Regulations for exhibitors
RULES AND REGULATIONS FOR EXHIBITORS – POZNAŃ BEER EXPO
- GENERAL PROVISIONS
1.1. The provisions of these regulations apply to all companies and entities (hereinafter referred to as Exhibitors) participating in Poznań Beer Expo (hereinafter referred to as the Expo or the Event) on 24th and 25th of September, 2023. The event is organized by Targi Piwne sp. z o.o.. Poznań, ul. Głogowska 31/33, NIP 779-246-37-93 (hereinafter referred to as the Organiser), represented by Grzegorz Stachurski.
1.2. Exhibitors are obliged to:
1.2.1. adapt to the thematic scope of the Expo,
1.2.2. comply with these Regulations,
1.2.3. Comply with “Technical and fire regulations enforced from August 16, 2022 on the grounds of Poznań International Fair”, in particular with fire regulations (point 11 of the regulations) and technical conditions for the installation and provision of electrical, water and sewage services (point 9 of the regulations).
- THEMATIC SCOPE OF THE EXPO
2.1. The Fair is open to entities offering goods/services falling within the following categories:
2.1.1. Beers and ciders,
2.1.2. Meads, wines, craft spirits,
2.1.3. Other craft products,
2.1.4. Equipment, accessories, and raw materials for home brewing of beer and cider, as well as other craft products,
2.1.5. Equipment and raw materials for breweries,
2.1.6. Equipment for gastronomic establishments,
2.1.7. Packaging, glass, and other promotional and advertising materials and services for the beer industry,
2.1.8. Food products related to the beer industry,
2.1.9. Other companies related to craft products, entertainment, and other themes fitting the Fair’s subject matter.
2.2. Entities engaged in activities not listed in points 2.1 may apply for participation in the Fair as partners or sponsors of the event.
- RULES OF PARTICIPATION
3.1. APPLICATION OF PARTICIPATION AND CONCLUSION OF THE AGREEMENT
3.1.1. Applications for participation in the Expo should be made by placing an order via the website b2b.targipiwne.pl.
3.1.2. Applications for participation in the Expo will be accepted until the limit of available exhibition space is exhausted.
3.1.3. Submitting an order is wccouts for submitting an offer to participate in the Expo and accepting all the provisions described on the webpage and in these Rules and Regulations.
3.1.4. Submitting an order is not equal to confirmation of participation in the Expo. The organizer will inform the participant about the acceptance of the placed order.
3.1.5. When submitting the application, the Exhibitor has the right to specify how many walls of the stand are to be exposed. The organizer will designate an exhibition space for the ordering party, in accordance with the order. If this is not possible, the Organizer will contact the Exhibitor to find another solution.
3.1.6. Stand map will be published not later than August 31, 2023. After this date, the Organizer reserves the right to make changes to the map, after prior consultation with the Exhibitors to whom the changes will apply.
3.1.7. Registration is valid only if an advance payment is made by the Applicant to the Organizer’s account within 3 business days of completing the application.
Account for advance payments:
Grzegorz Stachurski, account number:60 1950 0001 2006 9883 5783 0004 (Bank Pekao).
Title of the transfer: the name of the exhibitor + “advance payment”.
3.1.8. Advance payment amount:
- For stands over 9m2: 550 euro or 2460 pln
- For stands below 9m2: 225 euro or 1230 pln
3.1.9. The amount of the advance payment will then be fully counted towards the participation fee resulting from the order. An advance payment invoice will be issued for the amount of the advance payment.
3.1.10. The fee for participation in the Expo is paid by the Exhibitor in two installments:
- 1 installment is an advance payment, payable within 3 business days of sending the application,
- 2nd installment in the amount resulting from the order, with the amount of the advance payment deducted, due until 25.08.2023 as stated in the received invoice.
- Failure to pay any of the installments on time (the date of payment is the date of crediting the Organizer’s account) will be treated as a resignation from participation in the Expo and will result in termination of the participation agreement at the Exhibitor’s initiative.
3.1.11. After qualifying the Exhibitor to participate in the Expo, the Organizer sends the contract to the Exhibitor by e-mail, and the Exhibitor, having printed and signed the contract, sends it to the Organizer by post to the address: Grzegorz Stachurski, ul. Głogowska 31/33, 60-702 Poznań and/or in the form of an electronic scan sent to the Organiser’s e-mail address.
3.1.12. Any changes to the order and the contract must be sent in writing or via e-mail on pain of nullity.
3.1.13. The Organizer reserves the right to refuse to accept the application for participation in the Expo (in particular due to the non-compliance of the offer with the thematic scope of the Expo).
