Exhibitor terms and conditions
1. General provisions
a) Registration constitutes acceptance of the offer. It must be completed by the Exhibitor and delivered to the Organiser within the stated application deadline at the following address. Gospodarsko razstavišče d.o.o., Dunajska cesta 18, 1000 Ljubljana
b) Applications without the signature of the company’s responsible person are not valid.
c) The application is legally binding and irrevocable for the Exhibitors.
c) Applications with reservations or proposals for changes to the terms and conditions will not be considered and accepted by the Organiser.
d) The Exhibitor Terms and Conditions set out in the application, the order form and the appendix to the application shall apply to all events (fairs, exhibitions, etc.).
e) Each Exhibitor is obliged to comply fully with the General Terms and Conditions for Work at the GR – Ljubljana Exhibition and Convention Centre published on the GR website. The prices applicable to the event are listed on the first page of this application form. Providing information about the exhibition programme is a condition for the Exhibitor’s participation in the event. The Exhibitor may only exhibit the registered exhibition programme.
g) The Organiser reserves the exclusive right to decide on the acceptance of bids (applications). The Organiser is not obliged to take into consideration applications received after the deadline.
h) The minimum exhibition stand that the Exhibitor may order is 6 m2 of the exhibition stand.
i) By signing this form, we authorise Gospodarsko razstavišče d.o.o. to process our above-mentioned data in accordance with the Personal Data Protection Act, namely in its databases and to use them for the following purposes: statistical processing, segmentation of participants, fulfilment of contractual and legal obligations, sending offers, advertising material, publications and invitations to events, as well as telephone, written and electronic surveys. Our data may be processed by Gospodarsko razstavišče d.o.o. for a period of 10 years after the last participation in a trade fair or other event or until the written consent is withdrawn, insofar as the applicable law does not provide for different time limits.
j) The Organiser shall select the date of the event within the time limits set out in the application form.
2. Allocation of exhibition stand
The event is open to national and international Exhibitors whose products and services are relevant to the event programme. Exhibitors may only exhibit products or services on the exhibition premises of those tourism service providers they have indicated in their application. The admission of the Exhibitor to the event and the allocation of the exhibition stand shall be decided by the Organiser, who shall allocate the stand for the benefit of the event. The Organiser may allocate a stand with fewer open sides than ordered by the Exhibitor in order to optimise the exhibition space. The Organiser reserves the right to allocate up to approximately 30% less or 10% more exhibition space.
Any change to the allocated exhibition stands must be approved by the Organiser. The Organiser may also relocate or close entrances and exits to the halls and make other changes to the exhibition stand as necessary. If, for any reason, the Organiser is unable to allocate an exhibition stand to the Exhibitor after acceptance of the Exhibitor’s application, the Exhibitor shall be entitled to a refund of the amount already paid.
3. Cancellation of registration
The Exhibitor may cancel an already completed registration only by a written declaration.
In this case, they are obliged to pay:
- 40% of the price of the exhibition stand if the cancellation takes place more than 30 days before the start of the event;
- 100% of the price of the exhibition stand if the cancellation is made less than 30 days before the start of the event.
The Organiser may cancel the fair 21 days before the start of the installation of the fair. Notwithstanding the provision of the preceding sentence, the Organiser may also cancel the fair at a later date for reasons of force majeure or regulation prohibiting assembly at public events which makes it impossible to hold the fair.
In the event of cancellation as referred to in the preceding paragraph, the Exhibitor and the Organiser shall have no financial obligations towards each other, in which case the Organiser shall return all monies paid to the Exhibitor.
4. Registration and eco-fee
Each Exhibitor is required to pay a registration fee and an eco-fee.
Registration for the fair includes a standard Exhibitor banner, a mandatory entry in the catalogue, an entry in the list of Exhibitors on the fair’s website with a link to the Exhibitor’s website and one copy of the catalogue. The information in the catalogue is published in Slovenian.
The Exhibitor is obliged to provide the catalogue entry data upon registration or no later than 40 days before the start of the event. If the Exhibitor delivers the information to the Organiser less than 40 days before the start of the event, or fails to deliver it, only the basic (general) information about the Exhibitor will be published in the catalogue. In the event that the Organiser confirms the registration within 40 days of the fair, the Organiser reserves the right to list the Exhibitor only on the official website of the fair. The Organiser reserves the right to shorten and adapt the content of the entry in the fair catalogue accordingly, but shall not be liable for any errors.
The Exhibitor undertakes to pay for the exhibition stand, the eco-fee and the registration, at the prices agreed and specified in this application. VAT is not included in the listed prices and is payable by the Exhibitor.
Upon delivery of the signed application to the Organiser, the Exhibitor will receive a preliminary invoice, which must be paid in full (the full amount) within the time limit indicated thereon. Payment of the preliminary invoice is a condition for the Exhibitor’s participation in the event. The Organiser undertakes to invoice in accordance with positive legislation. In the event of late payment, the Organiser may charge the Exhibitor default interest at the statutory rate.
The Exhibitor may object to the invoice in writing within 8 days of the invoice being issued.
If the Exhibitor objects to only part of the invoice, they shall be obliged to settle the undisputed part of the invoice within the time limit and in the manner specified in this application.
6. Confirmation of the allocation of the exhibition stand
Upon receipt of payment on the basis of the issued preliminary invoice, the Organiser shall issue an invoice for the advance payment, thereby confirming the allocation of the exhibition stand.
