General Terms

TALLINN DEFENCE EXPO GENERAL TERMS

GENERAL PROVISIONS
1. These regulations define the terms and conditions under which the Estonian Defence and Aerospace Industry Association (hereinafter the “Organizer") organizes the event.

They are supplemented by the internal regulations enforced by the exhibition organizer, as well as the “safety specifications” and the “Exhibitor technical guide” issued by the organizer. The organizer sends all these documents to the Exhibitors prior to the event. By finishing the registration and payment process, the Exhibitor accepts the unreserved application of the terms and conditions of these regulations, and where applicable the event regulations enforced by the organizer. The organizer cannot be held liable if it enforces the provisions of these general terms. The organizer is solely responsible for arranging the event, particularly the opening date, it´s duration, the exhibition site, the opening and closing times, and the entrance fee. The organizer can modify these at any time, at it´s sole discretion. Access to the event is limited to professionals with an entrance pass.

REGISTRATION AND ADMISSION
1. The organizer determines the criteria and the categories of Exhibitors allowed to participate. Unless previously agreed in writing by the organizer, the Exhibitor may not present equipment, products or services at their stand other than those listed in their application.
2. An application is made by completing a form created for this purpose which can be found on the official homepage of the event. By filling out the application form an Exhibitor is requesting participation. Filling out the form cannot guarantee participation in the event.
3. By applying, the Exhibitor must only present products and equipment which comply with the event and international regulations regarding products, services and processes intended to be used in Estonia and overseas. Exhibitors must take great care to provide the public with honest information regarding the properties, prices, conditions of sale and warranties of their products or services in a complete, objective manner which complies with regulations. They must not publish any advertising or carry out any activity which is likely to mislead or constitute unfair competition.
4. The organizer examines the applications and rules on admissions and refusals. The participation of the applied company is decided by the committee, which includes representatives of EDIA and the organizer. The selection of participants considers the general selection criteria, the suitability of the company to our event vision and the number of already registered participants in the respective topics. After making its decision, the exhibitor will receive a confirmation letter regarding the participation in Tallinn Defence EXPO.
5. For registration, the exhibitor will receive an email with the link to carry on registration process including signing up for the Digital Expo platform and payment process for a specific expo stand. Finishing the payment for the expo stand constitutes as a definitive confirmation of admission and establishes the Exhibition stand rental contract, provided that the fee is paid by the indicated deadline.
6. Moreover, the organizers reserve the right to request any additional information in relation to the application at any time, and where applicable, to change its admission decision if the original decision was made based on misleading, incorrect or inaccurate information.
7. Similarly, if the Exhibitor does not pay, the organizer is no longer required to make the stand available, and it can allocate it to another Exhibitor. Moreover, the organizers reserve the right to pursue payment for the entire fee which is due.
8. The right to admission is personal and cannot be transferred to a third party.

WITHDRAWAL
1. If the Exhibitor does not occupy their stand on the opening day of the exhibition, they are considered to have withdrawn from the Exhibition.
2. Without prejudice to other measures taken, the organizers can recover the stand from the defaulting Exhibitor at the Exhibitor’s own risk. This Exhibitor cannot claim any refund or compensation, even if the stand is allocated to another Exhibitor. In this case, the full stand rental fee including VAT is due to the organizers for stand rental, even if allocated to another Exhibitor.

REGISTRATION AND PARTICIPATION FEES PAYMENT
1. Participation fees include application fees, stand fees, cost of cleaning, electricity, booth lighting and heating.
2. These fees are determined by the organizers and can be revised if the constituent elements change, particularly if the cost of materials, labour, transport and services change, as well as tax and social provisions.
3. Participation fees are paid based on the deadlines and arrangements determined by the organizers and sent to the Exhibitor in the event kit. The total sum including actual VAT is fixed by the organizers on booking and the balance is paid by the Exhibitor at the latest by the date indicated by the organizer. In any event, the total invoice amount must be paid in full by the date indicated by the organizer, even if disputed and pending a decision. If the Exhibitor fails to pay, they are not authorized to take part in the Exhibition.

