EXHIBITOR TERMS AND CONDITIONS

3. ADMISSION AND ACCEPTANCE OF REGISTRATION

Domestic and foreign exhibitors whose exhibits are relevant to the theme may be admitted. The Organizer decides at its sole discretion whether to admit an Exhibitor to the Event, taking into account available space, the purpose and the structure of the Event. The Organizer may require the Exhibitor to submit a list of goods. Admission and allocation of space are confirmed in writing by the Organizer; allocation may take place at the same time as, or after, acceptance of the offer. The Organizer is not required to give reasons for refusing to enter into an exhibition contract and does not grant exhibitors exclusivity against competitors. In the interests of the Event (exhibition), the Organizer may, notwithstanding the order confirmation and allocation of space, assign a space in a different location, change the size of the space, relocate or close entrances and exits to the exhibition grounds and halls, or make other structural changes. If this reduces the stand rental, the difference will, at the Organizer’s choice, be credited to or refunded to the Exhibitor. Further claims, in particular claims for damages against the Organizer, are excluded. If, for any reason, the Organizer cannot provide an already allocated stand and cannot offer a replacement, the Exhibitor is entitled only to a refund of the stand rental actually paid.

4. STAND CONSTRUCTION AND DESIGN

Set-up and dismantling times, as well as exhibition opening hours, must be strictly observed. Penalty payments will be due in the event of non-compliance. To ensure a uniform overall appearance, the Organizer has issued stand-construction guidelines containing binding requirements for the Exhibitor. Before planning stand construction, the Exhibitor must contact the Organizer in good time to obtain information about the structural conditions of the booked stand space, such as columns, fire-safety equipment, supply ducts and similar features. The stand must be designed and constructed so that exhibits, advertising areas, display objects or anything else do not interfere with neighbouring stand spaces. Exceeding the prescribed construction height of 2.50 m is permitted only with the Organizer’s written consent. The Organizer may grant consent at its sole discretion and may make it conditional on the written consent of neighbouring exhibitors.

5. SOLICITING CUSTOMERS OUTSIDE THE STAND

For the benefit of all exhibitors, soliciting customers outside the exhibition area booked by the Exhibitor is prohibited, for example in aisles, at neighbouring stands, at the entrance, at cash desks or in the outdoor exhibition area. In the event of a breach, the Organizer will issue one warning. If the Exhibitor solicits customers again, the Organizer is entitled to close the Exhibitor’s booked exhibition area for the entire duration of the exhibition. In this case, no costs will be refunded to the Exhibitor. The general interests of the Event must be respected.

6. QUALITY ASSURANCE

Exhibitors and their products and services must be relevant to the exhibition theme. The Organizer may grant an exception only in special cases. The Exhibitor’s service or product must be legally authorized in Austria. The Exhibitor undertakes to determine independently whether the goods sold or services provided are permitted under Austrian law (including product liability and consumer protection legislation) and whether all customs requirements are met. By accepting the offer, the Exhibitor warrants that it has the legal and professional qualifications required in Austria for the services and products offered. The Exhibitor undertakes, irrespective of fault, to indemnify and hold the Organizer harmless against claims arising from a breach of this obligation. Throughout the Event’s opening hours, the stand must be continuously staffed with sufficient personnel and kept accessible to visitors. The Exhibitor’s name and address must be clearly visible to everyone for the entire duration of the Event.

7. STAND DISMANTLING

Stand dismantling may begin after the Event ends on its final day. Dismantling must be fully completed by 14:00 on the following day. Set-up and dismantling during exhibition opening hours are expressly prohibited. A charge of EUR 500,– will be levied for any breach. The stand space must be returned to the Organizer in its original condition. The Exhibitor must completely remove used materials, foundations, damage, carpet tape and adhesive residue without damaging the underlying surface. Otherwise, the Organizer is entitled to arrange this work at the Exhibitor’s expense. This does not affect the Organizer’s right to assert further claims against the Exhibitor. Stands and exhibits that have not been dismantled or removed by the deadline set for completion of dismantling may be removed by the Organizer at the Exhibitor’s expense and, without liability for loss or damage, stored with a freight forwarder at the Exhibitor’s expense. This does not affect the Organizer’s right to assert further claims against the Exhibitor.

