INTERNATIONAL ADVERTISING AND PRINTING TRADE FAIRS REMADAYS KYIV 2021 – REGULATIONS FOR EXHIBITORS
1. GENERAL INFORMATION
1.1 The RemaDays trade fair is organized by the company FLP Slawomir Giefing, GJC International Sp. z o.o. sp. k. – the Publisher of the Gifts Journal quarterly, the European Suppliers Book, Industry navigator УКРАЇНА РЕКЛАМНА.
Ukraine: (+38 044) 338 12 23
Poland: (+48 61) 825 73 22
Fax: (+ 48 61) 674 01 36
– Tatiana Ciszewska: firstname.lastname@example.org
– Iwona Skrzypczak: email@example.com
– Justyna Lisek-Kantorska: firstname.lastname@example.org
– Magdalena Konieczna: email@example.com
– Anna Gąsiorowska: firstname.lastname@example.org
Marina Tsepalkina: email@example.com
1.2. The exhibitors include all economic entities.
1.3. The exhibition venue is the IEC International Exhibition Centre in Kiev, located at Brovarskoy Prospect 15, telephone: +38 (044) 201-1161, www.iec-expo.com.ua
1.4. The area of the trade fair may only be accessed by adults.
1.5. The duration of the trade fair:
7-8 September – from 10:00 to 17:00;
9 September – from 10:00 to 16:00
6 September – from 9:00 to 22:00 assembly;
7-8 September – from 9:00 to 17:30;
9 September – from 9:00 to 16:30;
from 16:30 to 22:00 disassembly;
1.6. The organizer of the trade fair is entitled to change the date of the trade fair after informing the participants.
1.7. The Organizer shall not be liable for any lost profits and damages incurred. The Organizer shall not be liable for any consequences resulting from failure to comply with the terms and conditions of the trade fair.
2. PARTICIPATION IN THE REMADAYS KIEV TRADE FAIR
2.1. The participation in the trade fair is booked on the basis of an Exhibitor’s verbal declaration, after which the Exhibitor is obliged to send a filled out trade fair agreement to the Organizer (signed by persons authorized to represent the Exhibitor and bearing an official company seal) within 7 days. The Exhibitor may also conclude the agreement by sending a filled out and signed copy of the agreement to the Organizer via fax. The agreement may also be submitted in the scanned form.
2.2. After fulfilling the conditions described in point 2.1. the Exhibitor must send 2 original copies of the agreement by post to the Organizer’s correspondence address. After receiving the agreement the Organizer signs the agreement and sends one copy back by post to the Exhibitor’s correspondence address.
2.3. The Exhibitor may only participate in the trade fair and may only begin the assembly of the stand after settling all the financial obligations towards the Organizer.
2.4. The submission of signed documents is equivalent with the acceptance of all the provisions of the agreement and these terms and conditions.
3.1. The organizer reserves the right to change the location of the stand. The Organizer shall inform the Exhibitors of any changes in location.
3.2. The organizer has the right to refuse the placement of a stand in the location selected by the Exhibitor, if the theme and the exhibits presented by the given Exhibitor are not in line with the theme of the given advertising sector.
3.3. Height of the pavilion – 7m 80 cm. Permissible floor load – 900 kg/1m2.
3.4. The stand structures offered by the Organizer are standard trade fair stands built in the octanorm modular system. Their price includes the following elements:
• for stands from 3 to 5 m2:
walls, electrical installation (1 light source, 1 electrical socket), flooring, table, 2 chairs, counter with a shelf, hanger, waste bin, advertising stand and an inscription on the stand;
• for stands from 6 to 8 m2:
walls, electrical installation (2 light sources, 1 electrical socket), flooring, table, 2 chairs, counter with a shelf, hanger, waste bin, advertising stand and an inscription on the stand;
• for stands from 9 to 11 m2:
walls, electrical installation (3 light sources, 2 electrical sockets), flooring, table, 4 chairs, counter with a shelf, hanger, waste bin, advertising stand and an inscription on the stand;
• for stands from 12 to 15 m2:
walls, electrical installation (4 light sources, 2 electrical sockets), flooring, 2 tables, 6 chairs, 2 counters with a shelf, hanger, waste bin, advertising stand and an inscription on the stand;
• for stands from 16 to 20 m2:
walls, electrical installation (6 light sources, 2 electrical sockets), flooring, 2 tables, 8 chairs, 2 counters with a shelf, hanger, waste bin, advertising stand and an inscription on the stand;
3.5 The Economy Package 2m offered by the Organizer is an undeveloped exhibition space, the price of the package includes the following elements:
◦ Economy Package 3m:
registration fee, 3 m2 of undeveloped exhibition space, promotional counter with an advertising stand, 1 bar stool (hoker)
3.6. The Organizer will not refund the fee in the case the Exhibitor cancels any ordered stand equipment. Additional furniture and services ordered by the Exhibitor will be executed after a payment is received.
