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General terms and conditions for exhibiting

  1. The signed Exhibition Application together with the General Terms and Conditions forms the Contract concluded between the applicant (hereinafter: Exhibitor) and the Novi Sad Fair (hereinafter: the Fair).
  2. In case the domestic companies dealing with import and representation of foreign companies exhibit the commodities of a foreign company which have not been tariffed through the customs in Serbia are obliged to order exhibition services with an application for foreign exhibitors.
  3. The Fair reserves the right to accept or reject the application.
    - The submitted application is irrevocable and obligatory for the Exhibitor unless cancelled in writing (officially submitted in a written form) 35 days before the opening of the fair event.
    - In case the Exhibitor cancels the participation within the period of 50 to 35 days before the opening of the event, the Exhibitor is obliged to pay 10% of the stated amount on the pro-forma invoice which will cover the real damages to the Fair (project design, location, PTT expenses, etc.) due to the cancellation.
    - In case the Exhibitors cancels the participation within the period of less than 35 days before the opening of the event, the Exhibitor is obliged to pay the whole amount stated on the last pro-forma invoice, and the Fair reserves the right to offer the same site to another exhibitor, or to arrange the area the Exhibitor does not use according to the concept of the event and charge it from the Exhibitor.
    The Fair reserves the right to:
    a) determine the space and the size of the exhibition area for the Exhibitor
    b) change the already dedicated location of the exhibition area
    c) cancel the accepted application 15 days before the opening of the event.
  4. The smallest size of exhibition area that can be rented is 20 m2 of indoor and 40 m2 of outdoor exhibition area. The Fair reserves the right to enlarge or reduce the area for the Exhibitor depending on the possible location determination of up to 20% regarding the applied area.
    Without the Fair’s consent, the Exhibitor cannot transfer the right to the exhibition area to another user.
    All complaints about the exhibition area can be filed only during the event.
  5. The obligatory registration of the Exhibitor:
    - All exhibitors, regardless of the term of registration, are obliged to pay for the registration into the Catalogue.
    - The obligatory registration: complete data about the Exhibitor and the products according to commodity groups presented at the Fair
    - Additional listing: according to the stated representation, member or the name of the producer, together with the country of origin of the exhibit
    - the Exhibitor is obliged to state all the companies and members whose products are exhibited by this Exhibitor.
    - For the amount covering the registration has the right to:
    a) one copy of the Catalogue
    b) listing in the Fair Newsletter
  6. Free tickets of the event are given to the Exhibitor as follows:
    - if the Exhibitor uses an indoor area or office premises of 25 m2 – three tickets, and for any additional 25 m2 – additional two tickets.
    - the organizers of collective exhibitions shall get a permanent ticket per each registered company listed in the Catalogue. Permanent tickets that the Exhibitor might need extra, can be bought at the Exhibitors’ Service.
  7. All telephone conversations are charged according to PTT charges, with additional 15% for handling expenses.
  8. The Exhibitor is obliged to insure the displayed material with an insurance company. The Fair bears no responsibility for any losses or damages of the Exhibitor’s property at the Fair.
  9. The Exhibitor may demonstrate the operation of their equipment, as long as it does not disturb other exhibitors or visitors.
    During the demonstration regular security measures must be established, and for any mishaps, the Exhibitor takes full responsibility.
    The audibility of the audio equipment in use at the Exhibitor’s stand can be tolerated only within the scope of the stand.
  10. Delivering the goods to the Fair site can start five (5) days prior to the opening of the event, and 48 hours prior to the opening of the event at the latest. If the Exhibitor fails to do so, the Fair does not take any responsibility for delays in arranging the site of the Exhibitor.
    In case the Exhibitor does not deliver the goods by their own transportation, transport into and from the gates of the Fair to the exhibition area may be given only to forwarding companies registered for work at the fair. In case the Exhibitor deliver their own goods themselves is obliged to inform the Fair about who is in charge of the forwarding.
    The exhibits cannot be taken out or changed before the closing of the event.
    Packaging and removal can start on the following day after the closing of the event.
    The Exhibitor can remove the goods only based on the receipt that all the expenses towards the Fair have been paid.v The Exhibitor in obliged to transport their property from the Fair within two (2) days after the closing of the event. After this period the Fair has the right to order a forwarder to place the goods into its warehouse at the risk and expenses of the Exhibitor.
  11. During the preparation and the event itself the Exhibitor is obliged to be present during the opening and closing hours of the hall. The Fair does not take the responsibility for any disappearance of or damage to exhibits.
  12. The Fair shall inform the Exhibitor on the location of the exhibition area and shall give the floor-plan of the area.
    In order to receive accurate information on the site and the dimensions of the allotted area, the Exhibitor is obliged to register his arrival at the Fair with the hall inspector. If the Exhibitor takes someone else’s location, he will have to cover the expenses of the transfer to his exhibition area.
    In order to start with the decoration, if the Exhibitor decorates his own site, he shall do so when "Sajam-Servis" DOO declares the decoration acceptable. “Sajam-Servis” charges for this service in accordance with its pricelist per m2.
    Works on the decoration within the indoor exhibition area can start five (5), and in the outdoor exhibition area 10 days prior to the opening of the event, and along with the consent of the Fair that such works can commence earlier.
    Ground works in the outdoor exhibition area must be completed 10 days at the latest, prior to the opening of the event.
    The Exhibitor is obliged to completely finish the decoration of the exhibition area 24 hours prior to the opening of the event and to remove any packaging and other non-exhibited material.
  13. In case the Exhibitor performs plumbing works within the Fair site, the Exhibitor is obliged to require from "Sajam-Servis" DOO to check the installations and the connection to the water-mains.
  14. All the power connections can be done only by "Sajam-Servis", DOO.
    If the Exhibitor arranges the power installation himself or through his subcontractor, the Exhibitor is obliged to hand over the installation scheme to "Sajam-Servis" DOO for acknowledgement.
  15. The Exhibitor shall cover all the damages to the Fair by the Exhibitor’s employees or any third party contracted by the Exhibitor to do the work for him in the exhibition area. The amount that covers the damages shall be determined by the Committee constituted by the Fair.
  16. In case the Exhibitor wants to use the parking lot within the Fair site, the Exhibitor is obliged to pay according to the current pricelist.