SCF Exhibition & Conference Regulations

§1. General provisions

  1. These Regulations define the conditions of participation in Shopping Center Forum 2020 CEE, which will be held on 15-16.09.2020 at the EXPO XXI Centre, in Warsaw, 12/14 Prądzyńskiego Street, hereinafter referred to as "Forum".
  2. The forum is organized by EVIGO.COM spółka z ograniczoną odpowiedzialnością sp.k. with its registered office in Warsaw, ul. Zielna 37, 00-108 Warsaw, Poland, NIP: 525-26-33-492, REGON: 362816706, entered into the Register of Entrepreneurs in the National Court Register kept by the District Court for the Capital City of Warsaw in Warsaw, 12th Commercial Division of the National Court Register under KRS number: 0000582291, bank account number appropriate for making payments related to participation in the Forum: ING Bank Śląski SA (SWIFT: INGBPLPW) PL 03 10501025100000903030753967, hereinafter referred to as the "Organiser".
  3. Terms used in these Regulations mean:
  • Participant - an entity that has registered its representatives on the Forum through an online form available on the Forum website.
  • Partner - an entity which, in accordance with these Regulations, has reserved exhibition space for the stand or ordered advertising services as part of the Forum Partner package.
  1. The provisions of these Regulations constitute an integral part of the agreements concluded between the Organiser and the Participants and Partners, respectively, specifying the conditions of participation in the Forum, also hereinafter referred to as Forum participation agreements.
  2. The Forum is of a closed nature and does not constitute a mass event within the meaning of the Act of 23 March 2009 on the safety of mass events (Journal of Laws of 2009 number 62, item 504 as amended).

§2. Registration of Participants

  1. The Participant undertakes to fill in the online registration form (hereinafter referred to as the "Form") at the address correct and accurate: https://scfcee.shoppingcenterforum.com/
  2. The Organiser shall not be liable for damages resulting from the introduction to the Form of incorrect data of the Participant or its representatives on the Forum.
  3. The form should be completed by a person authorised to represent the Participant.
  4. The Participant declares that he agrees to the publication by the Organiser of the Participant's representatives (name, surname, position in the Participant's organisational structure, Participant's company) in the register of Forum Participants.
  5. The entities entitled to preferential participation in the Forum are entities owning retail and service networks, catering networks and other tenants of shopping centres, who have at least 5 locations in shopping centres. In case when a company deals with development and consulting activities, manages shopping centres or is their investor, as well as owns retail chains, it is not treated by the Organizer as entitled to preferential participation in the Forum.

§3 Payment terms applicable to Participants

  1. The Participant is obliged to make a payment of 100 % (one hundred percent) of gross receivables for the Participant's participation in the Forum to the Organiser's bank account indicated in § 1.2 of these Regulations within three days of registration. If the Participant is registered later than 10 (ten) days before the Forum, the deadline for payment of the amount due referred to in the preceding sentence is 1 (one) day from the date of registration.
  2. Failure by the Participant to exercise the right to participate in the Forum, which the Participant obtained at the time of registration, does not give rise to an obligation on the part of the Organizer to return to the Participant the amount paid by the Participant under the participation agreement. For the avoidance of doubt, it is clearly stated that in the case specified in the preceding sentence, the Participant is obliged to pay the Organiser the entire amount due under the Forum participation agreement.
  3. The payment for the Participant's participation in the Forum will be made in advance by bank transfer or online, through the settlement of credit card and e-transfer transactions is carried out through the PayU Settlement Centre.
  4. If the Participant fails to make payment of the amount due within the appropriate deadline resulting from these Regulations or makes payment in a lower amount than required, the Organiser may withdraw from the agreement on participation in the Forum with a Participant who is in delay with payment of the amount due without setting an additional deadline for that Participant to make payment.
  5. After the payment of the amounts due for participation in the Forum, the Organiser will issue an invoice to the Participant in accordance with the applicable law.

