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Terms and conditions Meetings services spot

//Terms and conditions Meetings services spot
1. Definitions

In these regulations the term “Exhibitor” includes all employees, servants and agents of any company, partnership, firm or individual to whom space has been allocated for the purpose of exhibiting at Conventa. The term »Exhibition« shall mean Conventa, New Europe Exhibition for Meetings, Events & Incentives Travel, held from 23 to 24 January 2018 at GR – Ljubljana Exhibition and Convention Centre, Ljubljana, Slovenia. The term »Exhibition venue« shall mean GR – Ljubljana Exhibition and Convention Centre, Ljubljana, Slovenia. The term »Organiser« shall mean Slovenia Convention Bureau, its employees or agents. The term »Technical organiser« shall mean Toleranca marketing, its employees or agents.

2. Registration fee

By submitting the application form the Exhibitor accepts the offer. The registration fees, which are valid for the Exhibition, are stated on the website For the Exhibitor, the application form is legally binding and irrevocable. The registration fee must be paid in full to participate.

The Organisers reserve the exclusive right to decide upon admitting the offers, i.e. application forms. The Organisers are not obliged to consider application forms received after due date.

3. Meeting services package

Conventa’s Meetings services spot gathers providers of information technologies and systems, technical equipment, congress and promotional materials and marketing and event production to exhibit their offer to the participants of the Exhibition.

Registration fee of the Meetings services spot includes:

  • Exhibition stand with a unified exhibitors name board
  • Two representatives per exhibitor
  • Inclusion in the Conventa show catalogue (1/4 page entry)
  • Entry at the Conventa website
  • Catering throughout the event
  • Two tickets to Welcome reception on 22 January 2019
  • Two tickets to Conventa Networking dinner on 23 January 2019
  • Two tickets to After party on 23 January 2019
  • Free wifi access at the venue
  • Entrance to Conventa educational events
4. Payment conditions

The Exhibitor undertakes to pay the registration fee of the exhibition package as selected in the application form. Exhibition packages are valid only if the full payment is received by the Organisers on stated dates.

Payment shall be made in 8 days after the registration. Organizer shall provide the pro-forma invoice. Any registration package not fully paid by December 15, 2018, will be subject to cancellation and reassignment without notice.

Payment of the pro forma invoice is the condition for the participation in the Exhibition. The Organisers undertake to issue an invoice in pursuance with positive legislation to the Exhibitor. All payments must be in EUR.

In case the payment term is exceeded, the Organisers may charge the legal penalty interests. The Exhibitor can object to the invoice only in written form and within 8 days after its receipt.

5. Cancellation policy

Exhibitors who can prove that they are unable to take part in the event, can ask for the contract to be annulled by giving the Organiser notice in writing.

If the Organisers receive notice of cancellation up to 6 weeks prior to the show, the Exhibitor shall be obligated and agrees to pay a cancellation charge of 50 % of the total registration fee. If notice of cancellation is received less than 6 weeks prior to the show, 100 % of the total registration fee remains due. In the case of 100 % payment having already been processed, the full amount will be retained.

The Organisers shall apply the same penalties and conditions, in case of reduction of the exhibiting area, due to a specific request of the Exhibitor.

In the event of cancellation, the Organisers have the right to use the space for its own convenience, including selling the space to another exhibitor, without rebate or allowance to the cancelled Exhibitor. The Organisers assume no responsibility for having included the name or description of the cancelled Exhibitor in programs, show catalogue, website, publicity or other material.

6. Exhibition space

The Exhibitor shall arrange the displays to use only the exhibition space area under Contract, and in such a manner as to recognize the rights of other exhibitors and visitors. Distribution of pamphlets, brochures or other promotional material is limited to the exhibition space. The Exhibitor shall limit the activities to his exhibition space.

The exhibition stand is put at the Exhibitor’s disposal with standard fittings with the aim of ensuring uniformity. The Exhibitor shall not make changes such as opening partitions or displaying products outside the allocated space. Any plans for personalizing stands must be approved by the Technical organiser by January 5, 2019.

