These General, Technical and Participation Terms apply to all types of clients (exhibitors, organizers, tenants, visitors, public) within the Romexpo Exhibitions Centre. General, Technical and Participation Terms complements the specific conditions for participation established by agreement, to the extent that they do not contradict other terms agreed by the parties.
Events stand for any fair, exhibition, concert, congress, conference, festival, etc.
ROMEXPO EXHIBITION CENTRE
The Romexpo Exhibition Centre is located in Bucharest, 65-67 Marasti BLVD, district 1 and includes exhibition premises shown on the website www.romexpo.ro. Romexpo Exhibitions Centre is managed by Romexpo S.A., a company whose registered office is in Bucharest, 65-67 Marasti BLVD, district 1, postal code 011465, Sole Registration Code 1555425, J40/14818/1991, hereinafter referred to as the Organizer.
Exhibition premises stand for any pavilion, conference room, outdoor platform, parking.
I. GENERAL TERMS
The access to the Exhibitions Centre shall be only at specially designated points available for each event and only on the basis of valid tickets or cards, as appropriate.
Driving a vehicle inside the exhibitions centre is only allowed with a special permit, a valid entry authorization or valid parking permit. During an event, driving or parking of a vehicle inside the exhibition centre is prohibited. However, Romexpo S.A. may make exceptions and issue appropriate parking or entry permits. Romexpo S.A. has the right to charge for parking or entry permits.
The parking or entry permit shall be placed behind the windscreen of the vehicle so as to be clearly visible. The rules on the use of parking or entry permits must be strictly observed. Parking or entry permits shall be returned at any time at the request of Romexpo S.A. staff responsible for traffic control or at the request of the security staff. Parking and/or entry permits are only valid for the vehicle for which they were issued. Romexpo S.A. is entitled to request a guarantee in exchange for entry into the exhibitions centre and to limit the maximum length of stay. The guarantee paid is lost if the maximum length of stay is exceeded. This applies during periods of construction and dismantling of the stands and in cases where Romexpo S.A. has granted access to the exhibitions centre during each exhibition.
The road traffic provisions in Romania apply to all areas of the exhibitions centre and in its parking lots. The maximum speed in the exhibition area is 20 km/h. Inside the pavilions, vehicle traffic is prohibited. This rule also applies to the rest of the exhibitions centre during the exhibition.
Vehicles may only enter the pavilions for loading and unloading. Care must be taken not to damage the existing supply connections and other technical infrastructure components. The bearing capacity stipulated for floors in the pavilion and gates height and width must be observed. Engines must be switched off during loading and unloading. Vehicles parking inside the pavilions is prohibited. Romexpo S.A. reserves the right to deny motorized access in the pavilions for reasons it considers justified. Maximum attention should be given to pedestrians. No vehicles are allowed on the routes or gardens that have been closed by a belt. In the exhibitions centre no mobile houses and caravans for accommodation shall be brought. Exceptions are those that are used only for the exhibition.
Vehicles are not allowed to stop in the whole exhibition area except in areas designed properly. Romexpo S.A. reserves the right to remove, at the risk and expense of the person responsible, of the driver or of the owner, any vehicles, trailers, containers, skips or full/empty packaging left in areas where stopping is prohibited.
Traffic control measures implemented by Romexpo S.A. and the instructions issued by traffic control staff, in particular must be observed, in order to ensure a free flow of traffic during periods of assembly and disassembly of the stands and during the event itself.
Romexpo S.A. reserves the right to regulate above all the access of the exhibitors and/or companies that build stands and of other contractors to the individual stands.
Regarding fairs and exhibitions, it is advisable to use the full period allowed for stand construction, as past experience shows that the exhibitions centre will be very busy on the last two days on which the stands are built. No complains can be filed against Romexpo S.A. if delays are created by exhibitors, by companies which build their stand or by other contractors due to overcrowding of the exhibition centre or to measures implemented by Romexpo S.A. to control traffic in the exhibitions centre and/or access to the stands.
Romexpo Exhibitions Centre provides the event participants with parking lots.
Parking areas at the Romexpo Exhibitions Centre are private property intended for traffic on public road where traffic rules stipulated by legislation in force on public roads traffic, and the following rules are applicable:
■ vehicle parking in the parking area of Romexpo Exhibitions Centre implies acceptance by the driver of these General, Technical and Participation Terms, and the compliance with traffic and parking rules.
■ Romexpo S.A. is not responsible for any immediate or subsequent, direct or indirect consequences of non-compliance with these General, Technical and Participation Terms.
■ It is forbidden:
– To use marked places reserved for people with disabilities by people who are not in such a situation;
– Vehicle parking outside places marked out;
– Stationing of vehicles likely to block the access roads;
– Advertising of any kind, inside the parking area.
■ The maximum period of time that a vehicle may be stationed in the parking lot is 48 (forty eight) hours; after this interval, the vehicle will be removed by Romexpo S.A. or by its representatives/proxies and transported in specially designed places outside the Exhibitions Centre and the car driver/owner shall bear all related costs.
■ The car driver/owner has the obligation to comply with Fire Protection Rules specifically, being directly liable for the damage caused.
■ Leaving animals, flammable or other dangerous substances in the vehicle is forbidden.
■ The car driver/owner has the obligation not to expose valuables in the vehicles. Romexpo S.A. is not responsible for any damages, losses or thefts that may occur in the parking lot.
■ The car driver/owner is required not to perform maintenance or repair, improvement works in the Parking Area of the Exhibitions Centre.
■ To avoid exhaust emission, the driver of the vehicle has the obligation not to let the engine started during stationing or parking.
■ The maximum traffic speed of vehicles in the Parking area is 5 km/h.
■ Romexpo S.A. reserves the right to prohibit access of persons/drivers who do not comply with these General, Technical and Participation Terms.
■ Drivers are required to give maximum attention to parking signs installed in the perimeter of the Parking and of the Exhibitions Centre, and to all information displayed and indications of the security agents.
■ Romexpo S.A. is not responsible for accidents or other incidents suffered by users of the parking/vehicle drivers due to carelessness, inadequate use (or due to any other cause) of barriers or other equipment, facilities or otherwise belonging to the parking area of the Exhibitions Centre.
■ Any damage incurred by vehicles own and other vehicles, and by facilities or equipment belonging to the Exhibition Centre Parking by drivers or other users of the parking during traffic or when stationing in the premises, will be borne entirely by the persons in default, to the exclusion of liability/exemption from liability of Romexpo SA
I.3. ADVERTISING WITHIN THE EXHIBITIONS CENTRE
Exhibition and distribution of leaflets and promotional materials is free in the area leased by exhibitor or organizer. This activity outside the leased premises or by a third party can only be carried out against charge, by completing the order form “Distribution of promotional materials” available on the websites of the fairs organized within the Exhibitions Centre.
Advertising is limited to promotion of products and will not violate the legal provisions, will not be political or ideological. Comparative advertising is not allowed. Romexpo S.A. is entitled to remove from the Exhibitions Centre without the client’s consent, the advertisements and other forms of advertising, if it deems they are not consistent with the Romanian legislation and with the participation terms or they disturb other exhibitors.
Romexpo S.A. reserves the right to prohibit the display or distribution of advertising materials that could give rise to offense to other participants and will take measures for seizure of existing inventory of materials during the event.
Advertising in optical, mobile, sound media (maximum permissible sound level is 70dB) is allowed only if it does not disturb the neighbouring participants and does not cover the sound in the pavilions (radio ads, etc.). In case these provisions are violated, Romexpo S.A. reserves the right to intervene and ask the advertising message transmission be stopped.
I.4. SECURITY ASSURANCE
Romexpo S.A. provides general security outdoors during non-working hours without being held liable for product safety in the leased premises. Security of goods or personal security is recommended. Romexpo S.A. can provide this service which can be acquired by completing the order form “Stand Security”, available on the websites of the fairs organized within the Exhibitions Centre.
If one of the goods is stolen, the customer is obliged to immediately notify the Police Bureau. The customer is responsible for the security of goods during the daily schedule.
Romexpo S.A. ensures cleaning of common areas within the Exhibitions Centre without having the obligation to ensure cleaning in leased premises. Romexpo S.A. can provide this service which can be acquired by completing the order form “Stand cleaning”, available on the websites of the fairs organized within the Exhibitions Centre.
