Terms of participation for the 5 th GERMAN RUM FESTIVAL BERLIN (5GRF) 3 rd to 4 th of October 2015

Transcription

1 Terms of participation for the 5 th GERMAN RUM FESTIVAL BERLIN (5GRF) 3 rd to 4 th of October 2015 General Information Organized by: Spirit of Rum Event GmbH Jenaer Str Berlin Exhibition-Venue: STATION-Berlin Luckenwalder Str Berlin Opening hours for visitors: Saturday, 3 rd of October 2015 Sunday, 4 th of October am 09pm 12am 08pm Doors open for professional visitors on both days 11am. Application/Registration Register by filling out the registration form and sending it to the organizer. The form must be signed by the applicant. By signing the form exhibitors agree with and accept all terms of participation. During the exhibition the exhibitor is responsible for his staff and has to make sure that he and his entire staff stick to the terms of participation. Registration will be closed: May, ! Samples As last year visitors receive 5 tokens by paying their entrance fee. These tokens can be traded for free rum samples. Visitors without tokens can buy samples from the exhibitors. We basically recommend limiting the samples to 1cl. The GERMAN RUM FESTIVAL prefers tasting, not boozing. Page 1 of 8

2 Price recommendation for the sale of samples: Retail price/bottle (incl. VAT) < 30,00 1,50-2,00 > 30,00 to 60,00 2,00-4,00 > 60,00 to 90,00 4,00-5,00 > 90,00 to 130,00 5,00-9,00 > 130,00 9,00 - Price recommendation for 2cl Exhibition stands & Exhibition space As last years the 5 th GERMAN RUM FESTIVAL again takes place in exhibition hall 1 at the STATION Berlin. ( Exhibition stands can be booked individually. The position of the stand in the location is the organizers decision, of course exhibitors preferences will be considered by availability. Free tickets: Each exhibitor receives 10 free tickets for the 5GRF. Individual: Exhibition space min. 3 x 2 meters (6 m²) (Consideration of position preferences by availability) Square meter (m²): 299,00 Fixed service rate* per m²: 21,00 The individual reservation of an exhibition stand with fixed service rate is recommended for exhibitors, who are planning to bring their own exhibition stand construction and furniture. Brand exhibition stand, normal: Modular bar unit with back wall (incl. branding) Exhibition space 3 x 2 m (6m²) (Consideration of position preferences by availability) Power connection 220V/16A Brand exhibition stand, fixed rate: 2.290,00 Fixed service rate* per m²: 21,00 Page 2 of 8

3 Shared exhibition stand: Additional services: Shared exhibition stand 640,00 Fixed service rate*: 21,00 Power connection 220V/16A 75,00 Power connection 400V/32A 145,00 Drinking water supply 245, glasses (rental) 50,00 WLAN-connection 15,00 Fee for additional exhibitors 300,00 Please notice that the drinking water supply contains Tastings a) the connection with a GEKA coupling but not any more equipment for water consumption b) no drain. The wastewater is collected in jerry cans and emptied during and after the opening hours. Each exhibitor can book one or more tasting slots to present his product or brand effectively. Tasting, regular, 60min: (45 minutes presentation net) Tasting for 60 participants Seating and media technology Support (2 hands) Nosing glasses Tasting, fixed rate 590,00 The schedule for tasting rooms and tasting times is made by the organizer. Tasting, stage, 60min: (45 minutes presentation net) Tasting, as described Tasting, fixed rate 690,00 The tasting takes place on stage, the schedule for tasting times is made by the organizer. Page 3 of 8

4 The exhibitor is responsible to provide the products for the tasting in adequate quantity for free. The exhibitor runs the tasting or puts a representative in charge for the tasting. All tastings are advertised on the homepage and in the program. All prices are without taxes (plus VAT 19 %) * The fixed service rate contains partial allocation of costs for energy, general costs and costs for disposal. Prices and terms of payment After successful registration the exhibitors receive a confirmation of participation and the invoice for the booked services. Terms of payment: 25 % on receipt of invoice Remaining sum has to be paid till September 5, 2015 The payment on time is required to gain admission to your exhibition stand and booked services! We charge a handling fee of 10 Euro for late payments. In case of late payments the organizer is further able to charge a late payment fine of 10 % of the invoice total. After successful registration the exhibitor is obliged to pay the invoice total even in case of cancellation of participation. If the exhibition management is able to rent out the booked exhibition space to somebody else, the exhibitor who cancelled his contract is charged a fee of 15 % of the invoice total. Complaints concerning the invoice can be brought to notice within 14 days after receipt of invoice. Registration & Exhibition stand positions The organizer decides on registrations and accreditations for the 5 th GERMAN RUM FESTIVAL. There is no right of admission. Registered and approved exhibitors receive a written notification within three weeks after registration. The decisions on exhibition stand positions are made by the organizer. Exhibitors preferences are considered by availability. The exhibitor notices that the actual position of their exhibition stand during the 4th GERMAN RUM FEST can vary from the announced position at the time of registration; there is no right of certain positions. It is not allowed to rent out exhibition stands or parts of exhibition stands for money or for free to Page 4 of 8

