Terms of Participation for exhibitors,,the Hall of Vape May 06th & May 07th 2017 Expo Stuttgart
1 Organizer: Organizer of the Exhibition: Eventagentur Simeonidis Bonländer Strasse 7 70771 Leinfelden-Echterdingen Germany Tel: +49 (0) 711-9454 8052 Mobil: +49 152-58574726 E-mail: info@the-hall-of-vape.com Internet: Tax-ID: 97172/00393 Ust.-ID: DE295716214 CEO: Iraklis Simeonidis 2 Name and venue of the exhibition: The title of the exhibition is:,,the Hall of Vape (E-Cigarettes & Accessories Fair) Only goods may be sold and offered, which comply with the legal regulations of Germany, as well as the theme of the event. Other goods and services may only be exhibited, offered or sold with a written consent of the Eventagentur Simeonidis. Clones or copies of products may not be exhibited or sold. The goods for sale must be marked with prices. The exhibition will be held at the new Exhibition Center Stuttgart (Messepiazza 1, 70629 Stuttgart). Exhibition hall 9. Visitors of The Hall of Vape must be at least 18 years. No Entry under 18 years. 3 Built up Build-up and dismantling times Build-up Friday, 05/05/2017, 8:00 a.m. - 8:00 p.m. Dismantling Sunday, 05/07/2017, 4:00 p.m. - 11:00 p.m. Exhibition hours: Saturday, 05/06/2017, 12 a.m. - 7:00 p.m. Sunday, 05/07/2017, 10 a.m. - 4:00 p.m. For Exhibitors (B2B): Saturday 05/06/2017, 9:00 a.m. - 12:00 a.m. The Exhibition hall will be locked and guarded by Security after the build-up as well as after the first exhibition day. 4 Purview of the terms of participation and exhibition The Exhibitor is an entrepreneur in the sense of 310, 14 Abs. 1 BGB. These terms of participation apply for producers, retailers and contracting businesses. The terms of participation can be downloaded on www.thehall-of-vape.com starting 09/01/2016.
5 Registration, Offer, Contract closing The registration for participation can only be completed by sending the completely filled, legally signed application to the event organizer by mail or E-mail. By sending the application the applicant accepts Eventagentur Simeonidis as their affiliate. The registration will only be completed and binding, if Eventagentur Simeonidis sends back the stand-confirmation. The standconfirmation is done by total account, which is due within 10 days after billing. A separate stand-confirmation will not be sent. After receipt of payment the access codes for the portal of the Messe Stuttgart will be provided by sending an E-mail to the exhibitors. By completing the registration, the exhibitor fully accepts the terms of participation of the Eventagentur Simeonidis as well as the house rules of the Messe Stuttgart. A competitive exclusion can not be demanded. After authorization, information given by the exhibitor about the location and size can only be recognized as wish and does not guarantee any claims on provision. The organizer of the exhibition decides about the location of the exhibitors due to conceptional and exhibition- technical issues. The decision is made primarily by the affiliation of the pending exhibition program and the exhibition sector as well as the area availability in the sectors. The stand rental for all stands and exhibitors amounts to 117,65 excl. 19% German VAT per m2. The minimum purchase is 2,00m x 3,00m. Only full square meters can be purchased (e.g. 3,00x5,00m). 6 Admission / recall Interested parties, who do not belong to the specified topics and branches (ineligible applicants), are excluded from the admission procedure. The admission is done considering the individual interests of the applicant against the content and objectives of the exhibition, its concept and the interest of all exhibitors on a high-quality exhibition, which is made by the composition of the exhibitors. Admission can be denied prior to contract closing, if - the applicant is or was in violation of technical, safety-related or other regulations which were enacted by the organizer (Fair / Exhibition Management). - the applicant doesn't pay the bill after being given notice of default on another dun - the exhibitor conveys exhibition space completely or partially to a third party, without permission of the organizer - the exhibitor does persistent and unacceptable advertisement despite of warning. - the number of applicants is higher than the available exhibition space. - the applicant violates the house rules - the exhibitor didn't start the buildup of the exhibition stand until Friday, 5/05/2016, 4 p.m. - several exhibitors rent a stand space together, each of them is liable for the stand rent as joint debtor. The party has to designate a party representative in the application, who is authorized by all joint debtors, so the organizer communicates just with that representative. Messages, E- mails, etc., which have been sent to the representative are considered to be received by all joint debtors.