Complaints concerning the defects of the stand or exhibition area must be submitted at Romexpo S.A. in writing immediately after the occupation of the exhibition area, but not later than the last day of the stands arrangement period, so that Romexpo S.A. can remedy the defects in question. Further complaints are not taken into account and cannot be used as a basis for bringing actions against Romexpo S.A.
During the events, premises within the Exhibitions Centre open at least one hour before the official opening time and close one hour after the official closing time, according to the schedule of events. Romexpo S.A. reserves the right to impose special requirements in this regard. Exhibitors and organizers who require, for exceptional reasons, to work on their stands outside the time frame mentioned above, must request the written consent of Romexpo S.A.
During construction and disassembly periods necessary to carry out an event, activity can take place in areas within the Exhibitions Centre between 8.00 a.m. and 8.00 p.m. to the extent that there were no other time frames specified for that event. For general safety reasons, premises of the Exhibitions Centre are closed outside these hours. The extension of said time frame is possible only in exceptional circumstances and requires the written consent of Romexpo S.A.
I.8. HEALTH AND SAFETY. EMERGENCY
Placing explosives in the Romexpo Exhibitions Centre is prohibited. The same rule applies to ammunition.
Pyrotechnic performances must be approved by Romexpo S.A. and coordinated with it. Necessary approvals are obtained from the relevant safety authorities. However, granting such exceptional approval is not a right of the participants.
In general, the use of balloons, airships and the other flying objects in the Romexpo Exhibitions Centre is prohibited. Any exception to this rule must be approved by Romexpo S.A.. In case the permit is received, the balloons and airships may only be filled with non-flammable and non-toxic gas. The Balloons and airships must remain within the perimeter prescribed and shall not exceed the permitted height of the stands and billboards.
The use of smoke machines inside the Romexpo Exhibitions Centre must be coordinated by the proper department of Romexpo.
Customers will observe fire prevention laws, laws to prevent work accidents and laws related to damage caused within the Romexpo Exhibitions Centre, according to the Civil Code. Smoking within stands and pavilions is strictly forbidden and is permitted only in specially designated outdoor areas.
The client has the following main obligations regarding the occupational health and safety issues:
■ To appoint by decision the person responsible on the issue of safety and health at work and to communicate the name to the employees designated by Romexpo S.A.
■ To ensure skilled and trained personnel, in accordance with the law, depending on the specificity and nature of the work to be performed.
■ To provide its employees with information on the risks of injury and occupational disease specific to their work perimeter, and on the prevention and protection measures to be taken and followed to avoid accidents at work, fire or environmental pollution.
■ To ensure all work conditions to avoid accidents and occupational diseases, to provide individual and collective means of protection and, depending on the risk factors identified, to provide employment and periodic medical examinations for its staff.
■ To verify daily on site by designated person, how occupational health and safety, emergency and environmental protection measures are ensured, knowing that it is directly responsible for events of the kind covered by this agreement.
■ To conduct periodic training on occupational safety and health, Fire protection – Emergency and environmental protection for its personnel.
■ Any event (work accident) involving Client’s personnel will be immediately communicated by the employees appointed by Romexpo S.A.
■ Occupational accidents suffered by the Client’s staff within Romexpo Exhibitions Centre, due to its failure to ensure and observe the rules of safety and health at work and Fire protection – Emergency rules and the provisions of this agreement, is recorded by the Client.
■ Occupational accidents suffered by the Client’s staff in facilities and/or workplaces belonging to Romexpo S.A., as a result of entering into it without having work duties, are recorded by the Client.
■ Accidents caused to Romexpo S.A. staff, due to failure to take technical and organizational and hygienic measures by Client’s staff are recorded and reported as Client’s occupational accident.
■ Accidents caused to Romexpo S.A. staff due to failure to comply with safety and health at work by Romexpo S.A. employees, will be recorded by Romexpo S.A.
■ In case of events (human, technical accidents, fires, explosions, etc.) parties have the obligation to announce bodies authorized by law, such as the Labour Inspectorate, Firemen Brigade, Prosecutor’s Office, Police, etc. and take necessary measures not to change the status quo that resulted from the event, except when maintaining it would generate other events or would endanger the lives of workers or others.
■ In case of events joint measures shall be taken to provide first aid and to send the victim to the hospital for medical assistance.
■ In the event of a fire, there shall be prompt actions with the first intervention means provided, escape of people and goods, including first aid, as applicable;
■ In the event of circumstances unforeseen in this agreement, the Labour Inspectorate shall be the authority deciding on the recording of the accident.
The client has the following main obligations on Emergency issues:
■ To know and comply with fire protection measures set for Romexpo SA
■ To use hazardous substances, facilities, tools, machines, and equipment, according to technical instructions and those given by Romexpo.
■ To maintain and use, for the purpose for which they were made, the firefighting equipment as provided by Romexpo SA
■ To comply with the firefighting rules specific to the activities or operations they organize.
■ Not to carry out unauthorized alterations without the written consent of Romexpo SA, the original designer of the building, plant, equipment, device or means of transport that is being used, or of a technical expert certified according to law.
■ Not to perform illegal manoeuvres or unauthorized modifications of the firefighting installations and systems.
■ To inform Romexpo SA of any technical malfunction or other situation that constitutes a fire hazard.
■ To communicate to Romexpo SA, immediately after finding out, any infringement of the firefighting rules or of any situation established by it as a fire hazard, as well as any malfunction sensed at the firefighting systems and installations.
■ To cooperate with the employees designated by Romexpo SA, as appropriate, or with the technical specialized staff who is in charge of the firefighting activity in order to implement the firefighting measures.
■ To act in accordance with the procedures set out in the workplace, in the event of any imminent danger of fire.
■ To provide to the authorised persons all data and information the client has knowledge of, regarding the occurrence of fires.
■ To permanently maintain escape and intervention routes free from any obstruction.
■ To issue open fire work permits according to the law.
■ To comply with the legislation on the storage of substances having a fire / explosion hazard.
■ It is forbidden to perform welding works or other types of open flame works without the authorization from Romexpo S.A.
■ Packaging and packaging waste will be discharged immediately, their collection is done in points established for this purpose.
■ Parking lots shall be provided in the area especially designated by Romexpo for the purpose
■ Any damage caused by fire is entirely borne by the one that caused it.
In order to observe work safety rules, environmental rules and firefighting rules, the Client must:
■ Provide all staff it collaborates with, the general introductory training on safety and health at work, on the job training on safety and health at work, work safety and fire protection, specific periodical training on work safety and fire protection.
■ Obligations and responsibilities regarding the compliance with the rules and the full accomplishment of the work safety, environmental protection and firefighting measuers by the employees working in activities that are subject to this agreement lie exclusively with the Client. In case of damage due to work accidents, fires, accidents due to the client’s staff or with whom it cooperates, it will be borne by the Client.
■ In the event of accidents, with temporary incapacitation, disability or death incurred at work or within Romexpo by client’s staff or with whom it cooperates, such accidents are declared and recorded by the client, with the client’s obligation of informing in advance Romexpo SA. The Client is responsible for the notification of all proxies and employees, including participants in concert, as for this contract clauses and is responsible for assuring they comply with it.
■ In emergency situations (e.g. fire, flooding, gas leaks) in order to assure an operative intervention and limit the damage, the Romexpo SA staff assisted by representatives of the Client and, if applicable, the representative of ISU (the firemen) and / or the police representative, can enter the occurrence space, preparing in this regard a report signed by the participants.
■ When using pyrotechnics within Romexpo Exhibition Centre, the Client will get all the permits according to Law. 126/1995 on, as appropriate: preparation, possession, transport, sale and their use and obtaining all permits from the Labour Inspectorate, the General Police Department of Bucharest City Hall, Bucharest Inspectorate for Emergency Situations.
■ To be responsible, according to the terms of the Civil Code, for the damage caused to Romexpo SA by its own deeds or those of its proxies / partners, or of the participants in the event.
I.9. ENVIRONMENTAL PROTECTION
Participants must comply with all legal provisions regarding environmental protection and waste regime, including in terms of waste disposal generated during the development of an event and the arrangement / dismantling of the spaces used during its implementation.
It prohibits the storage of empty packaging of any kind (e.g. packaging and packing materials) inside the pavilions (both within and outside their stands), outdoor spaces and loading platforms. Articles of this kind should be removed as soon as they are emptied.
