Conditions of Participation
Conditions of Participation
iaf 2013 MCC Halle Münsterland
1. EVENT / ORGANISER
The iaf 26th International Exhibition for Track Technology is an international specialist trade fair for transport technology, track and roadway technology and maintenance. The iaf 2013 will be organised by VDEI-Service GmbH on the site of MCC Halle Münsterland exhibition grounds and at the railway station of WLE.
2. DATES FOR SETTING UP / DELIVERING GOODS
Outdoor area and railway station of WLE:
The delivery of goods should be agreed with VDEI-Service GmbH in each individual case.
Tues 21.05.2013 8.00 – 19.00 hrs.
Wed 22.05.2013 8.00 – 19.00 hrs.
Thur 23.05.2013 8.00 – 19.00 hrs.
Fri 24.05.2013 8.00 – 19.00 hrs.
Sat 25.05.2013 8.00 – 22.00 hrs.
Sun 26.05.2013 8.00 – 22.00 hrs.
Mon 27.05.2013 8.00 – 12.00 hrs.
(construction)
Mon 27.05.2013 12:00 – 22.00 hrs.
(decoration)
Exhibition halls :
Fri 24.05.2013 8.00 – 19.00 hrs.
Sat 25.05.2013 8.00 – 22.00 hrs.
Sun 26.05.2013 8.00 – 22.00 hrs.
Mon 27.05.2013 8.00 – 16.00 hrs.
(construction)
Mon 27.05.2013 12:00 – 22.00 hrs.
(decoration)
Exhibition / Fair:
Tues 28.05.2013 9.00 – 18.00 hrs.
Wed 29.05.2013 9.00 – 18.00 hrs.
Thur 30.05.2013 9.00 – 18.00 hrs.
3. DATES FOR DISMANTLING / COLLECTING GOODS
Outdoor area and railway station of WLE:
The collection of on-track technology should be agreed with VDEI-Service GmbH in each individual case.
Thur 30.05.2013 18.00 – 23.00 hrs.
Fri 31.05.2013 8.00 – 19.00 hrs.
Sat 01.06.2013 8.00 – 19.00 hrs.
Sun 02.06.2013 8.00 – 19.00 hrs.
Mon 03.06.2013 8.00 – 19.00 hrs.
Exhibition halls:
Thur 30.05.2013 18.00 – 23.00 hrs.
Fri 31.05.2013 8.00 – 20.00 hrs.
Sat 01.06.2013 8.00 – 20.00 hrs.
We reserve the right to change times or dates!
4. ELIGIBILITY TO PARTICIPATE
Only manufacturers, associations and institutions whose products or services conform with the nomenclature of iaf 2013 are eligible to participate. Decisions regarding participation will be made by VDEI-Service GmbH.
5. EXHIBITION CHARGES
Basic fee for exhibitors: Euro 950.00
Hall space rental is charged per square metre (sqm):
Row stand: Euro 75.00
Corner stand Euro 80.00
Peninsula stand Euro 85.00
Island stand Euro 90.00
Outdoor area:
Exhibition space in outdoor area: Euro 80.00
Track per metre in station: Euro 80.00
plus temporary track per metre: Euro 80.00
Every metre or part thereof will be charged at full price. In the case of two-storey constructions there will be a surcharge of 30% per sqm of the actual built-over area. The statutory value-added tax (VAT) must be added to each of the prices. The minimum stand size is 12 sqm. If more space is required than was originally ordered and this extra space is then allocated, the additional amount is payable immediately.
The rental includes: stand space rent, hall lighting, heating, general hall supervision, cleaning of the aisles, exhibitor car park (limited), advertising, press work, trade fair organisation.
Charges are made for stand separation panels!
6. TERMS OF PAYMENT
After receipt of the confirmation to participate/stand rental invoice, the participation fee must be remitted to the account indicated on the invoice. Payment shall be due on the date specified on the payment confirmation/stand rental invoice. We request that you give the booking reference "iaf 2013" and the invoice number. If the full rental fee is not received by the above mentioned due date at the latest, the space rented can be used for other purposes. The lessee will be liable for any loss of rental revenue thus incurred. In the case of withdrawal from the contract or possible cancellation, the provisions of Section 8 of the "General Terms of Business" for trade fairs and exhibitions organised by VDEI-Service GmbH shall apply. The participation fee for each co-exhibitor or additionally represented company is Euro 950.00. Ancillary costs will be invoiced separately. These amounts are payable on receipt of the invoice.
