In these General Terms and Conditions, the terms used have the following meanings, unless otherwise agreed upon in writing.
1. General Terms and Conditions: these general terms and conditions, which are an integral part of and applicable to all participation agreements between Rotterdam Boatshow B.V. and exhibitor concerning the booth space(s) and any additional products and services ofRotterdam Boatshow B.V. Deviation from the general terms and conditions is only possible if explicitly confirmed in writing by Rotterdam Boatshow B.V. The applicability of any general terms and conditions used by the exhibitor is expressly excluded.
2. The private limited company Rotterdam Boatshow B.V. as the (co-)organizer of an exhibition, as well as any (legal) person in cooperation with which the exhibition is organized, and their authorized representatives.
3. Exhibitor: the natural person or legal entity that enters into a participation agreement with Rotterdam Boatshow B.V.
4. Co-exhibitor: the natural person or legal entity that does not independently enter into a participation agreement with Rotterdam Boatshow B.V. but who exhibits articles within the booth space of an exhibitor or presents themselves in another way.
5. Accommodation lessor: the natural person or legal entity that rents the space to Rotterdam Boatshow B.V. where the exhibition takes place.
6. Exhibition accommodation: the space where the exhibition takes place, as provided by the accommodation lessor.
7. Quotation: the provisional reservation of a specific booth space, as drawn up in writing by Rotterdam Boatshow B.V. Rotterdam Boatshow B.V. is entitled to withdraw the quotation at any time as long as no participation agreement has been concluded with the exhibitor.
8. Participation Confirmation: the written confirmation drawn up by Rotterdam Boatshow B.V., which Rotterdam Boatshow B.V. sends in response to a binding registration form sent by the exhibitor or to confirm the receipt of the quotation signed by the exhibitor. The participation confirmation contains the essentials (including the size of the booth space, participation costs, location) regarding the provision of the booth space to the exhibitor.
9. Binding registration form: the document with which the exhibitor indicates their desire to participate in the exhibition and declares that they have read and agreed to the applicability of these general terms and conditions. Rotterdam Boatshow B.V. reserves the right to reject registration based on the binding registration form due to overbooking, special reasons such as the fear of disrupting order, or even without stating reasons.
10. Participation Agreement: the agreement between Rotterdam Boatshow B.V. and the exhibitor arising from a) the exhibitor signing the quotation or b) Rotterdam Boatshow B.V. sending a participation confirmation based on the binding registration form sent by the exhibitor to Rotterdam Boatshow B.V.
11. Exhibition: the fair, exhibition, event, or manifestation for which the participation agreement has been concluded.
12. Articles: the items displayed by the exhibitor at the exhibition and/or services provided by them.
13. Booth Space: the exhibition area made available to the exhibitor in square meters, the location, size, and type of which are specified by Rotterdam Boatshow B.V.
14. Participation Costs: all costs payable by the exhibitor to Rotterdam Boatshow B.V. in connection with their exhibition participation, including costs for the booth space and all other expenses.
1. The participation agreement entails that Rotterdam Boatshow B.V., in exchange for the payment of the participation costs, provides a specific booth space to the exhibitor for the duration of the relevant exhibition.
2. These General Terms and Conditions form an integral part of the participation agreement.
3. If the participation agreement is concluded concerning multiple booth spaces, everything stipulated in these General Terms and Conditions applies to each individual booth space.
4. Any wishes indicated by the exhibitor on the binding registration form or on the quotation, self-imposed changes and additions, and other agreements deviating from or supplementing these General Terms and Conditions only form part of the participation agreement if confirmed in writing by Rotterdam Boatshow B.V.
5. The exhibitor is fully responsible and liable for the fulfillment of all obligations arising from the conclusion of the participation agreement.
6. The exhibitor declares that they will accept all consequences of the registration resulting from the signing of the binding registration form or the signing of the quotation, even if the signing is done by an unauthorized person.
7. After signing the binding registration form and before the conclusion of the participation agreement in accordance with Article 1, section 8, in these General Terms and Conditions, the term "participation agreement" shall be read as "binding registration form," and "exhibitor" shall be read as "registrant."