§4. Badges entitling to enter the Forum. Change of Participant's data

  1. The name badges issued by the Organiser to the registered representatives of the Participant entitle them to enter the Forum and include:
    a. the name and surname of the Participant's representative,
    b. The Participant's company.
  2. The name badge can only be collected in person at the reception desk of the Forum, upon presentation of an identity document with a photo.
  3. The participant has the right to change his or her representatives on the Forum, whom he or she has previously indicated in the Form, according to the rules specified in the following sentence. The change of the data of persons who are to represent the Participant at the Forum, i.e. the name, surname and position of a given representative in the organisational structure of the Participant, is possible up to 7 (in words seven) days before the date of the Forum. In order to change the data it is required to send the relevant information to the address: support@evigo.com.
  4. Persons participating in the Forum are obliged to wear name badges, in a visible place throughout the duration of the Forum and show them for inspection together with an identity card at the request of the Organizer's representatives or the Forum security.
  5. In each case of entering the Forum area, a participant is obliged to present an identity document with a photo confirming the conformity of personal data with the data contained in the name badge. Persons who do not comply with these rules will be asked to leave the area of the Forum, and the badges they possess will be invalidated, and the Participant will not be entitled to any claims related directly or indirectly to the fact that his representative loses the right to further participation in the Forum as a result of the cancellation of the badge by the Organizer.
  6. The personal identifiers referred to above may not be transferred during the Forum to third parties (other than those to which the identifier has been issued). If such a case is found, the ID will be invalidated, and the Participant will not be entitled to any claims related directly or indirectly to the fact that its representative loses the right to further participate in the Forum as a result of the cancellation of the ID by the Organiser.

§5. Registration of Partners

  1. The Partner is an entity that has placed an order for the Forum Partner's advertising package in accordance with the conditions presented to it by the Organiser (including the deadline indicated by the Organiser). The order specifies the parameters of the stand (its size and initial location) or the scope of advertising services provided by the Organiser, as well as the number of Partner's representatives at the Forum.
  2. The order referred to in paragraph 1 above should be signed by a person authorized to represent the Partner. A scan of the order document should be sent, within the time limit indicated by the Organiser for placing an order, to the following e-mail address support@evigo.com.
  3. The submission of a signed contract is tantamount to assigning all services and related payments to a single entity listed as contracting authority. It means that all services and payments will be invoiced only to the contracting entity. Any changes after placing a signed order will be possible only on the basis of the assignment agreement, preparation of the agreement involves an additional cost of PLN 500 net, which is borne by the ordering party.
  4. The Partner is obliged to pay the Organizer according to the amount and payment schedule specified in the order. In case the Partner fails to pay any amount due within the appropriate deadline resulting from the payment schedule specified in the order or makes a payment in a lower amount than required, the Organizer may withdraw from the agreement on participation in the Forum with the Partner who is in delay with the payment of the amount due without setting an additional deadline for payment to this Partner.
  5. The Partner acknowledges and accepts that the Organiser may unilaterally change the location of the Partner's stand, and consequently the size of the Partner's stand area, with the proviso that this area may not be reduced and that such change may not increase the Partner's burden on the Organiser due to the Partner's participation in the Forum, unless the Partner agrees to it. In case of a change in the location of the Partner's stand, the Organiser will inform the Partner about the final location of the Partner's stand at the latest 7 (seven) days before the beginning of the Forum, and about a possible change in the amount of fees for the Organiser related to the changes in the Partner's stand.
  6. The Partner participates in the Forum only in its own name. Without the prior written consent of the Organizer, the Partner is not entitled to sublet or give for free use to other entities all or part of the exhibition area rented to the Partner by the Organizer. In case of violation of the above prohibition, the Organizer shall be entitled to impose on the Partner a contractual penalty in the amount of 50% (fifty percent) of the gross value of the amount constituting the total amount due to the Organizer resulting from the contract specifying the rules of Partner's participation in the Forum, for each case of violation of the above prohibition.
  7. The deadline for sending the full list of participants taking part in the Forum within the Partner's package is 17.08.2020. The list must include: Name and surname, position, e-mail address, telephone number, company.
  8. The deadline for sending the final version of the presentation entitled within the package of the Meritorial Partner passes on 27.08.2020 Information concerning the speakers who will conduct the presentations must be sent by 10.07.2020 at the latest.
  9. The Partner's representatives have the right to receive ID cards entitling them to enter the Forum in the number specified in the order. Partner declares that he agrees to the publication by the Organizer of his representatives' data on the Forum (name, surname, position in the organizational structure of the Partner's contractor, Partner's company) in the list of Forum Partners.
  10. The provisions of § 4 of these Regulations shall apply accordingly to identifiers referred to in section 8 above.
  11. The manner of presentation of the company and the Partner's trade offer cannot violate the applicable law and cannot interfere with the presentation of other Partners, in particular it means that the stand construction should be safe for people and property and meet the applicable standards and regulations, and that the construction exceeding 2.2 m (two and two tenths of a meter) requires covering with material neutral for adjacent stands and passages, and prior consent of the Organizer.
  12. Failure by the Partner to exercise the right to participate in the Forum, which the Partner obtained by fulfilling the requirement specified in paragraph 1, does not give rise to an obligation on the part of the Organizer to return to the Partner the amount paid by the Participant under the participation agreement. For the avoidance of doubt, it is clearly stated that in the case specified in the preceding sentence, the Partner is obliged to pay the Organiser the entire amount due under the Forum participation agreement.

