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Terms and Conditions for Exhibitors

 

ORGANIZER INFO

  • The Roma Modulare 2024 event, lasting 2 days and accessible exclusively to holders of valid tickets, is organized by Milk Audio Store SRL., hereinafter referred to as “the organizer”, with registered office in Via Francesco Sabatini 10/12, 00135, Rome RM

THE EVENT

  • The duration of the event and the opening hours are published on the website www.romamodulare.it.
  • For booth set-up and dismantling, the organizer guarantees access from 3:00 p.m. to 8:00 p.m. on the day before the event and the following morning from 8:00 a.m. to 10:00 a.m., which is 2 hours before the public opening at 10:00 a.m. The booth must be dismantled at the end of the second day of the event by 8:00 p.m., or the day after the end of the fair by 12:00 p.m.
  • Due to exceptional circumstances, the organizer reserves the right to change the location, recalendar the date and adjust the opening hours. In such cases, the contractual agreement will remain valid and no claims for damages or claims will be accepted.
  • Force majeure or other unforeseen circumstances that lead to the cancellation of the event do not constitute a reason to withdraw from the contract or to request compensation.

PAYMENT TERMS

  • Payment for exhibitors’ participation will be accepted exclusively by bank transfer. Any associated fees will be pay by the exhibitor.
  • The space assignment is confirmed only at the time of payment of the fee, which must be made when the organization sends the documentation for signature and the proforma invoice. The final invoice will be issued upon receipt of payment.
  • Under the VAT Information Exchange System (VIES) mechanism, businesses registered in the European Union (EU) can be exempt from VAT when purchasing goods or services from another EU country, provided they provide the supplier with a valid VAT identification number. In contrast, non-EU businesses are usually not required to pay VAT on transactions within the EU. Complying with the VIES requirements is crucial for businesses to accurately determine their VAT obligations.
  • Private exhibitors, whether from the European Union (EU) or non-EU countries, may be required to pay VAT according to the tax laws of the country where the event takes place. In Italy, VAT is 22%.

WITHDRAWAL

  • In the event of extraordinary circumstances that make it impossible to fulfill the contract, the exhibitor may choose to withdraw. These reasons must be promptly communicated to the organizer. The organizer reserves the right to retain 100% of the stand rental fee as compensation. The refund will be made exclusively by bank transfer and any applicable expenses will be borne by the withdrawing exhibitor.

USE OF THE EXHIBITION SPACE

  • The organizer will provide exhibition spaces with electrical connections compliant with safety codes, regulations and fire prevention standards. In the case of TABLE type spaces, shared electrical connections will be available. Any requests to increase the maximum electrical capacity supplied must be assessed and calculated separately, taking into account the additional costs involved. Participants are kindly asked to inform the organizers in advance of any specific requirements, such as the need for a table or accommodations for people with disabilities or physical limitations. Chairs will not be provided.
  • In the event that an exhibitor plans to design a customized stand configuration, it is mandatory to present and comply with the declaration of conformity Ministerial Decree. 37/08 for the entire duration of the exhibition. Failure to present the aforementioned certificate will result in the organizer rejecting the stand configuration, and the exhibitor will not be entitled to any refund.
  • The exhibitor is fully responsible for setting up their assigned area and must ensure that this does not cause damage or injury to other exhibitors, Roma Modulare or visitors to the exhibition. It is up to the exhibitor to carry out all the necessary actions to set up his designated area and ensure the correct functioning of the instruments on display.
  • The exhibitor is solely responsible for the set-up, which must be carried out within the designated space. The use of hanging objects, pyrotechnics, or explosive materials is strictly prohibited.
  • The exclusive use of materials that comply with current European regulations on fire safety is mandatory. The exhibitor is responsible for his/her exhibited material and for any damage or injury caused to persons or structures.
  • It is strictly forbidden to offer, free of charge or for a fee, any part or all of the space allocated to third parties. The stands purchased are intended exclusively for the display of brands that have been previously approved by the organizer according to the terms of this contract. Any alternative exhibition arrangements outside the provisions specified in this contract must be agreed in advance with the organiser.
  • The position of the exhibition spaces is subject to the unquestionable judgment of the organizer.
  • It is strictly forbidden to display or introduce materials, equipment or objects into Roma Modulare that do not comply with the Presidential Decree. n° 547 of 27-4-1955 (regulation for the prevention of accidents at work) and Legislative Decree 81/08 Title IV chapter. II (regulations on health and safety in the workplace).
  • At their own expense, foreign exhibitors (and, if necessary, also Italian exhibitors) must manage customs procedures and declarations to the competent authorities. They must be in possession of the necessary documents during the entire duration of the exhibition to comply with any checks. The organizer assumes no responsibility in this regard.
  • The exhibitor is responsible for safeguarding his products and ensuring the cleanliness of the assigned exhibition area.

