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Exhibitions conditions

1. General provisions

a) The Application Form is also acceptance of the offer. The Form is filled in by the exhibitor, who should also submit it to the Organiser by due date specified as the application deadline. The Form should be sent to the Organiser’s address:
Gospodarsko razstavišče d.o.o. Dunajska cesta 18, 1000 Ljubljana.
b) Application Forms without signature of the authorised person shall not be valid.
c) For exhibitors the Application Form is legally binding and irrevocable.
č) The Organiser will not consider or accept Application Forms containing reservations or proposals for amendments to the conditions.
d) The Exhibition conditions specified in the Application Form, Order Form – Technical Connections and Stand Equipment, and Addendum to the Application Form are applicable to all events (fairs, exhibitions, and other events).
e) Prices, which are valid for the event, are stated on the front page of the Application Form. Specification of the exhibition programme is the condition for the exhibitor to participate in the event. The exhibitor may exhibit the listed exhibition objects only.
f ) The Organiser reserves the exclusive right to decide upon admitting the offers (Application Forms). The Organiser as well is not obliged to consider Application Forms received after due date.
g) The smallest Exhibition space which an Exhibitor may request is 6 sqm.
h) With our signature, we authorise Gospodarsko razstavišče d.o.o. to process our above listed data in accordance with the Personal Data Protection Act in its files and to use them for the following purposes: statistical processing, participant segmentation, fulfilment of contractual and legal obligations, sending of offers, advertising material, publications and invitations to Events and execution of consumer surveys by telephone, in writing or by email. The data may be processed by Gospodarsko razstavišče d.o.o. for up to 10 years following last participation at a Fair or other Event, or until termination of written authorisation when the valid legislation does not impose other time limitations. 

2. Granting the exhibition stand

Domestic and foreign Exhibitors may exhibit at the Event, as long as their exhibited products and services are in accordance with the programme of the Event. Commercial agents and importers may exhibit products of companies which they represent. The Organiser decides upon allowing access to the Event to a certain Exhibitor and allocating the Exhibition space; the Organiser shall arrange the Exhibition space for the benefit of the Event. The Organiser may, due to optimisation of exhibition surfaces, assign an Exhibitor a space with less open sides than requested by the Exhibitor. The Organiser reserves the right to allocate up to approximately 30% more or 10% less of Exhibition space to one Exhibitor.
The Organiser must confirm each change of the assigned Exhibition space. The Organiser may re-allocate or close entrances and exits from halls and, if so required, execute other changes in the Exhibition space. If, for any reason, the Event Organiser is not able to allocate an Exhibition space to an Exhibitor following the receipt of his application, the Exhibitor is entitled to a full refund of the already paid sum.

3. Cancellation of the Application Form

An Exhibitor may cancel an already submitted application only with a written statement. In such as case, he is obliged to pay: 

  • - 40% of the Exhibition space price, if the application is cancelled more than 15 days prior to the beginning of the Event, 
  • - 100% of the Exhibition space price, if the application is cancelled less than 15 days prior to the beginning of the Event. 

4. Registration fee and ecological compensation

Each Exhibitor is obliged to pay the ecological compensation and registration fee, which includes an entry and inscription in the catalogue. The data in the catalogue is published in the Slovenian language. 
The Exhibitor is obliged to submit the data for the catalogue entry at the application deadline. The Organiser reserves the right to publish the Exhibitor’s details only on the official webpage of the Nature-Health Fair. The Event Organiser reserves the right to summarize or adjust the content of the Fair catalogue entry; however, he shall not be held accountable for possible errors. 

5. Payment

The Exhibitor undertakes to pay for his Exhibition space, the application fee for the Event, which includes also the entry in the Fair catalogue, based on the prices agreed upon and listed in this application form.

The prices do not include VAT, which shall be paid by the Exhibitor. 

Following delivery of a signed application form to the Event Organiser, the Exhibitor shall receive a Pro Forma Invoice, which must be paid (the entire sum) within the deadline stated on the Invoice. Full payment of the Pro Forma Invoice is a condition for the Exhibitor’s participation at the Event. The Event Organiser undertakes to issue Invoices in accordance with the valid legislation. In case of a late payment, the Event Organiser may charge the Exhibitor legal interest on arrears.
The Exhibitor may appeal the provided service in writing, within 8 day following the issue of the Invoice. 
If the Exhibitor appeals only against a part of the Invoice, he is obliged to pay the undisputed part within the deadline and manner defined by this application.

6. Confirmation of the allocation of the exhibition space

On the basis of the settled pro forma invoice the Organiser issues an invoice for the prepayment to the exhibitor, thus confirming the allocation of the exhibition space. 

7. Cancellation of the allocation of the exhibition space

The Organiser has the right to refuse the Application Form or annul the issued confirmation stated in the item 6 of the Application Form in the following cases:
1. if at the time of application the exhibitor is in settlement, bankruptcy, or winding-up proceedings;
2. if there are outstanding debts of the exhibitor towards the Organiser, arising from the past;
3. if the objects to be exhibited in the event do not suit the topic of the event;
4. if the exhibitor fails to supply documents required by the Organiser (stated in the Item 14);
5. if the Application Form is received after due date;
6. if the exhibitor does not pay proforma within the stated term.

