Terms and Conditions of Participation in Open’er Festival 2014 Merchandising Area
Stands assembly and dissasembly; traffic in the festival area.
1.
Merchandising stands assembly takes place three days before the first festival day. The final date for completion of
the stand assembly is June 30, till 8 p.m. 8:00 pm.
2.
Each merchandising stand receives power service line according to the declared demand. consumption of 10 kW is
free. You need to pay for any extra connections. 500 PLN net for the whole festival period, for every additional 2kW
above the limit.
3.
All employees on merchandising stands are subject to identification. They have to be reported by the exhibitor on
the name list before the event: all employees will receive a name identificator and wristband based on the abovementioned name list at the first visit on the festival area. The number of employees per one merchandising stand is
limited and established individually depending on stand specifics. Standard number of employees for catering
stands is fixed at 1 employee per 1m of counter; for the Exhibitors other than catering the number of employees is
smaller. The name list should be delivered on 26th of June till the 12 am at the latest. Application form will be
handed over to the Exhibitor together with the contract in the second recruitment round. More details coming soon.
No ID passes will be given out, if the Exhibitor will not deliver a signed contract till the 15th of May 2014 at the latest.
4.
Selling points during the festival should be open between hours established by the promoter (16:00-05:00). Other
opening hours for the selling points should be accepted by the Promoter. It is the sole responsibity of the Exhibitor
duty to keep his merchandising stand safe in the festival day hours!
5.
Limited number of cars, established by Promoter falls for each merchandising stand. Those cars are allowed to
drive in and park on the festival area; cars and delivery vans can move on the area (freely drive in and drive out
through the festival gates) only during the technical hours. - in assembly days from: 09:00 till the late evening hours;
on festival days everyday between 11:00 - 14:00.
6.
After 14:00 am all cars (except for coolers) are leaving the festival area ( there is a special technical car park for
such cars) till the 05:00 am.
7.
Exhibitor is commited to clean up the area that he was using during the festival days. Representatives of both sides
need to sign the protocol of transfer and receipt which will be the form of a confirmation that the area used by the
Exhibitor has been cleaned up. Exhibitor is not allowed to leave the festival area without signing protocol of transfer
and receipt and returning ID passes.
DEPARTMENT OF SANITATION and HYGIENE
8.
The Promoter procures the Department of Sanitation permit for the trading activity and reports that activity for and
on behalf of all Exhibitors. Hovewer, every particular Exhibitor is obliged individually to restrict the hygene rules;
proper PKWiU, correct food storage (coolers/refrigerators); buying only commissioned products, employees should
have Valid Sanitary and Epidemiological Station records and follow the Department of Sanitation guidelines.
9.
There is no free access to the drinking water on the festival area, although there are hydrants available for all
exhibitors; the exhibitor needs to organise water distribution to his stands by himself. Behind the catering stands
TOI TOIs with TOI TOI handbaisins are placed (available only for the stands service). Water in hanbaisins is not
suitable for drinking-only for hands washing.
10. Special containers for wastes are prepared and placed on the area. Throwing out any rubbish or sewage outside
the places destined to this purpose is strictly prohibited and will be subjected to financial penalty. It is also forbidden
to discharge sewage to wells and other prohibited places (e.g. TOI TOI booths). Any bulky trash (refrigerators,
counter or its remainings, stand scenography etc.) must be removed by the exhibitor during the stand dissasembly.
Abandoned bulky trash will be removed by the Promoter at Exhibitor's cost.
11. Each exhibitor is obliged to make sure that any cooking oils leakage will not take place. In case when the ground is
fouled/contaminated, the Exhibitor is charged with damage removal costs.
RULES OF FINAL SETTLEMENT and STAND CHARGE
12. There is a special inside settlement system based on festival coupons and simultaneously on pay-pass payment
cards on the festival area. There is no possibility to sell goods for cash,what is more such deeds will be punished.
13. Prices of all the goods for sell have to be the multiple of coupons, regardless of whether the actual sale is made in
the coupon currency or by using the paypass payment card.
14. Coupons have protection (i.a. water mark and UV protection). To check the coupons authenticity UV lamp is
needed. Destroyed or forged coupons will not be accepted in final settlement.
15. On the festival area and at the campsite there are placed cash-boxes where festival participants can exchange cash
on coupons or top up paypass cards. In addition, there are several ATMs in the festival area .
16. Each merchandising stand will be equipped with paypass terminals for free; before the festival, there will be a
training on how to handle a.n. terminal. Only particular paypass cards are honoured; other normal debit cards, credit
cards and payment cards are not honoured
17. On the score of runned activity at festival area, the Promoter deducts from exhibitor a stand charge calculated as
20% of exhibitors income (20% is already gross amount).
18. Turnover realized in form of festival coupons is settled systematically during the festival; Promoter pays the exhibitor
80% of his turnover in cash during the festival (in 7 days time after the festival Promoter sends cash invoice on 20%
income deduction.)
19. Turnover by realized by paypassowe card is settled in the…gu 21 days after the festival. The issuer shall transfer to
the appropriate account, and 80% of the turnover on paypassowego potrÄ…cone 20% receives fakturÄ™
kompensacyjnÄ… transactions together with a statement made in the assigned to their point commercial terminal.
20. Any additional operating costs ( extra energy consumption, extra place at camp site etc.) shall be settled altogether
with the income realised by paypass cards-the proper amount will be deducted from the 80% paypass income. An
invoice will be made on this amount.
21. Each terminal has its uniqe number-it will be assignet to the exhibitor. This number will be helpfull in recognising the
stand and settlement of an income. Summary of each day of sell needs to be kept on card readers as a basis for
settlement and eventual complaints.
THE CONTRACT
22. Exhibitor enters into contract with Promoter. It regulates mutual claims, duties and responsibilities of both sides.
23. Exhibitor commites to apply the principle of confidentiality:
- Each interview needs to be agreed with Promoter- with media department or the supervisor of catering areas.
- It is forbidden to make pictures or film anything durring assembly. Cameras approved for use can not exceed 5
Mpix.
- Sale for cash is prohibited and is subjected to a penalty.
24. Due to agreements with brands that are binding the Promoter, THERE IS NO POSSIBILITY of selling: cold
beverages (carbonated and non-carbonated), coffee, cigarettes, instant dishes, beer, other alcoholic beverages,
icecreams and other goods specified by the Promoter.
25. Due to agreements with brands that are binding the Promoter, exhibitor is obliged to cover any advertising signs and
logotypes of his partners.
26. Merchandising area is placed in few separate zones. Only Promoter can decide on the location of the Exhibitor’s
stand..
27. Stands should be equipped with the basic fire equipment. (e.g. car fire extinguisher).
28. Exhibitor may use accomodation at the campsite- lodging is payable, cost of 80 PLN gross per person.
29. Due to limited number of places, booking for paid campsite needs to be submitted together with the application for
participation in the second level of recruitment.
30. All terms and conditions contained in regulations are in effect for the whole festival. Any possible changes are
determined individually and exclusively with the Promoter.