Terms and Conditions

CONDITIONS OF PARTICIPATION IN THE SMART ENERGY FORUM

I. Organizer

SMART ENERGY FORUM s. r.o., Dobrá 177, 739 51 Dobrá (hereinafter referred to as “SMART ENERGY FORUM”).

II. Exhibitor

 Legal entities and natural persons whose participation in the fair has been confirmed by the SMART ENERGY FORUM.

III. Registration for the trade fair and allocation of areas

III.1. A duly completed application form together with an order for exhibition space, sent to the SMART ENERGY FORUM, is binding for the client. The SMART ENERGY FORUM decides on the acceptance, rejection or reduction of the order of the exhibition area and is not obliged to justify its decision. The application will not be accepted if the client’s activity is not in accordance with the nomenclature of the exhibition. The contractual relationship (contract) is established by confirming the application for participation, which includes a binding order for the exhibition space. Only the reduction of the order for the SMART ENERGY FORUM exhibition area is a new proposal and the contract is then concluded by accepting the proposal by the exhibitor. With the confirmation of receipt of the application for participation, the SMART ENERGY FORUM sends an advance invoice of the rent with the billing of the relevant VAT. For applications received after January 1 of the relevant calendar year, an invoice is issued in the amount of 50% of the rent and 100% of the registration fee.

III.2. After receiving the payment of the rent deposit in the stipulated amount and the registration fee, the SMART ENERGY FORUM sends a “Confirmation of the location of the stand”, by which the SMART ENERGY FORUM assigns the exhibitor the ordered area and the number of the stand. At the same time, it issues an advance invoice for the rent arrears, including the amount of the relevant VAT. Payment of the entire rent, registration fee and services associated with the Exhibition Grounds, including the applicable VAT, is a condition for the handover of the exhibition space within the stipulated deadline. Within 14 days after the end of the fair, the SMART ENERGY FORUM will issue a final invoice with a bill for other services provided at the exhibition.

 III.3. The SMART ENERGY FORUM may decide to change the location of the stand within the exhibition without the consent of the exhibitor, but it will immediately notify the exhibitor of this fact. In such a case, the exhibitor is not entitled to claim compensation for any damage caused by a change in the location of the stand.

 III.4. The allocated area may not be rented by the exhibitor to any third party. The exception is the joint participation of several companies in one exhibition. In this case, the exhibitor is obliged to pay the registration fee of the co-exhibitor for each additional company. In case of violation, the exhibitor will be obliged to pay the registration fee of the co-exhibitor in double the amount during the event.

 III.5. In the event of non-payment of the entire lease or any advance payment by the due date stated on the invoice, the Exhibitor’s delay is a material breach of his contractual obligation and SMART ENERGY FORUM is entitled to withdraw from the contract and not allow the Exhibitor to enter the premises. If the exhibitor does not participate in the exhibition, he is also obliged to pay the already issued advance invoices and services provided. Their payment and subsequent billing terminate the obligations of the parties to this contract.

IV: Exhibition space rent and registration fee

 IV.1. The size of the exhibition area is at least 12 m2, its shape must respect the ratio of the longer side to the shorter side up to a maximum value of 2.5. The rent is determined according to the size of the area and each square meter started is charged as a whole. The rent is set for the period of preparation, actual action and liquidation, and also includes the overall preparation, organization, production and promotion of the exhibition.

IV.2. The registration fee of the exhibitor and co-exhibitor is non-refundable and is payable upon registration for participation in the fair.

V. Payment and Penalty Conditions

V.1. The Exhibitor undertakes to pay SMART ENERGY FORUM for all provided performance by the due date stated on the invoice. In the event that the Exhibitor fails to pay the invoiced amount no later than on the due date stated on the invoice, the Contracting Parties agree on a late payment interest of 0.1% for each day of delay on the amount not paid on time. This arrangement is without prejudice to the right of SMART ENERGY FORUM to withdraw from the contract under Article III.5.

 V.2. In the event that the Exhibitor completely withdraws his/her participation in the SMART ENERGY FORUM exhibition or restricts (reduces) the obligatorily ordered exhibition area, the paid amount of the rent (or its proportional part) is returned to the Exhibitor in the event that the written cancellation of the ordered area or its part is delivered to the SMART ENERGY FORUM no later than 6 months before the start of the fair.