PHOTOS AND VIDEOS

  • The organizer will take photographs and videos during the entire event. By participating in the event, the exhibitor grants the organizer permission to use the aforementioned materials, logos and brands exclusively for promotional purposes before, during and after the exhibition. The organizer will not be responsible for any unauthorized reproductions or publications of exhibited goods and locations.

SALES

  • During the event, direct sales inside the fair are prohibited. The organizer has the right to carry out checks and can close the stand immediately in case of violation of the rules. The exhibitor has no right to claim compensation in such cases. The exhibitor is allowed to accept pre-orders and offer special trade show discounts in their online store.

VISITORS

  • The organizer assumes no responsibility for any damage, whether intentional or accidental, caused to participants or goods exhibited during the exhibition.
  • The exhibitor assumes full legal responsibility for any damage to persons or property caused by its exhibited materials, as well as by any act or action carried out by the exhibitor, its representatives or collaborators.
  • Exhibitors interested in participating in the event are required to complete all sections of the admission form sent by email. The form must be approved by a legal representative of the company and accompanied by proof of payment of the specified amount. Once the admission request is accepted by the organizer, it becomes a binding contractual commitment. In case of non-participation, the exhibitor is not entitled to any refund.
  • The organizer reserves the unquestionable right not to accept the admission form without having to provide reasons. In this case, the admission amount will be refunded.
  • Exhibitors must communicate in writing the names of their representatives and collaborators who will participate in the exhibition on behalf of the company by completing the form sent via email by the organizer.

PROHIBITIONS AND RESTRICTIONS

  • It is absolutely forbidden:
  1. use drills, nails and screws on the stands, on the floor or on the walls hosting the stands or the exhibition district;
  2. modify the stand provided in any way;
  3. display products or brands that have not been accepted;
  4. use any type of machinery that does not comply with public health and safety regulations;
  5. circulate or park vehicles inside the exhibition during the set-up and dismantling phase, except in the areas explicitly indicated by the organizer;
  6. light fires or use explosive materials;
  7. use smelly products;
  8. display promotional material that may offend common sense of decorum;
  9. introduce or remove material during the course

ADVERTISING

  • Promotional activities, including advertising and distribution of promotional material, are limited to the area assigned to the exhibitor. However, the organizer can offer assistance with promotional activities upon request. Inquiries regarding planned promotions should be emailed to Roma Modulare, and the organizer will evaluate their feasibility and conditions. It is important to note that the final decision on the implementation of the desired promotion lies exclusively with the organizer.
  • Each demonstration carried out with copyrighted material must be accompanied by permits issued by the qualified S.I.A.E. offices of Rome. In this case, the exhibitor must provide the organizer with the necessary documentation before accessing the exhibition and will be responsible for paying any fines in the event of an infringement. Please refer to:

SIAE. Società Italiana degli Autori ed Editori.

Sede Interregionale di Roma

Viale Cortina d’Ampezzo, 47 —  00135 Rome, Italy

Tel. +39 06 86661409 – Email to romacassia@mandatarie.siae.it

Web www.siae.it

SURVEILLANCE-INSURANCE

  • The organizer provides a night surveillance service aimed at preventing theft and damage, managed by a specialized company.
  • A fee is being defined (in addition to the cost of participation) which activates an insurance policy against theft, fire and damage to the material displayed during the closing hours of the event.
  • Exhibitors are responsible for the custody and surveillance of the exhibition areas and the material displayed during opening hours, as well as during set-up and dismantling.
  • The exhibitor is fully legally responsible for any damage caused to third parties or facilities due to the exhibitor’s negligence.
  • The organizer assumes no responsibility for the relationship between suppliers and exhibitors, as well as for the safety and protection of goods, products, exhibitors or any other objects.

MODIFICATIONS AND CANCELLATIONS

  • The organizer has the full right to change the date, time and place of the event, without any obligation towards the exhibitors (Article 4). Furthermore, the organizer reserves the right to cancel the event. In such cases, the organizer will refund only the participation fee paid by the contracting party. Please note that hotel, flight and other costs incurred will not be refunded.
  • To maintain the reputation and high standards of the exhibition, the organizer does not accept admission to the event from individuals or organizations involved in ongoing criminal, civil or commercial legal proceedings.
  • Documents sent via email, including the price list, pass list and exhibitor data, are considered an integral part of this contract.
  • The distribution of exhibition spaces is entirely at the discretion of the organizer, who will assign the spaces based on the following criteria:
  1. Priority of the admission request
  2. Payment of the requested amount
  3. Date of submission of the application for admission
  4. Previous participation of the exhibitor in previous editions of the event
  5. Space availability

Exhibitors’ requests presented at the time of sending the admission form are considered indicative and not binding for the organizer.

 

ADDENDUM COVID-19

  • In the event of cancellation or limitation of the service due to unforeseen circumstances beyond our control, such as the COVID-19 pandemic, the exhibitor will be issued a voucher equal to the amount paid, which can be used for the next edition of the event. The voucher remains valid for a period of two years from the date of issue.

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