General and Technical Regulations Bookfest 2018
The International Book Fair Bookfest 2018 exhibits for the general public a wide variety of products belonging to the publishing industry and related domains, aiming at promoting, reading and book sales. Bookfest is organized, presented and promoted by the Romanian Association of Book Publishers, through its Board of Directors, a body authorized to implement the hereby Regulation, as well as any other initiatives and measures necessary for the proper organization and development of the event.
ART.1. Venue and Duration
1.1. Bookfest 2018 will take place within the B2 Pavilion of Romexpo Exhibition Centre (ROMEXPO).
1.2. The general programme is as follows:
|Monday, May 28th (see art. 8.7.1)||8 a.m. – 8 p.m.||–|
|Tuesday, May 29th||8 a.m. – 12 p.m.||–|
|Wednesday, May 30th||9 a.m. – 8.30 p.m.||10 a.m. – 8 p.m.|
|Thursday, May 31th||9 a.m. – 8.30 p.m.||10 a.m. – 8 p.m.|
|Friday, June 1st||9 a.m. – 9.30 p.m.||10 a.m. – 9 p.m.|
|Saturday, June 2nd||9 a.m. – 9.30 p.m.||10 a.m. – 9 p.m.|
|Sunday, June 3rd||9 a.m. – 8.30 p.m.||10 a.m. – 8 p.m.|
|Monday, June 4th||8 a.m.– 12 p.m.||–|
1.3. The provisions of this Regulation shall be determined by the Organiser and can be changed at its initiative for reasonable grounds, which shall be communicated in due time.
2.1. The Organizer provides for the Exhibitors :
2.2. Exhibitors. Publishing houses from Romania and abroad can attend Bookfest.
2.2.1. Are assimilated to the publishing houses and may attend Bookfest newspapers and magazines publishers that have literary sections with constant appearance, the publishers of educational, audio-visual and informatics products. Book distributors, booksellers, literary agents, libraries, cultural centres and representative offices can as well register. The Organiser may grant special authorization to other entities as well, upon their written request. Only legal or authorized natural persons may attend Bookfest.
2.2.2. As a rule, each participant is allocated a single stand. The Organiser may authorize exceptions, in case thematic areas are organized, for example, designated area for children, providing book stands.
2.2.3. The exhibitor is liable, under article 998-1003 Civil Code for damages caused to the Organiser by its own act and/or its representatives, as well as on the goods provided by the Organiser and/or ROMEXPO.
2.3. Exhibits. Within Bookfest space can be exhibited only products belonging to the book industry and related domains. The Organiser determines the classification of activities and editorial domains, which can be viewed by accessing the Application Form available after creating an Exhibitor account on the web site www.bookfest.ro.
2.3.1. The Organiser reserves its right to verify the compatibility between the Exhibitors publishing guidelines and Bookfest ethics. Therefore, the audio-visual publications / products featured as racist, fundamentalist, chauvinist, xenophobic, revisionist or pornographic are prohibited. The exhibitors that shall be found, based on a written report drafted by the Organiser, selling or exhibiting such publications / audio-video products will be evacuated, without the possibility of a refund of the stand costs and, eventually, with the obligation of paying damages to the Organiser.
2.3.2. The exhibitors may promote only their own domain of activity.
2.4. Events. National and International activities within Bookfest 2018, featured as informative, scientific and cultural are hereinafter referred to as ”events”.
2.4.1. Events can be carried out by the Organiser and through him, by the guest of honour country. This kind of events shall consist in performances, debates, round tables etc. and shall be held in specially designed areas.
2.4.2. The exhibitors may organize debates, launches and presentation of books / products from related domains, autograph sessions, interviews, conferences etc. This kind of events shall be held at their own stands or within specially designed areas, based on schedules, according to provisions of Art.4.
2.4.3. The exhibitors are forbidden to organise events without notifying the Organiser with at least 48 hours prior. Otherwise, the Organiser may request cancellation of the event or can proceed to evacuate the space in which it is conducted and the offending exhibitor shall not be entitled to any compensation / damages.