8. If Rotterdam Boatshow B.V. has set a deadline for the exhibitor to submit a document, the date of receipt of the document by Rotterdam Boatshow B.V. determines whether a timely response has been made.
9. After the exhibitor has submitted the signed binding registration form or the signed quotation, the exhibitor can only cancel their registration in one of the cases mentioned in Article 6.
10. The exhibitor cannot claim that their registration was accepted verbally.
11. The exhibitor is not entitled to transfer their registration to a third party.
12. Without prejudice to the provisions of Article 20, section 1, these General Terms and Conditions apply only to the legal relationship between Rotterdam Boatshow B.V. and the exhibitor. Unless otherwise determined, third parties, including co-exhibitors, cannot derive any rights from these General Terms and Conditions.
1. Rotterdam Boatshow B.V. determines the dates on which the exhibition is held, the exhibition accommodation in which it is held, and the times for setup, holding the exhibition, and breakdown.
2. Rotterdam Boatshow B.V. may change the established dates, times, and/or exhibition accommodation for the exhibition, or decide not to proceed with the exhibition.
3. If the established dates, times, and/or exhibition accommodation are changed, the participation agreement remains in full force.
4. In no event can the exhibitor claim any compensation for expenses incurred or damages suffered in connection with a decision as described in section 2 of this article.
1. The exhibitor is entitled to the stand space as determined by Rotterdam Boatshow B.V. during the agreed-upon period. The location, size, and type of stand space assigned by Rotterdam Boatshow B.V. in the participation confirmation are binding.
2. Rotterdam Boatshow B.V. may, at any time before the start of the exhibition, revise the layout of the exhibition, including changing the assigned stand space to the exhibitor or modifying or regrouping groups. In such cases, Rotterdam Boatshow B.V. will make efforts to offer the exhibitor stand space of a comparable size, with the understanding that the resulting new participation costs may deviate by a maximum of 10% from the original participation costs.
3. The costs incurred by the exhibitor in connection with a reallocation as defined in section 2 of this article shall be borne by the exhibitor.
4. Cancellation by the exhibitor as a result of the provisions in this article is only possible in one of the cases mentioned in article 6.
1. Payment of the participation fees and all other payments must be made within fourteen days of the invoice date, without any deduction or compensation, unless a different due date is indicated on the invoice.
2. Rotterdam Boatshow B.V. has the right to invoice as soon as the agreement for participation has been concluded. The final invoice may be preceded by a pre-payment invoice.
3. The exhibitor is responsible for all costs owed to Rotterdam Boatshow B.V. that are in any way related to their participation, regardless of whether these costs are incurred by the exhibitor themselves or by third parties acting on their behalf.
4. Even if a different billing address is provided, the exhibitor remains jointly liable to Rotterdam Boatshow B.V. for the payment of all costs related to their participation.
5. In the event of non-timely payment of any amount owed to Rotterdam Boatshow B.V., statutory interest will be charged from the moment the claim becomes due. The costs of collection shall be borne by the exhibitor, with extrajudicial collection costs set at 15% of the principal amount.
6. Rotterdam Boatshow B.V. is entitled to apply payments made in respect of participation first to outstanding debts from previous participations.
7. If the exhibitor has not paid the participation fees or any other amount owed to Rotterdam Boatshow B.V. (in full) before the commencement of the exhibition setup, Rotterdam Boatshow B.V. is entitled, after written or verbal notice and formal demand, to deny the exhibitor access to the (setup of) the exhibition and/or consider the participation agreement terminated immediately.
In such a case, the exhibitor remains obliged to pay the full participation fees, as well as all other amounts owed to Rotterdam Boatshow B.V., in full, without being entitled to compensation for costs incurred and/or any damages incurred in any way related to the denial of access to the exhibition and/or the termination of the participation agreement.
