International Defence Equipment and Services Exhibition
„HEMUS 2020”, 27.05.2020 - 30.05.2020, Plovdiv, Bulgaria

General Participation Terms

The present GENERAL TERMS AND CONDITIONS FOR PARTICIPATION in the Fourteenth Defence Equipment and Services Exhibition “HEMUS 2020” define the contractual relations between “HEMUS-95” FOUNDATION and the EXHIBITORS in the course of providing exhibition areas, construction of stands and bungalows and other services within the framework of conducting “HEMUS 2020”. The General Terms and Conditions for Participation shall be deemed accepted by filling in Request to Participate Form – Form 1 by the EXHIBITORS. Deviation from the General Terms and Conditions is negotiated between the ORGANIZER and the EXHIBITOR only in writing.

I.         ORGANIZATION

1.         The Fourteenth Defence Equipment and Services Exhibition “HEMUS 2020” is organized under the auspices of the Ministry of Defence and the Ministry of Economy and under the leadership of the Organizing Committee.

2.         THE ORGANIZER of the EXHIBITION is “HEMUS-95” FOUNDATION – Plovdiv, headquartered in Plovdiv 4000, 116 Hristo Botev Blvd., office 6, Bulstat 825351545, represented by Rear Ad­mi­ral (Ret.) Nikolay Ivanov Nikolov, Ph.D., Chairman of the Governing Board.

            Tel:       + 359 32 620 300                                 

            Email: chairman@hemusbg.org               http://www.hemusbg.org

3.         THE MAIN PARTNERS are: International Fair Plovdiv AD and Bulgarian Defence Industry Association.

4.         “HEMUS 2020” is focused on “Defence, Counterterrorism and Security” with special emphasis on cyber security, border security, strategic communications, autonomous surveillance systems, information and response, as well as educational products in the subject area.  

5.         EVENT DATE AND VENUE
The Fourteenth Defence Equipment and Services Exhibition “HEMUS 2020” will be held from 27 to 30 May 2020 on the territory of International Fair Plovdiv AD, Plovdiv.

In case of force majeure, an order by the competent state authorities or with a view to security, THE ORGANIZER may modify the dates, the duration and working hours without being liable for damages incurred as a result of these changes.      

II.        RIGHT OF PARTICIPATION AND RIGHT OF ACCESS

1.         The right of participation in the EXHIBITION is granted to Bulgarian and foreign persons (physical and legal), engaged in manufacturing and commercial activities in accordance with the thematic focus and the thematic directions, as well as non-profit organizations if they have declared participation and received confirmation or have signed a special contract for participation with THE ORGANIZER. 
 
2.         The admission to participation or access to THE EXHIBITION of persons having registered offices in embargoed countries, designated as such by the United Nations, the European Union or the authorities in the Republic of Bulgaria, shall be subject to a decision depending on the grounds for imposing the embargo and at the discretion of THE ORGANIZER.

3. EXHIBITORS AND SUB-EXHIBITORS

3.1. THE EXHIBITOR is a person who is entitled to participate in THE EXHIBITION and rents exhibition area and/or services under the terms and conditions of these General Terms and Conditions. THE EXHIBITOR shall pay a registration fee and is entitled to invite a SUB-EXHIBITOR to the Exhibitor's own exhibition area provided that THE EXHIBITOR is the principal liable person, jointly with THE SUB-EXHIBITOR for the payment of the obligations owed and arising from the entire leased area and the corresponding services requested. The interrelations between THE EXHIBITOR and THE SUB-EXHIBITOR cannot be opposed to THE ORGANIZER and serve as grounds for non-payment.  THE EXHIBITOR shall be liable for the fulfillment of the requirements of THE ORGANIZERS for the entire territory of the rented area, jointly with THE SUB-EXHIBITOR.  THE EXHIBITOR is not entitled to host a SUB-EXHIBITOR without registering this SUB-EXHIBITOR under the terms and conditions of these General Terms and Conditions of THE ORGANIZER.

3.2. THE SUB-EXHIBITOR shall pay a registration fee and is entitled to all rights, deriving from this payment. THE SUB-EXHIBITOR does not have its own stand and space, using that provided by THE EXHIBITOR but must comply with all the requirements of THE ORGANIZER. The obligations of THE SUB-EXHIBITOR for rent, construction fee, services, etc. shall be paid to THE ORGANIZER by THE EXHIBITOR and THE SUB-EXHIBITOR bears joint liability with THE EXHIBITOR in respect of THE ORGANIZER's due.        

