Ghana International Trade Fair 2010 TERMS AND CONDITIONS FOR PARTICIPATION
1. APPLICATION FOR PARTICIPATION.
All applications for space for participation at the Trade Fair shall be made on the prescribed application Form issued by the Organizers.
The completed application form shall be submitted together with full payment to the Organizers to qualify for allocation of space not later than January 16, 2010.
On signature by the appropriate parties and compliance with terms stated on the application form the document shall become a binding contract between the parties.
2. ALLOCATION OF FAIR SPACE The Organizers shall allocate space/stand/pavilion to each Exhibitor in accordance with the Organisers’ classification or products/materials/services. The Organizers reserve the right to allocate available space, size on the Fair grounds entirely at the Organizers own discretion.
The Organizers reserve the right to change the allocation of any Exhibitor without being liable for damages or compensation if circumstances call for such change and/or if the Exhibitor fails to take possession of his space/stand within the prescribed period.
An Exhibitor who does not make the required payment within the prescribed period or fails to fulfill any or all of the conditions required for space allocation shall forfeit the space allocated and the right to participate
3. USE OF FAIR SPACE
Exhibitors shall exhibit only the particular products, goods or materials or product group or type stated on their application form. Any later additions must be by the approval of the organizers.
b) Every exhibitor shall have his or her stand ready and all displays/merchandise completed before the opening day of the fair. Failure to do so would result in eviction without refund of any fees and compensation and the stand reallocated (refer Sect 2c)..
4. SUB-LETTING OF FAIR SPACE.
Exhibitors shall not sublet the space/stand/pavilion allocated to them to any third parties either wholly or in part without the written consent of the Organizers. The breach of this term would attract eviction from participation.
5. DAMAGE/DEFACEMENT TO THE FAIR STRUCTURES/HALLS/ PROPERTY
Exhibitors shall be liable for any damage to any structures including the Halls, buildings and stands and shall not paint or otherwise deface or alter or affix anything to the floors, ceilings, pillars or walls without the prior written consent of the Organizers.
6. CONSTRUCTION OF STANDS/PAVILIONS.
The Fair Grounds shall be open to Exhibitors at a date fixed by the Organizers for the purpose of the construction of their stands/Pavilions and the mounting of their various Exhibits, materials and products.
7. DISPOSAL OF PACKAGING MATERIALS
Exhibitors shall not store any hazardous materials or dispose of packaging materials in such a way and manner as shall constitute a nuisance or obstruct the free movement of persons and traffic or disfigure or endanger the environment.
8. ANTI-SOCIAL BEHAVIOUR
Exhibitors shall not engage in and shall not allow any part of their stands, pavilions or space allocated to them to be used for gambling, drinking, drugs, wrestling, boxing, dancing or any other activity of any anti-social behaviours. The Organizers opinion should be sought and approval obtained in writing for proposed activities on the Fair grounds which may offend the Fair Organizers.
9. DISMANTLING OF STANDS/PAVILIONS
Exhibitors shall dismantle their stands/pavilions and vacate their allocated space not later than three (3) days after the closing of the Trade Fair.
10. METHOD OF PAYMENT
All payments due to the Organizers of the Trade Fair for the allocation of space, charges for utilities and advertisements in the Trade Fair catalogue shall be paid in full by Bank Drafts or Bank Certified Drafts made payable to the Ghana Trade Fair Company Ltd.
Payments by Ghanaian Exhibitors or its accredited agents (Companies registered in Ghana) shall be made in cedi equivalent of the dollar at the prevailing Forex Bureau Rate to Ghana Trade Fair Company Limited, ECOBANK A/C No. 1101261080111.
Payments by all Foreign Exhibitors shall be made in either US Dollars/Euro/CFA to Ghana Trade Fair Company Ltd. at ECOBANK GH. LTD. US$ A/C.1101261080219. SWIFT CODE: ECO.GHAC, 19TH SEVENTH AVE.RIDGE WEST, ACCRA-GHANA.
11. WITHDRAWAL BY EXHIBITOR
Without prejudice to the rights and remedies of the Organizers in respect of any breach of Contract on the part of any Exhibitor, the Organizers may, at their discretion, allow such Exhibitor to withdraw from participation subject to the following conditions:
The Exhibitor shall give to the Organizers written notice of his desire to withdraw from participation at the Trade Fair.
If the said withdrawal is accepted, the Organizers shall convey their acceptance in writing to the affected Exhibitor.
The Exhibitors would be required to pay a penalty for such withdrawal. Refunds will only be processed after the Fair in March 2010.
