REMADAYS WARSAW 2018 — INTERNATIONAL ADVERTISING AND PRINTING TRADE FAIR — WARSAW EXPO NADARZYN
1. GENERAL INFORMATION
1.1. The RemaDays trade fair is organized by the GJC International Spółka z Ograniczoną Odpowiedzialnością Spółka Komandytowa company – the publisher of Gifts Journal quarterly, the leader of “Solid Work in Business” Program, the publisher of ESB Catalogue – located in Poznań, Podbiałowa 11, registered in the business registry of the Local District Court Poznań-Nowe Miasto and Wilda in Poznań, 8th Division of the National Registrar of Companies with a number 0000636300, tax reference number 972-12-66-537.
Contact phone number: (+ 48 61) 825 73 22
Fax: (+ 48 61) 674 01 36
— Iwona Skrzypczak: email@example.com
— Justyna Lisek: firstname.lastname@example.org
— Magdalena Konieczna: email@example.com
— Anna Gąsiorowska: firstname.lastname@example.org
1.2. The provisions of this document are valid for all entities using the services of GJC International Spółka z Ograniczoną Odpowiedzialnością Spółka Komandytowa, referred to as Organizer, and are referred to as Participant of RemaDays fair – Exhibitor or Visitor.
1.3. The Participant of RemaDays fair – Exhibitor or Visitor – may be the business entity according to the business regulations (among others the sole traders, companies, etc.).
1.4. The exhibition venue is the PTAK WARSAW EXPO, AL. KATOWICKA 62, NADARZYN, Poland. Detailed information about the halls technical data is available at www.remadays.com in the general information section.
1.5. On assembly days 5-6.02.2018 trucks over 3,5 t may stay in the car park only during unloading, but no longer than 4 hours, an extension of this time has to be agreed with the organizer. On 7.02.2018 and 8.02.2018 day and night and on 9.02.2018 to 5.00 p.m. it is forbidden to park the delivery trucks, buses and trailers in the fair area parking places.
1.6. The fair area is accessible only for adults.
1.7. Fair duration: Wednesday, 7.02.2018 – Friday, 9.02.2018
1.8. Opening hours for visitors: 7 – 8.02.2018 – 9.30 a.m. – 6.00 p.m. and 9.02.2018 – 9.30 a.m. – 4.00 p.m.
1.9. Opening hours for Exhibitors: 7 – 8.02.2018 8.30 a.m. – 7.00 p.m. and 9 February 2018 from 8:30 am to 4. 00 10 February 2018.
1.10. Stand assembly: Monday, 5.02.2018 – 8.00 a.m. – 10.00 p.m. and Tuesday, 6.02.2018 – 8.00 a.m. – 10.00 p.m.
1.11. Stand disassembly: Friday, 9.02.2018 – 5.00 p.m. – 4.00 a.m. 10.02.2018
Access to the exhibition hall for vans, trucks, minibuses and vehicles over 3.5t from 4:30 pm.
Payment for the assembly and disassembly works outside of the above hours is 1000 PLN net per each started hour, divided by the number of companies remaining in the hall. Requests should be made personally at the trade fair in the technical department till 6 pm.
Companies realizing individual stand constructions are obliged to pay the license fee in the amount of 12 PLN net per 1 m2 of construction area.
Entry during assembly — 5th and 6th February 2018:
Delivery vans, buses assembly trucks and vehicles over 3.5 tones enter only through gate No. 4. At the entrance there is a deposit fee of 400 PLN collected which entitles to stay in Warsaw Expo for unloading for 4 hours. If the unloading time is not exceeded the deposit fee shall be returned. Cars enter through gate No. 2. Entrance passes are required.
2. PARTICIPATION IN REMADAYS
2.1. The basis of reservation of participation in fair by the Organizer is the spoken declaration of Exhibitor, after which the Exhibitor is obliged to send in 7 days 2 copies of filled fair agreement to the Organizer (signed by authorized representatives and stamped by the company stamp). It is possible to conclude the agreement by sending the filled and signed agreement copy by fax.
2.2. The confirmation of Exhibitor’s participation in fair is the agreement signed by both parties. In case of delivering 2 copies of agreement to the Exhibitor (see section 2.1) the Exhibitor sends one copy back to the Organizer.
2.3. In case of ordering additional services the Exhibitor is obliged to attach the appropriate documents obtained from the Organizer.
2.4. Participation in fair and beginning of assembly is possible only after acquitting of all financial commitments towards the Organizer. Sending the filled and signed documents is equivalent with the acceptance of all contents of the agreement and this document and is an obligation to cover all costs connected with participation in the fair.