4. VISITORS

Only the officially invited guests have right of access to THE EXHIBITION during the first day. Right of access to THE EXHIBITION for the period from the second day until its end have professionals, traders and representatives of business circles with invitations or preliminary online registration. Visitors with an entrance ticket are only allowed in the last two days.

For security reasons, persons under the age of 16 have the right to access THE EXHIBITION with an accompanying person over the age of 18, who is responsible for their actions. 

THE ORGANIZER reserves the right to refuse or terminate access to THE EXHIBITION to any person without giving any reason. This applies also to the period of assembly and disassembly.      

5. REGISTRATION AND CONFIRMATION OF PARTICIPATION

5.1. To participate in THE EXHIBITION, THE EXHIBITOR signs a contract with “Hemus-95” Foundation on:

                                 The General Terms and Conditions of participation through a written Application Form (Form 1), which is considered only after payment of a registration fee.

                                 a special contract

5.2. The General Terms and Conditions are binding to THE EXHIBITOR and THE SUB-EXHIBITOR, unless otherwise provided in a special contract and are deemed accepted by the submission of the Application Form (Form 1).

5.3. The Application Form (Form 1) is filled in and signed by a person, authorized by THE EXHIBITOR. An Application Form, lacking the required data or not signed shall be considered invalid.     



5.4.  THE EXHIBITOR is obliged to register the presence of SUB-EXHIBITORS and other companies at its stand using Sub-exhibitor Form – Form 1B.  

5.5. The written confirmation of Form 1 by THE ORGANIZER is considered to be the time of signing the General Terms and Conditions of Participation contract, after which THE ORGANIZER sends a set of services forms, a proforma rental invoice and a plan of the exhibition area.

5.6. The deadline for submission of applications is 29 February 2020 (recommended).         

5.7. THE EXHIBITOR may not sublet or otherwise assign all or part of the exhibition area to third parties without the prior written consent of THE ORGANIZER.       

6. EXHIBITION AREA

6.1. The allocation of the exhibition area shall be carried out by THE ORGANIZER and International Fair Plovdiv AD taking into account the technical characteristics of the event, the branch, to which the exhibits, specified for participation in the Application Form belong, the size of the declared exhibition area and in accordance with the order of registration of the exhibitors.  

6.2. In certain cases, in the interest of THE EXHIBITION, THE ORGANIZER may change the location, type, dimensions and size of the exhibition area even after the Application has been confirmed and THE EXHIBITOR has no right to cancel its participation or seek compensation. THE ORGANIZER allocates exhibition area and services taking into consideration the wishes of the exhibitors to the maximum extent. 

6.3. THE ORGANIZER is entitled:

                         to change the requested area

                         to refuse to display exhibits that do not comply with the established thematic directions

                         to refuse participation without having to justify it actions in front of the corresponding country and without bearing financial responsibility for damages suffered.     

III. FINANCIAL CONDITIONS AND PAYMENT TERMS

1.         THE EXHIBITOR pays for its participation in THE EXHIBITION according to the tariffs indicated in the participation, construction and services forms with two installments as follows:

                         registration fee and area rent – within 30 days from the date of receipt of the proforma invoice but no later than 30 days before the opening of THE EXHIBITION

                         construction of stands and bungalows and other services - no later than 10 days before the opening of THE EXHIBITION

Additional services ordered during THE EXHIBITION are paid within 5 days of the issuance of the proforma invoice.  

2.         Regardless of the advance or partial payments made, THE ORGANIZER may terminate the contract with THE EXHIBITOR in case of non-payment of the entire amount due within the time limits specified above and withhold all sums already paid as compensation for the non-fulfillment of the General Terms and Conditions by THE EXHIBITOR. In this case THE ORGANIZER is entitled to grant the same areas to third parties without indemnification of THE EXHIBITOR.  

3.         THE EXHIBITOR pays THE ORGANIZER’s contributions to the accounts specified in the proforma invoices. 

4.         THE ORGANIZER issues an invoice within 3 days of receipt of the amount through the account holder in the proforma invoice (Hemus Konsult EOOD). 

