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Terms and conditions

REGULATIONS OF THE TSW 2023 FRUIT AND VEGETABLE INDUSTRY FAIR

1. NAME OF THE FAIR
Fruit and Vegetable Industry Fair TSW 2023 hereinafter referred to as “the Fair”.

2. DATE AND OPENING HOURS

January 18, 2023 - from 9am to 5pm
January 19, 2023 - from 9am to 4pm


3. LOCATION
Ptak Warsaw Expo Nadarzyn, Al. Krakowska 62, 05-830 Wolica 114D, Poland.

4. ORGANISER
Oficyna Wydawnicza Oikos Sp. z o.o., ul. Kaliska 1 m 7, 02-316 Warsaw, Poland, tel.: 22 822 03 34, fax: 22 822 66 49, e-mail: tsw@tsw.pl, KRS Warszawa No. 0000082863, VAT Tax No. PL1180009226, Regon Statistic No. 011570708, Share capital PLN 393,000.

5. TSW TRADEMARK
The owner of the TSW targi Sadownictwa i Warzywnictwa trademark is Oficyna Wydawnicza Oikos sp. z o.o., Poland, Warsaw, Kaliska 1/ 7 Street.

6. THEMES COVERED BY THE FAIR
- fruit growing,
- vegetable growing,
- agricultural machinery,
- trade publications,
- trade organizations and associations.

7. THE NAMES USED IN THE REGULATIONS MEAN: 

7.1. Exhibitor – a natural person conducting business activity, an organizational unit without legal personality, i.e. a personal commercial law company or a legal person conducting business activity, presenting an offer consistent with the thematic scope of the Fair, renting a specific area at the Fair.

7.2. Co-exhibitor – an entity which, with the knowledge and consent of the Exhibitor and after registering its presence with the organizer of the Fair, shares the exhibition stand with the Exhibitor and presents its own products or services together with its staff.

7.3. Exhibitor's Panel – an electronic platform for handling the Exhibitor's orders, completing data on ordered services and equipment and invoicing orders placed by the Exhibitor in subsequent editions of the Fair.

7.4. Agreement – an agreement concluded as a result of acceptance by the TSW Organiser of an Order placed by the Exhibitor through the Exhibitor's Panel on the terms set out in these Regulations.

8. CONDITIONS OF PARTICIPATION

8.1. To conclude a contract of participation in the Fair between the Organiser and the Exhibitor occurs after the Exhibitor submits an order application in the Exhibitor's Panel and receives confirmation of its execution by the Organiser.

8.2. Submission of participation via the registration system on the Organiser's website means consent to the conditions resulting from these Regulations, which is thereby accepted by the Exhibitor and is an integral part of the agreement concluded between the Organiser and the Exhibitor.

8.3. Confirmation of the application for participation in the Fair by the Organiser takes place by changing the status of the order in the Exhibitor's Panel to the status "accepted for implementation" within 3 days from the date of placing the order by the Exhibitor.

8.4. The Organiser may refuse to confirm the application for participation in the Fair without giving reasons. In such a case, the  Organiser shall notify the Exhibitor in writing of the refusal to confirm the registration for participation in the Fair within 7 days from the date of receipt of the application.

8.5. In the event that the Organiser refuses to confirm participation in the Fair, the Exhibitor shall only be entitled to a refund of the fees incurred by him.

8.6. The Exhibitor may lose the right to participate in the Fair in the event of:
(a) failure to pay for the stand,
(b) failure to comply with the provisions of the Regulations.
In the above cases, the TSW Organiser may submit a statement to the Exhibitor of termination of the Fair Participation Agreement without the notice period.

8.7. In the event of termination of the Fair Participation Agreement by the Exhibitor without the notice period, the Organiser shall have the right to demand payment from the Exhibitor for the lack of fees resulting from the registration in the Exhibitor's Panel, set for the date of the Exhibitor's resignation about the termination of the Agreement without the notice period. The Exhibitor shall not be entitled to a refund of the fees paid previously.

