Exhibition Regulations for the KWF-Expo from June 13 th to 16 th, 2012
These exhibition regulations are an integral part of the rental contract between the exhibitors at the KWF- Expo (formerly: Forest Machinery and Innovation DemoFair (FMID)) and the KWF GmbH.
0. Preamble
1. Organizer
2. Location and duration of the exhibition; opening times; changes
3. Admission
4. Rental application
5. Acceptance and confirmation of the rental application
6. Booth allocation
7. Exhibition Fees
8. Conditions of Payment
9. Construction, Set up and Dismantling Times
10. Assembly and Furnishing the Tent Booths
11. Exhibition Procedures
12. Security
13. Safety codes, Accident Prevention
14. Liability
15. Service
16. Technical Disruptions
17. Ordering Additional Services
18. Delivery, Unloading and Loading
19. Accessing the Grounds and Parking
20. Trade Fair Guide
21. Admission Tickets
22. Disclaimer of Liability
23. Acknowledgement of the Exhibition Regulations, House and Grounds Rules
24. Final Regulations
0. Preamble
The KWF-Expo is the third integral part of the 16th KWF Tagung besides the congress and field trips. The purpose of the trade fair is to present trade visitors with a comprehensive overview of the latest developments in forest technology (including related branches) while maintaining the highest possible professional standards. The KWF GmbH is the organizer, yet the exhibitors are responsible for the presentation, and are supported and advised by the KWF advisory board.
These exhibition regulations aim to clarify the rights and responsibilities of the participants while ensuring a successful and smooth event for both exhibitors and visitors.
1. Organizer
The KWF GmbH located at Spremberger Strasse 1 in D-64823 Gross-Umstadt, Ger-many, is the organizer of the KWF-EXPO 2012.
2. Location and duration of the ex-hibition; opening times; changes
2.1 Location and Duration
The Expo 2012 will take place between Wednesday June 13 and Saturday June 16, 2012 in the districts Bopfingen and Lauch-heim in the county Ostalbkreis.
2.2 Opening hours
The exhibition is open for visitors every day from 9.00 a.m. until 6.00 p.m. No vehicular traffic may enter or exit the event area dur-ing opening hours.
2.3 Changes
The KWF reserves the right to change the dates, the duration and the opening times of the exhibition, when there are compelling reasons for doing so. In such an event the exhibitor forfeits all rights to cancel or for compensation.
2.4 Act of God
If the exhibition is cancelled for compelling reasons for which KWF is not responsible, the exhibitor waives all claims for compen-sation from the KWF.
Should unanticipated events render it nec-essary to prematurely terminate the exhibi-tion while it is in progress, the KWF is not obligated to refund the rent or portions thereof.
3. Admission
3.1 Companies
Admissible exhibitors are domestic and for-eign manufacturers and commercial com-panies, service organizations involved in forestry and consulting institutions.
Admissible exhibits include new forestry equipment, devices, tools and accessories in the broadest sense (e.g. data processing, wood heating systems, ITK-technology, community services and equipment or tree nursery products) as well as work clothes and personal protection gear.
Used technology can only be offered in the fenced off section specified for Used Ma-chinery. Every regular exhibitor can exhibit any number of used machines or equipment for a fixed rate of 400 €. The used machin-ery offered must be fully functional and free of any safety-technical defects.
3.2 Denial of admission
There is no right to admission or booth allo-cation. The KWF reserves the right to reject rental contracts without stating any reason.
3.3 Co-exhibitors
Any co-exhibitor who wishes to have his or her own personnel offer merchandise or services on a portion of the area leased to the primary lessee requires prior permission from the KWF. If no reservations are ex-pressed, the written confirmation of registra-tion may be deemed to be confirmation of approval. All co-exhibitors must register in the regular manner and will receive a separate stand-number and entry in the fair-catalogue.
3.4 Exhibits
All exhibited equipment, devices and tools and other exhibits must comply with the EC Machine Directive or the EC Directive for Protective Equipment and must bear the EC conformity mark (the symbol CE). Proto-types not conforming to these requirements are only to be exhibited with the approval of the KWF and must be labelled accordingly.
No cash sales are permitted. Exceptions must be approved by the Exhibition Board.
All exhibition booths must be manned during the open periods.