2.5. The Organizer has the right to cancel the agreement due to independent reasons not later than until 8.12.2017 and in such case is obliged to return the advance payment. The Organizer may cancel the agreement in case of false or incomplete Exhibitor’s data. The Organizer has the right to cancel the agreement without notice in case of obvious violation of the agreement provisions by the Exhibitor:
a) not settling any charges towards the Organizer,
b) hiring or passing the stand to the third parties without the Organizer’s consent,
c) not following the stand construction date, specified in the technical information.
2.6. The Exhibitor, by applying for the participation, has the right to choose the participation form. All information are discussed during the personal or telephone conversations directly with the customer. The Exhibitor has the right to choose one or more from the following participation forms:
a) individual exhibition area without equipment and media,
b) promotional stands with standard equipment and electric energy connection 2kW from 2 sqm upwards
c) distribution of leaflets by a hostess,
d) bag insert for visitors,
e) advertisement in the fair catalogue,
f) conference hall rental,
g) other promotion forms, agreed upon individually with the Organizer.
3.1. The Exhibitor selects available stand location, which is approved by the Organizer.
3.2. The Organizer has the right to change the stand location due to organizational, technical or safety reasons.
3.3. The Exhibitors receive in proper time and gradually the detailed information about the distribution of exhibition area and all changes, connected with location.
3.4. The promotional stands offered by the Organizer are standard (constructed in the octanorm system) and their price includes the following elements:
— 2 to 5 m2 stands – exhibition space rental, stand assembly and disassembly, flat-rate fee for electricity. Stand fittings: walls, electrical power system (1 light source, 1 wall socket), grey flooring, 1 table, 2 chairs, waste bin and a writing on the frieze (text only up to 25 characters)
— 6 to 8 m2 stands — exhibition space rental, stand assembly and disassembly, flat-rate fee for electricity. Stand fittings: walls, electrical power system (2 light sources, 1 wall socket), grey flooring, 1 table, 2 chairs, a counter with a shelf, waste bin and a writing on the frieze (text onlyup to 25 characters)
— 9 to 11 m2 — exhibition space rental, stand assembly and disassembly, flat-rate fee for electricity. Stand fittings: walls, electrical power system (3 light sources, 2 wall socket), grey flooring, 1 table, 4 chairs, a counter with a shelf, waste bin and a writing on the frieze (text only up to 25 characters)
— 12 to 15 m2 — exhibition space rental, stand assembly and disassembly, flat-rate fee for electricity. Stand fittings: walls, electrical power system (4 light sources, 2 wall socket), grey flooring, 2 tables, 6 chairs, 2 counters with shelves, back room with a lock 1×1 m, waste bin and a writing on the frieze (text only up to 25 characters)
— 16 to 20 m2 — exhibition space rental, stand assembly and disassembly, flat-rate fee for electricity. Stand fittings: walls, electrical power system (6 light sources, 2 wall socket), grey flooring, 2 tables, 8 chairs, 2 counters with shelves, back room with a lock 1×2 m, waste bin and a writing on the frieze (text only up to 25 characters)
— 21 m2 and more — exhibition space rental, stand assembly and disassembly, flat-rate fee for electricity. Stand fittings: walls, electrical power system (8 light sources, 3 wall socket), grey flooring, 3 tables, 9 chairs, 2 counters with shelves, back room with a lock 1×2 m, waste bin and a writing on the frieze (text only up to 25 characters)
3.5. The licence cost is 12 PLN net / 1 m2of construction area. The invoice is issued by the fair Organizer, GJC International Spółka z Ograniczoną Odpowiedzialnością Spółka Komandytowa, with 3 days payment time. 100% advance payment is a prerequisite for proceeding with the construction.
3.6. The technical electric energy is available on 5 and 6.02.2018 from 8.00 a.m. to 10.00 p.m., and the direct current on 7 – 8.02.2018 from 8.30 a.m. to 18.00 p.m., 9.02.2018 from 8.00 a.m. to 16.00 p.m.
3.7. In case of demand for electric energy 24 h/day or direct current in the construction days it is required to place the written order to the Organizer not later than 14 days before the fair.
3.8. The Exhibitor is obliged to place an order for the record in the fair catalogue, for the technical services and to sign the statements connected with the construction not later than 18.01.2018 (electric energy, water, internet, parking place, security, cleaning) as well as to acquit proper payments according to the order.
3.9. All machines and devices with dimensions above 180 cm in width and 250 cm in length must be delivered to the stand up to 10.00 a.m. of the first assembly day, later the Organizer does not guarantee the possibility of delivering them to the stand.
