CONDITIONS OF PARTICIPATION

Conditions of participation (link to download, only available in German)

Date and opening hours of the exhibition are binding for all exhibitors.

3. Location

Reed Messe Wien - Messe Congress Center
Messeplatz 1
1021  Vienna
(referred to as RMW in the following text)


4. Pre-registration

If you are interestd, please pre-register online under the following link: online-registration


5. Participation & ordering of a stand

Transmitting of order form to VÖBU (must be conmpleted online and signed with coporate seal!). The allocation of stands will be made in order of arrival of registrations and are subject to punctual  payment.


6. Exhibition booth sizes

6, 8, 9 and 12 m² . The exhibition booths can be extended in size after consultation with VÖBU. In order to ensure a harmonious look for the event, the exhibition booths must be constructed in accordance with the floor plan provided by VÖBU.

7. Registration confirmation

After transmitting the signed stand order and receipt of the invoice, the contract becomes effective.
Booth equipment, exhibitor pass, additional parking cards, advertisments etc. have to be ordered separately online.

Additional conditions and reservations must be transmitted in writing to and approved by VÖBU in advance.

8. Prices

The basic price is disclosed below and includes rental space, carpet tiles (available in red, blue, green, grey and black), electricity connection and power consumption (1x 230V), parking card for 1 vehicle (parking deck C, RMW), design and printing of invitations, shipping costs, advertising as well as coffee breaks, luncheons and event for 2 employees and 2 guests per exhibition booth.

A handling fee of € 600,00 + 20 % VAT per each additional company/exhibition booth ordered may be charged.

€   427,00 per m² rental space
€   357,00 per m² rental space for VÖBU members

Not included: rental stand (booth walls, fascia and fascia lettering), equipment, furnishing, lighting of booth


9. Rent for exhibition booths

The rental costs for stands are disclosed in the order form online as well as below:

€   89,00 per m² rental space
€   63,00 per m² rental space for VÖBU members 

Including: stand construction and dismantling, booth walls, fascia and fascia lettering (Arial black, H = 12 cm, max. 20 letters)  
Excluding: equipment, furnishing, lightning of booth 

Special requests of exhibitors concerning WIFI, electricity or telephone connections can only be accepted if applied for in the purchase order form in advance and if they are in accordance with official regulations and available technical equipment in the exhibition hall. Additional electricity supply can only be provided by authorised companies.

Walls, poles, frames and furnishings of the exhibition booths must not be painted, laminated, nailed or otherwise damaged.

10. Payment and cancellation policy

The agreed amount is due for payment within 30 days net after the receipt of the invoice. Special arrangements may be made after consultation with the organiser and must be applied for in written form.

In the event of non-payment by the stipulated time and after receipt of payment reminders, the organiser may withdraw the admission and reallocate the rental space to another client. Should the exhibitor fail to pay the amount due in spite of receiving reminders, we reserve the right to take legal actions. All expenses necessary in order to claim the amount due shall be borne by the exhibitor.

In case of cancellation, the following cancellation policy applies. All cancellations need to be transmitted in written form.

If the organiser is forced to cancel the event or clear the exhibition area for either a short or prolonged amount of time due to force majeure (i.e. unforeseeable events, accidents, etc.), the exhibitors are not entitled to any damages, refunds or other forms compensation.

11. Invitations 

The basic price includes the explicit naming of the exhibitor in the invitation, additionally 2 guests can be added to the invite if disclosed online in advance. If this is not the case, it is possible to demand two visitor passes on the day of stand construction after directly consulting the organiser.

12. Parking card

Each exhibitor receives one parking card for free. The parking card is valid for the underground car park in the MCC (garage C) from 12.00 am on January 31st, 2024 til 7.00 pm on February 2nd, 2024. Additional parking cards are available for purchase online. The VÖBU and RMW assume no liability for damages (e.g. accidents, vandalism, break-ins, theft, etc.) caused by third parties occurring in the parking slots or garages. No compensation can be granted for lost parking tickets. The parking cards will be distributed together with the lanyards for exhibitors on the first construction day (January 31st, 2024).

13. Stand construction

The exhibition booths can be furnished and decorated starting from 12.00 am on January 31st, 2024. However, the stands must be constructed on January 31st, 2024 until 8.00 pm already as the general cleaning of the exhibition area will start by then.

The rental space ordered by the exhibitor will be marked and labelled by employees of VÖBU ahead of time. If the construction of the exhibition booth was not booked in advance and no other terms have been explicitly agreed upon beforehand, the exhibitor will only be provided with the rental space, carpet tiles and electricity connection. The exhibitors are free to furnish their booths at their own discretion but need to comply with the regulations set by VÖBU. The undersides of individual device or stand installations need to be underlaid or otherwise prepared in order to prevent scratches on the floor. Only residue-free furniture coasters or carpet tiles may be used on the floor. The usage of double-sided tape is prohibited. Please make sure not the scratch the parquet flooring during the construction and dismantling of the booths as well as in the course of the event. The use of solvent-based adhesives is prohibited throughout the whole premises of RMW Messe Congress Center. When using cleaning agents please make sure they do not harm the sealing of the parquet floor. We kindly ask you to not exceed the general construction height of 2,50m per exhibition booth.

