Home | Procedure of participation

1. GENERAL ENTRY RULES

1.1. Definitions

In these Rules of Participation, the term “Show” refers to the exhibition staged.  The term “Exhibitor” includes any individual or body corporate that has space at the show.  The term “Institution” refers to the Zaragoza Exhibition Centre, which organises the show.  The term “Exhibition Centre Premises” refers to the premises on which the Show takes place.

1.2 All exhibitors, by the mere fact of registering for the Show, thereby accept these Rules of

2. GENERAL CONDITIONS OF PARTICIPATION

2.1. Participation

All individuals or bodies corporate whose industrial or commercial activities are considered to pertain to the sectors and products that form the subject matter of the show may apply to participate in the Show.

In any event, the Zaragoza Exhibition Centre reserves the right to admission of exhibitors.

2.2. Application to participate

Applications for space shall be formally presented on the official Show form,  complying with the different means of payment that are included on the corresponding Participation Application form.

In the event that payment is not made within the established periods, the exhibitor shall lose all rights to the reserved space, and said space shall be available to the Institution, which may offer it to other firms.

If the exhibitor has made any advance payments these amounts shall be held by Zaragoza Exhibition Centre by way of compensation for any financial losses that it has incurred.

In any event, except for special cases in which the Institution is in agreement, authorisation will not be given to occupy an exhibition space that has not been paid for in its entirety.  Likewise, stands may not be set up without having complied with the aforementioned requirement.

2.3. Form of payment

Payment shall be made in the following manner:

.              • Cash.

.              • Current account cheque guaranteed by a bank entity.

.              • Bank cheque.

.              • Bank transfer in favour of Zaragoza Exhibition Centre.

In the latter case, the Institution reserves the right to prohibit the removal of any furniture, objects, and installations outside of the Exhibition Premises until the transfer has been made.

2.4. Acceptance of participation

The Institution reserves the right of final acceptance of participation and it may reject any application that, in its opinion, does not comply with the Show’s objectives.  If an application cannot be accepted for the aforementioned reason, the Institution shall proceed to refund any amounts already paid.

No more applications will be accepted once there are no more commercial spaces available for setting up stands.

2.5. Acknowledgement of receipt

The Institution shall acknowledge the receipt of applications for space accompanied by the corresponding payment. From that moment onwards the document of application for space shall constitute an agreement between the applicant and the Institution.

2.6. Assignment of spaces

Once the division of the Show into its corresponding sectors has been carried out, if pertinent, the spaces for each sector shall be assigned, taking into account the interest the product to be exhibited is likely to arouse and the date on which the completed applications with their corresponding payment have been received.

The Institution reserves the right to change the location assigned to companies or the shape of the spaces allocated, for technical reasons.

2.7. Payment of services

The fees for the services provided to the exhibitor shall be paid upon presentation of the charges, before removing any merchandise, goods, or installations from the Premises.

The cancellation of any requested service requires the payment of 25 percent of the corresponding fee.

2.8. Cancellation by exhibitor

Cancellation of participation by the exhibitor shall mean the loss of the prepaid amount.  If the cancellation occurs forty-five days or more prior to holding the event, the exhibitor shall only pay 50 percent of the total amount of the contracted space and will not be reimbursed for any registration fees that may have been paid.

If the cancellation occurs after said period has passed, the exhibitor may be required to pay for the totality of the contracted space, even if it can be subsequently contracted by another company.

Moreover, in the event that, when taking possession of the contracted space, the exhibiting firm decides to occupy less surface area than that established in the  application-contract, the firm shall be bound to pay for the totality of the space that was effectively contracted.

2.9. Transfer of rights

In no case may the exhibitor transfer to third parties either part or the totality of the rights to the space he has been assigned, except by authorisation of the Institution in the case of group stands.

2.10. Show catalogue

The Institution shall publish an Official Catalogue that will contain a list of all exhibitors.

2.11. Advertising in the catalogue

The exhibitor may insert advertisements in the Catalogue in accordance with the specific rules of the Show indicated on the corresponding application form and at the price that is included in the price rates for each show.

