Definitions and Applicability
The organizer of the Innovative Digital EXPO 2023 on 27th July 2023 in Prague Congress Centre, Czech Republic (hereinafter referred to as “Exhibition”) is Expodia s.r.o. with the registered office Korunní 2569/108, Vinohrady, 101 00 Prague 10, Czech Republic (hereinafter referred to as “Expodia”).
The Exhibition Contract becomes binding on the parties when the order form is signed by the Exhibitor and sent to Expodia within the period specified in the order form.
The Exhibition will be held in the Prague Congress Centre, 5. května 1640/65, 140 21 Prague, Czech Republic on 27th July 2023 between 09:00 and 22:00. The Exhibitor will be granted access to the venue from 06:00 onwards. The Exhibition is open for visitors between 09:30 and 18:00. The aftershow party with a gala dinner will take place between 18:00 and 22:00.
Character of the Exhibition
The Exhibition is organized by Expodia primarily for promotion and networking purposes in the field of digital innovation. The Exhibitor understands and agrees that its presence, in the broadest sense of the term, must suit such purposes.
Expodia reserves the right to make changes in the time schedule, dates, duration, venue, location and concept of the Exhibition if such changes are in the best interest of the Exhibition to be determined by Expodia in its sole discretion in consideration of general interests of the Exhibitors. Expodia shall inform the Exhibitor about these changes as soon as possible in order to mitigate the consequences for the Exhibitor.
Terms of Payment
The rent must be paid within 14 days of the date of signing. Only those Exhibitors who have made full payment can be guaranteed an Exhibition stand at the Exhibition. In the case of non-payment by the specified date, Expodia reserves the right to reallocate the reserved stand / area. However, the Exhibitor remains bound by its contract and must pay the full amount according to the signed contract.
The Exhibitor can choose between payments for the rent in EUR and CZK:
(i) For payments in EUR:
Account no.: 8292557535/5500 (Raiffeisen Bank)
IBAN: CZ 8855 0000 0000 8292 5575 35
SWIFT / BIC: RZBCCZPP
(ii) For payments in CZK:
Account no.: 8292557519/5500 (Raiffeisen Bank)
IBAN: CZ 3555 0000 0000 8292 5575 19
SWIFT / BIC: RZBCCZPP
Expodia will not provide any services before the full payment of the rent.
Cancellation, Force Majeure and COVID-19
The parties agree that in case of factual or business impossibility of holding the Exhibition within the agreed period (27th July 2023 ) due to force majeure measures, measures taken by public authorities, issued in the form of normative or individual act directly or indirectly in connection with the COVID-19 or any other disease, they undertake to carry out the Exhibition in the alternative period to be determined by Expodia. Travel restriction should be considered in case that traveling is not permissible within the EU for vaccinated and tested EU citizens. The Exhibition will be held in the alternative date no later than 31 December 2024. All advance payments made by the Exhibitor and received by Expodia for the Exhibition on 27th July 2023 will be used for the advance payments for the Exhibition on the alternate date.
If the Exhibition on 27th July 2023 is cancelled in accordance with clause 4.1 and does not take place in the alternative term according to clause 4.1. of these General Terms and Conditions for the same reason as specified in clause 4.1, Expodia will be entitled to charge cancellation fees amounting to 10 % of the agreed rent.
Termination by Expodia
Expodia reserves the right to terminate the Exhibition Contract at any time. Expodia shall not be obliged to pay the Exhibitor any compensation in connection with the termination (except for received payments). The Exhibitor shall only be entitled to reimbursement of the payments made by him to Expodia in relation to this contract.