4. Rental application
4.1 Application form
The rental application must be submitted on the KWF form provided online on the KWF web page (www.kwf-tagung.de). Only prop-erly completed applications that have been signed by an official representative will be considered.
4.2 Required booth area
The smallest exhibit area is 12 m², in the tent, 15 m² outdoors.
The exhibitor must choose a booth size that ensures that neither booth superstructures nor exhibits project into the corridors or neighbouring booths and cannot endanger or hamper visitors or neighbouring booths.
Exhibitors planning live demonstrations at their booth must reserve sufficient area so that safety clearances can be maintained (cf. 6.4 and 13).
4.3 Registration dates
The deadline for registration is May 31, 2012. Any applications after this date will be subject to a 20% surcharge on booth prices. Furthermore, the organizers cannot guaran-tee a full service for late applicants.
4.4 Acknowledgement
Upon acceptance of the booth confirmation (cf. 5.1) or payment of the first booth area invoice (cf. 8.1) the exhibitor acknowledges the present exhibition regulations as the ba-sis of his business relationship with the KWF.
4.5 Cancellation
In the event the exhibitor cancels his con-tract before April 15, 2012 the KWF re-serves the right to claim 1/3 of the booth fees as cost compensation. From April 16, 2012, this increases to 60% due to the nu-merous preliminary jobs the organizer must perform and obligations which can no longer be reversed.
Exhibitors cancelling after June 1, 2012, are required to pay the full booth fee.
5. Acceptance and confirmation of the rental application
5.1 Acceptance
The KWF accepts the rental application by written confirmation.
Exhibitors may contest incomplete or incor-rect details within 10 days of the stand con-firmation. Special agreements must be made in writing.
5.2 KWF's right of cancellation
The KWF is entitled to withdraw from the rental contract and to utilize the area already allocated for other purposes, if the lessee is late with his payments or the preconditions for continuing the contract do not exist or no longer exist.
5.3 Bankruptcy, insolvency settlement
The KWF must be notified without delay if an exhibitor goes bankrupt before the start of the fair or is forced to request a payment moratorium or insolvency settlement.
5.4 Compliance with exhibition regula-tions
The Exhibition Board can demand the re-moval of objects at the expense and risk of the exhibitor if they are not admissible under the exhibition regulations or endanger or annoy the exhibition, its visitors and/or neighbouring exhibitors.
6. Booth allocation
6.1 Booth requests
Special booth requests cannot be accepted as a condition of participation.
6.2 Booth allocation
Following the allocation of booths the exhibi-tors in the outdoor area will be afforded the opportunity to inspect the allocated areas with the Exhibition Board on at least two days. The area will be deemed to have been accepted following inspection or on the last inspection day.
6.3 Complaints
All complaints about booth location must be submitted in writing within 10 days following receipt of the stand confirmation/invoice (outdoor area) or the booth diagram/invoice (tent).
6.4 Changing allocated booth areas
It will not always be possible to allot the exhibitor the desired booth area and/or con-figuration in the outdoor area. Nevertheless the exhibitor must accept the allocated booth. In this case he or she will be billed for the actual booth area but for no more than the area requested in the registration docu-ments. If the needs of the exhibitor are un-reasonably impaired due to the altered con-figuration or size and no suitable substitute area can be provided, he or she may cancel in writing within 10 days and has the right to a full refund of booth rent.
6.5 Safety requirements
The KWF reserves the right to adjust the area of a booth in accordance with safety regulations and government codes etc. (cf. Section 13). Additional areas will be charged.
6.6 Changing locations
Unauthorized changes in location are not permitted.
7. Exhibition Fees
7.1 Basic fees, media flat rate
The basic fee is 250€ which includes a standard power supply (220 V, 16 A). In ad-dition to this exhibitors shall be charged a media flat rate, which includes a standard entry in the event catalogue.
7.2 Outdoor area
The fees for the outdoor stands vary accord-ing to size. The current price list can be viewed at www.kwf-tagung.de.
7.3 Co-Exhibitors in the open-air-fairground (cf. 3.3)
The flat rate for co-exhibitor in the outdoor area is 1500 €. Demonstration areas are not available to co-exhibitors. The fee includes a basic entry in the fair guide, a standard power supply and a booth area of 20m².