ART.3. Registration of Participation
3.1. In order to attend Bookfest 2018, the Organiser provides on the web-site www.bookfest.ro, the Application Form and this Regulation. The registration at Bookfest shall be made by filling in the on-line form, available after the creation and e-mail confirmation of an Exhibitor account at the following address: http://www.bookfest.ro/expozanti/inscriere.
The Organiser shall send the Application Form and the hereby Regulation, by e-mail or fax, to the potential participants that cannot fill in on-line and/or download the aforementioned documents.
3.2. The Application Form shall be completed in full and submitted to the Organiser no later than 30th March 2018. Following this date, the Organiser reserves the right not to accept registrations.
3.3. After filling in and submitting online the Application Form (see Art. 3.1.), the Exhibitors shall verify again the information therein, shall print it and send it to the Organiser in the original copy, signed and sealed, directly or by post, at the registered office of A.E.R. 18, Șos. Nicolae Titulescu, building 23, entrance B, ap. 83, sector 1, 011142, Bucharest. The original copy, accompanied by the hereby Regulation, signed and sealed, shall be submitted to the Organiser no later than april 6th 2018.
3.4. The Application Form filled in and submitted to the Organiser in the original copy represents the agreement concluded between the parties, being a strong confirmation of participation and the consent to comply with the provisions of the Regulation of Bookfest 2018, as well as assuming the obligation to pay the fee.
3.5. In case two or more publishing houses wish to participate by using a common stand, each of them shall fill in an application form, and the documents shall be submitted together, complying with the deadline under Art. 3.3. In this case, only the main Exhibitor will appear on the fascia panel of the stand.
3.6. The Exhibitors who have registered for Bookfest, but for various reasons cannot participate, can withdraw, but no later than 20th April 2018. In this case, the amounts transferred to the Organiser’s account shall be fully returned to the Exhibitor.
3.7. The participation applications submitted by the publishing houses registering debts towards the Organiser shall be taken into consideration only after the applicant provides the proof for debt extinguishing, but no later than April 6th 2018. In case of debts extinguishment on promissory notes, the maximum collecting term is April 20th 2018
3.8. The Exhibitor shall take responsibility for the accuracy of the information provided, which shall be used in accounting documents, on the fascia panel, in the Catalogue of the Exhibitors and in the Programme of Events.
ART.4. Registration in the Catalogue of the Exhibitors and the Programme of Events
4.1. For the best possible information of visitors, the Exhibitors have the opportunity provided by the Organiser to freely register in the Catalogue of the Exhibitors and the Programme of Events Bookfest 2018.
4.2. The inclusion in the Catalogue of the Exhibitors and Programme of Events Bookfest 2018 shall be made by filling in the Application Form available after creating an Exhibitor account at the address: http://www.bookfest.ro/expozanti/inscriere – deadline March 30th 2018; respectively the Events Proposals Form, available after creating an Exhibitor account and after filling in the Application Form at the address: http://bookfest. ro/expozanti/propuneri-evenimente – deadline April 20th 2018. The data for being included in the Catalogue of the Exhibitors are automatically taken when registered as an exhibitor.
4.2.1. After filling in and submitting the on-line forms provided at Art. 4.2., the Exhibitors shall verify again the data entered. They will be able to make changes to both forms until the deadline, following the instructions available to the Exhibitor online accounts. The deadlines are March 30th 2018 for the Application Form, respectively April 20th 2018 for the Programme of Events. In case of any data change within the Application Form, the Exhibitor shall print and send a new original copy (signed and sealed) to the Organiser. In the case of the Events Proposals Form, it is not necessary to be sent in its original copy, the proposed events being available and they can undergo any changes in the on-line account of each Exhibitor. Furthermore, new events can be added until the deadline, there is no need to register all events simultaneously.
