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Exhibitor Terms, Conditions & Regulations for the 2010 BLiP - Better Living in Portugal Exhibition
Exibições Ibéria Lda,(the Organiser) has been contracted by AFPOP - The Association for Foreign Residents and Property Owners in Portugal (the Owner) - to manage, organize and direct the 2010 BLiP - Better Living in Portugal Exhibition (the Exhibition).
(A) General
(A1) The Organiser is responsible for the management and execution of the Exhibition.
(A2) It is the responsibility of the Organiser to ensure the smooth operation of the Exhibition.
(A3) These Terms, Conditions & Regulations form part of the stand rental and services agreement issued between the Exhibitor and the Organiser. The official accepted legal and official Terms, Conditions & Regulations can be found on the website www.blip-exhibitions.com in the Portuguese language. In the case of any legal dispute, the Portuguese Terms, Conditions & Regulations will prevail. This English translation is literal and the Organiser does not accept any responsibility for mistakes or inaccuracies resulting from this translation.
(A4) These Terms, Conditions & Regulations along with the Terms, Conditions & Regulations pertaining to any and all extras to the stand space rental agreement, are accepted by the Exhibitor, and are applicable to all persons participating in the Exhibition as Exhibitors, including staff and subcontracted organizations to the Exhibitor and the Organiser.
(B) Duration of the Exhibition
(B1) The Exhibition will take place over two days: Saturday 16 October 2010, opening to the public from 10:00 until 19:00 and Sunday 17 October 2010 opening to the public from 11:00 until 18:00. These opening times and durations may be delayed or altered as the organiser deems appropriate but not without notice, but without compensation or reimbursement of sums already paid by the Exhibitor.
(C) Cancellation of the Exhibition
(C1) In extreme cases, Acts of God or circumstances beyond the control of the Organiser or the site where the Exhibition is held or Force Majeure, it may be necessary to delay or cancel the opening of the Exhibition. In these extreme circumstances, a future booking for the Exhibition will be made and no compensation or reimbursement of monies paid will be made in this instance.
(C2) If it is not possible for the Exhibition to take place on a future date as in section (C1), all Exhibitors will be entitled to a refund of monies paid, less any and all costs incurred by the Organiser on the Exhibitors behalf.
(D) Opening Hours & Conditions
(D1) The Exhibition will open to the public on 16 September 2010 from 10.00 until 19.00 and on 17 September 2010 from 11:00 to 18:00.
(D2) Exhibitors will be granted access to the exhibition centre, two hours prior to the published public opening times as in section (D1) on public days.
(E) Conditions of Admission & Participation
(E1) Admission will be granted on production of official exhibitor passes for Exhibitors and persons involved in the Exhibition that form part of the construction or manning of Exhibition space, legal persons, domestic or foreign, whose activity falls within the Exhibition.
(E2) Acceptance of participation is solely by permission of the Organiser, who may refuse entry to persons that according to its criteria, or for any reason, may be harmful or inconvenient to the Exhibition before, during or after the public hours of the Exhibition.
(F) Registration
(F1) Confirmation of the rental of space in the Exhibition, will be made in writing in the form of the Final Contract, signed by the Organisers and subject to a 20 per cent deposit of the total stand cost having been made no later than 8 days from the date of the Factura for the deposit.
(F2) A further 40 per cent must be paid no later than June 30, 2010 without exception.
(F3) The balance of 40 per cent must be paid no later than August 18, 2010 without exception.
(F4) If the stage payments are not made by the dates specified in this these Terms, Conditions & Regulations under sections (F1) (F2) and (F3), the Organiser will assume the right to exclude the Exhibitor from the Exhibition without refund, compensation or prior notice, and may choose to offer the space for sale to other interested parties.
(F5) From the date of acceptance of the Final Contract, the Exhibitor shall for all purposes pertaining to the Exhibition either on its own or on behalf of the company or companies it represents, strictly comply with all provisions of these Terms, Conditions & Regulations and the Contract issued therein.
(F6) Confirmation of acceptance will only be made upon the issuing of the Final Contract by the Organiser.
(G) Build-Up
(G1) The timetable for the building up of stands by Exhibitors will be sent directly to clients by email. The times in these emails must be adhered to rigidly. Generally, the build up timetable is from 08:30 until 19:00 on Thursday October 14, 2010 and 08:30 until 22:00 on Friday October 15, 2010.