In addition to the grounds mentioned in clauses 2 to 4 of this article, the exhibitor can only cancel their registration by sending the binding registration form or participation agreement, subject to the following payment arrangement:
1. Cancellation up to 365 days (1 year) before the start of the exhibition: 25% of the participation fee; Cancellation from 365 to 182 days (1 year) before the start of the exhibition: 50% of the participation fee; Cancellation from 182 to 84 days (0.5 years) before the start of the exhibition: 75% of the participation fee; Cancellation from 84 days before the start to the day of the exhibition: 100% of the participation fee.
2. "Start of the exhibition" is defined as the first setup day of the exhibition. Cancellation must be done by registered mail.
3. If the exhibitor, after being rearranged by Rotterdam Boatshow B.V., is not offered comparable booth space (in accordance with the criteria specified in article 4, clause 2), the exhibitor has the right to cancel the participation agreement at no cost. The cancellation must be made by registered mail within 14 working days from the date of the written proposal from Rotterdam Boatshow B.V. containing the alternative booth space(s).
4. In the event that, at any time after the formation of the participation agreement, a request for a moratorium on payments or bankruptcy is filed with respect to the exhibitor, the participation agreement can be dissolved by the mere occurrence of the abovementioned request by Rotterdam Boatshow B.V., and the exhibitor will remain liable for the full participation fee, as well as any other costs incurred in connection with their participation, at their request, through or by Rotterdam Boatshow B.V., without prejudice to Rotterdam Boatshow B.V.'s right to claim costs, damages, and interest.
5. In the event that, at any time after the formation of the participation agreement, Rotterdam Boatshow B.V. has justifiable reasons to fear that the exhibitor's participation in the exhibition may cause harm to Rotterdam Boatshow B.V., the exhibition, or other exhibitors in any way, Rotterdam Boatshow B.V. has the right to terminate the participation agreement by registered mail with immediate effect. The exhibitor will then remain liable for the full participation fee, as well as any other costs incurred in connection with their participation at their request, through or by Rotterdam Boatshow B.V., without prejudice to Rotterdam Boatshow B.V.'s right to claim costs, damages, and interest.
6. For the purpose of determining the deadlines mentioned in this article, the provisions of clause 8 of article 2 apply.
7. Cancellation or termination under this article can never lead to Rotterdam Boatshow B.V. reimbursing any costs incurred or damages suffered by the exhibitor.
1. Rotterdam Boatshow B.V. can, with or without payment by the exhibitor, provide additional products and services for the exhibition.
2. These General Terms and Conditions apply mutatis mutandis to all additional products and services provided by or on behalf of Rotterdam Boatshow B.V., unless otherwise specified. If third parties are involved, the terms and conditions of these third parties, unless otherwise specified, do not apply.
3. If and to the extent applicable, Rotterdam Boatshow B.V. determines how publicity mentions are edited and reserves the right, if necessary, to abbreviate or deviate from the exhibitor's information, even without giving reasons.
4. If the exhibitor mentions products and/or services offered by them in their publicity materials, they may only specify those products and/or services that are part of their product range and that, in the opinion of Rotterdam Boatshow B.V., are relevant to the exhibition program of the respective fair.
5. All data generated through the use of Rotterdam Boatshow B.V.'s services or by third parties selected by them for the benefit of the exhibitor, or data generated by the exhibitor as a result of using these services, may be used by Rotterdam Boatshow B.V. If this data includes personal data within the meaning of data protection laws, the parties mutually indemnify each other against all claims that may be filed against one of the parties for violating legal retention periods for personal data or violating statutory regulations governing the protection of personal data as a result of the use of personal data by the other party. The parties will comply with all applicable laws and regulations regarding the protection and use of this personal data.
1. The exhibitor is obligated to (have) construct and (have) furnish their stand during the indicated days and times, while complying with the instructions given by the accommodation lessor.
2. The exhibitor is provided with stand space without any stand construction, furnishing, furniture, or any other (technical) provisions, unless otherwise specified in the agreement of participation.
3. In setting up the stand space, the exhibitor must adhere to what is stipulated in these General Terms and Conditions, any other (safety) regulations issued by Rotterdam Boatshow B.V., regulations issued by the accommodation lessor, and governmental and fire safety regulations.
