1.-ORGANIZACIÓN
CEGA MULTIMEDIA, S.A.
2. - DATE AND PLACE OF CELEBRATION
The XIV edition of the International Hunting and Guns Trade Show, FICAAR-SCI 2012, will take place the first weekend of March, on the 2nd, 3rd and 4th of March 2012, at Madrid’s Casa de Campo Cristal Pavilion.
3. - ADMISSION CONDITIONS
3.1. To classify as an exhibitor, candidates need to offer the following type of commercial services: Hunting and sporting Guns/ Hunting companies in all modalities/ Safaris/ Gastronomy/ Optic/ Books/ Hunting Accessories and requisites/ Art/ Ammunition/ Hunting Preparation/ Dogs/ Specialized Press/ Replicas and Decorative Guns/ Outdoor Clothing/ Insurance/ Services/ Hunting Travels/ Video/ Films/ Any product or service related to the hunting industry.
Transfer to third parties of admission rights and/or space (in whole or in part) is not allowed without consulting the Organization.
3.2. The Organisation may, at any time, and in coordination with exhibitors, modify layouts, spaces and locations if the circumstances demand it. These modifications will not derive in any type of compensation for the exhibitors affected.
4. - PROMOTIONAL MATERIAL AND CATALOGUES
Exhibitors may distribute samples, brochures and/or leaflets, but only in their own stands. Distribution of samples, brochures, leaflets and any other type of promotional materials by non-participating firms and/or companies is not allowed. Failure to comply with this rule may result in penalties being imposed.
5. - MERCHANDISING AND AISLE DECORATION
Exhibitors can only place merchandising and decorative material within their own respective stands. It is forbidden to exhibit any kind of merchandise and/or decorative material in common areas, such as aisles. Failure to comply with this rule may result in expulsion from the fair.
6. - SPACE AND SURFACES. FEES
6.1. There are two kinds of exhibition space available in FICAAR-SCI, free and modulated.
Free Space
Expositors only contract the actual space, without any structures, brackets or supports. This alternative is specifically aimed at expositors that have personalized stands, or bring their own structures.
Those exhibitors with personalized stands whose assembly company is not pre-approved by Madrid Espacios y Congresos (tenant of the Pavilion) will be obliged to pay 20% of the total cost of independently assembling their own stand.
Either way, the expositor is obliged to arrange the electricity source and install the carpet through our assembly company, so that we may ensure a uniform, consistent and professional corporate image during the Trade Show.
Modulated Space
When contracting modulated space, the expositor will be provided with a fully assembled stand, including melanin panels, carpets, lights, plugs and expositor labels.
* Electricity costs, general cleaning services, and central heating are included in both alternatives; but no personalised electricity connections if they were to be required.
* Furniture, additional structures (like store-rooms), or extra light requirements are not included.
6.2. The 2012 expositor fees are as follow:
- Free Space: 105€ / m2 + 8% VAT
- Modulated Space: 120€ / m2 + 8% VAT
Specials prices for stands with a surface in excess of 20 m2 are as follows:
- Free Space: 100€ / m2 + 8% VAT
- Modulated Space: 115€ /m2 + 8% VAT
7. - APPLICATIONS, INSCRIPTION AND STAND LOCATIONS
7.1. Exhibitors that have participated in the last edition of the fair and would like to preserve the same physical location, with equal or larger surface, in the 2012 Trade Show, will be given priority. In theses cases, exhibitors must submit their application forms and formalise their reservations prior to July 31st, 2011.
After July 31st 2011, the Organization will commence to distribute any available space on a first come first serve basis, following the order in which application forms are received. Therefore, we highly recommend that all those expositors wishing to participate in FICAAR-SCI 2012 complete and submit their respective application forms as soon as possible.
7.2. Reservations need to be booked by completing the application form and sending it to FICAAR-SCI by fax (+34 91 308 11 32), email (info@ficaar.com) or post (C/ Anabel Segura 11, Edif. A, 3ºC, Arroyo de la Vega, 28108 Alcobendas, Madrid,Spain). The application form must include a deposit of 20% of the total price of the stand, without which the application form will not become effective.
Payments can be made by bank transfer to the following address:
Cega Multimedia, S.A.
Bankinter: Avda. de Bruselas 12, Alcobendas, Madrid (Spain)
IBAN and account number: ES87 0128 0051 27 0500001567
Swift Code: BKBKESMM
Payments can also be made by personal check to Cega Multimedia, S.A., and sent to C/ Anabel Segura 11, Edif. A, 3º C, 28108 Alcobendas, Madrid (Spain), or by credit card, in which case the applicant must send, alongside the application form, the card number and expiry date, and get in touch with the Organisation.
