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Business terms and conditions

Organizer: Cannafest s.r.o., registered office: Pricna 1892/4, 110 00 Prague 1, Company Registration No. 03962377, Tax ID No. CZ03962377

Exhibitor: Legal entity or natural person to whom a representative of Cannafest s.r.o. has confirmed participation at the Trade Fair

Article 1 – Exhibitors’ Participation at the Trade Fair, allocation of areas

1. The basic condition for the participation at the Trade Fair is to deliver the properly filled-in Binding Application for Participation of the Company, in printed or online version (hereinafter referred to as “Binding Application”). After receiving the Binding Application, Cannafest will send the Exhibitor a confirmation of its receipt.

2. By signing the Binding Application, the Exhibitor undertakes to adhere to the present Cannafest Business Terms for the Exhibitors’ participation at the Trade Fair.

3. The exhibits presented and services offered must be in line with the focus of the Trade Fair (with what is called the Trade Fair Nomenclature).

4. Cannafest reserves the right to reduce the ordered area, to change its shape and location – the participation at the Trade Fair is binding for the Exhibitor also in such case. If the contracted area is not available to the Exhibitor for reasons caused on the part of Cannafest the Exhibitor is entitled to reimbursement of the registration fee, lease charge already paid and the price of the services ordered and already paid for. Cannafest will not accept and will not indemnify any claims for damages which the Exhibitor could have incurred for this reason.

5. The Exhibitors must not dispose of the exhibits and displays before the end of the Trade Fair.

Article 2 – Terms of payment

1. After receiving the Binding Application, the Organizer will send an advance invoice for 50% of the rental of the display area and for the registration fee and obligatory insurance, or for electricity. The advance invoice must be paid within 14 days of its issue.

2. The other 50% will be invoiced during the summer months. In the case of any additional services orders, the Organizer will send another advance invoice a few weeks before the start of the fair, which must be paid by the Exhibitor within 14 days, but no later than the day of his registration at the Cannafest venue, otherwise the Exhibitor will not be admitted to the exhibition area. If the Exhibitor does not pay all advance invoices by the deadline, he can pay the outstanding amount at the Cannafest venue during registration in the registration room in cash, but in this case the Exhibitor will be charged a handling fee of 10% of the outstanding amount.

3. The final invoice with deduction of advances will be sent after the Trade Show is finished.

4. The basic price of the lease and the Registration Fee includes:

  • Rental for the exhibition area in the course of the installation, the Trade Fair and dismantling of the exhibition
  • Insertion into the Trade Fair Catalogue to the extent of data provided in the Order of Registration into the Catalogue
  • Insertion into the orientation plan of the Trade Fair
  • Five Exhibitor’s Cards for companies with an ordered area up to 30 m2
  • One Exhibitor’s Card for every other 10 m2 (including a part of this area) exceeding the area of 30 m2
  • Cards for the technical teams installing or dismantling the exhibition making it possible for the vehicles to enter the premises (Cannafest is authorized to require a deposit for entrance)
  • Trade Fair Catalogue in a printed version

5. The basic price of the lease and the Registration Fee does not include:

  • External walls of the stand or any other equipment of the stand or the walls of the neighbouring stands
  • Registration Fee for co-exhibitors
  • Other records of the company – i.e. branch offices, divisions, business representations, etc.

6. Cancellation Conditions

If the Exhibitor cancels their participation at the Trade Fair, the following cancellation fees shall apply:

  • 20 % of the total rental and all ordered services charged upon the cancellation of the Binding Application by July 30, 2024 (inclusive),
  • 50 % of the total rental and all ordered services charged upon the cancellation of the Binding Application by and including September 30, 2024 (inclusive),
  • 100 % of the total rental and all ordered services charged upon the cancellation of the Binding Application from October 1, 2024 to the commencement of the Trade Fair.

The cancellation fees shall apply even in the case of reduction of the area ordered. The obligation to pay cancellation fees shall apply to those exhibitors to whom the participation at the Trade Fair was confirmed according to Art. 1(1) even in the case that they have not paid the advance invoice or any other invoice. The Registration Fees shall be forfeited in full amount, regardless of the date of cancellation of the Binding Application. The cancellation of participation must always be made in writing.