5.         Exhibition area and built stands and/or bungalows are [rovided to the exhibitors only after payment in advance. Only an original copy of the payment document shall be considered evidence that the payment has been made.

6.         Bank Transfer Fees are at the expense of THE EXHIBITOR. 

7.         Statutory interest shall be charged for each overdue payment day after the deadlines, mentioned in Section III, Item 1. 

8. THE ORGANIZER is entitled to retain exhibits and other materials of THE EXHIBITOR until full settlement of the payment.  

9. After settling its financial obligations, THE EXHIBITOR receives “Permission to Leave”, which allows it to leave the exhibition area.  

10. THE EXHIBITORS are granted the following discounts:

                                 upon an early registration for participation by 15.12.2019 and payment of a mininum of 50% of the rental price and the requested services within the same period, the EXHIBITOR receives a 5% discount from the paid value with the exception of the registration fee.

                                 when open exhibition area is requested for the placement of exhibits up to the double size of the covered exhibition area, THE EXHIBITOR receives an 80% discount from the rental price for open area

                                 upon request of open area from 21 sq.m. to 100 sq.m., THE EXHIBITOR receives a 25% discount from the rental price for open area

                                 upon request of open area from over 100 sq.m., THE EXHIBITOR receives a 30% discount from the rental price for open area

11. Registration fee

The right to the following services arises from the payment of the Registration Fee for THE EXHIBITOR and THE SUB-EXHIBITOR:

                         free entrance cards for persons working at the stands. The entrance card is individual and cannot be submitted to another person;

                         20 invitation cards to visit THE EXHIBITION, which do not apply to the official events, organized for THE EXHIBITORS, as well as an opportunity for advance online registration of visitors, whom THE EXHIBITOR would like to invite to its stand;

                         Invitation cards for the official events, organized for the exhibitors as follows:
                                    - 2 invitation cards in the case of rented exhibition area up to 50 sq.m.

                                    - 4 invitation cards in the case of rented exhibition area from 50 to 100 sq.m.

                                    - 6 invitation cards in the case of rented exhibition area from 100 to 200 sq.m.

                                    - 8 invitation cards in the case of rented exhibition area over 200 sq.m. 

                         publication of information on THE EXHIBITOR and THE SUB-EXHIBITOR in the printed and online catalogue of the exhibition as specified in these General Terms and Conditions.  

Regardless of the reasons for the termination of the contract or refusal of participation of THE EXHIBITOR and THE SUB-EXHIBITOR, THE ORGANIZER shall not owe return of the Registration Fee.  

IV. REFUSAL OR TERMINATION OF THE CONTRACT

1. REFUSAL OF PARTICIPATION OR TERMINATION OF THE CONTRACT        
            ON THE PART OF THE ORGANIZER

1.1. THE ORGANIZER, at its own discretion may refuse to confirm an Application for Participation of an EXHIBITOR and refuse to admit it to THE EXHIBITION without the need to present any arguments for this and without liability for damages.  

1.2. THE ORGANIZER may immediately terminate the contract with an EXHIBITOR after the latter’s Application for Participation in THE EXHIBITION has already been confirmed if THE ORGANIZER has learned new information or circumstances that if it had known from the beginning, would have served as reason to refuse to confirm the application. In this case, THE ORGANIZER terminates the contractual relations with THE EXHIBITOR through a written notice, sent to the other party.    

1.3. THE ORGANIZER may terminate the contract with an EXHIBITOR in the event of THE EXHIBITOR failing to comply with the General Terms and Conditions.

1.4. THE ORGANIZER has the right to withhold amounts paid, to deduct or to claim any amounts due on the date of termination of the contract, when this has been caused by the fault of THE EXHIBITOR.

2. REFUSAL OF PARTICIPATION OR TERMINATION OF THE CONTRACT        
            ON THE PART OF THE EXHIBITOR

2.1. THE EXHIBITOR may request termination in whole or in part of the Contract by a written request addressed to THE ORGANIZER and confirmed by THE ORGANIZER, provided there is sufficient well-grounded reason, for which THE EXHIBITOR must provide the relevant evidence.    

2.2. Upon termination of the Contract THE EXHIBITOR owes the following penalties:

                                 20% of the value of the Contract upon termination by 31 January 2020.

