Participation regulations for exhibitions organised by REVA vzw

This English translation of the participation regulations is provided for information purposes. Only the original Dutch version is binding.

1. APPLICABILITY

REVA vzw is a non-profit organisation. Its non-profit purpose is to provide information on products, services and knowledge that improve the lives of persons with disabilities, older people and healthcare professionals. In this way, REVA vzw aims to contribute to their personal development, social participation and professional opportunities. In order to achieve this non-profit purpose, REVA vzw organises informative and supportive activities in the interest of persons with disabilities. Within this framework, REVA vzw periodically organises an information and networking exhibition for everyone involved with disability, impairment and/or care.

Each registration for and participation in the exhibitions organised by REVA vzw is subject to the general terms and conditions set out below. The general terms and conditions of REVA vzw shall always prevail over the general terms and conditions of the exhibitor. Where REVA vzw and the exhibitor make specific agreements, these shall prevail over the general terms and conditions.

For the purposes of these regulations, the following definitions shall apply:

• “Professional” or “entrepreneur”: any natural person or legal entity who is not a consumer;
• “Applicant”: the person, company or organisation that registers for participation via the exhibitor portal, but whose participation has not yet been confirmed by REVA vzw;
• “Exhibitor” or “participant”: the applicant who has received confirmation of participation in the exhibition from REVA vzw ;
• “Auxiliary persons”: all persons involved in the formation, performance and termination of the agreement between the applicant/exhibitor and REVA vzw, including – but not limited to – directors, employees, subcontractors and other direct or indirect collaborators or affiliated persons.

2. REGISTRATION AND PARTICIPATION

Participation in the exhibition is only possible by registering via the exhibitor portal on the website www.reva.be

Submission of the registration form constitutes irrevocable acceptance of the participation regulations for exhibitions organised by REVA vzw, as well as of all guidelines for exhibitors issued by REVA vzw or by the operator of the exhibition venue. These regulations and guidelines form an integral part of the present participation regulations.

The agreement between REVA vzw and the exhibitor shall only be concluded after written confirmation of the registration by REVA vzw. Upon such confirmation, REVA vzw shall assign the exhibitor a provisional stand location. Payment of the invoice constitutes irrevocable acceptance of the invoiced amount and of all reasonably foreseeable costs related to participation in the exhibition.

REVA vzw reserves the right to refuse registrations, exhibitors, persons, products or services, and even to remove or have them removed from a stand or from the exhibition premises, without being required to provide reasons. This right may be exercised in particular when:

• The registration or participation does not comply with the provisions of these regulations;
• The products or services offered are not in line with the objectives, spirit or image of the exhibition;
• The activities do not fit within the informative and supportive nature of REVA vzw, aimed at persons with disabilities and older persons.

A refusal or removal shall not give rise to any right to compensation. All fees due shall remain payable.

Where applicable, REVA vzw may:

• Refuse or withdraw access to (parts of) the stand;
• Impose the immediate cessation of the contested activities;
• Require that the products or communications concerned be removed or concealed;
• If necessary, carry out or have such removal carried out itself, at the exhibitor’s expense and risk.

The registration deadline expires one month prior to the opening of the exhibition. Registrations received after this deadline may only be accepted if stand space is still available and if this is organisationally feasible for REVA vzw.

For late registrations, the participation fee shall be increased by 15% compared to the standard rate, for organisational reasons and to cover modification costs.

The exhibitor who has not occupied its stand with the products and/or services corresponding to its registration as confirmed by REVA vzw no later than 12:00 noon on the last build-up day shall automatically forfeit its right to participate in the exhibition. The exhibitor who has not fully paid all invoices due no later than one week before the first build-up day shall likewise forfeit the right to participate. In such cases, the agreement shall be deemed to have been terminated by operation of law by the exhibitor. REVA vzw may then freely dispose of the stand space and reassign or redesign it at its own discretion. All amounts due shall remain payable. In addition, all additional costs relating to the rearrangement of the exhibition floor plan, the screening off or dressing of the vacated space, or any other organisational measures deemed most appropriate by REVA vzw, shall be borne in full by the exhibitor in default, who shall have no right of recourse.

