Exhibition / Sponsorship

WIP Wirtschaft und Infrastruktur GmbH & Co Planungs-KG (WIP) is the organiser of the event and only WIP is empowered to accept or reject applications and to allocate stands.

By completing the online booking process, exhibitor and sponsors acknowledge and agree that the reservation is binding and subject to the terms and conditions outlined herein. Once confirmed, cancellations or modifications may be subject to applicable fees as specified in our cancellation policy. Registration of a participant entails acceptance of these conditions.

The technical regulations of the venue must be respected.
Deadlines set by WIP and Austria Center Vienna must be met. WIP as well as Austria Center Vienna cannot guarantee to provide the offered service if orders are handed in too late.

1.    EVENT DATES & LOCATION

Event name: 41st European Photovoltaic Solar Energy Conference and Exhibition, EU PVSEC 2024
Location: Austria Center Vienna, Bruno-Kreisky-Platz 1, Vienna, Austria
Exhibition: 23 September – 25 September 2024
Conference: 23 September – 27 September 2024

2.    STAND ALLOCATION

No stand proposals will be made without the booking being received by WIP. The stands will be allocated solely by WIP on availability and confirmed in writing by WIP.
The position allocated is definite. WIP shall have the right to change the allocation of a stand in case of unforeseen and/or unavoidable circumstances beyond its control, changes of the size or type of stand, as well as for unforeseen technical reasons.

• The booked space de facto must be used for the presentation of the company that is stated as “Company” in the booking.
• Every Co-exhibitor who shares the space must be announced as such during the booking process.
• Reselling of stand space or transferring the right to exhibit on the relevant stand to third party is strictly forbidden without prior written authorisation of WIP.
• All stands are bookable upon request and availability.
• The stand sides facing the visitors’ aisles must be designed in a transparent and open form. 70% of the stand’s open side length must be easily accessible and open to public view. Railings up to a height of 1m are not regarded as walls. If the exhibitor closes more than 30% of a stand side facing an aisle, the organiser reserves the right to reallocate the stand.

3.    STAND STRUCTURE & DESIGN

The setting-up of stands (structure and design) must be pre-approved. The technical regulations of the venue must be respected.

The setting-up of stands (structure and decoration) must be executed with materials that are not easily inflammable and which do not emit harmful gases under the effect of heat. Any installations or decorative elements that could affect another exhibitor in any way are prohibited.

• No part of the stand may exceed the given stand limits.
• Parts or exhibits exceeding the dimensions of the stand limits may be removed from the exhibition area by WIP or Austria Center Vienna at the expense of the exhibitor.
• Any part facing an adjacent stand that is over 2.50m in height shall be designed with neutral surfaces (white). Noncompliance can implicate a renovation at the expense of the exhibitor.
• No Pop-Up Stands are allowed; all stands need to have fixed walls.

4.    PAYMENT TERMS AND CONDITIONS

Payment must be made by the due date indicated on the invoice. All invoices must be paid before the Exhibition starts. Only those exhibitors who have made payment due in time are allowed to build up their stand and exhibit.

1. Full payment will be charged after the booking process.
2. The payment is independent from the allocation process.
3. Discounts will be applied during the booking process. Discounts can’t be combined.
4. All invoices will be issued during the booking process and can be downloaded.
5. Any changes made after invoicing the final payment will be credited or debited with a separate credit note or invoice.
6. If the exhibitor’s payment is not received in due time, WIP is entitled to give the booked space to third party.
7. Late payment will cause a surcharge of 10% payable latest with final payment invoice.
8. Bank charges are to be borne completely by the exhibitor.
9. Exhibitors reducing the size of their stand will be charged with 100 €/m² of reduced space after 26 June 2024.

4.1     PAYMENT BY INTERMEDIARIES (e.g., Agents)

The intermediary shall be responsible for the payment, irrespective of the client’s payment to the intermediary.

4.2 CANCELLATION

Any cancellation must be made in written form.
After receipt of the Exhibitor’s booking a cancellation fee will be due:

• For cancellations before 10 June 2024 the fee of 100€/m² must be paid.
• For cancellations after 10 June 2024 the full amount must be paid.
• Overpayments will be reimbursed.

5.    EXHIBITORS’ MANUAL

Detailed information about the event such as opening hours, technical regulations, hotel booking, etc. will be available for download as a compiled Exhibitors’ Manual on the event’s website: https://eupvsec.org

Extra services are at the expense of the exhibitor as are the costs for consumption and use. The exhibitor is responsible for passing the information of the Exhibitors’ Manual to his stand constructor, advertising agency and other sub-contractors involved in this event.

The exact set-up / dismantling times will be given in the Exhibitors’ Manual. The exhibitor must follow these instructions.

6.    EXHIBITION RULES

In case a neighbour stand is located aside from power supply, the exhibitor may have to grant access to power supply. The exhibitor undertakes to keep his stand open throughout the duration of the exhibition. He also undertakes not to remove any exhibits or dismantle his stand before the end of the exhibition. Furthermore, the exhibitor undertakes to take care of the waste disposal.