8.8. The order for stand equipment and other additional services offered by the Organiser after the start of stand assembly or during the fair shall be submitted to the Organiser's Office and will only be carried out if possible.

8.9. The Exhibitor shall not entitled to sublet or make available to use any part of the stand without the written consent of the Organiser.
 
8.10. If the Exhibitor submits several companies as Co-exhibitors, one person should be indicated who is authorized to represent all companies and will be responsible for contacting the Organiser. Minimum stand area with the Co-exhibitor is 15m2.

8.11. The Co-exhibitor shall acquire the right to participate in the Fair upon its registration by the Exhibitor via the registration system on the Organiser's website by 10 December 2022 and upon payment of a fee of PLN 740 net per Co-Exhibitor.

8.12. The Exhibitor is obliged to inform the Co-exhibitors about the content of the Fair Regulations and the conditions of participation. The Co-exhibitor is obliged to comply with the Regulations of the TSW 2023 Fair.

9. PAYMENT TERMS

9.1. The price of stand area, construction, equipment and the mandatory registration fee are included in the Exhibitor's Panel on the website www.tsw.pl. The stand together with the ordered construction will be handed over for use by the Exhibitor only after all payments have been made.

9.2. The Organiser issues a pro forma invoice on the basis of the order, with a 14-day payment deadline. Payment of the due amount is a condition for participation in the Fair. The Organiser has the right to prevent the Exhibitor from participating in the Fair if the participation fee will not be paid in time.

9.3. In the case of a delay in payment, the Organiser reserves the right to withdraw the previously granted discounts.

9.4. The VAT invoice for participation in the Fair shall be issued no later than on the 15th day of the month following the month in which the advance payment was received or the service was performed, and then sent by the Organiser to the Exhibitor electronically in pdf format to the e-mail address provided during the company's registration in the system.

9.5. Payments in PLN should be made to the account: 12 1020 1042 0000 8102 0240 5918, Oficyna Wydawnicza Oikos sp. z o.o., Kaliska 1 m. 7, 02-316 Warsaw, Poland.

9.6. Payments in Euro shall be made to the following account: BLZ: 10201042; IBAN: PL95102010420000830202406460; SWIFT (BIC): BPKOPLPW Oficyna Wydawnicza Oikos sp. z o.o., Kaliska 1/7, 02-316 Warsaw, Poland, VAT No: PL1180009226.

9.7. Foreign exhibitors who are established in an EU country and registered for EU VAT will be invoiced without Value Added Tax (VAT). VAT is settled by the customer on the basis of reverse charge. The condition for issuing an invoice without VAT to foreign contractors residing in EU countries is to provide the correct EU VAT number.

10. RESIGNATION FROM PARTICIPATION

10.1. The Exhibitor has the right to resign from participation in the Fair until November 18, 2022 (60 days before the start of the Fair) provided that a scanned original cancellation document is sent by e-mail to the following address: tsw@tsw.pl.

10.2. If the Exhibitor submits a statement of resignation from participation in the Fair within the period specified in point 10.1. all amounts paid by the Exhibitor shall be returned, with the exception of the Exhibitor's registration fee. Settlements with the Exhibitor related to the resignation from participation in the Fair shall be carried out within 7 days from the date of submission of the resignation by the Exhibitor.

10.3. In the event of the Exhibitor's resignation from participation in the Fair by 18 December 2022 (30 days before the start of the Fair), the Organiser shall charge the entire registration fee and 50% of the remaining fees resulting from the order.

10.4. In case of resignation from participation in the Fair after December 18, 2022 or failure to take up the stand by the Exhibitor, the Exhibitor is obliged to pay 100% of the amount due for renting the exhibition space together with the remaining costs of all previously ordered services, i.e. the costs of registration fee, additional equipment of the stand and advertising.

10.5. Failure of the Exhibitor to report on the day preceding the Fair and the failure to arrange the stand shall be treated as withdrawal from the Fair, with the consequences specified in point 10.4.