7. BASIC FEE FOR EXHIBITORS
Every exhibitor will be charged a basic fee of Euro 950.00. The costs include:
a) an entry in the exhibitor catalogue which is available free of charge to all visitors
b) an entry of all exhibitor coordinates in the online catalogue at www.iaf-messe.com
c) an image of the logo and link to the company website of the exhibitor
d) an entry and positioning of the company with logo and coordinates in the interactive hall plan at www.iaf-messe.com
e) naming in social media tools and in the interactive planning of the Fair, if these are used for the iaf Fair.
The DVV Media Group (Eurailpress) in Hamburg is commissioned to produce the catalogue. As an exhibitor you also have the opportunity to book additional services directly with the publishing house for showcasing your company.
8. WORKERS' AND EXHIBITORS' PASSES
Exhibitors are entitled to passes as follows:
For the first 20 sqm: 3 passes
For every additional 10 sqm: 1 pass
Additional exhibitors' passes may be purchased at a cost of Euro 10.00 (incl. VAT).
9. EXHIBITORS‘ SERVICE FOLDER/COMMUNICATION FOLDER
Together with the authorisation to participate, the exhibitor will receive a Exhibitors' Service Folder containing all important information about service companies, installations, stand constuction and design, insurance, parking permits, hotel reservations and the catalogue and the necessary conditions of participation for the 2013 International Exhibition for Track Technology. All forms relating to PR and advertising are contained in the service folder.
Supervision of the halls and the outdoor area is carried out by the organiser. Exhibitors are responsible for guarding and cleaning their own stands.
10. TECHNICAL GUIDELINES
The exhibitor must comply with the "Technical Guidelines" contained in the Exhibitors' Service Folder.
They must comply with the legal regulations concerning technical equipment (Equipment Safety Law) which are referred to after the Technical Guidelines.
11. CONSTRUCTION SUPERVISORY AND FIRE PROTECTION REGULATIONS
Emergency exits, doorways, fire detectors, hydrants, smoke vents, electric distribution points and switchboards, telephone distribution points and ventilation inlets and outlets must be freely accessible at all times and may not be built over or obstructed in any way. The use of open fire for cooking, heating and operating purposes is forbidden. Packaging material and other easily inflammable materials may not be left lying around or stored in the halls. Vehicles, containers of all kinds and other materials must be placed at least 5 metres from the outside walls of the halls. The Exhibitors' Service Folder contains details of technical and construction regulations.
12. REGULATIONS FOR THE MAINTENANCE OF ORDER
Exhibitors' requirements for parking spaces on the exhibition site will be taken into consideration as far as possible but there is no automatic right to parking spaces in general or to a specific parking space. The unloading of goods from vehicles during the exhibition must be completed one hour before the official opening time at the latest. The vehicles must leave the site immediately after unloading. Exhibitors and accompanying persons must vacate the halls and grounds and have removed all vehicles within one hour after the official closing time. Any person wishing to leave the exhibition with packages must be able to prove the origin of such items to officials at the exit . Animals are not permitted on the exhibition grounds. No one is permitted to stay overnight in caravans on the exhibition grounds.
13. OFFICIAL PERMITS
Exhibitors are responsible for ensuring that the necessary permits have been obtained for their own activities on the stand and on the site, and those of staff acting on their behalf, and that all the relevent conditions of trade laws and police regulations are duly observed.
14. PERFORMING RIGHTS (GEMA FEES)
Authorisation must be obtained from GEMA for the public broadcasting of copyrighted music from discs or other sound systems and also for any music included in recordings of radio and TV programmes. Registration must be made using the form in the Exhibitors' Service Folder.
15. SALES AND ACCEPTANCE OF ORDERS
Orders involving the obligation to supply goods or services may be taken at the Fair and are not subject to any additional charges.
16. FEDERAL DATA PROTECTION ACT (BDSG)
The personal data of our business partners will be stored and processed in accordance with Section 28/29 of the BDSG under the terms of the contractual arrangement.
17. GENERAL TERMS OF BUSINESS
The enclosed "General Terms and Conditions" are part of these conditions of participation for the "iaf 2013 Münster".