Terms and Conditions for the exhibitors

Terms of reference

Under these rules and regulations, the terms "Exhibitor" shall include all employees, servant, and agents of any company, partnership, organisation or individual to whom exhibition space has been allocated. The term "Exhibition" shall mean the exhibition referred to the application and contract form. The term "Organiser" shall mean Perbadanan Kota Buku. The term "Contract" means the application and contract for exhibition space at the exhibition entered into between the organiser and the exhibition which incorporates the rules and regulations.

1. Registration

The registration represents a legally binding and irrevocable statement of intent on the part of the exhibitor to participate. Conditional registration shall be considered invalid. Deletions, additions or amendment to the application form shall be invalid. By submitting an application, the exhibitor acknowledges the Terms and Conditions of Trade in full. The trade fair terms and conditions shall also apply analogously with regard to ancillary services e.g. additional commissioned work such as the erection and dismantling of the exhibition stand, hiring of equipment, provission of electricity, water or other services and facilities.

2. Hiring of Exhibition Stands

The exhibitor is legally bound to take part in trade exhibition on receipt of the completed registration form (post, fax, e-mail etc). The rent specfied on the registration form shall apply for the duration of the event. Every square metre of part thereof shall be charged in full. All prices are quoted exclusive of VAT and other taxes (stamp duty on legal transactions, advertisement tax etc), but inclusive of 6% GST.

3. Admission and Allocation of Site

The organisers are not obliged to accept a registration application. The organiser has an exclusive right to decide upon the acceptance of an exhibitor's application and the allocation of exhibition space and reserves the rgiht at any time, without giving a reason, not to accept such an application. The organiser alone is responsible for the allocation of space in the interest of the trade fair. Authorisation and acceptance of registration is delivered in writing by the organiser, as is notification of stand allocation, which may be provided with- or subsequent to- acceptance of registration. Domestic and foreign exhibitors whose exhibited good correspond to the subject of the event may be amitted. Agents and importers can exhibit for the companiesthey represent. In order for the application for registration to be considered a list of the goods to be exhibited correspondingwith the official goods listing must be provided with the application. Goods other than those included in the "List of Goods" may not be exhibited. The exhibitor undertakes to exhibit the registered products without restriction throughout the duration of the fair. It is not possible to close the stand or to commence its dismantling before the end of the fair. A faulure to adhere to this requirements will result in a duty to compensate the organisers. THe acceptance of an application for registation (the admission of the exhibitore to the trade fiar) shall not give rise to a right to admission to other fairs (acceptance of another fair registration application) . In the interest of the event (fair), the organiser shall be entitled to allocate a site different from that in the confirmation of admission and allocation of site (acceptance of the application) and to alter the size of the site, to relocate or close entrances and exits to the exhibition centre and the halls, and to make any other structural alterations. If as a result the stand rent is reduced, the difference shall be credited or repaid to the exhibitor at the organiser's discretion. The organiser shall not entertain any additional claims, in particular claims for damages. If for whatever reason the organiser is unable to provide the originally allocated stand, the exhibitor shall only be entitled to a claim for repayment of the stand rent actually paid.

4. Withdrawal of the Application for Registration

If the exhibitor cancels or withdraws his/her application, the following cancellation charges shall apply: Up to eight weeks before the start of the fair - 70% of the stand rent. Less than eight weeks before the start of the fair - 100% of the stand rent. In both cases all taxes, contributions, fees and extra costs will also have to be paid. The cancellation charge is agreed as flat rate for damages, independent of any attachment of blame or duty to pay, and the exhibitor waives any right to a reduction of the claim for damages, in particular to judicial arbitration, for whatever reasons including those under the heading of the balancing of advantages. The exhibitor accepts that the cancellation fees also have to be paid in the eventuality that the organiser manages to let or sell the trade to a third party. The enforcement of damages which exceed the agreed cancellation fee shall remain unaffected.

