1 General. 2 Furnishings / facilities

Transcription

1 General Terms for the Assignment of Spaces, Setting up of and Technical Connections on Exhibition Stands Applicable to: Event coordinators of trade fairs and similar events and their exhibitors 1 General Leasing Terms The aggregate of material (lease object, connections for lights, electricity and water) are leased against a consideration for the agreed purpose and the duration of the trade fair/event. The exhibitor is responsible for the impeccable return of the material. The exhibitors are responsible for the replacement of any missing or damaged material. The correspondent costs of the replacement value are to be borne by them. The exhibitor has to return the rented material (including system stands) immediately after the end of the trade fair/event. In case the exhibitor s construction material has not been removed from the exhibition space by then, the removal will be carried out by the authorized partner of MESSE DRESDEN at the cost of the exhibitor. The additional expenses of a necessary disposal are to be borne by the exhibitor. Complaints Complaints will only be accepted if they are submitted in written form and immediately, or during the installation works, or the handing-over of the exhibition stand or the respective material, at the latest. Deductions from the relevant invoice amount may not be accepted. Validity of the Contract The order is only valid if it has been received before the due date and in a legally binding form. The leasing contract shall terminate upon the end of the event. The MESSE DRESDEN is not liable for any losses suffered after the termination of the contract. Place of fulfillment The place of fulfillment is the event location as specified in the contract. The place of jurisdiction shall be Dresden for both parties. Rescission / cancellation In the event of rescissions or cancellations, the following amounts of the total contract sum will be charged from the event coordinator: - cancellation later than two weeks prior to the first day of setting-up: 25 % - cancellation one week prior to the first day of setting-up: 50 % - cancellation one day prior to the first day of setting-up: 100 %. Additional requests If any additional requests are made later than two weeks prior to the beginning of the event, their fulfillment cannot be guaranteed. If an order is placed later than 14 days before the beginning of the setting-up works, a surcharge of 10 % on the regular prices will be charged. Starting from the first day of setting-up the surcharge will amount to 25 % on the regular prices. Any orders submitted after the first day of the event will only be accepted with reservations and shall be subject to a surcharge as well. Usage of connections The owner of the exhibition stand can only use water and electricity connections for his own commercial needs. Any supply to other exhibitors constitutes an infringement of the contract and results in the immediate stoppage of water and electricity supply. 2 Furnishings / facilities Liability / insurance Beginning with the handover of the exhibition stand, the event coordinator is liable for the aggregate of material on the exhibition stand ceded for his use. As the material is not insured, it is recommendable to conclude a trade fair and exhibition risks insurance for the duration of the event. Payment terms If the order has been placed, 100 % of the contract sum must be paid one day prior to the first settingup day, at the latest. In the event that the amount has not been settled, the exhibition stand may not be handed over or water or electricity supply may not be provided. In any case, the whole contract sum will be charged. 1

2 Nailing / screwing Nails and screws cannot be used to attach objects to the ceiling or the walls. In order to attach objects, it is recommendable to use suspension and cord hooks. TESA powerstrips may also be used. Any potential residues resulting from non-suitable adhesive tapes shall be removed at the costs of the exhibitor/event coordinator. Costs for any damage to the surfaces due to the use of improper materials shall be borne by the person who has caused such damage. Gluing / covering Ceiling and wall elements may only be covered with objects if the MESSE DRESDEN gives its consent. The materials used must comply with the fire protection requirements applicable for places for public assembly and facilitate a proper sprinkling. Floor If the exhibitor does not install an own exhibition stand the entire booth space has to be equipped with rear and side panels and carpeted. Fixing and Carpeting Only adhesive tape of the type D-Track Gewebeverlegeband Extra with the article number can be used to glue carpeting directly to the floor. If gluing becomes necessary for fixing the carpeting, additional wood and flake boards have to be laid out on the floor (gluing is to be carried out on the plates). The details of carpet covering have to be agreed on with MESSE DRESDEN. Completely carpeted booth spaces are the minimum requirement for stand construction. All carpeting has to comply with the DIN 4102 regulation (low flammability, B1). 