Terms of participation
1 . PARTICIPANT APPLICATION
1.1 PIF accepts participant applications (signed original A1 form) provided that the registration fee and the exhibition space lease deposit (as referred below) are paid .
1.2. Companies applying for participation are obliged, according to "Regulation for participants of fair", to pay registration fee and co-exhibitor application fee (as referred below).
2. REGISTRATION FEE
2.1 The registration fee includes:
- Handling costs connected with exhibitor's registration and exhibition space lease order with packet of all additional services
- Exhibitor's catalogue entry (company name, address and phone/fax data) on "Alphabetical exhibitors' list" - in paper catalogue and/or in internet version
- Exhibitor's entry on "Exhibitors' list as per Thematic Scope" (up to 5 product groups) - in paper catalogue and/or in internet version
- A copy of catalogue;
- Participation's cost of exhibitor's representative in the branch evening and other fair events
2.2 The registration fee is PLN 600 net*.
2.3 The registration fee should be paid on the basis of invoice made by PIF after registration of the exhibitor
In case of applying 30 days before construction beginning, the exhibitor is obliged to do registration fee payment within 14 days from the issuance date or within 5 days from the date of receiving the invoice.
In case of applying later than 30 days before construction beginning, the exhibitor is obliged to do registration fee payment within 7 days from the issuance date or within 3 days from the date of receiving the invoice, but not later than on the last workday preceding the construction beginning.
2.4 The registration fee for foreign exhibitors will be invoiced at the average EUR exchange rate announced by the National Bank of Poland on the last workday preceding the invoice issuance date.
2.5 The registration fee shall not be reimbursed if the offer of participation would be cancelled or if participation agreement is rescinded.
3. EXHIBITION SPACE LEASE, TERMS OF PAYMENT
3.1 Exhibition space prices related to the fair participation include the following:
- Space rent for the trade fair period, construction and dismantling period as well;
- In case of built-up space, additionally standard stand construction and equipment as per PIF's design.
3.2 In the calculation of price for exhibition space lease, the size of space is rounded up to a full square meter (mathematical principles).
3.3 The minimum stand area is 6 m2.
3.4 EXHIBITION SPACE LEASE DEPOSIT
3.4.1 In respect of exhibition space lease, it is required for participant to pay deposit, which is the condition for accepting the application by PIF:
3.4.2. Deposit rate:
the deposit by 30.06.2010
the deposit between 30.06.2010 - 10.12.2010
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3.5 In respect of deposit payment, invoice will not be made. Deposit will be credited to the space lease payment on the day a contract will be concluded (Confirmation of Participation). The made payment will be invoiced within 7 days from the date of contract conclusion (i.e. Confirmation issuance date).
3.6 In case of receiving payment (for exhibition space lease) that is lower than 100% of gross space value, remaining payment will be invoiced by PIF (so called final invoice) not earlier than 30 days before facilitating the space (before the beginning of stand construction period). The amount due as per a final invoice should be paid within 14 days from the invoice issuance date or within 5 days from the date of receiving the invoice. Please settle payments free of bank costs.
3.7 All settlements of accounts with foreign fair participants in respect of space lease are carried out at the average EUR exchange rate announced by the National Bank of Poland on the last workday preceding the application deadline.
4. CO-EXHIBITOR'S APPLICATION FEE
4.1 Exhibitor indicates co-exhibitors application on the A2 form. PIF shall charge exhibitor a co-exhibitor application fee for each applied co-exhibitor .
