Ero Expo Rules

GENERAL TRADE FAIR REGULATIONS

Valid for the fairs Ero-Expo Antwerp Spring, Ghent, Hasselt and Antwerp Autumn

ARTICLE 1: APPLICABILITY / ACCEPTANCE OF REGULATIONS

By approving, submitting or signing the online registration form, the sender or signatory (hereinafter: the exhibitor) declares that the registration is made in accordance with the attached price list and these trade fair regulations, of which he/she has taken note and with which he/she expressly agrees.

The exhibitor undertakes to comply with the provisions of these regulations and expressly declares that any contractual relationship between him/her and the organizer (hereinafter: ERO-EXPO) relating to the fair is governed by these trade fair regulations.

These general trade fair regulations apply to all obligations arising from the agreement between ERO-EXPO and the exhibitor.

In its relationship with ERO-EXPO, the exhibitor expressly waives the application of his/her own general terms and conditions, even if drafted later than these trade fair regulations.

Any deviation from these regulations must be agreed upon in advance, in writing, explicitly, and signed by ERO-EXPO.

ARTICLE 2: PAYMENT AND DAMAGES

The exhibitor undertakes to pay the full participation fee by the due date indicated on the invoice.

In case of late payment, the exhibitor shall, by operation of law and without prior notice of default, owe a late payment interest of 10% per year on the invoice amount, calculated from the day after the due date until the day of full payment.

In case of late payment by the exhibitor, the invoice amount shall also be increased, by operation of law and without prior notice of default, by 10% as a fixed compensation for extrajudicial collection costs, with a minimum of EUR 25.

Complaints or remarks regarding the invoice and the information stated thereon must, under penalty of forfeiture, be submitted within 8 days of the invoice date and may only be made by registered mail.

ERO-EXPO is not obliged to take late complaints or complaints not submitted by registered mail into consideration.

ARTICLE 3: EXPLICIT TERMINATION CLAUSE

If the above-mentioned invoice is not fully paid by no later than 15 days before the start date of the fair, ERO-EXPO reserves the right to unilaterally terminate the agreement between the exhibitor and ERO-EXPO, deny the exhibitor access to the fair, and prohibit the exhibitor from using the reserved space or facilities, without prior notice of default being required.

In such case, the invoice and all increases remain fully due. Cash payment of the invoice on-site at the fair is not possible.

In the event of non-compliance by the exhibitor with any obligations in these regulations, ERO-EXPO likewise reserves the right to unilaterally terminate the agreement, deny access, and prohibit the exhibitor’s use of the reserved space and facilities, without prior notice of default and without prejudice to ERO-EXPO’s right to claim damages.

ERO-EXPO has the right at any time to refuse an exhibitor access to the fair or remove the exhibitor and their materials without any compensation or refund:

• if the police or authorities request it
  
  
• if the stand is not professionally arranged
  
  
• if the exhibitor or their representatives disturb order or peace
  
  
• if the exhibitor or their representatives violate the fair regulations, including the prohibited practices listed in Article 7
  
  

ARTICLE 4: STAND SELECTION VIA FLOOR PLAN

Upon registration, exhibitors may choose three stand location options per fair.

These stand locations are allocated by ERO-EXPO in order of registration.

ERO-EXPO will take into account the exhibitor’s stated preference but this preference does not grant any right to a specific location.

Free choice of stand location is possible up to 1 month before the event. After that, stand placement is determined by the organization.

ARTICLE 5: DEPOSIT AND CANCELLATION

Upon registration, an advance invoice will be sent to the exhibitor. This amount is non-refundable in case of cancellation.

Cancellation fees after registration amount to 50% of the invoice amount up to 3 months before the event.

After 2 months before the event, cancellation fees amount to 100% of the invoice amount.

ARTICLE 6: MINIMUM AGE

Access to the fair is prohibited for persons under 18 years of age, even if married. Babies and young children are not permitted.

ARTICLE 7: PROHIBITED PRACTICES, LIABILITY AND EXEMPTION

The exhibitor is fully responsible for the goods he sells, displays, or possesses, and guarantees that all such goods and any actions or acts performed or organized by him comply with Belgian law and all applicable legal standards.

The exhibitor is fully liable for any damage caused by him, his products or goods in possession, or the acts he performs, to ERO-EXPO or third parties. The exhibitor is also liable for goods and materials entrusted by ERO-EXPO and/or used during the fair.

