Please read carefully the Terms and Conditions for exhibiting on MEETEX 2020

Contractual sides represented in these Terms and Conditions are: CMPA Croatian Meeting Professionals Association (in Croatian: HUPKT Hrvatska Udruga Profesionalaca Kongresnog Turizma) from Zagreb as the Main Organizer, and Innovative Events Ltd. from Sveta Nedelja as the Technical Organizer (jointly in the forthcoming text: Organizers) and both potential and confirmed exhibitors (in the forthcoming text: Exhibitors) at MEETEX 2020 - Croatian Meeting Industry B2B Exhibition, to be held in Zagreb 09-11.03.2020.
Registration application
Once submitted, the registration application form is a legally binding irrevocable document, representing Exhibitor's free will to participate at MEETEX 2020. The Organizers reserve the right to decide upon admitting the submitted application forms. When Exhibitor's application is admitted, the Organizers will send the quotation for the registration fee to the Exhibitor. Only upon receipt of the downpayment/deposit specified in the quotation the registration will be considered as confirmed and valid.
The Organizers are not obliged to consider application forms received after the deadline(s) as presented on the www.meetex.eu/exhibitors-2020.  
Prices and registration fee
Prices/registration fees for Exhibitors are clearly stated on www.meetex.eu/exhibitors-2020. The prices are in EUR without VAT, and for Croatian entities will be payable in HRK (Croatian Kuna) at the exchange rate valid on the date of issuing the quotation.
Fees are based on the time of the payment of the deposit, as defined and stated on www.meetex.eu/exhibitors-2020
Registration fee includes one person/company representative per registration. Every Exhibitor can register more persons/representatives at an additional fee.
Payments
Payments will be collected only via standard bank transfers, based on Organizers’ quotation. Credit cards or any other form or payment will not be accepted. Payments will be processed by the Technical organizer.
The downpayment/deposit is non-refundable. Details about eventual refunds can be found under the „Cancellation“ section below.
Exhibitor categories
There are two categories of exhibitors: Standard Exhibitor and Event Services Provider Exhibitor. Under Standard Exhibitor Organizers will accept all venues, hotels, PCO, DMC and similar travel and/or tourist agencies, destination marketing agencies, Tourist offices, Convention Bureaus etc.. Service providing companies such as AV and IT technology providers, catering services, transport companies and similar can apply for Event Services Providers Exhibitor status.
The Registration for Standard Exhibitor includes:
  • Exhibition area aprox dimensions 1,5 x 2 m in the Crystall Hall (The Westin Zagreb Hotel)
  • Exhibitor's name board
  • 1 table
  • 4 chairs
  • Floor carpet
  • Area cleaning (daily)
  • One representative per exhibitor
  • Listing in the MEETEX catalogue (1 page entry - except for Last Minute registrations)
  • Listing on the MEETEX website www.meetex.eu
  • Listing in the MEETEX event app
  • Listing in and full access to the on-line meeting scheduling platform, with up to 25 meeting slots (50 with optional second Diary, subject to extra charge)
  • Catering throughout the event
  • Participation on all MEETEX business, networking and education activities
  • Free wifi access at the venue
  • Abbility to show promotional materials including movies at the big screen inside the main MEETEX room (subject to extra charge)
The Registration for Event Services Providers Exhibitors includes
  • Exhibition area aprox dimensions 1 x 2 m in the Crystall Hall Lobby (The Westin Zagreb Hotel)
  • Exhibitor's name board
  • 1 cocktail high table
  • 2 high bar chairs
  • One representative per exhibitor
  • Listing in the MEETEX catalogue (1/2 page entry - except for Last Minute registrations)
  • Listing on the MEETEX website www.meetex.eu
  • Listing in the MEETEX event app
  • Listing in and limited access the on-line meeting scheduling system with up to 5 meeting slots (only with Optional Mini Diary, subject to extra charge)
  • Catering throughout the event
  • Participation on all MEETEX business, networking and education activities
  • Free wife access at the venue
  • Abbility to show promotional materials including movies at the big screen inside the main MEETEX room (subject to extra charge)
Event Services Providers Exhibitors can apply for a bigger and customizable exhibition area (payable at 300 EUR/sqm, minimum 10 sqm, maximum 80 sqm, empty space with carpet and 220V, no furniture) but only until 15th of October 2019. Organizers can't guarantee that the application will be accepted.
