Terms and Conditions exhibitors

TERMS AND CONDITIONS FOR PARTNERS/SPONSORS OF A JAKAJIMA EVENT

  1. Contract for space: constitutes an assignment for the Exhibitor to use a certain boothspace or space for advertisement/flags or billboards at the location of an event or conference, in accordance with show regulations and also in accordance with the regulations of the location where the event or conference takes place.
  1. Payments: Payment in time is required to hold the exhibit space. The payment schedule for all exhibitors is as follows: 100% has to be paid ultimately prior 7 days before the conference date. Any late payments may result in releasing the exhibit space to others(for the unpaid portion), possible booth re-location or forfeiting of total funds paid.
  1. Cancellation of Contract for space: In the event that the Exhibitor cancels the Contract for space, the Exhibitor must do so in writing. The Exhibitor will be obliged to pay cancellation charges to Jakajima as follows:
    • Cancellation 4 months prior the conference date – 50% cancellation charges, over the total contracted booking
    • Cancellation between 4 months prior and 2 months prior to the conference date – 75% cancellation charges, over the total contracted booking
    • Cancellation 2 months prior the conference date – no refund will be made and entire contracted booking costs will be forfeited.
    • Please note: Any refunds due by Jakajima will be made after the completion of the conference or event.
  1. Liability Limitation and Indemnification:
    • Jakajima is in no way whatsoever liable for any injury or damage which may occur, whether it be to goods or to people of the Exhibitor. Neither is Jakajima liable for damage to third parties caused by the use of the space at the location by the Exhibitor. The Exhibitor indemnifies Jakajima against demands by third parties to this effect. The Exhibitor furthermore indemnifies Jakajima against all claims which third parties may instigate with respect to the exhibition.
    • Insurance: Each Exhibitor is required to be insured against all forms of damage caused by any reason, including fire in all cases. All property of the Exhibitor is understood to remain under Exhibitor’s custody and control in transit to, from and within the confines of the exhibit area and each Exhibitor shall maintain insurance covering such property. Exhibitor is responsible for general liability coverage of at least € 1,000,000.00. Appropriate Certificates of Insurance shall be furnished by Exhibitor and made available to show to Jakajima upon request.
    • Exhibitor waives all claims of every kind against Jakajima, its sponsors or management, their directors, offices and employees including, without limitation, all claims for damages based on personal property damage, destruction, loss of theft, personal injury, cancellation of the event, failure or refusal to provide space for any exhibit, preventing the display, operation, removal or dismantling of any exhibition space, and other act or failure to act of Jakajima, its sponsors, and management or the sponsors and organisors of the event or conference.
    • Exhibitor indemnifies and saves Jakajima, harmless from claims by Exhibitor’s agents or employees or by any other person, arising out of any act or omission in any way related to Exhibitor’s participation in the event or conference, whether negligent or not.
    • In the event of cancellation or disruption of the event or conference for any cause, the Contract  shall be terminated and the Exhibitor waives any claim for damages or compensation, except that the Exhibitor shall be entitled to a refund of the amount paid for space for that portion of the Event that is either cancelled or disrupted.
    • Jakajima reserves the right to change the venue, event date and pricing if it is determined to be to the benefit of the event. Any payments and space reserved will be applied to new venue or dates. Exhibitor has the right to decline the change and all payments will be refunded.
    • Jakajima is not liable for damage, whatever the nature, arising from damage to or loss of business; nor for damage arising out of the non-functioning or insufficient functioning of technical installations at the location; nor for any other deficiencies of the location or its associated terrain; nor for damage, whether it be to goods or to people, which as far as the damage is concerned should be covered not by Jakajima but by the Liability Insurance of the owner of the location.
  1. Failure to use the space: In the event that Exhibitor fails to use all or parts of any space contracted for, no part of any payment made with respect to unused space will be returned to Exhibitor or applied to amounts due with respect to actually used or any future contract. Exhibitor shall not sublease any part of the exhibit space without the written permission Jakajima.
  1. Conditions for Exhibit and Displays: Jakajima reserves the right to restrict exhibits which, because of noise, method of operation, or any other reason, become objectionable, or otherwise detracts from or are out of keeping with the event or conference. Exhibitors are responsible for meeting all building rules & regulations and any subsequent amendments.
    • Exhibitor shall comply with state and local “health and safety” standards and applicable rules and regulations of local fire authorities in the city where the event takes place and safety guidelines issued by Jakajima.
    • Exhibitors are to surrender spaces occupied by them in the same condition they were at the time they were first occupied.
    • Exhibitors are liable for any damage to floors, walls, columns or other parts of the exhibit/conference property.
    • The distribution of any material or literature is restricted to the exhibitor’s contracted space.
    • The organizers may at all times refuse a company for participating, due to reasons like: safety, security etc.
  1. Additions and Amendments to Rules: Jakajima may from time to time issue such additional rules as it deems necessary for the orderly presentation of the event or conference. Jakajima may amend any rules at any time, provided that such amendment shall not substantially diminish the rights or increase the liability of the Exhibitor.
  1. Music Licensing: No copyrighted music may be played in the exhibition area in any fashion (including but not limited to: background music on video or audio tape presentation) without appropriate licensing. The exhibitor is solely responsible for obtaining these licenses for music originating in the exhibitor’s booth/display area. The exhibitor is also responsible for any fines, court fees, and all other costs that may arise from failure to comply with these licensing requirements
  1. Jakajima is entitled to cancel the Contract for space with the Exhibitor at any moment and without any refund or compensation in case of sudden negative publicity caused by the Exhibitor, which can influence the event or conference, like criminal prosecution or bankruptcy of the Exhibitor or its management.
  1. Jakajima reserves the right to amend these terms and conditions.
  1. These terms and conditions will be governed by the laws of the Netherlands and disputes under or in connection with them shall be subject to jurisdiction of the Dutch courts.