7. The Exhibitor is obliged to pay the Co-Exhibitor’s Registration Fee for each company which the Exhibitor will present in their displays (by the presentation of exhibits, with an advertisement panel, company logo, presentation of commercial name, leaflets, video programmes, etc.). Any company properly registered in this way will be presented in the Trade Fair Catalogue to the full extent as an Exhibitor. Breaching this principle the Exhibitor will be obliged to pay the Co-Exhibitor’s Registration Fee and a contractual penalty amounting to two Registration Fees, at any time during the Trade Fair.

8. All the prices specified here are VAT exclusive.

Article 3 – Exhibition area

1. Cannafest rents indoor exhibition areas without any equipment, with a possibility of connection to power supply, water pipeline, sewerage, telephone services and cleaning, and other services based on order. The exhibition area ordered will only be handed over to the Exhibitor after they settle all the payments due related to the participation at the Trade Fair. The minimum sizes of the exhibition areas are specified in the Binding Application.

2. Hall heights, maximum floor load – For a limited number of displays it is possible to install two-storey stands, as well as high-rise dominants. Usable height ranges from 3.0 to 8.0 m (depending on the specific place of the display). The maximum height of exhibits to be transported to the halls is 3 m. The hall floor is inclined at the ratio of 1/140 at its length. In case the load bearing capacity exceeds 800 kg/m2, it is necessary to discuss such a fact with Cannafest.

3. If the Exhibitor does not arrange a stand or if they do not order its provision from Cannafest, they will only have the ordered exhibition area without borders at their disposal. The Exhibitors are obliged to adhere to the floor plan of the exhibition area, which means not to exceed the area outlined, not even in the case of any high-rise dominants sticking out of the allocated area.

4. The Exhibitors shall receive a floor plan of the exhibition area marking their position after the settlement of all the payments due for the rental space and after the final processing of the Binding Applications.

5. The architectural concept of the exhibition halls is based on the typical right-angled exhibition floor plan, within which the following exhibition areas will be available:

  • row areas with an open front side
  • corner areas with two open sides – along which the visitors walk
  • U-shape areas (front) with three open sides – along which the visitors walk
  • island areas where all of the four sides are open

6. The Exhibitor is obliged to leave the exhibition area after dismantling the display in the same condition in which it was before the commencement of the installation. The Exhibitor is obliged to cover expenses incurred by remedying any ruin, damage or excessive dirt.

7. The Exhibitor is not authorized to sublease the exhibition area to any third parties.

8. The Exhibitors are obliged to adhere to the timetable of arrivals and leaves from the exhibition premises.

Article 4 – Insurance

1. Cannafest contracts, in favour of the Exhibitors, an insurance of the displays and of the liability for damage in the course of trade fairs automatically within the framework of the services provided by Cannafest at a lump-sum advantageous price of CZK 2500 (100EUR). The insurance is valid for the whole course of the Trade Fair, including assembly and dismantling (except for a simple theft).

2. Scope of the insurance agreed upon:

  • Natural hazards insurance – in the widest possible extent (so-called comprehensive natural hazards insurance), indemnification limit: CZK 5,000,000, deductible CZK 5,000
  • Theft risk insurance (theft, robbery) – indemnification limit: CZK 5,000,000, deductible CZK 5,000
  • Simple theft risk insurance – indemnification limit: CZK 100,000, deductible CZK 5,000
  • Third party liability insurance – indemnification limit: CZK 1,000,000, deductible CZK 1,000

3. Cannafest shall not be held liable towards the Exhibitors or their Co-Exhibitors for any loss, destruction or any damage to the things brought by the Exhibitors into the premises leased (i.e. exhibits, stand equipment, packaging, packing materials, etc.), regardless of the fact whether the loss, destruction or other damage have arisen during the assembly, dismantling, transport or in the course of trade fairs.

4. The Exhibitors have a possibility to order their own security guards for their displays.

Article 5 – Safety: Technical and fire regulations, energy use regulations and directive regulating the use of temporary electrical installations

1. The Exhibitors must not store or use, in their displays or in Trade Fair premises, any flammable or radioactive substances, explosives, acids, poisons and other products harmful to health.