8. CANCELLATION TERMS

If the Exhibitor cancels (withdraws) its registration, it must pay the Organizer the following cancellation fees: up to 12 weeks before the start of the exhibition, 50% of the agreed stand rental; from 12 weeks before the start of the exhibition, 100% of the agreed stand rental. In each case, taxes, duties, other ancillary costs and any costs already incurred for ordered technical and service provisions are additional. The cancellation fee is payable as liquidated damages irrespective of fault. The Exhibitor waives any reduction of the damages claim, in particular any judicial power to reduce the amount for any reason, including on the basis of benefits received. The Exhibitor acknowledges that the cancellation fee remains payable even if the Organizer succeeds in renting or selling the stand to a third party. The Organizer’s right to claim damages exceeding the agreed cancellation fees remains unaffected. The cancellation fee and any additional payments are due in accordance with the cancellation invoice.

9. PROHIBITION ON ASSIGNMENT

The Exhibitor may not assign to third parties any claims arising from the exhibition contract with the Organizer. Any transfer of all or part of the stand to another party requires the Organizer’s express written consent and is permitted only upon payment of a co-exhibitor fee.

10. SPONSORSHIP

Separate terms apply to sponsorship agreements. When the Sponsor accepts a sponsorship offer, whether in writing, by email or orally, a binding contract is formed. Following confirmation of the contract, 100% of the total amount will be invoiced. Cancellation of or withdrawal from the sponsorship contract is excluded. The Sponsor undertakes to provide all agreed services and to pay the sponsorship fee specified in the offer.

11. INVOICING AND PAYMENT TERMS

Following admission (acceptance of the registration), 50% of the total amount is due; the remaining 50% must be paid 12 weeks before the Event. Invoices issued after that date are immediately due in full (100%). The Exhibitor must pay all costs for ancillary services when invoiced; the Organizer is entitled to require advance payments for such services. A fee of EUR 25,– plus 20% VAT will be charged for each change requested by the Exhibitor to an invoice that has already been issued. All stated prices are net prices. No additional deductions or discounts are permitted.

An invoice may in any event specify different payment terms and due dates, which are binding on the Exhibitor. All payments must be made in euros. Timely payment of invoices and any registration fee, as well as settlement of any outstanding claims from previous events, are prerequisites for handover of the allocated stand. Any objections to an invoice must be raised within five working days of receipt. After that period, the invoice is deemed approved and later objections are invalid. In the event of late payment, interest of 12% per annum from the due date and EUR 20,– for each reminder letter are agreed. The Organizer must be reimbursed for reminder and collection costs incurred, regardless of whether collection is carried out by the Organizer or a third party. This does not affect court costs and enforcement costs as determined by the courts. Reminder and collection expenses charged to the Organizer by third parties are in all cases payable by the Exhibitor. The Exhibitor is not entitled, on the basis of counterclaims of any kind, to withhold or refuse payment of invoices that are due, or to set off such counterclaims.

12. TAXES, FEES AND DUTIES

All taxes, fees and duties, in particular value added tax, stamp duty and advertising tax, are payable by the Exhibitor. All stated prices are net prices.

13. MARKETING AND SERVICE FEE

Marketing and service costs are not included in the stand price. They include the registration fee, an allocation of exhibitor passes depending on stand size, AKM charges, a basic company profile listing in the online exhibitor catalogue, a basic listing in the printed exhibitor directory, and various printed and electronic advertising materials for the Exhibitor’s own promotional activities. Every exhibitor, including any co-exhibitors and sub-exhibitors, must be listed in the printed exhibition catalogue. Minimum listings will be made at the Exhibitor’s expense even if the Exhibitor has not expressly ordered them.