                                 35% of the value of the Contract upon termination from 1 February 2020 to 1 March 2020.     

                                 After 1 March 2020, as well as in the cases where the Application for Participation Form – Form 1 of THE EXHIBITOR has exceptionally been accepted outside the deadline for submission of applications, the latter pays a penalty of 50% of the rental value of the confirmed application and full payment of the costs of providing exhibition services incurred until termination of the Contract.    

2.3. Hemus-95 Foundation can also claim compensation for greater damages.

V. TECHNICAL AND SPECIAL CONDITIONS

1. EXHIBITS

1.1. THE EXHIBITORS must send to THE ORGANIZER a Request for Exhibits, Demos – Form 2 with a list and general technical information on the exhibits, required for authorization of participation by the Organizing Committee. Failure to comply with this requirement may lead to refusal to participate in THE EXHIBITION.

1.2. Foreign exhibitors must have a Confirmation of their Application for Participation on the part of THE ORGANIZER of THE EXHIBITION and a Permit for Temporary Export and Re-import or Temporary Admission and Re-export for participation in trade exhibitions, issued by the Interdepartmental Commission for Export Control and Nonproliferation of Weapons of Mass Destruction. Receipt of the above permission is the responsibility of THE EXHIBITOR. THE ORGANIZER of the EXHIBITION provides on its website information on the requirements and conditions for issuing permits by the Interdepartmental Commission for Export Control and Nonproliferation of Weapons of Mass Destruction.

1.3. For certain categories of exhibits, THE EXHIBITORS are obliged to declare that they are deactivated and/or harmless in order to be displayed.

1.4. Entry and display on the territory of THE EXHIBITION of explosives, highly flammable substances and radioactive materials, threatening people’s health, is not allowed.        

1.5. THE EXHIBITORS undertake to keep in a safe place small and valuable items that can be damaged or may be exported outside the territory of THE EXHIBITION. THE ORGANIZER shall not be liable for any loss or damage of such items, as well as of personal effects of THE EXHIBITORS or their personnel.

1.6. The exhibits are transported at the expense of THE EXHIBITOR. They can be delivered to the exhibition area no earlier than 3 days before the opening of THE EXHIBITION and exhibited on the rented area in compliance with the special instructions, mentioned in the General Terms and Conditions for Participation.

1.7. At any time during the exhibition, THE ORGANIZER has the right to check whether the exhibited products meet the requirements set forth in these General Terms and Conditions, as well as safety requirements in accordance with Bulgarian legislation.

2. WORKING HOURS OF THE EXHIBITION

2.1. After the official opening, THE EXHIBITION is open every day from 10:00 to 17:00 h and on the last day until 15:00 h. For the exhibitors and the service staff THE EXHIBITION is open from 9:00 to 18:00 h and on the last day of THE EXHIBITION – from 9:00 to 20:00 h.

2.2. Outsiders are not allowed on the territory of International Fair Plovdiv AD beyond the stated working hours.

3. ASSEMBLY AND DISASSEMBLY

3.1. Assembly of stands              from 6 to 26 May 2020; 24 May – Public holiday  
                                                                        (workday for the exhibition)

3.2. Placement of exhibits                       from 24 to 26 May 2020 

3.3. Disassembly of stands                      30 May 2020 after 16:00 h to 20.00 h     
                                                                        and from 31 May to 8 June 2020

3.4. The working hours for assembly and disassembly are from 08:00 to 17:00 h. The working hours for placement of exhibits is from 08:00 to 21:30 h. By exception, THE ORGANIZER may authorize extension of the deadlines against payment, which is applied for through a Stand/Bungalow Construction Form – Form 4. 

4. AREA RENT

4.1. THE ORGANIZER provides net covered and/or open exhibition area on the territory of International Fair Plovdiv AD. Each started square meter is considered to be 1 square meter. Within the area provided, there may be building elements of the pavilion, which is not calculated in the total amount of this area.

4.2. If the stand construction is on two floors, the rent paid for the second floor is to the amount of 60% of the rent for the area on the first floor.  