Access and Use of the Exhibition area
(i) ensure the Exhibition area is not used for any other purpose than the agreed purpose
(ii) ensure that all construction works and/or demonstrations comply with all necessary legislation and current regulations, including Expodia’s site regulations
(iii) ensure that all activities associated with the use of the Exhibition area, are conducted by suitably qualified persons at all time
(iv) ensure that the Exhibition area is cleared of all equipment and waste at the end of the Exhibition to Expodia’s satisfaction
(v) keep all structures within the specified boundaries. Damage to any part of the Exhibition site will be repaired at the Exhibitor’s expense
(vi) ensure that all persons involved with the Exhibition area, wear an official Exhibitor pass at all times on the Exhibition site
(vii) ensure that all persons involved with the Exhibition area report to an Expodia staff member upon arrival at the venue
(viii) not remove exhibits and displays before 17:00 without Expodia’s explicit consent. In the Exhibition of a violation of this clause, the Exhibitor shall pay a contractual penalty of 50% of its rent.
All of Exhibitor’s staff attending the Exhibition must register as visitors at the venue and be in possession of a valid visitor / VIP ticket.
The subletting or other partial or complete relinquishment of the stands to co-Exhibitors or other third parties as well as the acceptance of contracts for other companies require the explicit consent of Expodia.
Expodia reserves the sole discretion and authority for the placement, arrangement and appearance of all displays. A “good neighbor policy” will apply at all times during the Exhibition.
The Exhibitor shall set up, use and (if necessary) dismantle the stand only at the times and dates specified by Expodia, in accordance with all rules and regulations and relevant safety and environmental legislation and any other instructions issued by Expodia. The Exhibitor shall ensure that the stand is left in the same proper condition in which it was at the beginning of Exhibitor’s occupation and shall be liable for all (extra/cleaning) costs required to bring the stand to this condition.
The Exhibitor shall be responsible, at its own expense, for delivering to and removing from the Exhibition area any materials and equipment in connection with the Exhibitor’s use of the Exhibition area.
If the Exhibitor fails to remove any materials and equipment within the given deadline, Expodia will be entitled, without further notice, to sell or otherwise dispose of these items and to retain the proceeds from the sale.
If the Exhibitor leaves excessive waste in the Exhibition area at the end of the contractually agreed rental period, Expodia reserves the right to charge the Exhibitor the necessary amount for the proper removal of the excess waste.
The Exhibitor undertakes and warrants that it has obtained the necessary (local) licenses, permits and other approvals and complies with the requirements of the relevant legislation for legitimate participation in the Exhibition, including – without limitation – the requirements relating to its personnel, delegates, appointees, contractors or any other any person working in their service or employed under civil law or in any other form in connection with the Exhibition. The Exhibitor is responsible for providing Expodia with the aforementioned (local) permits, licenses or other approvals upon request not later than two weeks prior to the Exhibition.
Exhibitors who have purchased Category A shall provide a high quality picture of their roll-up banners three weeks before the Exhibition and grant a right to use for marketing purposes.
Exhibitors who have purchased Category B or Category C stand shall provide all information necessary for an individualized roll-up display (at least their company logo, a description of their activities, links to social media) and grant a right to use for marketing purposes not later than three weeks before the Exhibition.
Expodia has set certain deadlines in connection with the Exhibition, such as those specified above. If the Exhibitor fails to meet any of such deadlines, Expodia shall not be liable for the corresponding obligations under the Exhibition Contract and/or (timely) provision of services related to such deadlines.
Expodia makes no warranty as to the condition of the Exhibition site or it’s suitability for Exhibitor’s purposes and shall not be liable as hirer or otherwise for any loss or damage to property suffered by the Exhibitor or any other person on the Exhibition site, howsoever caused.
Expodia accepts no liability for any damage to, loss or destruction of any materials and equipment brought to the Exhibition area by the Exhibitor.
The Exhibitor shall be liable to:
(i) compensate Expodia for all damage to or loss of Expodia property arising out of the Exhibitor’s use of the Exhibition area
(ii) indemnify Expodia against all claims and proceedings brought against Expodia in respect of personal injury, damage to, or loss of property and against all costs and expenses reasonably incurred in connection therewith
The Exhibitor shall cover its liability with an appropriate insurance policy and, at Expodia’s request, provide evidence to Expodia that appropriate liability insurance exists.