4. At the request of Rotterdam Boatshow B.V., all plans, designs, and/or models for stands must be submitted for approval to Rotterdam Boatshow B.V. by the deadline indicated by Rotterdam Boatshow B.V. Only after obtaining the required approval can construction work commence. Rotterdam Boatshow B.V. reserves the right to refuse approval, even without giving reasons.
5. Stand construction must be standardly 250 cm high. Stand construction must be finished on both sides up to full height.
6. Placing a back wall and two side walls is obligatory, unless the exhibitor has been allocated a corner, head, or island stand. Corner, head, and island stands must be furnished as such. For a corner stand, it is obligatory to place a back wall and 1 side wall. For a head stand, it is obligatory to place a back wall. For an island stand, each aisle side may be closed for up to 50%, with a maximum of 3 meters, following the provisions in section 7.
7. Each aisle side of a stand space may be closed for a maximum of 50%, with a maximum of 3 meters.
8. Rotterdam Boatshow B.V. has the right to provide differing regulations regarding stand construction.
9. Rotterdam Boatshow B.V. will indicate the stand space using markings on the floor, while the stand itself can have a designated location, all at a location and in a manner determined by Rotterdam Boatshow B.V. The exhibitor is not allowed to remove, relocate, or alter these markings.
10. If, in the judgment of Rotterdam Boatshow B.V., the layout and/or construction of the stand space is unlikely to be completed before the end of the construction period, Rotterdam Boatshow B.V. can take those measures, at the cost and risk of the exhibitor, which it deems necessary.
1. The exhibitor is obligated to keep the stand space adequately stocked with a sufficient assortment of articles and with an adequate number of personnel during the entire duration and opening hours of the fair.
2. The exhibitor is not authorized to exhibit or promote in the stand space any other articles than those listed in the agreement of participation and/or those belonging to the exhibition program of the fair.
3. The goods of the exhibitor are and remain at his own expense and risk during the entire period of the fair, including the setup and breakdown period. Rotterdam Boatshow B.V. disclaims any liability for damages, loss, or theft of the exhibitor's goods.
4. Rotterdam Boatshow B.V. refrains from any involvement in disputes, including disputes over intellectual property rights, between exhibitors.
5. Without prejudice to the provisions in section 4, with a view to the success of the fair, the exhibitor is not entitled to exhibit articles or use a specific name or brand designation if this infringes on the rights of third parties.
6. If Rotterdam Boatshow B.V. requests it, the exhibitor must demonstrate that he is authorized to exhibit the relevant articles or use the relevant name or brand designation. If it appears that the exhibitor is acting in violation of the preceding section or if the exhibitor cannot comply with Rotterdam Boatshow B.V.'s request, Rotterdam Boatshow B.V. is authorized to (have) the relevant articles removed at the expense and risk of the exhibitor and take all other measures that it deems necessary. In that case, the exhibitor cannot make any claims against Rotterdam Boatshow B.V. for compensation of costs incurred or damages suffered.
7. Other exhibitors cannot derive any rights from sections 4, 5, and 6 against Rotterdam Boatshow B.V.
1. The exhibitor is not entitled to:
a) entirely or partially assign the stand space for use by third parties or use the space for a purpose other than described in the agreement of participation.
b) use the stand space in a manner that may cause damage and/or inconvenience to other exhibitors or visitors in the form of noise, obstructing access or passages, hindering light or visibility, or causing any other form of disturbance, all at the discretion of Rotterdam Boatshow B.V.
c) use open, flowing, spraying, and/or atomized water in or near the stand space to demonstrate their articles, unless explicitly granted written permission by Rotterdam Boatshow B.V. and the accommodation lessor. The exhibitor must strictly comply with all related instructions.
d) use or store in or near their stand space devices, appliances, heaters, fireplaces, and the like with an open flame unless explicitly allowed or provided by Rotterdam Boatshow B.V.
e) use hazardous substances and/or goods, including flammable materials, gases, chemical pesticides, or radioactive materials in or near their stand space.
f) place or affix outside, above, or on the rear of the stand space goods, furniture, signs, or promotional materials in the broadest sense.