4.3. The minimum exhibition area that can be rented is:

                                 linear – 6 m2

                         corner (two-sided open) – 15 m2

                         three-sided open – 24 m2

                         four-sided open – 60 m2

4.4. The renting of the area refers to a period of 20 calendar days before the opening, during the holding and 10 days after the closing of THE EXHIBITION. The rent of the area does not include the construction of stands and bungalows, artistic layout, staff, materials and other services. Upon written request by THE EXHIBITOR in Form 1, the latter may be provided with an angled (two-sided open) or central (three- and four-sided open) net covered exhibition area against an overcharge of 15% of the rent for the area.  

4.5. The placement of a stand on the entire covered exhibition area is mandatory for all EXHIBITORS. 

4.6. Outdoor exhibition constructions shall have a minimum depth of 3 meters, well-fortified against wind.

4.7. The rented exhibition area may begin to be released from exhibits and stand material after 16:00 h on the closing day of THE EXHIBITION.  

5. CONSTRUCTION

5.1. Construction of stands and bungalows by the ORGANIZER

By order of THE EXHIBITOR, THE ORGANIZER provides the service of building stands and bungalows with modular aluminum and non-standard construction, as well as unique stands and bungalows. Requests are specified in Form 4.

Furnishing, support staff and other services for the requested stands/bungalows are ordered through a Furniture Order – Form 5, which is sent simultaneously with Form 4. 

5.2.      Construction of exhibition stands and bungalows      
                        by an EXHIBITOR OR CONTRACTOR

5.2.1. Construction fee

THE EXHIBITOR builds stands and bungalows, either individually or through assignment to another contractor and the relations with INTERNATIONAL FAIR PLOVDIV AD are regulated by a construction contract. In order to cover the total cost of electricity and water, for cleaning the common parts and waste disposal, for using the infrastructure, for overall security and surveillance by the authorized services during the period of assembly and disassembly, the person who builds the stand or the bungalow shall pay a Construction Fee according to Form 4. 

5.2.2. Project authentication

The projects for the construction and layout of the stands/bungalows shall be provided for coordination with International Fair Plovdiv AD, subject to a Project Authentication Fee as per Form 4. The technical and financial requirements for them are specified in the contract for the construction of exhibition structures. 

5.2.3. THE ORGANIZER is entitled to refuse to conclude a Construction Contract with a person, who builds stands, bungalows or provides other services if THE COMPANY or THE EXHIBITOR has outstanding financial obligations to THE ORGANIZER or if the projects do not meet the technical requirements and safety conditions. 

5.2.4. The construction, the artistic layout and the arrangement of the exhibition and advertising areas must be completed within the stipulated workhours the day before the opening of THE EXHIBITION. 

5.2.5. It is prohibited to make changes on the walls, the floors, the ceilings and other structural elements of the pavilions and the pavement of the open areas except with the written consent of International Fair Plovdiv AD. All damages resulting from the guilty behavior of THE EXHIBITOR/THE CONTRACTOR shall be removed by it or by International Fair Plovdiv AD at the expense of THE EXHIBITOR/THE CONTRACTOR.

5.2.6. All power supply from the main switchboards and water supply systems shall be carried out by specialists of International Fair Plovdiv AD and shall be paid for according to Order Form for Electric and Water Connection – Form 10.

5.2.7. The Organizer has the exclusive right to grant permission for any kind of lawful activity on the territory of the exhibition area after the conclusion of a contract.   

6. SECURITY

6.1. THE ORGANIZSER provides general security of THE EXHIBITION. To ensure access to the territory of International Fair Plovdiv AD and of THE EXHIBITION, THE EXHIBITOR sends to THE ORGANIZER a list of the names of its representatives/employees at the stands through an Application for Admission Cards for Exhibitors – Form 8. The exhibitors and their staff will not be admitted to the exhibition area after the visiting hours, specified in Section V, Item 2. If the exhibits require special security measures, THE EXHIBITOR may hire security staff only through THE ORGANIZER.     

6.2. It is forbidden to move exhibits during the hours in which THE EXHIBITION is open. If it is necessary to carry in or out of the pavilion small arms that are exhibited, the same shall be checked by Military Police. Filmmaking and photography of exhibits and stands is forbidden without the written permission of THE ORGANIZER.             

6.3. Free movement of vehicles on the territory of International Fair Plovdiv is forbidden. Parking is allowed only at the parking lots, designated for the purpose with parking pass.       