Obejcts of any kind (e.g. for stand construction, decoration, technical equipment etc.) may only be conveyed with means of transport with rubber wheels or carried inside as to not damage the floor in the exhibition hall. Please also make sure to adhere to the maximum load of 500kg/m² for both construction and transportation.

Liability

The exhibitors bear liability for all damages they or their employees/guests caused to the exhibition area and equipment whether it was caused by adhesives, nails, paint or other means. Directly painting any walls or furnishings in the exhibition area is strictly prohibited. Any costs associated with the restoration of damaged goods or structural changes in the building caused by the exhibitor will be charged without exception. Repairs or other reconstruction work can only be requested on the initiative of VÖBU.

Damages to the floor or other equipment belonging to RMW as well as outdoor areas the same regulations apply. The stand must be cleared of packaging materials by the end of the construction period. The exhibitor takes full responsibility for all goods brought upon or stored on the premises.

14. Beginning of construction and attendance

The allocated exhibition booth must be attended at the opening of the event on February 1st, 2024 (8.30 am). The exhibitors must ensure that either they or an authorised representative is present at the stand at all times, including the time frames allocated for construction, dismantling and during the conference.

15. Guidelines for booth equipment

All entries/exits to the exhibition hall as well as emergency exits, passages, stairways, routes for rescue vehicles and evacuation zones must be kept clear at all times and at full width. Fire protection equipment like fire extinguishers, fire detectors, hydrants, etc must be visible and accessible at all times as well.

Highly flammable substances like jute, crepe paper, corrugated cardboard, reed mat, flammable synthetic materials etc. are not allowed to be used for the construction or decoration of exhibition booths. If you insist on using synthetic materials or other materials that clearly fall into this area, a B1 certificate must be provided by the exhibitor.

16. Dismantling of exhibition stands

Please note and adhere to the time frame given for dismantling the exhibition booths. The removal of exhibition stands, and other objects is not allowed before the official conclusion of the event. The exhibitors are obligated to put the rental space back in the exact same condition as they received it from the organiser. Exhibitors will be charged for damages or soiling that are discovered and cleared up by VÖBU or MCC after the event.

If the exhibitors fail to clear the stands in time, the VÖBU is entitled to clear away any materials, objects or packaging remaining at the site. In addition to that, VÖBU hereby reserves the right to charge the exhibitors for any transportation or storage costs arising in this case. The exhibitors bear the full risk for the storage of said goods.

17. Procurement of orders

Special requests of exhibitors concerning WIFI, electricity or telephone connections can only be accepted if applied for in the purchase order form in advance and if they are in accordance with official regulations and available technical equipment in the exhibition hall. Additional electricity supply can only be provided by authorised companies.

Exhibitors (as well as guests or employees they are liable for) are prohibited from making any modifications with cables or connections. Acquired services from MCC or its associates will be directly billed and delivered. In the event of changes to the current cost factors we reserve the right to make price adjustments

18. Delivery and removal of exhibition objects

Delivery and removal of exhibits and stand construction material is on own risk and costs and must be paid by the exhibitor. Access and departure of transport vehicles must follow the (un)loading process as speedily as possible. The delivery of required material must be carried out through the allocated supply area CC. Please note that parking in the supply area is prohibited and the instructions of congress personnel must be followed. Costs arising from waiting times and other travel expenses will but be refunded by VÖBU.

Exhibitors or transport company must enquire about traffic conditions, safeguarding of traffic routes, elevators, doors etc. in advance and adjust the height and weight of their exhibits accordingly.

Please inform VÖBU about especially big or heavy exhibits beforehand. Protective or load-distributing covers can be provided by VÖBU or RMW free of charge if needed. Early deliveries can be administered by DHL, RMW´s official partner and forwarding agent. All relevant costs are borne by the exhibitor in that case.

DHL Freight 
DHL Global Forwarding (Austria) GmbH
Trabrennstraße 5 / Halle D / 3rd Floor, 1020 Vienna
Contact:       E-Mail: thomas.hausmeister@dhl.com
T: 0043(0)1 728 31 60-8790

19. Installation of electricity

Concerning electricity supply, we can only provide you with three-phase current (230 Volt, 50 Hz). RMW is not responsible for to any damages or losses caused by technical failures or malfunctions.

The basic price already covers all costs for electricity supply and consumption. However, please be aware that electricity can only be provided for devices and installations that adhere to ÖVE regulations or other international certification marks of equal rank. Connections exceeding the 230 V / 50 Hz mark need to be ordered separately and paid for in advance.

Please note that exhibitors must grant RMW´s electronics technician access to their stands at all times if the need arises.

If the electricity supply should fail at any point during the event due to force majeure or other technical difficulties, or due to disruption of energy supply by Wiener Elektrizitätswerke, the VÖBU is not liable.

VÖBU is entitled to cut energy supply immediately and without compensation if the exhibitor disregards regulations.