2. In the course of of the Trade Fair, as well as during the installation and dismantling it is forbidden to smoke or handle naked flames in all the indoor Trade Fair premises. The Exhibitors are obliged to observe, during the installation, in the entire course of the Trade Fairs and during the dismantling, generally binding legislation of the Czech Republic and technical standards for the above mentioned areas including work safety regulations and handling all technical equipment. Furthermore, the Exhibitors are obliged to observe applicable fire regulations valid for individual exhibition areas and the instructions of the authorized members of the fire assistant service and of the Cannafest staff.

3. Temporary electrical devices must comply with the ČSN 341090 standard and with all other applicable regulations in force. The electrical installation works can only be carried out by a person duly authorized to do so, i.e. possessing the Certificate of Competence according to Act No. 174/1968 Coll., Art. 4(f) and Art 3(2) of the Czech Work Safety Authority (ČÚBP) and Czech Mining Authority (ČBÚ) Regulation No. 20/1979 Coll.

Article 6 – Basic conditions for the stand installation

1. The stand installation is offered and carried out by Cannafest. The Exhibitors who prefer to install their stands by themselves rather than having it installed by Cannafest are obliged to submit the ground plan and front view of the stand, marking high-rise dominants, as well as the power, water and sewerage system lines, for approval to Cannafest no later than October 14, 2024.

2. The Exhibitors are obliged to install all perimeter walls of their displays at a minimum height of 2.5 m. It is not possible to use the back sides of the walls of adjoining stands.

3. The Exhibitors are obliged to adhere to the Cannafest Technical Conditions for the Participation of Exhibitors at the Trade Fair.

Article 7 – Exhibitor’s Presentation

1. The Exhibitors are only authorized to advertise their products or services in their own displays. The Exhibitors must not disturb or restrict surrounding stands by their presentations.

2. A placement of any advertising or promotional materials outside the Exhibitor’s own display is only permitted subject to previous written approval after negotiations with Cannafest, for consideration which is not a part of the rental of the exhibition area.

3. Cannafest is authorized to forbid or remove at the Exhibitor’s expense all advertising which do not correspond to the above listed conditions or which support fascism, race, religious or other intolerance or reduce human dignity.

4. During the Trade Fair it is permitted to perform audio-visual, acoustic, musical, dancing and other productions for the time not exceeding 8 minutes once an hour, and only provided that the other Exhibitors will not be disturbed by the production and that Cannafest has granted its written consent to these productions. The noise outside the stand must not exceed the noise level of 60 dB. In order to be allowed to perform, the Exhibitor is obliged to apply for approval by the competent collective administrator of copyright (such as OSA or INTERGRAM).

5. Cannafest is authorized to forbid all performances causing excessive noise, dust, pollution, vibrations, endangering safety of visitors or other Exhibitors or disturbing the Trade Fair operation, and to require the Exhibitor in question to pay a contractual penalty amounting to CZK 5,000 + VAT.

Article 8 – Deadline for applications and orders

1. It is necessary to send the Binding Application, the Order of Additional Services, the Order of the Stand Installation, the Order of Registration of Other Companies – Co-Exhibitors or any other order forms to through the online system and exhibitor´s user account by October 21, 2024 the latest.

Article 9 – information on processing your personal data

1. Cannafest, under the Regulation (EU) 2016/679 of the European Parliament and of the Council on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation) (hereinafter as ‘the Directive‘), processes the following personal data:

I. in case you book your participation in the Cannafest 2024, held on November 01 - 03, 2024 in Prague (including renting of exhibition space, technical equipment, energy supply and further services to ensure your participation):

  • name and surname
  • e-mail address
  • phone number
  • identification number and tax identification number
  • registered office address, billing address
  • data related to payment

It is necessary to process these personal data for the purposes of contract performance and also for the purposes of contract record keeping and potential future exercise and protection of rights and duties of the contracting parties. Such processing is in line with Article 6 (1b) of the Directive. Such personal data will be processed by Cannafest for the purposes herein for 10 years after the implementation of the last part of the contract performance, unless longer record keeping of contract documentation is required by other legislation. Such processing is in line with Article 6 (1b, f) of the Directive.

ii. in case you register a user account:

  • name and surname
  • e-mail address
  • phone number
  • identification number and tax identification number
  • registered office address

These personal data are required to be processed for administration of your account, releasing your orders and further contract performance, in case such contract is concluded between you and the Cannafest company. Such processing is in line with Article 6 (1b) of the Directive. These personal data will be processed by Cannafest for the purposes of administration of your account while the account is actively used and further for the period of 1 year after the implementation of the order, or for the minimum of 1 year after the account has been set up, or for the period of 1 year after the participation in the Cannafest Trade Fair or the EuroAmCBC conference.