Payment conditions
The selected fee will become accepted and the registration will become valid only if both the deposit and the remaining payment will be performed according to the following schedule:
Early Bird Rate registrations will be accepted as valid for all the deposit payments received by 30th of September 2019. The remaining balance to the total fee must be covered by 1st of February 2020.
Standard Rate registration will be accepted as valid for all the deposit payments received between 1st of October 2019 and 31st of January 2020. The remaining balance to the total fee must be covered by 1st of February 2020.
Last Minute Rate fee will be accepted as valid for all the deposit payments received between 1st of February 2020 and 1st of March 2020. The remaining balance to the total fee must be covered by 1st of March 2020. Please note that Organizers will do their best to include Last Minute registration exhibitors to printed edition of MEETEX Catalogue/Brochure, but due to technical reasons cannot guarantee that it will be possible.
All payments are to be performed on the basis of quotations issued by the Technical organizer. In case of overdue, the Organizers may charge legal penalty interests. All prices stated on the www.meetex.eu/exhibitors-2020/ are not including Croatian VAT, which will be charged at the rate actual in the moment of issuing a quotation, where applicable.
Any registration fee not fully paid by 1st of February 2020 (or 1st of March 2020 for Last Minute registrations) will be subject to registration cancellation and reassignment without notice.
Cancellation
Registered Exhibitor with paid Registration fee, whether in full or only with paid deposit, who for any reason needs to cancel his participation at MEETEX, can ask for the cancellation of Registration by giving a written notice to the Organizers.
If the notice of cancellation is received before 15th of January 2020, cancellation will be charged with an administration fee of 350 EUR. In case the registration fee was already fully paid, the balance will be returned to the Exhibitor.
If the notice of cancellation is received between 16th of January and 15th of February 2020, cancellation will be charged at a rate equal to 50% of total registration fee. In case the registration fee was already fully paid, the balance will be returned to the Exhibitor.
If the notice of cancellation is received after 15th of February 2020, cancellation will be charged at a rate equal to 75% of total registration fee. In case the registration fee was already fully paid, the balance will be returned to the Exhibitor.
The amount of paid deposit remains non-refundable no matter the cancellation time or reason.
The Exhibitor who cancelled his participation on MEETEX and paid the cancellation fee does not reserve any right, neither can claim any allowance or compensation related to his previously booked Exhibition area if such area is later re-booked by other Exhibitor.
Organizers will do their best to remove the Exhibitor who cancelled his participation at MEETEX from all promotional materials, but Organizers assume no responsibility if for reasons of late cancellation the removal becomes impossible, especially from printed materials. Organizer cannot and will not be held liable for any damages whatsoever which the Exhibitor who cancelled his participation at MEETEX might suffer in relation with third parties as a consequence of such cancellation.
Exhibition space
The Exhibitor shall arrange his exhibition area in a way which will not influence the rights of other exhibitors and visitors. As the Exhibitors' area aims to have a uniform appearance, the Exhibitor is not allowed to make any changes to the area elements, furniture or construction. Roll-up displays are not allowed inside the Crystall Hall of The Westin Zagreb Hotel.
Setup and installation of any device such as displays (including electronic ones) which would cross the limits of the allocated area (including in height - max 35cm above the meeting table surface) is not allowed. Installation of devices that produce any kind of sound is not allowed (including media players).
Exhibitor will be held liable for any intentional damage to Exhibitor's area, and will be subject to charges and penalties.
If an Exhibitor wishes to personalize his Exhibition area in a way which exceeds the a.m. limits, any plans for such actions must be sent to the Organizers before 1st of December 2019, and will be allowed only if approved by the Organizers.
Allocation of the exhibition spaces
The allocation of the exhibition spaces is decided by the Organizers. In this decision, they take into account the general interest of the event and the logical principles which will simplify the planning for the Hosted Buyers. Normally the layout of meeting tables is done on alphabetical principle, using the first letter of Exhibitor's brandname.
Organizers reserve the right to change the position of the stand/table, even if already assigned, or to vary the dimensions when necessary for technical and/or organizational reasons.