Applications received without the 20% initial deposit may not be attended.
7.3. Initial payment includes the following rights:
- Reservation of requested surface and location, as well as registry of the date in which the application was received. This date will determine the order of priority for possible changes to original bookings of surfaces and/or locations.
- Requests for any additional services.
The second instalment (30% of the price of the stand) must be credited by November 1st, 2011. By this date, 50% of the total price of the stand must have been paid.
Payments for additional services, as well as final payment of the remaining 50% of the price of the stand must be credited by February 1, 2012.
No access will be allowed to Trade Show premises until all payments have been met in full.
8. - ADDITIONAL SERVICES
Exhibitors must solicit any additional services that they may require for the decoration and assembly of their respective stands directly to the assembly company by no later than February 15th, 2012. The price list for additional services (furniture, translation services, etc.) will be distributed to all exhibitors at a later date.
Exhibitors must be aware that the Organisation and the assembly company are different legal and operating entities altogether.
9. - INSURANCE
9.1 INSURANCE FOR DAMAGED MERCHANDISE
All goods exhibited in the Trade Show will be MANDATORILY insured by an insurance policy that FICAAR-SCI will subscribe to this effect, and for minimum amounts of 6.000€. In the absence of specifically declared goods by the exhibitors, that exceed the minimum amounts insured, FICAAR-SCI will not be held responsible for any claims that may result because of insufficient Insured Capital.
The premium for the above insurance will be 6,61€ for each 6.000€ of insured capital.
If you wish to increase the minimum amounts insured you must contact FICAAR-SCI at the following telephone number: +34 91 310 16 79.
9.2. CIVIL RESPONSIBILITY EXHIBITION INSURANCE
FICAAR-SCI has subscribed a Civil Responsibility Policy, that covers the group of exhibitors attending this event, with a maximum limit of 1.800.000€ per insurance claim, guaranteeing material and/or corporal damages to third parties as a result and with occasion of this event.
The insurance premium to be paid by exhibitors for this concept will be 13.39€.
9.3. The Insurance Company will issue an insurance policy that will contain the insured amounts and concepts, the minimum insured capitals by exhibitor and stand number, and any exhibitors with increased minimum insurance capitals and the new insured amounts.
9.4. The original insurance policy will be available for review by the exhibitors at FICAARSCI’s central offices.
9.5.-FICAAR-SCI will not be held responsible for any claims relating to damages caused to goods, humans and/or animals different to those covered by the insurance policies subscribed by FICAAR-SCI for this specific event.
9.6. INSURANCE CLAIMS
The acceptance period of any insurance claim covered by the insurance policies entered into by FICAAR-SCI for this particular event will be of 48 hours. It is imperative that such a claim is communicated by writing to FICAAR-SCI.
9.7. EXEMPTION OF RESPONSIBILITY
FICAAR-SCI is not responsible for damages caused to exhibitors, their personnel or their goods within the Trade Show grounds. In addition, FICAAR-SCI may not be held responsible for damages caused to visitors because of exposed exhibitor products.
9.8. Robbery, theft, misplaced property or lost products are not covered.
10. - CANCELLATION
In case of cancellation or inability to attend the show, exhibitors will lose the right of reimbursement of all amounts paid, both of the initial deposit, as well as the entire rental payment for the stand.
If cancellation takes place within the 30 days prior to the inauguration of the Trade Show, full payment of the stand will be requested from the exhibitor, even though this space may be subsequently rented to other potential exhibitors.
11. - STAFF CONTROL
Every person that intervenes in assembly and disassembly procedures may gain access to the Trade Show premises, but will be required to display an exhibitor or assembler identification card at all times.
12. - ASSEMBLY AND DISASSEMBLY
12.1. To initiate assembly and decoration of the stands, exhibitors must be current and up to date on rental payments and other contracted services.
12.2. Assembly of stands will begin at 08:00 hours on February 28th, 2012, and must be inexcusably finished before 08:00 hours on March 1st, 2012. From this moment onwards no further assembly works that may disturb other exhibitors or hinder cleanup services will be allowed.
In case of breach of the pre-agreed assembly and disassembly timetables the Organization may demand from the assembly company and / or the exhibitor the refund of any cleanup costs caused by the delay.
12.3. The decoration of modulated spaces by the exhibitors may be initiated at 08:00 hours on Thursday, March 1st, 2012, and must be finalized by 20:00 hours that same day.