§6 Resignation from the Forum

  1. A participant who has paid the Organiser the entire amount due under the Forum participation agreement has the right to resign from participation in the Forum by submitting a written statement of resignation from participation in the Forum to the Organiser. The statement must be signed by a person authorised to represent the Participant and submitted to the Organiser by 10 September 2020. If the Participant submits his resignation up to 60 (sixty) days before the date of the Forum, the Participant will receive a refund of the fee paid, reduced by the distance of 200 PLN (two hundred) plus VAT. If a Participant submits a resignation less than 60 (sixty) days before the Forum, the Participant is not entitled to a refund of the amount paid, which in such a case is the amount of the resignation.
  2. The partner who has paid the Organiser the entire amount due under the Forum participation agreement has the right to resign from participation in the Forum by submitting to the Organiser a written statement of resignation from participation in the Forum. The statement must be signed by a person authorised to represent the Partner and submitted to the Organiser by 10 September 2020.
  3. In case the Partner reports resignation within 14 (fourteen) days from signing the order, but not later than 60 days before the Forum, the Partner receives a refund of the paid amount, reduced by the distance of 4,000 PLN (four thousand PLN) plus VAT. In the case of Partner's resignation within a period longer than 14 (fourteen) days from signing the order or later than 60 days before the Forum, the Partner is not entitled to a refund of the paid amount, which in this case is the amount of the deviation.

§7. Assembly and disassembly of partners' stands

  1. The Forum area will be open to Forum Participants on 15 September 2020. from 8.00 am to 7.00 pm and on 16 September 2020 from 8.00 am to 6.00 pm.
  2. The assembly of stand construction and furnishing may take place from 13 September 2020 from 11.00 a.m. to 14 September 2020 until 11.00 p.m. The condition for commencing the construction of an individual stand is the possession of approvals for materials used for the construction of the fair stand. Detailed approvals are required for carpeting, chipboard or MDF, textile materials (curtains, curtains) and for the frame. The document confirming flame-retardant features (certificate) should contain the following information:
    • definition of the material
    • determination of the flammability characteristics of the material and indication of the document
    • defining these characteristics
    • the expiry date of the document.
  3. The stand construction may be made only of flame-retardant or non-flammable materials, or previously protected in an appropriate manner with impregnation materials guaranteeing flame-retardant construction and its elements.
  4. All materials used in the construction of the stand require appropriate certificates (in Polish). The certificates must be available to the Organiser and the Fire Protection Specialist before and during stand assembly.
  5. The dismantling of stand construction and equipment may take place on 16 September 2020. From 18.00 to 23.00.
  6. It is forbidden to start dismantling the stand before the official end of the Forum, i.e. before 18.00 on 16 September 2020.
  7. In case of early commencement of works or exceeding the stand assembly or disassembly hours, the Exhibitor shall be charged with a contractual penalty in the amount of 4000 PLN + 23% VAT for each commenced hour of exceeding the stand assembly or disassembly deadline.
  8. During the period of assembly and disassembly of the Exhibition, only persons with the Exhibitor's or Technical Service Manager's name badge may be present on the Forum grounds.
  9. Upon completion of disassembly, the Tenant is obliged to export all stand elements, decorations and display elements outside the Warsaw EXPO XXI Centre. Additional fees will be charged for stand elements, decorations and parts of the exhibition left to be dismantled for waste disposal and disposal.