5. Invoicing and Terms of Payment

Together with the notification of admission (acceptance of the registration application), the exhibitor shall receive an invoice, payable in full five weeks before the beginning of the event at the latest, without any deductions. Invoices issued after this date shall be payable immediately. Prompt payment of the invoice is a condition for the handing over of the allocated stand. If the Invoiced amount has not been received by the organiser by the due date, the latter reserves the right, without giving notice, to dispose of the allocated stand as his/her sees fit. In such a case point 4 of these conditions shall apply analogously. Complaints regarding the Invoice shall not be considered. The exhibitor shall not be entitled to postpone, refuse or set off payment of due invoices on the grounds of counter claims of whatever kind.
  • 5a. Fees, Charges and Taxes
    All fees, charges and taxes, in particular GST and tax on advertising shall be borne by the exhibitor. All prices specified are net prices, except taxes, surcharges and faes.
  • 5b. Registration fee, basic online package, costs
    Subject to stand size the registration and basic online package include a quota of exhibitor exhibitor passes, as well as an obligatory entry in the exhibitor directory, and in the show catalogue or show journal and the online catalogue. The fee also includes a standard entry in the hall information. The exhibitor is obliged to pay the registration and basic online package. In the event of a default in payment, the exhibitor undertakes to refund the organiser for expenses for reminders and collection costs, whereby it is agreed, that the maximum rates pursuant to the standard regulation, or any regulation replacing this, shall apply. It shall be Irrelevant whether the debt recovery proceedings are carried out by the organisers themselves or by a third party company. Costs to be decided or which have already been decided by the court, regarding the cost of a law suit and enforcement of the aforementioned, are unaffected by the above

6. Cancellation of Site Allocation

The organiser shall be entitled to cancel the allocation of the site (admission to the fair, acceptance of the offer) if:
  1. the exhibitor fails to perform his payment obligations on time, or
  2. debt restructuring, bankruptcy or liquidation proceedings have in the meantime been commenced or have become pending with respect to the exhibitor, or
  3. outstanding debts from previous fairs are still unpaid, or
  4. the exhibits do not or no longer correspond to the subject of the fair.
In such cases, point 4 shall apply analogously. This condition shall have validity for any single one of points 1 - 4

7. Forte Majeure I Ads of 6od

If the event cannot be held as a result of force majeure, strikes, political events or other important reasons, the exhibitor shall not be entitled to make any claims for damages of whatever kind against the organiser. It is the organisers' duty to inform the exhibitors without delay that the fair will not take place.

8. Sales Regulation

The sale and/or the supply of goods of whatever kind, including samples, is forbidden at fairs restricted to trade visitors. At trade fairs open to the public, the exhibitor shall be entitled to sell directly and to supply the goods to the purchaser immediately, subject to the relevant legal provisions. The exhibitor agrees not to advertise or sell goods in a loud and vociferous manner. Failure to comply with the trading regulations, shall entitle the organiser to demand at short notice a suspension of direct sales and supplies, and to closure of the stand.

9. Exhibitor Identity Cards

In accordance with their stand confirmation, all exhibitors receive free exhibitor passes for themselves and their stand personnel. Extra exhibitor passes can be purchased. The cards are valid for the entire duration of the event (including assembly and dismantling).

10. Erection, Dismantling and Design of Stands

The exhibition sites are supplied with booth walls and basic equipment. Exhibitors' stand structures shall not exceed a height of 400 cm. Higher structures shall only be permitted after submission of plans and with the written consent of the organiser. Relevant construction plan shall be submitted to the project management at the latest two months before the start of the fair. For 2-storey stand construction, a surcharge of 50% per square meter of area built on shall be applied to the site charge. For safety reasons, structures made of glass may only be placed within borders of the site at a minimum distance of 50 cm. This rule shall not apply to safety glass. If the stand is erected by the exhibitor, nailing, drilling and adhesive substances may not be used on PVC-coated walls. Damage shall be charged at new replacement prices. Small pins may be used on painted walls, but they shall not penetrate the wall. The painted walls may be wallpapered subject to the condition that the exhibitor shall remove the wallpaper immediately after the event. If the wallpaper is not removed, the work shall be carried out by the organiser and charged in the final invoice. In the event of damage, the cost of new replacement will be charged. The exhibitor shall comply exactly with the erection and dismantling times set out in the information leaflet. Erection of the stand facility shall commence at the latest at 12.00 (midday) on the day before the start of the fair. If the rented site has not been occupied by this time, and if no notification has been received, the organisers reserve the right to dispose of the site at their without any further notification. In such a case the entire stand rent including obligatory catalogue entry shall be charged. Erection work shall be finished by 18.00 on the last construction day. Exceeding the erection/dismantling time is not permitted. In such a case no claim ro, damages of whatever kind shall be entertained. If dismantling time is exceeded, the organiser shall be entitled to arrange for the stand structures to be cleared and stored at the exhibitor's expense and risk. After dismantling, the stand/site shall be returned to its original condition. The exhibitor shall pay the organiser for any damage caused through incorrect handling.