3.1.14. If the applicant is not qualified for participation in the Expo, the Organizer shall immediately return the advance payment.
3.1.15. The fee for participation in the Expo includes in particular:
- fee for the lease of commercial space and other services resulting from order, including the possibility of presenting and direct sale of their products
- promotion of the Expo,
- general protection of the Expo provided by the Organizer,
- medical protection during the Expo,
- cleaning and waste disposal according to specific rules
3.2. RESIGNATION FROM PARTICIPATION IN THE EXPO
3.2.1. Withdrawal from the participation agreement requires a written form on pain of nullity.
3.2.2. Exhibitors who withdrew from the participation agreement after paying the invoice, but before 31.07.2023, will be reimbursed the amount of payments made with the amount of the advance payment deducted. The advance payment is a fee covering the Organizer’s costs related to services provided for the Exhibitor until the Exhibitor resignation from participation.
3.2.3. The organizer returns the amount referred to in point 3.2.2, within 7 days from the date of receiving the letter or e-mail on withdrawal from the participation agreement.
3.2.4. In the event of withdrawal from the contract of participation in the Expo on 1.08.2023 or later, the Exhibitor is not entitled to a refund of previously paid fees.
3.3. EXPO SERVICES
3.3.1. Orders for services related to participation in the Expo should be made by placing an order on the b2b.hempathyexpo.pl website. The prices and terms of the services offered are listed on the order page.
3.3.2. The Exhibitor has the right to order paid forms of advertising specified in the offer.
3.3.3. The Organizer is not responsible for the content of advertisements submitted for publication, as well as for the consequences of editorial errors.
3.3.4. If the Exhibitor issues an advertisement with content that is inconsistent with applicable law or is offensive, scandalous or contrary to generally accepted principles of social coexistence, the Organizer has the right to remove such advertisements from the Expo area.
3.3.5. Advertising outside your own stand is payable and requires the Organizer’s written consent. Lack of such consent will result in the removal of such advertisements at the Exhibitor’s expense and risk.
3.3.6. Technical connections to the stands: electricity, water supply and sewage, compressed air, ICT, as well as services related to suspending elements to the permanent structure of ceilings in pavilions and other services provided on the grounds of Poznań International Fair (MTP) are provided exclusively by MTP. The organizer orders the above mentioned works from MTP, based on orders placed by the exhibitors.
- RULES ON CONDUCTING BUSINESS
4.1. The Exhibitor is obliged to have all the required documents entitling to conduct business activity in accordance with the applicable regulations.
4.2. It is unacceptable to trade in goods or services whose possession and offering is prohibited or restricted by law and applicable regulations.
4.3. The Exhibitor undertakes to comply with applicable regulations regarding the introduction of properly labeled goods into circulation, compliance with the best-before dates and shelf life of food products intended for sale.
4.4. The exhibitor offering food products is obliged to conduct business in accordance with the provisions of the food law applicable to a given category of products.
4.5. The Exhibitor is obliged to comply with the provisions of the Act on Counteracting Drug Addiction (Official Journal of 2005 No. 179, item 1485) and in particular regarding the ban on advertising and promotion of narcotic drugs, psychotropic substances, substitute drugs and new psychoactive substances; By accepting the regulations, the Exhibitor acknowledges that violation of the regulations in the above scope may entail not only the consequences indicated in points 3.3.4., 5.2.1 – 5.2.3. but also result in individual legal liability of the Exhibitor. .
4.6. The Exhibitor is obliged to organize work and space in the area of the stand in accordance with the provisions of law in force on the day of the Event, the guidelines of the Ministry of Development, Labor and Technology and the Chief Sanitary Inspectorate, in particular (if applicable) taking into account all restrictions, prohibitions and orders, as well as in accordance with sanitary recommendations.
- ORDER REGULATIONS
5.1. The Exhibitor is obliged to comply with the ordering instructions issued by the Organizer.
5.2. Entry to the Expo grounds is allowed only for vehicles registered before the Expo by the Exhibitor and with an entry card received from the Organizer, with the telephone number of the driver included.
5.3. Throughout the duration of the Expo, each vehicle on the premises of Międzynarodowe Targi Poznańskie must be marked with an entry card. Cars without an entry card with the driver’s telephone number and in case of not being able to connect with the driver may be towed at the owner’s expense.