3. PRICE AND PRICE ADJUSTMENTS

The prices for stand spaces and additional services (such as rental, stand construction, administrative fees, etc.) are published on the website www.reva.be

REVA vzw reserves the right to adjust these prices in the event of objective cost increases, including but not limited to:

• Changes in exchange rates, transport costs, energy or utility costs;
• Changes in taxes or levies;
• Stricter legal, health or safety regulations, including — but not limited to — those arising from epidemics, pandemics, terrorist attacks or increased security levels.

If the adjustment results in a price increase of more than 15% compared to the original price, the exhibitor may cancel its participation free of charge by means of a registered letter addressed to: REVA vzw, Beselarestraat 44, 8890 Dadizele, within 14 days of notification of the adjusted price.

4. INVOICING AND INVOICE TERMS

An exhibitor registering for the first time shall immediately receive an advance invoice amounting to 50% of the price. Any exhibitor registering less than five months before the first day of the exhibition shall immediately receive the full invoice, which is payable in full and without discount upon receipt.

Each invoice is payable without discount on the due date stated on the invoice. If no due date is indicated, a payment term of 30 calendar days from the invoice date shall apply. In all cases, full payment must be received no later than one week before the first build-up day of the exhibition, in order to enable REVA vzw to organise the exhibition in a professional manner. In the event of late payment, the following costs shall be due by operation of law and without prior notice of default:

• Late payment interest calculated at the rate provided for by the Act of 2 August 2002 on combating late payment in commercial transactions; and
• A fixed damages clause amounting to 10% of the outstanding amount, with a minimum of EUR 100.

Both amounts shall be deducted with priority from any payment of the principal.

For each reissue of an invoice at the request of the applicant/exhibitor, containing details other than those initially provided by the applicant/exhibitor, a fixed administrative fee of EUR 50 shall be charged.

Any objection to an invoice must be submitted by registered letter to REVA vzw, Beselarestraat 44, B-8890 Dadizele, within eight (8) calendar days from the invoice date. After this period, no objections shall be accepted.

Until full payment of all amounts owed to REVA vzw has been made, REVA vzw shall retain a right of retention over the exhibited goods and the materials used by the exhibitor. This means that REVA vzw has the right to temporarily retain such goods or to refuse their removal as long as the exhibitor has not fully complied with its payment obligations. All costs related to the storage, safeguarding or retention of the goods shall be borne by the exhibitor. The goods shall only be released after full payment of all invoices and any additional costs.

5. OPTIONS

An option on a stand space grants the candidate exhibitor a temporary priority right to reserve a specific stand space, without constituting a definitive registration or agreement.

• Up to five months prior to the exhibition, an option remains valid for a maximum period of one month.
• Between five months and one month prior to the exhibition, an option remains valid for a maximum period of one week.
• As from one month prior to the exhibition, no options may be granted.

Upon expiry of the option period, the option shall lapse automatically, without prior notice, and REVA vzw shall be free to dispose of the stand space at its discretion.

6. CANCELLATION

6.1. Limited participation period:

Any reduction of the participation period is not permitted and shall be deemed equivalent to a full cancellation.

6.2. Administrative fee:

As from the moment of registration, the administrative fee shall be irrevocably due. In the event of full cancellation of the registration, this administrative fee shall be charged in full. In the event of partial cancellation (reduction of the stand surface area), an additional administrative fee amounting to 50% shall be charged.

6.3. Cancellation fees:

In the event of cancellation of the registration or reduction of the stand surface area, the following fees shall be payable in addition to the administrative fee:

• Cancellation eight (8) months or more prior to the first build-up day: 15% of the rental price of the cancelled surface area;
• Cancellation between eight (8) and five (5) months prior to the first build-up day: 30% of the rental price of the cancelled surface area;
• Cancellation five (5) months or less prior to the first build-up day: 100% of the rental price of the cancelled surface area.

6.4. Additional costs:

Where cancellation occurs within one month prior to the first build-up day and the cancelled stand space can no longer be re-let, all reasonable costs for closing off, rearranging and/or dressing the vacated space, as well as all organisational adjustments deemed necessary by REVA vzw to ensure the professional organisation of the exhibition, shall be charged. The manner and scope of these measures shall be determined exclusively by REVA vzw, and the exhibitor shall have no right of recourse in this respect.