7. NON-DISTURBING USE

7.1. The use of rented area should not disturb and obstruct the use of the surrounding stands. When using sound materials, the volume should correspond to the overall sound background and not cause problems to the other EXHIBITORS. At any time during the exhibition, THE ORGANIZER may give mandatory instructions for the immediate suspension of the respective sound without the need to motivate and without having to comply with the arguments presented by THE EXHIBITOR.             

7.2. THE EXHIBITORS declare that they will not undertake actions that violate decency, constitute unfair competition, or violate copyright and related rights.

8. FIRE PROTECTION AND LABOR PROTECTION REQUIREMENTS

8.1. THE EXHIBITOR is obliged to ensure the observance of safety, labor protection and fire protection rules personally and on behalf of its employees and/or those of hired companies as all adverse consequences of non-compliance shall be at the expense of THE EXHIBITOR. The obligation to insure personnel and equipment is the responsibility of THE EXHIBITOR. 

8.2. Movement of exhibits on their own is forbidden on the territory of International Fair Plovdiv AD outside the exhibition area of THE EXHIBITOR for the duration of THE EXHIBITION, except with written permission from THE ORGANIZER. 

8.3. For fire protection reasons, each EXHIBITOR, in case it builds the stands individually or by assignment to another contractor, must impregnate the material for the stand with fireproof coating and submit a certificate proving that the materials are impregnated. Otherwise, THE ORGANIZER performs impregnation at the expense of THE EXHIBITOR. THE EXHIBITOR must provide free access to fire cranes and hydrants. The electrical installation of the stands must be in compliance with the fire protection requirements in the Republic of Bulgaria. It is forbidden to store empty packaging and flammable materials on/behind the stand.    

9. PROTECTION OF PERSONAL DATA

9.1. As a personal data administrator, INTERNATIONAL FAIR PLOVDIV AD processes and stores data of the EXHIBITORS - natural persons, insofar as those are provided by the exhibitors themselves at the date of their application for participation.             The data if physical persons which are publicly available on the commercial company file and which the exhibitor has made publicly available in the Register of Companies kept by the Registry Agency are processed by the International Fair Plovdiv in full compliance with the provisions of the General Regulation on the Protection of Personal Data and the policy for confidentiality and protection of personal data of the INTERNATIONAL FAIR PLOVDIV AD.

9.2. In the applications for participation in the respective exhibition only information about the physical person is required - Exhibitor, and when the Exhibitor is a company - the company’s data, according to the publicly available information in the REGISTER OF COMPANIES.

9.3. The INTERNATIONAL FAIR PLOVDIV AD, does not require and does not collect information containing personal data of persons employed by the EXHIBITOR, as well as of its clients, suppliers or persons related in some way to the respective EXHIBITOR.

9.4. Information that any EXHIBITOR or visitor has in any way provided to the International Fair Plovdiv and which is not required and is not subject to storage and processing shall be destroyed in accordance with the established rules for the destruction and deletion of personal data.            
 

9.5. When conducting marketing research, INTERNATIONAL FAIR PLOVDIV processes personal data solely for the purposes of the research in question, as they are collected on condition of an explicit consent after confidentiality notice.

9.6. Participants in researches fill in a questionnaire form after providing informed consent to participate and process data.

9.7. All personal data received from INTERNATIONAL FAIR PLOVDIV in connection with the participation of the exhibitor at the fair events will be processed in accordance with the currently applicable legislation only for the specific purpose and on the stated grounds and will be provided to third parties for processing to fulfill a contractual or a regulatory obligation, and when the purpose of data collection is direct marketing, with the explicit consent of the Exhibitor.           
 
10. OTHERS

10.1. Each exhibitor accepts that the exhibits and products, exhibited by it, may be photographed and filmed before and during THE EXHIBITION. Photographs and film material may be used to promote THE EXHIBITION. In the event that AN EXHIBITOR does not want its trademark, logo, sign, etc. to be used by THE ORGANIZER in the materials and events announcing and presenting THE EXHIBITION, it must state this in writing until the beginning of the day preceding the opening day of the exhibition.        

10.2. Each EXHIBITOR agrees for the data submitted by it, such as name, address and headquarters, subject of activity, etc. to be published in the printed and online catalogue of THE EXHIBITION.      

VI. ADDITIONAL SERVICES

1. PRESS CENTER

The Press Center of International Fair Plovdiv serves accredited journalists by offering telephone, fax and all that is needed for press conferences, meetings and discussions between journalists and exhibitors.  

