LIGHT FAIR/
TERMS OF PARTICIPATION
1. Organizer
NGO Väike Valgus
TAVA2021 Lightfair curator Reet Sink
tel: +372 505 8300
mail: mess@tartuvalgus.ee
www.tartuvalgus.ee
2. TIME AND PLACE
29-30 October 2021
Estonian National Museum
Muuseumi tee 2, Tartu
Setup:
28/10/2021 08.00-15.00
Setup for companies:
28/10/2021 15.00 – 21.00
Messi lahtiolekuajad:
29/10/2021 10.00 – 18.00
30/10/2021 10.00 – 20.00
Live-ülekanded:
29/10/2021 12.00 – 18.00
30/10/2021 12.00 – 18.00
Dismounting:
30/10/2021 20.00-00.00
Information seminar for fair exhibitors:
31/08/2021 we will give the participants advice on how to make the most of the opportunities of the fair, the technical possibilities will be introduced.
3. EXHIBITORS
All legal persons who showcase products that correspond to the topic of the fair are welcome as exhibitors.
Exhibitor is not allowed to sublet or give any part of the exposition space to third parties without prior consent from the Organizer. Exhibitors are forbidden to place exhibits outside of the boundaries of exhibition space. It is not allowed to remove exhibits from the exhibition before the end of the fair.
4. TOPICS OF THE FAIR
I. Technical luminaries and additional supplies: technical lighting products for offices and public spaces; technical lighting products for storage rooms and production buildings; technical lighting products for museums and exhibitions; street lighting and outdoor lighting products for public space; complete lighting systems; alarm and security lighting products; lighting operation and control systems; media screens and advertisement lighting.
II. Decorative luminaries and additional supplies: modernsed dekoratiivsed valgustid; klassikalised dekoratiivsed valgustid; välisvalgustid eramutele ja aedadele; eritellimusvalgustid.
III. Lamps, LED lighting systems, supplies and cables
IV. Event and show lighting
V. Light Art and Lighting Design services: light artists, designers, designers of lighting products.
VI.Other Organisations:: educational institutions, publications, festivals, etc.
5. REGISTRATION and STANDARD STAND
Exhibitors can register to the TAVA Lightfair here.
The price depends on the size of the stand.
A standard stand consists of wall elements, company name and a plug-in socket (220 V).
Orders for exposition stands will be dealt with in the order of arrival. The final placement of exposition stands will be decided by the Organizer taking into consideration reasonable usage of space and, as much as possible, the wishes of the Exhibitor.
Both parties must fill in the registration form and agree with the terms of participation. After the Organizer has accepted the correctly filled in registration form it becomes a binding agreement for the Exhibitor.
NB! VAT will be added to all prices stated in the registration form.
6. ADDITIONAL ORDERS AND CONSTRUCTION OF EXPOSITION STANDS
The fair will be constructed by AS Tartu Näitused. Additional orders for fair services will be stated on specific order sheets that will be sent to the Exhibitor after the registration. Filled in order sheets together with the blueprint of the exposition stand will have to be returned to Organizer by 1 October 2021.
Exhibitors who will be constructing their exposition stands themselves will have to coordinate the blueprint of the exposition stand as well as the necessary electric power with the Organizer by 1 October 2021.
If the Exhibitor constructs his exposition stand himself, he may start to work from 28 October at 11:00.
Ready-made exposition stands will be delivered to Exhibitors at 28 October at 15:00.
7. PARTICIPANT CARDS
Depending on the size of their exposition stand, Exhibitors will receive participant cards as follows:
3-6 m² 1 -2 pcs
9 -12 m² – 2 – 3 pcs;
13- 20 m2 – 3 – 4 pcs;
21 – 45 m2 – 4 – 6 pcs;
Additional participant cards cost 5 EUR/ pc.
8. INVITATIONS, TAVA2021
All Exhibitors will receive 10 free invitations to the fair. In addition, they will receive 1 free invitation to LUCI AGM, the TAVA2021 conference and TAVA2021 opening gala.
Additional invitations cost 5 EUR/ pc.
Additional invitations cost 5 EUR/ pc.
9. TECHNICAL GENERAL CONDITIONS
The Exhibitor is obliged to coordinate the design blueprint of the exposition stand with the Organiser by 1 October 2021. Korraldajaga kooskõlastama ekspositsioonipinna kujunduskavandi.
Designs of 2-storey stands, higher constructions and large-scale advertisements must be coordinated with the Organizer by 1 October 2021 the latest.
10. ADVERTISING AND SALES
The Exhibitor has the right to use the exposition stand and its inner walls to advertise his products and/or services. All advertising materials must advertise products of the same company that rented the exposition stand.
Advertisements must correspond to the topic of the fair.
