting and dismounting.Wristbands are personal and the delivery thereof to other people is strictly prohibited. Upon delivery of a wristband to other people, the Organiser or a security guard authorised by it has the right to take the wristband away from the person who presented it and the wristband shall not be subject to return or replacement.
- ADVERTISING AND RETAIL SALE
6.1 An Exhibitor has the right to use the Exposition Stand rented at a particular exhibition or trade fair for the realisation of its marketing objectives in order to sell its products and services. Placing advertising posters and other materials is permitted only with the help of adhesive tape and/or hangers. Installation of advertising outside the rented Exposition Stand is permitted on the basis of the Organiser’s price list after renting the corresponding space. Retail sale of souvenirs, accessories and other goods is permitted at an event. Catering, sale of alcohol and food products is prohibited, unless a special agreement has been entered into with the Organiser.
6.2 An Exhibitor may use the logo and visuals of an exhibition or a trade fair on its website and in its information materials.
6.3 The communication of advertising as well as the form and methods of communication thereof shall be in accordance with the provisions of the Republic of Estonia Consumer Protection Act, Advertising Act and Language Act and comply with good business practices. An Exhibitor shall be liable for the compliance of advertising with good business practices. If the advertising presented by an Exhibitor is not in compliance with the requirements or is in conflict with the generally valid code of ethics, the principle of gender equality, good business practices or instigates international or religious hatred, the Organiser has the right to require removal of the advertising.
- REGULATION OF NOISE-GENERATING ACTIVITIES
7.1 The presentation of audio and video programmes may not disturb the work of the neighbouring stand. The limit value of the sound pressure of a noise event caused by acoustic amplifier systems may not exceed 65 dB(A) on the external boundary of the stand. Upon displaying operating machinery and equipment, the equivalent level of industrial noise may not exceed 65 dB(A) on the external boundary of the stand. The Organiser has the right to require that the Exhibitor limit sound volume that exceeds the standard level, shift the times of organisation of events and noise events and limit the duration of events and noise events to prevent disturbing or hindering the work of the neighbouring stands. Disregard of the limitation established by the Organiser leads to prohibiting the activities that exceed the standard level of noise at the Exposition Stand.
7.2 Noise-generating equipment shall be displayed and acoustic amplifier systems shall be used in accordance with Government of the Republic Regulation No. 54 of 25 January 2002 “Maximum Level of Physical Hazards of Working Environment and Procedure of Measuring Hazard Parameters” and Minister of Social Affairs Regulation No. 42 of 4 March 2002 “Standard Levels of Noise in Residential and Recreation Areas, Residential and Public Buildings and Methods of Measuring Noise Level”.
- LIABILITY AND INSURANCE
8.1 Liability of an Exhibitor. An Exhibitor shall be liable for mounting and arrangement of its exposition and for the order of its Exposition Stand.
8.2 An Exhibitor shall, before occupying the Exposition Stand rented by it, register itself at an official representative of the Organiser or in the service bureau of the particular exhibition or trade fair. An Exhibitor shall be liable for the means and inventory given to its disposal, from the moment of receipt to returning them to the Organiser. An Exhibitor shall be obliged to remove from inventory the adhesive films, advertising and sticker materials installed by the Exhibitor itself or by its employees. An Exhibitor shall undertake to pay the Organiser for the cost incurred as a result of failure to remove sticker advertising and, if necessary, compensate for the damage that will arise from the failure to remove the sticker and other advertising, incl. damage that will arise if inventory is damaged.
8.3 An Exhibitor shall be liable for the activities of its contractors or third parties involved by it and undertakes, if possible, to compensate the Organiser for the proprietary damage caused by them. An Exhibitor shall decide on insuring its exhibits and other property in the particular exhibition or trade fair period and bear liability for possible consequences of non-insuring its tangible assets.
