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Regulations

THE REGULATIONS OF USING MIĘDZYNARODOWE TARGI POZNAŃSKIE FACILITIES BY EVENT ORGANISERS

 

1. GENERAL PROVISIONS

1.1. The Regulations of using the facilities (hereinafter referred to as the Regulations) apply to the following entities:

a) event organisers (hereinafter referred to as the Organiser) who rent the facilities situated on the fairgrounds of Międzynarodowe Targi Poznańskie sp. z o.o. (hereinafter referred to as MTP),

b) providers of space arrangement, catering and other services related to the events (hereinafter referred to as the Subcontractor).

1.2. The Regulations apply to the services provided:

a) in the rented facilities,

b) in the facilities and on MTP areas that are not subject to any rental agreement, but are essential for the provision of complementary services (e.g. parking services, labelling access and driveways to the rented facilities, advertising services).

1.3. Services may be performed:

a) directly by MTP,

b) by Subcontractors engaged in agreements concluded with MTP,

c) by Subcontractors engaged in agreements concluded with the Organiser.

1.4. The Subcontractors engaged in agreements concluded with the Organiser cannot perform the services that are exclusively performed by MTP.

1.5. MTP reserves the exclusive right to perform the following services:

a) routing the area in accordance with the location agreed with the Organiser,

b) hanging decor elements under the fixed ceiling structure of the facilities,

c) providing utility connections: electrical, water and sewage, compressed air and for computer networks,

d) supporting the conference equipment owned by MTP,

e) loading and unloading services if the use of adequate equipment is required (e.g. forklifts, cranes),

f) renting catering furniture if it is needed to arrange catering space in hall 15.
The services can be provided directly by MTP or by the Subcontractors engaged in agreements concluded with MTP.

1.6. The Organiser is obliged to declare their Subcontractors to MTP not later than 7 days before the rental commencement date.

1.7. MTP reserves the right to refuse admission to its premises to the Subcontractors who have caused damage to the property of MTP.

1.8. MTP reserves the right to simultaneously organise other events on its fairgrounds.

2. RESERVATION AND CONTRACTING RULES

2.1. Facility reservation must be made through:

a) sending a completed Reservation Application form signed by a person authorised to represent the Organiser to the MTP registered office, the application should specify the facility and purpose for which the reservation is made and the date of the event (the rental period);

b) paying a reservation fee in the amount determined by MTP, depending on the reservation object (type of facility/facilities) and specified in the reservation application form.
The reservation is assumed to have been made on the day when all the above requirements are met by the Organiser.

2.2. MTP informs the Organiser of the reservation by sending the Reservation Confirmation. The receipt of payment will be confirmed by MTP through an invoice in accordance
with applicable regulations.

2.3. If the date of the event, in relation to which the reservation is made, is in a short time from submitting the reservation, then together with the Reservation Confirmation MTP will send a draft rental agreement to be negotiated and signed. If the agreement is signed, the reservation fee will be accounted by MTP as an advance payment of a part of the rent.
If the agreement is not signed, the reservation fee shall be forfeited.

2.4. If the date of the event, in relation to which the reservation is made, is very distant, MTP determines a date in the Reservation Confirmation by which the Organiser has the right to cancel the reservation and the rental agreement to be negotiated and signed is sent at a later date. If the Organiser cancels the reservation within the period of time specified by MTP in the Reservation Confirmation, the reservation fee is refundable to the Organiser’s bank account.

2.5. If cancellation is made after the date specified in the Reservation Confirmation
(referred to in item 2.4.) or if the rental agreement is not signed (referred to in item 2.3.), the reservation fee is not refundable.

2.6. MTP reserves the right to refuse a reservation for important reasons, e.g. due to lack of space or for reasons beyond the control of MTP, of which the Organiser will be notified. In this case, MTP shall immediately return the reservation fee to the bank account of the Organiser.

2.7. MTP reserves the right to refuse a reservation due to the Organiser’s outstanding receivables under other agreements concluded with MTP, of which the Organiser will be notified. In this case, the reservation fee is not refundable and will be accounted by MTP as a repayment of other outstanding receivables.

2.8. MTP allows the Organiser the use of facilities under the terms of the concluded rental agreement.

2.9. The rental agreement may include both services provided by MTP in the rented facilities and complementary services provided on MTP fairgrounds outside the rented facilities.

3. TERMS AND CONDITIONS FOR CATERING SERVICES

3.1. Catering services are defined as:

a) preparing and serving food and drinks,

b) decorating the tables,

c) arranging the catering space (also providing the catering furniture),

d) cleaning up and removal of all waste remaining after the provision of services and the utilisation of the waste in accordance with applicable regulations.