5 third parties without the permission of the organizer. It is not allowed to advertise brands or products that are not mentioned in the registration. Cancellation of registration, Exclusion The organizer is allowed to cancel registrations and rent out the exhibition space to other exhibitors if a) the stand rental is not paid in time and before the final deadline set by the organizer. b) the exhibitor violates domiciliary rights. The organizer can demand removal of objects that are not approved or that turn out to be bothering, endangering or inappropriate in any other way. If the exhibitor refuses the removal, the organizer will remove them at the exhibitor s expense. Exhibition stands All exhibition stands, constructions and modular bar units offered by the organizer are allowed. All other exhibition stands and constructions are subject to the organizer s permission, have to be presented to the organizer prior to the event and checked after construction before start of the event. For this purpose the organizer needs a true to scale construction plan of the exhibition stand not later than 4th of September Stand construction materials and decorations have to be flame-resistant according to the norm DIN 4102 (at least class B1) or EN (at least class C). Therefor the organizer needs certified proofs. Normal and easily inflammable materials or materials that drip off or produce toxic gases while burning are not allowed for exhibition stand constructions. It s exclusively allowed to exhibit products from the product field Rum and Cachaça. Other products are subject to the organizer s permission. Stand construction and deconstruction, decoration Each exhibition stand has to be properly equipped and supervised by competent staff during the opening hours of the whole event. The exhibitor has to be present at the exhibtion venue 30 minutes before the exhibition starts. The exhibitor can choose the decoration for his exhibition stand in strict accordance with the terms of fire prevention. Page 5 of 8

6 Construction: Individual Brand exhibition stand Deconstruction: Construction on Friday the 2 nd of October 2014 starting at 8am Stands are handed over to the exhibitor on Friday the 2 nd of October 2015 at 2pm Sunday, 4 th of October 2015, 8pm-0pm Due to assurance reasons the deconstruction of exhibition stands cannot start earlier, the removal of exhibition equipment is not allowed during the opening hours. The deconstruction of exhibition sites and the removal of the whole equipment have to be finished not later than 8am on 6 th of October If not, equipment will be removed and stored at the exhibitor s expense. The exhibitor is liable for damages that occur while removal. Disposal of waste/cleaning The exhibition space/exhibition stands will be handed over in clean condition. The exhibition venue will be cleaned after the event, so the exhibitor does not have to clean. Nevertheless the exhibitor has to dispose of waste. For this purpose the organizer provides containers. In cases of left waste at exhibition stands, the organizer will dispose of at the exhibitor s expense. Force Majeure Clauses In case of unforeseen incidents that are not the organizer s fault and that make the execution of the scheduled event impossible, the organizer has the rights to a) cancel the event prior to its opening. b) reschedule the event. If the event is cancelled more than six weeks, but at the longest 3 month before its start, the organizer charges 25 % of the invoice total of the registered exhibitors. If the event is cancelled less than six weeks before its start, the fee for exhibitors increases to 50 % of the invoice total to cover costs. If the event has to be closed due to regulatory actions or to force majeure events, exhibitors have to pay the whole stand rental. If the new schedule coincides with other fixed dates for the exhibitor, he can ask Page 6 of 8

7 c) abbreviate the exhibition. for release from the contact, but has to prove the coincidence. In this case the organizer charges the fees as defined in a) It is not allowed to demand a release from the contract or a reduction of the stand rental from the organizer. In all cases indemnity claims are impossible for both parties. Profound decisions are made to the best of the organizers knowledge an announced as early as possible. Liability The organizer covers liability insurance with adequate limit of indemnity for legal liability. Terms and conditions of liability insurances apply (AHB). The liability insurance exclusively covers damages of third parties. For damages caused in consequence of failing institutions, interruptions of operation or other incidents disturbing the event the organizer is only liable in cases of malice or acts of gross negligence. For personal or material damage caused by exhibitors or their representatives, the exhibitor is liable in full amount of damage. Guarding/Security The organizer commissions the general guarding of the event. The guarding has no effect on the general terms of liability. The exhibitor is responsible for the supervision of his exhibition stand and his exhibited products during the opening hours of the event. Promotion The exhibitor is only allowed to use the close environment of his exhibition stand to promote his brand and his products. Catalogue/Electronic Media The organizer publishes a catalogue with exhibitors and products. Exhibitors will be informed by the organizer prior to the event about promotion possibilities. The organizer publishes the list of exhibitors online. Indemnity claims concerning incorrect, incomplete informations or forgotten mentions of exhibitors are impossible. The exhibitor is responsible for the information provided for media releases and resulting damages. Page 7 of 8

8 Passes for exhibitors and employees Exhibitors receive 5 passes maximum for themselves and their employees for free. These passes are non-transferrable and only valid in combination with an official ID. The passes have to be worn seeable all the time. The guards are allowed to send people without pass off the exhibition site. The organizer has to be informed about the names of all employees till 5th of September Photographing, filming and sound recordings The organizer is able to take pictures and to film the exhibition and the exhibition stands or to commission photographing, filming and sound recording. The organizer is able to use the material for purposes of promotion or press releases. Exhibitors are not able to contradict. The same applies to photographs, films and sound recordings taken by media representatives with the consent of the organizer and/or the exhibition management. Domiciliary rights, contraventions During the whole event and on the whole exhibition venue exhibitors submit to domiciliary rights of the organizer and follow the instructions of the organizer s employees. In case of violations of the terms of participation or domiciliary rights, the organizer is able to close exhibition stands immediately, if the violations do not stop when called upon to. Privacy policy Due to contract relations, the exhibitor notices that the organizer is collecting and saving the necessary data concerning the person of the exhibitor and his employees for purpose of automatic processes within the context of the performance of the contract. The exhibitor agrees, that publicly accessible informations about his company, address and telephone numbers can be shared with sponsors. Place of fulfilment and legal domicile Place of fulfilment and legal domicile is Berlin. Page 8 of 8