2.12. Access

The access for exhibitors, visitors, and the entry of merchandise shall be through the doors that the Institution indicates on the dates and at the times indicated for each show.

2.13. Opening and closing hours

The opening and closing hours for each day of the Show shall be indicated by the Institution. The general public may not remain on the Premises outside the set hours.

Duly accredited exhibitor personnel are not included in said prohibition and may enter the Premises half an hour before its opening to the general public and may remain up to half an hour after its closing.

In exceptional cases, the Institution may extend these periods.

2.14. Sound level

The use of loudspeakers or sound devices is forbidden when they may bother other exhibitors.

In any event, the sound volume may not exceed the level of 60 decibels.

If necessary, the Institution reserves the right to cut off the electricity supply to any exhibitor who does not respect this requirement.

2.15. Photographs and filming

Authorisation by the Institution is required to photograph and film the premises. Nevertheless, the exhibitor may freely photograph and film the elements belonging exclusively to his own stand.

In any event, the Institution reserves the right to photograph, draw, or film the installations of the exhibited products in order to include them in its publications and pamphlets or any other written, audio-visual, or computer medium whereby it promotes or advertises its facilities or those of the shows that are held or may be held in said facilities.

2.16. Promotion material

The exhibitor may distribute, within the reserved space, any kind of sample, pamphlet, leaflet, and printed matter that pertain exclusively to the products, materials, or services that are exhibited at the stand.

In no event may the exhibitor advertise any company that has not formalised its presence at the event.

The printed, audio-visual, computer, or any other kind of material that is distributed or handed out at each show shall not deviate from the general theme of the same.

It is strictly forbidden to carry out of any activity, either directly or through third parties, which constitutes misleading advertising, propaganda or an intromission, or which shows disrespect or contempt for brands, logos or symbols which do not belong to the exhibitor, whatever the procedure used may be, such as wearing fancy dress or handing out brochures that ridicule third parties.

If any of these disconcerting activities were to occur, the Show organizers or Exhibition Management will seek responsability and will immediately stop said forbidden activities and may even close the stand and, in any case, demand payment for the damage caused.

2.17. Exhibition obligation

The exhibitor may totally or partially sell the articles exhibited at the stand, respecting, in any event, the provisions established by current legislation.

The aforementioned notwithstanding, the articles that are originally exhibited by the exhibitor shall remain in the exhibitor’s space for the days and the times that the show is held.

In the event that small products are sold, said products may be replaced immediately by others with identical characteristics. The products may be handed over to the buyer immediately and they will be replaced on the stand.

In those cases in which immediate replacement is not possible, the articles that have been sold may be removed at the end of the show, subject to written authorisation by the seller and an exit order by the Institution.

3. RATES AND FEES FOR SPACES AND SERVICES

3.1. Fee for use of space

The fee for the use of spaces is shown on the Application Form, which specifies the price per square metre for each one of the covered halls and the uncovered areas of the Premises.

3.2. Exhibitor rights

The fee for the use of space covers exclusively the rental of the space, from the date indicated for the start of the stand assembly, for the duration of the Show, and until the completion of the peri­od that is established for the stand disassembly.

3.3. Service rates

The services that the Exhibition Centre provides for exhibitors, such as electricity, water, telephone, IT, access to Internet, and the rest of the services that can be contracted, will be invoiced by the Exhibition Centre at the rates currently in force.

If any of the Exhibition Centre’s services are provided by the supply company directly to exhibitors, they will be obliged to sign the relevant documents and will be invoiced in accordance with currently valid rates.

The use of entertaiment on the stand, as well as the showing of videos or films, shows, musical events or any other activity which accrues authors’ rights and is subject to Copyright Laws, will require the Exhibition Centre’s express authorisation and ir is up to the exhibitor to apply for authorisation to the General Society of Authors and Publishers (SGAE) and pay the tariffs applicable for these activities.

3.4. Contracting services

The Exhibition Centre premises has a permanent network of electricity, telephone, water, drainage, and compressed air services.

In order to make the necessary connections at the stands the exhibitor shall fill out the application questionnaires corresponding to the specific services available in the Hall or Exhibition Area.

