1. Exhibits Installation
1.1. The Event participants are allowed to the space contracted for installation of exhibits within the due time under the Contract or the order permitting the Event.
1.2. Extension of exhibits installation period under the Contract shall be agreed between the Organizer and the authorized representative of the Crocus Expo. Delivery of extra cargoes to the space contracted during the exhibits installation extension period is not allowed.
1.3. To obtain a permit for exhibits installation the Exhibitor shall provide:
1.3.1. Exhibits documentation approved by Fire Safety Department of ZAO “Crocus International”. Scope of the data and approval procedure is defined by the “Instruction On Fire Safety Measures During Build-up/Break-down of Expositions and Running of Exhibitions/Events At the Indoor and Outdoor Grounds of the Crocus Expo”;
1.3.2. A letter (3 copies) to obtain passes to the Event build-up/break-down enclosed with a list of personnel, including their full names, passport details, list of equipment delivered. The letter shall be stamped by the Organizer permitting the access.
1.4. Passes to the Event build-up/break-down (issued by the Service Center of the Crocus Expo).
1.5. During exhibits installation and break-down the personnel engaged shall also meet the requirements set forth in the “Stands Build-up” section.
1.6. Exhibitors, their representatives and contractors are fully responsible for any damage caused to the premises or the property of the Crocus Expo, as well as to the third parties, by their actions or inactions.
1.7. The administration of the Crocus Expo reserves the right to forbid the Exhibitor to display exhibits which might be hazardous to public.
2. Event Period
2.1. During the Event Period the Exhibition Center operating hours are from 08:00 a.m. to 08:00 p.m. (Moscow), if not otherwise defined by the Contract.
2.2. The Event period is 8 hours/24-hour period. 2 hours before and 2 hours after the Event period through the Event period shall be used for cleaning, maintenance and repair works. During this period all works carried out by the Organizer or the exhibitors shall only be done within the stands area, the Event management offices, press-centers and other areas contracted.
2.3. Following the Event schedule the Organizer shall ensure the due time closing of the Event and compliance with the regulations in force at the Crocus Expo; in coordination with the security officers on duty the Organizer shall ensure the due time vacating of the Event areas and premises by the visitors and participants after closing of the Event.
2.4. At 08:00 p.m. the Halls will be closed and sealed. From 08:00 p.m. till 08:00 a.m. the Security Department of the Crocus Expo ensures the security of the Halls. No one will be allowed to the sealed Halls during this period.
2.5. If drink receptions, concerts etc. are held in the Halls after the end of the Event hours the Organizer in coordination with the Crocus Expo shall take measures to ensure safety of the equipment and the exhibits.
2.6. Operation of the security firms contracted by the Organizer or the Event participants shall be approved by the authorities of the Crocus Expo. The security firms failing to meet the regulations in force at the Crocus Expo will not be allowed to work at the Crocus Expo’s grounds.
3. Services Provided to Organizers, Exhibitors and Other Participants of the Event
3.1. The Organizer shall execute and submit the orders for services to the Crocus Expo in due time set forth by the Contract or the Services Guide. The services provided will be charged as per rates of the Services Guide. The rates of the Services Guide are quoted for the services provided at the exhibition space. The services provided at other areas are charged at agreed rates.
3.2. Subject to the Organizer’s approval the Crocus Expo provides services to the exhibitors and other participants of the Event on the basis of the Service Order Contracts upon the advance payments by bank transfer or cash payments made in conformity with the cash payment limits fixed by the laws in force.
3.3. Services not included into the Services Guide are provided at agreed rates.
3.4. The Crocus Expo is to sell entry tickets and the Event Catalogues, if not otherwise defined by the Contract.
3.5. Any commercial activity within the space contracted shall be approved by the Crocus Expo and conform to the statutory regulations and laws regulating commercial activities and provision of fee-based services.
3.6. The Organizer shall sign the Work Completion Certificate not later than the last day of the Event Period.
3.7. Order for services could be cancelled prior to the first day of the Overall Event Period, if not otherwise defined by the Contract or the Services Guide. Orders cancelled or not demanded after the above state time shall be fully paid.
3.8. Reasonable claims on time, quality and scope of the services provided are accepted up to the last day of the Event break-down, if not otherwise defined by the order terms, otherwise the service is considered to be properly provided.