10.6. If the Fair is not held for reasons beyond the Organiser's control, e.g. an administrative ban on the organization of the Fair due to the COVID-19 pandemic, the money will be returned to the Exhibitor with the exception of the registration fee of PLN 240 net, or the Organiser will postpone the Fair to a new date. If it is necessary to change the date of the Fair, the Organiser will notify about it immediately, at least three weeks before the start of the event, so that the Exhibitors do not have to bear the costs of preparation and transport.

11. STAND LOCATION

11.1. The Fair Organiser does not guarantee the possibility of choosing the exhibition stand indicated by the Exhibitor. The possibility of choosing a particular exhibition place is determined by the order of applications.

11.2. The Fair Organiser reserves the right to change the location and size of the space ordered by the Exhibitor for organizational, design and technical reasons, as well as for reasons beyond the control of the TSW Organiser. In such a case, the Exhibitor is not entitled to compensation from the TSW Organiser.

12. STAND EQUIPMENT AND ADDITIONAL SERVICES

12.1. The Exhibitor may rent:
a) the built-up area in the Octanorm system – standard stand.
The Organiser provides as part of the fee for the exhibition space in the hall:
- construction in the Octanorm system (white walls with a frame with a height of 2.4 m, frieze with stand number and company name),
- table, 4 chairs, hanger, trash can, counter,
- grey carpet,
- one double electric socket,
- supply of 230 V power connection with a power of up to 3 kW,
- 1 light point for every full 3 m2,
- general lighting of the Fairgrounds,
- general security of the Fair area,
- cleaning of the Fair's communication routes,

b) undeveloped space for individual development according to the Exhibitor's design
As part of the fee for the exhibition space, the Organizer provides in the hall:
- power supply up to 230 V with a power of 3 kW,
- general lighting of the Fairgrounds,
- general security of the Fair area,
- cleaning of the Fair's communication routes,

c) the not built-up area for the machinery display.
As part of the fee for the exhibition space, the Organizer provides in the hall:
- general lighting of the Fairgrounds,
- general security of the Fair area,
- cleaning of the Fair's communication routes.

12.2. All additional services related to the stand furnishing and equipment are payable and will be provided on the basis of an order placed by the Exhibitor in the Exhibitor's Panel by 30 November 2022 at the latest.

12.3. Resignation from previously ordered construction is possible until January 2, 2023.
The additional fee for the Exhibitor for dismantling is PLN 55.00 per m2.

12.4.The fee for optional equipment shall be paid by 16 December 2022 at the latest.

12.5. Additional equipment ordered after January 2, 2023 is 100% more expensive than the standard price.

12.6. The Exhibitor renting undeveloped space in the hall and constructing the stand through a contractor independent of the Organizer or using its own furnishing, is obliged to notify the Organizer about it by submitting an external stand contractor data in the registration system by 30 November 2022.
In such a situation, the Exhibitor is obliged to:
- provide the Organizer with the stand development project by November 30, 2022,
- obtain the Organizer's approval (if the building exceeds 2.5 m in height),
- obtain from the Organizer a written consent for its construction,
- aesthetic finishing of the rear walls of the stand in white on their entire surface, so that they do not interfere with neighbouring stands,
The submitted project should comply with the construction law and other regulations and standards in force in Poland, as well as with the regulations in force at PTAK Warsaw Expo.

12.7. Any changes in the equipment of the stand and in the ordered media submitted to= the Exhibitor after the date indicated in these Regulations will be implemented as far as possible. The Exhibitor waives all possible claims against the Organizer if the Organizer cannot implement the changes submitted after the indicated date.

12.8. In the absence of the above-mentioned documents, the fire services of the facility have the right to secure the elements of the stand or remove them at the expense of the Exhibitor.

12.9. The contractor of the stand must take into account access to all technical devices in the exhibition facility. In the event of difficulty in access to all devices, the stand will be dismantled at the expense of the Exhibitor.

12.10. All orders regarding the stand must be ordered and paid for by the Exhibitor. Contractors independent of the Organizer, acting on behalf of the Exhibitor, are not a party to the contract.