4.2.2 Transmission of data after the deadlines referred to at Art. 4.2.1. will result in the impossibility to include them in the catalogue / programme.
4.3. For each participant, the name printed on the fascia panel of the stand must be the same as the one stated in the Application Form, at position 10 and registered in the Events Proposals Form.
4.4. In the Catalogue of Exhibitors can be inserted, for a charge of 200 Euros, the data of any institution or trade company not attending Bookfest 2018, but activating in the book domain, according to Art.2.2. of this Regulation.
4.5. The Exhibitor undertakes full responsibility for the accuracy of the information provided, that will appear in the Catalogue of Exhibitors and the Programme of Events.
ART.5. Allocation of Stands and Time Schedule for the Events
5.1.The Organiser sets the configuration of the exhibition space. The distribution of stands shall be made after the completion of registration period. The order of registration at Bookfest does not represent a criterion for allocating the spaces.
5.2. Exhibitor. The Exhibitor shall be notified by means of a plan the location of the assigned stand, and in a general way the neighborhoods shall be indicated as well. Any request to change the location and/or the stand area must be made within 24 hours from the date the plan was sent by the Organiser, the latter trying, as far as possible, to meet the Exhibitor’s demand. After this deadline, the location proposed by the Organiser is considered as being accepted by the Exhibitor.
5.2.1. An Exhibitor may not assign, in whole or in part, the area rented at Bookfest without the prior written consent of the Organiser. The Exhibitor violating this provision shall be sanctioned by expulsion from the exhibition space, without the right to claim penalties.
5.2.2. For exhibitors requesting stands with at least two open sides and within the available free space, a surcharge of 1000 Euro (in lei, at the NBR exchange rate on the day of invoicing) is charged.
5.2.3. In case of vacancy by an Exhibitor, for any reason, in the beggining day of the event (30th of May 2018, 10.00 AM) the amounts paid for renting the space/stand are retained by the Organiser as damages for failure of the Exhibitor to perform its obligations undertaken by accepting the conditions of the hereby Regulation.
5.3. The Guest of honour country. At Bookfest 2018, The United States of America is the guest of honour country.
5.4. Time schedule for the events. The cultural events designated by the Exhibitors to take place in the specially designed spaces shall be centralized by the Organiser, based on the written applications (See Art.4.). In case of identifying some overlapping events, in the same spaces, the Organiser shall reserve its right to order the activities, by informing the Exhibitors in due time about possible changes.
6.1. The rate to be paid by the Exhibitors for attending is as follows:
Publishers who order an equipped stand of 6 sqm can receive, upon request, a standard 10 sqm stand at the same cost.
6.1.1. The rate defined above (Art.6.1.) includes:
6.1.2. The cost of customized stands built with ROMEXPO shall be set based on the project submitted by the Exhibitor, approved by ROMEXPO, being invoiced and paid to ROMEXPO.
6.1.3. Two or more exhibitors can rent a common stand. In this case, the participation fee shall be paid by the main Exhibitor.
6.2. The Exhibitor may display banners inside the pavilions rented for Bookfest 2018. For this purpose, the Exhibitor shall submit a written request to the Organizer containing the location details no later than May 18th 2018. ROMEXPO reserves its right to immediately remove the banners inappropriately displayed.
6.3. The Organiser cannot be held liable for eventual commercial losses registered by the Exhibitors during Bookfest 2018, regardless of their causes.
6.4. The use by the Exhibitors of the stages and other event spaces does not involve any other extra cost, as they are included in the package provided by the Organiser (See Art. 6.1.1.).
6.4.1. ROMEXPO can make available for the Exhibitors the conference rooms, based on an hourly rate. In case of identifying some overlapping events, in the same room, the Organiser shall reserve its right to order the activities, by informing the Exhibitors in due time about possible changes.
ART.7. Payment Terms
7.1. The payment for commissioned areas, stands arrangement and additional facilities shall be made within the time limits and following the procedures laid down by the Organiser and notified in the hereby Regulation.