14. WITHDRAWAL FROM THE CONTRACT

The Organizer is entitled to withdraw from the contract with immediate effect and without granting an additional period for performance if the Exhibitor fails to meet its payment obligations on time, or if insolvency proceedings, out-of-court settlement proceedings or liquidation involving the Exhibitor are pending or imminent.

15. RESERVATIONS

If an unforeseen event for which the Organizer is not responsible makes it wholly or partly impossible to hold the Event, or prevents it from being held as planned, the Organizer is entitled to withdraw from the contract. This applies in particular in the event of terrorist attacks, natural disasters, epidemics, evacuation or closure ordered by the authorities, structural alterations by the landlord, water damage or other force majeure. In the event of force majeure, the Organizer must inform the Exhibitor without delay that the Event cannot be held in whole or in part. The Organizer may also cancel the exhibition if the expected minimum number of registrations is not received and holding it unchanged would be economically unreasonable. If, for reasons for which the Organizer is not responsible, it cannot hold the exhibition, can hold it only in part, or can hold it only at different times, the Exhibitor has no claim for damages. The Organizer may retain up to 25% of the stand rental as a processing fee to cover costs. Any and all claims for damages by the Exhibitor against the Organizer are excluded, as are any further claims by the Exhibitor against the Organizer. The Exhibitor may prove that the Organizer incurred less or no damage as a result.

16. CATERING

Catering is operated exclusively by the Organizer or by a contractual partner of the Organizer. Exceptions require the Organizer’s express written approval. In the event of a breach, after giving brief prior notice, the Organizer is entitled to close the stand or stop direct sales (direct supply) and/or serving food and drink.

17. EXHIBITOR PASSES

Passes are non-transferable, subject to a fee and intended solely for the Exhibitor’s own stand personnel. Each Exhibitor receives, free of charge for itself and its stand personnel, an allocation of exhibitor passes determined by the Organizer according to stand size. Additional exhibitor passes may be purchased.

18. TECHNICAL STAND INSTALLATIONS

Basic installations on the supply routes for electricity and water may be carried out only by the Organizer’s contractual partners. Electricity, water and other technical connections are available subject to connection and usage fees. All electrical equipment, systems and installations must comply with ÖVE requirements and the applicable local and event-related rules and conditions. Electrical installations may be carried out only by licensed companies. Connection and inspection may be carried out only by the licensed exhibition electrician. The technical guidelines for exhibitors and stand constructors form an integral part of this agreement. An Exhibitor may not operate its own WLAN transmitter if, despite compliance with the above requirements, it interferes with technical equipment used for the exhibition, particularly the exhibition WLAN operated by the Organizer’s partner. If operating a WLAN interferes with the exhibition’s technical equipment, the Organizer is entitled to take all measures necessary to ensure its uninterrupted operation, including disconnecting utilities to the stand (internet, electricity). The Exhibitor must follow the Organizer’s instructions, switch off its WLAN if requested, and, in the event of a breach of this policy, reimburse the costs incurred to locate and remedy the interference.

19. LIABILITY AND DAMAGES

The Organizer accepts no liability for theft, loss or damage to goods brought in or left behind by the Exhibitor or third parties, in particular exhibits and stand equipment. The Organizer also accepts no liability for vehicles parked on the exhibition grounds by the Exhibitor, its employees or its contractors. The Exhibitor is liable for any damage to persons or property caused by the Exhibitor, its employees, its contractors, or its exhibits and installations. The Organizer must be indemnified and held harmless. During set-up and dismantling, each Exhibitor has an increased duty of care to protect its property. Valuable and easily movable exhibits must be removed from the stand outside exhibition opening hours, especially at night, and stored by the Exhibitor at its own risk. The Organizer is not liable for financial or other losses or damage of any kind suffered for any reason by the Exhibitor, its staff or third parties in connection with the preparation, conduct or completion of the Event. The Organizer is not liable for loss of profit. This exclusion of liability also applies if damage is caused by defects in buildings or facilities belonging to the Organizer. The Organizer is liable only if damage was caused intentionally or through gross negligence by the Organizer or its employees. The injured party bears the burden of proving this. The Exhibitor may not derive any claim of any kind against the Organizer from the acts or omissions of other exhibitors, their personnel or contractors. The Exhibitor must notify the Organizer in writing of any defects without delay, failing which the Exhibitor waives its rights, and must give the Organizer an opportunity to remedy the defects. Any claims by the Exhibitor must be reported to the Organizer immediately in writing, failing which they are deemed forfeited. No liability is accepted for incorrect advertisements or entries in the official exhibition catalogue and/or other exhibition publications (typographical errors, formatting errors, incorrect classification, omission of an entry, etc.). The Organizer does not accept consignments intended for the Exhibitor and is not liable for any loss, incorrect delivery or delayed delivery. The exhibition freight forwarder stores exhibits and packaging materials at the Exhibitor’s expense and risk. Overnight stays in the halls and outdoor areas are prohibited.