6.5. Additional costs:

All ordered services and advertising (such as advertisements in the REVAzine) shall be charged in full upon cancellation and shall remain fully payable. Any early-bird discounts granted shall always be settled in the final invoice.

7. STAND LAYOUT PLAN

Upon acceptance of the registration, REVA vzw shall assign each exhibitor a stand space on the exhibition floor plan. REVA vzw reserves the right to amend the exhibition floor plan or the allocated stand space for organisational or other justified reasons. Where applicable, REVA vzw shall, as far as possible and in consultation with the exhibitor(s) concerned, allocate an equivalent alternative stand space.

The exhibitor may not claim the allocated stand space as definitive and expressly acknowledges that the exact location of the stand does not constitute a determining condition for participation in the exhibition.

8. STAND CONSTRUCTION AND OWN STAND BUILDING

Exhibitors may have their stand built by Flanders Expo / Easyfairs against payment, make use of a stand builder of their own choice, or build the stand themselves. REVA vzw is not a party to the contractual relationship between the exhibitors and Flanders Expo / Easyfairs. Exhibitors contract directly with Flanders Expo / Easyfairs under the applicable conditions, without REVA vzw assuming any liability or indemnification obligation in this respect.

The times for the build-up and dismantling of the stands are specified in the exhibitor information provided to each exhibitor after confirmation of participation in the exhibition. This information forms an integral part of the agreement between REVA vzw and the exhibitor and constitutes the applicable arrangements regarding the planning and organisation of build-up and dismantling. Early build-up of a stand is only permitted with the consent of Flanders Expo / Easyfairs and after payment of the costs charged by Flanders Expo / Easyfairs. The exhibitor is obliged to strictly comply with these provisions and to timely inform itself of the applicable practical guidelines.

The build-up of the stand and participation in the exhibition are only permitted after all invoices have been paid in full. This practical provision follows from Article 2 of these participation regulations.

All exhibitors must comply with the applicable regulations and instructions of REVA vzw and Flanders Expo / Easyfairs.

The rented surface area must be fully occupied and properly fitted out, in accordance with the confirmed registration.

Walls bordering aisles or open areas (such as a terrace) must be open and accessible to the public. Deviations are only permitted after prior written approval from REVA vzw. In all cases, the rear side of any wall facing the public or an open area must be neatly finished (uniform panels, no visible cables or construction elements).

The walls of the stand have a standard height of 2.5 metres, neither higher nor lower, except for transparent construction profiles at the corners of the stand. Between these profiles, the walls themselves may not exceed a height of 2.5 metres.

Any exhibitor wishing to build higher must request prior written approval from REVA vzw (reva@reva.be) and obtain the consent of the neighbouring exhibitor(s). For technical or safety-related deviations, approval from Flanders Expo / Easyfairs may also be required.

Exhibitors who, with permission, build higher than 2.5 metres must ensure that the visible rear part of the wall extending above this height is neatly and evenly finished, without visible cables, profiles or unfinished structures.

From a distance of at least one metre from the shared wall with a neighbouring stand, the exhibitor may build higher, provided that the construction or advertising does not hinder adjacent stand(s).

All walls adjoining a neighbouring stand or a hall wall must be continuous and carefully finished, so that the stand forms a neat and uniform whole within the exhibition space.

No later than one month prior to the start of the exhibition, the exhibitor must submit the stand design to REVA vzw and Flanders Expo / Easyfairs for approval. Exhibitors registering less than one month before the exhibition must submit their design within three (3) working days after registration to REVA vzw and Flanders Expo / Easyfairs.

If the stand construction does not comply with the stipulated conditions or regulations, REVA vzw reserves the right to have a standard modular stand built at the exhibitor’s expense.

Exhibitors are requested to verify the accuracy of the dimensions of their allocated stand space prior to the start of build-up. Any discrepancies must be reported immediately at the start of build-up to the exhibitor secretariat at Flanders Expo. REVA vzw cannot be held liable for minor discrepancies between the indicated and the actual dimensions of the stand space.

