Journées de musiques anciennes Rules & Regulations November 17-19, 2017 General The organisation of the Luthier Trade show as part of "Journées de musiques anciennes" (Early Music Days) in Vanves, including the starting date, duration, venues, opening hours are determined by the Association Tourmaline (hereinafter referred to as the «organizer») and can be modified at its initiative. If any important unforeseeable or economic event should occur (i.e. fire, flood, destruction, accidents, fortuitous event, strike on a local or national level, riot, safety risks, storm, terrorist threat...) and prevent the exhibition from taking place, registrations would be cancelled but the registration fee would still be paid to the organizer. The exhibitor trusts the organizer to appreciate if the exhibition must be suspended or evacuated for important, unpredictable or economic reasons or in case of a threat to public safety, and hereby agrees not to file a complaint. Exhibitors commit to respecting and to ensuring meeting requirements of the technical file that will be handed to them. Exhibitors will be held responsible for any violation of the specifications imposed by the principal owner of the venue made available to the organizer. The organizer shall not be held responsible as long as it abides by the regulations. Participation Conditions for participation and admission control The organizer determines the categories of exhibitors and establishes the list of products and / or services presented. Requests to participate will be submitted to the Admissions Committee. After examining the submissions, the Committee will decide on applications. This Committee has the sole power to seek and choose the exhibitors included in the luthier trade show. Furthermore, they intend to make sure that the products showcased by exhibitors comply with the ethical principles of the exhibition. Therefore publications, musical works or objects of a racist and / or revisionist, pornographic nature, or contrary to Republican and open education to the world, will not be included in the exhibition. Under the provisions concerning authorized events, an exhibitor canʼt present products or material violating French regulations, except for products or equipment intended for use outside France. Exhibitors canʼt use any advertisement likely to mislead or constitute unfair competition. Any new exhibitor agrees to specify the exact nature of the exhibits. The admissions committee is not required to justify its decision. If admission is refused, any amount paid by when applying for admission will be reimbursed. The same rule applies to applicants put on the waiting list, when a booth cannot be allocated for lack of available space at the exhibition opening. Admission is confirmed to exhibitors by the organizer. Exhibitors who were granted admission, even after being allocated a booth, may find that their application is null and void if the exhibitorʼs business is, for whatever reason, managed by a court-appointed receiver or liquidator. Especially should a company be declared bankrupt between the date of their admission request and the exhibition opening date. However, the organizer may, if the company is legally authorized to continue its operations, decide to proceed with the application.
Admission request Any person wishing to exhibit must complete the online registration form on the journees-musiquesanciennes.org website and pay the registration fee including membership fee to the Tourmaline association. Booth assigning / Sub-letting Unless a prior written authorization was granted by the organizer, exhibitors shall not transfer, sublet or share, with or without payment, all or part of their booth. Nevertheless, several exhibitors may be authorized to make a group presentation, providing each of them submitted a prior request for approval to the organizer and made a request for joint-participation. Withdrawal In case of withdrawal or failure to occupy the booth, whatever the reason, any sums paid and / or due wholly or partly as part of registration fees, shall still be duly paid to the organizer. Should an exhibitor, for any reason, fail to occupy their booth on the opening day of the show, it will be considered as a withdrawal. The organizer can then dispose of the unused booth and choose to allocate it to another exhibitor. Financial contribution Price Booth prices are set by the organizer and may be revised by them in case of any change in its components, especially in case of any change in the price of materials, labour, transportation, services and tax and payroll measures. b. Terms of payment Terms of payment for booth rental and other associated costs, including payment dates and payment methods are set by the organizer and notified to exhibitors in the application form. c. Default Should an exhibitor fail to meet deadlines and payment terms specified in the abovementioned article, the organizer shall be entitled to apply the provisions laid down in the Article covering "Withdrawal". Booths Booth arrangements The organizer determines the layout of the fair and freely allocates exhibiting space, taking into account as far as possible, wishes expressed by exhibitors, the nature of the products and / or services which they intend to showcase, the layout of the booth he intends to set up as well as, if necessary, the date of registration of the application to participate. The organizers may modify the size and layout of the space requested by the exhibitors. This modification does not entitle the exhibitor to unilaterally cancel his commitment to participate. The location of the booth allocated to an exhibitor is communicated to him by a map. This map indicates the location of the booth with as much precision as possible. When possible, it is up to exhibitors to ensure compliance with booth layout before setting up their booth. The organizer is not liable should there be any difference between the dimensions laid out in the layout and the actual dimensions of the booth. The map includes the general layout of the surrounding aisles where the allocated booth is located. These indications, applies as of the date it was set? They are for your information and may be subject to modifications which might not be shared with the exhibitors. Any comments regarding the location defined by the map must be