5.4. Detailed information on the hours of entry to the Expo grounds will be sent to Exhibitors in advance.
5.5. Dates and opening hours of the Expo for visitors:
15.09, Friday, at 12:00 – 21.00
16.09, Saturday, at 12.00 – 21.00
5.6. Opening hours of pavilions for Exhibitors and stand service:
15.09, Friday, at 04.00 – 12:00 (assembly), 12:00 – 21.00
– entering the hall by car is possible on Friday until 8.00 p.m..
– Exhibitors are obliged to finish setting up stands and large elements of construction on Friday, not later than 11.00, so that passages are free.
16.09, Saturday: 11.00 – 21:00 (Expo) 21:00-00.00 (stand disassembly)
17.09, Sunday: 00.00 – 04.00 (disassembly)
– Exhibitors are obliged to complete the disassembly of the stands and remove all stand elements from the hall by 04.00 on Sunday.
Each subsequent hour of disassembly is paid separately by each Exhibitor remaining in the hall:
PLN 500 net for each hour from 04.00 do 07.00 on Sunday, September 17th
PLN 1500 net for each hour from 07.00 on Sunday, September 17th
Exceeding the disassembly hours will be confirmed on the “Protocol of Exceeding Disassembly Hours during Poznań Beer Expo” (attachment1 to the Regulations), written down after the stand was dismantled.
5.7. During the opening hours of the Expo, the stands should be available to visitors.
5.8. It is not allowed to display and present at the stands an offer (goods and services) inconsistent with the thematic scope of the Expo. At the Organizer’s request, the Exhibitor should stop presenting such an offer.
5.9. Goods may not:
5.9.1. be displayed outside the stand area,
5.9.2. be placed in communication routes adjacent to the stand,
5.9.3. be displayed in a way that makes it difficult for visitors to move around.
5.10. Advertising and promotional campaigns carried out outside the designated stand require prior arrangement and written consent of the Organizer.
5.11. The Exhibitor undertakes to show the sale price on the goods sold.
5.12. Exhibitors / stand contractors are obliged to:
5.12.1. before the beginning of the Expo – to remove from the stand and the surrounding area packaging and waste remaining after assembly and equipping the stand;
5.12.2. during the Expo – to maintain the aesthetic appearance of the stand, facilities and own gardens,
5.12.3. after the end of the Expo – to remove the exhibits from the stand, dismantle the construction and equipment of the stand and restore the occupied exhibition space to its original condition.
Waste generated during the assembly and disassembly of stands, as well as during the Expo, should be thrown into the containers located in front of the entrances to the pavilion, subject to the prohibition of throwing waste hazardous to health and the environment, referred to in point 12.2 “Technical and fire regulations in force from January 1, 2018 on the premises of Poznań International Fair”
5.13. Removal of all goods from the stand and disassembly of the stand before the end of the Expo is prohibited.
5.14. The activities described in point 5.13.3 may only commence after the Expo is closed to visitors on the last day of the Expo.
5.15. If the Exhibitor leaves elements of the stand and its equipment on the Expo grounds, and the Exhibitor fails to remove them during the disassembly period, the Organizer has the right to impose a financial penalty on the Exhibitor covering the costs of removing the remaining items.
5.16. Elements of the stand and its equipment left without notice to the Organizer, not removed by the Exhibitor during the disassembly period, are considered abandoned property.
5.17. During the Expo, it is strictly forbidden to:
5.17.1. Use an open fire,
5.17.2. use heating devices without supervision,
5.17.3. conduct commercial activity outside designated areas,
5.17.4. leave garbage, waste, impurities, etc.
5.18. It is forbidden to bring to the Expo grounds: weapons, ammunition and explosives, as well as items, the use of which may pose a threat to the safety of people staying on the Expo grounds.
5.19. It is forbidden to introduce (bring) animals to the area of the Expo.
5.20. Smoking of tobacco products and hemp products deemed legal is prohibited throughout the Expo grounds outside of designated places.
5.21. The Organizer reserves the right to temporarily or permanently close the Exhibitor’s stand if the Exhibitor fails to meet the conditions referred to in these regulations, in particular in the case of:
5.21.1. presenting and selling goods not reported or not agreed on with the Organiser,
5.21.2. not maintaining the aesthetic appearance of the stand and the facilities,
5.21.3. displaying goods outside the designated area,
5.21.4. conducting advertising and promotional campaigns not agreed with the Organizer.
5.22. Closing the stand by the Organizer in the cases referred to in point 5.22 may be temporary, i.e. until the Organiser’s order is carried out, or permanent, i.e. until the end of the Expo.