8. Term and place of exhibition

If the exhibition has to be postponed or started earlier, if its duration has to be shortened or extended, or the exhibition has to be re-located, the exhibitors do not have the right either to cancel the participation in the exhibition or claim indemnity.

9. Technical conditions

Exhibitors shall submit to the Organiser an outline (scheme) of the set-up and equipment of their exhibition stand. The schemes are to be confirmed by the Organiser prior to assembling.
The height of the exhibition stand may not exceed 250 cm. If higher exhibition stand is wanted, it is necessary to obtain Organiser’s permission. When assembling the exhibition stand, the exhibitor may not usurp the area beyond their allocated exhibition space.

10. Permanent tickets for exhibitors

Following confirmation of the allocated Exhibition space, the Exhibitor shall receive permanent entry passes for his staff. The Organiser shall define the number of passes in the General instructions for exhibitors.
In case of misuse of permanent ticket the Organiser reserves the right to withdraw them.

11. Assembling, disassembling

Assembling and disassembling shall be registered prior to their beginning. The assembling and disassembling terms stated in the “Instructions for exhibitors” are to be strictly observed. If the disassembling term is exceeded, the Organiser has the right to disassemble the exhibition stand at expense and risk of the exhibitor. When disassembling is completed, the exhibitor shall restore the stand into its original state; otherwise, the exhibitor is obliged to compensate the Organiser for the whole damage. When setting and equipping the exhibitions stand, during the assembling, the event, and disassembling the exhibitor or their contractor shall above all consider and act in compliance with:

  • regulations on safety and health at work;
  • regulations on fire safety;
  • general conditions of work on the exhibition grounds (stated on the Organiser’s web page);
  • “Instructions for exhibitors” that receive them with the allocation of the exhibition space.

The exhibitor is not allowed to remove exhibits from the exhibition stand until the event is over. The exhibitor is allowed to leave the exhibition stand only on the basis of a written approval of the Organiser.

12. Guarantee and insurance

a) The Organiser will not be held responsible neither for any damage, loss, destruction, or theft of the property of the exhibitor or their contractor (exhibits, equipment, and other), their staff and third persons, or damage occurred to the exhibitors or their contractors, their staff and third parties, caused by fire, storm, hail, strokes of lightning, breakage, water outflow, theft, or for whatever other reason. 
The Organiser will not be held responsible for any damage, loss, destruction, or theft occurred to third parties as well as not for any injuries of third parties caused by the exhibitor or their contractor at the stand or on the exhibition grounds.
The exhibitors and their contractor, respectively, obtain the corresponding insurances at their own expense.
b) The exhibitor and their contractors, respectively, will be held responsible for any damage or injury caused to the Organiser and/or third party at the exhibition stand or on the exhibition grounds by them or their staff.
c) The Organiser does not assume any guarantee for vehicles left on the on the exhibition ground or parking places by exhibitors, people from their staffs or authorised persons and their contractors.
d) The exhibitor is not allowed to lease the granted exhibition stand or advertising space or their parts to any third parties. In case of violation the Organiser reserves the right to charge the exhibitor additional 100% of the price of the granted exhibition stand and advertising space, respectively.

13. Presentations

At the latest 8 days before the beginning of the exhibition, the exhibitor has to notify the Organiser in written form about any events to be held on the granted exhibition space (e.g. musical show).
The Organiser has the right to restrict or prohibit presentations that cause noise, dirt, dust, gas escape or in whatever way hinder the course of the event, in spite of the fact that the Organiser has already issued a written consent for presentations. Presentations may be performed exclusively on the granted exhibition stand.

14. Operation of the exhibitor – documents

Before confirmation of granting the exhibition stand the Organiser has the right to require from the exhibitor submission of the following documents:
  • Business permit or business registration certificate issued by a relevant authorised office and proving that the exhibitor fulfils the conditions of conducting business as set by law.
  • Relevant sanitary and veterinary certificate issued by an authorised inspectorate if the exhibitor plans to trade in foodstuffs and general consumer goods, to organise food testing or demonstration of general consumer goods or perform catering services;
  • Evidence on insurance of persons and objects.  
The Organiser has the right to cancel the participation of the exhibitor if the exhibitor fails to supply the required documents.

15. Photographing and drawing

The Organiser has the right to take photographs of the exhibition stands and exhibits, as well as draw them, or shoot them on a film or video tape. The obtained material may be used by the Organiser for personal or general use. The Organiser renounces all contestations arising from copyright. It is not allowed to photograph, draw or shoot exhibition stands without the permission of the Organiser. The only exception is the exhibitor’s own stand.

16. Cleaning of the exhibition stand

The Organiser provides for the cleaning of the exhibition grounds and passages in halls. Cleaning of exhibition stand is the responsibility of each exhibitor; however, upon an order, cleaning may be assumed by the Organiser at the expense of the exhibitor.

17. Jurisdiction

The Organiser and the exhibitor will settle all eventual disputes in an amicable way. In case a dispute cannot be settled in this way, the Organiser and exhibitor agree to confer jurisdiction to the competent court in Ljubljana.