3. Stand construction Any additions and changes to the existing facilities, constructions and furniture have to be approved by MESSE DRESDEN. Construction height The maximum construction height for exhibition stands varies depending on the venue, exhibition hall and booth space. The reference height amounts to 2.50m. Details about maximum construction heights in different areas can be checked on the exhibition overview. If the construction height exceeds 4.00m a separate stand construction permit has to be requested from MESSE DRESDEN. Stand walls facing neighbouring booths have to be designed neutrally and clean if exceeding 2.50m. Construction of multi-level stands is possible depending on the exhibition spot but also requires approval by MESSE DRESDEN. Change of exhibition stands The size of the exhibition booth can under no circumstances exceed the dimensions fixed in the contract. The exhibitors themselves have to confirm the position and size of their stands considering possible suspension and the building size prior to the construction. Design The exhibitors are responsible for the design of their booths. All visible surfaces have to be part of the design. Stand walls or similar elements preventing passage have to be placed on sides with neighbouring stands as well as on sides with neighbouring empty exhibition booths. These elements have to be at least 2.50m in height. Visible backsides of the stands have to be designed singlecoloured, neutral and clean above 2.50m height. Display and folding stands as well as walls of a tent etc. are not considered stand participation walls. Cleaning and Restoring of exhibition booths The exhibition booth has to be left by the exhibitor in original and clean condition after the end of the dismantling. All required restoration work which includes residue-free removal of adhesive tape and paint removal has to be finished by then. If this is not the case after a reminder by MESSE DRESDEN, restoration work and cleaning will be carried out by MESSE DRESDEN at the expense of the exhibitor. The exhibitor s legal liability for accidents and consequential damage ends only after the orderly cleaning and restoration. Technical connections Technical connections can only be provided via floor tanks. The booths can be connected to any part of the exhibition space with wiring on the floor. Installation underneath the floor is not possible. Apart from the above-mentioned guidelines for stand construction the technical guidelines of the venue which can be downloaded from are to be taken into careful consideration. Permit for stand construction The stand construction can only be carried out implementing the approved construction plan. All additions and changes have to be approved by the MESSE DRESDEN. MESSE DRESDEN needs to be informed about additional requests which are not specified in the original construction plan. Stand structures that have not been approved or fail to comply with these technical guidelines will be altered or removed from the premises. In the event that alterations or removal have not been concluded by the appointed time, MESSE DRESDEN is entitled to make the required alterations at the exhibitors expense. 2

3 Disposal and storage The storage of empty packaging within or outside of the exhibition booth is prohibited. Packaging material shall be removed immediately. In case storage of packaging material becomes necessary our service partner will gladly provide storage space. 4. Safety regulations The safety of all stand constructions and exhibits is the responsibility of the exhibitor. The exhibitor is required to verify the safety regulations if asked to do so. All constructions are subject to regional regulations on the construction and operation of facilities for more than 200 persons (Versammlungsstättenverordnung). Emergency exits, entrances, fire alarm boxes, hydrants, smoke dampers, electrical outlets, control panels and switchboards have to be accessible at all times and cannot be blocked or obstructed by other constructions. Security of ladders stairs and runways Publicly accessible areas that are adjacent to areas more than 0.20 m below them must be surrounded by railings. The surrounding rail has to be at least 100 cm in height. A verifiable structural certification must be submitted for any platform. In accordance with the DIN 1055 page 3, table 1 at least 2,0kN/m² of load have to be applicable to platforms. Accessible single-level platforms cannot be more than 0.20 m above floor level. Ladders, stairs and landings must comply with current German accident prevention regulations. Glass components Only suitable glass or acrylic glass can be used for the booth construction. For glass constructions only security glass can be used. Glass edges have to be protected in a way that prevents injuries. Structural elements fabricated entirely from glass shall be marked at eye level. Use of gas Compressed gas cylinders are generally subject to approval. In accordance with the general accident prevention regulations compressed gas cylinders have to be protected from shock, heat and access by unauthorized personal at all times. The use of inflammable or explosive gas or other materials is strictly prohibited. Especially the use and storage