(H) Exhibition Space & Design
(H1) Each modular stand has a floor area of 9m2 (3m x 3m) constructed from aluminium framework, wooden inserts, carpet in a neutral colour and lighting.
(H2) All stands whether they are single or multiple modules, will be equipped with one single-phase electrical supply.
(H3) The design and set up of the contents of the exhibition space remains the responsibility of the Exhibitor.
(H4) Exhibitors will be sent details by email of the slot in which they can build-up and break down the contents of their stand. If the Exhibitor requires an extension, or requires a specific time that is outside of the published build-up and break down times as in section (G1), special permits may have to be sought. These instances will be dealt with on a case-by-case basis and may involve a charge for additional hours.
(H5) The Organiser can prevent the opening of space or can at any time recall the spaces, in instances where the products being exhibited are deemed to be dangerous, or do not conform with the objectives of the Exhibition or breech these Terms, Conditions & Regulations.
(H6) Space reserved for Exhibitors that is not occupied within 24 hours of the opening of the Exhibition, will be deemed to have been forfeited and the Organiser reserves the right to re-sell or otherwise dispose of or close the space.
(H7) All stands must be completed no later than one hour prior to the opening of the Exhibition to the public.
(H8) If section (H7) is not adhered to, the Organiser reserves the right to take control of the exhibition space or close the space as it deems necessary.
(H9) Space at the Exhibition is for the sole use of the contracted Exhibitor. Sub-letting or sharing of space is prohibited and any instance may result in the Organiser closing the exhibition space, cancelling the agreement with the Exhibitor without recourse or refund of monies paid or levying a further charge.
(I) Transfer and sharing of the exhibition space
(I1) The Exhibitor can not give the exhibition in part or whole, sub-let or share whether paid for or otherwise without the express consent in writing by the Organiser.
(J) Provision of Electricity, Water & Internet
(J1) Electricity is supplied in alternating current with a frequency of 50 Hz and a voltage of 230/400 volts.
(J2) All electrical installations and equipment must conform to the Terms, Conditions & Regulations, with particular reference to the Rules of Safe Use of Electricity (RSIUEE).
(J3) It is essential that details of use that fall outside of the normal use of the electricity supply are included in the registration form.
(J4) Specific requests for water, internet, telephone, drainage or electricity, must be submitted in writing.
(J5) All extra facilities which includes electricity, water and internet must be requested no later than five days prior to the build-up day of the exhibition.
(J6) Water supply will be dependent on the location of the stand and the purpose.
(J7) The costs related to stand type and other technical services required (electricity, telecommunications, water, etc) shall be subject to payment as per the tariff.
(K) Food & Drink
(K1) The preparation and consumption of food and drink in the Exhibition space, in particular outside of the restaurant area is prohibited.
(K2) The only exceptions to section (K1) are samples offered for free as part of the exhibitions space and the products within, free courtesy refreshments, both of which must be served and consumed within the confines of the exhibition space.
(K3) The sale of food for consumption outside the area of the Exhibition is permitted, provided that the Exhibitor is a license holder for this purpose and the goods are properly packaged and stored according to the laws of hygiene and food safety.
(L) Security and fire protection
(L1) Exhibitors must not in part of whole, either by using for display purposes or for storage, block corridors, fire exits, impede visibility and access to fire extinguishers, valves and fire hoses or in any way store stock or stock items (including boxes) in any position other than in the space allocated.
(L2) Unless prior written permission by the Organiser has been given, it is prohibited to display, or conduct demonstrations using appliances or equipment that have open flames. Such instances will result in the space being closed by the Organiser.
(L3) The use and storage of gas cylinders without the prior written consent by the Organiser in the exhibition centre is prohibited and may result in the closure of the exhibition space by the Organiser.
(M) Noise Pollution
(M1) Exhibitors are prohibited from the playing of or the use of sound amplification systems in their exhibition space that may disrupt the smooth running of the Exhibition or other Exhibitors.
(N) Responsibilities & Obligations of the Exhibitor
(N1) While every care and attention is taken by the Organiser to ensure the security of all items within the exhibition centre, the ultimate responsibility remains with the Exhibitor.
(N2) The Organiser is not responsible individually or as a whole for any damages or losses that may result to Exhibitors, its staff, third parties or the products exhibited, whatever the nature or the facts including but not limited to fire or theft. No compensation will be made by the Organiser in any instant.
(N3) The Exhibitor is responsible for any and all damages and losses caused both directly and in-directly in the exhibition centre, the exhibition space both occupied or otherwise or products or display material in their space or other exhibitors space.
