December
Terms of participation
GENERAL TERMS OF PARTICIPATION IN INTERNATIONAL EXHIBITIONS1. THE EXHIBITION ORGANIZER «MINSKEXPO» Closed Joint-Stock Company
- organizes and holds International Specialized and Foreign Exhibitions as well as other exhibition events under the support of the respective Ministries of the Republic of Belarus.
Timiryazev str. 65, office 703, Minsk, 220035 Republic of Belarus
tel.: +375-17-2269083, 2269858
fax: +375-17-2269858, 2269192
2. REGISTRATION OF PARTICIPATION
For registration of participation, it is necessary to provide the following documents:
1. Application-Contract in two copies; Application-Contract should be sent by fax: +375-17-2269858 or by e-mail: mmir@minskexpo.com signed by the manager of the company and sealed;
2. Stand lay-out with detailed description of ordered equipment, including the schematic lay-out of power, air and water supply at stand and list of additional equipment (according to the Enclosure 2);
3. Information about the company for publication in the official catalogue (according to the Enclosure 4);
4. List of company's representatives for exhibition passes "Exhibitor Identity Card" during working hours of exhibition.
All the documents regarding articles 2-4 should be submitted in electronic form only, e-mail: mmir@minskexpo.com
All the above stated documents should be sent to the Organizer not later than 40 days before the exhibition opening.
The applications received after the above mentioned deadline shall be only registered on condition of free exhibition area available.
If the Exhibitor has not provided the information for the official exhibition catalogue 20 days before exhibition opening he forfeits his right for the publication. The address part only, as it appears on the Application-Contract, is published in the catalogue.
Should the Exhibitor refuse to participate in the exhibition 30 days before its opening, the Organizer shall return 100% of the amount paid, minus 30% of the prepayment maid for the reserved exhibition spaces, 25 and more days - 50% of the amount, and less than 25 days - the cost of the participation shall not be returned and no claims of the Exhibitor shall be considered.
3. PARTICIPATION COST includes:
- registration fee (general organization expenses, security, advertising expenses, information materials, 3 exhibition passes, one invitation for business-cocktail, 15 invitations to visit the exhibition);
- exhibition area rent (including the general light, heating, security, cleaning of the passes between the stands, garbage removal);
- stand price (assembling, rent, disassembling of the stand structures);
- publication fee for company's information in the official exhibition catalogue (1 exhibition catalogue, paper version and electronic version);
- additional services and equipment.
4. TERMS AND CONDITIONS OF PAYMENT
Payment against an invoice is made to the account of the Organizer, dead-line for payment stated in the invoice, but not later than 30 days before exhibition opening.
A prepayment of 30% for the reserved exhibition area should be maid when the exhibition area is reserved by the Exhibitor and the application is signed.
In case of prepayment of 30% for the reserved exhibition area is not done or the payment for the participation in the exhibition is not done 30 days before exhibition opening, the provision of the exhibition space cannot be guaranteed.
For the delay of the payment the Exhibitor shall pay the fine to the Organizer at the rate of 0.5% of the payable sum for each day of delay. The payment of the fine does not release the Exhibitor from the obligations accepted.
There are favourable conditions of payment for non-equipped exhibition area for regular participants of the Exhibition:
- participation in the Exhibition more than twice .........10% discount
- participation in the Exhibition more than five times ....20% discount
- rent of the exhibition area of more than 100 sq.m. ....10 % discount
Depending on a stand location, the price for area rent shall be increased by the following percentage:
- corner location ..........10%
- central line location .....15%
- head location (three sides open)..... 20%
- separate (four sides open)............... 25%
The payment shall be made by non-residents in foreign currency and by residents in Belarusian rubbles according to the exchange rate of the National Bank of the Republic of Belarus.
5. ASSEMBLING OF THE STAND
Minimum size of the stand rented in the hall is 9 sq.m.