Such amount shall be that proportion of the stand rental refundable as specified below:
Date of Receipt of Notice of Withdrawal Proportion of Value of Contract Refundable
Before 31st Dec. 2009 ………………...40% Before 30th January 2010 ……………..20% On or after 31st January 2010 …………. Nil
12. BREACH OF CONTRACT BY EXHIBITOR
In the event of default or failure on the part of the Exhibitor in observing or performing any of the provisions of the Contract or of the Terms and Conditions of this Prospectus the Organisers shall have the right to terminate the Contract forthwith by notice in writing to such defaulting Exhibitor.
In the event of such termination mentioned in a) above all rentals paid by the defaulting Exhibitors shall be forfeited to the Organisers. And the Exhibitor shall indemnify the Organisers against all cost, losses, damage or expenses (including any consequential loss or damage) incurred as a result of such failure or default.
13. CHANGE OF DATE
The Organisers reserve the right to change the date and duration of the Trade Fair if exceptional circumstances so demand and on due notification to the Exhibitors.
In the event of such change as stated in a) above all contracts and/or other Agreement for participation shall remain in force and the Exhibitors shall not be entitled to any claim for damages or compensation for such change.
14. CANCELLATION/POSTPONEMENT OF TRADE FAIR.
The Organisers shall not be liable for any loss or damages sustained by any Exhibitor, Participant or Contractor or any other persons for the cancellation or postponement, of the Trade Fair or the reduction of the advertised duration of the Fair as a result of.
Force majeure Acts of War, military activity, political/civil unrest, disturbance or riots. Legislation by Government of Ghana. Fire, flood, tempest, excessively inclement weather, storms, earthquake Damage caused by an aerial object or aircraft
In the event of the cancellation or postponement of the Fair as a result of any or a combination of the events stated above 25% of the payments made by Exhibitors may be refunded by the Organisers.
15. CONSTRUCTION OF STANDS/PAVILIONS BY EXHIBITORS
Subject to approval Exhibitors may be granted permission by the Organisers to construct, and set up their Stands/Pavilions or shell schemes themselves provided they follow laid down procedures and designs as communicated from time to time by the Organisers.
Before commencing such construction the Exhibitor must have a confirmed space allocation and must also submit the drawings for the proposed construction for necessary approval in writing by the Organisers or their designated agents.
The Exhibitors shall be liable for any damage caused to neighbouring or other Exhibitors, common property or Visitors by such Exhibitor or their servants or agents during such construction.
The construction, furnishing and decoration of all stands/pavilions or shell scheme stands, must be completed by 6.00 pm. of the 23rd February, 2010.
Any Exhibitor whose constructed stand extends beyond the space paid for and approved for such Exhibitor, shall be liable to pay as penalty an amount equal to double the cost of such additional space.
16. MOVEMENT OF EXHIBITS
Exhibitors shall be responsible for the cost of transporting their Exhibits to the Fair grounds and shall also be responsible for the cost of dismantling and removing them at the end of the Fair.
Movement of vehicles and off-loading of Exhibits/goods shall not be allowed during the hours of the Fair (i.e. 10.00 a.m. – 3.00 p.m.) throughout the duration of the fair.
Exhibitors shall remove all Exhibits/goods from the Fair grounds within three (3) days of the end of the Fair failing which they shall be liable to indemnify the Organizer in the sum of Three Hundred US Dollars ($300) per day or Three Hundred and Sixty Ghana Cedis (GH¢360) for everyday for which they are in breach of the period of grace.
17. SECURITY
All reasonable security precautions shall be taken by the Organizers during the duration of the Fair for the safety and protection of Exhibitors and Visitors to the Fair.
Exhibitors shall however be responsible for the security of their stands/pavilions exhibits and goods and the Organizers shall not be held liable for any loss, or theft or damage to such Exhibits/goods before, during or after the Fair.
In order to ensure adequate security for all persons, Exhibitors, Visitors and the Organizers, including their Contractors and Agents, the driving of any vehicles within the Fair grounds is not allowed as well as the parking of vehicles at un-approved Car Parks on the Fair grounds between the hours of 10.00 a.m. and 8.00 p.m. daily throughout the duration of the Fair.
Persons who contravene the rule would be liable to pay a fine of Fifty Ghana Cedis (GH¢50).
18. FIRE REGULATIONS
Fire Service Personnel shall patrol the Fair grounds and would be authorized to limit or stop any demonstration by any Exhibitor that in their estimation could be a potential fire hazard.
All Exhibitors shall be required to provide Fire Extinguishers and other fire prevention equipment at their stands/pavilions.
19. INSURANCE.
All Exhibitors shall maintain an additional and appropriate policy of insurance to cover their products as well as their participation at the Trade Fair and shall indemnify the Organisers against all costs, claims, demands and expenses to which they may be subject as a result of any loss or damage, claim or injury occurring or arising to any persons, goods or structures however caused in the duration of the Fair. For this purpose the clause, “the duration of the fair” shall include the period before the actual official commencement of the fair, when stands, pavilions and structures are being erected and Exhibits mounted and the period after the official closing when Stands, Pavilions and all structures are being dismantled and Exhibits removed.