2. In case you place an order with Cannafest you will receive commercial messages to your e-mail address (or phone number). Such procedure is in line with Section 7(3) of Act No. 480/2004 Sb., on Information Society Services, unless you refuse it. These messages may only refer to similar products or services and you may easily unsubscribe from receiving them-by sending an email. The e-mail address will be used by Cannafest to send commercial messages for the period of 3 years after the user account set-up or 3 years after the implementation of the last order if that is the case or unless you unsubscribe during this period.

3. Cannafest declares that all personal data are confidential and will not be provided to third parties with the exception of processors, who are:

  1. web-hosting
  2. electronic communication systems
  3. Alternatively other providers of processing software, services and applications, which are, however, not presently used by the provider.

4. Please, take into account that under the Directive you are entitled to:

  • require that Cannafest inform you which personal data it processes and require a copy of such information,
  • require that Cannafest provide you with the access to these data and have them updated or corrected, or require restriction to processing,
  • require that Cannafest delete your personal data – Cannafest will delete it unless the deletion is contrary to the justified interests of Cannafest,
  • require that the personal data be transferred, in case the data is processed by an automated method,
  • contact us in case you are in doubt concerning our obligations regarding the personal data processing, or you may contact the Office for Personal Data Protection (Úřad pro ochranu osobních údajů) or you may file a complaint with the court.

As a VAT payer we are required to act in line with provisions of Section 27 of Act No. 235/2004, on the Value Added Tax. Therefore it is not possible to delete personal data on the tax documents we issued.

5. Cookies

i. Cannafest s.r.o. with registered office at Pricna 1892/4, 110 00 Prague 1, Identification Number: 03962377, registered at the Municipal Court in Prague, Section C, Entry 239869 (hereinafter “Cannafest”), as an operator of the www.cannafest.com website is using cookies on this website. The cookies are used for the following purposes:

  • counting website visits and creating statistics related to these visits and customers’ behaviour on this website,
  • functioning of the website.

ii. The cookies data collection mentioned in paragraph 1 may be regarded as processing of personal data. Such processing is possible under a legal ground – a legitimate interest of the Administrator, which is in line with Article 6 (1f) of the Regulation (EU) 2016/679 of the European Parliament and the Council on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation) (hereinafter and hereinbefore ‘the Directive‘).

iii. The website may be used in such a regime, which does not enable the data collection related to customers‘ behaviour – this regime may be set up in the browser settings, or an objection may be raised against such data collection on grounds of a legitimate interest of Cannafest under Article 21 of the Directive and it shall be sent to info@cannafest.cz. Your objection shall be dealt with without undue delay, no later than 30 days after reception. The cookies essential for the website functioning shall be stored only for the period necessary for the website functioning.

iv. If you raise an objection against processing technical cookies essential for the website functioning, we cannot guarantee that the website will be compatible and fully functioning.

v. Cookies gathered for the purposes of counting the website visits and creating statistics related to these visits and the customers‘ behaviour on the website are assessed as a mass unit and in a form of pseudonym.

vi. Cookies for advertisement targeting are processed with your consent. You give the consent for the period given for individual marketing cookies. The consent given for the cookies data collection for marketing purposes may be withdrawn at any time by changing the browser setting or by contacting us at info@cannafest.cz.

Cannafest gathers on its website the following cookie files:

Type Name Purpose Expiration
analytical Google Analytics Gathering statistical information Depending on the browser setting or until erased
analytical HotJar Gaining information on user’s behaviour in a form of video recording or graphical maps Until erased
marketing Google AdWords Gaining information for targeting and re-marketing purposes Depending on the browser setting or until erased
marketing Sklik Gaining information for targeting and re-marketing purposes Depending on the browser setting or until erased

The cookie files gathered are further processed by the following processors:

  • provider of the Google Analytics service, operated by Google Inc., registered office at 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA,
  • provider of the Google AdWords service, operated by Google Inc., registered office at 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA,
  • provider of the HotJar service, operated by HotJar Ltd., registered office at St Julian’s Business Centre, 3, Elia Zammit Street, St Julian’s STJ 1000, Malta,
  • provider of the Sklik service, operated by Seznam.cz, a.s., registered office at Radlická 3294/10, 150 00, Prague 5, the Czech Republic.