7.4 Demonstration area
Demonstration areas – generally located behind the regular booth area or on the cir-cular excursion route – can be rented for practical and functional demonstrations.
For small demonstration areas up to 200 m² a fixed rate of 400 € will be charged, large demonstration areas over 200 m² cost 1000 €.
7.5 Tent
Each m2 of booth space costs 109 €.
7.6 Co-Exhibitors in the tent
Co-exhibitors in the tent must pay a basic fee of 250 € (media flat rate). This fee in-cludes an entry in the fair guide but no addi-tional booth area.
7.7 Discount for KWF members
Promoting KWF members whose annual contribution exceeds 300€ shall receive a 5% discount on the stand fees.
7.8 Value Added Tax
The current VAT rate will be added to the net price.
7.9 Additional fees
AUMA-Fee (the Exhibition-and Fair-Committee of the German Economy e.V.), currently 0.60 €/m2 supplementary to the stand fee. AUMA fees are also applicable for demonstration areas (7.3). All small demonstration areas will be charged the rate for 100m² and large areas for 300 m².
8. Conditions of Payment
8.1 Invoicing
The billing follows the stand confirmation.
- instalment: 1/3 of the stand fee is due within 21 days after the date of invoice.
- instalment: 2/3 of the amount are due by March 31, 2012.
Registrations after March 31, 2012 will be invoiced in full with the stand confirmation (compare 4.3). The invoice is to be paid immediately.
8.2 Payment
The amount invoiced must be remitted in full within 21 days of invoicing to the following account belonging to the KWF GmbH under the key words "EXPO -2012 - Standmiete" (= booth space rent) together with the in-voice number:
Volksbank Odenwald e. G.,
Bank ID number 508 635 13
Account no. 544 21 68
No booth allocation is legally binding for the KWF until the first partial invoiced amount is received in full.
8.3 Delay in payment
In the event of a delay in payment, a late payment fee of 2% above the current bank rate of the Deutsche Bundesbank or the bank rate of the EZB will be charged.
8.4 Right of lien
If an exhibitor fails to fulfil his obligations to pay the KWF, the KWF shall be entitled to retain exhibits and either auction these pub-licly or sell them on the open market two weeks after the close of the fair.
The profits will be used to set off the claims plus costs. The KWF does not assume any liability for damage to the exhibits placed in storage under the possessory lien.
9. Set up and Dismantling Periods
The instructions of the event personnel must be obeyed during set-up and disman-tling periods.
9.1 Set-up
The outdoor booth areas will be available for set-up starting Monday, June 4, 2012. The stands in the tent will be available for setting up on Thursday, June 7, 2012 (Corpus Christi Day).
9.2 End of set-up period
All booths must be fully set-up and deco-rated with the registered exhibits by 6.00 p.m. on Tuesday, June 12, 2012. The KWF can make other arrangements for areas not occupied by this deadline.
9.3 Manning of stands
The exhibitor is obligated to keep his or her booth manned during the opening hours of the fair. Booths may not be cleared before the official end of the fair on June 16, 2012.
9.4 Dismantling booths
Booths may not be dismantled earlier than one hour after the end of the fair (7.00 p.m.) on Saturday, June 16, 2012.
9.5 Dismantling deadline
All outdoor area booths must be dismantled by Wednesday, June 20, 2012. The tent must be vacated by 12 a.m. Monday, June 18, 2012.
9.6 Delays
In the case of delays, the KWF is entitled to clear the booth at the expense and risk of the exhibitor without prior warning and to store the goods or arrange their transport back to the exhibitor.
9.7 Returning the site
After the booths are dismantled, the site is to be returned to the Exhibition Board.
The exhibitor is obligated to return the area or booth in the same condition in which he accepted it. In cases where the exhibitor has failed to meet this obligation before the clearing deadline has elapsed, the KWF re-serves the right to restore the site to the original condition at the exhibitor’s cost.
10. Assembly and Furnishing the Tent Booths
10.1 Booth boundaries
To separate the booths, the organizer will put up wallpapered partitions (Octanorm 99 cm axle measurement). Additional parti-tions, doors, etc. may be rented by complet-ing the relevant form in the order form book (dispatch and release via internet January 2012) under the terms specified there.