LOCATION AND INSTALLATION OF STANDS
1. The organizer creates the general layout map and distributes stands.
2. Unless otherwise stated, registration does not give the Exhibitor any right to receive a specific stand in the reserved zone. Participation in events organised by the organizer does not give the Exhibitor any right to a specific stand.
3. The organizer reserves the right to modify the allocated stands at a later date. This modification does not permit the Exhibitor to unilaterally terminate their commitment to take part in the event.
4. The Exhibitor is informed of their stand location through a layout map. This map gives the most precise dimensions of the stand possible. The organizer cannot be held liable if there is a difference between the indicated dimensions and the stand’s actual dimensions. Unless otherwise agreed by the organizer, it is formally prohibited to assign, sublease or exchange all or part of the reserved stand for free or for payment.
5. The stand installation is designed based on the general layout map established by the organizer and pursuant to the indications in the technical guide. A specific installation request must be sent to the organizer for any unstandardized modifications, as well as a report from an approved organisation confirming that the work is stable after assembly, at the cost of the Exhibitor. The technical guide will be sent to the registered Exhibitors prior to the event.
6. The Exhibitor is responsible for installing the stand, and they must follow the instructions provided by the organizers. Materials used to install the stand and its electrical equipment must comply with the conditions imposed by the safety services included in the technical guide. For any reserved stand with 1 2 3 or 4 corners, it is strictly prohibited to close off the sides leading onto the aisles. The organizer will not be held liable for constructions or installations built by the Exhibitors. The Exhibitors receive the stands in the condition that they are found, and they must return them in the same condition. Any damage caused by an Exhibitor or by its installations, equipment or goods, particularly to the premises and installations where the exhibition is held, must be paid by this Exhibitor
7. The organizer reserves the right to remove or modify installations which detract from the overall appearance of the exhibition or inconvenience neighbouring exhibitors or the public, or which do not correspond to the layout map and the mock-up previously submitted for approval. Mock-up of the special solutions booth must be sent to the organizers by one week before the opening day at the latest. The organizer can revoke its authorisation if neighbouring Exhibitors are inconvenienced, or the general flow and operation of the exhibition are affected. Any audio is prohibited unless approved in writing by the organizer.

LIABILITY
1. The organizer can cancel or delay the event if it does not receive a sufficient number of applications. The Exhibitor assumes all risks linked to the possibility of the event not taking place, and it will pay all fees that it might have incurred in preparation for the event. The organizer can cancel or delay the event due to a case of force majeure. Cases of force majeure are the cases defined by the law and case law of Estonia as well as all-new, economic, political or social situations that cannot be reasonably predicted and that are beyond the control of the organizer, which makes it impossible to hold the event or poses a risk of unrest likely to significantly affect the operation of the exhibition. In the two previous cases, applications are cancelled and the available sums, after expenses have been paid, are distributed between Exhibitors proportionally in accordance with the sums they have paid.

CUSTOMS
1. It is the responsibility of each Exhibitor to complete customs formalities for equipment and products from overseas. The organizer cannot be held liable for any difficulties which could arise as a result of these formalities.

EXHIBITION SPACE ASSEMBLY AND DISASSEMBLY PERIODS
1. The “technical guide” determines the time given to the Exhibitor to arrange their stand and install what is needed during the exhibition before the event opens. The organizer determines the schedule to assemble and install the exhibition spaces before the exhibition opens. It also determines the schedule to disassemble the exhibition space, remove equipment, materials and products, as well as tidy up after the event. In terms of disassembly, removal and tidying up, if the Exhibitor does not complete the required activities by the deadline, the organizers can have these activities carried out at the cost of the Exhibitor. Exhibitors must have completed their installation by the date and time indicated by the organizer. After this point, no packaging, equipment or transport vehicle can access or be held on-site, for any reason, no matter how damaging this is for the Exhibitor. If the Exhibitor does not comply with the stand occupation deadline, the organizer is authorized to claim late penalties and damages and interest. The Exhibitor or their duly accredited representative is required to be present on the stand when disassembly starts and until the stand has been completely removed. Once the deadline indicated by the organizers has passed, can transport the remaining items to a storage location at the cost and risk of the Exhibitor. It cannot be held liable for any damage or loss caused.

GOODS
1. Each Exhibitor is responsible for transporting and receiving their goods. They must adhere to the Co-organizers’ instructions regarding the regulation of goods deliveries and collections, particularly regarding vehicle traffic within the confines of the Exhibition. Each Exhibitor will provide transport for the receipt and shipment of packages, as well as recognition of their content. All goods packages must be unpacked on arrival. If the Exhibitors are not present to receive their packages, the organizers could store, unpack or reship them at the cost and risk of the Exhibitors.