The use of heavy transport equipment with a floor load exceeding 3,500 kg/m² is not permitted inside the exhibition halls. For specific questions or exceptions, the exhibitor must contact Flanders Expo / Easyfairs directly.

During the build-up phase, no access control is provided. Flanders Expo / Easyfairs ensures permanent security of the building (day and night), but during build-up and dismantling the exhibitor remains solely responsible for the storage and security of its materials.

During build-up and dismantling, it is prohibited to place materials, packaging or tools in the aisles, in order to ensure free and safe passage at all times.

Each stand must be provided with adequate lighting. If this is not the case, REVA vzw reserves the right to adapt or supplement the stand at the expense of the exhibitor in default.

Advertising boards and other promotional elements must be positioned in such a way that they do not extend above the wall.

From a distance of at least one metre from the shared wall with a neighbouring stand, higher boards may be installed, provided that they do not cause any nuisance to other exhibitors. Any exhibitor wishing to deviate from this rule (for example to hang or attach advertising) must obtain prior written approval from REVA vzw (reva@reva.be), providing all relevant details (dimensions, appearance, fixing method, etc.).

During the exhibition, it is prohibited to store empty packaging, packaging materials or waste in the stand. The exhibitor is obliged to remove these immediately and to keep its stand space clean and orderly throughout the entire exhibition period.

It is strictly forbidden to damage floors, walls, carpets, stands or other infrastructure components by using nails, pins, staples, stickers, adhesive tape, paint, felt-tip pens or any other material that leaves traces.

All damage shall be fully and directly charged to the exhibitor.

Flanders Expo / Easyfairs provides an online order form through which exhibitors may order additional materials and services (such as furniture, lighting, electricity, etc.). Flanders Expo / Easyfairs will timely provide exhibitors with the access details and instructions for using this order form. Rented furniture and electrical connections ordered via Flanders Expo / Easyfairs will be delivered or installed no later than 14:00 on the last build-up day. REVA vzw cannot be held liable for late delivery or execution of orders handled by Flanders Expo / Easyfairs.

Connections to utility lines may only be carried out by Flanders Expo / Easyfairs.

Water supply and drainage are not available on all stands. Exhibitors are required to have the electrical supply to their stand connected by Flanders Expo / Easyfairs, in accordance with the modalities imposed by Flanders Expo / Easyfairs. Exhibitors must request the correct capacity, also taking into account appliances that are not immediately visible (e.g. refrigerator, coffee machine, etc.). All installations are subject to inspection. Electrical installations that do not comply with the General Regulations for Electrical Installations will be disconnected. All repairs to rented electrical installations will be charged. On the plan, electricity and water connection points are indicated by two connected squares. REVA vzw does not intervene in any way in the relationship between the exhibitor and Flanders Expo / Easyfairs with regard to utilities, water, gas or electricity supply or other services.

The final cleaning of the hall and aisles prior to the opening of the exhibition is carried out by Flanders Expo / Easyfairs. For this purpose, the aisles must be completely cleared by exhibitors by 20:00 on the last build-up day.

Participation in the exhibition and the choice to cooperate with Flanders Expo / Easyfairs imply that exhibitors will comply with the applicable terms and conditions of Flanders Expo / Easyfairs. For the most recent and complete version of these conditions, exhibitors must always consult the conditions of Flanders Expo / Easyfairs themselves and directly. REVA vzw does not guarantee the completeness or accuracy of the conditions of Flanders Expo / Easyfairs. References to these conditions in the present regulations are purely informative and are intended solely to inform exhibitors for the sake of completeness. In the event of any conflict, the conditions of Flanders Expo / Easyfairs or the applicable laws and regulations shall prevail over the provisions of this article.

The exhibitor declares that the specific conditions of Flanders Expo / Easyfairs are not decisive for its decision to participate but only concern the practical execution of its exhibition participation.

9. SAFETY AND HEALTH REGULATIONS

All equipment, tools and electrical or gas installations must be installed and used in accordance with:

• The applicable legal and regulatory provisions;
• The guidelines of Flanders Expo / Easyfairs;
• The fire safety regulations;
• The standard of care that may be expected from a prudent and reasonable person.

