Farmari 2015 Exhibitor terms and conditions

EXHIBITOR TERMS AND CONDITIONS
1.
FARMARI 2015 – AGRICULTURE EXHIBITION
Organizer: ProAgria North Karelia Association (ProAgria Pohjois-Karjala ry) Location: Mehtimäki outdoor
recreation area, Joensuu Arena and Joensuu laulurinne. Time: 2-4.7.2015 Opening hours: Thu-Sat, 10 Am-5 Pm.
Valid VAT% will be added to the prices, unless otherwise stated.
www.farmari.net
2. EXHIBITORS AND SALES RIGHTS
Farmari 2015 is open to all companies involved in industry, commerce, agriculture and forestry, as well as other
rural businesses, communities and organizations. The organizer reserves the right to place a limit on the sales of
sweets, foods, beverages, coffee, ice cream and other kiosk products etc., through a separate contract. The
distribution of samples for free tasting purposes is possible on a small-scale. The extensive distribution of samples
of food and beverages for free tasting purposes is not permitted. Notifications of products that are to be
presented and sold at the stands, as well as those for tasting purposes, must be provided upon registration. The
exhibition organizer reserves the right to decide upon the sale rights and the products sold. An exhibitor may not
transfer their exhibition stand or a part of it to a third party, without the express permission of the organizer of the
exhibition.
3. EXHIBITION STAND RENTALS
Exhibition stand and related inquiries: farmari.myynti@proagria.fi, Exhibition manager Anu Pesonen, tel. 040 301
2436
3.1 Outdoor- exhibition stands
The basic fee for the rental of an outdoor exhibition stand is 670 € (including a 25 m2 stand).
Stand rentals:
Lower rental limit
Rental for parts exceeding the
Stand surface area
lower limit
25-99 m2
670 €
5,25 €/m2
100-199 m2
1065 €
5,00 €/m2
2
200-499 m
1565 €
4,75 €/m2
2
500 m 2880 €
4,25 €/m2
3.2 Indoor stands at Joensuu Arena
The basic fee for an unbuilt inside exhibition stand is 350 € + 50 € / m2. A possible supply of electricity and water,
as well as telephone and data connections, are billed, according to a separate price list (see sections 8 and 9). The
connections can be ordered during the registration process. See the Construction guidelines in section 18.
3.3 Farmari Market
Farmari Market sales stands: 4mx4m (price 600 €), 3mx3 m (price € 400) and 2mx2m (price 250 €)
3.4 Jarmanka -market
An area which is primarily reserved for North Karelian food companies, direct sales and handicraft companies.
Jarmanka- market can be used for the sale of packaged goods to be taken home. Farmari reserves the right to
decide upon the number of sales locations, stands and sold products. Jarmanka sales spots: 4mx4m (price 600 €),
3mx3m (price € 400) and 2mx2m (price 250 €).
All exhibition stand rentals include (VAT 0%):
One exhibitor card for each stand rental of a VAT free amount of 200 €. For the Farmari Market and Jarmanka
market-three exhibitor cards for a 4mx4m spot and two exhibitor cards for a 3mx3m spot and 2mx2m spot. The
price for an additional card is 12.00€.
Parking is provided for exhibitors in a reserved parking area (limited places).
If necessary, a service driving permit for the service of stands between 5 Pm- 8.30 Am (a service driving permit can
be given for food transports, which entitles service traffic in the exhibition area- also during opening hours).
General cleaning and security services.
4. REGISTRATION
The registration of exhibitors takes place via the farmari.net service. Registration ends on 31.03.2015. If space and
locations remain, registrations may still be accepted after this period. Information on the deadlines for
registrations can be viewed in the exhibition catalogue.
EXHIBITION AGREEMENT AND THE DETERMINATION OF STAND LOCATIONS
The exhibition organizer reserves the right to decide upon the participation rights and the location of the
exhibition stands. The location of the exhibition stands is influenced by the order of registration, the exhibitors'
express wishes, the size of the exhibition stand and the exhibition themes. The placements of the stands will begin
in April 2015. Once the registration is approved and the location of the exhibition stand is decided upon, the
5.
6.
7.
8.
exhibitor will be sent an acceptance notification and a map marked with the location of the exhibition stand. The
exhibition organizer reserves the right to change the location of the stand, in so far as there are legitimate reasons
concerning the exhibition construction and its entirety. Exhibition manager Anu Pesonen is responsible for the
placement of the exhibition stands.
PAYMENT TERMS AND CONDITIONS AND THE POSSIBLE CANCELLATIONS OF EXHIBITION STANDS
The payment for an exhibition stand is due 14 days after the acceptance notification and the invoice being sent. In
so far as the stand rent is not paid by the due date, the exhibition organizer has the right to allocate the location to
another exhibitor. In all cases, the payment for an exhibition spot must be paid before the construction starts and
proof of payment must be provided, when necessary, at the exhibition office. From 5.6.2015 onwards, a fee of
50% of the price of the exhibition stand will be charged, in so far as the exhibitor cancels their exhibition
registration.
