General Terms and Conditions
Article 1. Organisation
The exhibition is organised by The Exhibition Company BV, hereinafter referred to as the organiser.
Article 2. Participation and Payment
2.1. Participation in the exhibition is reserved exclusively for the registered exhibitor and may only be transferred to a third party with the prior written consent of the organiser.
2.2. Registration becomes binding only after the organiser has received and confirmed the duly completed and signed registration form. Oral agreements or correspondence do not constitute confirmation of participation.
2.3. No rights to stand space arise until written confirmation of participation has been issued by the organiser.
2.4. After receipt of the registration form and confirmation of participation, the exhibitor will receive an invoice. At least 50% of the total amount must be paid within 15 days of the invoice date. The remaining balance must be paid no later than 14 days before the start of the exhibition. Access to the exhibition will be granted only after full payment has been received. In case of late payment, the organiser may reassign the stand without any obligation to refund or compensate.
2.5. The person signing the registration form agrees to all terms and conditions, even if the registration was submitted by an unauthorised person.
2.6. The exhibitor is required to have the assigned stand fully assembled no later than 30 minutes before the official opening and to keep it in proper condition until the end of the exhibition. If the stand setup has not begun by 12:00 noon on the day before the exhibition, the organiser reserves the right to reallocate the space without refund of participation fees.
Article 3. Admission and Rejection
3.1. The organiser reserves the right to reject applications without stating reasons – for example, in case of overbooking. Exhibitors who violate the participation terms may be excluded from the exhibition without reimbursement of fees.
3.2. Rejection of participation does not entitle the applicant to any form of compensation.
Article 4. Displayed Products and Materials
4.1. The use of flammable or hazardous materials within the exhibition complex is prohibited. Only fire-retardant materials may be used for construction or decoration. Packaging materials must be stored safely. Gas cylinders inside the building are not permitted, except with written approval from the organiser for demonstration purposes.
4.2. It is strictly prohibited to display or distribute political or offensive materials that could damage the reputation or success of the exhibition.
Article 5. Safety and Fire Prevention
5.1. Emergency exits, aisles, and stairways must remain unobstructed at all times.
5.2. Fire extinguishers and hydrants must remain visible and accessible at all times.
5.3. Exhibitors must immediately comply with all safety instructions issued by the organiser, the fire department, or the venue operator.
Article 6. Use of Stand Space
6.1. Proof of full payment must be provided before the stand may be occupied.
6.2. Exhibitors are responsible for compliance with all applicable laws, regulations, permits, taxes, and insurance obligations.
6.3. By signing the registration form, the exhibitor acknowledges familiarity with the characteristics of the rented stand space. The stand is accepted “as seen.”
6.4. Allocation of stand locations is determined by the organiser, taking into account the exhibitor’s business type and available space.
6.5. The stand rental fee per square metre includes general hall lighting, heating, and the use and cleaning of sanitary facilities.
6.6. Custom-built stands may not exceed a height of 2.5 metres and must have a professional appearance. Designs exceeding this height must be submitted for approval at least four weeks before the exhibition. The organiser reserves the right to reject unprofessional constructions.
6.7. It is not permitted to drill, screw, or glue anything onto walls, floors, or ceilings. Any damage will be charged to the exhibitor.
6.8. Floor covering and one power connection (3 kW, 16A fused) are included in the stand rental.
6.9. Subletting or sharing of stand space is not permitted. In case of violation, the organiser may close the stand without refund.
Article 7. Stand Design and Promotion
7.1. Stands and exhibits must not block access routes or cause inconvenience to neighbouring stands.
7.2. The organiser reserves the right to modify stand locations if necessary.
7.3. Advertising outside the exhibitor’s own stand area is only permitted with prior written approval from the organiser.
7.4. Loud demonstrations or audio exceeding 60 dB that disturb others are prohibited and must be stopped or relocated upon request. General demonstrations organised by the organiser are exempt.
Article 8. Order and Access
8.1. The venue operator is responsible for maintaining order and safety within and around the building. Rules and instructions may be issued in consultation with the organiser. Authorised personnel have access to the exhibition halls at all times.
8.2. Exhibitors must comply with all such instructions and any applicable safety regulations. Violations may result in measures by the organiser, including exclusion from the event without refund.
Article 9. Logistics and Deliveries
9.1. The organiser accepts no responsibility for deliveries, stand construction, or stored goods.
9.2. Exhibitors are responsible for the transport, assembly, dismantling, packaging, and security of their own goods.
9.3. Movement of goods during the exhibition requires written approval from the organiser.
9.4. After dismantling, the stand must be left clean and in its original condition.
Article 10. Stand Staffing
10.1. Each stand must be staffed by an authorised representative of the exhibitor during setup, exhibition hours, and dismantling.
10.2. Exhibitors are permitted to enter the exhibition hall up to one hour before opening and up to 30 minutes after closing.
Article 11. Exhibitor Badges
11.1. One free exhibitor badge is provided per 5 m² of stand space, with a maximum of 15 badges. Additional badges can be ordered at an extra cost.
11.2. Badges are personal, non-transferable, and must be visibly worn by stand personnel at all times.
Article 12. Presentations and Demonstrations
12.1. Presentations, workshops, or demonstrations at the stand are only permitted with prior written approval from the organiser. The organiser must be informed of the content in advance. Attendance must be free of charge.
Article 13. Cleanliness and Waste Disposal
13.1. Exhibitors are responsible for daily cleaning of their stands.
13.2. Cleaning must take place no later than one hour before or within 30 minutes after opening or closing of the exhibition.
13.3. Waste and packaging materials must be removed by the exhibitor or can be disposed of through the venue operator at an additional charge.
Article 14. Water and Telephone Connections
14.1. These facilities are not always available. Where possible, the organiser’s guidelines apply.
14.2. To prevent legionella contamination, special safety regulations must be observed. Connections may only be installed by certified contractors.
Article 15. Liability and Insurance
15.1. The organiser is not liable for any damage or loss caused by third parties, theft, destruction, or force majeure.
15.2. The exhibitor shall indemnify the organiser against all claims from third parties resulting from actions or omissions by the exhibitor, its staff, or visitors.
Article 16. Cancellation
16.1. In the event of cancellation up to two months before the start of the exhibition, and within 14 days of registration, 90% of the stand rental fee remains payable.
16.2. No refunds will be made for cancellations received after this period.
Article 17. Unforeseen Circumstances
17.1. In cases not covered by these terms and conditions, the organiser will decide.
17.2. The organiser reserves the right to amend or supplement these terms if circumstances require.
Article 18. Applicable Law and Jurisdiction
18.1. Dutch law applies. Any disputes shall be submitted to the competent court in Utrecht, the Netherlands.
18.2. The Dutch version of these terms and conditions shall prevail in the event of any discrepancies.