7 Stand space The assignment of the stand spaces as well as the announcement of the hall- and stand numbers will be done in written form by the organizer. Stand wishes in accordance with Exhibitor registration will be taken into account by the organizer without acknowledging any existing legal obligation and to the best of the knowledge and belief of the organizer. Complaints about shape or size of the stand must be sent in written form within seven days after reception of the stand allocation. The chronological order of the receipt of applications is not decisive for the allocation of the stand area. A shift of the rented stand area as well as changes of location, type and dimensions may be made for compelling reasons and must be communicated immediately in writing to the exhibitor. The Fair/Exhibition management has to allocate a new stand area to the concerned exhibitor as equivalent as possible to the original stand area. In this case the exhibitor has the right to withdraw from the contract within seven days after receipt of the change by written notice, unless there is no major change in the overall character of the stand area. If the location, size or dimensions of the stand area should change between the time of registration and the start of the exhibition the exhibitor cannot derive any right against the organizer. The Fair/Exhibition management reserves the rights to move the entrances, exits, emergency exits as well as passages due to technical and safety reasons. 8 Stand design / Stand buildup A physical borderline between the stands of stand neighbors is mandatory. The exhibitor is obliged to provide his stand (by his own or through the Messe Stuttgart) with an opaque back wall and at least one side wall (standard stand partition walls, no banners, posters or roll-ups, etc. allowed). The stand partition walls are not included in the rent for the stand space and can be ordered - if not available after binding registration via the internet portal of Messe Stuttgart. The exhibitors receive the registration code in a separate E- mail. Please refer to the registration for price information. The display of exhibits, which are higher than 3,0m has to be announced to the organizer before the construction is made and requires the approval of the organizer (see technical guidelines). Starting from a stand space of 30 square meters and a height over 3,0m, stands have to obtain a separate approval by the Messe Stuttgart. The company name must be displayed clearly and visible. Any issue of samples (food and drinks) is strictly forbidden. All flammable decoration materials and exhibits according to DIN 4102 must be impregnated fire-retardant. The exhibitor is obliged to observe the labor and trade regulations (fire protection, accident prevention, environmental protection, etc.). It is forbidden to exceed the stand area.
9 multiple exhibitors / Provision of the stand space to third parties The exhibitor is not allowed to let, convey or switch his rented stand space to third parties, except the changes were particularly stated on the registration form. I case of violation the organizer has the right to charge the exhibitor with a detention fee of EUR 500,00 excl. 19% German VAT. Community renting by several exhibitors of stand areas is not claimable. However, the organizer may permit exceptions. If several exhibitors rent a stand space together, each of them is liable for the stand rent as joint debtor. The party has to designate a party representative in the application, who is authorized by all joint debtors, so the organizer communicates just with that representative. Messages, E-mails, etc., which have been sent to the representative are considered to be received by all joint debtors. The exhibitors of the joint stand jointly and severally are liable to the organizer for the fulfillment of all obligations arising from the contract. 10 Advertising efforts Advertising of any kind, in particular the distribution of print media and to approach visitors is permitted only within the own stand area. In case of violation a contractual penalty of EUR 500,00 excl. 19% German VAT per infringement is due. Business harming behavior against fellow exhibitors is not being tolerated. 11 Technical services The organizer is responsible for the hall lighting, cooling or heating of the exhibition hall. Individual exhibition stand requirements (e.g. electricity, internet, water, stand elements, parking permits. etc.) can be ordered via the service portal of Messe Stuttgart. Set up and consumption are chargeable to the exhibitor. The respective terms and conditions as well as general terms and conditions of the relevant service providers apply. Terminals and equipment, which do not comply with the relevant regulations or whose consumption is higher than reported, can be removed or decommissioned by the competent service providers at the expense of the exhibitor. The Exhibitor is liable for all damage caused by using non-registrated connections which were not installed by the competent, local service providers. The Organizer is not liable for failure, interruptions or fluctuations of gas, water, telecommunications and power supply nor for consequences of these occurrences, unless the organizer acted grossly negligent or intentionally. In addition to the above mentioned requirements, the construction of the respective stand has to meet the relevant technical guidelines of Messe Stuttgart. (The specific technical guidelines can be downloaded on www.the-hall-ofvape.com as well as via the homepage of Messe Stuttgart http://www.messestuttgart.de/fileadmin/medien/pdf s/techni scherichtlinien.pdf. Other technical services can be booked directly via the service portal and can be settled directly with Messe Stuttgart.