3.7. The Exhibitor is obliged to appoint a representative responsible for the acceptance of the stand no later than 12 hours before the opening of the trade fair. In the event the stand was assembled in contradiction with the previous arrangements, the Organizer will be obliged to rebuild the stand within 1 day. In the event the Exhibitor is requesting any changes in the stand during the acceptance of the stand, they should apply directly to the company building the stand. In such a situation the Organizer assumes no responsibility for the constructed stand.
3.8. Any additional orders placed by the Exhibitor during the assembly will be carried out subject to the Organizer’s technical capabilities. The execution of all additional orders is only possible if a full payment of the fees has been effected.
3.9. The Exhibitor is obliged to deliver the diagram of the electrical, water, Internet connections and other additional services to the Organizer by 25.08.2021. If the Exhibitor fails to deliver such a diagram within the established deadline, the Organizer cannot guarantee the provision of the services.
3.10. The Exhibitor is obliged to deliver any information concerning the entry in the trade fair catalog by 16.08.2021. The Exhibitor is obliged to deliver a short note about their activity in the Ukrainian language, in accordance with a template presented by the Organizer. The Exhibitor is obliged to deliver the logotype of their company, which will be published in the catalog of exhibitors. The Organizer has the right not to publish the company’s logo if it is delivered in poor quality.
3.11. In the event the Exhibitor uses the services of a stand construction company that is not included on the list of stand construction companies prepared by the administration of the Exhibition Centre in Kiev, they should report such a company to the trade fair Organizer for the purpose of signing of the necessary documents. In the event such a company is not reported, the Organizer shall be entitled to deny such company the right to carry out assembly works at the fairgrounds.
3.12. The trade fair participants and the stand construction companies are obliged to dismantle the stands within the time specified in point 1.5, to disassemble them into smaller elements and to dispose of them into the appropriate containers located by the exhibition halls.
3.13. Exhibitors are prohibited from using the walls of the adjacent stands (to place their own advertising products, to stick adhesive foil etc.) without the consent of the neighboring Exhibitor.
3.14. It is prohibited to partially or completely clear out or abandon the exhibition stand before the established disassembly time. Any exhibitor who violates this rule will be charged with a penalty in the amount of 50% of the stand rental cost.
3.15. When ordering services after 25.08.2021, the cost of services
will be determined individually.
3.16. The Exhibitor of the RemaDays trade fair by purchasing the exhibition area or a stand with the standard equipment is obliged to remove all advertisement materials from the stand, windows and walls in the last trade fair day and leave the stand in the initial condition. In the case of stands with standard equipment, the stand must be tidied up and left before 8 p.m. Exhibitors, who does not meet the above conditions shall be charged the order fee of:
– 90 PLN net per one standard stand wall (1×2,5m),
– 40 PLN net per m2 of plasterboard,
– 30 PLN net per linear metre of tape which is not removed from the floor
– 25 PLN net per m2 of pane or PW5 wall,
– 25 PLN net per m2 of sticker not removed from the floor,
– 200 PLN net per m2 – removal of damage (wall painting, etc.)
3.17. Each wall adjacent to another booth and higher than 2.3 meters must be finished aesthetically in white, and must have no advertising content from the side of the other booth.