7.    ADVERTISEMENT

Advertising on site is only allowed by the respective channels offered by WIP. Noisy publicity of any kind, in particular the use of loudspeakers, is prohibited. Publicity material may only be handed out at the exhibitor's stand.

8.    EXHIBITOR INFORMATION ON THE WEBSITE OF THE EVENT

WIP may allow exhibitors to provide information for visitors and other participants on the website of the event, in particular in relation to exhibitor logos, exhibitor profiles, job offers and product information (summarised “exhibitor information”). The exhibitor is responsible for this information himself, applicable laws must be observed. The exhibitor shall ensure before publication that he is legally entitled to publish the information (that he possesses the rights to distribute and to make available to the public) and that the published information complies with applicable competition laws and does not infringe any third party rights. The access authorisation (username and password) granted by WIP is not transferable and must be protected according to the current state of technology against loss or theft, unauthorised access or unauthorised transfer. The exhibitor shall inform WIP immediately after discovering loss or theft, possible unauthorised access or transfer. As a principle, WIP is not obliged to review and control the exhibitor information before it is made available for access on the web. If the rights of a third party are infringed due to or in connection with the exhibitor information and if (a) WIP is informed of the infringement by the third party or (b) a third party lodge the appropriate claim against WIP, WIP shall inform the exhibitor immediately after receiving the notice or notification of the claim by the third party. The exhibitor shall revise the exhibitor information without delay so that it no longer infringes the rights of a third party or by other means make the exhibitor information compliant with applicable laws. In the interim, WIP is entitled to temporarily withdraw from publishing the exhibitor information in question and may change it without prior approval of the exhibitor.

9.    CIVIL LIABILITY

Exhibitors guarantee conclusion of any insurance agreement by an insurance company covering civil liability, stand material and the goods exhibited, whether these goods or material are their own or a third party's property during the time of exhibition, incl. construction/dismantling of stands. In the event of an accident or damage, exhibitors relinquish all claims against:

• WIP Renewable Energies
• Austria Center Vienna
• the exhibitors at the exhibition, the exhibition visitors and the conference participants
• the participants of the event

The exhibitor is responsible for any damage to a third party, caused either by himself or by his employees or his material.
The exhibiting company and its representatives confirm that WIP in no way takes responsibility for loss, injury or damage to items or persons, whatever the cause may be, before, during, or after the event.

WIP is responsible under civil law in its capacity as organiser of the event. This liability shall in no case extend to the damage caused neither to participants of the event, nor to rented goods by third parties. WIP shall not be liable for damages arising from inadvertent negligence on its part or that of its legal representatives or vicarious agents regardless of the legal nature of the claim. The liability exclusion shall not govern the breach of any obligation whose fulfilment is a prerequisite to properly execute the trade fair agreement, and whereby the exhibitor would normally depend on compliance with such an obligation (“material breach”). Under these circumstances, WIP´s liability shall be limited to damages that typically arise within the framework of the contract.

Austria Center Vienna is responsible under civil law in its capacity as owner of the premises and of fixed or temporary installations used for the exhibition, for any loss or damage resulting from intent or gross negligence on the part of Austria Center Vienna in performing its contractual obligations.

Exhibitors shall not be entitled to any compensation should political or economic circumstances or a case of ‘force majeure’ prevent the exhibition from being held or limit its size or modify its nature. Should it not be possible for the exhibition to start, the rental fees shall remain the property of the organiser up to a sum corresponding to the amounts for which the organiser is already committed.

10.    Privacy Policy

We and our cooperation partners process and use personal data only to the extent necessary for the establishment, content organisation or change of the legal relationship (data inventory). These actions are taken on the basis of Art. 6 Sect. 1 lit. b GDPR, which permits the processing of data for the fulfilment of a contract or pre-contractual actions. We collect, process and use personal data only to the extent that this is necessary to make it possible for users to utilize the services and to bill for them.

For further information please visit GDPR / Privacy Policy (eupvsec.org)

11.    Miscellaneous

Any claims by the exhibitor against WIP must be in writing (letter, fax or E-Mail), subject to a statute of limitations of 12 months from the end of the calendar year in which the claims arise.

Any agreements that deviate from these or supplementary provisions (including this clause) must be in writing.

This agreement shall be governed by, and be construed in accordance with, the laws of the Federal Republic of Germany, without regard to principles of conflicts of laws and without regard to the UN Convention on the Sales of Goods.

Sole legal venue is Munich, Germany.

In any disputes that may arise concerning the execution or interpretation of the present General Regulations, both parties declare that they agree to the competence of the relevant tribunal in Munich, Germany.

General Terms and Conditions for the exhibition prepared in Munich, Germany, 24. October 2023.

41st European Photovoltaic Solar Energy Conference and Exhibition
– General Terms and Conditions for the Exhibition –