7. Conduct of exhibitors

The Exhibitor shall ensure that his stand is open to view and staffed by competent representatives during exhibition hours. A delegate unable to attend may be represented by another executive of his company, only if accepted beforehand by the Organiser.

In the event of any Exhibitor failing to open his stand or uncover his exhibits, the Organisers may do so or may arrange for the stand and exhibits to be removed and the Exhibitor shall be liable for any charges that may be incurred. The Organisers will not be liable for any losses, including consequential losses, sustained by the Exhibitor as a result of this action.

The Exhibitor shall conduct his business only from his own stand and shall refrain from activities that will affect attendance of show attendees during exhibition hours. The Exhibitor can carry out commercial business at the stand for its own company and for companies he represents using promotional and advertising tools which are relevant to the products for which the exhibitor has been admitted.

The Exhibitor is not allowed to lease his exhibition or advertising space or their parts to any third parties. In case of violation, the Organisers reserve the right to charge the Exhibitor additional 100 % of the price of the granted exhibition and advertising space, respectively.

All efforts to advertise, promote sales and operate exhibits must be conducted so as not to cause annoyance or inconvenience to other Exhibitors and visitors.

8. Allocation of the exhibition spaces

The allocation of the exhibition spaces is decided by the Organisers. In this decision, they take into account the general interest of the Exhibition as well as the country and nature of work of the Exhibitor.

The Organiser reserves the right to change the position of the stand, even if already assigned, or to vary the dimensions when necessary for technical and/or organizational reasons.

9. Liability

Whilst the Organizers shall endeavour to protect exhibition property whilst on display at the Exhibition, it must be clearly understood that the Organizers and the Exhibition venue cannot accept liability for any loss, damage, destruction or theft sustained or occasioned from any cause whatsoever.

The Exhibitor and their contractors, respectively, shall be held responsible for any damage or injury caused to the Organisers and/ or third party at the exhibition space or on the exhibition grounds by them or their staff.

In the event of it being necessary for any reason whatsoever for the Exhibition to be abandoned, postponed or altered in any way in whole or in part, or if the Organizer finds it necessary to change the date of the Exhibition, the Organizer shall not be liable for any loss which the Exhibitor or exhibition contractors may incur owing to the intervention of any authority which prevents or restricts the use of the Premises or any part thereof in any manner whatsoever.

10. Privacy policy

According to the Slovenian law (ZVOP-1-UPB1), the organiser shall maintain and use personal information in observance of the personal data treatment regulations. The Organisers collect personal information (name, company title, business email address, work phone number, fax number, home page etc.) voluntarily submitted through the website or application form.

The Organisers may use personal data in the scope of the Conventa trade show, among others for publishing the Exhibitor’s details on the Exhibition website, in the Conventa catalogue and at the trade show, in each case whether in print, electronically or in any other media. Moreover the data may be used to provide information and send promotional and marketing materials as regards the work of the Organisers.

The Organisers render some of its services in respect of the Exhibition together with select partners. The data may be passed to related parties so as to perform functions on our behalf. Further use or disclosure of the information by them for other purposes is forbidden.

If you have any questions or concerns about your data or your request to opt-out of communications from the Organisers or its third party partners, please contact us at

11. General conditions

The Organizers are responsible for the control of the Exhibition area. The Exhibitor is responsible for the control and supervision of his own stand. The Exhibitor must comply in all aspects with the requirement of every appropriate authority and with the Terms and Conditions by which the Organizers may occupy the Exhibition venue.

All matters and questions not covered by these Terms and Conditions are subject to the decision of the Organisers. Foregoing Terms and Conditions may be amended or added by the Organisers at their discretion. The Exhibitor agrees to abide by any and all amendments and changes by the Organisers as well as rules and regulations set out in the Exhibitor Manual.

12. Jurisdiction

The Organisers and the Exhibitor will settle all eventual disputes in an amicable way. In case a dispute cannot be settled in this way, the Organiser and Exhibitor agree to confer jurisdiction to the competent court in Ljubljana.