Terms & Conditions of Participation

Conditions of participation in the F3ŽO Ljubljana

1. General provisions
The present Application and Contract is at the same time a legally binding and irrevocable contract concluded between the Organiser and the Participants for the Festival for the Third Age. It shall be completed and delivered by the Event Participant within the stated Application Deadline. The Organiser will not accept applications with reservations. The Organiser reserves the right to decide on the acceptance of the Participant, its products and services into the Event. The Organiser reserves the right to reject applications received after the closing date. The minimum exhibition space that the applicant may lease is 6 m2. The prices applicable to the event and indicated in the Application Form and the Contract are in euros and do not include VAT. By signing this Application and Contract, the Participant acknowledges and accepts the Terms and Conditions of Participation.

2. Use of data
The Participant in the Event authorises the Organiser to process the Data for the purposes of the Event. The Organiser shall store and protect the Participant’s data in accordance with the applicable regulations. Invoices and all other documentation relating to the Participant’s participation in the Event shall be kept by the Organiser. The Organiser may use the Exhibitor’s data (public data such as the name of the Participant, its activity and physical form of participation in the Event and other data) for:

  • doing business with the exhibitor itself;
  • sending offers and promotional messages to the exhibitor itself in relation to
  • the event by post, e-mail or telephone;
  • informing and advertising the event before, during and after the event;
  • statistical data processing;
  • market research and opinion polls;
  • the creation and updating of the organiser’s databases

3. Allocation of exhibition space
The event is open to national and international exhibitors whose exhibits correspond to the theme of the event. Trade agents and importers may exhibit items from the companies they represent. The admission of an exhibitor to the event and the allocation of exhibition space shall be decided by the organiser, who shall allocate the exhibition space in the best interests of the event. The organiser reserves the right to allocate up to 10% more or less of the exhibition space. Exhibitors shall not be entitled to pre-select a specific location or type of stand, regardless of the preferences indicated on the application form. Priority in the allocation of space or time for promotion shall be given to exhibitors purchasing larger packages. Any change to the allocated exhibition space must be approved by the Organiser. The Organiser may also relocate and make other changes to the exhibition space. These measures shall be decided by the organiser in the interest of the event. The organiser shall have the right to change the stand or the layout of the stand even after the stand has been allocated to the exhibitor, if it has a justifiable reason for such action due to special circumstances.

4. Cancellation of the application and the contract
If the Exhibitor cancels this Contract, the Exhibitor must pay:

  • 40% of the price of the purchased participation package if this Application and Contract is cancelled more than 30 days before the start of the event;
  • 100% of the price of the purchased participation package if this Application and Contract is cancelled less than 30 days before the start of the event

If an exhibitor fails to attend the event for any reason despite registration and registration, the organiser may assign the stand to another user. If the Organiser is unable to assign the vacant stand to another user, the Organiser may reconfigure the stand at the Exhibitor’s expense. In any case, the exhibitor shall be fully liable for the entire rental of the stand.

5. Mandatory registration fee
All organisations participating in the fair exhibition are required to pay a compulsory registration fee of EUR 120. The compulsory registration fee includes wireless internet access, a listing of the exhibitor in the event newspaper, on the www.f3zo.si website (list of exhibitors) and on the event floor plan.

*Unless otherwise specified, participation prices are valid for the entire duration of the event and not for a single day. The prices quoted are exclusive of VAT, which is payable by the Client.

6. Payment
The Participant undertakes to pay for its participation in the Event at the prices agreed and specified in this Application Form and the Contract. Taxes are payable by the Participant at the Event. The Organiser undertakes to invoice and bill in accordance with positive law. In the event of late payment of invoices and bills, the Organiser may charge the Participant statutory interest on late payment. The Participant may object to the invoice in writing within 8 days of the invoice. If the Participant objects to only part of the invoice, he/she shall be obliged to settle the undisputed part of the invoice within the time limit and in the manner set out in this Application Form and the Contract.

7. Cancellation of space allocation
The Organiser has the right to refuse or cancel the Application and the Contract in the following cases:

  • if the applicant is in settlement, bankruptcy or liquidation proceedings at the time of application;
  • if the organiser has outstanding claims against the applicant from previous events (applies to all events resulting from cooperation with Proevent d.o.o.);
  • if the products and services to be exhibited at the event do not correspond to the theme of the event;
  • if the exhibitor fails to deliver the documents (point 12) at the request of the organiser.

8. Date and venue of the event
If the Event has to be postponed, shortened or extended in time or space, Participants shall not be entitled to cancel their participation or claim damages. If the event cannot be held for reasons not attributable to the organiser (force majeure, strike, etc.), the organiser may require the participant to pay up to 25% of the price of the participation package purchased. However, the Organiser does not have this right if it is responsible for the failure to hold the event.