3.18. Each stand has to contain a rear and side walls. This concerns especially those stands located by the hall walls. An exception is an island booth which does not allow for any wall constructions on the alley side.
3.19. The Organizer has the right to place the number label, consistent with the stands arrangement plan, on the stand structure without the Exhibitor’s opinion.
3.20. It is forbidden to hang or stick the stand parts, banners, flags, advertisements and decorative elements on the hall structure (ceilings, walls, railings, windows, etc.).
4.1. It is prohibited to bring in weapons, ammunition, explosive materials and dangerous chemical substances and items the use of which may endanger the safety of persons staying at the trade fair grounds.
4.2. It is prohibited to bring animals to the venue of the trade fair.
4.3. The stands must be executed only with the use of materials which are non-flammable, difficult to ignite or that have been protected against fire. Appropriate certificates and approvals should be available at the stand. Materials such as bamboo, thatching, etc., which explode during combustion may not be used.
4.4. The trade fair stands must be constructed in accordance with the building law and other regulations and norms in force in Ukraine.
4.5. The Organizer reserves the right to perform inspections in order to verify the compliance of the activities carried out at the fairgrounds by the participants and the stand construction crews with the technical and fire protection regulations. Failure to comply with these regulations may result in the suspension of the works, and in the case of repeated violations it may be the basis for the termination of the agreement
4.6. It is prohibited to organize any pyrotechnical shows.
4.7. The users of the trade fair pavilions are obliged to refrain from any activities which may reduce the level of fire security. In case of special exhibitions, posing a serious fire hazard, the participants of events organized in the trade fair area are obliged to provide additional fire protection on their own, in a manner arranged with the Fire Protection Inspector.
4.8. Both the companies building the stands and the trade fair participants (Exhibitors) assume the full responsibility for the occupational health and safety with relation to their workers performing works in the trade fair area.
4.9. In matters of occupational health and safety that are not covered by these terms and conditions, the general provisions of the Polish law the provisions contained in the regulations of the MVC facility and the safety instructions that should be observed by all trade fair participants and stand construction companies shall apply.
4.10. Only adults may enter the fairgrounds during the assembly and disassembly of the trade fair stands.
4.11. The Exhibitor undertakes not to use at their stand any sound equipment, musical instruments, as well as computer speakers for listening to music which would disrupt the order at the trade fair. The Exhibitor undertakes to comply with the requirements of the Organizer with regards to turning the volume down. The Organizer shall be entitled to turn off the power supply at the Exhibitor’s stand in the event the Exhibitor fails to comply with the Organizer’s recommendations, without any compensation for the possible damages caused by such actions.
5.1. The Organizer shall accept all complaints related to the standard stand structures on the first day of the trade fair until 10:00.
5.2. The Organizer shall accept all complaints related to the standard stand structu
6. CANCELLATION OF PARTICIPATION
6.1. The Organizer reserves the right to withdraw from the participation agreement for reasons beyond their control.
6.2. The Organizer reserves the right to terminate the agreement in the event the Exhibitor provides inaccurate or false data.
6.3.In the event of resignation from participation in the fair, the Exhibitor is obliged to pay the Organizer 100% of the contract value within 10 working days from the date of termination of the contract. The organizer is exempt from reimbursing the amounts paid under the participation agreement.
7. OTHER FORMS OF PROMOTION DURING THE TRADE FAIR
7.1. The Exhibitor is entitled to choose the form of promotion and the form of participation in the trade fair. All arrangements with the Organizer will be discussed on the telephone.
Each Exhibitor may choose:
– the trade fair space;
– bag insert for visitors,
– distribution of leaflets by a hostess,
– advertisement in the official trade fair catalog,
– the organization of a conference as part of the RemaCongress;
– other forms of promotion
7.2. Any promotion of companies or services, and distribution of leaflets and other promotional materials that takes place outside the stand, may only be carried out after obtaining the consent of the Organizer and after the payment of the fees for this service in accordance with the price list.
7.3. In the event more than one company is presented at a given stand, each of them is obliged to pay a registration fee in accordance with the price list.