The use of gas installations is only permitted after prior written approval from Flanders Expo / Easyfairs. Where flammable substances are used in the furnishing of the stand or during demonstrations, the exhibitor is required to take out specific insurance coverage for this purpose. REVA vzw may at any time request a copy of the insurance policy. The exhibitor must provide this policy to REVA vzw upon first request.

All decorative and cladding materials must be non-flammable or treated with fire-retardant products. The use of explosive substances or products is strictly prohibited under all circumstances.

Roof structures and ceilings made of combustible materials or PVC are not permitted in stand construction. Where a roof covering is installed, the exhibitor must be able to provide proof of fire resistance to Flanders Expo / Easyfairs.

Exhibitors must at all times conduct themselves in accordance with the applicable legal and regulatory provisions, the guidelines of Flanders Expo / Easyfairs, and the standard of care expected from a prudent and reasonable person with regard to health and safety regulations. As the measures to be taken may vary depending on the local alert level or decisions taken by the competent authorities or organisers, each exhibitor must inform itself in advance of the provisions applicable at that time. For this purpose, the exhibitor shall consult the official communication channels of the city or municipality, Flanders Expo / Easyfairs, and REVA vzw.

Exhibitors who fail to comply with the provisions set out in these regulations may be denied access to the exhibition or to their stand with immediate effect, without any right to compensation or reimbursement of incurred costs, nor to compensation for lost commercial opportunities. The exhibitors concerned shall furthermore be fully liable for all costs and measures necessary to remedy a (potentially) dangerous situation. REVA vzw may carry out or have such measures carried out itself in the manner it deems most appropriate. All resulting costs shall be borne by the exhibitor, who undertakes to reimburse them in full upon first request by REVA vzw.

10. PRESENCE AT THE STAND AND SECURITY

During the opening hours of the exhibition, exhibitors are required to staff their stand continuously. The stand may only be staffed by the exhibitor’s own staff members or appointees, members or volunteers of the association or services. It is not permitted to carry out activities, promotion or to approach visitors in the aisles or outside the allocated stand space, and this must always be done with due respect for fellow exhibitors and visitors to the exhibition.

During the opening hours of the exhibition, the build-up and dismantling periods and at night, permanent camera surveillance is provided in the halls under the responsibility of Flanders Expo / Easyfairs. For the safeguarding of its materials/products, the exhibitor may not appoint its own security company on the exhibition floor. During the opening hours of the exhibition, security guards are present in the exhibition hall. The guards shall ensure that no materials and/or exhibited products are removed from the exhibition floor during the exhibition days and during build-up and dismantling. Any complaints must be addressed to the security service of Flanders Expo / Easyfairs. REVA vzw bears no liability in this respect.

11. CLEARING OF STANDS

Each exhibitor must completely clear its stand space within the time limits specified in the exhibitor information received after confirmation of registration. This information forms an integral part of the agreement and constitutes the applicable arrangements regarding the organisation of dismantling.

The times for dismantling and access to the halls are determined by Flanders Expo / Easyfairs and REVA vzw and are set out in the exhibitor information. The exhibitor is required to strictly comply with these guidelines and to align its planning accordingly.

The stand space must be completely cleared no later than the first day following the end of the exhibition, in accordance with the schedule set out in the exhibitor information. Any exceptions must be discussed in advance and in writing with Flanders Expo / Easyfairs and will give rise to additional costs for security and storage.

Exhibitors are strictly prohibited from removing exhibited products, materials or installations, or from dismantling their stand, before the official closing time on the final day of the exhibition.

Also during the dismantling period, REVA vzw cannot be held liable for damage to or disappearance of decorative materials or products.

All packaging materials and other waste must be removed from the stand space. If, after the expiry of the dismantling period, it appears that goods belonging to an exhibitor remain in the halls, they will be removed at the exhibitor’s expense and risk.

The return of products and materials held in custody is subject to prior reimbursement of the costs incurred. All materials not removed within 65 days after the closing of the exhibition shall become the property of REVA vzw. Any costs relating to clearance and/or destruction shall be charged to the exhibitor.

12. JOINT RENTAL AND SUBLETTING

Exhibitors wishing to jointly rent a stand space must notify REVA vzw accordingly. They must register separately as exhibitors and will be invoiced individually, in accordance with the allocated surface area, each subject to its own administrative fee.