§8. Complaints

  1. The Forum participant has the right to submit written complaints about the Organiser's services.
  2. Complaints should be delivered within 7 days from the date of the end of the Forum in writing - by registered mail - under pain of nullity.
  3. After the expiry of the aforementioned deadline, the complaints shall not be considered, and the Participants shall not be entitled to any claims related to the non-performance or improper performance of the Organizer's obligations.
  4. Each complaint will be considered within 7 days of its receipt.

§9 Insurance and liability

  1. The organizer does not insure and is not responsible for the property and belongings of the Participants or Partners, which will be damaged, lost, stolen or lost, and for damages caused by the Participants or Partners, as well as those caused by force majeure. The above does not apply to liability for damage intentionally caused by the Organizer.
  2. Participants and Partners bear full financial responsibility for the damage done by them or their representatives on the Forum premises.
  3. The partners are advised to take out insurance against civil liability arising from participation in the Forum, as well as stand insurance with equipment.
  4. Participants and Partners are obliged to observe the safety rules, health and safety regulations and the EHSS regulations in force on the premises of the venue where the Forum is organized.
  5. The organizer ensures that the event will be organized in accordance with the guidelines of the Ministry of Development and the Chief Sanitary Inspectorate.

§10. Final provisions

  1. The Organizer reserves the right to cancel the Forum, as well as to change its date, place or program, and the final location and area of the Partners' stands.
  2. The Organiser undertakes to publish on its website up-to-date information on the Forum programme and the location of Partners' stands.
  3. The statement on the cancellation of the Forum may be submitted by the Organiser by 4 September 2020; it has the effect of withdrawal from agreements concluded with individual Participants and Partners by the Organiser (Article 395 of the Civil Code). In such a case, the Participants and Partners will be refunded the entire fee paid for their participation in the Forum.
  4. Participants and Partners are not entitled to any compensation claims against the Organizer related to cancellation of the Forum, change of its date, place or individual points of the Forum program.
  5. All contractual penalties provided for in these Regulations shall be payable on the basis of accounting notes issued by the Organiser within 7 days of their delivery to the bank account indicated in the note. The imposition of contractual penalties shall not exclude the Organiser's right to claim damages transferring the amount of contractual penalties.
  6. The Organiser may withdraw from any contract concluded under these Regulations by 4 September 2020. (pursuant to art. 395 § 1 of the Civil Code). In case of withdrawal from the agreement, the Organiser is obliged to return the amount paid by the Participant or Partner for the implementation of the agreement for participation in the Forum within 7 days from the date of withdrawal from the agreement. The Organiser's obligation resulting from this point exhausts the services to which he is obliged in connection with the withdrawal from the agreement.
  7. Agreements defining the conditions of participation in the Forum are governed by Polish law. The court competent for all disputes arising from these Regulations and from participation in the Forum is the court competent for the address of the Organiser's registered office. All disputes will be settled based on Polish law and according to Polish civil procedure.
  8. The participants and partners of the Forum agree to the processing of personal data in accordance with the Act of 29 August 1997 on the protection of personal data (Journal of Laws of 2002, No. 101, item 926, as amended) and the EU regulation on the protection of personal data (hereinafter referred to as: FDC) in order to organize and promote the Forum.
  9. These Regulations shall enter into force on 31 August 2018.