EDUCATIVA FAIRS TERMS AND CONDITIONS FOR EXHIBITING
Table of Contents
The fairs are being organized under the legal representation of the EDUCATIVA Group who will be called Organizer. The exhibiting client will therefore be called Exhibitor.
This booking will be governed by the following terms and conditions. The terms and conditions listed
below are non-negotiable and exhibitors are requested to read them carefully before registering.
Continuing the registration process means that the terms and conditions are duly accepted and represent
a binging contract.
Terms for Exhibiting and Participation
The fair’s floor plan is set up according to the organizers’ plan and the exhibitor cannot ask for the floor
plan or to have a preferred location at the fair. The fair’s plan in case of a virtual event is set according to
the Organizers’ plan and the Exhibitor cannot ask for preferential conditions.
The exhibitors should set up their booth, physically or virtually depending on the case, no later than one
hour before the opening time and leave no later than the closing time of the fair. The exhibitor set-up time
is also marked on the fair itinerary.
In case of an event hosted online (Virtual event), the exhibitors should set-up the virtual booth in
accordance with guidelines set forth by third party suppliers of the online platform for the event. A clear
communication channel between the third party supplier and the Exhibitor will be set up by the Organizer.
Booth set-up, physically or virtually, is entirely the responsibility of the Exhibitor. The Organizer cannot be
held accountable for the lack of materials on behalf of the Exhibitor and/or for additional booth
equipment or features not booked in advance.
Only the institution’s and participant’s names on the registration form will be allowed to be displayed on
the stand. The exhibitors should exhibit their services or products in their booths only, sampling outside
the booth area is not allowed. Materials are not allowed to be stuck on other premises (toilets, venue
walls, registration area etc.). Exhibitor’s materials should not reach more than 2.5m high. The eventual
damages caused by this will get supported by the exhibitor.
Exhibitors are not allowed to rent the physical or virtual exhibition space or share it with other institutions,
without the prior specific consent of the organizer.
All the audio-video equipment should be placed inside the booth and the volume should be set to a
reasonable volume, in order not to disturb other exhibitors or even the visitors. In case of a virtual event,
the audio-video presentations of an Exhibitor shall be set in accordance with the online platform
guidelines, in order not to interfere/disturb the audio-video presentations of other Exhibitors (if applicable).
Only official representatives of the institution, which include in-house staff, academics, current student
and alumni, are allowed to staff the booth. Any representative not meeting these criteria must have their
participation approved by the organizers before the event in order to exhibit inside the booth. The
organizer has the right to forbid the participation of any person present at the fair. There should be at least one representative in the booth during exhibition hours. Leaving the exhibition before the end of the fair may result in forbidding the exhibitor to take part in the event again.
Any refusal to respect the terms above can result in forbidding the exhibitor to take part in the exhibition.
The Organizer may post and/or otherwise make publicly available for the Exhibitors, in advance, other
terms and/or conditions which must be complied with, by the Exhibitor, with respect to the exhibition. The
Exhibitor is responsible for making such terms & conditions further available to their official
representatives for proper acknowledgement.
Financial and Cancelation terms
The Exhibitor will rent and pay for a booth (exhibition space) according to the online registration.
The organizer must build or provide the virtual space for the booth with the exact specifications mentioned in the booking/registration process. Each booth will have, according to the package paid, built up exhibition space or virtual booth, a trash can, power outlet, one or two tables, two to five chairs and services for all the representatives (badge, lunch and coffee break), WiFi. On request, exhibitors can ask for additional furniture and representatives and this might imply certain additional costs, as such is communicated by the Organizer.
The payment of the fee will be made upon receiving the invoice in no more than 30 days or 5 days before
the event date, whichever is closer to the date of the invoice. Payment in full is expected before the event
The full list of leads generated by an exhibitor will be available for download only on confirmation of full
payment for the entirety of the Participation fee, irrespective of the type of fee or package purchased.
The fairs are organized in locations that are communicated to the Exhibitors at least 3 months prior to the event. The organizer reserves the right to allot the layout of the event, change the fair location or
reschedule the fair due to circumstances beyond its control.
In case of breaching one or more of the terms of participation or payment, the Organizer has the right to
retain the paid fees and sell the goods of the Exhibitor in order to recover the liability of the Exhibitor, in
accordance with the applicable legal provisions.
- a. When the cancelation is initiated by the Exhibitor with a written notice:
- more than 80 days before the fair, the Organizer will refund the whole amount of fees paid by the Exhibitor;
- 60-80 days before the fair, the Organizer will refund 50% of the fees paid by the Exhibitor;
- 30-60 days before the fair, the Organizer will refund 25% of the fees paid by the Exhibitor;
- less than 30 days before the fair, no refund will be made.
- b. When the cancelation is initiated by the Organizer with a written notice to the Exhibitor all paid fees will be refunded in full in no longer than a month from the cancelation time.
The organizer is not liable for the expenses of the Exhibitor resulted from canceling, delaying or reducing
the timeframe of the participation that resulted from situations regarded as Force Majeure, including but
not limited to: acts of war or military activities, fire, earthquake, floods, storms, acts of terrorism, strikes of the employees. “Force Majeure” means any cause which arises from or is attributable to acts, events,
omissions or accidents beyond the reasonable control of the parties.
GDPR and collection of visitor personal details
The Organizer enables the visitors of the events to share their personal contact details securely and
efficiently with each of the Exhibitors. The system collects personal details of all visitors at the event prior
to entering the exhibition area. When a visitor wishes to show their interest in a particular Exhibitor they
have the choice of providing a secure barcode that links to their personal profile to be scanned by the
exhibitor or, in the case of a virtual event, interact with the exhibitor on either chat, message or download
The Organizer is responsible to inform all visitors about the data protection measures in place and about
the system used to secure the communication with the Exhibitors.
The Exhibitors are solely responsible to inform visitors as to their own privacy and data protection policies
once the visitors have initiated the transfer of the personal profile details using the system provided by the
Organizer. The Organizer cannot be held accountable for any data breaches occurring after this transfer
has been made and/or as a result of any Exhibitors inability to properly inform/collect/process/store
The Organizer agrees to allow the use of audio-video materials recorded at the events for further
promotion of future EDUCATIVA events. The audio-video materials include but are not limited to: photos
of the booth design and brand, photos of representatives, interviews of representatives, testimonials etc.
The safety measures during the exhibition will be the responsibility of the Organizer. The organizer will
not, however, be accountable for any lost or stolen personal objects during the exhibition. Any declaration
of theft that needs the authorities’ intervention should be made on the same day with incident.
In case of litigation, the relationship emerging from the fairs organized by the Organizer shall be bound to
the jurisdiction of the Organizer and all disputes arising between the Organizer and the Exhibitor shall be
interpreted in accordance with Romanian law.