Regulation of the Expo Village

The exhibitor of the Expo Village declares to have read and to respect the regulations. He accepts and follows the terms and conditions. He/She will also accept any modifications which could be imposed by circumstances. He/She further agrees that the organizer reserves its right to modify the terms and regulations, even orally.

Admission Conditions
The application must be done with the forms provided by the organization. They have to be filled in completely. Only signed requests that are submitted together with the payment confirmation will be taken into consideration. Once we receive and accept your submission we will send you the invoice. This invoice is the definitive confirmation of your reservation. The organizer of the eXperience 113 West-Friesland and the Expo Village reserves the right to refuse any application without need to declare the reason. The exhibitor will be authorized to take possession of his stand and to participate in the event only if the invoice is completely settled in advance. Otherwise the organization reserves the right to refuse the access to the expo.

Cancellation
If for any reason, the exhibitor cancels its participation, it will have to do so by sending a registered post. Conditions of cancellation:

* Cancellation before May 1st, 2016: no cancellation fee.
* Cancellation between May 2nd and May 25th 2016: 50 % cancellation fee.
* Cancellation: after May 26th 2016 : 100% cancellation fee

If the exhibitor does not announce its cancellation prior to the event and does not occupy its stand until the opening of the expo, the cancellation fee of 100% shall apply.

VAT
All companies, including public authorities are subjected to the VAT and will be invoiced the price incl. VAT.

Setting up of the Stands
Stands have to be prepared on Thursday, June 16th from 5.00 pm. This means that installations or external superstructures built up by the exhibitor on or in front of his stand must not damage or disturb under no circumstances the neighboring stands, the general decoration of the Expo nor hinder the open spaces reserved for the security. Stands will have to be opened before opening of the Expo to the public and will be closed shortly after the public closing time. The organizer who establishes the order of the stands setups and organizes the setup of the modules, reserves the right to change the position of any stand (respecting the value of every location) without justifying. The exhibitor has to claim any damages or derogation immediately when taking over the stand. The exhibitor commits to respect any provided material. If the exhibitors causes damages, it will be charged the cost for the repair. The exhibitor is required to ensure the cleaning of his stand.

Security Service
The exhibitors commit to permanently have a representative at their stand and to be particularly cautious during the set up and disassembling. It is the exhibitor’s own responsibility to take care of its material during expo opening hours as well as during set up and disassembling. He/She need to always be present, from opening to closing of the expo. During the night, from closing hour to opening hour there is a security service.

Insurance
Every exhibitor has to be covered by an individual third-party insurance, a confirmation of this policy has to be sent enclosed to the reservation form.

Further, we recommend assuring the material you wish to expose. The organizer declines any responsibility for damage or loss as well as for theft or disappearing of equipment belonging to the exhibitor. If in case of an absolute necessity, the event does not take place, the exhibitor affirms not to claim any indemnification or compensations. The exhibitor confirms to refrain from claiming any compensation from the organizers or third parties.

Damage
The exhibitor will be responsible for any damage caused to the ground and to buildings. Damages will be invoiced after an appraisal which will be carry out after the end of the expo.

Security
The exhibitor is required to acquaint and to respect any safety measures imposed by authorities, by administration, by the site and those imposed by the organizer. Also, the exhibitor is required to respect scrupulously the demands of the internal event organization as well as of the police and any other authority in competence.

Access to the Village
Exhibitor-badges give access to the village 30min before opening to the public.

Sanctions
Any offense of these regulations might result in immediate temporary or definitive exclusion without any refunds.

Sold
It’s forbidden to sell products in the Expo Village with a discount bigger than 20% of the real price. It’s also forbidden to put signs, posters or any supporting material that announce such a discount.

Storerooms
Storeroom are forbidden in the Expo Village.

Penalty
All infringements of the rules will lead to a penalty of €300.