20. EXHIBITION INSURANCE

The Organizer is not obliged to take out any insurance. The stand rental does not include insurance for items brought to the stand, the stand itself or any other exhibition equipment. If insurance is taken out with the Organizer or an insurance company, the separate written terms agreed when the insurance is arranged will apply.

21. EXHIBITOR ADVERTISING AT THE VENUE

Transfers of space and advertising, in visual, audio or written form, for companies other than the Exhibitor require the Organizer’s express written consent. Banners, company signs, advertising inscriptions and other advertising materials may not be installed or distributed outside the exhibition stand, project into the aisles or exceed a height of 250 cm. Advertising boards, posters or other advertising materials may be installed, and advertising materials distributed, outside the stand, particularly in car parks, only under a separate agreement with the Organizer and for a separate fee. In the event of unfair competition against other exhibitors, the Organizer is entitled to close the stand immediately; in that case, no reduction of the stand rental or other costs is permitted.

22. PRESENTATIONS

The Organizer offers exhibitors the opportunity to present as part of talks. The Organizer alone decides whether, and which, exhibitors are included in the supporting programme.

23. SPECIAL EVENTS AND DEMONSTRATIONS

All special events and demonstrations at stands or on the Event grounds require the Organizer’s written consent. Even after granting approval, the Organizer may restrict or prohibit demonstrations that cause noise, dirt, dust, exhaust fumes or similar effects, or that otherwise disrupt the proper running of the exhibition. Flashing lights and text at stands are prohibited. The use of gases and vapours (including dry ice) requires approval. The halls are equipped with fire alarm systems; the person responsible will be charged for false-alarm call-outs by the fire brigade. The Exhibitor must submit laser equipment to the competent municipal department for approval. Audio or audiovisual demonstrations at a stand must be arranged so that noise measured at the stand boundary does not exceed 40 dBA. If noise above the permitted level is not stopped immediately when requested by exhibition management, management reserves the right to take appropriate measures, including closing the stand. Each company must register with AKM itself.

24. INSTALLATION OF GAMING AND MUSIC MACHINES

Before the exhibition begins, the Exhibitor must register for entertainment tax any machines that can be used to win money or money’s worth, or whose outcome depends on chance, including show, novelty and skill games, as well as machines displaying game results. In addition, the Exhibitor must apply for a licence for the relevant stand six weeks before the exhibition begins. Such machines may be operated only if a licence is granted. The Exhibitor must indemnify and hold the Organizer harmless in connection with the operation of such machines.

25. FILMING AND PHOTOGRAPHY

The Organizer is granted the right to take photographs and make films on the Event grounds and to use the resulting images exclusively for its own publications or general publications. In this regard, the Exhibitor waives all claims and objections arising from industrial property rights, in particular copyright and the Act Against Unfair Competition (UWG). Outside its own stand, the Exhibitor is not permitted to make, or have made, films, photographs, drawings or other images of exhibits or displayed goods.

26. CLEANING

The Organizer arranges cleaning of the grounds and the aisles in the halls. Exhibitors are responsible for cleaning their stands. Cleaning companies approved by the Organizer will clean stands if ordered, at the Exhibitor’s expense. Packaging materials and waste thrown into or placed beside an aisle by the Exhibitor will be removed at the Exhibitor’s expense. The Exhibitor must arrange disposal of hazardous waste itself. The Exhibitor guarantees compliance with all relevant special statutory and administrative requirements.