Regardless of the above, the following materials or performances must be strictly prohibited:

• Sex with children or minors under 18
  
  
• Sex with animals
  
  
• Scat or urine sex
  
  
• Images or acts involving explicit sexual violence or severe genital mutilation
  
  
• All other clearly offensive activities
  
  

For live performances: no erect penises may be displayed, no penetration of any kind, and no clearly opened labia. Only solo performances are allowed and must be erotic, not pornographic.

Tattoo and piercing practices may not involve the genital area.

Advertising for escort services is prohibited.

Advertising—under any form—for competing events or products is not allowed. It is also strictly forbidden to sell or promote drinks, food, or cigarettes.

Promotional material may only be distributed at your own stand. Flyers distributed outside the stand or posters placed in the venue must be submitted to the organization prior to the start of the fair.

Any deviation must be explicitly agreed upon in advance, in writing, and signed by ERO-EXPO.

ERO-EXPO can never be held liable for damages resulting from the exhibitor’s non-compliance with these regulations.

ERO-EXPO is not responsible for any damage or loss suffered by the exhibitor during or as a result of the fair due to fire, water, burglary, theft, vandalism, or any other cause. No damages claimed by the exhibitor can be recovered from ERO-EXPO.

ARTICLE 8: FORCE MAJEURE

Due to unforeseen circumstances or force majeure (such as severe weather, flooding, traffic problems, etc.) during setup or the event itself, ERO-EXPO may terminate the fair early without any refund or compensation.

ARTICLE 9: ACCESS TO THE FAIR AND ALLOCATION OF SPACE

Exhibitors may enter the venue 1 hour before opening each day and must leave no later than 30 minutes after closing.

Exhibitors must observe the setup and dismantling times communicated by ERO-EXPO.

Exhibitors who book an empty (bare) space must provide their own professional stand or walls. If not, these will be installed and invoiced by ERO-EXPO, without prejudice to the right to deny access or remove the exhibitor without refund.

ARTICLE 10: SECURITY DEPOSIT

A deposit of EUR 50 must be paid in cash upon arrival.

This deposit covers any rented tables, chairs, lighting, etc.

Waste must be taken away by the exhibitor. The polluter pays!
Stands must be left clean and intact.

The EUR 50 deposit will be refunded in cash on Sunday evening if the stand meets the above conditions and after inspection by an ERO-EXPO staff member. If the deposit is not claimed on-site, it cannot be reclaimed afterwards.

If cleaning or repair work is required, costs will be invoiced to the responsible exhibitor.

ARTICLE 11: VEHICLE BAN

No cars are allowed inside the halls, except on Thursday during setup.

ARTICLE 12: SUBLETTING AND TRANSFERABILITY

If an exhibitor decides not to attend the fair personally, the stand may not be sublet to third parties.

The submitted registration form is non-transferable.

ARTICLE 13: RELATIONSHIP CARDS

Relationship cards may be purchased at EUR 16.50 per card, with a maximum of 6 cards per exhibitor. These must also be requested at least 15 days before the start of the fair.

ARTICLE 14: COPYRIGHTS

Exhibitors who wish to play music are responsible for any copyright infringements related to the works they use.

ERO-EXPO cannot be held liable for damages resulting from such infringements.

The exhibitor confirms to ERO-EXPO that fees for music use will be paid to the appropriate collecting societies.

ARTICLE 15: DURATION AND TERMINATION

The agreement between ERO-EXPO and the exhibitor for the use of a stand at the fair is for a fixed duration. It ends after the final fair in which the exhibitor participates.

The exhibitor is liable for the full stand price from the moment of online registration (or any other form of registration).

Unilateral termination by the exhibitor is not possible.

The agreement may only be terminated through an explicit written agreement between ERO-EXPO and the exhibitor.

ARTICLE 16: SMOKING BAN

Smoking is strictly prohibited during setup, dismantling, and the event itself in the exhibition halls. Any fines are at the exhibitor’s expense.

The smoking ban also applies to staff and visitors.

ARTICLE 17: JURISDICTION AND APPLICABLE LAW

Only Belgian law applies to the agreement between the exhibitor and ERO-EXPO.
Any disputes relating to the execution and/or interpretation of the agreement fall under the exclusive jurisdiction of the courts of Hasselt.