I.10. INTERNAL AUTHORITY
Romexpo S.A. has full authority regarding the exhibition centre during the events, from the beginning of the construction period until the end of the dismantling period. Romexpo S.A. reserves the right to issue instructions. Romexpo S.A. reserves the right to take photographs and video material related to the booths and exhibits, and to use them for the purpose of promoting the exhibitions also in the press.
I.11. INTELLECTUAL PROPERTY
Participants wishing to disseminate / use music within Romexpo Exhibition Centre are directly responsible for the precise observance of the laws and regulations in force in Romania and internationally, and particularly in terms of copyright law and other regulations. They are also required to obtain and pay all fees / remuneration due to the collective copyright management bodies (UCMR-ADA, CREDIDAM, UPFR) to obtain licenses authorizing public communication of musical repertoire with ambient setting and / or lucrative purpose, in accordance with Law no.8 / 1996 on copyright and related rights, with all subsequent modifications and additions and pay all due taxes to the State, bearing full responsibility for this.
II. GENERAL TECHNICAL CONDITIONS
II. 1. TIME SCHEDULE
II. 1.1. Stands construction and dismantling hours
During the general hours for construction and dismantling of the stands, the activity can be exercised in the pavilions and exterior exhibition areas between 8.00 a.m. and 8.00 p.m., unless no other time schedule for the exhibition has been set.
For general safety reasons, the pavilions and exhibition areas are closed outside normal working hours. Time schedule extension is possible only in exceptional cases and requires the written consent from the part of Romexpo S.A.
II. 1.2. Event duration
During the exhibitions, the pavilions open an hour before the official opening time and close an hour after the official closing time. Romexpo reserves the right to impose special requirements in this respect. Exhibitors who require access to their stands outside these hours due to exceptional reasons shall request the written consent of Romexpo S.A.
II. 2. TRAFFIC WITHIN THE EXHIBITION CENTRE, EMERGENCY ROUTES, SAFETY EQUIPMENT
II. 2.1. Traffic regulations
The vehicles are allowed to enter the pavilions only for loading and unloading. Attention must be paid in order to avoid damaging the charging connections and other technical infrastructure components. The requirements concerning the bearing capacity of the pavilion floors, as well as the height and width of the gates must be complied with. The engines must be off during loading and unloading. Car parking in the pavilions is strictly forbidden. Romexpo S.A. reserves the right to refuse motorized access inside the pavilions for justified reasons. Maximum attention must be paid to pedestrian. Vehicle access to routes or green areas restricted by a barrier is not permitted. Mobile houses and caravans are not allowed within the premises of the exhibition centre, except for exhibition purposes only.
Stopping the vehicles is restricted in all exhibition areas except for the adequately designated spaces. Romexpo S.A. reserves the right to remove any vehicle, trailer, container, skip or filled/empty package abandoned in the stop restricted areas on the expense of the responsible person, the driver or the owner.
In order to ensure a fluid traffic during periods of stands assembly and dismantling, as well as during the main event, the traffic control measures implemented by Romexpo S.A., including the instructions issued by the traffic control staff, must be strictly followed.
Romexpo S.A. reserves the right to regulate and prioritize the access of the exhibitors and/or the companies that assembly their stands and other contractors to the individual stands.
With regard to fairs and exhibitions, since experience has shown that the exhibition centre is really crowded in the last two days scheduled for stands construction, it is advisable to use the entire period allotted for this activity. If delays are caused by the exhibitors, the stands construction firms or other contractors due to overcrowding of the exhibition centre or the traffic control and/or stands access measures implemented by Romexpo S.A., complaints against Romexpo S.A. may not be lodged.
II. 2.2. Emergency routes
Intervention areas in the event of a fire, fire hydrants
Access to the intervention areas in the event of a fire, evacuation routes in case of emergency and specially designed safety zones shall not be restricted at any time. Access must not be obstructed by parked vehicles, stored exhibition items, construction materials or packages etc., especially during the stand construction and dismantling hours.
Parked vehicles or objects which obstruct the intervention areas in the event of a fire, the evacuation routes in case of emergency or the safety zones may be removed on the expense of the responsible person.
Hydrants within the pavilions and the exhibition areas may not be obstructed in any way and must be easily identifiable and accessible.
Emergency exits, escape hatches, pavilion passages
All pavilion exits and passages designed as such in the pavilion plans must be unobstructed over their entire width. These serve as escape routes during emergency situations, therefore they may not be obstructed by objects abandoned in the way or by obtrusive objects. Doors on the route of the emergency exits must easily open from inside-out and over their entire width. Exit doors, escape hatches and any sign indicating their position must not be obstructed, covered by constructions, blocked, coated or unidentifiable. The Romexpo information stands will be located in conformity with the requirements of the heads of department of The Directorate of Fairs and Exhibitions Organization.
Obstructing passages designed as such or obscuring them with construction elements is forbidden.
II. 2.3. SAFETY EQUIPMENT
The sprinkler systems, fire alarms, fire-fighting equipment, smoke detectors, closing devices of the pavilion entries and other safety devices, the indicium of their position and green signs for the emergency exit must be accessible and visible at any time; these must not be obstructed or blocked.
II. 2.4. Stands numbering
All stands have numbers assigned by the organizer and these may be removed only with the prior consent of the organizer.
II. 2.5. Security
Romexpo S.A. and/or the security company contracted for the surveillance of the exhibition centre is/are responsible for the safety at the entrances and inside the pavilions. Romexpo S.A. does not guarantee the security and permanent surveillance of the exhibition centre. Romexpo S.A. is authorized to implement any measures it may deem necessary for the purpose of security and surveillance.
Romexpo S.A. is not liable for stands security, exhibited articles and other items on display. The exhibitors assume full responsibility for the security of their stands and they should organize themselves as they please. Nevertheless, for assuring the security of the exhibition centre only security guards from the company approved by Romexpo S.A. may be contracted.
It is important to raise exhibitors’ awareness to the fact that the items displayed at the stand are subject to risks of theft especially during stands construction and dismantling. During the set-up and decommissioning, Romexpo S.A. cannot be held liable for the loss of exhibitors’ valuables.
II. 2.6. Evacuation
Romexpo S.A. is entitled to regulate the closing and evacuation of the halls, buildings, pavilions and/or exterior exhibition areas for safety reasons and for compliance with the rules.
II. 3. SPECIFICATIONS AND TECHNICAL CHARACTERISTICS OF THE PAVILIONS AND EXTERIOR EXHIBITION SPACE
II. 3.1. Pavilions related specifications
The maximum general height allowed for stands construction, as a main rule, 5 metres.
Every pavilion is equipped with interior hydrants and fire detection equipment.
The maximum bearing capacity allowed for the floor covering on the level 0 (ground floor) is 500 kg/sq m.
The maximum bearing capacity allowed for the floor covering on the storeys of the pavilions is 300 kg/sq m.
Normal lighting, type of electric current, tension
Normal lighting in the pavilions is provided by ROMEXPO. Every pavilion is naturally and/or artificially lighted.
The voltage levels available in the pavilions and platforms of the exhibition centre:
230 volts (±10%)/50 Hz single-phase
400 volts (±10%)/50 Hz three-phase
Fax connections, data connections and access point (wifi) for internet connection are available within the stand subject to a service charge.
Pavilions A and C2 are equipped with automatic fire suppression systems.
Romexpo S.A. provides general heating and ventilation of the pavilions, except for the set-up and decommissioning stages.
All pavilions (except for pavilions A and D1-D2) are equipped with air conditioning.
Any supply shortfall (that may refer to electricity, water, compressed air, heating, ventilation, communications etc.) must be reported immediately to the Romexpo S.A. Support Office (Operations Pavilion).
Romexpo S.A. is not liable for damages incurred as a result of the shortcomings determined by supply fluctuations or by force majeure or if the supply is interrupted at the instructions of The Fire Brigade or the electricity, water and energy service providers.
II. 3.2. Exterior exhibition space
Allowed bearing capacity: 500 kg/sq m.
Within the exterior stands electricity and water/waste water connections are available.
II. 4. GENERAL RULES CONCERNING STANDS CONSTRUCTION
II. 4.1. Safety rules for stands construction
Exhibition stands that host equipment and exhibits, as well as advertising panels, must be constructed ensuring compliance with the security measures in such a way as not to constitute danger to public order and safety, and especially to life and health.
