Vendor terms

Article 1 – Vendor participation

1.1 A Vendor Table or stand is intended for participation with the aim of offering, promoting or selling products or services.

1.2 Registration with the Chamber of Commerce is not mandatory unless CTP Con requires this for a particular Vendor category.

1.3 The Vendor confirms when booking that participation relates to their sales activities.

1.4 The Vendor is responsible for:

• registration with the Chamber of Commerce if legally required;
• filing tax returns and declaring income;
• VAT obligations where applicable;
• permits or registrations required for their own activities;
• compliance with other laws applicable to their own sales activities.

1.5 CTP Con does not determine whether a Vendor is considered an entrepreneur for tax or legal purposes.

1.6 Mandatory statutory rights continue to apply insofar as the law does not allow them to be excluded by contract.

Article 2 – Reservations and final bookings

2.1 A provisional reservation, preregistration, expression-of-interest form or Vendor Application is not a final booking.

2.2 It does not create any entitlement to a particular table, stand location or participation.

2.3 CTP Con may assess and reject applications where, for example:

• the range of products or services does not sufficiently fit the event;
• a product category is already well represented;
• there are safety risks;
• previous experiences with the Vendor give reason to do so;
• the Vendor has provided incorrect or incomplete information.

2.4 A booking becomes final once the Vendor has booked through the official booking procedure, accepted the Vendor terms and paid in full.

Article 3 – Prices and payment

3.1 All communicated Vendor prices include VAT unless expressly stated otherwise.

3.2 The full participation fee is paid immediately when booking.

3.3 A booking becomes final only after successful payment.

3.4 Additional products or services may be charged separately.

3.5 CTP Con may refuse access to the event, setup or Vendor area while amounts remain outstanding.

Article 4 – Cancellation by the Vendor

4.1 A final Vendor Booking cannot be cancelled free of charge.

4.2 If the Vendor can no longer participate or no longer wishes to, there is generally no right to a refund.

4.3 This also applies in cases of:

• illness;
• personal circumstances;
• insufficient staff;
• travel problems;
• disappointing expected sales;
• changes to the Vendor's own plans;
• failure to attend on the event day.

4.4 This applies insofar as mandatory applicable law does not provide otherwise.

4.5 CTP Con may make an exception on its own initiative in special circumstances. The Vendor cannot derive an entitlement from this for other cases.

Article 5 – Replacement Vendor

5.1 A Vendor who cannot participate may propose a replacement Vendor.

5.2 The replacement is valid only with CTP Con's prior approval.

5.3 CTP Con may reject a proposed replacement, for example if the offering does not suit the event, presents safety problems or does not meet the Vendor terms.

5.4 The original booking may not be sold, transferred or sublet without permission.

5.5 If CTP Con approves the replacement:

a. the replacement makes a new booking themselves;

b. the replacement pays the full amount set by CTP Con;

c. only then is any repayment to the original Vendor processed.

5.6 The maximum repayment to the original Vendor is the lower of:

• the amount the original Vendor paid for the part taken over;
• the amount the replacement Vendor actually paid for that part.

5.7 A €15 administration fee is deducted from this amount.

5.8 A Vendor can never profit by transferring a booking to another Vendor.

Article 6 – Changes to the event

6.1 CTP Con may, where reasonably necessary, change:

• the floor plan;
• the hall layout;
• a Vendor's location;
• programme elements;
• opening hours;
• setup times;
• admission procedures;
• facilities;
• the hall or room used.

6.2 A Vendor has no right to a particular location, walking route, neighbouring stand, entrance or visitor flow unless this has been expressly agreed in writing.

6.3 A reasonable change of stand location or layout does not entitle the Vendor to a refund.

6.4 CTP Con tries to offer a comparable or suitable solution when making changes.

Article 7 – Postponement of the event

7.1 CTP Con may move the event to another date if circumstances make this necessary or reasonable.

7.2 In that case, an existing Vendor Booking is generally moved automatically to the replacement date.

7.3 If participation on the replacement date is not possible, CTP Con may convert the paid value into Vendor credit.

7.4 This Vendor credit may be used for another CTP Con for up to 24 months from the original event date, subject to availability.

7.5 The credit represents no more than the amount originally paid.

7.6 Any price difference for a future edition may be charged separately.

Article 8 – Force majeure

8.1 Sometimes an event cannot take place, or cannot take place as planned, because of circumstances beyond CTP Con's reasonable control.

8.2 These may include, for example:

• government measures;
• fire;
• severe weather conditions;
• flooding;
• loss or unavailability of the venue;
• major disruptions;
• security threats;
• epidemics or other health measures;
• strikes;
• serious disruption of infrastructure or public transport;
• other exceptional circumstances beyond CTP Con's reasonable control.

8.3 In a force majeure situation, CTP Con first tries to postpone the event or organise it in another appropriate way.

8.4 A Vendor Booking is then moved to the replacement date or converted into credit for another CTP Con.

8.5 This credit remains valid for a maximum of 24 months from the original event date.

8.6 If CTP Con cannot offer a reasonable opportunity to use the credit within that period, it will consider which financial settlement is appropriate under the agreement and applicable law.