3.5. Insurance

The exhibitor is bound to have insurance policies to cover any material damage to articles exhibited and liability.  Both of these policies will be taken out by the Institution and charged to exhibitors, unless exhibitors formally provide proof beforehand that they have taken out policies for such purposes.

3.6. Other services

Any other services which the exhibitor hires and which have not been previously mentioned, such as, but not limited to: insurance polices, cleaning, mounting of stands, hostesses, surveillance and security, posters, catering services, etc., will be on the account of the exhibitor and hired from com­panies which regularly provide the Exhibition Centre with said services. The exhibitor will apply to the Exhibition Centre for these services ant the Exhibition Centre will provide the details and con­ditions required to hire said services.

Any other hiring of services with third parties which the exhibitor wishes to carry out directly, must be approved and authorised by the Exhibition Centre to ensure that it has due control over the sur­veillance and security of the premises and to avoid any incompatibilities which may arise between the services already established by the Exhibition Centre and/or authorised for other exhibitors.

In all cases, the Exhibition Centre will establish the conditions, with the companies to be contracted and with the exhibitor, in which said authorisations may be granted.

4. SAFETY NORMS

4.1. Prohibited activities

All activities that may pose a risk of damage or accident, outside of the normal activities of assembling or disassembling the stands or machinery, are prohibited on the Exhibition premises.

It is likewise prohibited to perform any activity that is bothersome, unhealthy, noxious, dangerous, or illegal.

4.2. Security at the Exhibition premises

The Institution shall handle the general security of the Exhibition premises, either through its own personnel or through the personnel of a security company.

The Institution does not accept any responsability for damages caused to vehicles or for the theft of property from inside them when said vehicles are parked free of charge.

4.3. Aisles

When assembling the stand, the material shall generally remain within the boundaries of the stand space, and the aisles and common areas must be kept clean.

The cleaning service is authorised to remove any materials left in the aisles and common areas.

While the Show is being held the exhibitors shall leave said areas totally clear.

4.4. Location of fire fighting material and right of way

The location of fire fighting material shall be respected, even in the event that it is located within a space that has been contracted.

It is likewise prohibited to totally or partially block access to emergency exits or to service areas.

5. STAND DECORATION AND CONSTRUCTION

5.1. Assembly fee

Before starting to assemble the stand, the corresponding assembly fee, according to the rates that are shown in the Service File, shall be made at the Exhibition Centre Administrative Offices.

5.2. General matters

The Institution, in order to facilitate the operations of assembling and disassembling the stands, as well as to better conserve the installations at the Exhibition premises, may dictate, generally or specifically, the rules that it considers appropriate for stand decoration and construction.

5.3. Two-level stands

The Institution may authorise the assembly of stands with a second level in certain areas of the Exhibition premises, in accordance with the Rules for stand decoration and construction.

For invoicing purposes, the price of the second level shall be that which is indicated when authorisation is issued and which, in no case, shall exceed the price of the surface area on which it is located.

6. LEGAL AND CONTRACTUAL MATTERS

6.1. Exemption from liability

The Institution may not be held liable for any loss of materials or objects deposited at each stand due to any theft, robbery, or damages that may occur before, during, or after the Show.

It may likewise not be held liable for any possible bodily injury caused as a result of the holding of the Show, nor for the safety or solidity of the stands and their fixed or moving parts.

6.2. Name or trade name

The name or business name that is on the stand shall be the same that is specified on the participation application form, except in special cases expressly authorised by the Institution.

6.3. Stand dimensions

The dimensions of the stands shall be those that are shown on the participation application document presented by the exhibitor or, if pertinent, those proposed by the Institution and accepted by the exhibitor.

In no event may the exhibitor change the contracted measurements.

6.4. Use of the space

Exhibitors shall have the contracted space available to them on the first day of stand assembly designated by the Exhibition Centre, from which time they may begin to assemble the stand. The stand shall be completely assembled 24 hours prior to the start of the Show.

Disassembly of the stands may not be started before the times and dates indicated by the Exhibition Centre.

6.5. Statistical information

All exhibitors shall provide the Institution with the data necessary for establishing the opportune statistics.