7.2. Within 5 working days after receiving the Application Form, filled in as specified in this Regulation, the Organiser shall issue the participation invoice to the Exhibitor. The invoices shall be sent by post/courier or personally delivered against signature, the payment being made as follows:
7.2.1. The possibility of paying the second half of the invoiced amount by promissory note shall not apply to the exhibitors participating for the first time at Bookfest.
7.3. The rates are set in Euros and shall be paid in RON at the exchange rate Leu/Euro communicated by NBR on the day of invoice issue.
7.4. In case the bank transfers shall not be completely made within the stipulated terms, the Exhibitor shall lose the right to participate at Bookfest 2018, and the amounts paid on the Organiser’s account shall be retained as damages for failure of the Exhibitor to comply with the undertaken obligations.
7.5. For the conference rooms (see Art. 6.4.1.) the invoices shall be issued directly by ROMEXPO.
ART.8. Contractual and Technical Conditions for Occupying, Constructing and Dismantling the Stands
8.1. Stands construction shall be made only according to the plan set by the Organiser.
8.2. The Exhibitors that own stand or traditionally rent them from a third party and mount them themselves, are required to submit for the approval of the architects appointed by ROMEXPO the construction plans, as well as the technical solutions thereof, until May 11th 2018. Any construction project shall include the list of the working personnel.
8.2.1. The proof of stand ownership shall be made by sworn statement, signed by the Exhibitor, and provided to ROMEXPO.
8.3. The Exhibitors may turn to other specialized companies for the design, construction and setting up the stands, provided that those companies have an approval agreement concluded with ROMEXPO. The deadline of May 11th 2018, for construction projects approval, shall be complied with as well.
8.4. The provisions of Art. 8.2. and 8.3. are subject to the following conditionalities:
8.5. ROMEXPO S.A. provides full services of designing, constructing and fitting up of the Exhibitors’ stands. The Exhibitors building the stand with ROMEXPO shall not need any approval of the project.
8.6. During the development of all specific activities of Bookfest 2018, the Exhibitors, as well as the entire personnel involved in this project, shall comply with the following regulations:
8.6.1. The provisions of technical regulation of ROMEXPO, of which we select the following conditions:
8.6.2. Labor and environment protection rules and fire prevention rules, with the following obligations:
8.6.3. The obligations, liabilities and obtaining the necessary permits for compliance with the rules and full implementation of labor protection measures, environment protection and fire prevention, by the employees working in specific activities of Bookfest 2018 lie exclusively with each Exhibitor individually.
8.6.4. In case of material damages due to work accidents, fires, or failure caused by the personnel of the Exhibitors, these shall be borne by the Exhibitor concerned.
8.6.5. In case of work accidents with temporary disability, collective, with invalidity or fatal accidents undergone at workplace or within ROMEXPO, by the personnel of the Exhibitors, produced during Bookfest 2018, including during the periods of construction/dismantling, on the rented areas, the mentioned accidents shall be declared and registered by the Exhibitor concerned.
8.6.6. In emergency situations (for example: fire, flood, gas leak), produced during the exhibition programme, with a view to the operative intervention and damage limiting, ROMEXPO personnel, assisted by the Organiser’s representative and, where appropriate, by the fire department representative and/or police representative, may enter the exhibition areas, by drawing up a minutes signed by the persons taking part therein.
8.6.7. The Organiser declines any responsibility for the solidity of the constructions raised by the Exhibitors, who are responsible for any damages to third parties.
8.7. The mounting and/or decoration period available for all Exhibitors (unequipped stand, equipped stand) is Tuesday, 29th May, between 8 a.m. and 12 p.m.
8.7.1. Mounting the stands over 100 sqm can be done without charging any fee, on Monday, May 29th, between 8 a.m. and 8 p.m. In this respect, the Exhibitors shall submit a written request directly to ROMEXPO.