g) distribute or offer flyers or other promotional materials outside the stand space.
h) make photographic, film, or video recordings of objects other than their own stand space, a right exclusively reserved to Rotterdam Boatshow B.V.
i) charge entrance fees or any other type of fee to visitors for visiting the stand space or attending demonstrations, presentations, and the like inside it.
j) engage in activities in or around their stand that, in the judgment of Rotterdam Boatshow B.V., may be harmful to the fair in general, such as activities that may be offensive to certain (groups of) people, activities that contravene the law, public order, and good morals, and activities that may otherwise harm the fair's image.
k) sell any article to a visitor during the fair, with the simultaneous or nearly simultaneous delivery of the sold item, unless direct sales are customary due to the nature of the fair.
l) conduct a survey among the fair's visitors unless this is explicitly allowed in writing by Rotterdam Boatshow B.V.
m) The exhibitor is responsible for monitoring their stand space and the goods therein unless binding regulations have been issued by the accommodation lessor in this regard.
1. Unless agreed otherwise in writing, catering during the fair is exclusively reserved for the accommodation lessor or a third party engaged by the accommodation lessor.
2. The exhibitor is not permitted to sell or provide free consumables and/or substances, unless the accommodation lessor or a third party engaged by the accommodation lessor has granted prior written exemption under terms to be further agreed. An exception to the above is that the exhibitor is allowed to provide small refreshments to visitors of the stand space.
The exhibitor is obliged to independently apply for all permits and exemptions that may be required for their participation in the fair.
1. During the duration of a fair, Rotterdam Boatshow B.V. can provide space for the storage of empty packaging.
2. Rotterdam Boatshow B.V. provides packaging labels free of charge. Empty packaging stored in spaces designated by Rotterdam Boatshow B.V. must be labeled with the provided packaging labels.
1. The exhibitor is not allowed to load or unload goods during the opening hours of the fair.
2. The exhibitor is responsible for the transportation, arrival, and receipt of their goods brought in for their participation. Rotterdam Boatshow B.V. does not receive goods from the exhibitor, nor is it in any way liable for this.
The exhibitor is responsible for cleaning their stand space during the fair. Rotterdam Boatshow B.V. is responsible for cleaning other areas, such as the aisles.
1. The exhibitor must ensure the removal of all their waste according to the regulations provided by the accommodation lessor.
2. Rotterdam Boatshow B.V. is authorized to charge the exhibitor for the costs of removing and disposing of any waste left behind by the exhibitor.
1. The exhibitor is obliged to dismantle their stand construction within the specified time frames, vacate the stand space, and leave it empty and clean, in compliance with the instructions given by the accommodation lessor.
2. The exhibitor must return the stand space to its original condition. Any damage to Rotterdam Boatshow B.V.'s and/or the accommodation lessor's goods will be at the expense of the exhibitor.
3. Any items left behind, including waste, will be removed at the expense and risk of the exhibitor.
4. The provisions of this article regarding the dismantling of stand construction do not apply if the stand construction is included in a stand construction package purchased by the exhibitor.
1. Rotterdam Boatshow B.V. holds the intellectual property rights related to the fair, including but not limited to the (brand) name, logo(s), and the fair image.
2. Rotterdam Boatshow B.V. can grant the exhibitor the right to use the (brand) name, logo(s), and/or the fair image for promotional purposes. In that case, the exhibitor will use these trademarks and/or images only in the manner provided by Rotterdam Boatshow B.V. Therefore, the exhibitor is not allowed to use the trademarks and/or images for purposes other than promoting the fair, or to alter them in any way.
3. In case of a violation of what is stated in clause 2, the exhibitor is obliged to cease using the relevant trademark or image upon the first request of Rotterdam Boatshow B.V.
1. Rotterdam Boatshow B.V. is entitled to provide additional (safety) regulations within the framework of a well-functioning fair.
2. The exhibitor is obligated to strictly adhere to and comply with the regulations mentioned in clause 1 and any other regulations issued by the accommodation lessor and governmental regulations (including fire safety regulations).