The cookie files are then processed by the processors in line with their Terms an Conditions located at the following links:

Please, take into account that under the Directive you are entitled to:

  • require that we inform you which of your personal data we process,
  • require that we provide you with access to these data and have them updated or corrected, or require restriction to processing,
  • require that we delete your personal data – unless they personal data we are obliged to or entitled to process under the appropriate legislation,
  • require that the personal data be transferred and require a copy of the processed personal data,
  • submit a complaint with the Office for Personal Data Protection (Úřad pro ochranu osobních údajů)
  • an effective court protection, in case you presume your rights under the Directive have been violated as a result of the processing of your personal data contrary to the Directive.

6. Consent to sending newsletters

1. By subscribing to our newsletter via a pop-up window at www.cannafest.com you give consent to Cannafest, s.r.o with registered office at Pricna 1892/4, 110 00 Prague 1, Identification Number: 03962377, registered at the Municipal Court in Prague, Section C, Entry 239869 (hereinafter “Cannafest”) to process your e-mail address in line with the Regulation (EU) 2016/679 of the European Parliament and of the Council on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation) (hereinafter ‘the Directive‘).

2. Your e-mail address shall be processed for the purpose of sending commercial messages. The e-mail address may be processed based on the consent you have granted. Such processing is in line with Article 6 (1a) of the Directive.

3. Your e-mail address shall be processed by Cannafest for the purposes mentioned above for 3 years after the consent has been given, unless you extend the period.

4. You hereby give your express consent to the above-mentioned data processing. You may withdraw your consent at any time, by sending a letter or an e-mail to info@cannafest.cz or by clicking the link in the commercial message. If your withdraw your consent you will stop receiving the commercial messages.

5. The processing of the personal data is done by the Cannafest company, however, we may ask the following processors to process the data for us:

  1. the marketing services provider
  2. or other providers of processing software, services, or application, which are however not used by the Cannafest company at the moment.

7. Please, take into account that under the Directive you are entitled to:

  • require that we inform you which of your personal data we process,
  • require that we provide you with access to these data and have them updated or corrected, or require restriction to processing,
  • require that we delete your personal data – unless they are personal data we are obliged to or entitled to process under the appropriate legislation,
  • require that the personal data be transferred and require a copy of the processed personal data,
  • submit a complaint with the Office for Personal Data Protection (Úřad pro ochranu osobních údajů)
  • an effective court protection, in case you presume your rights under the Directive have been violated as a result of the processing of your personal data contrary to the Directive.

Article 10 – Final provisions

1. All the requirements and changes on the part of the Exhibitors must be sent to the Cannafest Trade Fair Administration, subject to a previous agreement with Cannafest, in writing. All complaints on the part of Exhibitors towards Cannafest for the time of stand installation and course of the Trade Fair must be submitted in writing to the Cannafest Trade Fair Administration Director or to the authorized representative before the end of the Trade Fair or during the dismantling work until it is completed.

2. The present Business Terms and Conditions form an integral part of the Binding Application for participation of the company at the Trade Fair.

3. No-smoking rule – There is a strict no-smoking rule inside the Trade Fair premises. Smoking is only allowed in designated areas. The Exhibitor is responsible for this rule being followed also by visitors of their stand area. In case this rule has been breached the Exhibitor is obliged to inform Cannafest immediately. The Exhibitor is liable for all damage incurred by Cannafest as a result of breaching the no-smoking rule.

4. Miscellaneous – Persons under 18 are only permitted to enter when accompanied by an adult. It is forbidden to bring illegal substances, weapons as well all objects usable for acts of violence, and animals inside the Trade Fair premises. There will be authorized staff at the entrance and inside the Trade Fair premises to make sure these rules are followed. They are entitled to ban those breaching this rule from entering the Trade Fair premises. Compensation of costs is not possible.

 

Prague, 7/3/2024

 

 

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