of compressed gas cylinders filled with propane or butane is not permitted. Fire protection requirements Materials used for the stand construction or as a decoration have to be non-inflammable or flame resistant in accordance with the DIN 4102 regulation. Materials that drip inflamed or inflammable substances or emit toxic gas are not to be used. Inflammable materials can be used in areas where sufficient fire protection has been installed. In order to ensure that sprinkler protection is not impaired, stands in halls with sprinklers must always be open at the top. Exceptions to this rule have to be approved by MESSE DRESDEN. Pyrotechnics Explosive materials cannot be part of any exhibition. The use of pyrotechnics is generally forbidden. Fog machines The use of fog machines is subject to approval. The fire alarm system (BMA) has to be turned off if a fog machine is used. Hence the exhibitor has to inform the local fire department (additional cost). Fire extinguishers Any stand bigger than 30qm has to be equipped with a fire extinguisher of at least 10 extinguishing units (LE). The fire extinguisher has to be operative at all times during the construction as well as during the trade fair/event and the dismantling. The location of the fire extinguisher has to be indicated inside of the booth in compliance with the accident prevention regulation BGV A8 (VBG 125). A minimum of 2 fire extinguishers is required for stands of more than 100qm. Use of fire The use of fire and light for cooking, heating or other operational purposes as well as the use of immersion heaters and the connection of heating and cooking devices without thermal circuit breakers ( Trockengehschutz switch-off function triggered by inadequate water level) is prohibited. The use of flying objects is subject to approval. The distribution and use balloons or flying objects filled with a inflammable gas is prohibited. 3

4 5 Electricity supply / Sounding Commissioning The electricity supply of the exhibition stands will not be disconnected at night. Upon leaving the stands, the electricity supply can be switched-off by the stand s personnel by using the relevant facilities. A separate emergency lighting will be running over night. Connections for power supply will be provided in a plug-in condition and need to be operated via earth leakage circuit breakers. Power current connections above 10 kw whose consumption is recorded by the Event Coordinator, must be equipped with a relevant meter. If no own meter is available, the MESSE DRESDEN will upon request lease such meters against a fee. Electrical connection Upon completion the connection for power supply will be switched on. MESSE DRESDEN does not assume any liability for damage caused by switching off safety-related facilities or non-authorized interventions by third parties (as for example, with regards to devices running overnight). Electrical power supply from the ceiling is available upon request. Drawings and plans For order fulfillment clear and comprehensive requirements need to be given. Please submit clear construction plans with your order and enclose all relevant drawings and plans. Precise information and company designations are prerequisites for an appropriate execution of orders. Stand construction plans and locations of water, electric and communication connections as well as suspension points have to be submitted until the due date since otherwise there can be no guarantee for an execution of the contract. References made to previous trade fairs cannot be taken into account. Any necessary changes after the installation s completion shall be invoiced according to the expenditure of time. Exhibitor-owned installations Any facilities which are installed by exhibitors themselves, must comply with VDE regulation 0100 and all other relevant provisions. Prior to the commissioning such facilities must be inspected in accordance with DIN VDE, and results must be documented. If the aforementioned conditions are not fulfilled, electrical power supply may be suppressed until the situation is remedied. Neither the MESSE DRESDEN nor the electrician is liable for any voltage fluctuations or losses of voltage. Safety regulations for electricity All electrical systems have to be installed and operated in compliance with the latest safety regulations of the VDE German Electrical Engineering Association, in particular VDE 0100, 0128 and IEC standard For Fluorescent tubes compensation (single factor correction or double switch) is mandatory. The percentages of high-frequency or low-frequency interference transmitted to the network shall not exceed those stated under VDE 0160 and VDE 0838 (EN ). Electrically conductive components shall be included in measures intended to prevent hazards due to indirect contact (stand grounding). Necessary stand grounding is to be implemented by the exhibitor. Use of wiring other than insulated copper wiring of types NYM, H05VV-F and H05RR-F with a minimum cross-sectional area of 1.5 mm² is prohibited. This excludes movable electrical appliances with a wire length of less than 1.5m. Employment of bare electrical wiring or terminals on low-voltage systems is prohibited. Cable systems also