3.9. Prior to taking out of exhibits the Event participant shall return the equipment rented to the Crocus Expo against a receipt. If the Event participant fails to provide the signed receipt to the authorized representative of the Crocus Expo, the exhibits taking out will not be allowed.
4. Handling Services
4.1. Handling services at the Crocus Expo’s grounds are provided by the Transportation Department of the Crocus Expo during the Event build-up and break-down period from 09:00 a.m. to 08:00 p.m.
4.2. The order for handling services shall be registered by the manager of the Transportation Department in the Services Center. In the order form the approximate time of order execution (start of the truck loading/unloading) shall be specified.
4.3. Admission to the trucks loading-unloading area of the vehicles of the Customers, having a permit to handle the cargoes by their own means, are allowed against a pass issued by the Transportation Department.
4.4. Handling of non-pallet cargoes or packaged in contravention with the requirements in force are carried out at the bottom of the priority subject to technical availability.
4.5. Priority of bulky exhibits loading/unloading is defined by the Organizer on the basis of the exhibits delivery/taking out time-table and the priority of stands build-up at the exhibition space allowing the possibility to relocate the cargo.
4.6. The exhibits delivery/taking out time-table shall be worked out by the Organizer and submitted to the Crocus Expo at least 14 days prior to the Overall Event Period.
4.7. The Organizer shall submit the information on bulky and heavy-load exhibits, their delivery from truck to stand, need to use special hoisting devices at least 30 days prior to the Overall Event Period.
4.8. Taking out of exhibits on the final day of the Event Period shall be approved by the Crocus Expo. Taking out of bulky and heavy-load exhibits on the final day of the Event Period is not allowed.
4.9. Parking of vehicles at the Crocus Expo grounds are allowed from 07:00 a.m. to 08:00 p.m., if not otherwise defined by the Event schedule. At any other time no vehicles are allowed.
4.10. The Event participants are allowed to use handcarts equipped with polyurethane or white rubber wheels to transport the cargoes inside the Halls. It is not allowed to use handcarts outwards the Halls without approval of the Hall administrator.
5. Cleaning of the Space Contracted
5.1. Cleaning of the space contracted (removing of construction waste, packages, dust etc.) is carried out continuously during the Event build-up and break-down periods. Stand-builders and exhibitors shall pack the wastes to be utilized into their own garbage bags and put them into gangways. To remove bulged wastes (which cannot be put into garbage bags) special containers shall be ordered in the Service Center in advance.
5.2. Final cleaning of the exhibition space contracted and gangways on the Event opening day are carried out upon completion of stands build-up and exhibits installation, usually from 08:00 a.m. to 10:00 a.m. It is not allowed to carry out waste-producing works and put garbage bags into gangways after the final cleaning. If stands build-up and exhibits installation are not completed within the due time under the Contract, the stand-builder or the exhibitor shall remove wastes from the stand and gangways by their own means. If required, this service can be order in the Service Center. The space to be cleaned shall be agreed with the Hall administrator. The cost of the service is subject to 100% surcharge to the rates of the Services Guide. During the event Period the wastes to be removed shall be put into gangways in stand bins.
6. Electric Power, Water, Compressed-air, Phone and Internet Lines Connections
6.1. Connection to power-, water-, compressed-air and sewage mains are carried out by the Technical Maintenance Department of the Crocus Expo on the basis of electrical installations layout worked out by the General Builder, layout of water and compressed air supply mains, and orders submitted by the Organizer.
6.2. Connection to communication and Internet lines are carried out by the ACS & Communications Department of the Crocus Expo on the basis of phones and Internet connections layout and orders submitted by the Organizer.
6.3. The Event participants are not allowed to:
6.3.1. Connect mini-ATS and other communication equipment to communication lines provided without, if not approved by the representatives the Crocus Expo;
6.3.2. Lay communication lines in the Halls by their own means;
6.3.3. Connect telecommunication equipment to leased lines to provide services to the third parties;
6.3.4. Take the equipment leased from the Crocus Expo outside the Crocus Expo’s grounds.
6.4. The Event participants shall obtain a permit from the Crocus Expo to use their own communication and audio-, visual equipment.