Each and every exhibitor must grant other exhibitors and guests access to the electricity and telephone supply ducts belonging to his or her exhibition stand. Pre-installed cables which may cross the rental space or exhibition booth must not be removed. The proper instalment and maintenance of connections is provided by VÖBU and its associates.

Exhibitors are obligated to follow the rules and guidelines provided by VÖBU, RMW, Post Austria AG and Austrian Power Stations. Violations will result in an immediate shutdown and disconnection leaving exhibitors without the right to claim damages.

20. Storage of empties

Storing empties and packaging material within exhibition booths is prohibited. The storage of empties is only possible through the official freight forwarder DHL. Storage costs and costs for packaging must be paid by the exhibitor. Please note that the expected extent of the surface area as well as weight and volume must be disclosed beforehand. Especially big or heavy objects must be listed separately.

Please also note that the storage of empties can only be administered at your own risk.

It is expressly pointed out that it is not allowed to store easily inflammable empties within the premises of RMW without its explicit consent.

21. Import of objects

If exhibitors want to bring, use or showcase flammable, explosive, burning or glowing objects or materials, which may emit radioactive or ionising radiation, or liquid gas containers or other gas containers on the premises of RMW, they absolutely need to inform VÖBU in writing and await the explicit consent of the organiser before bringing such materials to the premises.

Exhibition, usage, presentation and storage is dependent on the permission of the exhibition management and, if necessary, of the responsible authorities.

22. Advertising

Printed forms and other advertising material must only be distributed directly at the exhibition stand or within the allotment assigned by VÖBU.

23. Warranty, damages, insurance, limitation period, set-off and right of retention

Warranty

Material defects or missing properties must be reported to VÖBU immediately. Only if VÖBU fails to rectify the problems within a reasonable timeframe or if help is not possible or denied, the exhibitor may terminate the contract without notice or demand compensation for the damage caused.

Damages

Damage compensation claims of any kind made by exhibitors are only valid if the damage was caused either on purpose or due to gross negligence by VÖBU.

Insurance

Exhibitors should check whether their insurance coverage includes potential losses suffered during congresses or exhibitions they choose to participate in (see 25. Liability insurance).

Limitation period

All contractual and precontractual claims against the organiser become statute-barred after 1 month. The limitation period starts with the first business day following the contract end date.

Set-off and right of retention

The exhibitors´ right to off-set as well as their right of retention are invalid unless the exhibitors´ claim is undisputed or has been legally determined by court order.

24. Liability/Damages

Liability

The VÖBU is not liable for damages due to burglary, theft, elementary events as well as intentional or negligent damage to property caused by third parties. The VÖBU also assumes no liability for personal injury and/or material damage suffered during the official setup, dismantling and event times.

The exhibitors have hereby been informed that the RMW may also remain open outside of the official event schedule and must ensure the supervision of the exhibition booth.

Damages

The exhibitors have assumed strict liability with respect to all damages that were caused by them, their employees, representatives or guests; whether that be property or personal damages, including exhibition stands, property of VÖBU or RMW or third parties. The VÖBU remains free of harm and complaint as well as unsuable in these matters. Potential damages will be invoiced directly to the exhibitors.

25. Liability insurance

The exhibitors are asked to check their liability insurance and, if necessary, may want to consider taking out an additional liability insurance against any risks the exhibition participation might pose. The organisational committee may request prove of sufficient liability insurance coverage upon entry.

26. Pictures/Photographs

The depicted person hereby expresses his/her explicit consent to their image recording during the event. He/she takes note of the fact that this consent was given freely.

Additionally, the depicted person agrees that all image recordings made in course of the event can be used for commercial purposes and published in various journals (e.g. Bauzeitung, Baublatt, …) or on social media platforms (e.g. Facebook, YouTube, webpages, …).

 
27. Side agreements/limitation period

Side agreements with VÖBU are only legally binding if they have been explicitly agreed upon in writing. Claims of any sort must be asserted through certified mail within 14 days after the end of the event. Later demands are hereby excluded by contract.

 
28. General guidelines

With the contract creation the exhibitor automatically agrees with the conditions of participation and technical guidelines. The exhibitors must also ensure that their employees and representatives present at the event follow the conditions of participation and technical guidelines as well.

The VÖBU may exclude individual exhibitors from participating at the event for justifiable reasons related to the operation of the undertaking, i.e. there may not be sufficient space available. In addition to that, the exhibition management is entitled to limit the number of participants, exhibition objects or exhibition space.

Please note the strict smoking ban in all premises unless expressly permitted.

29. Place of jurisdiction, Severability Clause

The sole place of jurisdiction for both national and international clients is the Republic of Austria. Place of payment, fulfilment and jurisdiction remains Vienna, if not otherwise mandatory under the consumer protection law. If one of these terms and conditions should be void, incomplete or unenforceable, the remaining provisions shall remain in full force and effect.

The parties are bound to replace possible invalid clauses with valid replacement clauses, which come as close as possible to the economic use of the invalid clause. The same hold true for any possible loopholes or eventual omissions.

The organiser

VÖBU

Vienna, January 2023