The subletting or transfer of a stand space to a third party, in whole or in part, in any form whatsoever, even free of charge, is expressly prohibited, unless prior written consent has been obtained from REVA vzw and subject to the conditions imposed by REVA vzw.

13. TRAFFIC AND SPEED LIMITATION

The exhibitor shall be liable for any damage caused by the fault of the exhibitor or the exhibitor’s auxiliary persons during movements in the aisles of the exhibition.

Each exhibitor must set up and arrange its stand in such a manner that the free passage of visitors on the exhibition floor is not obstructed and that the aisles remain clear at all times.

The exhibitor acknowledges that visitors to the exhibition may move around using various assistive devices, such as wheelchairs capable of reaching a certain speed. Each exhibitor and each of the exhibitor’s auxiliary persons shall move through the aisles of the exhibition as a normally prudent person would in the same circumstances, taking into account both normally prudent visitors and less cautious visitors to the exhibition.

For safety reasons, a speed limit of 5 km/h applies in the aisles of the exhibition to all vehicles (bicycles, wheelchairs, scooters, etc.), in order to prevent accidents and to avoid startling persons who are hard of hearing, deaf, blind or visually impaired. Any speed violations shall result in the imposition of a fixed compensation of EUR 100 per infringement.

14. LIABILITY AND INSURANCE

Each exhibitor is responsible for its stand and its exhibited items, and for any damage caused to — including but not limited to — the buildings, equipment or materials of Flanders Expo / Easyfairs, to REVA vzw, to other exhibitors, to visitors or to third parties.

REVA vzw and its auxiliary persons cannot be held liable towards the exhibitor for any damage, except in the event of wilful misconduct, or in the event of damage resulting from an infringement of the physical integrity of persons for which REVA vzw or its auxiliary persons are liable.

Even in the event of gross negligence, the liability of REVA vzw and its auxiliary persons remains excluded, without prejudice to the provisions of mandatory law.

REVA vzw is insured for its civil liability. In any event, the liability of REVA vzw is limited to the amount paid out by its insurer. Upon first request, the exhibitor may obtain a copy of the insurance policy.

REVA vzw does not guarantee and assumes no responsibility for acts, conduct, infringements by, and/or damage caused by exhibitors, third parties or visitors. These persons are not auxiliary persons of REVA vzw.

Exhibitors are required to adhere to the “nail-to-nail” insurance and the exhibitors’ civil liability insurance arranged by Flanders Expo / Easyfairs and offered as a package. Neither Easyfairs nor REVA vzw acts as co-insurer. Upon first request, the exhibitor may obtain a copy of these insurance policies.

Exhibitors who do not wish to make use of the insurance coverages offered by Easyfairs must activate the opt-out right in accordance with the conditions determined by Easyfairs.

The exhibitor is obliged to insure its own staff, volunteers, appointees, subcontractors or other auxiliary persons for occupational accidents and any other legally required insurance. The exhibitor declares that it is sufficiently insured for all possible damage it may suffer or cause on or in connection with the exhibition. The exhibitor waives any right of recourse against Flanders Expo / Easyfairs, REVA vzw and other tenants or visitors of the building for any damage, fire, theft, or any loss and/or depreciation of property belonging to it or to third parties, and to goods and exhibited materials located in the building.

15. ADVERTISING

• It is prohibited, without the prior written consent of REVA vzw, to:
• Distribute samples or printed materials outside the stand or in common areas such as terraces, entrance areas, aisles, sanitary facilities, parking areas, etc.;
• Conduct noisy or other demonstrations intended to attract customers, in any manner whatsoever, or to carry out any form of advertising that could disturb exhibitors in neighbouring stand spaces. Exhibitors wishing to organise an attraction at their stand that draws an audience must first request approval from REVA vzw. Any related additional taxes or costs (e.g. SABAM, etc.) shall be borne entirely by the exhibitor;
• Apply paintwork, advertising slogans, projections, posters or other forms of advertising to the interior or exterior walls or floors of the building;
• Place objects outside the perimeter of the rented stand space;
• Place advertising in the parking area.