EXHIBITING, CONSTRUCTION AND DISMANTLING
The exhibitor agrees to comply with the exhibition organizer’s construction guidelines, concerning the construction
and safety of exhibition stands. Exhibitors are responsible for the construction, decoration and dismantling of the
exhibition stands. The official exhibition builder for Farmari is MSP Event Oy, www.msp.fi, info@msp.fi, Pekka
Niemelä 0400 686 901
Construction and dismantling timetables: Joensuu Arena: Construction begins on Thu 25.06, at 7.00 Am.
Construction ends on Wed 1.7, at 11 Pm, at the latest. Dismantling of the department stands can begin on Sat 4.7,
at 5 Pm. Exhibition stands must be dismantled by Mon 6.7, at 6 Pm.
Outdoor Areas: Construction of the domestic animal field will begin on Mon 22.6, at 8 Am. Construction ends on
Wed 1.7, at 9 Pm. Dismantling will begin on Sat 4.7, at 5 Pm and end on Mon 6.7, at 6 Pm. Other outdoor areas:
construction can begin on Mon 29.6, at 8 Am. Construction ends on Wed 1.7, at 9 Pm. Dismantling can begin on
Sat 4.7, at 5 Pm and end on Mon 6.7, at 6 Pm. In so far as the dismantling and removal of an exhibition stand does
not take place within the set timetable, the exhibition organizer has the right to dismantle the department stand at
the exhibitor's expense. Exhibitors are responsible for obtaining the necessary permits required for their stand.
Adequate space must be provided at one’s own stand for demonstrations and the attending public. Animals
brought for the exhibition must fulfil all the requirements set by the veterinary authorities and the bringing of such
animals to the exhibition must be agreed upon separately with the exhibition organizer. Contact in animal
matters: Anna Liimatainen, tel. 040 301 2421.
SAFETY, INSURANCES, NOTIFICATIONS AND SECURITY
For fire safety purposes, current regulations and guidelines should be followed, as well as the exhibition
organizer’s own construction guidelines. The exhibitor shall be responsible for their compliance with the safety
rules and take care of all necessary insurances. The exhibition organizer will be responsible for the exhibition’s
general fire safety and organize, during the period 22.6. -6.7.2015, general security for the exhibition, without,
however, being responsible for any damages, losses, and accidents that may occur at the exhibition stands. The
exhibition organizer is not responsible for damages caused by natural phenomena. The head of security for the
exhibition will be Jari Tammikumpu tel. 0500 771707. (more info in section 18)
ELECTRICITY AND WATER
Electricity and water connections have to be ordered during the registration process. The exhibition organizer will
construct the necessary connections adjacent to the stands. The exhibitor can carry out departmental internal
electrical installation work by using accepted electrical installation companies, which is charged directly from the
exhibitors. All electrical appliances connected to the mains must be CE-marked. The acquired electrical connection
must be adequate for its intended use. If an overload is detected, the necessary electrical connection will be
charged at twice the price. After 31.3.2015, a water or electricity connection will only be available, if it can be
brought from an already planned distribution network. The conducting of an exhibitor’s own connection and the
distribution of the electricity is prohibited.
Electricity at an exhibition stand is charged for, according to the consumption and the fuse size (prices subject to
VAT):
Maximum
Price € + VAT
power
Arena
1-phase
2 kW
1 x10A
200
Outside
stands
1-phase
2 kW
1x10A
200
9.
1-phase
3 kW
1x16A
420
3-phase
10 kW
3x16A
750
3-phase
16kW
3x25A
1300
Water connection 650 €, alongside a water point stand. Inquiries: Master builder Raimo Saarelainen. tel. 040 301
2447
DATA COMMUNICATION CONNECTIONS
Outdoor departments: WLAN / LAN 4G device. Joensuu Arena: WLAN, possibilities also for fixed connections. A
maximum of 5 simultaneous users / connection. Orders for outside stands and Joensuu Arena connections are
made through the registration page. Data connection 250 € / connection.
Inquiries: IT- Specialist Marko Natri tel. 040 301 2427.
10. CUSTOMER CARDS AND MEALS
Exhibitors can pre-order one-off customer cards at 15€ / each (including VAT).
Food ticket prices 10 € and 12 € (including VAT), Coffee ticket: coffee and salty snack or sweet pastry 4.50€ / pc
(including VAT). Customer cards, as well as food - and coffee tickets can be ordered through the Farmari
registration programme.
Customer card- as well as food and coffee ticket inquiries: Kirsi Peuhkurinen tel. 040 301 2437.
11. PRESENTER CARDS
A presenter card may only be used by an individual working at the exhibitor’s exhibition stand. The card is marked
with both the company and the presenter’s name, and may not be used by another person.
12. BUILDER CARDS
Builder cards are valid during the period of the exhibition’s construction and dismantling times. An exhibitor will
receive a builder card to use when they register at the exhibition office to view the stand location.
13. CAR PARKING
During the time of the event, cars are not allowed to park in the exhibition area. Exhibitors are provided with a
reserved parking area next to the exhibition. Parking spots will be filled, on a first come first served principle.