8.7.2. The Exhibitors who do not fall under Art.8.7.1., but request to enter the pavilions before 29th May 2018 for stand decoration/construction, shall pay to ROMEXPO an extra tarrif.
8.8. When taking over the space, the Exhibitor shall sign a hand over-take over minutes. The lack of any written reference made when taking over the stand/equipments by the Exhibitor, shall create the conventional presumption that it was received in good condition.
8.9. The provisions relating to stands rental, respectively, its construction by ROMEXPO, shall not apply to the guest of honour, from abroad, of the International Book Fair Bookfest 2018.
8.10. Removing and dismantling of stands shall be made on Monday, June 4th, between 8 a.m. and 12 p.m. In case of not complying with this deadline, the Exhibitors concerned shall pay for each day of delay the rent for the pavilions not released, increased by 100%.
8.10.1. The dismantling, even in part, is strictly prohibited before the official closing time of Bookfest.
8.11. When handing over the space (rented stand and any equipment), the Exhibitors shall sign a hand over – take over minutes. The Exhibitors must leave the stands and the equipment rented from ROMEXPO in the same state in which they have received them, being responsible for their material and legal guard during the preparation and development period of Bookfest and removal / dismantling of the stands.
8.11.1. In case it is found that the rented space and/or the goods are handed over with shortages/damages, the Exhibitor undertakes to immediately pay for the damage caused, except those related to normal wear, based on the invoice issued by ROMEXPO.
8.12. The damage found after the stand dismantling shall be repaired by ROMEXPO and at the Exhibitor’s expense.
ART.9. Stands Facilities, Equipment and Decoration
9.1. The standard stands include the following equipment based on the surface:
9.2. For the standard stands of over 12 sqm the equipments shall be according to the below table, the Exhibitors not having the possibility to waive some of the facilities and ask for others in compensation. The stands are optionally provided with an orifice of 1m x 1m, formed of the outlined walls and curtain.
|Area sqm||Carpet sqm||Graphic on the fascia panel||Electric plugs 220V||Light spots||Tables||Chairs||Desks||Book-shelves||waste baskets|
|13 – 24||13 – 24||1||1||5||2||4||3||16||1|
|25 – 48||25 – 48||1||1||8||3||6||4||24||1|
|49 – 75||49 – 75||1||1||12||4||8||5||40||1|
|76 – 100||76 – 100||1||2||18||4||10||6||52||2|
|over 100||over 100||1||2||25||5||12||6||64||2|
9.3. The Exhibitors may request additional equipment for the standard stands directly from ROMEXPO Assistance Office (Pavilion 32).
9.3.1. The equipment required shall be received only after having paid the rental costs thereof, based on the invoice issued by ROMEXPO. The Exhibitors shall be able to request additional equipment from ROMEXPO Assistance Office only on the day scheduled for the furnishing, respectively Tuesday, May 29th 2018. The mere order of additional equipment and services is not sufficient for ROMEXPO to perform the ordered services.
9.4. Decoration of the stands shall be made by the Exhibitors under their own responsibility. Decoration of stands shall comply with the general decoration and graphics plan designed by the Organiser, the technical regulation of ROMEXPO, labor and environment protection and fire prevention rules set out at Art.8.6. For any special decoration of the stand the Exhibitors shall request the written approval of ROMEXPO.
9.5. According to the tax legislation in force, the Exhibitors shall have cash register at the stand or management software (to issue a fiscal bill, invoices, receipts etc.). in case of non-compliance, the responsibility falls solely with the Exhibitor concerned.
9.5.1. The Organiser declines its responsibility for any breach of the national legislation in the tax domain.
ART.10. Visual and/or Sound Promotion
10.1. The Organiser lays down the display procedures, the conditions under which the sound, lighting or audio-visual equipments may be used, as well as the conditions for organizing animations, promotional operations, performances, book presentations or surveys within the exhibition space.