If it should be necessary for technical rea-sons, the KWF may install doors to the A.C. power lines in the back wall of the booth at their own expense. Where necessary, the exact location will be established with the exhibitor's consent.
10.2 Size deviations
The exhibitors are advised to measure the allocated booth carefully before setting up (inside width plus one partition thickness). The KWF will not accept complaints about size deviations afterwards.
10.3 Damage to booths
Damage to the booth must be reported to the Exhibition Board immediately when tak-ing possession, otherwise the stall holder will bear the cost of repair.
10.4 Floor
A safe floor load of 300 kg/sqm is guaran-teed for the floor of the tent. The approval of the Exhibition Board is required to set up exhibits whose total weights exceed the permissible floor load in the tent.
In these cases, a booth floor plan with the position of the measured exhibit incl. weight data must be submitted with the registration documents.
The total weight limits must also be ob-served when equipping the booth, e.g. with a pallet truck or the like. Damage to the floor due to exceeding of the load limit without authorization is the responsibility of the per-son causing it and/or the stall holder.
10.5 Shooting In and Pinning Bolts, Hooks, etc.
It is not permitted to shoot in and pin bolts, hooks and the like in walls, supports and floors. The stall holder must bear the cost of damages.
The walls are not to be nailed, screwed, bolted or damaged in any other manner. The stall holder will held liable for all costs for repairing any damage. During the set-up period, wall hooks and panel connectors can be borrowed in return for a deposit.
11. Exhibition Procedures
11.1 Live demonstrations
Live demonstrations of operations such as wood processing, chopping, splitting, de-barking, cutting etc. are permitted at the booths. The safety of visitors, co-exhibitors and personnel must be ensured at all times.
Exhibitors and demonstrators must com-plete and submit a "hazard analysis" form for each of the presented procedures. This must includes a short procedure description, a documentation of the machines and equipment used in the demonstration, a overview of potential hazards, a safety plan detailing the procedures for accident pre-vention as well as a list of the persons re-sponsible for the demonstration.
The Exhibition Board is entitled to terminate without out prior notice any demonstration violating the safety code or that unreasona-bly annoys booth neighbours and/or endan-gers visitors.
11.2 Driving of machines
Machines may not be driven in the booth area.
Some limited driving may be permitted dur-ing a properly executed demonstration of function on designated areas such as skid trails. Exhibitors must seek permission from the KWF before the event. It is not permis-sible to move vehicles and machines in the corridors during opening times.
11.3 Forest operations
All operations in the forest stand are prohib-ited. Following a detailed discussion with the forestry authorities, trees that have been specially marked may be felled and proc-essed on designated demonstration areas. The exhibitor is liable for any damage to the stand and the ground caused by the demonstrations.
11.4 Noise
Noisy machines may be operated at the booths for short demonstrations only. The continuous noise level at the booth bound-ary may not exceed 70 dB (A).
11.5 Acoustic and visual demonstrations
Acoustic and visual demonstrations are only to be performed for audiences and specta-tors in a manner neither hindering or imped-ing the visitors nor unreasonably disturbing booth neighbours.
12. Security
12.1 Guarding time
The organizers will provide guards each night (from 7.00 p.m. to 7.00 a.m.) starting Wednesday, June 13, 2012 through Mon-day, June 18 2012.
12.2 Type of security service
During the guard periods sentry dogs will patrol the entire property at irregular inter-vals (at least every 30 minutes). Apart from this, each exhibitor must take precautions to protect his/her exhibits. At night, easily re-movable items must be locked up.
13. Safety codes, Accident Prevention
13.1 Safety codes
The obligation to observe all fire laws, building codes and building inspectorate specifications, etc. is also deemed to be an obliga-tion to the KWF by way of this contract.
13.2 Fire prevention/ Environmental safety
Unenclosed light and open fire (charcoal barbeques) are prohibited. Exceptions require permission from the Exhibition Board.
The discharge of fluids (particularly fuel, lubricants, hydraulic fluids) is strictly prohibited.
Companies operating combustion engines in the outdoor area must keep fire extin-guishers in clear sight and easily accessible at their booths. Those operating machines, equipment or devices with potential water contaminating operational fluids or lubri-cants must keep oil-binding agents in clear sight and easily accessible at their booths.
The operation of engines or all types, except electric motors, is prohibited in the tent.