4.2 The co-exhibitor application fee include handling costs connected with co-exhibitor's registration and packet of additional services:
- Exhibitor's cards allowing entry on fairgrounds (within entry card allocation acc. To "Specific Provisions")
- Co-exhibitor's catalogue entry (company name, address and phone/fax data) on "Alphabetical exhibitors' list" - in paper catalogue and/or in internet version;
- Co-exhibitor's entry on "Exhibitors' list as per Thematic Scope" (up to 5 product groups) - in paper catalogue and/or in internet version;
- A copy of catalogue;
- Participation's cost of exhibitor's representative in the branch evening and other fair events
- 10 invitations for fair guests
4.3 Co-exhibitor application fee is 300 PLN net**.
4.4 PIF shall issue an invoice for the co-exhibitor application fee within 7 days from the fair conclusion date. The fee should be paid within 14 days from invoice issuance date or within 5 days from the invoice receiving day.
4.5 The co-exhibitor application fee paid by foreign exhibitors will be invoiced at the average EUR exchange rate announced by the National Bank of Poland on the last workday preceding the first day of fair.
5. TERMS OF PAYMENT FOR THE REMAINING SERVICES
5.1. Terms of payment for the construction and equipment of the stand are regulated in a separate agreement
5.2. All settlements of accounts with foreign fair participants for the additional services (catalogue advertisement, advertising structure, invitations, additional entry cards, electrical and water supply installation, furniture and other equipment rent, personnel hire, stand cleaning, etc.) are invoiced within 7 days from the fair conclusion date. Settlements of accounts with foreign fair participants carried out by PIF at the average EUR exchange rate announced by the National Bank of Poland on the last working day preceding the first day of fair.
6. ELECTRICITY CHARGE
6.1 PIF shall charge customers a fee for electricity consumption during the fair. Its rates are dependant on the power supplied and are as follows:
|
Electrical power |
Net price for the energy use (PLN) |
|
3 kW (1x16A) |
46,00 |
|
9 kW (3x16A) |
137,00 |
|
14 kW (3x25A) |
214,00 |
|
18 kW (3x32A) |
275,00 |
|
36 kW (3x63A) |
550,00 |
|
2,3 kW (1x10A) 24 h |
27,00 |
|
9 kW (3x16A) 24 h |
105,00 |
6.2 An invoice for electricity consumption shall be issued within 7 days from the fair conclusion date. By invoicing VAT will be added.
6.3 Settlements of accounts with foreign fair participants carried out by PIF at the average EUR exchange rate announced by the National Bank of Poland on the last working day preceding the first day of fair.
7. FEE FOR WASTE REMOVAL
7.1 PIF shall charge stand constructors an obligatory fee for waste disposal. The rates are dependant on the size of the allocated exhibition space area and are as follows:
|
Space area (rented area) |
Net price for waste removal (PLN) |
|
up to 30 m2 |
51,00 |
|
from 31 m2 to 70 m2 |
152,00 |
|
from 71 m2 to 120 m2 |
304,00 |
|
over 120 m2 |
610,00 |
7.2 An invoice for waste disposal shall be issued within 7 days from the fair conclusion date.
Settlements of accounts with foreign fair participants carried out by PIF at the average EUR exchange rate announced by the National Bank of Poland on the last working day preceding the first day of fair.
8. CHARGES AND BANK CHARGES
All charges for participation in the trade fairs and exhibition services should be paid by payers as free of bank charges
9. VAT FOR FOREIGN CONTRACTORS AFTER 1.01.2011
9.1 Invoice with VAT included
- for service of entry and car entry (tickets, invitations, entry cards, car entry cards, parking fees etc.),
- for fair services paid for exhibitor/co-exhibitor with the company headquarters in Poland.
9.2. Invoice with VAT excluded for fair services for purchasers:
- EU VAT ID holders with company headquarters in EU,
- whose business activity address is located outside EU.
In condition that the service is not provided for exhibitor/co-exhibitor that has company headquarters in Poland.
9.3. The condition to issue the invoice with VAT exluded for the foreign contractors is to hold EU VAT ID and write it down on forms applied to PIF.
* prices net do not include VAT
** net price of the product is the ordered space x unit price; prices net do not include VAT
*„Regulations for trade fair participants" are available on the website. On exhibitors' request Regulations will be send by post.