12 Safety The organizer is responsible for the general guarding of the premises and the hall, without taking duties of care for the stand furnishings, exhibits or other items brought by the exhibitors. The exhibitor is responsible for the supervision and the guarding of the stand and of all objects brought. This also applies during the construction and dismantling periods. Stand security can be arranged by the organizer. The exhibitor has to keep valuable and easily transportable objects under lock and key outside the normal opening hours of the exhibition. The exhibitor is responsible for the cleaning of the stand. Cleaning has to be done every day after the exhibition closes for visitors. The exhibitor is required to avoid waste and to separate waste for recyclable materials. Additional disposal costs are calculated according to the polluter pays principle. The storage of empties on the stand area is forbidden due to reasons of fire safety. 13 Cargo The organizer is not obliged to accept/receive shipments of the exhibitors and is not liable for damages or losses. 14 House rules of Messe Stuttgart See attachment or directly on: http://www.messestuttgart.de/fileadmin/medien/pdf s/lms_ Hausordnung_GB.pdf 15 Resignation After admission, the exhibitor has to pay the full rent even if he cancels or does not take part. If Eventagentur Simeonidis is able to assign the stand otherwise, depending on the situation the Eventagentur Simeonidis can resign from 50% of the stand rent. The exhibitor has no legal claim on this waiver. 16 Terms of payment The total invoice of the organizer is due upon receipt with a specified payment deadline of 10 days to pay. 17 Exhibitor passes Depending on the size of the stand each exhibitor gets (free of additional charge): 04 to 09 m2 = 2 passes 10 to 14 m2 = 3 passes 15 to 19 m2 = 4 passes 20 to 24 m2 = 5 passes 25 to 29 m2 = 6 passes 30 to 34 m2 = 7 passes 35 to 39 m2 = 8 passes 40 to 44 m2 = 9 passes 45 to 49 m2 = 10 passes... the number of passes increases by 2 accreditations each 10 m2 starting at a size of 50m2 If exhibitors require additional passes, these are chargeable and can be purchased at regular price. Details about the creation (photo, etc.) and handover of the passes will be announced separately on a later date. All passes must be worn visibly during the entire duration of the exhibition. In case of an abuse, the organizer reserves the right to collect the exhibitor passes without substitution.
18 Name releases By submitting the registration, the exhibitor provides permission to the organizer to publish the Name and/or Logos of the applicant as well as eventually further data. The exhibitor also provides permission to the organizer to store the data on a magnetic and/or optical medium. Statements in connection to this agreement are subject to written form. It is granted by post letter or E- mail. 19 Liability The exhibitor is obliged to provide the stand with the registered exhibits and to be filled with qualified staff during the entire duration of the fair. The exhibitor is responsible for the design of his stand. The exhibitor releases the organizer from all legal claims, especially competition, copyright, registered designs, trade marks, tastes, legal names, etc., asserted by third parties due to the commercial presence of the exhibitor on the fair. After the buildup as well as after the day of event the hall will be locked by Messe Stuttgart. Messe Stuttgart will also reopen the hall the next day. The organizer assumes no liability for this. In case of a proven infringement (plagiarism), the organizer is entitled to remove the items from the stand and/or to close the stand and to exclude the exhibitor from the current event and future events without compensation. This applies to cases of significant and proven other anti-competitive acts. The organizer is obliged to report proven property rights violations to the competent customs office. The exhibitor is obliged to complete a sufficient liability insurance, through which the exemption claims are covered. The organizer takes no insurance risk of the exhibitor. Furthermore the organizer recommends that exhibitors cover transportation and stay risk by an exhibition insurance. The exhibitor is liable towards the organizer for any damage caused by him, his staff or third parties authorized by the exhibitor or other third parties, which are used to meet the exhibitors liabilities. In addition the organizer is liable according to the statutory provisions in case the exhibitor asserts claims for damages, which are based on intent or gross negligence of the organizer, his representatives or vicarious. With an exception of cases in which an intentional breach of contract or a culpable violation of an essential contractual obligation is done by the organizer, the liability of the organizer is limited to the typical, foreseeable damage. Liability for culpable injury to life, body or health remains unaffected. Unless not stated otherwise before, the liability of the organizer is excluded regardless of the legal nature of the asserted claim. The above mentions liability provisions apply to all services provided by the organizer in connection with the participation of the exhibitor in the event. All limitations of liability in favor of the organizer also apply for the personal liability of its organs, employees, staff, workers, agents and vicarious agents.