3. In case of a conflict between these General Terms and Conditions and any other regulation provided by Rotterdam Boatshow B.V., the accommodation lessor, or governmental authorities, the exhibitor should contact Rotterdam Boatshow B.V. Rotterdam Boatshow B.V. will then determine which regulation prevails in the specific situation.
1. The provisions of these General Terms and Conditions apply mutatis mutandis to any third parties engaged by the exhibitor in connection with their fair participation, such as stand builders and suppliers, as well as any co-exhibitors of the exhibitor.
2. The exhibitor is responsible for Rotterdam Boatshow B.V. and the accommodation lessor for, and remains at all times jointly and severally liable for the compliance with the provisions of these General Terms and Conditions and all other regulations as referred to in Article 19.
3. If the exhibitor fails, is late, or does not properly fulfill any provision of these General Terms and Conditions or any other specified regulation as referred to in Article 19, Rotterdam Boatshow B.V. is entitled to take any measures it deems necessary, including but not limited to:
a) Denying access to the (construction of the) fair;
b) Closing the exhibitor's stand space and/or removing and storing, disposing of, or destroying certain goods from the exhibitor's stand at the expense and risk of the exhibitor;
c) Prohibiting the exhibitor from participating in future fairs; all without prejudice to the obligation of the exhibitor to pay the full participation costs and all other outstanding expenses.
4. The exhibitor is liable for all direct and indirect damage that Rotterdam Boatshow B.V. incurs as a result of a failure attributable to the exhibitor, including the non-compliance, improper compliance, or late compliance with any provision of these General Terms and Conditions and/or other regulations as referred to in Article 19. The exhibitor indemnifies Rotterdam Boatshow B.V. with regard to third-party claims, including those of the accommodation lessor.
5. The exhibitor must adequately insure themselves concerning their participation in the fair.
6. Rotterdam Boatshow B.V. is not liable for any damage, whether direct or indirect, incurred by the exhibitor, their personnel, or visitors – including consequential damage, business damage, and damage due to theft, vandalism, or any other cause – unless Rotterdam Boatshow B.V. can be accused of intent or gross negligence.
7. Rotterdam Boatshow B.V. is not liable for any damage, whether direct or indirect, incurred by the exhibitor, their personnel, or visitors, due to non-compliance, untimely compliance, or incorrect compliance with the regulations of these General Terms and Conditions and the regulations as referred to in Article 19.
8. Rotterdam Boatshow B.V. is not liable for any (in-)direct damage incurred by the exhibitor due to the non-compliance with any obligation arising from an agreement concluded between the exhibitor and a third party (including the accommodation provider) for the provision of services related to the exhibitor's fair participation.
9. In the event of Rotterdam Boatshow B.V.'s liability, Rotterdam Boatshow B.V.'s liability will never exceed the maximum amount to be paid out by its insurer in that case.
1. Rotterdam Boatshow B.V. reserves the right to amend these General Terms and Conditions during the term of the agreement of participation. The exhibitor will be notified of such a change in writing.
2. In cases not provided for by these General Terms and Conditions, Rotterdam Boatshow B.V. will decide.
3. All disputes arising between Rotterdam Boatshow B.V. and an exhibitor in connection with the agreement of participation, these General Terms and Conditions, or any further agreement resulting from this between the parties, will be settled under Dutch law by the competent court in Utrecht.
4. The Dutch text of the agreement of participation, these General Terms and Conditions, or any further agreement resulting from this between the parties, is determinative.
The Recommendation Committee cannot be held liable in any way!
Where Rotterdam Boatshow B.V. receives advice from a recommendation committee regarding the organization of a fair and/or event, the members of that committee provide advice completely selflessly, whether requested or not. The organization Rotterdam Boatshow B.V. may set aside this advice without further explanation. The members of the recommendation committee are not authorized to represent Rotterdam Boatshow B.V. The members of the recommendation committee are not in any way liable for any actions or omissions of Rotterdam Boatshow B.V. and have no contractual relationship with the counterparty in connection with the organization of the trade fair and/or event. Rotterdam Boatshow B.V. indemnifies the members of the recommendation committee against all third-party claims.