8.7 Insofar as permitted by law, reasonable, demonstrable and non-recoverable costs incurred specifically for the event concerned may be taken into account.

8.8 Any deduction can never exceed the amount the Vendor paid themselves.

Article 9 – Cancellation by CTP Con

9.1 If CTP Con decides definitively not to organise an event, without force majeure, it first tries to transfer the Vendor Booking to a replacement edition.

9.2 The paid value may be retained as Vendor credit for that purpose.

9.3 If CTP Con ultimately cannot offer a suitable replacement edition on which the booking can reasonably be used, only the participation fee paid is settled according to applicable law.

9.4 CTP Con does not compensate the Vendor for additional costs or consequential damage, insofar as the law permits.

9.5 These include, for example:

• hotel costs;
• travel costs;
• transport costs;
• staff costs;
• inventory costs;
• promotional materials produced;
• stand construction;
• lost turnover;
• lost profits;
• other indirect costs.

Article 10 – Vendor passes and admission

10.1 Vendor passes are intended only for the Vendor and the permitted number of staff or helpers.

10.2 The number of included Vendor passes is stated when booking or in the Vendor information.

10.3 CTP Con may check and revoke Vendor passes in cases of misuse.

10.4 Vendor passes may not be sold or transferred without permission.

10.5 The Vendor is responsible for the conduct of staff, helpers, stand builders and others admitted to the event through the Vendor.

Article 11 – Setup and dismantling

11.1 The Vendor must observe the times specified by CTP Con for:

• loading and unloading;
• registration;
• setup;
• opening;
• closing;
• dismantling.

11.2 The stand must be ready before the event opens to visitors.

11.3 The stand must remain adequately staffed during official opening hours.

11.4 Dismantling or leaving before CTP Con gives permission is not allowed.

11.5 CTP Con may set out additional practical rules in a Vendor Handbook, exhibitor manual or practical briefing.

11.6 These practical instructions form part of the participation conditions insofar as they have been provided to the Vendor in good time.

Article 12 – Stand space

12.1 The Vendor may use only the assigned space.

12.2 Products, displays, boxes, chairs or other materials may not be placed outside that space without permission.

12.3 Aisles, emergency exits, doors, fire extinguishers, fire hoses, technical installations and other safety facilities must remain fully accessible.

12.4 A table or stand may not be sublet in whole or in part or shared with another seller without CTP Con's prior permission.

Article 13 – Products and sales

13.1 The Vendor is responsible for the products and services offered.

13.2 Products must be legal and must not pose a danger to visitors, other Vendors or the venue.

13.3 The following products, among others, may not be offered:

• imitation products;
• counterfeit or bootleg merchandise;
• deliberately misdescribed products;
• stolen goods;
• illegally obtained goods;
• prohibited or illegal products;
• products that CTP Con considers an unacceptable safety risk.

13.4 A product offered as original, authentic, graded, sealed or official must genuinely be saleable as such.

13.5 Custom, altered, repacked or similar products must be described clearly and honestly.

13.6 The Vendor remains responsible for claims about authenticity, quality, condition, grade and provenance.

13.7 CTP Con may require questionable or prohibited products to be removed from sale.

Article 14 – Trademarks, copyright and intellectual property

14.1 The Vendor is responsible for their use of:

• trademarks;
• logos;
• images;
• artwork;
• characters;
• music;
• designs;
• other protected material.

14.2 The Vendor must have the rights or permission legally required for their own use.

14.3 CTP Con is not responsible for infringement by a Vendor.

14.4 Following a credible complaint by a rights holder, CTP Con may demand immediate removal of a product or display.

Article 15 – Raffles, games of chance and activations

15.1 Paid lotteries, raffles, prize wheels, games of chance and other chance-based activations are permitted only with CTP Con's prior written consent.

15.2 The Vendor remains responsible for compliance with applicable gambling rules.

15.3 CTP Con may have an activity stopped immediately if it considers the activity to pose a legal, commercial or safety risk.

Article 16 – Food and drinks

16.1 Selling, preparing, distributing or serving food and drinks is permitted only with CTP Con's prior consent.

16.2 The Vendor is responsible for:

• food safety;
• allergen information;
• required registrations;
• permits;
• hygiene;
• compliance with CTP Con's and the venue's rules.

16.3 CTP Con may impose additional requirements on food Vendors.

Article 17 – Safety

17.1 Every Vendor must follow the safety instructions of CTP Con and the event venue.

17.2 Instructions from security staff, emergency response staff, venue staff, police, fire services and other authorised emergency services must be followed immediately.

17.3 Among other things, the following are not permitted without permission:

• open flames;
• unsafe electrical installations;
• equipment that may cause overload;
• cables or materials that create a trip hazard;
• hazardous substances;
• blocked escape routes;
• unstable displays or structures;
• activities that pose risks to visitors.