11. Technical Stand Equipment/Facilities

Electricity, water and other technical connections are available for payment of connection and use charges. Alt electrical appliances, facilities and installations must conform to the currently applicable OVE and to local and event regulations and conditions. The installation shall be carried out by a duly licensed firm of electrical contractors. The final connection and testing shall be carried out by the licensed Trade Fair electrician.
  • 11a. Exhibiting of Machines
    Exhibited machines must bear a CE test mark and correspond with the macine safety regulation. Machines, safety components or parts thereof that do not correspond with it, must visibly bear a sign clearly fndicatlng this fact.

12. Liability and Claims for Damages

The organiser accepts no liability whatsoever for loss or damage to exhibition goods or stand equipment brought or left behind by the exhibitor. The organiser is not obliged to enter into any insurance agreements of any kind. The organiser shall accept no liability for vehicles parked at the fair venue by the exhibitor, their employees or agents. For their part, the exhibitors shall be liable for any damage to persons or property caused by themselves, their employees or agents, or by their exhibition goods or equipment. The organiser shall be held to be non-actionable for damages. During erection and dismantling time, every exhibitor shall be obliged to exercise an increased degree or vigilance towards the security of his goods. Valuable and easily movable exhibition goods shall be removed from the stand outside of the hours of opening {particularly overnight) and stored at the exhibitor's own risk. To this end a safe depository is provided on site by the organiser where such goods can be stored for a separate payment. The organiser shall not accept particular deliveries addressed to the exhibitor and shall not be liable for any losses or for Incorrect or delayed delivery. The fair forwarding agent shall store exhibition goods and packaging at the exhibitor's expense and risk. It is forbidden to spend the night in the halls or the open spaces. Staying overnight in the halls or the open areas of the fair complex is not permitted. The organise, shall accept no liability for damage to property, health or other damage of whatever kind incurred by the exhibitor himself, his employees or any third person for whatever reason in connection with the preparation, holding or handling of an exhibition. The organiser shall not be liable for lost profit. This exclusion of liability shall not apply to damage caused deliberately or recklessly by the organisers or their employees with power of representation. The injured party shall be responsible for proving that the above condition has been met. Any claims by the exhibitor shall be notified immediately in writing to the organiser, failing which they shall be deemed to have been be forfeited. No liability shall be accepted for incorrect advertisements or entries in the official exhibitor index and/or other printed fair material (e.g. printing erro11, formal errors, incorrect classification, omission, etc.).
  • 12a. Fair Insurance
    No insurance is included in the stand rent for the stand itself, for any items brought into the stand or any other associated pieces of equipment. The separate specific written terms and conditions or any such insurance taken out with the organiser or an Insurance Company shall apply.

13. Advertising Material Provided by the Organisers

At the request of the exhibitor, the organiser shall provide advertising material under the conditions and terms {prices) specified. This shall enable the exhibitor to inform his/her costumer of his/her participation at the event and to issue invitations to the fair (adhesive labels, invitation cards).

14. Exhibitor Advertising at the Fair Site

Banners, company signs, advertising signs and other advertising material shall not be mounted or distributed outside the stand, shall not protrude into the passageways and shall not exceed a height of 400 cm. The mounting of advertising panels, posters or other advertising material or the distribution of advertising material outside the stand, in particular in the car parks, shall only be permitted after special agreement with the organiser and at an additional specific charge. In the event of acts of unfair competition against other exhibitors, the organiser shall be entitled to close the stand immediately, ln which case no reduction of the stand rent or other costs shall be entertained.

15. Special Events - Presentions and Demonstrations

All special events and presentations of any kind at the stands or on the fair site shall require the organiser's written consent. Despite having already granted consent, the organiser shall be entitled to restrict of forbid presentations that cause noise, dirt, dust, exhaust fumes and the like, or impair the ordinary progress of the fair in any other disturbing manner. Acoustic or audio-visual presentations at the fair stand shall be arranged in such a way that the noise level does not exceed 40 dBA as measured at the edge of the stand. If the volume is not brought within the permitted limit, immediately upon order from the fair management, the management reserves the right to take appropriate measures - if necessary through closure of the stand. The exhibiting company in question shall itself be responsible for registrations with the concerning parties.