Each exhibitor is responsible for the structural safety of the stand and may be required to provide evidence in this respect.
Romexpo S.A. reserves the right to inspect the structure of the stands, exhibits, advertising panels etc. or hire an independent expert in order to check their stability and the level of safety concerning traffic, even though the articles in question were previously approved.
Stands structure located in the exterior exhibition area must be designed in order to withstand loads caused by wind pressure or, where necessary, by snow.
Anchoring the stands structure to the pavilion ceiling is strictly forbidden.
Machinery and equipment regulated by ISCIR may only be used at the request and agreement of Romexpo S.A.
Machinery and equipment regulated by ISCIR must be authorized by ISCIR until the due date and used only by ISCIR authorized personnel. Accidents and damage caused by the use of equipment not in line with the ISCIR standards shall be borne by the guilty person.
II. 4.2. Stands construction approval
Any sort of stands built by other constructors besides Romexpo S.A. – both within the interior exhibit area and the exterior area – must receive the Romexpo approval.
Stands structures which require inspection and certification
All organizers, exhibitors, tenants, partners in the services provision field and other service providers are required to check if the temporary structures which they intend to construct inside the pavilions or in the exterior exhibition area require approval.
The scale projects of stands with one or two levels must be submitted to Romexpo S.A. for approval. These will be filed in two copies (the site plan and the elevation sketches on a minimum scale of 1:100) until the closing date specified in the exhibition services order form. Following the receipt of the approval, one of the copies shall be returned to the exhibitor/constructor of the stand with the consent of Romexpo S.A.
The costs related to the approval process shall be borne by the exhibitor.
Vehicles and containers
The use of vehicles and containers as exhibits inside the pavilions requires approval.
Inadequate stand structure decommissioning
At the request of Romexpo S.A. the stands structures which have not been approved or do not comply with the technical guidance or the statutory system must be properly modified or decommissioned.
Romexpo S.A. is entitled to conduct such changes or, where appropriate, has the right to remove the stands structures, on the expense of the exhibitor.
The exhibitor or the designated constructor shall be liable for any damage caused by the infringement of the rules above.
In addition, the exhibitor or the designated constructor agrees to exempt Romexpo S.A. from liability in case of potential complaints by third parties following infringements of rules concerning stands construction as previously stated.
II. 4.3. The height of the buildings
The standard height of stands and advertising panels is 2.50 m.
The maximum building height varies depending on the event and is stipulated in the terms and conditions of participation. The maximum height of the stands structure laid down by Romexpo S.A. may only be exceeded with the written consent of Romexpo S.A.
Normally this restriction does not apply to exhibits.
II. 4.4. Fire prevention
II. 4.4.1. Rules for fire prevention and extinguishing
Construction of stands and ornaments
The use of easily flammable, dripping or melting materials, and those that produce toxic gases when burning is forbidden. The use of plastics that produce large quantities of soot during combustion (such as polystyrene, rigid polyurethane foam, expanded polystyrene etc.) is also restricted. During set up the exhibitors are required to present fireproofing certificates for the materials involved. Ornaments must be at least fire-resistant. Romexpo S.A. allows the ulterior fireproofing of the ornaments only after the fire brigade approval, provided that an adequate fire retardant is used and the appropriate processing instructions are respected.
Standard fire resistant ornaments may be used in certain areas if their location is adequately protected against fire damage. In this regard, a certificate of testing to confirm the fire protection class of materials in use shall be provided. Suspending ornaments must be at a minimum height of 2.50 m above the floor.
In certain cases, special conditions for load bearing structural components (for example non-flammability) may be imposed for safety reasons. The elements covering the ground floor of the stand must have sealed fittings.
Using cable clamps for anchoring elements which bear the load of the structure is forbidden.
Only freshly cut trees and plants (having green and full of sap leaves or needles) shall be used for decorative purposes. If during the event trees and plants are drying out, and thus becoming readily flammable, they must be removed. Trees must have no branches up to a minimum height of about 50 cm above the floor. The lawn must be kept moist at all times (in order to prevent an ignition hazard caused by cigarettes, matches etc.).
Generally, bamboo, reed, hay, straw, decorative bark and similar materials do not meet the above criteria, being usually prohibited. Any exceptions to this rule require prior approval of the appropriate Romexpo S.A. Division.
As a general rule, waste must be removed and immediately disposed or collected in appropriate containers and then properly disposed.
Motor vehicle exhibits
As a general rule, driving and parking motor vehicles inside the pavilions is prohibited. Any exception to this rule must be approved by the fire brigade, however the grant of an exceptional approval is not a right of the exhibitors. The vehicles on display inside pavilions must have only as much fuel as necessary for entering and leaving the pavilion. The fuel tank must be locked. Kick-starting the internal combustion engines for demonstration purposes within the halls or in the exhibitor’s stand is forbidden. In case of demonstrations in the outdoor exhibition area, motors must be equipped with exhaust muffler. The storage of fuels inside the stand is prohibited.
Motorized or mobile exhibition stands (presentation trucks, buses, trailers etc.) must be equipped with a sprinkler system if they cover a continuous individual area larger than 30 sq m. Areas presenting cavities are considered uninterrupted individual surfaces if the cavities are not large enough to prevent the spread of fires.
In regard to the motorized or mobile exhibition stands (presentation trucks, buses, semi-trailers or trailers), for each individual covered area measuring more than 30 square meters a sprinkler system must be installed.
Explosives and ammunition
The display of explosives at fairs and exhibitions is strictly forbidden. The same rule applies to ammunition.
Pyrotechnic performances must be approved and coordinated by Romexpo S.A. The necessary approvals shall be obtained from the relevant safety authorities. However, the provision of this exceptional approval is not a right of the exhibitors.
Pressured gases, liquid gases, fuels, flammable liquids
Storage and use of pressured/liquefied gases, fuels, flammable liquids within the Romexpo Exhibition Centre are prohibited unless a written consent from the Romexpo S.A. was requested and granted in advance.
The use of balloons, airships and other flying objects
The use of balloons, airships and other flying objects inside the halls and the exterior exhibition area is generally prohibited. Any exception to this rule must be approved by Romexpo S.A. Upon receipt of the approval, the balloons and airships may only be filled with non-flammable and non-toxic gas. Balloons and airships must remain within the perimeter of the stand and must not exceed the allowed height of the stands and advertising panels.
The use of smoke machines must be coordinated by the competent Romexpo S.A. directorate.
Ashtrays and ash containers
Smoking within the perimeter of the stands is strictly forbidden as there are plenty of especially dedicated areas fitted with ashtrays and ash containers manufactured from non-flammable materials. Periodical emptying of ashtrays in non-flammable sealed containers is ensured.
Containers for non-recyclable, recyclable and residual waste
The use of non-recyclable, recyclable and residual waste manufactured from flammable materials within the stands is strictly forbidden. Non-recyclable, recyclable and residual waste generated by the stands must be discharged regularly, at the latest at the end of each day, or collected in the waste bags provided for this purpose and placed at the side facing the corridor.
Romexpo S.A., through the agency of a contracted operator, provides the collection and evacuation of waste from exhibitors during the actual event development, except for:
■ waste/residual materials of any kind resulting from the construction/dismantling of the stand, as well as separating panels, dropped ceilings, plasterboard, flooring, voluminous packing boxes, pallets etc.;
■ the carpet, the waste resulted from processes and demonstrations with tools, equipment and machinery;
■ special regime waste, that may be classified as hazardous and non-hazardous (for example: electrical and electronic equipment waste, used pneumatic tyres, packaging, waste oil, clinical and phytosanitary waste, materials and equipment with polychlorinated biphenyl asbestos, animal waste, food waste etc.).
Waste from readily flammable materials as wood shavings, wood pieces, sawdust and other similar products must be kept in sealed containers so that they are easily discarded on a daily basis or several times if larger quantities of waste are produced.
The collection of non-recyclable, recyclable and residual waste bags is done by the waste collection agency in the evening of every exhibition day.
Spray guns, nitrocellulose lacquers, detergents, solvents
The use of spray guns as well as the use of substances and dyes which contain solvents during the exhibition, development/construction and dismantling stages is strictly forbidden.