3.10. Large elements of the stands equipment, including machines and devices with large dimensions, may be delivered through the following entrances: Hall F: cargo gates – BT 0 width 395 cm, height 450 cm, BT 1 width 300 cm, height 450 cm, BT 2 width 460 cm, height 450 cm, BT 3 width 300 cm, height 450 cm and BT 4 width 300 cm, height 450 cm. Hall E: BT 1 width 450 cm, height 440 cm, BT 2 width 450 cm, height 440 cm.
3.11. Halls heightl: useful height
3.5 m — for stands, construction of which is limited by grating with lighting (it is suspended on height of 3.7m) and stands located in aisles adjusting directly to panes
5 m — for stands located in open space of the hall
3.5 m — for stands, construction of which is limited by grating with lighting (it is suspended on height of 3.7m) and stands located in aisles adjusting directly to panes
4.5 m — for stands located in open space of the hall, aisleys A to P
5 m — for stands located in open space of the hall, aisleys S to Z
Hall F – 500-2000 kg / m²
Hall E — 500 kg / m²
3.12. The Exhibitor in time planned for assembly and disassembly in range of the stand has the right to realize only required assembly works and finishing, connected with preparing the stands or exhibition goods. It is especially forbidden to realize works connected with welding, grinding of wood and gypsum and other dusting works. All works, which may contaminate the adjacent stands must be realized up to 6.00 p.m. of the second construction day, the penalty for realizing them after that time is 3000 PLN, paid by the Exhibitor.
3.13. Each fair participant and stand construction company is obliged to dismantle the stand at the time specified in point 1.11, fragmentize remaining elements and dispose of them into an appropriate containers located near exhibition halls.
3.14. Each fair participant, when required, should allow for routing through his stand the installation to the adjacent stands, necessary for connecting the technical devices.
3.15. Equipment elements (for example: friezes, banners, awnings, descriptions of stands and exhibition goods, as well as company and trade marks) must not exceed the allowed exhibition area, block in any way passages and communication routes and approved construction height.
3.16. Each wall, adjacent to another stand and higher than 2.30 m, must have aesthetic appearance and be painted in white colour from the adjacent stand side or must be transparent and must not contain any advertisement content.
3.17. Each stand has to contain a rear and side walls. This concerns especially those stands located by the hall walls. An exception is an island booth which does not allow for any wall constructions on the alley side.
3.18. The Organizer has the right to place the number label, consistent with the stands arrangement plan, on the stand structure without the Exhibitor’s opinion.
3.19. It is forbidden to hang or stick the stand parts, banners, flags, advertisements and decorative elements on the hall structure (ceilings, walls, railings, windows, etc.).
3.20. The Exhibitor of the RemaDays trade fair by purchasing the exhibition area or a stand with the standard equipment is obliged to remove all advertisement materials from the stand, windows and walls in the last trade fair day and leave the stand in the initial condition. Exhibitors, who does not meet the above conditions shall be charged the order fee of:
— 90 PLN net per one standard stand wall (1×2,5m),
— 35 PLN net per m2 of plasterboard,
— 30 PLN net per linear metre of tape which is not removed from the floor
— 25 PLN net per m2 of pane or PW5 wall,
— 25 PLN net per m2 of sticker not removed from the floor.
3.21. It is forbidden to remove any exhibited items and/or disassemble the stand before the time indicated in the general regulations. An exhibitor disobeying this rule will be charged with a fee constituted of a half of the cost of the stand rental.
3.22. The Orgnizer is authorized to intervene in case of disturbing operation of the other stands or the whole exhibition by the noise caused in particular stands, beyond them or by persons authorized by the Organizer to distribute advertising materials in Ptak Warsaw Expo premises. In special cases the Organizer reserves the right to total ban of presentation or using the equipment emitting excessive noise, sound systems, music and film presentations when it is not possible to achieve amicable solution by involved exhibitors or persons authorized by the Organizer to distribute advertising materials.
3.23. The Organizer is not responsible for any interruptions in media and services supplying, caused by other parties, and is obliged to undertake all necessary activities in order to restore access to them.
3.24. In the event that the exhibition stand is found to have been constructed in the manner inconsistent with the Regulations, the Organizer has the right to fix the irregularities at the Exhibitor’s expense.
3.25. RULES FOR USING PANES
It is forbidden to stick any materials to pane belonging to a particular stand higher than 2.6 m (panes above will be used by the organizer of the event for aisle signs)
Stands which are excluded:
stands located in individual boxes by the halls’ walls
stands located in hall E in aisle A
In case of row stands, if the exhibitor occupies exhibition space located before and behind the panes, there is a possibility to cover them up to 2.6m.