17.4 CTP Con may immediately stop a stand, product, installation or activity if there is a safety risk.

Article 18 – Electricity and equipment

18.1 Electricity may be used only in accordance with the rules of CTP Con and the event venue.

18.2 The Vendor must use safe and sound equipment.

18.3 CTP Con may refuse or stop the use of equipment if it:

• is unsafe;
• has not been approved;
• requires too much power;
• causes interference;
• is incompatible with the venue's technical capabilities.

18.4 Additional power supplies may be charged separately.

Article 19 – Conduct

19.1 CTP Con must be a safe and accessible environment.

19.2 Discrimination, threats, intimidation, aggression, fraud, theft and other serious unacceptable conduct are not tolerated.

19.3 Vendors must treat the following with respect:

• visitors;
• other Vendors;
• staff;
• volunteers;
• suppliers;
• venue staff.

19.4 CTP Con may take measures in response to violations.

19.5 Depending on the situation, these may include:

• a warning;
• removal of a product or activity;
• temporary closure of a stand;
• revocation of Vendor passes;
• removal of the Vendor from the event;
• exclusion from future editions.

19.6 Serious violations may lead to immediate action.

19.7 Removal for breach of these terms does not entitle the Vendor to a refund.

Article 20 – Property and theft

20.1 The Vendor is responsible for their own:

• products;
• stock;
• money;
• equipment;
• personal property;
• materials.

20.2 The presence of security staff does not mean that CTP Con watches over individual property.

20.3 The Vendor must take suitable precautions against theft, loss and damage.

20.4 Goods left at the venue outside opening hours remain at the Vendor's risk, insofar as the law permits.

Article 21 – Insurance

21.1 The Vendor is responsible for assessing and insuring the risks associated with their participation.

21.2 These may include:

• liability;
• goods;
• stock;
• equipment;
• staff;
• damage to third parties.

21.3 CTP Con may require suitable liability insurance for certain Vendor categories, activities or stands.

21.4 In that case, CTP Con may request proof of insurance before allowing participation.

21.5 The Vendor must also meet reasonable additional insurance requirements arising from:

• the event venue;
• applicable regulations;
• CTP Con's insurer;
• the nature of the Vendor's activities.

Article 22 – Damage caused by the Vendor

22.1 The Vendor is responsible for damage caused by:

• the Vendor themselves;
• staff;
• helpers;
• guests;
• the Vendor's suppliers;
• stand builders;
• products;
• equipment;
• installations;
• other activities for which the Vendor is responsible.

22.2 If this damage gives rise to costs or claims against CTP Con or the event venue, CTP Con may recover those costs from the Vendor insofar as the Vendor is liable for them.

22.3 The Vendor must report damage or incidents to CTP Con as soon as possible.

Article 23 – Liability of CTP Con

23.1 CTP Con is not liable for indirect damage, consequential damage, lost turnover or lost profits, insofar as the law allows liability to be limited.

23.2 Nor is CTP Con automatically liable for loss, theft or damage to a Vendor's property.

23.3 If CTP Con is nevertheless liable under the law, liability for direct damage is limited, insofar as legally permitted, to the amount paid for the Vendor Booking concerned.

23.4 This limitation does not apply where the law does not allow liability to be limited, for example in cases of intent or where liability cannot legally be excluded.

Article 24 – Information provided by the Vendor

24.1 The Vendor must provide accurate and complete information.

24.2 Changes to contact details, products, activities or stand use must be reported to CTP Con promptly.

24.3 CTP Con may terminate a booking if a Vendor knowingly provided materially incorrect information or concealed relevant information.

24.4 If the Vendor is responsible for this, there is no right to a refund.

Article 25 – Communications

25.1 CTP Con may send important participation information by email to the address supplied at booking.

25.2 The Vendor is responsible for checking these messages and providing a correct email address.

25.3 Practical information supplied before the event may contain additional instructions necessary for safe and proper operation of the event.

Article 26 – Privacy

26.1 Personal data needed for the Vendor Booking and participation is processed according to CTP Con's privacy policy.

26.2 CTP Con may share necessary data with parties involved in carrying out the participation, such as the event venue, payment provider or operational suppliers, where needed and legally permitted.

Article 27 – Situations not covered by these terms

27.1 Not every situation can be foreseen.

27.2 If a situation is not covered by these terms, CTP Con may make a reasonable decision, taking into account the interests of safety, organisation, visitors and other Vendors.

27.3 CTP Con aims to act consistently and reasonably in doing so.

Article 28 – Applicable law

28.1 Dutch law applies to the Vendor Booking and these Vendor terms.

28.2 The parties first try to resolve a dispute between themselves.

28.3 If this is not possible, the dispute is submitted to the competent Dutch court unless mandatory law provides otherwise.

Article 29 – Amendment of these terms

29.1 CTP Con may amend these Vendor terms for future bookings.

29.2 An existing final booking is generally governed by the version accepted when it was made.

29.3 Practical, operational and safety instructions may also be adjusted after booking where reasonably necessary to run the event.