The use of advertising space and channels outside the boundaries of the exposition stand must be coordinated earlier with the Organizer.
It is allowed to sell souvenirs, supplies, and other goods. It is not allowed to provide catering, sell alcohol or food if not agreed differently with the Organizer.
11. PARTICIPATION FEE AND PAYMENT CONDITIONS
After filling in the registration form/participation agreement the Exhibitor will be sent a prepayment invoice (25% of the price of the exposition stand). The Exhibitor is obliged to make the prepayment. An invoice for the rest of the payment will be delivered to the Exhibitor 1 October 2021. Exhibitors who have not paid the invoices do not have the right to participate at the fair as Exhibitor.
The prepayment includes the preparation, organization and general advertising costs of the fair, publication of the Exhibitor’s data on the website of the fair, one-time cleaning before the opening of the fair and preparation of exposition space.
The Exhibitor is obliged to make the named payments in 7 days or on the date written on the invoice the latest. By making the payment the Exhibitor confirms his agreement with the data provided in the participation confirmation.
If the Exhibitor fails to make the payments by the set deadlines, his registration will be cancelled and the reserved exposition space will be returned to the disposal of the Organiser.
12. CANCELLATION OF AGREEMENT
If the Exhibitor wishes to cancel his participation, he must inform the Organizer about it in writing. Cancellation will be confirmed after the Organizer has received the required information.
If the agreement is cancelled before 30 June 2021, 100% of the prepayment will be returned to the Exhibitor.
If the agreement is cancelled after 1 July 2021, the Exhibitor will cover 100% of the prepayment. If the agreement is cancelled after 1 October 2021, the Exhibitor will cover 100% of the participation fee.
The Organiser has the right to cancel the Exhibitor’s registration if the Exhibitor has failed to cover the participation fee on time. If the Exhibitor has failed to cover the participation fee, the Organiser can cancel the agreement and keep the prepayment as contractual penalty.
13. USAGE OF THE VISUAL MATERIALS OF THE FAIR
The Exhibitor can use the logo and other visual materials of the fair on his webpage and other information materials.
14. CUSTOMS AND TRANSPORTATION SERVICES
The Exhibitor is responsible for organising and covering the costs of transportation of exhibits to and from the fair as well as all customs-related issues of his exhibits and other fair goods.
15. ORGANIZER’S RESPONSIBILITY AND INSURANCE
The Organiser is responsible for general order but not for the damages or disappearance of exhibits, constructions and other materials and equipment. The Organiser is not responsible for the damages caused by force majeure or visitors, other exhibitors and/or their employees. The Exhibitor is responsible for the insurance of his exhibits, materials and equipment.
The Organizer will provide security services
28/10 at 18:00 – 29/10 at 09:00
29/10 at 18:00 – 30/10 at 09:00
16. EXHIBITOR’S LIABILITY
The Exhibitor is responsible for rented materials and equipment starting from their delivery and ending with their return to the Organizer after the end of the fair. The Exhibitor must return to the Organizer a tidied exposition space, stand as well as ordered equipment and materials. If the Organiser considers the returned goods to be damaged, he will inform the Exhibitor about it. If the Exhibitor disagrees, he must do so in writing in the course of one week. The Exhibitor must compensate for the damages made to the goods and equipment during the fair, replace the lost or destroyed goods with equivalents or compensate for their cost according to the price list.
17. 17. FORCE MAJEURE
In case of a force majeure or other need to ensure people’s health and safe environment, and in case the Government of Estonia decides to impose restrictions that make holding the fair impossible / unreasonable or impede the completion of the work on time during the preparation period of the fair, the Organiser has the right to change the dates of the fair according to the circumstances of the emergency situation.
The Organizer has the right to cancel or postpone Light fair in case it is not possible to organize them because of force majeure If the Lightfair is cancelled, the agreement between the Organiser and the Exhibitor will also be cancelled and all payments made by the Exhibitor to the Organiser will be returned to the Exhibitor, except for the prepayment. In case the fair is delayed, the payments made by the Exponent will be considered as the payments of the same fair and they will not be returned. If the Organiser is forced by force majeure to break short the already started Light Fair, the Exhibitor will not have the right to be returned the payments made for additional services.
18. SETTLING DISAGREEMENTS
All possible pretensions must be forwarded to the Organiser during the Lightfair. Later pretensions will not be taken into account. Disagreements between the Organiser and the Exhibitor will be settled by mutual agreement. If the agreement is not reached, then all disagreements will be settled according to the laws of the Republic of Estonia.
19. GENERAL CONDITIONS
By filling in and submitting a registration form Exhibitor confirms and accepts his or his authorised representative’s agreement with terms of participation at the Lightfair.
The Estonian language version of participation terms has priority over other languages in case of disagreement about their interpretation.
