General Conditions of Participation

TERMS OF PARTICIPATION AT SMART ENERGY FORUM 2026 SK AGROKOMPLEX NITRA

   I. Organizer

SMART ENERGY FORUM s. r.o., Dobrá 177, 739 51 Dobrá (hereinafter referred to as “SMART ENERGY FORUM”).

  II:Exhibitor

Legal entities and individuals whose participation in the fair has been confirmed by SMART ENERGY FORUM.

 III.Registration for the fair and allocation of areas

III.1. A duly completed application form together with an order for exhibition space, sent to SMART ENERGY FORUM, is binding on the client. SMART ENERGY FORUM decides on the acceptance, rejection or reduction of the order for exhibition space and is not obliged to justify its decision. The application will not be accepted if the client’s activity does not comply with the exhibition nomenclature. The contractual relationship (contract) is established by confirming the application for participation, which also includes a binding order for exhibition space. The new proposal is only a reduction in the order for the SMART ENERGY FORUM exhibition area and the contract is subsequently concluded upon acceptance of the proposal by the exhibitor. With the confirmation of receipt of the application for participation, SMART ENERGY FORUM will send an advance invoice for the rent with the relevant VAT. For applications received after January 1 of the relevant calendar year, an invoice will be issued in the amount of 50% of the rent and 100% of the registration fee.

III.2. After receiving the advance payment for the rent in the specified amount and the registration fee, SMART ENERGY FORUM will send a “Confirmation of Stand Location”, by which SMART ENERGY FORUM will allocate the ordered area and stand number to the exhibitor. At the same time, it issues an advance invoice for the arrears in the rent, including the relevant VAT. The condition for handing over the exhibition area within the specified period is the payment of the entire rental fee, registration fee and services related to the exhibition area, including the applicable VAT. Within 14 days after the end of the fair, SMART ENERGY FORUM will issue a final invoice with a statement for other services provided at the exhibition.

III.3. SMART ENERGY FORUM may decide to change the location of the stand within the exhibition without the exhibitor’s consent, but will notify the exhibitor of this fact without delay. In such a case, the exhibitor is not entitled to claim compensation for damage caused by the change in the location of the stand.

III.4 . The exhibitor may not rent the allocated space to any third party. The exception is the joint participation of several companies at one exhibition. In such a case, the exhibitor is obliged to pay the co-exhibitor’s registration fee for each additional company. In case of violation, the exhibitor will be obliged to pay the co-exhibitor’s registration fee in double the amount during the event.

 III.5. In case of non-payment of the entire rent or any advance payment by the due date specified on the invoice, the exhibitor’s delay is a material breach of its contractual obligation and SMART ENERGY FORUM is entitled to withdraw from the contract and not allow the exhibitor to enter the premises. If the exhibitor does not participate in the exhibition, he is also obliged to pay the advance invoices already issued and the services provided. Their payment and subsequent settlement will terminate the obligations of the parties to this contract.

 IV. Exhibition space rental and registration fee

IV.1. The size of the exhibition area is at least 12 m2, its shape must respect the ratio of the longer side to the shorter side up to a maximum value of 2.5. The rent is determined according to the size of the area and each square meter started is charged as a whole. The rent is set for the period of preparation, the event itself and liquidation and also includes the overall preparation, organization, production and promotion of the exhibition.

IV.2. The registration fee of the exhibitor and co-exhibitor is non-refundable and is paid upon registration for participation in the fair.

V. Payment terms and penalties

V.1. The exhibitor undertakes to pay SMART ENERGY FORUM for all services provided by the due date stated on the invoice. In the event that the Exhibitor fails to pay the invoiced amount by the due date stated on the invoice at the latest, the contracting parties agree on default interest of 0.1% for each day of delay on the unpaid amount. This agreement does not affect the right of the SMART ENERGY FORUM to withdraw from the contract pursuant to Article III.5.

 V.2. In the event that the Exhibitor completely withdraws from participation in the SMART ENERGY FORUM exhibition or limits (reduces) the compulsorily ordered exhibition space, the paid rental amount (or its proportional part) will be refunded to the Exhibitor if the written cancellation of the ordered space or part thereof is delivered to SMART ENERGY FORUM at the latest 6 months before the start of the Fair.