7. Cancellation of the allocated exhibition stand
The Organiser shall have the right to refuse an application or to cancel the certificate referred to in point 6 of this application, in particular in the following cases:
- if the Exhibitor is under settlement, bankruptcy or liquidation proceedings at the time of the application;
- if the Organiser has outstanding claims against the Exhibitor from the past;
- if the objects to be exhibited at the event do not correspond to the theme of the event;
- if the Exhibitor fails to provide documents (point 14) at the request of the Organiser;
- if the application is received after the closing date;
- if the Exhibitor fails to pay the invoice within the time limit specified.
8. Date and venue of the event
If the event has to be rescheduled, shortened, extended or relocated, Exhibitors shall not be entitled to cancel their participation or claim damages.
9. Technical terms and conditions
Exhibitors must submit to the Organiser drafts (projects) of the layout and equipment of their exhibition stands, which must be approved by the Organiser before installation can begin. The height of the exhibition stand may be a maximum of 250 cm. Higher stands require the written permission of the Organiser. The Exhibitor may not interfere with the installation of the exhibition stand outside the space allotted.
10. Permanent passes for Exhibitors
After confirmation of the exhibition stand, the Exhibitor will receive permanent passes for the persons on the exhibition stand. The number of passes shall be specified by the Organiser in the “Instructions for Exhibitors”. The Organiser reserves the right to withdraw permanent passes in the event of their improper handling.
11. Installation and dismantling
Installation and dismantling must be registered in advance. The deadlines for installation and dismantling given in the “Instructions for Exhibitors” must be strictly observed. In the event of exceeding the deadline for dismantling, the Organiser shall be entitled to clean up the exhibition stand, and to transfer the costs incurred and risks to the Exhibitor. After the dismantling has been completed, the Exhibitor must restore the space in which they exhibited to its original state. Failing this, the Exhibitor is obliged to reimburse the Organiser for any damage caused. When setting up and furnishing the exhibition stand during installation, event and dismantling, the Exhibitor or their Contractor shall in particular observe and comply with the following:
- regulations on occupational safety and health;
- fire safety regulations;
- General Terms and Conditions for Work on the fairground (published on the Organiser’s website);
- ‘Instructions for Exhibitors’, which are provided to the Exhibitor when the exhibition stand is allocated.
The Exhibitor may not remove the exhibition items (exhibits) from the stand before the end of the event. The Exhibitor may leave the stand early only with the written permission of the Organiser.
12. Guarantee and insurance
a) The Organiser shall not be liable for any damage, loss, destruction or theft of the Exhibitor’s or their Contractor’s property (exhibits, equipment, etc.), their personnel or third parties, nor for any damage to the Exhibitor’s or their Contractor’s property, their personnel or third parties caused by fire, windstorm, hail, lightning, breakage, water leakage, theft or any other cause. The Organiser shall not be liable for any damage, loss, destruction or theft of property or injury to third parties caused by the conduct of the Exhibitor or their Contractor on the stand or fairground. The Exhibitor or their Contractor shall take out appropriate insurance at their own expense.
b) The Exhibitor or their Contractor shall be liable for damages and accidents caused by them or their staff to the Organiser and/or to third parties on the exhibition stand or fairground.
c) The Organiser assumes no liability whatsoever for vehicles left on the fairgrounds and car park by Exhibitors, their employees or representatives or their Contractors.
d) The Exhibitor may not sublet the allocated stand or advertising space or any part thereof to a third party. In the event of a breach, the Organiser reserves the right to charge the Exhibitor an additional fee of 100% of the price of the allocated exhibition stand or advertising space.
e) The Exhibitor is obliged to check their exhibition stand before the start of the event to see whether there may be any unknown objects on the stand. They are obliged to immediately report the presence of any such objects to the reception of the GR – Ljubljana Exhibition and Convention Centre by telephone or in person.
The Exhibitor must inform the Organiser in writing at least 8 days before the start of the event whether any events (e.g., a musical performance) will be held on the allocated exhibition stand. After the permission has already been granted, the Organiser is entitled to restrict or prohibit presentations which cause noise, dirt, dust, gas leaks or otherwise interfere with the event. Presentations may only take place in the Exhibitor’s allocated stand.
14. Exhibitor's activity – documents
Before confirming the allocation of the exhibition stand, the Organiser shall have the right to require the Exhibitor to submit the following:
- A business licence or registration with a decision of the competent authority to the effect that the conditions laid down by law for the exercise of the activity have been met.
- The relevant approval of the competent health and veterinary inspectorate if the Exhibitor will be engaged in the sale of foodstuffs and consumer goods, food tasting or demonstration of consumer goods or catering activities at the event.
- Evidence of insurance of persons and items.
The Organiser shall have the right to cancel the participation of the Exhibitor in the event if the Exhibitor fails to provide the required documents.
15. Taking photos and drawing
The Organiser has the right to photograph, draw or record the exhibition stands and the exhibits and to use the material for their own purposes or for general use. The Exhibitor waives all copyright objections. The exhibits may not be photographed, drawn or recorded without the permission of the Organiser, with the exception of the Exhibitor’s own stand.
16. Cleaning of the exhibition stand
The Organiser is responsible for cleaning the fairground and the corridors (hallways) in the halls. Cleaning of the exhibition stands is the responsibility of each Exhibitor, but may be undertaken by the Organiser at the Exhibitor’s expense on request.
Any disputes between the Organiser and the Exhibitor shall be resolved by mutual agreement. Should no agreement be reached, the Ljubljana court shall have jurisdiction to settle the dispute.