Rules for participation
Rules concerning participation in shared exhibition space at foreign trade fairs under the aegis of Innovation Norway.
1. Conditions
1.1. Innovation Norway undertakes to organize the event within the framework of the described project provided that a minimum number of participants have registered. Unless otherwise agreed, each project shall have a minimum of five participants.
1.2. No other exhibitors may use a company’s exhibition space unless they have been specially registered and approved by Innovation Norway.
1.3. The following groups may participate in a shared stand:
- Norwegian manufacturers of goods and services
- Norwegian sales offices for Norwegian manufacturers
- Norwegian professional journals
- Norwegian institutions/trade associations provided that the purpose of their participation is to support the trade in question.
In the event of a lack of space, Innovation Norway reserves the right to assign priority among the registered participants. Companies that took part in the relevant joint project the time before have first right of participation. Further, exporters of goods and services take precedence over institutions / associations / professional journals etc.
In the planning stage, Innovation Norway has a reasonable right to reduce/increase the number of square metres allocated to each participant, in order to utilise the total area satisfactorily. If the increase or reduction exceeds 10% of the area ordered by the participant, the participant’s approval shall be sought.
The participating Norwegian company shall act as principal exhibitor. Subsidiary companies, importers, agents, etc. may act as ancillary exhibitors under the Norwegian company and are entitled to a listing in the trade fair catalogue and may otherwise be properly presented at the stand by means of text, names, addresses etc.
1.4. The sub-letting of one’s own exhibition space is not permitted.
1.5. For each individual event, Innovation Norway shall appoint a project management team.
1.6. Payment of the participation fee shall be made in full before the trade fair begins.
2. Finances
2.1 The participation fee is calculated on the basis of the amount of exhibition area allocated. Unless otherwise agreed, the minimum exhibition area is nine – 9 – square metres per company. A display board exhibitor pays three times the price per square metre. Display board participation is unmanned.
2.2 Registration is financially binding once Innovation Norway has accepted in writing the company’s intention to participate.
2.3 Any participant wishing to withdraw from a stand shall be financially liable, see clause 3.
2.4 If a participant wishes to reduce the amount of area already ordered, similar rules as those in clause 3 apply to the area that is cancelled.
2.5 Innovation Norway has a unilateral right to raise the participation fee by up to 15 per cent during project preparation. If expenses increase by more than 15 per cent, approval shall be obtained from the participating company before the project is continued.
2.6 Participation fee
Part of the participation fee will be invoiced as project costs are incurred. The entire participation fee shall be invoiced before the trade fair opens.
2.7 The participation fee covers the following services, unless otherwise agreed:
- Rental of exhibition space
- Joint information and PR initiatives
- Assembly, furnishing and disassembly of the stand by agreement, based on a final sketch of each participant’s exhibition stand
- Telephone/fax at the information counter
- Communal areas and the decoration of such communal areas (information area/lounge/store/kitchen/meeting room etc.) and external promotion of the shared Norwegian exhibition space
- Freight of shared property
- Operation of any restaurant
- Cleaning
- Travel and hotel expenses for the project manager
- Project management
2.8 The participation fee does not cover:
- Production of participants’ information boards
- Unpacking and assembly of the participants’ products/models
- Special installation/connection of water, pressurised air, electricity, exhibitor’s telephones/faxes to their stand
- Travel and hotel expenses for the company representatives
- Freight forwarding charges incurred in connection with the transportation of the participants’ products/models
- Insurance
2.9 Supplementary services
The cost of any supplementary services will be invoiced after the project has been completed (e.g. extra technical services, catering, telephone/fax etc.).
In the event of registration after the deadline, an additional fee may be charged if the registration leads to re-designing/extra orders/additional work.
3. Cancellation
If a party withdraws, the following rules shall apply:
- Fifty per cent of the participation fee is payable if cancellation occurs no later than three – 3 – months before the trade fair begins.
- One hundred per cent of the participation fee is payable if cancellation occurs less than three – 3 – months before the trade fair begins.
4. Design of the shared exhibition space4.1. In order to ensure a uniform result, the project management team shall be responsible for the design of the shared exhibition space. Insofar as this is possible, consideration shall be given to the exposure of each participant’s products/models, information boards and to individual wishes. The final decision lies with the project management team.
4.2. The exhibited products shall be registered in advance. Similarly, any information boards used shall be of such a character that they do not detract from the overall impression of the shared exhibition space. The project management team reserves the right to see a sketch of each participant’s planned decorations.
4.3. The project management team will present proposals for the design of the exhibition space. Any changes must be approved before the stated deadline.
4.4. Project deadlines must be kept. Any participant that submits information and material after a deadline will be charged a fee, based on the specific number of extra hours worked as a result of the late submission of information/material.
4.5. The participants are responsible for ensuring that their products/models are correctly in place and fully operational one day before the event opens, or by the deadline set by the organiser of the trade fair.
5. Freight forwarding
5.1 Unless otherwise agreed, the project management team will request that a freight carrier assume responsibility for the transportation of all shared material.
5.2 Participants are themselves liable for the cost of transporting their own models/products and information boards.
5.3 If a participant requires transportation insurance, this should be agreed between the participant and the freight forwarder. The freight carrier will invoice the participant directly.
6. Staffing
6.1. Unless otherwise agreed with the project management team, each stand shall be manned at all times.
6.2. Unless otherwise agreed with the project management team, participants shall meet at the stand no later than 24 hours before the event opens.
7. Insurance
7.1. Innovation Norway is not responsible for theft or injury to any person or damage to any object that occurs in the trade fair area. Each exhibitor is responsible for arranging adequate insurance coverage for its own staff and property.
7.2. Insurance against claims for compensation for third-party injury shall be taken out, and each party shall be invoiced for this cost based on its share of the shared exhibition space.
8. Force Majeure
8.1 Innovation Norway reserves the right to cancel an event if an insufficient number of participants have registered. Further, Innovation Norway may decline registrations from companies that fall outside the framework of the project.
8.2 Innovation Norway assumes no liability if the project is prevented from being implemented or it is seriously disturbed by war, strike, natural disaster, blockade, lockout, new or amended legislation and constitutions or other such situations.
Innovation Norway assumes no liability for any changes to or cancellation of the trade fair made by the organiser.
If any of the reasons mentioned above prevent implementation of the project or constitute a serious disturbance, all registered participants shall be liable to pay a share of the initial participation fee. The share of the participation fee for which one is liable shall correspond to the share of the project’s budgeted expenses that were actually incurred.
9. Disputes
9.1. In the event of a dispute arising in connection with a project, attempts shall be made to settle the dispute amicably. If this is unsuccessful, the parties accept that Oslo Municipal Court shall be the venue for legal settlement of the dispute.
9.2 Any breach of the above guidelines may result in expulsion from joint projects and future joint events.
Oslo, September 2004
Innovation Norway