Exhibitors conduct
During the MEETEX working hours/activities the Exhibitor shall ensure that his table/exhibition space is always staffed by competent representatives. Any Exhibitor's representative unable to attend may be substituted by another company representative only if previously approved by the Organizer. Registration is not transferrable, neither for a company nor for company representatives. In case of infringement such as passing the personal MEETEX badge to a third person, the Exhibitor can be subject to a penalty.t
Access to MEETEX area at the venue is allowed only to Registered participants wearing his/her own MEETEX badge all the time. The security staff is authorized to block the access to the MEETEX area to any person not wearing his/her MEETEX badge.
The Exhibitor shall conduct his business only from his own space and shall refrain from activities that might affect, disturb, annoy or cause any kind of inconvenience to attendees or other exhibitors during MEETEX working hours. The Exhibitor shall limit his promotional activities – including the eventual distribution of brochures, flyers or any other promotional material – only to his exhibition area.
The Exhibitor is not allowed to share or lease his Exhibition and advertising space or any of its parts to the third parties or any other physical or legal entities in any way, neither personal or through distribution of promotional material of such other entity. In case of violation, Organizers reserve the right to charge the Exhibitor an additional fee proportional to the effects of such violation.
Exhibitor should clear his Exhibition space after the end of the program; if he fails to do so, the Organizers may arrange for the material to be removed at the cost of the Exhibitor. The Organizers will not be liable for any losses sustained by the Exhibitor as a result of this action.
Liability
Although the Organizers will do their best to protect Exhibitor's property during the MEETEX official program, the Organizers and the Venue cannot accept liability for any loss, damage, destruction or theft which might occur on MEETEX venues.
The Exhibitor and their contractors, as well as their staff, shall be held responsible for any damage or injury caused to the Organizers and/ or third party at the exhibition space, at MEETEX venue or at any other MEETEX related location (restaurants etc).
In case MEETEX has to be abandoned, postponed or altered in any way, in its whole or just in a 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.
Privacy policy
According to the Croatian Laws (ZZOP), Organizers will collect and use personal information strictly complying with all personal data treatment regulations including GDPR.
All the collected personal information (name, company, title, business email address, work phone number, mobile phone number, fax number, home page etc.) is voluntarily submitted through the website or registration application form. Data is stored at Organizer’s Web Hosting and Event App Provider's servers, and will be kept for purposes of execution of MEETEX 2020 as well as planning and preparation of future editions of MEETEX for the minimum of next 5 years, after which period data will be erased/destroyed, or kept further but only after prior consent of the data owner.
The Organizers may use personal data for the purposes related to execution of MEETEX, such as inclusion to the on-line meeting scheduling system, presentation of Exhibitor at MEETEX web page, in MEETEX mobile app and in MEETEX Brochure, or in any other way of MEETEX related promotion, whether electronic or printed.
The data may also be used to provide Exhibitor with information, and to send promotional and marketing materials. Organizers will not share or pass the collected personal data to any other third party except for mailing services platforms (Mail Chimp or similar).
If you have any questions or concerns about your data or your request to opt-out of communications from the Organizers or its third party partners, please contact us at info@meetex.eu
General conditions
The Exhibitor must comply in all aspects with the requirement of every appropriate authority and with the Terms and Conditions by which the Organizers will occupy and use the Exhibition venue. It is Exhibitor's responsibility to control and supervise his own stand, and it is Organizer’s responsibility to supervise and control the common areas.
All matters and questions not covered by these Terms and Conditions are subject to the decision of the Organizers. Foregoing Terms and Conditions may be amended or modified by the Organizers at their discretion and at any time. Every eventual change in the Terms and Conditions will immediately be made public at www.meetex.eu/exhibitors-2020 
The Exhibitor agrees to abide by any and all amendments and changes by the Organizers as well as rules and regulations set out in this Terms and Conditions, as well as in any other published material related to such matters.
Dispute resolution
 The Organizers and the Exhibitor will try to resolve and settle all eventual disputes in an amicable way. In case a dispute cannot be settled in such way, Organizers and Exhibitor agree to apply Croatian laws and confer jurisdiction to the competent court in Zagreb, Croatia.
Please note that by submitting the Registration Form and paying the Registration Fee you agree that these Terms and Conditions represent a contractual obligation.