14. CLEANING
Waste recycling is arranged at the exhibition. The exhibition organizer is responsible for the general cleanliness of
the area. The exhibitor is responsible for the cleaning and waste handling at their own exhibition stand.
15. ACCOMMODATION
Karelia Expert Oy is responsible for accommodation during the exhibition, Arja Hukkanen,
arja.hukkanen@kareliaexpert.fi, tel. 050 528 9634. RV spots: Päivi Riikkinen, paivi@linnunlahti.fi. Tel. 040 033
3133
16. VISIBILITY AT THE EXHIBITION
The exhibition organizer offers exhibitors the opportunity to purchase loudspeaker advertising announcements,
fence and screen advertising, print ads in the exhibition guide and on the ProAgria Itä Suomi (Eastern Finland)
farmari.net web pages. Provisional bookings are to be made through the registration programme.
17. COMMITMENT TO THE TERMS AND CONDITIONS OF PARTICIPATION
By sending in the registration, the exhibitor agrees to abide by the terms and conditions of participation, the
construction guidelines (see. section 18), as well as other guidelines provided by the exhibition organizer. If the
guidelines are not followed, the exhibition organizer has the right to close the exhibition stand. The exhibitor
accepts the exhibition organizer’s measures, which are deemed to be necessary in order to maintain the order and
security of the exhibition area, as well as remove disturbances and comply with the terms and conditions of the
exhibition agreement, with the aid of stewards or the authorities. The exhibitor is responsible for any harm,
damage or breaches of agreement committed by their staff members or third parties who are working or
operating in their exhibition stand. The location of any such action and jurisdiction is mutually deemed to be the
city of Joensuu. In cases of force majeure, the exhibition organizer reserves the right to move the location of the
exhibition stand to new premises in the exhibition area or even move or cancel the exhibition.
18. SAFETY AND CONSTRUCTION GUIDELINES
The exhibitor is obliged to follow the general fire and occupational safety regulations, terms and conditions for
participation and construction guidelines, as well as to inform their exhibition stand designers and builders of
these. For each stand, the name of the exhibitor, who will be responsible for the provided information, must be
clarified.
Safety regulations:
An exhibition stand designer must ensure that the exhibition structures are sufficiently strong and safe. The
authorities or the exhibition organizer have the right to intervene in matters concerning safety. Industrial
machinery and equipment must comply with occupational safety regulations. If the stand uses or displays devices
that may carry a fire risk, notification of such must be clearly given upon registration. As a rule, flammable liquids
or gases should not be stored at exhibition stand locations. Carpets and rugs must be fire-protected (class L).
Fabrics used for covers and textiles used for upholstery should be treated (Ignitability class 1). Inside departments
at Joensuu Arena must not be covered. Joensuu Arena will charge the exhibitor for any fire alarms that are set off.
Detailed instructions will be sent after the registration process.
Construction guidelines:
No movable or immovable property in the exhibition area should be damaged. The attachment of anything to the
hall’s ceiling, floor, pillar and wall structures is strictly prohibited. No nails or hooks can be hit or attached to the
building’s walls and floors. Structures must be of the self-supporting type. If the weight of any displayed item
exceeds 1000 kg / m2, the placement must be negotiated with the organizer and protective plates should be used.
Advertisements located on the walls of the Arena must not be covered. The exhibition field must not be dug up or
otherwise damaged. The exhibitor is responsible for any damage and its subsequent repair. The exhibition stands
must not be decorated in such as way or products presented in such a way that they causes a disturbance, a safety
risk or damage to a neighbouring exhibition stand or the public. Amplifier devices or equipments that cause noise,
dust, gases and odours, as well as the use of machinery that breaks the surface of the field, is only permitted with
the exhibition organizer's express permission. The erection of structures that are over 10 m in height outdoors and
over 3.5m in height indoors must be agreed upon separately. The exhibitor must look after the transfer of
packaging, construction waste, debris, etc to waste receptacles/ skips for their own exhibition stand. The use of an
electrical connection reserved for a stand is for the sole use of the stand concerned. Each exhibitor must insure
themselves, their stand products and their stand.
A separate exhibition guide will be sent to registered participants before their arrival at the exhibition.
19. CONTACT INFORMATION
ProAgria Pohjois-Karjala, Torikatu 9A , PL 5 80101 Joensuu, TEL. 040 301 2436, www.farmari.net,
farmari.myynti@proagria.fi, firstname.secondname@proagria.fi
Contacts:
Exhibition director
Eero Parviainen
040 301 2435
Exhibition manager
communications Anu Pesonen 040 301 2436
Construction manager
Raimo Saarelainen
040 301 2447
The exhibition Office at the exhibition location at Joensuu Arena will open on Wed 24.6.2015, at 8 am.
Goods for the exhibition may be sent from 24.06 onwards to:
Joensuu Arena: Mehtimäenaukio 2, 80100 Joensuu
The exhibition organizer reserves the right to change the exhibitor terms and conditions.