CLEANING
1. Each exhibition space is cleaned in accordance with the terms and conditions and deadlines which the organizer indicates to the Exhibitors. Packaging, covers, staff lockers or any other object used during closing hours that are not used for the stand's presentation must be kept out of view of visitors

EXHIBITOR ENTRY PASSES
1. Exhibitor passes providing access to the event are given to Exhibitors in the conditions determined by the organizer. Unused Exhibitor passes cannot be returned or refunded if the organizers issued them in return for payment. Only Exhibitor passes and entrance tickets issued by the organizer can provide access to the event. The distribution and/or sale of invites or passes issued by the organizer is strictly prohibited within the event and in the immediate surrounding area. The reproduction or sale of invitation letters could result in legal proceedings.

INSURANCE
1. Civil liability. The organizer is insured for “Exhibition organizer” civil liability. Each Exhibitor is required to insure its civil liability as an Exhibitor.
2. Theft and damages. The organizer cannot be held liable for loss, theft or damages which could be caused to exhibited professional equipment, stand equipment (decoration, furniture, flooring and wall coatings, lighting, power equipment) and audiovisual equipment.
3. Waiver of action. Except for malicious activities at the exhibition premises, each Exhibitor waives the right to take any action (including warranty proceedings) against the organizers and its insurers, for all consequential and/or non-consequential material and immaterial damage, notably operating losses experienced by the Exhibitor for any reason. It irrevocably undertakes that the insurance policies which it holds include an identical waiver of action by its insurers. The organizer reserves the right to hold the Exhibitor liable for any damage caused to equipment which it has made available to the Exhibitor.

CATALOGUES AND GUIDES
1. The organizer is the sole owner of the rights to publish and sell the service provider guide, as well as all rights relating to advertising contained in this guide. It can assign all or some of these rights. Exhibitors are responsible for providing the information needed to prepare the catalogue The organizer cannot be held liable for omissions or reproduction, composition or other errors which could occur. The organizer reserves the right to modify, remove or combine registrations which it deems appropriate, as well as to refuse or amend paid advertising text if it is likely to be detrimental to other Exhibitors.

INTELLECTUAL PROPERTY
1. The Exhibitor confirms to the organizer that it has obtained all rights and/or authorisations from intellectual property owners for the goods, creations and trademarks that it exhibits, which are required for their presentation at the Exhibition. These measures must be taken before presenting the exhibited equipment. The organizer will not be held liable for this matter, particularly if there is a dispute with another Exhibitor or a visitor. The organizer will be allowed to exclude Exhibitors convicted of intellectual property offences, particularly forgery. The Exhibitor authorises the organizer to reproduce and represent the goods, creations and trademarks which it exhibits, for the useful life of the rights in question, for free, and in any country, in the exhibition communication materials (exhibition catalogue, invites, visitor plan, promotional video), and more generally on all media intended for exhibition promotion (photograph of the exhibition to appear in the press or online, TV broadcast on/from the exhibition). The Exhibitor confirms to the organizer that it has obtained all rights and/or authorisations from intellectual property owners for the goods, creations and trademarks that it exhibits, which are required for the abovementioned uses.

IMAGE USE
1. When you attend the Estonian Defence Week and Tallinn Defence EXPO, you enter an area where photography, audio and video recording may occur and may be used for promotional materials, printed online (including our website and public social media), and press releases (including on third-party news websites). Also to share with sponsors or venues of the specific event the photo was taken at, so they may use it to promote their relationship with the event in promotional materials (printed online, including their website public social media).
2. By attending the event, you grant your consent for any organizer-contracted photography/video of you to be used for the above purposes during the entire duration of the copyright protection as foreseen by the law of all countries, which also includes the potential extension of the aforementioned duration.
3. By attending the event, you consent to have any audio and video recordings of you to be modified by the organizer and its affiliates in the following ways: Adding, removing, and modifying the content of the recording as needed. Combining their image with any signature, slogan, tagline, brand, picture, visual element, legal notice and elements of any kind selected by the organizer and its affiliates to illustrate any communication materials where the images are being used.
4. All these actions may occur as a response to advertising, marketing, and sales campaign needs.
5. You release the organizer, its affiliates, and each and all persons involved from any liability connected with the taking, recording, digitizing, or publication of interviews, photographs, computer images, video and/or sound recordings.
6. By attending the event, you waive all rights you may have to any claims for payment of royalties in connection with any exhibition, streaming, web- casting, televising, or other publication of these materials, regardless of the purpose or sponsoring of such exhibiting, broadcasting, webcasting, or other publication irrespective of whether a fee for admission or sponsorship is charged. You also waive any right to inspect or approve any photo, video, or audio recording taken by organizer or the person or entity designated to do so by organizer.
7. You have been fully informed of your consent, waiver of liability, and release before entering the event