Grinding and open flame operations
For performing any of these works the written request followed by the approval of the Romexpo S.A. Occupational Safety and Health staff in charge with the welding, cutting, soldering, melting and grinding is necessary. During these works the surrounding perimeter must be barriered off in order to avoid any spark hazards. All joints and cracks shall be insulated with non-flammable adequate materials. Stands must be equipped with at least one proper fire extinguisher approved for suppressing class C fires. As a general rule, open flame operations and fire risk activities are forbidden during the event. Any exception from this rule must be approved by the fire brigade.
The storage of empty packaging of any kind (for example packaging and packing materials) inside the pavilions (either inside or outside the stands), on the load platforms, during the assembly/construction of the stands, the dismantling and throughout the exhibition time is forbidden. This sort of items must be removed and evacuated immediately.
Where possible, based on demand by exhibitor and subject to a charge these can be stored in spaces made available by Romexpo S.A.
If an exhibitor doesn’t remove the inadequately stored items notwithstanding the requests, Romexpo S.A. reserves the right to remove these items at the expense and on the exhibitor’s responsibility.
II. 4.4.2. Flat glass and acrylic sheets
Only the use of security glass which is adequate to specific purposes may be allowed. The edges of the glass panels within glass structures must be mechanically processed or protected in order to prevent any risk of injury. Components made entirely out of glass must be marked accordingly at the eye line.
II. 4.5. Exits, evacuation routes and doors
Exits and evacuation routes
Stands with a floor surface area of more than 100 sq m, those having access to an evacuation route having more than 10 m in length or those designed so that the exit/the evacuation route is not visible from every corner of the stand must be provided with two separate exits/evacuation routes as far away as possible from one another.
The stand must be designed so as to prevent the formation of halls which are not easily accessible, corners or niches.
All separate halls used by the members of staff (offices, leisure areas, meeting halls etc.) within a certain area of the stand must have a clear eyesight to the closest evacuation route and to the access route towards it.
The construction of halls accessible only by walking through a separate room (isolated halls) is prohibited.
If the maximum length of the evacuation route towards the pavilion corridor exceeds 10 m, thee stand must be designed with a secondary exit and/or an aisle of at least 2.0 m in width which leads to one of the pavilion passages.
The width of the evacuation routes and exits shall measure at least 1.00 m.
The use of swing doors, revolving doors, doors with access code, sliding doors, vertical opening doors, as well as any type of barriers that may restrict access to the evacuation routes is strictly forbidden.
II. 4.7. Designing the stands
II. 4.7.1. Conditions
■ The project must show the outline of the stand with all dimensions, furniture, mentioning the use of each space (exhibit, office, storage etc.).
■ In the project, all the façades of both the open and built sides of the stand must show the elevation and the location of the graphics (name of the company, logo etc.).
■ The project of the stand shall also show a general axonometric view.
■ The project will also include the electrical and sanitary installations plan, specifying the power connection type (single or three-phase, and the installed capacity), the position of the electric board, sockets, lights and other electric appliances (live equipment), the position of water and drainage inlet/outlet.
■ The lighting circuit plan shall abide by the current electrical installations norms and standards without exception. Turning off the lights (daily, before closing) is solely the exhibitor’s responsibility.
■ The technical report shall include the description of the building system, the building materials and the floor, walls and ceiling finishings, as well as the planner’s commitment to abide by all technical norms and rules included in the terms of participation and in the general terms of fairs and exhibitions organized by Romexpo.
■ It is obligatory for the project and technical report to be wet signed by the project planner and approved by the exhibiting company.
■ In case of multi-levelled stands or graphics support structures the maximum accepted height is 5.00 metres. Romexpo S.A. does not check the stand’s plan with regards to its structural integrity. Constructing the stand is solely the exhibitor’s liability.
■ The required documentation is mandatory regardless of the stand’s layout, so as to show the delineation of the rented space as well as the configuration of the free sides (exhibition) and the build sides (delimitation, closing).
■ Drafting the documentation shall be done on A3 or A4 formats and shall be submitted for approval to Romexpo in one of the following formats: JPG, Corel 9-11 (saved as curves) or AutoCAD 2005-2007.
■ Complying with the health and safety at work laws and regulations, including the comprehensive training and induction for all members of the exhibitor’s staff or construction staff with regards to HSW, Environment and Fire Hazards, are solely the exhibitor’s and/or the constructor’s responsibility.
■ Building the stand is allowed only if the project has been approved by Romexpo S.A.
■ Building above the visiting or access routes, as well as installing graphical advertisements above these routes, except when Romexpo S.A. has given its approval, is forbidden.
■ The walls built on the free sides of the stand shall have a commercial aspect or a pleasant finish towards the visiting routes.
■ The walls built on the closed sides of the stand shall have a neutral finish where possible.
■ It is forbidden to display graphics on the back side of walls built on closed sides which face neighbouring stands and which are placed on the same boundary between the stands.
■ It is not permitted to hang any furnishing or signalling objects from the pavilion’s ceiling.
■ It is not permitted to secure objects to the floor or hook them onto structural elements of the pavilion.
■ It is not permitted to pierce or damage the exterior platforms.
■ In the central pavilion (A) hooking objects onto the ceiling is allowed only if the plan has been approved by an authorised structural engineer.
Designing and equipping the stands, as well as any necessary construction works, are every exhibitor’s duty. However, this should be done with respect to the theme and aspect of the fair or/and the exhibition. To this end, Romexpo S.A. has the right to request that the project is changed. In addition, Romexpo S.A. reserves the right to impose a framework fit for a certain event.
In order to showcase an appealing look, the walls adjacent to the visiting routes shall have glass panels, niches, graphic displays etc.
When building the stand, it is recommended to avoid creating barriers which could impede the access of disabled people to the stand in order to allow them using facilities without assistance.
II. 4.7.2. Stand dimensioning verification
Romexpo S.A. measures the footprint of the stand on the pavilion floor and marks its corners.
After the space has been allotted, each exhibitor has the obligation to check the location and dimension of all installations, utility pipes, ventilation systems etc. and to adequately instruct the constructor when required.
The limits of the stand’s footprint shall be regarded.
II. 4.7.3. Changes in the structure of the pavilions
Deteriorating, dirtying or changing in any way the components and technical installations of the pavilions (e.g. by drilling, nailing or screwing etc.) is forbidden. It is also forbidden to apply paints, tapestry or glue to any of these structures.
Loading the components and technical installations of the pavilions by building stands or exhibits which are not served by these is forbidden. However, the columns/consoles positioned within the stands area can be integrated in their structure provided that they are not damaged and they don’t exceed the maximum height of the stand.
It is forbidden to damage the joints on the walls, ceiling and floor of the pavilions by caulking, setting foundations or other similar works. It is forbidden to fit bolts or hooking elements to support the structure of the stands.
Using hooking elements to secure exhibits to the floor is allowed only in exceptional and justified cases, with the written approval of Romexpo S.A. Alongside the request, scale drawings showing location, type of fastening, diameter of the holes and number of hooking elements have to be provided. Only as few as possible hooking elements need to be used.
II. 4.7.4. Pavilions flooring
The carpets and other floor coverings must be placed according to the safety standards and must not exceed the stand area.
The fixture of these coatings can only be performed using tape that leaves no traces when it is removed. The usage of other adhesive materials and paints on the pavilion floors is forbidden.
All materials used must be removed without leaving traces. Oil, grease, paint and other similar substance must be immediately removed from the floor.
II. 4.7.5. Hanging objects from pavilion ceilings
Hanging objects from the pavilion ceiling is forbidden.
II. 4.7.6. The side walls of the stands
Partitions can be ordered by filling the order forms for exhibition services.
Exhibitors are not allowed to make changes in the structure of the partitions and their supporting elements. The exhibitors are liable for any personal injury and material damage caused by the non-compliance with this rule.
II. 4.7.7. Advertising materials/presentations
The inscriptions, logos and brand names displayed on the stands and the exhibits must not exceed the specified height. A clear distance of 2 m will be preserved between advertising materials and the perimeter of an adjacent stand.
The organisation of any type of event or presentation or the installation of any visual, mobile or acoustic advertising signboard, requires the written approval of Romexpo S.A. In order to avoid the obstruction of the hallways these must not disturb the participants at the event or cause hustle. Covering the amplifiers communicating with the public in the pavilion should also be avoided. The noise level registered along the perimeter of the stands must not exceed 70 dB (A).