27. TRANSPORT AND PARKING

Driving any type of motor vehicle into the exhibition halls is generally prohibited during the exhibition. Written permission for special transport must be obtained from the Organizer in good time. When set-up ends, all vehicles must be removed from entrances, access roads, fire-service zones and press parking spaces. During the exhibition, trucks over 3.5 tonnes may not be parked in the car parks. Any breach constitutes an unlawful interference with possession, and the Organizer may have improperly parked vehicles towed at the vehicle owner’s expense.

28. SECURITY

The Organizer provides general security for the Event areas during the Event but accepts no liability for loss of or damage to property. The Exhibitor is responsible for monitoring and supervising its stand area and stand. Exhibitors have no legal right to separate stand security (theft protection). Any additional security during exhibition hours must be commissioned separately by the Exhibitor and paid directly to the security company. The Exhibitor must notify the Organizer in writing in good time of any separately commissioned stand security and provide the security company’s details. The Exhibitor must also obtain the Organizer’s prior written approval before engaging a third-party security company to guard the stand outside the Event’s opening hours.

29. BREACH OF EXHIBITION TERMS OR THE LAW

The exhibition terms and conditions, all notices, conditions, rules and statutory requirements in the service folder, and all applicable laws and event-authority requirements must be strictly observed. This includes, in particular, all fire-safety rules, trade and local police regulations, and the house rules. The Exhibitor must immediately carry out, at its own expense, any measures ordered by representatives of the authorities. Failure to comply with and/or breach of the exhibition terms, contractual agreements or house rules, or any breach of statutory requirements, entitles the Organizer to close the allocated stand immediately at the Exhibitor’s expense and have it cleared without court proceedings. The Exhibitor, its personnel and contractors must comply unconditionally with the instructions and directions of the Organizer and its representatives. This applies in particular to the car park belonging to the exhibition grounds. Smoking is prohibited throughout the event premises.

30. HOUSE RULES

The Organizer’s house rules must be observed.

31. DATA PROTECTION

The Exhibitor undertakes to comply with data protection requirements and to process personal data exclusively in accordance with the GDPR and any applicable national provisions. The Exhibitor must ensure, through appropriate measures (e.g. obtaining consent from its employees), that the data protection requirements for the uses described above are met. The Exhibitor is liable to the Organizer for damages and expenses arising from a breach of this obligation and must indemnify the Organizer against corresponding third-party claims.

32. WRITTEN FORM; CUSTOMARY LAW

Amendments, additions and supplements must be made in writing. This also applies to any waiver of the written-form requirement. Oral side agreements are invalid. The Exhibitor may not derive rights of any kind from previous events or contracts. Bringing illegal substances, weapons or any objects that could be used to commit acts of violence is prohibited. Checks may be carried out at entry and within the exhibition grounds; a breach may result in a ban on entry or removal of the person from the exhibition grounds. No costs will be reimbursed.

33. GENERAL PROVISIONS, JURISDICTION AND PLACE OF PERFORMANCE

The substantive law of the Republic of Austria applies exclusively, excluding its conflict-of-law rules and the UN Convention on Contracts for the International Sale of Goods (CISG). Vienna is the exclusive place of jurisdiction and place of performance for both parties. The invalidity of individual exhibition terms and conditions does not affect the validity of the remaining provisions, nor does it dissolve the contract. An invalid exhibition term or condition must, in good faith, be replaced by a provision that comes closest to the purpose of the invalid provision and achieves the economic purpose of the exhibition terms and conditions.

34. Equal treatment

All personal designations used in this document apply equally to persons of every gender.

Please contact us if you have any questions:
SIIKEI GmbH
Pfadenhauergasse 4 Top 8  
A-1140 Vienna 
Email: info@genusswelten.at
Tel. +43 1 8908771-0