In case of row stands, if exhibitor occupies exhibition space located before pane, it is forbidden to stick any materials to it.
In case of row stands, if exhibitor occupies exhibition space located behind the pane, it is forbidden to stick any materials to it.
3.26. Every exhibitor is obliged to leave sufficient clear space to enable an access to any technical equipment at the Warsaw Expo (e.g. electrical switchboards, fuse boxes and water valves).
3.27. The designs of multi-storey exhibition stalls must be accepted by Ptak Warsaw Expo Technical Department. To do so, design documentation and executor’s declaration of design’s conformity with the regulations and the rules of the art shall be submitted not later than 30 days before the Trade Fair. Only the projects with written authorisation will be accepted for construction during the Trade Fair.
4.1. In the fair grounds it is prohibited to:
a) carry any weapons, ammunition, explosives, toxic substances and objects, the use of which may endanger the safety of persons on the fairgrounds;
b) bring animals;
c) disturb public order (eg. by aggressive behaviour);
d) transfer, consume and distribute stimulants or drugs;
e) destroy fair infrastructure (eg. sticking advertisements to walls or floor);
f) paint and cover face in any way or wear any body decorations preventing a person participating in the trade fair form identification, regardless of the nature of participation;
g) use documents of other Participant of the Trade Fair for any purpose;
h) garbage halls and open areas with waste generated by Visitors (food and beverages packaging, cigarettes, chewing gum, etc.).
i) lean against the elements of stands, construction, advertisements and other elements of the interior space;
4.2. Exhibitors are obliged to:
a) obey the signs of fire protection zones;
b) dispose of waste generated by them and place them in the appropriate locations;
4.3. The stands must be made exclusively from materials which are non-flammable, hardly flammable or protected against fire. Proper certificates should be available in the stand. It is forbidden to use such materials as bamboo, rush, etc., which explode in fire.
4.4. The stands must be constructed according to the building law and other regulations valid in Poland.
4.5. The Organizer has the right to perform inspections in range of fair participants and stands constructing companies activities conformity with the technical and fire protection regulations. Not following of those regulations may cause interruption of works, and in repeated cases may be the basis for cancelling the agreement.
4.6. The pyrotechnical shows are forbidden.
4.7. It is forbidden to introduce and use steam-emitting devices in the exhibition halls.
4.8. The users of the fair buildings are obliged to stop any activities, which may reduce the fire security safety level. In case of special exposition, which causes serious fire hazard, the participants of events organized in the fair area are obliged to assure the additional fire protection in their own range, according to agreement with Fire Protection Inspectorate of WARSAW EXPO.
4.9. The stands constructing companies and fair participants (Exhibitors) are fully responsible for the industrial safety of their employees, realizing works in the fair area, and take responsibility for any accidents, resulting from lack of supervision or negligence of safety requirements and standards during assembly, operation and disassembly of the exposition.
4.10. It is forbidden to start the machines and devices inconsistent with the safety requirements and to operate them by the unauthorized personnel.
4.11 The Organizer reserves the right to remove from the venue where the trade fair is held those people whose behavior violate the provisions of the Regulations of the Trade Fair, including order regulations applicable in a particular place, as well as those whose behavior hinder or impede the proper conduct of the Trade Fair.
4.12. In matters of safety and health at work not covered by these regulations, the general provisions of Polish law, regulations of Ptak Warsaw Expo and safety instructions apply and should be obeyed by all fair participants and stand construction companies.
4.13. The electric and electronic equipment installed at the exhibition stand must not exceed the amount of power requested by the Exhibitor. In the event of exceeding the requested amount of power, the Exhibitor will bear the cost of repair of the power supply equipment and cover the compensation cost.
5.1. Any complaints regarding standard stands must be reported in writing to the organizer no later than 10.00 am on the first day of the trade fair.
5.2. All complaints related to stands (their location and actually occupied floor space) and technical services (ordered technical services) shall be considered only on the basis of prior notification to the Technical Department during the fair.
5.3 Other complaints shall be reported to the organizer in writing no later than 14 days of the fair’s last day.
5.4 No complaints shall be considered following the deadlines specified above.
6. CANCELLING THE PARTICIPATION
6.1. When the Exhibitor cancels the agreement due to reasons, for which the Organizer is not responsible, he is obliged to acquit all payments resulting from the agreement.
6.2. In case of not constructing the ordered fair area the Exhibitor is obliged to pay the stipulated penalty in amount of 200 PLN net per each square metre of ordered area.