13. RULES FOR THE PRESENTATION OF EXHIBITS and SERVICES

13.1. The Exhibitor is obliged to present its offer in accordance with the thematic scope of the Fair, specified in point 6. Regulations of the Fair. In the event that the company wants to present an offer inconsistent with the subject of the Fair, the Organizer may refuse to participate in the Fair.

13.2. It is forbidden to advertise at the stand companies that are not Exhibitors or Co-Exhibitors.

13.3. In the market hall it is forbidden to construct structures in communication, evacuation and fire routes and to erect exhibits.

13.4. Exhibits must be located inside the stand, and equipment presented must not hinder or prevent the safe movement of participants.

13.5. The Exhibitor is obliged to inform the Organizer about the intention to display elements whose weight exceeds 1500 kg per 1 m2.

13.6. It is forbidden to place exhibits or advertising materials on the walls of the stand using a technique that causes or may cause permanent damage to the walls of the stand. In the event of damage, the Organizer shall charge the Exhibitor with the costs of removing the damage caused.

14. ADVERTISING

14.1. The Organizer reserves the right to film and photograph the stands, as well as to document the course of the Fair and accompanying presentations and to use these materials for their own purposes without any obligations to the Exhibitors or third parties. The Exhibitor declares that the above will not violate any intellectual rights of third parties, as well as agrees to distribute the image of the Exhibitor's representatives and staff of the Exhibitor's stand for an indefinite period.

14.2. The Exhibitor has the right to display and advertise its goods and/ or services only within its own stand. Exhibits may not obscure the neighbouring exhibitions of exhibitors and may not interfere with the work of other Exhibitors, e.g. by using sound equipment.

14.3. The Exhibitor prepares advertising at its own expense and responsibility. The Organizer is not responsible for errors in the content of advertisements prepared by the Exhibitor.

14.4. Advertising may not interfere with the general concept of the Fair, health and safety and order regulations and be burdensome for other Exhibitors and Visitors.

14.5. Advertising at the Fair outside the stand is paid for and will be made on the basis of an order for advertising services in the Exhibitor'sPanel. Unagreed advertising shall result in a fine of 200% of the advertising fee.

14.6. Only Ptak Warsaw EXPO technical services are authorized to install advertisements in the form of a banner or a structure suspended from the ceiling of the hall, which decide on the possibility of providing such a service. The deadline for delivery of banners for hanging is January 3, 2023. After this date, the banner will be hung as far as technically possible. All suspended elements must be positively evaluated by the technical services of Ptak Warsaw EXPO.

14.7. All advertising materials not collected by the Exhibitor within 2 days after the end of the Fair will be disposed of by the Organizer at the Expense of the Exhibitor.

15. ORDER AND ORGANIZATIONAL REGULATIONS

15.1. The Exhibitor is obliged to register at the Registration Desk immediately upon arrival at the Fair in order to collect the stand.

15.2. All persons staying at the Fair are obliged to have ID badges, for this purpose the data of persons who will represent the Exhibitor during the TSW 2023 Fair and people involved in the construction of the stand should be entered in the Exhibitor's Panel. After entering the data, you should print a personal badge, which will be required for control at the entrance to the exhibition hall and exiting the hall.

15.3. Only holders of personal identifiers are authorized to stay at the Fair outside the opening hours for the public.

15.4. Persons employed by the Exhibitor for technical works are obliged to wear badges during the assembly and disassembly of the stand.

15.5. identification badges may be used only by authorized persons.

15.6. Outside the opening hours of the Fair for the public, the Organizer has the right not to allow or remove from the Fair area persons who do not have identifires.

15.7. The assembly of exhibits takes place on January 17, 2023 from 9.00 a.m. to 10.00 p.m. (large-size elements – only until 6.00 p.m.), in accordance with the previously agreed schedule. An additional day of assembly on January 16, 2023 is possible with the consent of the Organizer and a fee of PLN 800 net/ day from 9.00 a.m. to 10.00 p.m..