Exhibitors are however informed that in the event of proven damage to exhibits caused by fire and/or rainstorm the liability of the organizer shall be limited to One Thousand Ghana Cedis (GH¢1000) only per stand.
20. PROHIBITED AND UNDESIRABLE EXHIBITS
The Organizers absolutely prohibits the display or sale of the under-listed items during the Trade Fair:
(i) Explosives and inflammable materials (ii) Firearms and ammunitions (iii) Radioactive products and materials (iv) Wildlife and dangerous animals (v) Pornographic or offensive materials (vi) Chemicals of a toxic or hazardous nature.
Any Exhibitor wishing to use or demonstrate with petrol, fuel oil, paraffin, ethyl alcohol, acetylene, or any other combustible materials or operate any machine/equipment that may cause or is likely to cause explosions and/or fire outbreaks, shall be required to obtain the approval in writing of the Officials of the Ghana National Fire Service present on the Fair grounds.
Demonstrations by Exhibitors with heavy moving machinery or equipment shall be undertaken only at agreed intervals and a specified area stipulated by the Organisers.
21. MOBILE EXHIBITORS/HAWKERS
Mobile Exhibitors, Hawkers, Vagrants, itinerant traders, beggar etc shall not be allowed within the Fair Grounds during the Trade Fair.
Such goods shall be confiscated.
22. SALE OF EXHIBITS.
Exhibitors may sell their Exhibits/Goods at the Fair grounds subject to the Ghana Customs & Excise Service Regulations. The sale of Exhibits/goods shall be confined to each Exhibitor’s stand/pavilion only. Exhibitors who violate this provision shall be evicted from the fair.
23. IMPORTATION/RE-EXPORTATION OF EXHIBITS.
The full list of Exhibits imported for the Fair showing description, quantity, weight and CIF value must be prepared and shown to the Ghana Customs Excise & Preventive Service at the point of entry.
All exhibits imported for the Fair may be admitted under “TEMPORARY IMPORTATION REGULATION” All packages and documents must be boldly marked or labeled
“14TH GHANA INTERNATIONAL TRADE FAIR”. Permits for such exhibition goods would be granted if sufficient notice is given to the Ministries of Trade, Interior and Customs from the importing exhibitor.
Exhibits/goods shall be re-exported within three (3) months from the end of the Trade Fair. Failure of which the goods will be transferred to state warehouse and auctioned.
Exhibition goods at the warehouse at the Trade Fair Centre shall attract Economic Rent after one (1) week after the end of the fair.
24. CONSIGNMENT OF EXHIBITS
Exhibitors are advised to consign their exhibits to the following address: GHANA SUPPLY COMPANY LTD. P.O. BOX M.35 ACCRA, GHANA 12TH GHANA INTERNATIONAL TRADE FAIR
TEL: 233-21-228113/228131 Fax: 233-21-669654 TEMA PORT P. O. BOX 501, TEMA. TEL/FAX: 233-22-202445 TEL: 233-22-202046
KIA - TEL: 233-21-777438 FAX: 233-21-771585
25. CAR STICKERS AND EXHIBITORS’ PASSES
Each Stand of 12m2 is entitled for 1 sticker and three (3) passes. Please, submit three (3) passport size pictures together with your Application & Contract Form Additional Pass costs - - GH¢15 Additional Car Sticker costs - GH¢50 Car Park attracts - - - GH¢0.50 per car Entrance Ticket - - GH¢1 per day Special Days Entrance Tickets for 6th , 7th & 6th March 2010 : GH¢2 flat.
Please note that a Car Sticker admits a car and the driver to the General Fair grounds car park. Each passenger in the car passing through the official gate of the exhibition must possess an Entry Ticker/Gate Pass. Failure, the passenger must pay the appropriate Gate Fee.
26. SUPPLEMENTARY CLAUSES
The Organizers reserve the right as and when necessary to issue supplementary regulations in addition to those in each contract made between the Exhibitors and the Organizers as well as these Terms and Conditions for Participation.
27. DISPUTES/DIFFERENCES AND INTERPRETATIONS
Any dispute, difference, or question which may arise between the Organisers and any Exhibitor touching upon the true construction of the Contract made between the parties and or these Terms and Conditions for Participation or the rights and liabilities of the parties shall be decided by the Planning Committee. Similarly for the purpose of interpretation of the foregoing Terms and Conditions/individual clauses contained therein, the organizers interpretation shall be final.
Further information about the Fair can be obtained from: (also for PAYMENT)
Mr.Kurka DIRECTOR of GITF Europe LTD. 0044 7971913106 Skype: eventpicture
E-mail: ghana@ghana-net.com NB. All Exhibitors should note that No Vehicle will be allowed to park around the Exhibition Halls. All Exhibitors are requested to park at the designated Car Parks. |