7. OTHER PROMOTION FORMS DURING THE FAIR
7.1. Advertising of the company or services, as well as distribution of promotional materials outside of purchased place, is possible only after the Organizer’s permission and acquitting the proper payments. Publication of materials outside the stand without the Organizer’s written permission is subjected to penalty in amount of 3000 PLN for each disclosed distribution form.
7.2. If there is more than one company in the stand, each of them is obliged to acquit the registration payment.
7.3. All posters, stickers and other printed advertisement materials, placed in the exhibition halls without permission will be removed at the Exhibitor’s cost during the fair.
7.4. Advertising of third companies, not being the Exhibitors is forbidden, also in case of companies cooperating with the Exhibitor. Violation of those conditions is subjected to penalty in amount of 3000 PLN.
7.5. It is forbidden for the Exhibitor to conduct promotional activities that are detrimental to the Organiser. Any infringements within this scope are subject to a contractual penalty of PLN 5000, imposed by the Organiser.
7.6. The Organizer has the right to emit announcements with use of sound amplification system.
7.7. Any lotteries, competitions, quizzes, etc. require the Organizer’s written permission and following the proper regulations.
7.8. The distribution of leaflets by a hostess, as laid out in point (c) of Article 2.6 of the Regulations, is possible only under the following provisions:
a) the person responsible for hiring a hostess is the Exhibitor;
b) “a hostess” shall be understood as one person only. Any non-standard attire (e.g. an outfit, a costume) and accessories (e.g. a backpack, a frame, a flag) must be approved by the Organizer;
c) use of carts, suitcases, boxes, and electronic appliances, such as computers, by a hostess, is strictly forbidden;
d) the distribution of promotional materials by a hostess in E and F areas and in the main passageways leading down from the reception desk (download the Floor Plan: Hall E, Hall F) and in the immediate vicinity of other Exhibitors’ booths, who act as viable competitors to the Exhibitor and the hostess referred to, is strictly forbidden.
e) launching any promotional campaigns detrimental to the competitors is forbidden;
f) any instance indicating a breach of these Regulations in general, and any promotional campaigns which can be evidenced as detrimental to the competitors in particular, will be charged by the Organizer in amount of 5000 PLN under a liquidated damages clause.
8. PROTECTION OF TRADE MARKS, PATENTS, ETC.
8.1. The Organizer is not responsible for protection of trade marks, patents and exhibition goods, presented during the fair.
8.2. The Organizer expects respecting the rights of other Exhibitors by the participants. The documented violation of rights of another Exhibitor authorizes the Organizer to exclude the participant from the current and/or next fair editions, but it is not the obligation.
8.3. Every person participating in fairs organized by GJC International Spółka z Ograniczoną Odpowiedzialnością Spółka Komandytowa and leaving their business card agrees to receive commercial information through electronic means.
9.1. The Exhibitor is obliged to insure on his own cost the exhibition goods and to have the personal liability insurance.
9.2. The Organizer is not responsible for theft, loss, damage or destruction of exhibition goods before, during and after the event, regardless the circumstances.
9.3. The Exhibitor is obliged to follow all regulations valid in the event area, especially the fire protection and industrial safety regulations.
9.4. The Exhibitor is responsible for damages of object, furniture and installations, caused by himself or persons representing or hired directly or indirectly.
10.1. The Organizer assures the general security in the fair area. The Organizer takes no responsibility for the damages and losses in the exhibition goods.
10.2. The Exhibitor may order hiring the guard from the security company to the Organizer.
10.3. The Exhibitor and his personnel must not be present in the stands during the night.
11.1. Immediately after reaching the fair area the Exhibitor should visit the fair office in order to receive the identifiers, authorizing to entering the stand.
12. TRANSPORT AND FORWARDING
12.1. Transport, unloading, unpacking, assembly, disassembly, packing and loading of exhibition goods and other materials are realized by the Exhibitor at his own cost and risk.
12.2. The official forwarding companies of the International Trade Fair for Advertising and Printing RemaDays Warsaw are:
— C. Hartwig Gdynia S.A., seated at ul. Ślaska 47, 81-310 Gdynia
— netlog Polska Sp. o.o., seated at ul. Prądzyńskiego 12/14, 01-222 Warszawa
12.3. Forwarding companies C. Hartwig Gdynia S.A. and netlog Polska Sp. z o.o. hold exclusive rights to operate forklifts in exhibition halls. Any other form of delivering goods to exhibitor’s stands (in particular but not conclusively with a pallet jack) is permitted otherwise than through two mentioned above companies.