13.3 Safety at the booths
Exhibitors must ensure safety at their booths, i.e. they must take all necessary precautions so that no one is endangered before or during the exhibition and particularly not during demonstrations. The same applies during clearing times.
Each staff member must be made aware of applicable safety regulations and is required to submit a signed acknowledgement.
Exhibitors must ensure that an adequate area around the danger zone is cordoned off.
Exhibitors must ensure at all times that no one apart from the demonstrating staff may enter the danger zone.
The exhibitor must confirm the safety at the booths with his signature before the fair begins.
13.4 Booth acceptance and controls
All booths will be checked by trade supervisory authority and the accident insurance company before the fair begins.
During the fair the KWF will conduct work safety inspections with trained specialists. These specialists are direct representatives of the KWF with all competencies laid out under section 23.3.
14. Liability
The organizer is exempt from the liability regarding damage to persons and property occurring during set-up and clearing and the whilst the fair is in progress.
Each exhibitor must insure himself/herself against the risks of liability associated with participation in the fair. The insurance must cover the risks associated with the function demonstrations at the booth.
All exhibitors are obliged to confirm ade-quate insurance to the Exhibition Board by signing the form "Liability Insurance for Exhibitors" and provide proof of insurance on request.
The exemption from liability of the organizer includes loss, damage or destruction of ex-hibits. It is therefore recommended to obtain sufficient insurance to cover these events.
15. Service
15.1 Electricity
In the outdoor area the organizers will pro-vide A.C. power to the distribution boxes near the booths (max. 50m); in the tent each booth will be supplied. Each exhibitor and co-exhibitor will be provided with a 230V / 1x16 A AC power-supply: Higher power ratings or 3-phase current are avail-able on request.
Each exhibitor is asked to supply, in writing, the name of a person responsible for the power supply to the event organisers.
Operation of company-owned current gen-erators is not permitted.
The KWF assumes no liability for losses and damages arising due to interruption of the power supply or disruptions in the feeder.
15.2 Water
Potable Water is supplied from several central faucets.
15.3 Toilets
The organizer will erect chemical toilets on and in front of the exhibition grounds.
15.4 Telephone
Telephone and fax machine are available in the exhibitor office.
15.5 Wood shipment, chips
The forestry administration can supply wood for demonstrations of function to the exhibi-tors at the conditions specified in the order form book (dispatch and activation via inter-net January 2012).
Wood chips can be ordered at own expense for booth configuration. (approx. 20 € per m3).
There is no legal right to delivery. The ex-hibitor must accept deviations in quantity (reduced amount).
15.6 Waste disposal
The organizer will provide waste disposal containers including recycling containers at several locations on the grounds.
During the fair trash cans will be distributed throughout the entire exhibition area (for use of the visitors).
Exhibitors wishing to have their rubbish removed daily from their booths can order suitable containers to the conditions speci-fied in the order form book (dispatch and ac-tivation via internet January 2012).
16. Technical Disruptions
Any technical disruptions will be remedied by the organizer, immediately if possible. They cannot be used as a basis for any claim against the KWF.
17. Ordering Additional Services
17.1 Order form book
As of January 2012, all registered compa-nies will receive service order forms, which can also be downloaded under www.kwf-tagung.de.
17.2 Entitlement to service
Exhibitors are entitled to the services of-fered only if the applications were submitted on time. Unless special deadlines have been specified, the deadlines for the regis-tration apply (cf. Section 4.3). All claims to be directed at the service partner organised by the KWF.
17.3 Arrangement of services
The KWF only makes arrangements for insurance and transport services, booth equipping orders, tent orders, catering and photo services.
Contract partners are the companies authorized by the KWF, which have assumed responsibility for carrying out the contracts. Their standard terms and conditions apply.
18. Delivery, Unloading and Loading
18.1 Procedure
A comprehensive information sheet describ-ing the technical details for delivery and removal (route to be followed by trucks, registration office, etc.) will be sent promptly before the exhibition.
18.2 Loading and unloading
Stackers and wheeled loaders can be or-dered directly from:
Kühne + Nagel,
Telephone: +49 (0)69/907 45 960
Fax: +49 (0)69/907 45 9687
The exhibitor may choose an own carrier for long-distance transport.