 V.3.Cancellation of the  (written) ordered area or its part by the Exhibitor in the period shorter than 6 months before the start of the Fair is a breach of his obligation to participate properly and the Exhibitor is obliged to pay a contractual penalty to the SMART ENERGY FORUM in such a case a) in the period shorter than 6 months before the start of the Fair in the amount of 50% of the lease of the mandatorily ordered area b) in the period shorter than 3 months before the start of the Fair in the amount of the entire rent

VI. Implementation, operation and disposal of exhibition stands

VI.1. The exhibitor has the right to order the construction of the stand and other services related to the equipment of the stand from any implementation company. The exhibitor has the right to use their own stand and equipment.

VI.2. The maximum height of the exhibitions, including banners, is 5 m, exceptions are allowed only by the SMART ENERGY FORUM. The exhibitor is fully responsible for complying with the Technical and Safety Regulations and the Organizational Instructions of the SMART ENERGY FORUM, which are an integral part of the conditions of participation, when constructing the stands and presenting exhibits. Two-storey exhibitions already at the project stage must be submitted to the SMART ENERGY FORUM for approval. In the case of multi-storey exhibitions, the exhibitor is obliged to submit a structural engineer’s certificate to the SMART ENERGY FORUM no later than on the day of the exhibition opening.

 VI.3. The exhibitor is obliged to submit the SMART ENERGY FORUM to the SMART ENERGY FORUM for approval within the specified deadline before the start of preparation. The architectural design of the exhibition must not limit the surrounding exhibitions. The exhibition must meet the conditions of fire protection (see Technical and Safety Regulations). Two-storey exhibitions already at the stage of the intention or study must be submitted for assessment and approval to the fire specialist of the trade fair administration. The exhibitor must state in the application for participation the intention to build a multi-storey exhibition on the exhibition area.

VI.4. The rear part of the exposures exceeding 2.5 m must be modified so that it does not visually disturb the appearance of the surrounding exposures.

 VI.5. The exhibitor is obliged to verify and comply with the heights, load-bearing capacity and, if necessary, other technical parameters that are higher than the standard specified in the order or in the exhibition area (door dimensions, etc.).

VI.6. The exhibitor can order electricity, water and telephone supply exclusively from the SMART ENEGY FORUM on a set date before the exhibition.

 VI.7. The exhibitor may assemble their own stand only on the date set by the SMART ENERGY FORUM. When implementing the exhibitions, the exhibitor is fully responsible for the activities of the implementing company authorized by the exhibitor in the exhibition grounds.

 VI.8. The exhibitor (or a company authorized by the exhibitor) must not dispose of the exhibits and the exhibition before the end of the exhibition.

VI.9. The exhibitor is fully responsible for damage caused by defective wiring at the stand. The exhibitor is obliged to submit to the SMART ENERGY FORUM no later than on the day of the opening of the fair an inspection report of the electrical wiring in the exhibition stand issued by an authorized technician.

VI.10. The exhibitor is responsible for the exhibition area and all equipment rented by the SMART ENERGY FORUM and is obliged to hand them over intact after the end of the event. If the exhibitor damages or contaminates the exhibition area, exhibition area or equipment lent by the SMART ENERGY FORUM, the exhibitor is obliged to compensate the SMART ENERGY FORUM for the damage caused in full.

VI.11. The exhibitor is obliged to dispose of the waste generated by him at his own expense. For this purpose, they are obliged to order waste containers or take the waste away by their own means. After dismantling, the exhibitor is obliged to hand over the exhibition area tidy and without damage and to write a protocol about this handover with a representative of the SMART ENERGY FORUM. In the event that the exhibitor does not hand over the area in proper condition, SMART ENERGY FORUM is entitled to charge a contractual penalty of CZK 100/m2 of the ordered exhibition area, corresponding to the cleaning costs.

VI.12. The exhibitor undertakes to comply with the SMART ENERGY FORUM set times of arrivals and departures to/from the exhibition premises. Exhibitors are obliged to wear their exhibitor cards visibly throughout the fair.