have to be completely isolated. Secondary lines shall be protected against short circuiting and overloading. Transformers and converters have to be secured with a primary and a secondary fuse. Electronic protection systems do not qualify as automatic cut-out devices as defined in the VDE regulations. Measures should be undertaken to prevent lamps from falling down. Use of halogen lights without protection screen is not allowed. Conductor rails have to have protective caps. Sufficiently large distances, suited to the quantities of heat generated from any combustible materials shall be maintained at all times. For voltages of more than 25V AC or 60 V DC employment of bare electrical wiring or terminals is not eligible (protection against direct contact has to be applied). Adaption or extension carried out on the exhibitor s own account is strictly prohibited. Please be aware that MESSE DRESDEN is only in charge of the installation of electronic systems but not for their check and control. Sounding If performances are put on at the exhibition stand, adjacent exhibitions stands must not be disturbed in an unacceptable way, and announcements of the halls call and alarm systems must not be interfered with. Any possibly due fees or charges (e.g. GEMA fees) are borne by the initiator. 4

5 Electricity consumption Electricity consumption for power current connections above 10 kw will be recorded with the help of respective meters. The readings will be taken after the event s completion, documented in written form and invoiced to the respective exhibitor/event coordinator. Proof of the meter reading shall be granted by the MESSE DRESDEN only upon specific request. Meters which are not owned by the MESSE DRESDEN must be registered upon the ordering of power current connections. 6 Water installations Drawings and plans For order fulfillment clear and comprehensive requirements need to be given. Please submit clear construction plans with your order and enclose all relevant drawings and plans. Precise information and company designations are prerequisites for an appropriate execution of orders. Stand construction plans and locations of water, electric and communication connections as well as suspension points have to be submitted until the due date since otherwise there can be no guarantee for an execution of the contract. References made to previous trade fairs cannot be taken into account. Any necessary changes after the installation s completion shall be invoiced according to the expenditure of time. Water consumption In case of extensive water consumption, a water meter may be installed at the costs of the applicant body. The consumption readings shall be the basis for final payment of costs. This rule shall apply to water connection for party tents, brewery and food stands. With regards to normal exhibition stands a water flat rate shall be applied which will be invoiced to the client together with the installation service costs prior to the event. Miscellaneous In order to prevent a contamination of ground water it is prohibited to discharge critical chemical substances, oils, paints etc. in the sewage system. For greasy sewage water (gastronomic facilities) a grease separator shall be installed which can be ordered with the MESSE DRESDEN. The cleaning of this item shall be invoiced separately. The existing water pressure amounts to approx. 4 bar and needs to be considered upon the connecting of devices. Breakthroughs in the exhibition stand (walls, partition walls and floors) for indispensable in and outlets must be paid by the exhibitor in case of claims for damages. The contracting firm is required to do their best to effect an optimal execution of works. The terms for connections form part of the agreement concluded between the contracting firm and the exhibitor. If changes to the terms for connections are made by one party only, the agreement shall be treated as if it has not been concluded. 7. Suspension/Rigging The suspension of objects from the roof construction is to be carried out in accordance with the relevant regulations (BGV C1). Costs are incurred in the preparation of suspension points which will be provided by the authorized service partner of MESSE DRESDEN. Suspension points which connect the roof structure of the exhibition hall to the floor are not eligible. Plastic cable ties must not be used to secure components that are subjected to static loads. Only approved fastening means (including high-strength shackles, screw-lock carabiners) may be used as fasteners and safeties. The roof construction can only be loaded with vertical weights. The application of any construction element to the roof construction is generally prohibited. Cranes and forklifts Cranes and forklifts can only be used by the authorized service partner of MESSE DRESDEN. Exceptions are incurred with extra costs and have to be approved by the authorized service partner. Electrical power supply from the ceiling is available upon request. The contracting firm cannot be held liable for any water supply blockages, pressure fluctuations and pipe bursts. It is the exhibitors responsibility to insure themselves against the risks attached to such damages. 5