7. Advertising Services
7.1. Advertising services are divided into 3 groups: services provided to the Organizer only; services provided to any advertiser upon approval of the Organizer; services provided to any advertiser without approval of the Organizer. For detailed information on advertising services provided please refer to the Services Guide.
7.2. It is not allowed to advertise exhibition centers and exhibitions, which are not held at the Crocus Expo’s grounds.
7.3. Advertising is only allowed within the space contracted by the Organizer or the Exhibitor; only goods and services conforming to the subject of the Event can be advertised.
7.4. Advertising medium – any advertising material, including banners, flags, stickers, posters etc.
Advertising structure, vehicle of the Customer – any advertising and/or informational facility used to attract attention to advertising of the Customer, including installations, vehicles, display stands, paper holders, A-boards, mobile stands, showcases, stickers etc.
7.5. Installation works – one time installation of 1 advertising medium.
7.6. Advertising sites for placing of the outdoor and indoor advertising mediums, and Internet banners, unless ensues from the Services Guide, shall be defined and approved by the Advertising Department of the Crocus Expo.
7.7. Connection of the Customer’s equipment to supply mains (electric power, water etc.) shall be extra charged on the basis of the rates of the Services Guide.
7.8. Placing of advertising vehicles, including mobile billboards, shall be approved by the Advertising and Traffic Departments of the Crocus Expo.
7.9. The Customer provides hoisting devices for fixing of advertising structures, advertising mediums and aerostatic equipment, as well as fittings for fixing of advertising mediums to roof-supporting and ceiling frames.
7.10. The Customer ensures the safety of the fixings and hoisting devices.
7.11. The Crocus Expo is not responsible for the safety of the advertising mediums and/or structures, as well as fixing devices of the Customer.
7.12. Manufacturing of advertising mediums (banners to be placed on the front walls of Pavilions and Registration Halls, posters for billboards and lightboxes, stickers), installation and disassembling works on the structures provided by the Crocus Expo shall only be carried out by means of the Advertising Department of the Crocus Expo.
7.13. Only mediums of the Customer manufactured as required by the Advertising Department of the Crocus Expo are accepted for placing. Ready-made mediums of the Customer shall be provided for placing at least 3 days prior to the order performance date. Mediums of the Customer not complying with technical requirements set forth by the Advertising Department of the Crocus Expo will not be accepted.
7.14. Layouts and files shall be provided in soft copy and color print signed by the Customer; layouts and files provided shall comply with technical requirements set forth by the Advertising Department of the Crocus Expo. If signed layout is not provided, the Crocus Expo shall not be responsible for the accuracy of the information printed.
7.15. Mediums manufactured by the Crocus Expo and mediums provided by the Customer will be stored for 3 days after disassembling, following which they will be utilized. Storage of mediums above the time period specified is charged as per rates of the Services Guide.
7.16. Indoor air balloons shall be filled with helium and not be treated with composition for long-term use. Documents confirming lack of treatment shall be provided.
7.17. Aerostatic and air-filled equipment (air-balloons, dirigibles, pneumatic figures etc.) of the Customer shall only be placed upon a statutory permit allowing to use and levitate the aerostatic equipment. During operation of the aerostatic and air-filled equipment representatives of the equipment operating companies shall be on site. At night hours aerostatic and air-filled equipment shall be landed and tied securely.
7.18. Internet banners provided by the Customer shall be created in conformity with the requirements set forth by the Advertising Department of the Crocus Expo.
7.19. Promoting and distributing of print advertising or goods by the Customers outside the space contacted shall be approved by the Advertising Department of the Crocus Expo and paid as per rates of the Services Guide. Promoting and distributing shall be carried out at the sites defined by the Advertising Department of the Crocus Expo, and shall not disturb the operation of the Crocus Expo and the Event.
7.20. Advertising with the use of technical means producing effect beyond the space contracted, holding of performances and shows shall by approved in writing by the Advertising Department of the Crocus Expo. Holding of lotteries and other advertising events involving presence of the Event participants and visitors at certain place and time shall also be approved.
7.21. Advertising materials contravening the laws in force will not be accepted. Advertising events not complying with the requirements hereof will be stopped by the decision of the authorities of the Crocus Expo.
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