10.2. Sound animations. The sound animations should not disturb the activity of the neighbouring stands. The Exhibitors shall comply with the demands of ROMEXPO representative in terms of volume and intensity of the music broadcast and which may not exceed 70 decibels, measured at 2 m away from the building, at a frequency of 250 Hz.
10.2.1. The Organiser is the only one entitled to determine the acceptable sound level. The Organiser may take all the measures necessary to interrupt the sound animations disturbing the development of Bookfest.
10.2.3. The Exhibitors are strictly prohibited to organize concerts within the stands.
10.3. Distribution of advertising/animation. The distribution of advertising materials or objects is strictly prohibited outside the stand without the prior written consent of the Organiser.
10.3.1. Any animation or commercial activity outside the stand is strictly prohibited without the prior written consent of the Organiser.
10.4 The Organiser is entitled to remove or change those facilities affecting the general appearance of the event, the activity of the neighbouring Exhibitors, as well as the audience, or which do not comply with the plan previously approved by the Organiser. The Organiser may reconsider a granted authorization when this affects the neighbouring Exhibitors, the walkways or the event appearance.
ART.11. Access and Circulation of the Exhibitors’ Vehicles
11.1. The pedestrian access of the Exhibitors within the exhibition centre is free.
11.2. The Exhibitors, their guests and personnel shall strictly comply with the rules laid down by ROMEXPO regarding the access and vehicles circulation, road signs and speed limit up to 20 km/h within the exhibition centre.
11.3. During the development of the event, the car access within the exhibition centre shall only be permitted in parking lot ”D ”, based on a RIFID card, for which a warranty of 70 RON/ piece will be charged. The warranty shall be returned to the Exhibitor when the latter returns to the Organiser the requested card. The RIFID cards can be picked up at the Organiser stand, on the of 29th of May. The RIFID cards shall be returned on 4th June at the Organiser’s stand.
11.3.1. During the entire period of Bookfest, the supply will be made on a daily basis between 8.30 a.m. – 9.30 a.m., at the freight doors of the pavilions, based on the RIFID cards.
11.4. The access for the other cars of the Exhibitors shall be made based on a car ticket, within the parking lots allocated to the exhibition, at a rate imposed by ROMXPO.
11.5. If necessary, the Exhibitors may drive the special guests up to the door of the pavilion where the event is held, only under the following conditions:
ART.12. Administrative Measures
12.1. The general supervision of the exhibition space during the visiting hours at Bookfest 2018 shall be carried out by the Organiser, so as to ensure the guard and security of the visitors and common areas.
12.2. The exhibiter is obligated to be at the stand with at least 30 minutes before the beginning of visiting hours for the public. The responsibility of ensuring the security of goods and values within the stand during the exhibition programme (including the 30 minutes before the starting of visiting hours for the public) belongs exclusively to the Exhibitor. The Organiser cannot be held responsible for the integrity of the goods exhibited within the stand.
12.3. The cleaning and maintenance of the stands represent the responsibility of the Exhibitors.
ART.13. Application of the Regulation
13.1. The hereby Regulation represents an annex to the Application Form, which acts as an agreement between the parties.
ART.14. Force Majeure
14.1.Force Majeure, as agreed upon as being that unforeseeable and unavoidable event, occurred after the conclusion of the agreement and which prevents the party or the parties from fulfilling their obligation undertaken under the agreement, exonerates the party invoking it under the law. The Force Majeure case shall be notified by the party concerned within 5 days from its emergence; the Documentary evidence proving the existence of the Force Majeure case shall be presented to the other party within 10 days from the date of the occurrence of the events;
14.2. The termination of the Force Majeure events shall be immediately notified to the party concerned;
14.3. The Parties undertake to make all the efforts for limiting in time the effects of the Force Majeure.
15.1. Any litigation or dispute shall be amicably solved by the two parties, within 30 working days after the first resolution attempt.
15.2. In case the two parties fail to find an amicable solution, the litigation shall be transferred to the competent courts in Romania.