16. Filming and Photography

The organiser shall be granted the right to photograph and film within the fair site and to use such material for his own or for general publications. In this regard, the exhibitor waives all rights to object arising under laws relating to the legal protection of commercial property, ln particular copyright law. The exhibitor shall not be permitted outside his/her own stand to photograph, film, make drawings or other Illustrations of exhibition articles and exhibited products, or to arrange for such to be made.

17. Cleanlng

The organiser shall be responsible for the cleaning of the site and the passageways in the halls. The exhibitor shall be responsible for cleaning the stand. The cleaning organizations authorized by the organiser will clean the stand at the request and expense of the exhibitor. Packaging material and waste left or deposited by the exhibitor in the passageways or around the stand shall be removed at the exhibitor's expense. Hazardous and problematic waste must be removed by the exhibitor himself.

18. Transport and Parking

Motor vehicles of whatever kind shall not be driven in the fair halls. In the case of special transports, the organiser's written consent shall be obtained in good time. At the end of erection time, all vehicles shall without exception be removed from the entrances, drives, fire-brigade areas and press car parks. During the fair, lorries of over 3.5t. may not be parked in the fair site car parks. Any failure to comply with the above shall be treated as tresspass, and the organiser shall be at liberty to have unlawfully parked vehicles removed at the vehicle owner's expense.

19. Stand Security

During the fair, including the erection and dismantling times, the organiser shall provide general surveillance (external guarding of the exhibition halls, guarding of fair entrances and periodic passage of the security personnel through the halls). The exhibitor shall have no right to demand the provision of special stand surveillance. Stand surveillance shall be ordered from the organiser separately and shall be charged separately. If the exhibitor has the stand guarded by an outside security company during and outside opening times, such surveillance shall be notified to the organiser in writing.

20. Right of Lien

The organiser shall enjoy, with respect to all outstanding debts of whatever kind, a contractual and statutory right of lien on all objects and exhibition equipment brought to the stand by the exhibitor. The exercise of this right of lien shall not require the organiser to give prior notice to the exhibitor, or the prior instigation of legal proceedings. Should the right or lien be invoked, the objects and equipments may be taken from the stand by the organisers and shall stored at the exhibitor's expense and risk. The organiser has a right to dispose of these goods at normal market prices {and under the usual terms of trade) and to offset the proceeds against any outstanding debts.

21. Infringement of the Fair Condition, Infringement of the law

The fair conditions and the relevant legal regulations shall be strictly complied with. The same shall apply to all fire prevention regulations and regulations imposed by the public authorities responsible for events. The infringement of and/or failure to comply with these fair conditions, the contractual agreements and the infringement of legal regulations, shall entitle or organiser to close and clear the allocated fair stand at the exhibitor's expense without judicial process. Instructions and orders issued by the organiser or his agents shall be complied with the exhibitor, his/her staff and agents without exception. This shall apply in particular to the car parks belonging to the fair site.

22. Data Protection

Declaration of Agreement according to the Data Protection Law:
The exhibitor authorises the use of data provided by him/herself in the registration form in the joint databased shared by the organiser for the marketing of events organised by the aforementioned company. The exhibitor details may also be passed on to the media and associate companies listed under the organiser's company for purposes connected to the trade and consumer fair. This authorisation can be revoked at any time and making any further use or such data inadmissible. Declaration of Consent according to the Telecommunication Laws:
From this point on the exhibitor consents, subject to withdrawal of consent at any time, to the receipt of information via e-mail from the organise, on events stages by this company.

23. Written and Verbal Agreement, Customary Practice

Amendments, additions and supplements to this agreement shall not be valid unless in writing. Such shall also apply to any waiver of this written form. Spoken agreements shall not be considered valid. The exhibitor shall not derive any rights of whatever kind from previous events or agreements.

24. General Provisions, Court and Place of Jurisdiction

Malaysian law shall apply exclusively. The court and place of jurisdiction shall be in Malaysia for both parties. The invalidity of any individual fair conditions shall not affect validity of the remaining provisions and shall not lead to the dissolution of this agreement. The Standard Trading Terms shall also include: registration/order form; booking form for seminars and lectures; entry ln the list of products; the conditions of the attachments, "Your entry in the exhibitor index'.

Keep In Touch

Perbadanan Kota Buku
Menara PTPTN,
Blok D Megan Avenue II, Jalan Yap Kwan Seng,
50450 Kuala Lumpur

Email: kltcc@kotabuku.my
Phone:  +6019 3292039 (Mr Hasri)
              +6017 7334323 (Ms Moganam)


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