(N4) In accordance with section (N3), Exhibition space must be returned to the Organiser in the state in which it was found.
(N5) Any and all repairs that may have to be made due to damage, both deliberate or otherwise will be charged to the Exhibitor directly.
(N6) According to the above, it is the responsibility of the Exhibitor to inform the Organiser of any and all damage that exists on the construction of the Exhibition space immediately for the Exhibitor so as not to be held responsible later.
(N7) It is the responsibility of the Exhibitor, to ensure the security of their exhibition space at all times. It is therefore deemed thought this section, that the risk remains with the Exhibitor solely for all exhibition material and display items.
(N8) It is not permitted to present or distribute products or material that may cause offence, harm or damage to other Exhibitors or visitors or that may deteriorate the flooring or construction of the exhibition centre, or the individual exhibition spaces within the exhibition centre including exterior buildings.
(N9) It is strictly forbidden to deposit or dispose of hazardous, flammable or explosive materials, materials that give off bad smells, in or around the premises of the Exhibition stands or centre or to harass other Exhibitors or the visiting public.
(N10) Is prohibited to conduct or to attempt to conduct business either directly or indirectly inside the Exhibition centre when not present on a contracted Exhibition space.
(N11) Exhibitors must not in part of whole, either by using for display purposes or for storage, block corridors, fire exits, impede visibility and access to fire extinguishers, valves and fire hoses or in any way store stock or stock items (including boxes) in any position other than in the space allocated.
(N12) The Exhibitor and their employees should know the location of fire extinguishers, emergency exits and consult the emergency plan.
(N13) The cleanliness and presentation of the stands remains the responsibility of the Exhibitor and must be completed no later than one hour prior to the opening of the Exhibition to the public.
(N14) Vehicles of participants who are not properly parked in areas provided will be removed by the authorities.
(N15) Any and all situations that are deemed to be dangerous or potentially dangerous, or emergency situations, must be reported to the Organiser immediately.
(N16) All exhibition spaces must remain open and manned during the public open hours of the Exhibition.
(O) Break Down
(O1) The hours for the break down of the exhibition space will be from 18:30 until 20:30 on Sunday October 17, 2010 and from 08:30 until 17:00 on Monday October 18, 2010.
(O2) The dismantling of stands and the removal or collection of materials from exhibition space cannot begin until the Exhibition has officially closed or unless specific permission has been grated by the Organiser prior to commencement.
(O3) The dismantling of stands and removal of exposed material must be completed within strict time limits set by the Organiser as per section (O1).
(O4) Material not removed within the schedule as per section (O1) may result in the material being moved and stored by the Organiser. In the event of this clause being implemented, the Exhibitor absolves the Organiser or its officers from any responsibility for damage and the Exhibitor agrees to pay all charges relating to the storage and removal of such materials.
(O5) The Exhibitor is solely responsible for all damages or losses caused by its material or structures, equipment, items on display in exhibition space or activity, as well as the actions of its subcontractors, where they cause injury to visitors or other Exhibitors.
(P) Agreement General
(P1) By entering into this agreement, the Exhibitor and the parties responsible for its presence agree to abide by and follow the Terms, Conditions & Regulations as stipulated in these Terms, Conditions & Regulations.
(Q) Insurance
(Q1) The Exhibitor must have sufficient insurance covering the risk of fire, lightning, explosion, flooding, or theft including the products and / or articles exhibited therein.
(Q2) The Exhibitor shall arrange public / civil liability insurance covering the potential loss or injury sustained by Exhibitors or visitors to the contracted exhibition space.
(Q3) The Exhibitor shall arrange public / civil liability insurance covering the potential loss of damage to the Organiser or Expoarade EM by Exhibitors.
(R) Complaints
(R1) Complaints should be made in writing and be submitted no later than 24 hours in all cases.
(S) Breaches relating to the Terms, Conditions & Regulations
(S1) In the case of breach of these Terms, Conditions & Regulations, the Organiser reserves the right to take the measures it deems appropriate, including the cancellation of the rights of the Exhibitor, without recourse or the right for compensation or refund of monies paid.
(S2) In case of severe breaches of these Terms, Conditions & Regulations during the Exhibition, the Organiser can order the closure of the exhibition space.
(S3) The official Portuguese Terms, Conditions & Regulations are correct at the time and date of being published. Any and all alterations will be notified in writing where a contract is in effect.
Published January 20, 2010 - 10:55 |
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