15.8. Dismantling of the stand (exhibits and equipment) may begin only after the end of the Fair on 19 January 2023 from 4.00 p.m.. Dismantling must be completed by 10.00 p.m. on 19 January 2023.

15.9. Internal combustion vehicles entering the hall must be emptied of fuel to the so-called reserve level.

15.10. The Exhibitor is not allowed to connect or disconnect electricity consumers from the network on the premises.

15.11. The Exhibitor is responsible for the dismantling of his stand and the removal of equipment and exhibits. Failure to comply with this obligation results in charging the Exhibitor with the costs of removing the above-mentioned elements. Equipment leased from the Organizer should be left intact.

15.12. The Exhibitor is obliged after the end of the Fair to restore the occupied exhibition space to its original state. Causing mechanical damage to the floor, façade, gate, wall, door will result in charging the Exhibitor with repair costs.

15.13. Elements of the building and equipment of the stand left during the dismantling are considered to be abandoned property, which passes without compensation to the property of the TSW Organizer.

15.14. The Exhibitor is obliged to keep his stand clean at his own expense.

15.15. During TSW 2023 at Ptak Warsaw Expo forwarding and loading services and unloading using a lift trolley will be performed only by Netlog Polska sp. z o.o. with a license to operate on the premises of Ptak Warsaw Expo. Price list of forwarding services available in the Organizer's office and in Netlog Polska sp. z o.o.: Prądzyńskiego 12/14, 01-222 Warsaw, Rafał Skrobutan, tel. 668 890 274, e-mail: rafal.skrobutan@netlog.org.pl. Invoices for the above-mentioned services will be issued directly by Netlog Polska sp. z o.o.

15.16. With regard health and safety, fire protection, sanitary and epidemiological regulations not covered by these Regulations, the general regulations in force in Poland shall apply and all participants of the Fair and stand contractors shall be obliged to follow them.

16. USE OF THE CAR PARK

16.1. Parking for the Exhibitors is free of charge during the Fair hours, including on the day of assembly and disassembly.

16.2. Exhibitors' vehicles may remain in the parking lot at night after prior notification of this fact in the Ptak Warsaw Expo office. The cost of parking according to the parking rates of Ptak Warsaw Expo.

16.3. In the parking lots at the exhibition halls, it is forbidden to park trucks (over 3.5 t) and passenger cars occupying more than one parking space. Cars left in prohibited places will be removed at the expense of the Exhibitor.

16.4. The car park made available to the Exhibitors is unguarded. The organizer of the Fair is not responsible for damage caused to vehicles and property left behind.

17. FIRE REGULATIONS

17.1. Smoking is prohibited at the Fair, except in designated places and the use of fire and the performance of activities which may cause a fire or its spread.

17.2. Stands and exhibits should be installed in a way that does not pose a threat to other Exhibitors and Visitors.

17.3. Pledging or covering fire protection devices (fire extinguishers, signal buttons, detectors, hydrants) and switchboards, general telephones, escape doors and fire routes are prohibited. Pledging or covering elements will be dismantled at the expense of the Exhibitor.

17.4. It is forbidden to park vehicles and store goods on designated communication and evacuation routes. Vehicles and goods left on these roads will be disposed of for a fee.

17.5. If a fire or other hazard is observed, the following shall be:
- immediately notify people in the vicinity of the place of danger, the State Fire Service (tel. 998, 112 or using the alarm button), fire protection services on duty on the premises of the facility and the Organizer,
- stay calm and do not allow panic,
- submit to the manager of the rescue operation.

18. HEALTH AND SAFETY REGULATIONS

18.1. Exhibitors shall be fully responsible for the health and safety of their employees working at the Fairgrounds during assembly and disassembly, and the duration of the Fair.

18.2. Machinery, engines and equipment may be put into operation on condition that they are equipped with all prescribed protective elements and guards preventing unauthorized access after obtaining permission from the person on fire duty. Persons operating such equipment must have all necessary authorisations.