Standard stand equipment: wall panels along the perimeter of the stand, floor covering, fascia, inscription on the fascia (up to 18 characters), 1 table, 4 chairs, 1 cloth rack, 1 electric outlet 220V up to 2,5 kW, 1 luminaire for each 3 sq.m, 1 waste basket.
Minimum size of the stand rented on the central line is 12 sq.m When ordering a stand construction, please, enclose the layout of the stand where specifying arrangement of equipment, furniture, electrical equipment, water- and air supply schematic.
There should be enclosed a sign pattern on the fascia with colour and font suggestion or logos of the firm. Otherwise the sign will be made in a standard advertising font.
Should the stand be assembled by the Exhibitor independently or by the third party, the cost of 1 sq.m. of non-equipped exhibition area will be increased up to 30%. The Exhibitor shall provide the Organiser with the detailed technical documentation (projects of the stand and temporary constructions, power installations, sanitary engineering installations and telefax connections) in two copies for co-ordination two months before mounting works. Any corrections to the agreed documentation are forbidden without written agreement of the Organizer. For mounting and decorative works at the stand the Exhibitor shall use fireproof and non-flammable materials or materials finished with flame retardants.
The Exhibitor when planning stand assembling with construction elements exceeding the standard height of 2,5 m shall submit the stand lay-out to the Organizer's approval in order to avoid any derangement of the general planning and interference with work on the adjoining stands.
6. ADDITIONAL EQUIPMENT AND SERVICES
For an additional payment the Exhibitor can order a refrigerator, combine kitchen, furniture and stand units as well as water and power supply, telephone and other additional services according to the rates list (see Enclosure 2).
* Orders for modifying the stand layout or additional equipment submitted two days before exhibition opening or during the exhibition time will be accepted for double price.
7. OBSERVANCE OF THE FIRE-PREVENTING AND SAFETY RULES
The Exhibitor shall observe the fire-preventing and safety rules acting in the territory of the exhibition complex and be responsible for their violation. The Exhibitor shall fulfil the Organizer's requirements according to the above rules in order to prevent the above violation.
- it is forbidden to smoke in the territory of the exhibition complex, to use open flame, to block up the aisles with the equipment and empty packaging;
- it is forbidden to set out exhibits that are fire-risk or highly inflammable;
- the Exhibitor shall execute fireproofing of all the flammable materials and provide the Organizer with the corresponding fire safety certificates.
- for non-standard stands (equipped as per custom design) - during assembling works and during the exhibition the Exhibitor shall have a stand planning, the certificate which confirms that materials (including floor covering, wood, podium and others) used in construction have undergone fireproofing and are not flammable or fire-risk; the contract concluded with the firms who have processed fireproofing. Fire extinguishers are obligatory at every stand with highly flammable exhibits.
8. INSURANCE, GUARDING AND PASSES
The Exhibitor shall take the risk and bear the responsibility:
* for storing and demonstration its exhibits, for safety and damage of the stand equipment rented;
* civil responsibility for the harm caused to health and property of the exhibitors.
The Exhibitor shall insure its property against all risks and, if necessary, to effect other kinds of insurance.
The Organizer may provide the Exhibitor with all kinds of insurance on the instructions of the Exhibitor.
The Organizer shall provide the general guarding of the exhibition complex and nearby territory.
The Organizer shall not be responsible for the loss or damage of the exhibits and other property of the Exhibitor during the business hours of the exhibition (from 9.00 a.m - till 6.00 p.m) and during the mounting and dismantling period.
Exhibitors shall submit data for issuing cards of participants for entering the exhibition area including First Name, Surname and Company's Name 10 days before the exhibition opening. Each Exhibitor gets also 10 free invitations to visit the exhibition.
9. TRANSPORTATION-FORWARDING SERVICES
In case of delivery of large-dimension equipment and single heavy items to the place of the exhibition, obligatory co-ordination of the terms and conditions of their delivery with the Exhibition Forwarder Ltd is required.