7.4. The advertising of companies or services and the distribution of any promotional materials outside of the rented stand is only permitted after obtaining the consent of the Organizer and after the payment of the relevant fees. The distribution of any materials outside the stand without the written consent of the Organizer is subject to a penalty of 10 000 UAH for each disclosed form of distribution.
7.5. It prohibited to advertise at the stand other companies that are not the Exhibitors at the trade fair, also in the case of companies cooperating with the Exhibitor. Any violation of these conditions is subject to a penalty in the amount of 10 000 UAH.
7.6. The Organizer is entitled to use a PA system during the trade fair.
7.7. All contests may only take place with the consent of the Organizer.
8. PROTECTION OF TRADEMARKS, PATENTS ETC.
8.1. The Organizer shall not be responsible for the protection of the Exhibitor’s trademarks.
8.2. The Exhibitor shall not be entitled to advertise other trade fairs on the fairgrounds without the consent of the Organizer.
8.3. The Organizer and the Exhibitor undertake to preserve the confidentiality of the terms of the trade fair participation agreement.
8.4. The Exhibitor shall not be entitled to transfer their rights and obligations under this agreement to third parties without the written consent of the Organizer. The Exhibitor shall not be entitled to place other companies at the stand without registering them with the Organizer. The Exhibitor assumes full liability for any illegal activities carried out within the area of the trade fair.
9.1. The Exhibitor undertakes to insure the exhibits at their own expense and risk, and to have a civil liability insurance policy.
9.2. The Organizer shall not be liable for the theft, loss, damage or destruction of the exhibits before, during and after the event, regardless of the circumstances. The maximum load of a platform is 15 kg, and the maximum load of a glass shelf is 2 kg.
9.3. The Exhibitor undertakes to comply with all the regulations in force in the event venue, and especially those relating to fire protection and occupational health and safety.
9.4. The Exhibitor is responsible for any damage to the exhibition venue, furniture and installations caused by themselves or by persons representing them or hired by them directly or indirectly. The Exhibitor shall bear the cost of repairs resulting from such violations.
10.1. The Organizer provides the general protection of the trade fair area. However, the Organizer assumes no liability for any damages and losses in the exhibits.
10.2. The Exhibitor may also hire individual security services for their stand. This service is paid separately as an additional service in accordance with the price list.
10.3. The Exhibitor and their personnel may not be present at the stand during the night.
10.4. In the event it is necessary to extend the works carried out at the stand, the Exhibitor must notify the Organizer by 15.00, and the Organizer will inform the Exhibitor of any associated costs
10.5. After handing the stand over to the security the Exhibitor should make sure that no persons are left in the closed premises at the stand.
11.1. During registration, each Exhibitor will receive an identification badge which will be the basis for the
admission to the trade fair grounds.
11.2. By leaving their business cards at the registration desk each Exhibitor and Visitor agrees to receive
marketing information and offers.
12. TRANSPORTATION AND FORWARDING
12.1. The transportation, unloading, unpacking, assembly, disassembly, packing and loading of exhibits and other exhibition materials shall be carried out by the Exhibitor at their own cost and risk
13. FORCE MAJEURE
13.1. The Organizer is not responsible for any delays in performance or in failure to meet its obligations under the Agreement, if the delay or damage was caused by circumstances beyond the control of the Organizer. These circumstances include: the outbreak of war (including civil war), riots, sabotage, fire, flood or other natural disasters. Each of these circumstances is considered a “force majeure”. If the Fair does not start on May 26-28, 2021 due to the quarantine conditions the Organizer will reimburse the Exhibitors for the advance payments. Organizer may change the place of the Fairs.
14.1. The exhibitors are obliged to provide personal protective equipment (i.a. masks, face shields, disposable gloves) and hand disinfection preparations for employees and other service providers during the fair.
14.2. All entities providing services on the fair grounds, especially those related to maintenance (e.g. building, shipping, catering companies, etc.) are obliged to provide personal protective equipment (masks, disposable gloves) and hand disinfection preparations for employees and other persons providing services during the fair.
14.3. Each participant is obliged to cover their mouth and nose (with a mask, visor or other material) and to wear gloves, if required by law.