18.3. In matters concerning occupational health and safety not covered by these Regulations, the general regulations in force in Poland shall apply.

19. INSURANCE AND DISCLAIMER

19.1. Protection and safety of exhibits during assembly and disassembly of the stand, and during the opening hours of the Fair is the responsibility of the Exhibitor.

19.2. Staying at the Fairgrounds outside the opening hours is allowed only in justified cases, after obtaining the consent of the Organizer and a representative of the security agency responsible for the safety of the area at that time.

19.3. The Organizer is not responsible for damages and losses incurred by the Exhibitor during the Fair, as well as during the assembly and disassembly period as a result of: theft, fire, flood, storm, explosion, interruption in the supply of utilities, as well as damage caused by force majeure. The exhibitor is obliged to insure the exhibits at his own expense.

19.4. Leaving valuable exhibits at the Fair is reported by the Exhibitor to the Organizer in writing. Outside the opening hours, the Organizer ensures the protection of the Fair area. The Exhibitor is obliged to immediately inform the Organizer in writing about the damage.
 
19.5. The Organizer does not bear any responsibility for accidents of persons on the Fair premises before, after and during the Fair.

19.6. The Organizer is not responsible for vehicles or other movable property left at the Fairgrounds.

20. COMPLAINTS

20.1. The Exhibitor has the right to submit a written complaint in the event of objections to the exhibition services provided by the Organizer within 14 days from the date of the end of the Fair.

20.2. Complaints should be sent to the Organizer's Trade Fair Office at the following address:
Oficyna Wydawnicza Oikos sp. z o.o., Kaliska 1 m 7, 02-316 Warsaw, Poland.

20.3. Complaints will be considered within 30 days from the date of receipt at the Organizer's office. The Exhibitor will receive a written response regarding the objections raised.

20.4. Complaints submitted after the deadline will not be considered.

21. CANCELLATION, POSTPONEMENT OR CLOSURE OF THE FAIR

21.1. In the event of circumstances such as force majeure, including sanitary or epidemiological regulations limiting the organization of the Fair, or the introduction of other legal provisions according to which the organization of the Fair will not be possible or their organization will require the introduction of restrictions related to the organization or course of the Fair, the Organizer reserves the right to cancel or postpone the Fair at another time, including limitations of the Exhibitor's individual exhibition area.

21.2. In the cases specified in point 21.1. of the Regulations, the Exhibitor is not entitled to any compensation.

21.3. If, as a result of the current pandemic situation, a ban on the organization of exhibition events is introduced, the advances paid will be returned within 30 days from the date of cancellation of the Fair or credited to the next edition, if the Exhibitor so decides. The registration fee is not refundable, however, the Exhibitor who transfers advances to the future edition of the Fair will be exempt from it.

21.4. If the Exhibitor has not paid all the fees due to the Organizer in accordance with the Regulations, in the event of cancellation of the Fair for the reasons specified in point 21.1, he is obliged to pay the Exhibitor's registration fee. 

22. DATA PROTECTION

22.1. The Exhibitor agrees to the processing of personal data by the Organizer in order to perform this agreement and organize subsequent editions of the Fair.

22.2. The Organizer has the right to register the course of the Fair and events accompanying it with the help of image and sound recording devices and its broadcast for advertising and promotional purposes. The Organizer has the right to use such a recording or its part without time and territorial limitations, without the need to pay remuneration for using the image of the Exhibitor or any other person present on the Fairgrounds.

23. FINAL PROVISIONS

23.1. Any additional recommendations not included in these Regulations, and presented by the Organizer of the Exhibitor in writing, are binding.

23.2. The Organizer is not responsible for the legal status and quality of the exhibits presented and the promotional materials (including printing) distributed by the Exhibitors.

23.3. In legal relations between the Exhibitor and the Organizer, the provisions of the Civil Code shall apply, and any disputes will be settled by the competent Court.

23.4. The Organizer has the right to remove illegal displays of persons who do not comply with the Fair Regulations and do not react to the warnings of the Organizer's services.