presented within one week after the posting of the tradeshow floor map on the journees-musiquesanciennes.org. website. After this period, no request for modification shall be reviewed. Booth Set-up and Decoration Booth set-up should comply with to the show floor maps drawn up by the organizer which follows the conditions indicated in the technical file. Special decoration of the booths is carried out by exhibitors and is thus placed under their responsibility. It must comply with security regulations issued by public authorities and organizer signage. For all sound, light or audio systems, as well as any show, or promotional operation, mini-event, survey or opinion poll in the booth, a prior written request must be sent to the organizer. The latter determines display modes, terms of use and organization conditions. For the comfort of both public and exhibitors, audio-visual devices are not allowed in the booths. In the same way, organizers set the conditions under which taking pictures or sound recording may be authorized inside the exhibition. Organizers reserve the right to remove or modify installations that would disturb the exhibition or inconvenience neighbouring exhibitors or the public. Organizers may cancel an admission in the event of any inconvenience or nuisance caused to neighbouring exhibitors, any blocking of the access or disturbing the smooth running of the Exhibition. Rehabilitation The organizer will not be held responsible for any infrastructure or installation built by exhibitors. Exhibitors shall keep the space allocated to them in the same state in which they found them and shall leave them in the same state. Exhibitors shall be held responsible for any damage to the trade show premises and facilities by themselves resulting from their installations, equipment or display Booth Set-up and Take-down Organizers set booth set-up and take-down times prior to the exhibition opening. They also set dates and times for tearing down the booths, removing equipment, materials and products as well as cleaning after the exhibition. Booths may not be removed during the exhibition. On the particular item of taking down booths, removal and tidying up, organizers may decide to complete, at the expense and risk of the exhibitor, operations that have not been made by the exhibitor within set deadlines. Failure by an exhibitor to take down and remove all equipment by the set deadline entitles the organizer to claim late payment penalties and damages. Products Each exhibitor is solely responsible for the transport and reception of their products. Products and materials displayed as part of the Exhibition shall not be removed before the closing of the trade show, whatever the reason. Cleaning Exhibitors commit to leaving the property as clean and tidy as they have found it (collecting all waste papers and other waste)
Civil Liability Insurance Organizer Civil liability insurance Insurance is underwritten by the organizers against the financial consequences of their civil liability as organizers. Exhibitors may ask the organizer to send them an insurance certificate stating the risks covered, the coverage limits and the coverage period. Exhibitor Civil liability Insurance Exhibitors are under an absolute obligation to take out an insurance policy covering the financial consequences of their liability as exhibitors during the exhibition period (including set-up and take-down). This insurance must be purchased from a reputable company and cover the exhibitor for sufficient amounts. Exhibitors agree to communicate this policy on the first request made by the organizers. Provided all commitments made by the owner of the premises where the exhibition takes place are kept, the exhibitor agrees to waive all recourse against the owner due to any corporal, material and / or immaterial, direct and / or indirect damage or harm, resulting from fire, explosion or water damage, as well as for any operating loss. Furthermore, Exhibitors renounce the right to any recourse against the organizer or any other exhibitor as well as against any company acting in their name, due to any corporal, material and / or immaterial, direct and / or indirect damage or harm, resulting from fire, explosion or water damage, as well as for any operating loss. Intellectual Property - Image rights Exhibitors must ensure that organizers have secured all rights and / or authorization required for all products displayed as part of the exhibition. They authorize organizers to include excerpts and / or pictures of works in the exhibition promotional material. They shall make sure organizers have received all the necessary rights and permissions from the authors of the products on display. Exhibitors ensure that organizers have obtained the right to reproduce and use images of authors or personalities invited to their booth in its communication material. In the absence of agreement between Collective Rights Management Organisations (such as SACEM...) and the organizer, Exhibitors must deal directly with these companies if they intend to use music in any way whatsoever in the space of the Exhibition. The organizers shall not be held responsible in this regard. Organizers may at any time require the exhibitor to produce receipts. In accordance with the Data Protection Act n 7 8-17 of January 6, 1978, exhibitors have the right to access, modify, correct and delete personal information related to them. To exercise this right, exhibitors should contact the Tourmaline association, according to press and publishing practice, and ask that the insertion of an advertisement be removed without their being required to justify their refusal. All applications for insertion of advertisements imply the acceptance of the general conditions. Exhibitors grant Tourmaline Association and the municipality of Vanves the permission to publish videos and / or pictures of exhibitors, of their booth and products taken during the Journées de musiques anciennes held on 17, 18 & 19 November 2017. These images may be used as part of the promotion and communication campaigns of Journées de musiques anciennes, on different media (print, electronic, audio-visual) and this indefinitely. Security Exhibitors are obliged to respect all safety measures imposed by administrative or judicial authorities as well as security measures taken by the organizers. Organizers reserve the right to check compliance with these measures. Surveillance is carried out under the control of the organizers; any decisions concerning the application of safety regulations are implemented immediately.
Application of Regulation Any violation of the general provisions of this rules and regulations issued by the organizers may lead to the exclusion of the offending exhibitors even without prior warning. Specifically any failure to comply with these provisions, with safety regulations, failure to occupy the booth, any display of products not compliant with the list included in the application form. A compensation is then due to be paid by the exhibitor as damages for moral or material harm suffered by the Exhibitors. This indemnity is at least equal to the amount of the contribution that remains due to the organizer, without prejudice to any additional damages which may be required. The organizer requires, in this regard a right to retain articles on display as well as pieces of furniture or decoration belonging to the exhibitors. Modification of rules of procedure The organizer reserves the right to rule on all cases that are not covered by this rules and regulations and to add new provisions whenever they deem it necessary. Challenging If a challenge is raised, the exhibitor undertakes to submit his claim to the organizer before any procedure. Any action begun before the expiration of fifteen days from that statement and more than a year after the expiry of this period is, the formal consent of the exhibitor, declared inadmissible. In case of dispute, the courts of the organizer's office are competent.