Terms and Conditions for Exhibition Booth Sales for the Glass Performance Days 2025

1. Introduction These terms and conditions govern the sale of exhibition booth spaces for the Glass Performance Days 2025 organized by Glaston Corporation (hereinafter referred to as “GPD”). By submitting a registration and agreeing to purchase an exhibition booth, the exhibitor (hereinafter referred to as “Exhibitor”) agrees to be bound by these terms and conditions.

2. Booth Allocation The Exhibitor can select the preferred booth space(s) in the registration phase. GPD shall review the registration and confirm the booth space(s) soonest after the registration. GPD reserves the right to make changes to the booth layout, design and allocation as deemed necessary.

3. Payment Terms Unless otherwise agreed by the Parties in writing, the following payment terms apply: A reservation fee of 1/3 of selected exhibition package will be invoiced directly after registration. If the Exhibitor does not pay the reservation fee within 14 days from the invoice date, the registration will be cancelled. The remaining booth package fee shall be invoiced after the reservation fee. The full booth package fee must be paid in full at the latest 30 days prior to the exhibition.

4. Cancellation Policy The Exhibitor may cancel its participation in the GPD as follows: All cancellations must be made in writing. If the cancellation is received by 31 December 2024, GPD shall refund 50% of the booth package fee already paid by the Exhibitor. The reservation fees are not refundable, unless the cancellation is initiated by GPD. No refunds will be issued for cancellations made after 1 January 2025.

5. Exhibitor Responsibilities The Exhibitor is responsible for setting up and dismantling their booth within the time windows informed by GPD. If the Exhibitor fails to dismantle their booth within the defined time window, a penalty fee of 3.000 euros per hour will be charged due to the lease terms of the venue. GPD will provide waste disposal facilities, and the Exhibitor must comply with the venue’s waste management guidelines. The Exhibitor agrees to comply with all rules and regulations set forth by GPD and/or the venue hosting the exhibition.

6. Insurance The Exhibitor is responsible for obtaining appropriate insurance coverage for their participation in the exhibition.

7. Compliance with Laws The Exhibitor agrees to comply with all applicable laws and regulations, including health and safety regulations, during the exhibition.

8. Data Protection and Privacy GPD is committed to protecting the privacy and personal data of the Exhibitor. Any personal data collected during the registration process will be used solely for the purpose of organizing and managing the exhibition. Further details regarding the processing of personal data can be found https://gpd.fi/privacy-policy/.

9. Use of Promotional Materials The Exhibitor grants GPD the right to use the Exhibitor’s name, logo, and any promotional materials provided by the Exhibitor for the purpose of promoting and organizing the exhibition. GPD agrees to use these materials in a manner that is consistent with the written instructions provided by the Exhibitor. The Exhibitor retains all intellectual property rights to their materials and products displayed at the exhibition. The Exhibitor grants GPD a non-exclusive, royalty-free license to use any intellectual property provided by the Exhibitor for the purpose of promoting and organizing the exhibition. The Exhibitor warrants that they have the right to grant such a license and that the use of their intellectual property by GPD will not infringe on the rights of any third party.

10. Subletting and Assignment The Exhibitor shall not sublet, assign, or share their booth space with any third party without the prior written consent of GPD.

11. Advertising and Promotion GPD reserves the right to use photographs, videos, and other media taken during the exhibition for promotional purposes. The Exhibitor grants GPD a non-exclusive, royalty-free license to use any media featuring the Exhibitor’s booth or representatives for marketing and promotional activities.

12. Booth Design and Construction Due the limited build-up time at the Venue, Exhibitor’s own booth construction, demo machinery or any other equipment is not permitted without GPD’s prior written consent. Notwithstanding such consent, all additional costs related to delays in exhibition build-up due Exhibitor’s own booth construction will be invoiced from the Exhibitor. GPD reserves the right to reject any booth design that does not comply with the exhibition’s guidelines or poses a safety risk.

13. Security GPD will provide general security for the exhibition, but the Exhibitor is responsible for the security of their booth and belongings. GPD is not liable for any loss, theft, or damage to the Exhibitor’s property.

14. Sustainability Practices The Exhibitor is encouraged to adopt sustainable practices, such as using eco-friendly materials and minimizing waste, to support GPD’s commitment to sustainability.

15. Additional Services The Exhibitor has the possibility to order furniture and other materials for their exhibition booth. These additional services are subject to a separate fee and are not included in the booth package fee. To order additional services (incl. printed materials to be presented at the booth), the Exhibitor must use the online exhibitor portal provided by GPD. The portal will list available items and their respective fees. All orders must be placed at least 21 days before the exhibition date. Payment for additional services must be made directly through the portal according to the specified payment terms.

16. Responsibility for Damages The Exhibitor is responsible for any failure to comply with these term and conditions as well as for any damages caused to the venue by their actions or the actions of their representatives. The Exhibitor agrees to indemnify and hold harmless GPD and the venue for any claims, damages, or expenses arising from such damages.

17. Limitation of Liability Notwithstanding anything to the contrary in these terms and conditions, in no event shall GPD be liable for any indirect, incidental, special, or consequential damages or loss, including but not limited to loss of production, loss of income, loss of profits, loss of markets, loss of reputation, loss of customers, loss of use, or loss of an opportunity, howsoever arising. The aggregate liability of GPD shall always be limited to the total amount of fees paid by the Exhibitor.

18. GPD’s Right to Cancel GPD reserves the right to cancel the exhibition at any time. In such cases, GPD will refund all fees paid by the Exhibitor but will not be liable for any further compensation.

19. Force Majeure GPD shall not be liable for any failure or delay in performing its obligations under these terms and conditions if such failure or delay is due to circumstances beyond its reasonable control. In such cases, GPD reserves the right to cancel or reschedule the exhibition. GPD will make reasonable efforts to notify the Exhibitor and provide alternative arrangements or refunds as deemed appropriate.

20. Termination for Non-Compliance GPD reserves the right to terminate the contract with immediate effect if the Exhibitor fails to comply with any of the terms and conditions set forth herein and fails to cure such breach within 14 days from the written notice by the GPD. In the event of termination, the Exhibitor will forfeit any fees paid and will be liable for any additional costs incurred by GPD as a result of the non-compliance.

21. Governing Law and Dispute Resolution These terms and conditions are governed by the laws of Finland. Any disputes arising from these terms and conditions will be finally settled by arbitration in accordance with the Arbitration Rules of the Finland Chamber of Commerce. The arbitration tribunal shall consist of one arbitrator. The place of arbitration shall be Helsinki, Finland. The language of the arbitration shall be English.

22. Amendments GPD reserves the right to amend these terms and conditions at any time. Any amendments will be communicated to the Exhibitor in writing.