12.4. Disassembly of all articles and decorative elements from the stands will begin once the pavilion closes on the last day of the Trade Show, and must be finalized by 14:00 hours of the following day. No exhibited installations may be disassembled prior to official closure of the Trade Show.
12.5. Painting, nailing or perforating components of the pre-decorated stands is strictly forbidden, as is manipulating decoration of common areas. In any case, these issues must be duly authorised by the Trade Show’s technical services. Any complementary decoration must be self-supporting and totally independent of the stand’s own structure. In case of doubt, please do not hesitate to contact either the Organization or the assembly company.
12.6. Exhibitors, or external professionals contracted to decorate stands, must submit to the Organisation a sketch and a description of the works they intend to undertake. We remind exhibitors that, if they hire an assembly company that has not been pre-approved by Madrid Espacios y Congresos, the Organisation will charge an additional fee equivalent to 10% of the final assembly invoice.
13. - SECURITY
13.1. FICAAR-SCI’s Organization will provide a security service 24 hours a day, responsible for ensuring that the Trade Show unfolds smoothly and without incidents. Surveillance of stands and their contents is the sole responsibility of the exhibitors.
14. - RESPONSIBILITY
14.1. FICAAR-SCI will only be responsible for damages caused to human and / or property that fall within its responsibility and jurisdiction.
14.2. Exhibitors are responsible for all personal and property damages caused by their own acts and behaviour, those of their employees, or in connection with their installations, articles or exhibition goods, without prejudice who may be at fault.
15. - IMPORTED GOODS. CUSTOMS
15.1. All imported goods must be accompanied by the appropriate Spanish customs documentation (including C.I.T.E.S. for trophies).
15.2. Given the complexity of Spanish customs regulations, exhibitors that need to import goods are advised to subcontract all related dealings to official local customs agents.
15.3 The Organization will not be responsible for any problems that exhibitors may have when dealing with the legal requirements that local customs regulations impose on imported goods transactions.
16. - FIREARMS EXHIBITORS
16.1 Exhibitors that intend to display fire arms are obliged to request permission from the corresponding Civil Guard headquarters. It is essential that exhibitors send a complete list of all fire arms, with their respective identification numbers, to the Organisation prior to February 10th 2012.
16.2. Fire arms displayed in the stands must be devoid of parts or essential mechanisms that allow them to be functional, and must be adequately fixed to the stand to restrict access by unauthorised personnel.
16.3. Once the Trade Fair has been closed, and prior to removing the fire arms from the stands, exhibitors must request that the Civil Guard issues the necessary return guides.
16.4. As a consequence of Civil Guard regulations, all fire arms (disabled) and knives must be obligatorily exhibited on the top floor of the Pavilion.
17. - FINAL ORDER
17.1 FICAAR-SCI will publish an official catalogue that will include: alphabetical list of all exhibitors and a list of all goods and products displayed. Exhibitors must send all the information to be included in the catalogue together with the application form. Changes to the information submitted alongside the application form will not be allowed unless they are submitted prior to February 15th 2012.
17.2. Retention Rights: FICAAR-SCI is hereby empowered to retain goods displayed in the trade fair if any of the obligations entered into as a result of the terms and conditions contained in this document are breached. Moreover, the Organisation may retain goods and material in case on non-payment of monies owed.
The Organisation will not be responsible for damage caused to retained goods. All expenses associated with the retention of goods and materials will be the responsibility of the exhibitors.
17.3. Responsibility Disclaimer: The Organisation will not be responsible for any damage caused by exhibitors, their employees, or their goods and materials within the exhibition area. The Organisation will also not be responsible for any damage caused to visitors by displayed goods and products.
17.4. Exhibitors are obliged to abide by existing provisions and regulations with regards to prevention of accidents and fires. Machines and apparatus must comply with existing official noise regulation. FICAAR-SCI reserves the right to disconnect any machine or apparatus that does not comply with existing regulation.
17.5. In case of force majeure the dates of the Trade Show may be modified, or the event cancelled. In this case, payments and deposits of the stands will be refunded to exhibitors after deducting associated costs, proportionally to the amounts contributed by each exhibitor. Exhibitors may not present claims due to alleged damages caused by the annulment of the event.
17.6. Any claims must be sent in writing to the Organisation, which will decide unappealably taking always the Trade Fair’s best interest at hand. All parties agree that any legal disputes arising from such claims will be resolved by the courts of the C.A.M. All parties equally agree to abide by the resolutions dictated bv the aforementioned court, and in case of a conviction, agree to pay all resulting attorney and legal fees.