V.3.Cancellation (in writing) of the ordered space or part thereof by the exhibitor less than 6 months before the start of the fair is a breach of his obligation to properly participate and the exhibitor is obliged to pay a contractual penalty to SMART ENERGY FORUM in such a case: a) less than 6 months before the start of the fair in the amount of 50% of the rental fee of the mandatory ordered space b) less than 3 months before the start of the fair in the amount of the entire rental fee.

VI. Implementation, operation and liquidation of exhibition stands

VI.1. The exhibitor has the right to order the construction of the stand and other services related to the equipment of the stand from any implementation company. The exhibitor has the right to use his own stand and equipment.

VI.2. The maximum height of the exhibitions, including banners, is 4.5 m, exceptions are allowed only by SMART ENERGY FORUM. The exhibitor is fully responsible for compliance with the Technical and Safety Regulations and the Organizational Instructions of SMART ENERGY FORUM, which are an integral part of the conditions of participation, when constructing stands and presenting exhibits. Two-story exhibitions must be submitted for approval by SMART ENERGY FORUM already at the design stage. In the case of multi-story exhibitions, the exhibitor is obliged to submit a certificate from the SMART ENERGY FORUM structural engineer no later than the day of the exhibition.

VI.3. The exhibitor is obliged to submit the SMART ENERGY FORUM for approval by the SMART ENERGY FORUM within the specified deadline before the start of preparation. The architectural design of the exhibition must not restrict surrounding exhibitions. The exhibition must meet the fire protection requirements (see Technical and Safety Regulations). Two-storey exhibitions already at the design or study stage must be submitted for assessment and approval to the fire specialist of the fair administration. The exhibitor must state in the application for participation the intention to build a multi-storey exhibition on the exhibition area.

VI.4. The rear part of exhibitions exceeding 2.5 m must be modified so that it does not visually disrupt the appearance of surrounding exhibitions.

VI.5. The exhibitor is obliged to verify and comply with the heights, load capacity and, if necessary, other technical parameters that are higher than the standard specified in the order or in the exhibition area (door dimensions, etc.).

VI.6. The exhibitor may order the supply of electricity, water and telephone exclusively from SMART ENEGY FORUM within the specified period before the exhibition.

VI.7. The exhibitor may set up his own stand only within the period specified by SMART ENERGY FORUM. When implementing exhibitions, the exhibitor is fully responsible for the activities of the implementation company authorized by the exhibitor at the exhibition site.

VI.8. The exhibitor (or the company authorized by him) may not dispose of the exhibits and the exhibition before the end of the exhibition.

VI.9. The exhibitor is fully responsible for damage caused by faulty electrical installation at the stand. The exhibitor is obliged to submit to SMART ENERGY FORUM no later than the opening day of the fair an inspection report on the electrical installation at the exhibition stand issued by an authorized technician.

VI.10. The exhibitor is responsible for the exhibition area and all equipment rented to SMART ENERGY FORUM and is obliged to return them in an intact condition after the end of the event. If the exhibitor damages or contaminates the exhibition area, exhibition area or equipment rented to SMART ENERGY FORUM, he is obliged to compensate SMART ENERGY FORUM for the damage caused in full.

VI.11. The exhibitor is obliged to dispose of the waste generated by him at his own expense. For this purpose, he is obliged to order waste containers or to transport the waste by his own means. After dismantling, the exhibitor is obliged to hand over the exhibition area cleaned and undamaged and to draw up a protocol on this handover with a representative of SMART ENERGY FORUM. In the event that the exhibitor does not hand over the area in proper condition, SMART ENERGY FORUM is entitled to charge a contractual penalty of 100 CZK/m2 of the ordered exhibition area, corresponding to the cleaning costs.

VI.12. The exhibitor undertakes to adhere to the specified times of arrival and departure to the SMART ENERGY FORUM exhibition areas. Exhibitors are obliged to wear their exhibitor cards visibly throughout the fair.