Despite its approval, Romexpo S.A. is still entitled to restrict or prohibit manifestations which disturb eyesight, causing noise, dirt, dust, vibrations or other emissions, and that may significantly disturb the exhibition and its participants by any means.
The use of brightly lit, rotary or slide show advertisements, as well as the movement of the commercials along the perimeter of the stand is forbidden.
The distribution of printed materials and advertising materials outside the limits of the personal stand is prohibited.
However, Romexpo S.A. reserves the right to impose further restrictions in certain cases. Romexpo S.A. is entitled to visit the stands in order to check compliance with the rules stipulated above.
Furthermore, Romexpo S.A. has the right to remove, cover or prevent the violation of the above mentioned rules concerning advertising by any other means and on the exhibitor’s expense.
II. 4.8. Exterior exhibition area
II. 4.8.1. Stand dimensioning verification
Romexpo S.A. shall measure the stand area on the exterior exhibition area ground, and set out its corners.
Following space allotment, every exhibitor is required to check the localization and the dimensioning of all the installations, especially for the utility ducts, bases, beams, gearboxes etc. and adequately instruct the constructor when necessary.
Stand area borders shall be preserved. The exhibitor must ensure that none of the objects localised within the stand area does not exceed its borders. For security reasons Romexpo S.A. may grant exceptions to this rule in case of using rotating tower cranes; this applies only if all exhibitors affected agree that the crane may enter in the perimeter of the stands. If an exhibitor does not consent, his refusal shall not take effect if the security norms require that the rotative tower crane may enter within the perimeter of his stand.
II. 4.8.2. Stands construction
All structures that take up space on the ground, as well as special constructions (for example advertising towers) to be built within the interior or exterior exhibition must be approved and be registered with Romexpo S.A. by completing the services form that can be found in the exhibition services order forms range. Before commencing any type of work: installation of tent anchoring elements and cables, mast building and any other excavation work within the exterior exhibition area, the detailed site plans must be submitted for the prior written approval of Romexpo S.A. Within the perimeter of the exhibition any excavation work performed without the written consent is forbidden. Romexpo S.A. shall be notified prior to the commencement of excavation works within the exhibition area.
During stand construction special attention must be paid to the supply ducts, bases and gearboxes etc. If located inside individual stands, these must be easily accessible at any time.
It is not allowed to build stand structures at a distance of less than 0.5 m to the perimeter of the adjacent stand, except the case when Romexpo S.A. has issued a written approval notice in this respect.
Route obstruction by interposition of structures and equipment, inclusively during stands construction and dismantling is prohibited. In order to ensure the easy access of the fire brigade, routes must remain unobstructed over their entire width.
II. 4.8.3. Decommissioning
All exhibition areas must be restored to Romexpo S.A. in their original state before the appointed deadline for dismantling.
To this end, Romexpo S.A. must be notified with regards to the space which is to be returned for inspection purposes.
All installations such as bases, supports stuck in the ground, pipelines etc. must be removed by the appointed deadline for dismantling, unless otherwise agreed with Romexpo S.A. and installations are found at least 0.3 metres below ground. In this case, plans specifying the exact location and dimensions of the aforementioned installations must be immediately submitted to Romexpo S.A.
Romexpo S.A. has the right to personally make these repairs or to contract a third party for this purpose, on the exhibitor’s expense, if all necessary repairs have not been performed by the appointed deadline.
II. 4.8.4. Other provisions
The exhibitors whose stands are neighboured with the edge of the land on which the exhibition centre is laid out do not have the right to use the fence for their own purpose. It is forbidden to use the external part of the fence for advertising purposes.
This rule applies including in the period of construction and demolition of the stand.
The components of the stand, the indicators and the flags must be assembles so as not to disturb other persons, mainly the other exhibitioners and the visitors. The erroneous indicators of the companies must be removed in case the exhibition management considers it to be necessary.
The exhibits whose height exceeds 30 m must be registered with Romexpo S.A. for approval, by means of the corresponding form from the section of the order form for exhibition services, at least 3 weeks before the start of the fair.
The rotary tower cranes and the similar machines must be appropriately assembled, in accordance with relevant norms. Due to safety reasons, it is forbidden to attach advertising panels or other loads (except for flags) to the cranes.
It is forbidden to use the liquefied natural gas for heating. The heating with fuel oil is allowed only with the approval of the firemen service.
In all the other situations, the general rules and regulations and the rules and regulations applying to the pavilion area are also valid for the exterior exhibition area, as far as their application is significant.
II. 4.9. Construction of two storey stands
II. 4.9.1. Approval of planning request
Two storey exhibition stands can be built in pavilions A, C1,C3 C4, C5, C6 provided a prior approval from the firemen service and from Romexpo S.A. which is liable for endorsing the project should be achieved. Furthermore, the approval takes into consideration the position within the pavilion and the necessary area measured at the level of the floor. An essential factor within the approval process is the effect of the two storey stand over the design and transparency of the pavilion as well as over the neighboring stands.
II. 4.9.2. Height of the stand structure, conditions that apply to the covered stand areas, height of the interior area of the stands and minimal distances
The maximal height of the stands shall be established separately for each single event, being provided in the participation conditions and /or in the order forms for exhibition services.
The height of the two storey stand interior areas must be at least 2,40 m both for the lower storey as well as for the upper one.
The distance between the stairs, open cabins, terraces or dining areas and the edge of the passages must be at least 1,00 m, and the one between them and the perimeter of the neighbouring stands must be at least 3,00 m. If the minimal distance against the adjacent stand cannot be kept, a protection form with a height of at least 2,00 m must be erected in order to provide intimacy.
II. 4.9.3. Workloads/loading parameters
In the case of the two storey stands within the pavilions, the workload of the floor of the upper storey must comply with the following: if the storey serves for the organization of meetings and the supply of services to the clients, being fitted for example with tables and chairs freely laid out or with meeting cabins, it must bear a workload of 3,0 kN/mp. If the upper storey is permanently used as exhibition area or area destined to sales, its floor must bear a work load of 5,0 kN/mp. The destination of the area must be clearly mentioned on the plans submitted for approval.
The stairs must always bear workloads of 5,0 kN/mp. Banisters and their pillars must be designed so as to bear workloads of 1 kN/m at the height of the handrail. It must be proven that the pressure applied by the bases does not exceed the maximum admitted pressure borne by the pavilion floor.
II. 4.9.4. Escape routes/stairs
The two storey stands whose upper storey covers an area of maximum 100 sqm require one sole stairs.
The stair must lead outside the stand’s covered area. The length of the escape routes that connect the upper storey to one of the main passages at the pavilion’s ground floor must not exceed 25 m.
It is forbidden to build spiral or helical stairs for this purpose. The height of the counter-steps must not exceed 0,19 m, and the width of the steps must not be lower than 0,26 m.
The inner diameter of the stairs must be at least 1 m.
The stands whose upper storey stretches on an area of 100 sqm require at least two stairs located at the opposite ends of the stand. One of the two stairs must lead outside the stand’s covered area.
In the case of the stands with several storeys fitted in the exterior exhibition area, the main unit of each storey must be equipped with two separate escape routes. The exits in open air must be found at maximum 35 m away from any point on the stand area.
Each storey must be fitted with at least one exit to open air, designed so that t can be used as an escape route with no risk (it should have its own stair or lead to the external stair).
It is forbidden to store items and install shelves in the areas located above or beneath the stairs without counter-steps.
The handrails must be adhesive and continuously laid out.
II. 4.9.5. Construction materials
The bearing components, the ceiling of the lower storeys and the floor of the upper storeys of the exhibited two storey stands must be made of fire resistant materials.
The floor covers, the panels and the ceilings may be made of construction materials that are allowed and used on a current basis for the arrangement of the stands. The utilization of the materials for attachment in the pavilion floor is not allowed.
The two storey stands must be designed so as to be built, equipped and disassembled in the period of construction and decommissioning assigned for the concerned event. The general norms regarding constructions shall be complied with. Furthermore, in order to provide safety and prevent fires we reserve the right to require additional requirements until the moment of endorsing the concerned stand.
II. 4.9.6. Upper storey
All the rooms destined to the utilization by the personnel (offices, recreational rooms, meeting rooms etc.) must envisage the closest escape route and the route leading to it.