20 Noises and sound effects (GEMA) Noises and sound effects are only allowed if they do not disturb the stand neighbor and/or visitors, do not lead to congestion in the aisles and do not drown the Fair own announcement system in the halls. Speakers must be positioned, so that they sound in the own stand area only. The sound level must be kept low, so other stands or visitors are not exposed to noise pollution nor noise impairments. If the organizer operates a speaker system, the fair/exhibition management reserves announcements. The organizer indicates to the exhibitor that the exhibitor has to obtain a permit and pay the charges incurred for musical reproduction of any kind to the concerned authority (GEMA) at own expense. The exhibitor has the statutory provisions, to note in particular the copyright law, in any case. In case of violation the organizer is entitled to fine an appropriate administrative fee (approx. EUR 250,00) to the exhibitor. 21 Indemnity / prescription Entitlement of the exhibitor to rent reduction is only possible, if an elimination of defects of the leased property has failed or if the organizer made no attempt to remedy the defects despite of a reasonable grace period. In case the organizer can no longer provide the stand area (caused by reasons the organizer is not responsible for), the organizer will pass the information immediately to the exhibitor. The exhibitor will be released from the obligation to pay the rent for the stand space. Already payed stand rental will be reimbursed 100%. There is no further claim by the exhibitor belonging damages. Contractual claims by the exhibitor against the organizer expire within 12 months. The period of limitation starts at the end of the month in which the final day of the event is held. Claims based on intentional breaches of duty are subject to the statutory limitation period. The organizer reserves the right to cancel the exhibition not later than 01/31/2017, if the number of exhibitors is insufficient. Invoices paid up to that date to the organizer will be refunded 100% without any interest expenses. 22 Force majeure If the organizer has to cancel the event due to unforeseen circumstances, force majeure, natural disasters, etc. the exhibitor is not entitled to reimbursement or refund the stand costs.
Registration Builtup planning starts: 02.01.2017 Registration deadline: 02.01.2017 Exhibitor Company Name First Name and Name (contact person) Street / P.O. Box Zip Code / town Land Phone Number Fax E Mail URL VAT number Commercial registry entry Yes No Place of Registration Commercial register number CEO: Mobile / phone Number E-Mail Contact for exhibition: Mobile / phone Number E-Mail
The following product groups are offered by us: Registration of co-exhibitors: 3 exhibitor companies allowed per exhibition stand. For any additional exhibitor company we charge 117,65 plus German VAT (1m² price) Company Name: Adress: Contact / role: Exhibition products: Company Name: Address: Contact / role: Exhibition products: Company Name: Address: Contact / role: Exhibition products: We order exhibitor passes for 15,00 / piece incl. 19% German VAT. By signing this registration, the Exhibitor completely accepts the terms and conditions of Eventagentur Simeonidis. I m interested in sponsoring, please contact me. Place and Date Stamp and signature
Stand Registration The Hall of Vape May 6th & 7th 2017 in Stuttgart Company Name: Address: We hereby rent the following stand at a price of 117,65 plus German VAT / m2 length: meter total area: m2 depth: meter minimum order 2,00 x 3,00m = 6 sqm (min. depth 3m) Stand wishes in accordance with exhibitor registration will be taken into account by the organizer without acknowledging any existing legal obligation and tot he best of knowledge and belief oft he organizer. Our Stand wishes: Place, Date, Signature & Stamp The accuracy and completeness of all information is assured. The Terms and conditions are accepted.