3.2. Catering location and space arrangement plans, including the details of electrical connections indicating service line power rating and the number of connections, and the details of water and sewage connections, should be agreed between the Organiser or the Subcontractor and MTP within the same period of time as the arrangement of the whole rented space, i.e. not later than 7 days before the rental commencement date. Demand for catering furniture should be declared within the same period.

3.3. Subcontractors providing catering services are required to:

a) employ for preparing and serving food and beverages only people holding current certificates of OHS and fire safety training completion as well as the certificates of health tests for people working in catering,

b) equip their employees with uniforms, personal protection and fire safety resources
at least as specified in applicable regulations,

c) use devices and equipment approved by the National Institute of Hygiene,

d) comply with the general provisions relating to the performance of catering services, including sanitary and hygienic standards.
Employees include both people employed under the contract of employment and those employed for preparing and serving food and drinks under civil law contracts.

3.4. MTP charges appropriate fees for using its infrastructure to provide catering services. The Subcontractors engaged in agreements with MTP that specify the implementation of catering services are charged the amounts indicated in their agreements.
The Subcontractors that are not engaged in cooperation agreements with MTP, acting on behalf of the Organiser, are charged fees as specified in the MTP price list.

3.5. The Organiser or their Subcontractor is required to commission the provision of electrical and water and sewage connections to MTP each time as well as bear the cost as specified in the present MTP price list.

3.6. In the case of catering services carried out in hall 15, the Subcontractor providing catering services is required to use the catering furniture belonging to MTP and bear the cost as specified in the present price list. In the case of catering services provided in other facilities, it is permissible to use other furniture that owned by MTP.

3.7. The fees referred to in points 3.4, 3.5 and 3.6 shall be paid against invoices issued by MTP in the month of the service provision, in accordance with applicable regulations.

4. ORGANISATIONAL PRINCIPLES

4.1. Before arranging any space, including the location of the stands, you need to go to Poznan Congress Centre (hereinafter referred to as PCC) to obtain the location guidelines.

4.2. A space arrangement plan, including the stand location and stand design projects, requires an approval of PCC or the Area Manager.

4.3. When designing and building stands and other structures, MTP technical and fire safety rules must be applied, which are included in an annex to the Regulations.

4.4. Dates and opening hours of facilities for the Organiser and Subcontractors shall be determined by MTP.

4.5. Admission and entry to MTP fairgrounds are regulated by rules determined by MTP.

4.6. Parking on MTP fairgrounds is permitted only in designated areas.

4.7. It is forbidden to bring in (carry in) animals to MTP fairgrounds. It does not apply to animals that take part in shows or are presented in thematic exhibitions organised on MTP fairgrounds.

4.8. Is forbidden to carry in and use drugs and alcoholic beverages. Consumption of alcohol is permitted only in catering areas and retail outlets accepted by MTP.

4.9. Photographing, filming and drawing objects requires prior consent of MTP.

4.10. The Organiser is responsible for registering and securing the mass event they organise.

4.11. The Organiser and Subcontractors are obligated to protect their property against adverse conditions or unfair actions of third parties (protection against damage, theft etc.).

4.12. Any damage must be immediately reported to MTP. To confirm the damage, MTP produces a written report in the presence of the Organiser’s or Subcontractors’ representative.

4.13. If the damage has resulted from the action of third parties that qualifies as an offence or a crime (e.g. theft), then it also must be immediately reported to the Police (MTP Police Station).

5. LIABILITY AND INSURANCE

5.1. MTP is not liable for any damage caused to the property of the facility users by third parties or due to the victim’s sole fault.

5.2. MTP is not liable for any damage caused to the property of the facility users by force majeure, e.g. fire, explosion, lightning strike, storm, flooding, and breaks in the supply of water or electricity beyond the control of MTP. MTP shall be released from liability due to the above reasons even if it has taken special security measures against them.

5.3. The users of facilities shall obtain by themselves a civil liability insurance, as well as insure their property brought to the area of MTP (exhibits, equipment and other devices, stand construction and equipment elements, company vehicles etc.).

5.4. The users of facilities bear financial responsibility for causing damage to MTP property (damage, destruction, shortage). To confirm and estimate the damage, MTP produces a written report in the presence of the Organiser’s or Subcontractors’ representative. If the damage has not been covered against an invoice issued by MTP, compensation will be claimed in court, in line with general principles.

6. FINAL PROVISIONS

6.1. The provisions of the Civil Code and other generally applicable regulations shall apply to any matters not provided for in these Regulations.

6.2. The Regulations shall apply from 3rd November 2014.

 

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