Any infringement shall give rise to the imposition of a fixed compensation of EUR 100 per infringement. The costs for removal and/or repair of any damage caused shall also be charged.

16. SALES AND CATERING

REVA is an information-focused exhibition. The emphasis for each exhibitor must be on providing information. Exhibitors may sell products directly at their stand on a limited basis, provided that they have an easily accessible after-sales service with personal contact at a physical address in the Benelux. The maximum sales price per product is EUR 120, inclusive of all taxes and surcharges. This price must be fixed and clearly displayed at the stand. Only settlement in EUR is permitted. No commercial activity outside the exhibitor’s own stand is allowed.

The sale of beverages, food and medication is strictly prohibited at all times.

17. PERMITS AND INTELLECTUAL PROPERTY RIGHTS

The exhibitor guarantees to REVA vzw that, for each product or service offered at the exhibition, and for all information and visual materials, in whatever form, that are used or supplied, the exhibitor holds all necessary permits, consents and intellectual property or usage rights, and shall be jointly and severally liable in this respect. The exhibitor grants REVA vzw all required consents and rights to conduct publicity for the goods and services present at the exhibition or communicated about in the context of the exhibition, regardless of the channel used.

If it appears that an infringement of third-party intellectual property rights has occurred, the exhibitor shall, at its own expense and in consultation with REVA vzw, and at REVA vzw’s discretion:

• Fully indemnify REVA vzw for all damage claims and any additional legal or other costs;
• Replace the goods concerned with equivalent goods offering the same functionalities;
• Acquire the necessary rights or licences to enable lawful use of the goods; or
• Modify the goods in such a way as to remedy the infringement while maintaining the agreed functionalities.

In cases of urgency, REVA vzw shall be entitled to have equivalent goods with the same functionalities supplied by third parties, entirely at the exhibitor’s expense.

18. CONTRACTUAL BREACHES AND INDEMNIFICATION

18.1. Contractual breaches:

Any breach by the applicant/exhibitor of these general terms and conditions or of any other agreements made between the parties shall be deemed a contractual default. Where REVA vzw establishes a default, it shall notify the exhibitor thereof. The exhibitor shall then have a period of five (5) working days to remedy the default.

18.2. Response of the exhibitor:

The exhibitor may submit its defence by registered letter within the same period of five (5) working days, calculated from the date of notification of the default. In this letter, the exhibitor must propose concrete measures to remedy the default. If no response is received within this period, this shall be deemed an acknowledgement of the established defaults.

18.3. Termination and damages:

If the exhibitor fails to remedy the default within the stipulated period, REVA vzw shall be entitled to consider the agreement terminated by operation of law, without prior judicial authorisation. In such case, the exhibitor shall, by operation of law and without prior notice of default, owe a fixed compensation of EUR 2,000 to REVA vzw, without prejudice to REVA vzw’s right to prove and recover its actual damage. The registration fee paid shall remain definitively vested in REVA vzw. Termination shall result in the exhibitor losing access to the exhibition, without any right to compensation.

18.4. Immediate termination in case of danger:

REVA vzw may immediately terminate the agreement and remove or have the exhibitor removed from the exhibition with immediate effect, without prior notice of default or compliance with the above-mentioned time limits, where the exhibitor:

• Endangers or may endanger the safety or health of third parties (including, but not limited to, other exhibitors and visitors); or
• Commits breaches as referred to in Article 9 or other safety-related or mandatory provisions.

All costs relating to the removal of the exhibitor shall be borne entirely by the exhibitor.

18.5. Damages upon removal:

In all cases, removal of the exhibitor during the build-up, exhibition days or dismantling shall give rise to a fixed compensation of EUR 2,000, payable by operation of law and without prior notice of default, without prejudice to REVA vzw’s right to prove and recover its actual damage.

18.6. Indemnification obligation:

The exhibitor undertakes, upon first request, to fully indemnify and hold harmless REVA vzw against any liability, damage, fine, loss or cost suffered by REVA vzw as a result of:

• Claims by third parties relating to the agreement negotiated, concluded or performed by the exhibitor;
• Infringements of permit rights, intellectual property rights, copyright or other rights of third parties.