8.4 An Exhibitor shall be liable for borrowed materials. An Exhibitor shall be obliged to transfer to the Organiser a tidied Exposition Stand, stand as well as ordered equipment and materials after the end of the event. The liability shall also apply to Co-exhibitors and third parties. If the Organiser detects any defects on returned objects, it shall inform the Exhibitor thereof. If the Exhibitor has any objections thereto, it shall submit the objections within one week. The Exhibitor shall be obliged to compensate for the damage caused to the objects and equipment that were at its disposal during the exhibition period. Upon loss or full destruction of the objects, the Exhibitor shall replace them with equivalent ones or compensate for the cost on the basis of the price list.
8.5 Obligations of an Exhibitor. An Exhibitor shall be obliged to inform the Organiser immediately about damage arisen to the Organiser’s property that is at the disposal of the Exhibitor and compensate for the damage. The loss event shall be set out in writing in a record to be drawn up between the Exhibitor and the Organiser. No oral claims shall be discussed.
8.6 An Exhibitor shall be obliged to introduce to all of its employees and subcontractors the documents included in and referred to in these general terms and conditions. An Exhibitor shall be liable for informing all of its employees and employees of its subcontractors of the rules on fire safety, safety at work, occupational health and safety and organisation valid in the Trade Fairs Centre of Tartu Näitused.
8.7 Upon agreement with these general terms and conditions of participation, it shall be deemed that the Organiser and the Exhibitor have entered into an agreement for the purposes of subsection 12 (31) of the Occupational Health and Safety Act. According to the agreement, the Organiser and the Exhibitor shall cooperate in issues concerning occupational health and safety, thereby mutually taking into account each other’s interests. The Exhibitor shall warrant that it will ensure proper fulfilment of the occupational health and safety requirements by all of its employees and ordered subcontractors as well as persons related to the construction, administration and cleaning of the Exposition Stand. The Exhibitor shall assume full and sole liability for the failure to perform such obligations, incl. for possible damage that may arise to the Exhibitor’s employees or the Exhibitor’s subcontractors and their employees. The Organiser shall not be liable for damage related to the Exhibitor, its employees and its subcontractors and their employees that may arise as a result of violation of occupational health and safety requirements, incl. as a result of negligence and slight negligence.
8.8 Liability of the Organiser. The Organiser shall be liable for the general order and safety in the territory of the trade fair or the exhibition as well as for the operation without any failures of the security alarm system during the non-work hours of the exhibitions or trade fairs. The Organiser shall not be liable for any damage caused by force majeure as well as by visitors, other Exhibitors or their subcontractors. The Organiser shall be liable for the variety, location, marking and reliability of the basic fire-fighting equipment. The Organiser shall not be liable for damage to or loss of exhibits, structures, etc.
- FORCE MAJEURE
9.1 Liability of the Organiser. If it is not possible to organise an event due to force majeure (acts of war, impact of natural forces and activities of state and government authorities, etc.), the contract entered into with an Exhibitor shall be terminated and the amount paid by the Exhibitor as a prepayment shall be repaid. The participation fee paid by an Exhibitor shall not be subject to return.
10.1 All mutual claims shall be submitted in writing during the work period of the event. No later claims shall be taken into account. Claims shall be resolved by way of negotiations. If no agreement is reached, the disputes and disagreements shall be resolved in Tartu Courthouse of Tartu County Court.
- VALIDITY AND GENERAL TERMS AND CONDITIONS OF CONTRACT
11.1 By signing the registration sheet/participation contract sent by the Organiser, the Exhibitor or its authorised representative shall accept the obligation to fulfil the terms and conditions of participation in an exhibition and the general terms and conditions of participation as well as any additional guidelines and orders to be issued by the Organiser if they have been aimed at increasing the efficiency of work and ensuring the safety of visitors and Exhibitors during the work period of the trade fair or the exhibition. The Estonian text of the registration sheet/participation contract and the terms and conditions of participation in the event and the general terms and conditions of participation shall take priority over versions in other languages in the case of any disagreements on interpretation thereof.