PERSONAL DATA
1. Organizer is committed to respecting and protecting all personal and sensitive data for which we are responsible. We comply with the requirements of the Regulation (2016 679 from the European Parliament and of the Council from the 27th of April 2016 regarding the protection of natural persons (related to the processing of personal data organizer collects and uses your data for the following reasons:
  1. - to process and fulfil your orders, or deliver the services you signed up for;
  2. - to manage your account;
  3. - to communicate with you, either directly or through one of our partners, for marketing participation, in surveys, and promotional purposes.
2. If you have registered for or purchased a product or service, your personal information will be used to provide that product or service, communicate about it and handle payments, as is necessary for the performance of the contract entered into with us.
3. For purchases, payment information, including credit/debit card numbers/bank details and billing addresses are also collected. Where payment card processors are used to facilitate payment card transactions on our websites, your data will be collected and used according to that data processor’s privacy policy
4. All data is collected and handled by the organizer. Access to this data is limited to organizer employees and their affiliates.
5. No data transfer will occur outside of the European Union.
6. In some circumstances, we may be legally required to disclose your personal information, because a court, the police, another judicial or law enforcement body, or a government entity has asked us for it.
7. Personal information will only be retained for as long as is necessary and as permitted by applicable laws. The length of time for which we will retain your personal information will depend on the purposes for which we need to retain it. After we no longer need to retain your personal information, it will be deleted or securely destroyed.
8. EU data protection laws give individuals a number of rights, which are:
  1. The right to confirmation whether or not we have your personal data and, if we do, to obtain a copy of the personal information we hold;
  2. The right to have inaccurate data rectified;
  3. The right to have your data erased. This does not however apply where it is necessary for us to continue to use the data for a lawful reason;
  4. The right to request the restriction or suppression of their personal data, such as, we will stop using the data but we may continue storing it;
  5. The right to obtain the personal data that you have provided to us, on the basis of consent or performance of a contract, and where technically feasible, transmitted in a common electronic format to you or directly to another company;
  6. The right to object to the use of your data Specifically, you have the right to object to our use for marketing and in relation to automated decision-making, including profiling where there may be legal or similarly significant effects;

SECURITY
1. The Exhibitor is required to respect the security measures enforced by the administrative or legal authorities, as well as security measures potentially taken by the organizer. The organizer reserves the right to check compliance with these measures. Surveillance is provided by the organizer and its decisions regarding the application of the security rules are immediately enforceable.

APPLICATION OF THE REGULATIONS
1. Any infringement of the provisions of these general regulations, the provisions of the Exhibitor’s technical guide or the internal regulations could lead to exclusion of this Exhibitor, without formal notice. This notably applies due to non-compliance with layout, non-compliance with security rules, non-occupation of the stand, presentation of non-compliant products which are not on the list in the application, and sale resulting in immediate delivery to the buyer’s site. The Exhibitor must pay compensation for damages and interest for moral and material damages experienced by the event. This compensation is at least equal to the participation amount remaining due to the organizer, without prejudice to additional damages and interest which could be claimed. The organizer has the right to withhold the exhibited items and fittings or decorative items belonging to the Exhibitor.

AMENDMENT OF THE REGULATIONS
1. The organizer reserves the right to make decisions regarding all cases not set out in these regulations and to provide new provisions whenever deemed necessary. For this purpose, the regulations can be sent at any time, on request by the Exhibitor at the following email address: info@defence.ee.

DISPUTES
1. Regardless of merit, an Exhibitor’s grievances against another Exhibitor or the organizer are discussed outside the exhibition and must not disturb the peace or harm the image of the event in the event of a dispute, the Exhibitor agrees to submit their complaint to the organizer before initiating any proceedings. Any action brought before the expiry of a period of fifteen days from this complaint is declared void with the formal consent of the Exhibitor. Disputes are submitted to the courts covering the jurisdiction of the organizer head offices.

JURISDICTION
1. Any disputes arising from this contract and the resulting agreements regarding its validity, interpretation, fulfilment, termination, consequences and repercussions will be submitted to the Harju County Court.

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TALLINN DEFENCE EXPO GENERAL TERMS

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