18.7. Defence costs:

The exhibitor shall in any event be obliged towards REVA vzw to pay all costs deemed necessary by REVA vzw to defend itself, as well as all damage suffered by REVA vzw as a result of the agreement negotiated or concluded with the exhibitor.

19. UNFORESEEABLE CIRCUMSTANCES

Circumstances which, at the time of the exhibitor’s registration, were reasonably unforeseeable and unavoidable, and which would make the performance of the agreement financially or otherwise more onerous or difficult than normally anticipated, shall be considered cases of force majeure. Such circumstances entitle REVA vzw to request a revision or termination of the agreement.

The following shall be regarded as such unforeseeable circumstances/force majeure events, without this list being exhaustive: written prohibition or recommendation by a competent authority, strikes, business blockades, epidemics, adverse weather conditions and natural disasters, fire, terrorist or other attacks or threat of war, attack, bomb threat, etc.

If, due to force majeure or unforeseeable circumstances, the exhibition cannot take place, exhibitors shall have no right to any refund or compensation payable by REVA vzw. The registration fees paid shall, however, after deduction of all expenses incurred and operating costs, be distributed among the exhibitors on a pro rata basis according to the amounts paid by each exhibitor. REVA vzw shall autonomously determine the attributable costs and shall not be required to provide individual justification to the exhibitors.

If, due to force majeure or unforeseeable circumstances, the opening or closing date is modified, even if the number of exhibition days changes, exhibitors shall have no right to any refund or compensation payable by REVA vzw.

An exhibitor may never invoke force majeure due to lack of stock (regardless of the cause), due to breach of contract by one of its suppliers, or due to legal or administrative restrictions imposed on it. For all other cases, the parties agree that the Board of Directors of REVA vzw shall decide whether and to what extent a reasoned request for force majeure is accepted. This decision shall be binding.

20. GDPR

REVA vzw and the exhibitor process each other’s identification and contact details, as well as those of or relating to their staff members, employees, appointees, other relevant contact persons and auxiliary persons.

The purposes of such processing are the performance of the agreement, the management of suppliers/auxiliary persons, compliance with legal obligations, and the administrative handling of files.

The legal bases for the processing are the performance of the agreement, compliance with legal and regulatory obligations, and/or the legitimate interests of the relevant party.

The parties undertake to process these personal data fairly, solely for the aforementioned purposes, and with the utmost discretion, in accordance with the provisions of the Act of 30 July 2018 on the protection of natural persons with regard to the processing of personal data. They shall only transfer these personal data to processors, recipients and/or third parties insofar as this is necessary in the context of the aforementioned processing purposes. They shall ensure that all data are protected to the greatest extent technically possible. Any breach or infringement of these data or obligations must be reported immediately to the other party.

Each party acknowledges being aware of its rights of access, rectification, erasure and objection.

The full privacy statement of REVA vzw can be consulted via the website https://reva.be/privacy/. The applicant/exhibitor declares to be aware of the privacy policy.

21. FINAL PROVISIONS

The provisions set out in all valid and applicable regulations of Flanders Expo / Easyfairs shall apply in full to the exhibitors. Each exhibitor undertakes to directly inquire with Flanders Expo / Easyfairs regarding the conditions, rules, connections, insurance, information, etc. imposed by them, and to comply therewith.

The possible nullity or invalidity of one or more provisions, or part of a provision, of these regulations shall not affect the applicability of the remaining provisions and/or the remainder of the provision. REVA vzw shall be entitled to replace any invalid provision with a valid provision that most closely reflects the original intent.

22. DISPUTES

Cases and disputes not provided for in the present regulations shall be assessed in light of the ideology and general operating principles of REVA vzw. The parties agree that, in such cases, the Board of Directors of REVA vzw is authorised to take decisions. In the absence of agreement with the decision of the Board of Directors of REVA vzw, the exhibitor has the possibility to refer the matter to the competent court.

These regulations, all documents of REVA vzw, and all disputes relating to the interpretation and performance of these regulations and the agreement are governed exclusively by Belgian law. All disputes between the parties shall be submitted exclusively, in Dutch, to the competent courts and tribunals of the judicial district of Ghent. Where appropriate, priority may be given to mediation in order to resolve a dispute.