9. Technical conditions
For stands higher than 2.50 m, the exhibitor must obtain the written consent of the organiser. The plans of such stands must be submitted to the organiser 20 days before the start of the installation. The exhibitor shall not encroach beyond the space allotted to him when setting up his stand.

10. Installation and dismantling
Set-up and dismantling must be registered in advance. The deadlines for assembly and dismantling, as set out in the Instructions for Exhibitors, must be strictly adhered to. If the dismantling deadline is exceeded, the Organiser shall be entitled to dismantle the stand (pavilion) at the Exhibitor’s expense and risk. Upon completion of dismantling, the exhibitor must return the space in which he has exhibited to its original condition. Failing this, the exhibitor shall be liable to compensate the organiser for any damage caused. When setting up and equipping the exhibition space during assembly and dismantling, the exhibitor or his contractor must comply with the regulations on occupational health and safety and fire safety, the technical regulations and standards, the general conditions of work in the event space and the instructions of the organiser. The exhibitor is obliged to separate waste in the receptacles provided for this purpose. The exhibitor must not remove the exhibits from the stand before the end of the event. The exhibitor may leave the exhibition space early only with the written permission of the organiser.

11. Guarantee and insurance
The Organiser shall not be liable for any damage to, loss, destruction of, or theft of the Exhibitor’s or its contractor’s property (exhibits, equipment, etc.), their staff or third parties, nor for any damage to the Exhibitor’s or its contractor’s property, their staff or third parties caused by fire, windstorm, hail, lightning, breakage, spillage of water, theft, or any other cause whatsoever. The Organiser shall not be liable for any damage, loss, destruction or theft of property or injury to third parties caused by the conduct of the Exhibitor or its contractor on the Exhibition or Event Space. The exhibitor or his contractor shall take out appropriate insurance at his own expense.

The exhibitor or his contractor shall be liable for damage and accidents caused by him or his staff to the organiser and/or to third parties on the exhibition or event site.

The Organiser accepts no liability whatsoever for vehicles left on the fairground and car park by exhibitors, their employees or agents or their contractors.

No guarantee is given for defective entries in the event catalogue (e.g. typographical errors, design errors, incorrect translation or if there is no entry, etc.).

The Exhibitor may not sublet the exhibition, advertising or promotional space allocated or any part thereof to a third party. In the event of a breach, the Organiser reserves the right to charge the Exhibitor an additional fee of 100% of the price of the exhibition, advertising or promotional space allocated.

12. Presentations
The exhibitor must notify and submit in writing the exact programme of presentations (e.g. musical performance, self-organised event, etc.) at the stand to the organiser for prior confirmation and coordination at least eight days before the event. The Organiser shall be entitled, subject to written permission already granted, to restrict or prohibit presentations which cause noise, dirt, dust, gas leaks or otherwise interfere with the event. Demonstrations may only take place in the exhibitor’s allocated stand.

All demonstrations on the exhibition stand must comply with the Law on Offences against Public Order. The permitted volume in the halls during the event is 60dB. The exhibitor must settle all copyright claims (SAZAS) for its own performances. The exhibitor undertakes to settle all claims for compensation for the use of copyright-protected works, which it, as the organiser of the event, is obliged to pay in accordance with the applicable legislation (159. For this purpose, the Renter undertakes to inform the competent collecting societies for the enforcement of copyright and related rights of the use of protected works in good time, i.e. at least eight days before the public performance, and in accordance with the regulations.

13. Exhibitor’s activity – documents
The Organiser shall have the right to request from the Exhibitor at the time of registration:

  • the authority that the conditions laid down by law for the exercise of the activity are met;
  • the relevant consent of the competent health and veterinary inspectorate if the exhibitor will be involved in the sale of foodstuffs and articles of general use, food tasting or demonstrations of articles of general use or catering activities at the event.

The organiser has the right to cancel the participation (appearance) of an exhibitor at the event if the required documents are not provided.

14. Photography and drawing
The Organiser shall have the right to photograph, draw, record or otherwise reproduce the exhibition premises and the exhibits on film, video tape or digital media and to use the material for its own purposes or for general use. The exhibitor waives all copyright claims. No photographs, drawings or recordings of the exhibition may be taken or made without the permission of the organiser, with the exception of the exhibition space (pavilion).

15. Special provisions
Exhibitors using heaters and other electrical devices (cookers, household appliances, etc.) or open fires for their activities in the exhibition space must obtain the written consent of the Technical Service of Cankarjev dom before the start of the event.

16. Court
The Organiser and the Participants shall resolve any disputes amicably. Should no agreement be reached, the Ljubljana court shall have jurisdiction to settle the dispute.

17.Organiser’s warning
Any form of unauthorised promotion which does not comply with the Instructions, the Event Regulations and the Instructions for Exhibitors will be sanctioned. All participants are reminded to refrain from playing too loud music and other distracting actions that may disturb other participants of the event.

Proevent d.o.o., October 2023