Should the Exhibition site be evacuated on the basis of an order issued by Expodia or the pertinent state bodies to avert a potential threat and should this result in damage to the Exhibitors’s property, i.e. its damage, destruction or theft of this property, this shall be deemed to be a state of emergency and Expodia shall not be liable for the resulting damage.
Intellectual Property Rights
The Exhibitor undertakes and warrants that it either own or is entitled to the use all ( intellectual property) rights pertaining to the materials used by the Exhibitor in the Exhibition, such as – without limitation – information, documents, files, texts, (trade, company and personal) names, figures, images, photographs, drawings, portraits and other (graphic) materials. Intellectual property rights in this context include, in particular, copyrights, trade names, trademarks, rights to drawings and/or designs, patents, database rights, know-how, domain names or claims to these.
The Exhibitor is fully responsible and liable for the legality of the materials it uses in the Exhibition. Expodia is not obliged to check these materials or their legality or whether the use of these materials may cause damage to (third parties).
The Exhibitor undertakes and warrants that it complies in all respects with all applicable local fire, safety and building regulations.
Presentation of the Exhibitors and Additional Services
The Exhibitor is entitled to promote its products or services only on its own stand / area and shall not disturb or restrict the surrounding exposures.
The display of advertising or sales promotion material outside the Exhibitor’s own Exhibition is only permitted with the prior written consent of Expodia.
Expodia is authorized to forbid or remove, at the Exhibitor’s expense, all advertising which does not correspond to the above listed conditions or which support fascism, race, religious or other intolerance or which is not compatible with human dignity.
Only Exhibitors who have purchased Category A may use their own roll-up banners, furniture and similar equipment.
During the Exhibition, any audiovisual, acoustic, musical, dance and other performances are permitted only on condition that the other Exhibitors are not disturbed by the operation of these facilities and that Expodia has given its consent to these performances. In order to be allowed to perform productions at the Exhibition, the Exhibitor is obliged to apply for permission from the competent collective management of copyrights (e.g. ASO, INTERGRAM).
The rent does not include electricity and additional services such as extra exhibition furniture. Expodia will send a up-to-date price list also containing technical details to the Exhibitor not later than five weeks before the Exhibition. The Exhibitor may order and pay for additional services no later than two weeks before the Exhibition. Expodia will invoice the Exhibitor for the electricity costs after the Exhibition.
Photography, Image and Sound Recordings
In the entire Exhibition area, commercial image and sound recordings of any type as well as the production of drawings of products/exhibits, are only permitted with Expodia’s written consent. Expodia assumes no liability for the freedom from third party rights to such images/recordings.
Unless the Exhibitor objects immediately, Expodia shall be entitled to make or have made image and sound recordings of Exhibition stands and exhibits/displays for the purpose of documentation or for its own publications and to use them free of charge for the aforementioned purposes. This right also extends to employees of the Exhibitor who can be seen in such pictures/recordings.
All personal data will be treated confidentially and processed in accordance with the Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 (GDPR).
Unless otherwise stipulated, in the Exhibition of a breach of any of the provisions of these General Terms and Conditions, Expodia shall be entitled to exclude the Exhibitor from further participation in the Exhibition or another Exhibition. In this case, the Exhibitor shall not be entitled to compensation or reimbursement of any amounts already paid.
The Exhibition Contract incl. these General Terms and Conditions and any rules and regulations applicable between Expodia and the Exhibitor are solely governed by and construed in accordance with the laws of the Czech Republic.
The applicability of the “United Nations Convention on Contracts for the International Sales of Goods” is excluded.
Disputes between the parties arising out of or otherwise relating to the Exhibition Contract, including these General Terms and Conditions, including but not limited to disputes deemed to be such by only one of the parties, may be brought exclusively before the competent court in Prague, Czech Republic.
The Exhibitor shall ensure that all contractors and subcontractors employed by him comply with the Exhibition contract including these General Terms and Conditions.
This contract may be changed only by written and ascending-numbered addenda.