Terms and conditions

1. Conditions for participation

General
Companies located in the port area of Antwerp or Zeebrugge, or companies offering services linked to the port.

Port of Antwerp-Bruges always reserves the right to select, at its own discretion but with justification, which companies may participate if there is more interest than capacity.

2. Invoicing and cancellation conditions

Invoicing
Invoicing is done directly (amount excl. VAT) by Port of Antwerp-Bruges.
Invoice payment must be made before the start of the fair, in accordance with the payment obligations.

Cancellation conditions for company participation
Up to 3 months before the fair: € 0.
Up to 6 weeks before the fair: € 500 excl. VAT.
Less than 6 weeks before the fair: full amount.

3. What is included in the participation fee?

Visibility
Visibility before the fair: communication via 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 ensures a uniform look and feel.

Event-related
Rental of the exhibition space
Catering (drinks and snacks) for the participants, lunch for the participants, presence of hostesses and/or bar staff if applicable.

Networking facilities
Catering and space at the stand is provided for the 2–3 participants per co-exhibitor. Please register all attendees from your company individually.

Organisational
Organisation and coordination of the exhibition stand
Administration with the exhibition organiser
Information session or info by email for the participants

4. What do the co-exhibitors need to provide?

• Logo in vector format
• Company profile text
• Invoicing details and contact persons
• At least 1 representative on site

5. What do co-exhibitors need to arrange themselves?

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

Guidelines to be respected by the co-exhibitors

• Professionalism: All co-exhibitors are expected to behave professionally at all times while representing their company and Port of Antwerp-Bruges.
• Respect: All co-exhibitors are expected to treat each other and visitors to the stand with respect, regardless of differences in culture, race, religion, gender, sexual orientation, or age.
• Compliance: All co-exhibitors must comply with all laws, regulations, and guidelines related to the fair, including health and safety regulations.
• Booth etiquette: All co-exhibitors must keep the stand clean and tidy at all times and ensure that any promotional material or giveaways are appropriate for the event.
• Conflicts of interest: All co-exhibitors must disclose any potential conflicts of interest that may arise during the fair and work together to find a mutually acceptable solution.
• Confidentiality: All co-exhibitors must respect the responsibility of maintaining confidentiality of all sensitive proprietary information shared by other exhibitors or representatives of Port of Antwerp-Bruges.
• Cooperation: All co-exhibitors must fully cooperate with the representatives of Port of Antwerp-Bruges to ensure a successful and positive trade fair experience for all attendees.
• Communication: All co-exhibitors must maintain open and clear communication with each other and with the representatives of Port of Antwerp-Bruges.

By following these guidelines, co-exhibitors can create a professional environment that positively reflects their companies and Port of Antwerp-Bruges.

Contractual conditions

1. The co-exhibitor is liable for any damage, of any nature, caused by him or his participants due to their errors or negligence to Port of Antwerp-Bruges, the organisation, the stand builder, other exhibitors and their participants and/or to other third parties.
2. Except in cases of intentional fault on the part of Port of Antwerp-Bruges, the defaulting co-exhibitor shall indemnify Port of Antwerp-Bruges for any damage and all claims, of any nature, arising from errors of the co-exhibitor and/or his staff. The defaulting co-exhibitor shall immediately inform Port of Antwerp-Bruges of any incident, claim or notice of default.
3. In the absence of similar provisions in contracts with the organiser and/or the stand builder, in case of disputes between Port of Antwerp-Bruges and a co-exhibitor, the courts of Antwerp have jurisdiction and Belgian law applies.
4. The co-exhibitor shall arrange sufficient third-party liability insurance with regard to participation in the fair.
5. The co-exhibitor gives Port of Antwerp-Bruges permission to use their logo in the visibility materials for the fair.
6. Without prejudice to article 5, all intellectual property rights to the visibility materials themselves belong entirely, irrevocably, and unconditionally to Port of Antwerp-Bruges. Only Port of Antwerp-Bruges may, at its own discretion, retain, disclose, copy, edit, distribute, and exploit the visibility materials, both during and after the execution of the fair.
7. The co-exhibitor is solely responsible for any late payment to the stand builder.
8. Port of Antwerp-Bruges processes personal data in accordance with the notice in agreements. When the co-exhibitor agrees to these guidelines and terms, the co-exhibitor declares:
   1. that he/she always observes the applicable laws and regulations regarding data protection and the processing of personal data and that he/she handles personal data—including of staff members of Port of Antwerp-Bruges—correctly and lawfully within the context of these guidelines and conditions. He/She will ensure that each data subject is properly informed, that a processing register is maintained, and that appropriate technical and organisational measures are taken to protect the personal data being processed. He/She will only process personal data in a manner consistent with the processing principles of the GDPR and only based on a legitimate legal ground;
   2. that he/she will provide the notice behind the link to all individuals whose personal data is processed by Port of Antwerp-Bruges in the context of these guidelines and conditions and that he/she will handle such data in accordance with applicable data protection laws and regulations.
9. By ticking these terms, the co-exhibitor agrees to this document and all resulting legal consequences. The co-exhibitor acknowledges that this document, once ticked, is legally valid and its compliance can be enforced.