2. DEMONSTRATIONS

2.1. THE ORGANIZER allows for demonstrations of exhibits at designated places. THE EXHIBITOR makes a request for a demonstration by Form 2. 

2.2. The participation of an Exhibitor in demonstration shootings shall be done by sending a Demonstration Shooting Application Form – Form 2A and the Annex thereto.

3. EXHIBITION CATALOGUE AND INFORMATION SYSTEM (IS)

the organizer and International Fair Plovdiv AD jointly publish a printed and online catalogue of the exhibitors, publish a list of all participants on their websites and maintain an information system for them. the organizer and International Fair Plovdiv AD are not responsible for the accuracy of the data provided by THE EXHIBITOR. The inclusion in the catalogue and in the IS of the address of the company, phone number, fax number, e-mail, website, up to two branches and text information up to 50 characters is obligatory and free of charge for all EXHIBITORS and SUB-EXHIBITORS, the data being taken from the Application for Participation Form (Form 1 or 1B). In case of necessity for change and/or complementing this data, Form 3 – Catalogue and Information System shall be filled in and sent within the specified term. The printing of the trademark (logo) in the printed and online catalogue, the inclusion of more than 2 branches and text information of over 50 characters in the printed catalogue and in IS is paid for according to Form 3 and is also requested within the specified term.     
 
4. PRESENTATIONS, SEMINARS, SYMPOSIUMS

THE ORGANIZER jointly with International Fair Plovdiv AD provide THE EXHIBITORS/THE VISITORS with halls and technical equipment for rent for holding presentations, seminars, symposiums, business meetings and other accompanying events. For the purpose, THE EXHIBITORS/THE VISITORS conclude a contract with THE ORGANIZER by filling in an Application Rental Request Form for Halls and Technical Equipment – Form 7 in writing. The requested events are announced on the websites of THE ORGANIZER and INTERNATIONAL FAIR PLOVDIV AD.

5. FORWARDING SERVICES

5.1. THE ORGANIZER jointly with International Fair Plovdiv AD perform the following:

                                 loading and unloading operations;

                                 settlement of customs formalities;

                                 transport and storage of wrapping and containers;

                                 transport and storage of exhibits in a warehouse under customs control

To request transport services, The Transport Services Order – Form 15 is used.

5.2. THE EXHIBITOR is not allowed to perform separate loading and unloading of exhibits, as well as access, respectively use of own or rented mechanical means (cranes, forklifts, etc.). The costs for these services are calculated and paid at a special tariff, valid for all international events held on the territory of International Fair Plovdiv AD, which is provided (sent) to THE EXHIBITOR upon request. 

6. INSURANCE

THE EXHIBITOR bears the risk and responsibility for transport, storage and display of the exhibits and stand material. To guarantee its interests, it must insure its property against any risks during the stay of its property at THE EXHIBITION.            

7. CUSTOMS FORMALITIES

Customs clearance of temporary import and export can be done by the specialized service at International Fair Plovdiv AD and/or a forwarding company, authorized by INTERNATIONAL FAIR PLOVDIV AD that are guarantors to the Customs. Foreign exhibitors must have a Confirmation of their Application for Participation by THE ORGANIZER of THE EXHIBITION and a Permit for Temporary Export and Re-import or Temporary Admission and Re-export for participation in trade exhibitions, issued by the Interdepartmental Commission for Export Control and Nonproliferation of Weapons of Mass Destruction. The exportation of exhibits under customs control from the exhibition area is only possible with the permission of the customs authorities. In case of non-observance of this condition, THE EXHIBITORS shall be sanctioned by the Customs with the fines, fees and duties envisaged.

VII. FINAL PROVISIONS

The Bulgarian Substantive Law shall apply in the relations between the parties upon the conclusion of a Contract under these General Terms and Conditions.        
All disputes arising between THE ORGANIZER and THE EXHIBITOR shall be settled through negotiations.

If no agreement is reached, the dispute shall be referred to the competent Bulgarian court. When distraint of exhibits is necessary, the Bulgarian Civil Procedure Code shall apply.     
These General Terms and Conditions are printed in Bulgarian and in English. The text in Bulgarian language shall be accepted in case of disputes.

Download in pdf: General Terms for Participation

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