18.3 Cranes, stacker
Apart from company-owned stackers and cranes, only those belonging to Kühne + Nagel are permitted to be used on the fair-grounds at the terms specified in the order form book.
18.4 Transport by truck
If the transport is carried out with trucks, the exhibitor must request technical equipment and an unloading crew from Kühne + Nagel or load/unload himself/herself using com-pany employees and his own vehicles and loading equipment or such leased from the Kühne + Nagel on an hourly basis.
KWF personnel will not be available!
Transport vehicles without an unloading crew or without an unloading order for Kühne + Nagel will not receive a permit to enter the fairgrounds.
19. Entering the Grounds and Parking
Expo exhibitors will receive registered passes for entering and parking on the exhibition grounds. The passes must be dis-played visibly behind the windshield.
Vehicles may enter and exit the exhibition grounds only before and after the opening hours of the trade fair (before 9.00 am and after 6.00 pm).
The German Traffic Regulation applies on the event grounds. The maximum speed limit is walking speed.
Vehicles may only be parked within the lim-its of the rented outdoor booth area or on specially marked parking lots.
Any vehicle found parking outside the above mentioned areas (especially if parked on the circular route or emergency roads) will be towed away at the owners expense.
20. Trade Fair Guide
20.1 Contents
The trade fair guide is designed to help visitors find their way around the grounds.
The entries must be submitted on a special form.
20.2 Costs
The obligatory media flat rate covers the fees for a basic entry in the fair guide.
21. Admission Tickets
21.1 Tickets for booth personnel
Each company will receive free personal tickets valid for the duration of the event. The number of tickets issued depends on the stand size. They are non-transferable.
21.2 Customer tickets
Each exhibitor will receive any desired number of unstamped customer ticket forms. These tickets must be validated with a company stamp and signature and will permit a single entrance to the event. After the event the inviting companies will be billed only for the actual number of tickets used.
We offer:
1.) Regular customer ticket, a day ticket granting admission to the entire pro-gram for one day (offered for 25 € at the ticket booth). The cost for the inviting exhibitor will range from 10 to 20 € per ticket (according to the price scale specified in the order form block).
2.) Customer bonus ticket, granting the invited visitor a reduced admission fee of 10 € (instead of 25 € at the ticket booth). Inviting exhibitor will invoiced between 5 to 10 € per ticket (according to the price scale specified in the order form block).
22. Disclaimer of Liability
The KWF shall not be held liable for dam-age resulting from act of God, natural events of any type, political risks such as strikes, civil commotion, sabotage, from war or warlike activities or crimes of third parties. This disclaimer of liability is also valid during the entire set-up and dismantling period.
23. Acknowledgement of the Exhibition Regulations, House and Grounds Rules
23.1 Acknowledgement of the Exhibition Regulations
By accepting the stand confirmation the exhibitor and his agents acknowledge the legally binding force of the above terms and conditions and the addenda issued thereto (e.g. order form book, special set-up and tear-down specifications, etc.). Objections must be submitted in writing to the KWF before March 31, 2012 or thereafter until the settlement date of the first invoice.
23.2 Compliance with the exhibition reg-ulations
The exhibitor agrees to enjoin his employ-ees and those persons acting in his commission on the trade fair grounds to comply with the Exhibition Regulations and the supplementary instructions of the Exhibition Board and to bear liability for them.
23.3 House and grounds rules
The KWF exercises house and grounds rules over the entire fairgrounds.
If exhibition regulations are violated, the Exhibition Board is entitled to take meas-ures it deems suitable, including banning of-fenders from the exhibition without notice.
If the lessee or his agents disobey the re-quests of the KWF, the KWF may instruct its agents to clear the booth and, if neces-sary, place the exhibition goods in storage at the expense and risk of the lessee, with-out assuming any liability whatsoever.
The booth rent paid will not be reimbursed. Claims for compensation for damage are excluded in these instances.
24. Final Regulations
Should one or several of the above men-tioned regulations be legally invalid, it will be substituted by a regulation economically closest to it.
In case of a dispute, the lessee must first obey the decision of an arbitrator (chosen by members of the KWF-advisory board) before taking legal action.
Court of jurisdiction for disputes concerning the rental agreement is the appropriate court at the headquarters of the KWF in Gross-Umstadt.
