Regulations
1. General information
The RemaDays Trade Fair is organized by GJC Inter Media Sp. z o.o. Poznan, Podbialowa St.11, tel. +48 61 825 73 22 wrote in Enterprises Register Chart managed by Regional Court in Poznań XXI Economic Register Court Department number 0000107721, NIP 7811706884 GJC Inter Media Sp. z o.o. Contact: ( + 48 61) 825 73 22
E-mail:
Justyna Lisek: info@remadays.com,
Iwona Skrzypczak: kontakt@gjc.pl,
Magdalena Konieczna: magda.konieczna@gjc.pl
Following regulations are crucial to companies who signed a contract with GJC Inter Media Sp. z o.o. meaninig Organizer of RemaDays Trade Fair and they become a Participant of RemaDays – An Exhibitor.
An Exhibitor of RemaDays is a transactor conducting business activity (partnership enterprise, company, etc.)
Location: The EXPO XXI Warsaw International Expocentre
Prądzyńskiego Street 12/14
01-222 Warsaw
Detailed information about halls can be found on http://expocentres.pl/en/HallSpace.asp
Only adults – people full of age – are allowed to enter the exhibition centre during the fair.
On the 10th and 11th of February 2009 (24 hours) and on the 12th of February 2009 from 5.30 a.m. It is not alllowed to park a delivery car, van, truck or trailer with the load capacity beyond the limit of 3.5 tones.
2. Participation in the RemaDays
After making a booking, the exhibitor must submit to the organizer two copies of the contract with exhibitor's signature ( a person responsible for deciding), revenue number and company seal on it. The contract send by fax is valid.
Participation is confirmed by the two-sided signed contract. In a case when the exhibitor delivers 2 copies of the contract, the organizer is obliged to send one copy back. Otherwise, when contract is send by fax, the organizer after signing a document sends it back.
For any additional equipment or services, the exhibitor is obliged to send all suitable documents received from the organizer.
The exhibitor must make all payments due to the organizer in order to be allowed to participate in the exhibition. After sendnig filled in and signed documents to the organizer, an exhibitor accepts and approves all conditions provided in the contract and regulations and is obliged to pay all the costs.
The organiser reserves the right to withdraw from the contract without informing about it in advance for important reasons until 5 Jan. 2009, in which case the organiser refunds the deposit paid by the exhibitor. Once accepted, the exhibitor's application for participation in the event may be cancelled by the organizer if acceptance was made based on false or incomplete information provided by the exhibitor.
The organiser has the right to terminate the contract if the exhibitor violates any of important terms of the contract, including in particular:
a) failing to make any payment due to the organiser
b) sub-letting or handing over to another company or person the exhibition space without the organizer's permission.
c) failing to construct the stand during period determined by these regulations
The exhibitor has the right to choose a form of participation in trade fair. All details are discussed during business phone calls or business meetings. The participant has the right to choose one or more forms:
a) individual exhibition space bigger than 6 sq meter
b) promotional booth with constraction (turnkey stand of 6, 9, 12 sq meters))
c) hostess
d) leaflets distribution by hostess
e) other forms of participation.
3. Stand
The exhibitor can decide on his preferred stand location if a one is available and approved by the organizer.
The organizer reserves the right to change the location of the exhibitor's stand for organisational or technical reasons ( standards of safety )
The exhibitor at the right time, is provided with detailed information, including details of allotment of exhibition space between all exhibitors.
Promotional stands (6 sq meters ) offered by the organizer includes standard construction. The fee for standard stand includes: rental of exhibition space, assembly and disassembly of the exhibitor's stand, walls, carpet, two spot lights, one electrical socket, two chairs, one table, a desk with a shelf, a basket, inscription and electricity supply.
The fee for standard stand of 9 sq meters includes: rental of exhibition space, assembly and disassembly of the exhibitor's stand, walls, carpet, four spot lights, one electrical socket, four chairs, one table, desk with a shelf, a basket, inscription and electricity supply.
The fee for standard stand of 12 sq meters includes: rental of exhibition space, assembly and disassembly of the exhibitor's stand, walls, carpet, four spot lights, two electrical socketssockets, six chairs, two tables, two desks with a shelf the back 1 by 1, a basket, inscription and electricity supply.
Approval from the organizer is required for the exhibitor's own stand layout plan and electrical installations layout as well as for any methods to be used for stand construction. All these details must be submitted to the organiser not later than eight weeks before the exhibition starts, i.e. 12 Dec. 2009. If the exhibitor fails to meet the above requirements, the organiser may require the exhibitor to stop constructing the stand.