Transportation-forwarding services are accomplished by the general forwarder of the JSC «Minskexpo» Company:
for foreign companies:
PANEXPO Gesellschaft fuer Transport - und Messelogistik mbH
Osterweder Strasse 21, D-27726 Worpswede, Germany
tel.: +49 4792 9300-12, fax; +49 4792 93 00-18, e-mail: h.blendermann@panexpo.de
for domestic companies:
"Vystavochnij Expeditor" UE:
14, Pobediteley Ave., 220035 Minsk, Republic of Belarus,
tel/fax: +375 17-226 91 38, 226 98 33, ivanov@belsonet.net
10. ADDITIONAL INFORMATION
Business Hours of the Exhibition: from 10.00 till 18.00. The terms of mounting and dismantling are determined by the Exhibition Management according to the profile of the Exhibition.
* During the first day of the exhibition the Exhibitor is obliged to check the mutual settlements with the Organizer and to make additional payments if necessary.
- For exhibiting products of more than one company on one stand, the extra payment at the rate of 50% of the registration fee for each extra exponent shall be made.
- For loss or damage of the Organizer's equipment or inventory the Exhibitor shall pay its market value.
- Please note that a third party procedure for fulfilment of construction works, design and transportation-forwarding services is only allowed with the Organizer's written consent. The Organizer is entitled to forbid exhibiting the items which do not correspond to the themes of the exhibition.
- The Organizer forbids location of any advertising and information materials in the territory of the exhibition complex as well as photography or filming of the exhibits and stands without a written permission of the Organizer.
- In exceptional cases after the application confirmation the Organizer reserves the right to alter the location and size of the area to be allocated to the Exhibitor.
- The Collective Organizer shall bear the full responsibility for the observance of the General Conditions of Participation by all participants of the collective exhibition.
- The exhibition areas not occupied by the Exhibitor 24 hours before the exhibition opening shall be considered free and the Organizer shall be entitled to dispose of them at its discretion. In this case the amount received for the participation of the Exhibitor in the exhibition shall not be returned to the latter. In case of denial of the declared exhibition space 25 days before the Exhibition opening the forfeit in favour of the Organizer at the rate of 50% of the unclaimed exhibition area cost will be imposed. In case of denial after mentioned deadline - 100%.
- Transfer of the sold exhibits from the stands is not allowed until the work of the exhibition is completed.
- Trade and other commercial activity during the exhibition is accomplished according to the legislation of the Republic of Belarus, the Exhibitor is held to respond independently.
- In case of impossibility to solve emerged disputes and disagreements by negotiations between the sides, they are subject to resolution in prescribed by the current legislation of the Republic of Belarus International Arbitrage at the Belarusian Chamber of Commerce and Industry. Arbitrament is final for both sides.
- The present conditions, application-contract and invoice for payment are valid when sent by fax.
GENERAL RECOMMENDATIONS AND RULES FOR ALL STANDS
- Special illumination on frieze panel should light up the frieze panel only. Flashing light is not allowed. The Organizer reserves the right to disconnect the installation from the power supply if its light prevents other Exhibitors from working.
- It is forbidden to fix elements of equipment and exhibits to the floor, tables and other stand components without the Organizer's written consent.
- The Organizer reserves the right to move at the expense of the Exhibitor everything that might impede the exhibition working.
- Equipment and exhibits of the participants shall be placed within the allocated exhibition space and not block up the aisles between the stands.
- It is categorically forbidden to clear faults occurred in the installed electric equipment on the stand on one's own, also to connect electric appliances to the standard electrical sources of the exhibition pavilion.
- Audio, video, projector, amplifiers or live music cannot be used without the Organizer's permission and should not disturb other exhibitors.
JSC "Minskexpo" Tel.: +375-17-2269858, 2269083. 2269940
Timiryazev Str., 65 Fax: +375-17-2269858
220035 Minsk, Belarus e-mail: mmir@minskexpo.com; www.minskexpo.com