5.23. Permanent closure of the stand in the cases referred to in point 5.22 is treated as a sanction for the Exhibitor’s failure to comply with the provisions of the participation agreement. In such a case, the Exhibitor is not entitled to a refund of the fees paid for participation in the Expo. The Exhibitor is also not entitled to compensation, as the closure of the stand is a sanction for its culpable action.
6.1. The Expo grounds are secured by the Expo security services.
6.2. The Exhibitor is obliged, both during the Expo and during the periods of stand assembly and disassembly, and in particular in the event of temporary closure of the stand, to secure the goods, equipment and devices against any damage or loss at its own expense and risk.
6.3. During the Expo, the Expo pavilion is opened, closed and sealed by a committee.
6.4. During the Expo, it is not possible to stay in the pavilion overnight. After the end of the Expo on the first day of the Expo, the pavilion will be closed and sealed by the commission. On the second day of the Expo, the pavilion will be opened by a committee an hour before the opening of the Expo for visitors.
6.5. The exhibitor has the right to delegate his representative to the pavilion opening and closing committee.
6.6. The Exhibitor is obliged to make all areas available to the commission in order to check the fire protection.
- LEGAL LIABILITIES
7.1. The Organizer is not liable for damages or losses in the property of the Exhibitors, caused by third parties or solely due to the fault of the aggrieved party.
7.2. The Organizer shall not be liable for damage to the property of the Exhibitors caused by force majeure, e.g. fire, explosion, lightning strike, gale, flooding and a break in the supply of water or electricity beyond the Organiser’s control.
7.3. Exhibitors should insure themselves against civil liability and insure their property located on the Expo grounds (goods, equipment and devices at the stand, elements of stand construction and equipment, private property, company vehicles, etc.), both for the duration of the Expo, as well as during assembly and disassembly.
7.4. The Exhibitor bears financial responsibility for causing damage to MTP property (damage, destruction, shortages). This liability also applies to companies building stands. The damage assessment is made by MTP in the presence of a representative of the Exhibitor or the stand contractor and the Organizer, which will be confirmed in the relevant report.
7.5. Lessee is obliged to immediately notify the LESSOR about any case of damage or failure arising during the term of the Agreement, under pain of the LESSEE’s liability for damage caused to the Lessor. The Exhibitor is obliged to notify the Organizer and the Expo police station in writing immediately after finding it.
7.6. Exhibitor is obliged to conclude and maintain third party liability insurance (OC) and accident insurance (NNW) contracts for accidents caused by circumstances for which he is responsible during the rental period, with a minimum sum of PLN 50,000.00 gross in the case of each insurance, for damage caused to the Subject of the lease, other property or personal injury.
8.1. Any complaints of the Exhibitors against the Organizer should be submitted in the form in writing.
8.2. Exhibitors’ complaints may be submitted up to and including the last day of the Expo.
8.3. After the deadline specified above, complaints will not be considered.
- FINAL PROVISIONS
9.1. The Organizer reserves the right to cancel, partially close, shorten or postpone the Event in the event of circumstances beyond its control. In such cases, the Exhibitor is not entitled to compensation or reduction of fees for renting the exhibition space.
9.2. The Exhibitor should respect the applicable provisions of the Community law of the European Union and the provisions of the internal law of the Republic of Poland.
9.3. Any disputes that may arise from the Exhibitors’ participation in the Expo will be settled by the competent common court in Poznań.
9.4. For the settlement of any disputes, the text of these Regulations is adopted as binding.
9.5. The law applicable to the interpretation of the provisions of the Regulations is Polish law.
Appendix No. 1 to the Regulations for Exhibitors.
Protocol of exceeding disassembly hours during Poznań Beer Expo.
Stand (stand number and name) ………………………………………………………………………..…………………………………. .….
belonging to (company) …………………………………………….……………………………….……….………………………… …………..
was dismantled and removed from the Expo area on …………..…………. at ……………………….
Based on the “Rules and regulations for Exhibitors – Hempathy Expo 2023” a fee will be charged in the amount of:
- PLN 500 net for each hour from 4.00 do 7.00, September 17
- PLN 1,500 net for each hour from 7.00, September 17
The amount of the fee charged: …………………………… net, …………………………….. gross (23% VAT)
Exhibitor representative: Organizer’s representative:
(full name) (full name)
Confirmation of payment in cash in the amount of …………………………………
Payer, Exhibitor’s representative: Receptionist, representative of the Organizer:
(full name) (full name)