Any companies wishing to provide stand construction services at the EXPO XXI Centre must buy a suitable licence from the owner of the EXPO XXI Centre. The licence fee is PLN 12.00 per sq meter of the exhibition space to be built up. The invoice is made by the organizer until January 15, 2009 with the payment date for 7 days. Otherwise, after January 15, the invoice is made with the payment date for 3 days. Liabilities should be settled until first day of assembly which is 4th February. To enable companies the construction of stands a confirmation receipt is required.
Assembly date: February 9 ,2009 from 10 a.m to 10 p.m. and February 9, 2009 from 8 a.m. to 10 p.m. Disassembly is on the 12th of February 2009 from 5p.m. to 13th of February 2009 to 2 a.m. Additional payment for construction and reconstruction works of 160 Euro per hour per hall need to be paid if they are done out of given hours. The cost is divided between companies working on the hall.
Electricity is switched on from 8 am to 10 pm from 8-9 of February 2009 and from 9 am to 5 pm from 10-12 of February 2009. If the exhibitor needs additional electricity working during different hours he has to place an order to the organizer.
The exhibitor is obliged to place an order for other indispensable services such as water, Internet, parking, security of an stand cleaining up the stand etc.
The exhibitors are obliged to order additional services till 12.01.2009 ( electricity, Internet, water, cleaning up. etc )and paid for it on the basis of invoice.
Each wall that adheres to other stand which is higher than 2.5 meters should be arranged in a proper way ( it should be white or transparent)
Machines and devices bigger than 180 cm of width and 250 cm of lenght should be delivered to 10 a.m. on the first assembly day. Otherwise, the organizer will not guarantee possibility for delivering machines to a stand.
Works which could get other stands dirty should be made to 6 p.m. on the second assembly day. After that the organizer fines with 3000 zlotys fine.
The exhibitors are obliged to remove all promotional materials from their stands and walls. The exhibitor leaves the stand in the same condition as it was received. If the exhibitor do not comply with this condition the exhibitor is obliged to pay 90 zlotys net fine. Per each wall(1x2.5). In a situation of own construction the exhibitor pays 12 zlotys fine per each current meter of tape on the floor.
All complaints related to stands with standard construction should be reported to 10 a.m. first day of the fair.
The organizer reserves the right to refuse participation in the fair without giving reasons.
4. Cancellation of participation
If the exhibitor cancels a contract , the exhibitor pays the organizer all the amounts arising due to the contract
If the exhibitor will not arrange his booked space he is obliged to pay 50 Euro fine per each square meter.
5. Other forms of promotion
The exhibitor has a possibility to order additional services to enhance company image and presence of the company on RemaDays. The organizer propose:
a) insert in visitors' bag ( leaflets, gifts )
b) catalogue in visitors' bag
c) loudspeakers advertisement
d) renting conference hall
e) an advertisement on 1 sq meter in the location approved by organizer
Distributing of any promotional materials is not allowed outside the stand. It is possible only after organizer's permission and payment. Otherwise, the exhibitor must pay PLN 3000 fine.
Any posters, stickers or other printed materials placed in the exhibition halls without the organizer's permission will be removed during the event at the exhibitor's cost.
The exhibitor is not allowed to display at a stand any advertisements of any other third party that is not an exhibitor of the event. This applies also to the exhibitor's contractors and sub-contractors.
The organizer reserves the right to make announcements through loudspeakers.
The exhibitor is not permitted to organize any lotteries, competitions, quizzes etc without approval and written permission from the organizer.
6. Insurance
The organizer accepts no responsibility for any theft, loss or damage caused to any exhibits before, during or after the event, regardless of the circumstances
The exhibitor complies with all conditions the regulations of the Centre during the event, in particular any fire and safety precautions.
The exhibitor is responsible for any damage of building, furniture, and installations caused by the exhibitor or any other person employed, either directly or indirectly, by the exhibitor.
7. Security
The organiser will provide general security at the premises of the EXPO XXI Centre. The organizer accepts no responsibility for any loss or damage to any exhibits.
If the exhibitor wishes, arrangements can be made for a security guard to man the exhibitor's stand. Security guards will be provided by the company responsible for providing security at the Centre.
Neither the exhibitor nor the exhibitor's staff are permitted to stay at the stand during night-time.
8. Identification Badges
On arrival at the EXPO XXI Centre, the exhibitor should come to the Fair Office to receive badges required for entrance.
9. Transportation
Spedition and transportation is organized by the exhibitor on his own