The lower part of the banisters must be equipped with plinth up to the height of minimum 0,05 m with border, grill or solid boards or similar protection elements in order to prevent fall. In order to avoid placing various objects on the banister (for example glasses) that can easily fall, the handrails from the upper part of the banister must have an appropriate shape, for example circular or semi circular.
It is forbidden to cover the areas on the upper storey with ceilings or closed covers. It is allowed to use metallic grids with meshes of 1 cm x 1 cm. The open area of the upper storey ceiling (including the lightning units) must cover at least 70% of the floor’s area.
II. 4.10. Decommissioning of the stands
The exhibitor has the obligation to remove all the materials used for the construction of the stand, the exhibits and the other items until the end of the decommissioning period agreed for the concerned event, bringing the stand area back to its initial condition.
After the conclusion of the agreed period for decommissioning, Romexpo S.A. has the right, but not the obligation to employ an authorised forwarding agent to pick up and store any items remaining in the stand perimeter at the exhibitor’s risk and expense, charging an appropriate handling tax. Furthermore, Romexpo S.A. has the right to remove at the exhibitor’s expense all the materials used for the exhibition as well as any items remaining in the stand after the completion of the period agreed for decommissioning (for example: the waste coming fropm the construction/decommissioning of the stand, the rests of materials remained following the stand decommissioning).
In case the waste coming from the construction and/or decommissioning of the stand is not discharged or is not fully discharged by the exhibitor and/or by the partner company that provided construction /arrangement of the stand, Romexpo S.A. shall provide this service at the exhibitor’s expense and/or if applicable, at the expense of the constructing company, at tariffs increased by 50% to those envisaged in the order form.
II.4.11. Waste discharge
The exhibitors and its officers shall avoid the generation of useless waste both throughout the period of stand construction – arrangement as well as throughout the stand disassembly period. The exhibitors and its officers (contractual partners – contractors) undertake to efficiently contribute to it throughout the entire period of the event (construction/disassembly /actual development of the event). This must be envisaged especially on the materials used for packing, advertising materials, disposable equipment, carpet, pallets, disposable tableware etc
In case it is possible, as a general principle, the focus shall be on the utilization of recyclable and ecological materials for the construction and arrangement of the stands.
Each exhibitor is liable for the compliance with the legal provisions and in an appropriate manner with regard to the discharge of the generated waste.
On the completion of the event the exhibitors are bound to deliver the areas in good condition, in the initial condition in which they received then, clean. This provision includes materials on the pavilion floors (for example adhesive tape etc.).
All the cleaning works must be made with biodegradable products /preparations. The utilization in the cleaning activity of substances, preparations, compounds that become solvents and which are harmful for health and environment is forbidden.
The exhibitor is bound to make sure the entire waste is appropriately discharged by its third parties too (companies contracted for various services, such as construction – arrangement of the stand and /or other partners it has).
The exhibitor is bound to provide the discharge of the dangerous waste within the Exhibition Centre, in compliance with the legal provisions by means of some authorised operators.
The exhibitors and their officers are forbidden to bring within Romexpo Exhibition Centre materials and waste which are not generated following the arrangement /construction of the stand and dismantling thereof.
It is forbidden to discharge at the sanitary groups, in the sewage network, in the discharge outlets any household waste, dangerous chemical substances and preparations (for example used oils, fats, solvents, hydrocarbons – fuels etc ), as well as any solid bodies or bodies likely to affect the good operation of the sewage network.
In the case of the public supply units they have the obligation to assemble and use some oil and fat separators. In the case of mobile supply units, the fats and the oils must be collected and discharged by the concerned economic operator /exhibitor.
III. SPECIFIC PARTICIPATION CONDITIONS FOR THE EXHIBITORS TO THE EVENTS ORGANISED IN ROMEXPO EXHIBITION CENTRE
The participation to the fairs and exhibitions organised within Romexpo Exhibition Centre shall be made based on the General, technical and participation conditions that shall be appropriated by the exhibitor before the start of the fair/exhibition to which it participates.
In order to become exhibitor, the applicants must use the participation forms and available services on the fair/exhibition site or supplied by Romexpo S.A representatives.
The exhibitors shall have to comply with the specific conditions below.
III. 1. REQUEST OF THE RIGHT TO BECOME EXHBITOR
All the potential exhibitors that want to participate to the event must express this wish by filling in and signing the „Contract adhesion” or the contract and submit them to Romexpo S.A. before the deadline. By the request, the exhibitors express towards Romexpo S.A. the serious intention to participate to the event as exhibitors. All the exhibited objects must be exactly described in the contract adhesion. Incomplete request shall not be considered.
Exhibitors and eligible exhibited objects
The exhibitor transmits the contract adhesion filled in and Romexpo S.A. shall transmit the location proposal along with the pro forma invoice. In case Romexpo S.A. cannot offer the requested area, it shall offer alternative variants. The mutually agreed assigned area can be different from the requested one or participation can be denied by the organiser.
The exhibitor accepts the fact that these General, technical and participation conditions are mandatory immediately after the submission of the request. Romexpo S.A. transmits to the exhibitor a written proposal regarding the lay-out (stand offer). The exhibitor must accept the lay pout proposal in the agreed period of time. The acceptance by the exhibitor of the lay out proposal represents its contractual offer; the offer cannot be withdrawn by the exhibitor after having been received by Romexpo S.A. Furthermore, the admission notice from Romexpo S.A. represents the contract acceptance.
The exhibitors that have not fulfilled their financial obligations to Romexpo S.A., for example with regard to the previous events or they have breached the regulations regarding the utilization of Romexpo Exhibition Centre and the participation conditions can be rejected.
Romexpo S.A. has the right to withdraw from the contract or to terminate the contractual relation without a notice if the admission was based on the exhibitor’s incorrect or incomplete declarations or if, subsequently, the exhibitor no longer fulfils the admission conditions.
Only those items that have been declared and admitted can be exhibited. No leased or chartered objects can be exhibited. Exception shall be made in case of the objects that are not an integral part of the range of products of the concerned exhibitor, but which are necessary for the presentation of the exhibitor (for example, for demonstrative purposes).
Additional organizations shall not be admitted as co-exhibitors and they cannot be represented if this is not expressly specified in the admission notice.
Romexpo S.A. reserves the right to deviate from the type, the dimension and the location of the exhibition area desired by the exhibitor, not to admit certain exhibition objects and to require admission conditions. The reservations, conditions and special wishes of the exhibitor (for example with regard to the location, exclusion of the project or construction of the competing stands) can be considered only if they are expressly confirmed in the admission notice.
III. 2. PRODUCTS EXHIBITED WITHIN FAIRS AND EXHIBITIONS
Manufacturers, importers, exporters, representatives, traders that present services and products that fit within the subject of the fair /exhibition to which they participate are admitted as exhibitors. The exhibits must fir within the groups of products described in the subject of the fair /exhibition.
The products and services (copies, forged, etc.) that do not comply with the regulations for the protection of industrial and intellectual property valid in Romania shall not be admitted as exhibits in the premises of Romexpo Exhibition Centre.
The achievement of the authorizations envisaged by law for the presented products and services is exclusively incumbent upon the exhibitor. It is allowed to sell the products /services in compliance with the legislation in force in Romania. The compliance with the legislation is incumbent upon the exhibitor.
The contract becomes effective when Romexpo S.A. informed the exhibitor in writing that it was admitted. This usually takes place when the planning of the stand lay out is completed. The assignment of other stands, particularly of the neighbouring stands, can be amended until the date of opening of the commercial fair. Furthermore, Romexpo S.A. has the right to move or close the entries and exits from the exhibition pavilions and make other structural changes. The exhibitors cannot lodge complaints against Romexpo S.A. due to these changes.
Furthermore, subsequently, namely after the entry into force of the contract, Romexpo S.A. can change the assignment of the area, it can especially change the location, the type, the dimensions and the size of the exhibition area leased by the exhibitor, as far as this is necessary for safety, public order reasons or in order to render the utilization of the facilities and of the area necessary for the good organization of the air more efficient. Yet, these subsequent changes must fit within the reasonable limits that can be accepted by the exhibitor. In case these subsequent changes lead to a smaller participation tax, the difference shall be returned to the exhibitor. In this respect, the subsequent complaints lodged against Romexpo S.A. are excluded.
If the exhibitors cannot use their stand or they are fully prevented from using the stand because they have breached the legal or official rules or the General, technical and participation conditions, they are still bound to fully pay the participation tax and to compensate Romexpo S.A. for all the damages caused by themselves, by their legal representatives or by the employees; the exhibitors do not have the right to cancel or to terminate the contract if the law does not particularly gives them this right.