 VI.13. It is forbidden to smoke (including electronic cigarettes) and handle open flames in the exhibition halls. Entry with a pet (dog, cat, etc.) is not allowed in the exhibition grounds. It is not allowed to move on bicycles and other wheeled vehicles in the exhibition grounds.

VII. Presentations

VII.1. The exhibitor is entitled to promote his products only in his own exhibition. It is not allowed to place company banners, distribute leaflets, post promotional and informational materials outside the exhibition itself, on windows, walls, floors or columns of halls. The exhibition administration is entitled to prohibit all advertising that does not comply with the above paragraphs, or to remove it at the expense of the exhibitor. The exhibitor must not disturb or limit the surrounding exhibitions with his presentation. Outside the exhibitions, it is possible to place and distribute posters, advertising signs and other promotional means only in places designated by the SMART ENERGY FORUM for special fees. SMART ENERGY FORUM may prohibit or restrict presentations if they cause noise, dust, fumes, shocks and disturb the operation of the event. At the limit of the exhibition stand, the noise level of 70 dB must not be exceeded within the meaning of Government Regulation No. 148/2006 Coll., on health protection against the adverse effects of noise and vibrations, as amended. In addition to the music production at the fair, the exhibitor is also obliged to request the approval of the relevant copyright collective administrator (OSA, INTERGRAM) within the meaning of Act No. 121/2000 Coll., the Copyright Act, as amended, and to pay any fees. It is forbidden to run acoustic advertising disturbing other exhibitors.

 VII.2. Pursuant to Act No. 480/2004 Coll., on the regulation of advertising, the exhibitor agrees to receive offers related to his participation in the exhibition.

VII.3. In accordance with Act No. 121/2000 Coll., the Copyright Act, the exhibitor of the SMART ENERGY FORUM grants consent to the acquisition of audio and video recordings and their publication in connection with the presentation of the SMART ENERGY FORUM or an exhibition in which the exhibitor participated, without the exhibitor’s right to remuneration.

VII.4. SMART ENERGY FORUM is entitled to use text and image materials sent by the Exhibitor for the purposes of presentation of the SMART ENERGY FORUM or an exhibition in which the Exhibitor participated.

VII.5. In accordance with the EU Regulation on Personal Data Protection (GDPR), the SMART ENERGY FORUM as a processor is entitled to process, store and store personal data obtained from the exhibitor for the purpose of properly securing the trade fair in which the exhibitor participated, for which the exhibitor grants him consent.

 VIII. Losses and insurance

VIII.1. SMART ENERGY FORUM is not liable to the Exhibitor or his co-exhibitor for the loss, destruction or any damage to exhibits, equipment and equipment of the stand, goods, packaging and packaging material, regardless of whether the destruction or other damage occurred before the opening, during or after the end of the exhibition. The SMART ENERGY FORUM provides general night security of the exhibition grounds. In the event of theft of exhibits, the exhibitor is obliged to report this fact to the Police of the Czech Republic, compensation for damage is only possible through an insurance company. For this purpose, the exhibitor shall take out insurance of his exposition, exhibited goods and equipment.

VIII.2 The exhibitor has the opportunity to order individual security of his stand at the SMART ENERGY FORUM.

IX. Final provisions

IX.1. In the event that the SMART ENERGY FORUM cannot open the exhibition or ensure its holding in full or in part due to circumstances not caused by it (vis major), it shall inform the exhibitor without delay. All obligations arising from the concluded contract on the exhibitor’s participation are extinguished and the exhibitor is not entitled to any claim for compensation for the damage incurred. In this case, the SMART ENERGY FORUM is entitled to require the exhibitors to pay for the ordered exhibition space and services corresponding to the level of elaboration.

IX.2. All changes and amendments to the contractual relationship may only be validly made by written agreement.

 IX.3. Any claims from the exhibitor against the SMART ENERGY FORUM must be made to the responsible employee in writing immediately after the defect is discovered, no later than on the last day of the fair, otherwise his right expires.

 IX.4. The Exhibitor is entitled to claim as compensation for damage an amount corresponding to a maximum of 100% of the paid performance for the rental of the exhibition area, as the highest foreseeable damage resulting from a breach of the SMART ENERGY FORUM obligation.

IX.5. Contractual relationships are governed by Czech law.