VI.13. Smoking (including electronic cigarettes) and handling open flames are prohibited in the exhibition halls. Pets (dogs, cats, etc.) are not allowed on the exhibition grounds. Bicycles and other wheeled vehicles are not allowed on the exhibition grounds.

VII. Presentations

VII.1. The exhibitor is authorized to promote his products only at his own exhibition. It is not permitted to place company banners, distribute flyers, publish promotional and information materials outside the exhibition itself, on windows, walls, floors or columns of the halls. The exhibition administration is authorized to prohibit any advertising that does not comply with the above paragraphs or to remove it at the exhibitor’s expense. The exhibitor may not disrupt or restrict surrounding exhibitions with his presentation. Outside exhibitions, posters, advertising signs and other promotional materials may be placed and distributed only in places designated by SMART ENERGY FORUM for special fees. SMART ENERGY FORUM may prohibit or limit presentations if they cause noise, dust, fumes, vibrations and disrupt the operation of the event. At the boundary of the exhibition stand, the noise level of 70 dB may not be exceeded pursuant to Government Regulation No. 148/2006 Coll. on the protection of health from the adverse effects of noise and vibrations, as amended. In addition to musical production at the fair, the exhibitor is obliged to request the consent of the relevant collective copyright administrator (OSA, INTERGRAM) pursuant to Act No. 121/2000 Coll., Copyright Act, as amended, and to pay any fees. It is prohibited to broadcast acoustic advertising that disturbs other exhibitors.

VII.2. Pursuant to Act No. 480/2004 Coll. on the Regulation of Advertising, the Exhibitor agrees to receive offers related to his/her participation in the exhibition.

VII.3. In accordance with Act No. 121/2000 Coll., the Copyright Act, the Exhibitor SMART ENERGY FORUM grants consent to the acquisition of audio and video recordings and their publication in connection with the SMART ENERGY FORUM presentation or the exhibition in which the Exhibitor participated, without the Exhibitor being entitled to any remuneration.

VII.4.SMART ENERGY FORUM is entitled to use text and video materials sent by the Exhibitor for the purpose of the SMART ENERGY FORUM presentation or the exhibition in which the Exhibitor participated.

VII.5. In accordance with the EU General Data Protection Regulation (GDPR), SMART ENERGY FORUM, as a processor, is authorized to process, store and store personal data obtained from the exhibitor for the purpose of properly securing the fair in which the exhibitor participated, to which the exhibitor grants its consent.

VIII. Losses and insurance

VIII.1.SMART ENERGY FORUM is not liable to the exhibitor or his co-exhibitor for loss, destruction or any damage to exhibits, equipment and stand equipment, goods, packaging and packaging material, regardless of whether the destruction or other damage occurred before the opening, during or after the end of the exhibition. SMART ENERGY FORUM ensures general night security of the exhibition site. In the event of theft of exhibits, the exhibitor is obliged to notify the Police of this fact, compensation for damage is possible only through the insurance company. For this purpose, the exhibitor shall take out insurance for his/her stand, exhibited goods and equipment.

VIII.2 The exhibitor has the option of ordering individual insurance for his/her stand at the SMART ENERGY FORUM.

IX.Final provisions

IX.1. In the event that SMART ENERGY FORUM cannot open the exhibition or ensure its operation in full or in part due to circumstances not caused by it (vis major), it shall immediately inform the exhibitor. All obligations arising from the concluded contract on the exhibitor’s participation shall cease and the exhibitor shall not be entitled to compensation for the damage incurred. In this case, SMART ENERGY FORUM shall be entitled to demand from the exhibitors payment for the ordered exhibition space and services corresponding to the level of processing.

IX.2. Any amendments and supplements to the contractual relationship may only be validly made by written agreement.

 IX.3. Any claims of the exhibitor against SMART ENERGY FORUM must be made in writing to the responsible employee immediately after the defect is discovered, no later than the last day of the fair, otherwise his right shall lapse.

IX.4. The exhibitor is entitled to claim compensation for damages in the amount corresponding to a maximum of 100% of the payment for the rental of the exhibition area, as the highest foreseeable damage resulting from the breach of SMART ENERGY FORUM’s obligation.

IX.5. Contractual relations are governed by Czech law.