Conditions and return form for stand holders

Firms in the port area of Antwerp or Zeebrugge or firms with services linked to the port.

Port of Antwerp-Bruges shall have the right at all times to select, at its own discretion, yet justified, which firms are permitted to participate interest exceeds capacity.

• Invoicing shall be carried out directly by the stand builder (amount excluding VAT) or by Antwerp-Bruges Port Authority.
• Payment of invoice before the start of the fair, in accordance with payment obligations.

•    Until 3 months before the fair: €0.
•    Until 6 weeks before the fair: €500 excl. VAT.
•    Less than 6 weeks before the fair: full amount.

•    Visibility before the fair: communication through newsletters, direct mailings, website or social media.
•    Visibility during the fair: space for brochures and small promotional materials (no posters or roll-up banners), logo, social media.

Port of Antwerp-Bruges will ensure a uniform look and feel.

•    Floor space rental
•    Catering (drinks and snacks) for participants, lunch for participants, availability of servers and/or bar staff if applicable.
•    Networking facilities
•    Entry tickets to fair (2 or 3 people)

For additional participants, firms should arrange for their own entry tickets. Catering and seating at the stand will only be provided for the 2 to 3 participants per stand holder and not for additional participants.

•    Organisation and coordination of fair stand
•    Administration with the fair organiser
•    Information session or information by email for participants

•    Logo in a vector file
•    Firm profile text
•    Billing information and contacts
•    At least one representative on site

•    Transport
•    Hotel
•    Shipping of the firm's own brochures and small promotional materials (no posters or roll-up banners)

1. Professionalism: All stand holders are expected to conduct themselves professionally at all times while representing their firm and Port of Antwerp-Bruges.
2. Respect: All stand holders are expected to treat one other and stand visitors with respect, regardless of differences in culture, race, religion, gender, sexual orientation or age.
3. Compliance: All stand holders must comply with all laws, regulations and guidelines related to the fair, including health and safety regulations.
4. Stand etiquette: All stand holders must keep the stand clean and tidy at all times, and ensure that any promotional materials or giveaways are appropriate for the event.
5. Conflicts of Interest: All stand holders must disclose any conflicts of interest that may arise during the fair and work together to find a mutually acceptable solution.
6. Confidentiality: All stand holders must take responsibility for safeguarding all sensitive proprietary information shared with them by other stand holders or Port of Antwerp-Bruges representatives.
7. Cooperation: All stand holders must fully cooperate with Port of Antwerp-Bruges representatives to ensure a successful and positive exhibition experience for all attendees.
8. Communication: All stand holders must maintain open and clear communication with one other and with Port of Antwerp-Bruges representatives.

By following these guidelines, stand holders can create a professional environment that reflects positively on their firms and Port of Antwerp-Bruges.

1. The stand holder is liable for any losses, of whatever nature, that he or his participants cause as a result of his fault or negligence to Port of Antwerp-Bruges, the organisation, the stand builder, other stand holders and their participants and/or to other third parties.

2. Except in the case of wilful fault on the part of the Port of Antwerp-Bruges, the defaulting stand holder indemnifies the Port of Antwerp-Bruges for any losses and all claims, of whatever nature, due to fault on the part of the stand holder and/or its employees. The defaulting stand holder shall immediately inform the Port of Antwerp-Bruges of any incident, claim and notice of default.

3. In the absence of similar provisions in contracts with the organiser and/or stand builder, in the case of disputes between Port of Antwerp-Bruges and a co-stand holder, the courts of Antwerp are competent and Belgian law shall apply.

4. stand holders shall arrange adequate civil liability insurance for the purpose of participation in the fair.

5. stand holders shall give Port of Antwerp-Bruges permission to use their logo in the visibility material for the fair.

6. Without prejudice to Article 5, the intellectual property rights to the visibility material itself shall belong wholly, irrevocably and unconditionally to the Port of Antwerp-Bruges. Only the Port of Antwerp-Bruges may store, disclose, copy, edit, distribute and utilise the visibility materials as it sees fit, both during and after the holding of the exhibition.

7. The stand holder is solely responsible for late payment to the stand builder.

8. The Port of Antwerp-Bruges processes personal data in accordance with the notification in agreements. If the stand holder approves these guidelines and conditions, the stand holder declares:

• that it will comply with the applicable laws and regulations on data protection and the processing of personal data at all times and that it will handle correctly and lawfully the personal data of Port of Antwerp-Bruges employees, among other parties, which it will process in the context of these guidelines and conditions. Accordingly, it shall ensure that it correctly informs all data subjects, maintains a processing register and takes appropriate technical and organisational measures to protect the personal data it processes. It shall only process personal data in a manner consistent with the processing principles set out in the GDPR and only on a legitimate legal basis;
• that it will provide the notification behind the link to all persons whose personal data the Port of Antwerp-Bruges processes in the context of these guidelines and conditions and that it will process these personal data in accordance with the applicable laws and regulations on data protection and the processing of personal data. 

9. By ticking the box in these conditions, the stand holder agrees to be bound by this document and all its legal consequences. The stand holder acknowledges that this document, once the box is ticked, is duly created and compliance is rendered enforceable.