Terms and conditions and returns policy for fellow exhibitors

Exhibition packages APZI vzw

1. Conditions of participation

General

Companies in the Zeebrugge port area, or companies providing services linked to the port.

APZI vzw reserves the right, at its own discretion but giving reasons, to select which companies may participate should there be more interest than capacity.

2. Invoicing and Cancellation Terms and Conditions

Invoicing

• Invoices are issued directly (amount excluding VAT) by APZI vzw.
• Payment of the invoice before the start of the trade fair, in accordance with the payment terms.

Cancellation terms and conditions for company participation

• Before the stated registration deadline: €0
• From the stated registration deadline: full amount

3. What is included in the entry fee?

Visibility

• Visibility ahead of the trade fair: communication via newsletters, direct mail, the website or social media.
• Visibility at the trade fair: logo, social media, promotional material (no posters or roll-up banners)

APZI vzw ensures a consistent look and feel.

Events

• Rental of the space 
• Catering (drinks and snacks) for the participants, lunch for the participants, and the provision of hostesses and/or bar staff where applicable.
• Networking facilities
• Exhibitor badges (1 or 2 people)
• • Each co-exhibitor is entitled to 1 or 2 exhibitor badges. The badges are issued by the exhibition organisers under the joint APZI stand and not individually in the name of the participating company. Representatives of the co-exhibitor are welcome to promote their company and network from the joint APZI stand.
  • Companies must provide their own admission tickets for any additional participants. Catering and space at the stand are provided only for the 1–2 participants per co-exhibitor, and not for any additional participants.

Organisation

• Organisation and coordination of the exhibition stand
• Administration through the exhibition organiser
• Information session or information by email for participants

4. What do the co-exhibitors need to provide?

• Company logo in vector format
• Invoicing details and contact details
• At least 1 representative on site

5. What do co-exhibitors need to provide themselves?

• Transportation
• Hotel

Values to be respected by fellow exhibitors

1. Professionalism: All exhibitors are expected to conduct themselves professionally at all times whilst representing their business and APZI vzw.
2. Respect: All co-exhibitors are expected to treat one another and visitors to the stand with respect, regardless of differences in culture, race, religion, gender, sexual orientation or age.
3. Compliance: All exhibitors must comply with all laws, regulations and guidelines relating to the exhibition, including health and safety regulations.
4. Booth etiquette: All exhibitors must keep their booths clean and tidy at all times, and ensure that any promotional materials or giveaways are appropriate for the event.
5. Conflicts of interest: All co-exhibitors must disclose any conflicts of interest that may arise during the trade fair and work together to find a mutually acceptable solution.
6. Confidentiality: All exhibitors must respect the confidentiality of any sensitive proprietary information shared with them by other exhibitors or representatives of APZI vzw.
7. Collaboration: All exhibitors must cooperate fully with the representatives of APZI vzw to ensure a successful and positive trade fair experience for all attendees.
8. Communication: All exhibitors must maintain open and clear communication with one another and with the representatives of APZI vzw.

By following these guidelines, co-exhibitors can create a professional environment that reflects positively on their businesses and APZI vzw.

Contractual terms and conditions

1.  The co-exhibitor shall be liable for any damage, of whatever nature, caused by him or his representatives through error or negligence to APZI vzw, the organiser, the stand builder, other exhibitors, their representatives and/or third partie.

2. Except in the event of wilful misconduct on the part of APZI vzw, the co-exhibitor in breach shall indemnify APZI vzw against any loss or damage and all claims, of whatever nature, arising from errors on the part of the co-exhibitor and/or its staff. The co-exhibitor in breach shall immediately notify APZI vzw of any incident, claim or notice of default.

3. In the event of any disputes between APZI vzw and a fellow exhibitor, the courts of Bruges shall have exclusive jurisdiction and Belgian law shall apply.

4. The co-exhibitor must take out adequate public liability insurance in order to take part in the exhibition.

5. The co-exhibitor grants APZI vzw permission to use their logo in the promotional material for the exhibition.

6. The co-exhibitor grants APZI vzw permission to use the material provided, including logos, images and text, for the preparation, communication and promotion of the joint APZI stand and participation in the trade fair. The intellectual property rights to this material remain with the co-exhibitor at all times.

7.  The participation fee must be paid to APZI vzw in a timely manner. APZI reserves the right to refuse participation in the trade fair or access to the allocated exhibition facilities in the event of late payment.

8. APZI vzw processes personal data in accordance with the notice set out in the agreements. By accepting these guidelines and terms and conditions, the co-exhibitor declares that:

• that he/she shall at all times comply with the applicable laws and regulations concerning data protection and the processing of personal data, and that he/she shall handle personal data – including that of APZI vzw staff – which he/she processes within the framework of these guidelines and terms and conditions, in a correct and lawful manner. In particular, he/she shall ensure that he/she correctly informs each data subject, maintains a record of processing activities and takes appropriate technical and organisational measures to protect the personal data he/she processes. He/she shall only process personal data in a manner consistent with the processing principles set out in the GDPR and only on a lawful basis;
• that he or she provides the notice accessible via the link to all individuals whose personal data is processed by APZI vzw in accordance with these guidelines and terms and conditions, and that he or she handles this personal data in accordance with the applicable laws and regulations on data protection and the processing of personal data. 

9. By registering, the co-holder agrees to this document and all the legal consequences arising from it. The co-holder acknowledges that, following registration, this document becomes legally binding and that compliance with it may be enforced.