The exhibitor cannot move, exchange or divide the stand and cannot partly or fully assign it to any third parties because Romexpo S.A. does not admit co-exhibitors or additionally represented companies without the prior agreement in writing of Romexpo S.A.
III. 4. CO-EXHIBITORS AND ADDITIONALLY REPRESENTED COMPANIES
The co-exhibitor is the person that presents its own goods or services, by means of its own personnel, within the stand of another exhibitor (main tenant). This definition includes the companies within the group and the branches. The agents and the representatives of the companies are not admitted as co-exhibitors.
In the case of the exhibitors that manufacture their own goods, the additionally represented companies are those companies that offer their goods or services by means of these exhibitors. If the distributor- exhibitor of a manufacturer exhibits both its products, as well as the products or services of other companies, these are additionally represented companies.
The endorsement of a certain exhibitor does not involve the conclusion by Romexpo S.A. of a contract with the co-exhibitors registered by it for participation or with the companies it additionally represents.
Co-exhibitors can participate only if they have received the approval of Romexpo S.A. in this respect.
The participation as additionally represented company is allowed only if it is envisaged in the special participation conditions and if Romexpo S.A. has expressed its approval in this respect.
Romexpo S.A. approves the participation of the co-exhibitors and of the additionally represented companies only if they have qualified as independent exhibitors. Further on, co-exhibitors and the additionally represented companies must pay the corresponding participation taxes envisaged in the special participation conditions. The related tax for the co-exhibitors and additionally represented companies shall be paid by the concerned exhibitor; furthermore, Romexpo S.A. may invoice this tax after the end of the fair.
The exhibitor that has the responsibility to make sure that both the co-exhibitors and the other companies they represent comply with the participation conditions, the technical orientations and the instructions of the management of the exhibition complex. The exhibitioner is liable for the debts and negligence of the co-exhibitors and additionally represented companies as if it were defaulting personnel. In case the co-exhibitors directly use the services performed by Romexpo S.A., it has the right to invoice the concerned services to the exhibitor. The exhibitor is jointly and individually liable.
III. 5. ADDITIONAL SERVICES
The exhibitor can benefit from additional services, based on the placement of a firm order according to the forms available on the sites of the concerned events. The services provided by Romexpo S.A. are:
■ Furniture lease
■ Advertisement in the Romexpo exhibition centre
■ Identification cards
■ Handling and storage of the exhibits
■ Electric installations
■ Sanitary installations
■ Compressed air
■ Ambient – lease of ornamental plants
■ Distribution of promotional materials
■ Event organization at the stand
■ Conference room lease
■ Typographic services
The supply of the technical joining services (water, electricity, air conditioning, compressed air) can be ordered only by the organiser.
III. 6. TERMINATION OF THE CONTRACT
If the lay-out, type, dimensions or the area of the exhibition zone leased by the exhibitor undergoes subsequent changes, so that the acceptance of the concerned area is no longer a reasonable option for the exhibitor, he has the right to terminate the lease contract within three days from the receipt of the notice sent by Romexpo S.A. in this respect. In any other cases, the exhibitor does not have the right to terminate the contract, except for the rights conferred by law in this respect.
In case the exhibitor notifies that that it withdraws for a certain event, Romexpo S.A. has the right to use the leased area for other purposes, irrespective if the concerned exhibitor has the right or not to terminate the contract. The exhibitors that cancel the participation without having this right, not fulfilling thus its contractual obligations without a ground reason in this respect, are bound to pay to Romexpo S.A.the participation tax if the concerned area remains unoccupied throughout the event, but also in case Romexpo S.A. manages to release it. Besides the release of the stand area to another exhibitor, it can be used by Romexpo S.A., among others and first of all, in order to host a third party whose stand would have been located somewhere else, avoiding thus the impression of interruption of the stand lay-out or can be redesigned so as to mask the fact that it remained unoccupied.
Romexpo S.A. has the right to terminate the contract in case the exhibitor does not fulfil in time the financial obligations to Romexpo S.A. Furthernore, Romexpo S.A. has the right to terminate the contract if the exhibitor neglects its contractual obligation to comply with the rights, interests and objects of legal protection of Romexpo S.A., the latter no longer being able to reasonably comply with the contract’s provisions. In the above mentioned cases, Romexpo S.A. has not only the right to terminate the contract, but also the one to request the payment by the exhibitor of the agreed participation tax, as flat rate compensation. These provisions do not affect the right of Romexpo S.A. to claim additional compensations. The exhibitor may claim the reduction of the flat rate compensation if it proves that Romexpo S.A. has undergone fewer damages.
III. 7. TAXES FOR PARTICPATION AND LIEN
The participation taxes shall be calculated based on the quotations specified in the contract adhesion or contract. On making the calculations each square meter or square meter fraction is considered, the floor area being always considered rectangular. No projections, support elements, connections to utilities and similar objects shall be considered.
In general, the exhibitors receive an invoice corresponding to the participation tax along with the pavilion plan.
The participation tax, the advance corresponding to the counter value of the services and the tax for the endorsement of the exhibitors shall be paid before occupying the exhibiting area. If the exhibitors have ordered certain services supplied by Romexpo S.A., the latter has the right to refuse the performance of the concerned services, including the supply of electricity, water, compressed air etc. until the extinguishment of the exhibitor’s financial obligations to Romexpo S.A.. The exhibitor does not have the right to request interest to the advance paid for the supply of the services.
This condition applies especially in the case of the obligations contracted within the previous events. The payment clauses and conditions comply with the special participation conditions. According to the law, Romexpo S.A. reserves the right to exercise lien of the lessor in order to cover its debts occurred after the lease. The exhibitors have the obligation to inform Romexpo S.A. at any moment with regard to the owner of the items that are exhibited or that are to be exhibited. If an exhibitor does not comply with its financial obligations, Romexpo S.A. can withhold the exhibits and the equipment of its stand in order to sell them, at the exhibitor’s expense, within a public tender or private transaction. Romexpo S.A. does not undertake liability in case of damage of the exhibits and equipment of the stand withheld based on this clause except when it is guilty of fraud or gross negligence.
III. 8. FORCE MAJEURE
Force majeure, agreed as being the unpredictable and irremovable event occurred after the conclusion of the contract that prevents the party or the parties from fulfilling the obligations undertaken by the concluded contract, exonerates from liability the party invoking it according to the law. The force majeure event shall be communicated by the concerned party within maximum 3 days from its occurrence and shall be confirmed by official documents authenticated by the Romanian Chamber of Commerce and Industry.
The probative documents certifying the existence of force majeure case shall be produced o the other party within maximum 5 days from the date of event occurrence.
The termination of the force majeure event shall be immediately communicated to the concerned party.
The parties undertake to make all diligences in order to limit the effects of force majeure in time.
III. 9. DISPUTES
Any dispute deriving from or in connection to the concluded contract, including regarding the conclusion, performance or cancellation thereof, shall be made by the arbitration of the International Court of Commercial Arbitration attached to the Romanian Chamber of Commerce and Industry, in accordance with the arbitral procedure rules of the International Court of Commercial Arbitration, in force, published in the Official Journal of Romania no. 328 of 06.05.2014, Part I.
The arbitral court is composed of one sole arbitrator or 3 (three) arbitrators appointed in accordance with the arbitral procedure rules of the Court of arbitration.
The appointment of the arbitrators shall be made by the parties at, in accordance with the arbitral procedure rules of the Arbitration Court.
The arbitrators appointed by the parties designate the supra-arbitrator on the terms and conditions envisaged by the arbitral procedure rules of the Court of arbitration.
The Romanian Chamber of Commerce and Industry and the Arbitration Court do not have the right, by the organization and administration of the arbitration, to intervene in settling the dispute or to influence the arbitral court in any way.
Romexpo S.A. management reserves the right to amend these General, technical and participation Conditions anytime.
By taking note of these General, technical and participation Conditions, the participants shall be considered to act accordingly and to comply with the elements mentioned in the document.
The non compliance with the conditions envisaged in the General, technical and participation Conditions can draw the termination of the contract and if applicable, the evacuation from the Exhibition Centre, provided that Romexpo S.A. should transmit a prior notice in this respect.