GENERAL TERMS AND CONDITIONS PARTICIPATION IN BOLD OPTICAL FAIR

Version:January 2025

These General Terms and Conditions apply to participation in trade fairs, exhibitions and other events organized by Bold Optical Fair BV (hereinafter: the Organization).

ARTICLE 1 – DEFINITIONS
1.1 Organisation: Bold Optical Fair BV, registered with the Chamber of Commerce under number 84613017, located at Lijnderdijk 199, 1175 KE Lijnden, the Netherlands.
1.2 Event: any fair, exhibition or other event organised by the Organisation.
1.3 Participant: any natural or legal person whose registration for the Event has been accepted (an automatic confirmation email from the system is also seen as acceptance of participation) and who has entered into a Participation Agreement with it.
1.4 Registration form: the digital or written form with which an Applicant registers for the Event.
1.5 Applicant: any natural or legal person who registers to participate in the Event.
1.6 Participation Agreement: the agreement that is concluded between the Organisation and the Participant after acceptance of the Registration Form.
1.7 Participation Costs: the total amount that the Participant owes to the Organisation for stand rental, promotion (such as website and banners) and additional services.
1.8 General Terms and Conditions: this document, which forms part of the Participation Agreement.
1.9 Specific Terms: additional rules or provisions provided per Event.
1.10 Online Shop: orders placed via Bold-onlineshop.nl the same conditions.

ARTICLE 2 – REGISTRATION AND ACCEPTANCE
2.1 Registration will only take place via the official Registration Form and is binding upon submission.
2.2 Conditional entries are only valid with the written approval of the Organization.
2.3 The Applicant guarantees the correctness of all information provided and declares to be authorized to enter into the agreement.
2.4 By submitting the Registration Form, the Applicant agrees to these General Terms and Conditions. This digital agreement is legally binding.
2.5 The Participation Agreement is concluded as soon as the Organisation confirms the registration in writing.
2.6 The Organisation reserves the right to refuse a registration without giving any reason. Any prepayments will then be refunded.
2.7 Participants’ wishes regarding location will be taken into consideration but cannot be guaranteed.
2.8 If the capacity is exceeded, registration may be placed on a waiting list.

ARTICLE 3 – CANCELLATION BY PARTICIPANT
3.1 Cancellation must be notified in writing. The following cancellation fees apply:

Up to 225–185 days for build-up: 15% of the invoice amount (with a minimum of 500 euros, down payment)
184–124 days: 50%
123–62 days: 75%
61 days or less: 100%

3.2 These percentages include additional options (such as promotion, additional banners, Online Sop orders). Registration fees are non-refundable.
3.3 In exceptional cases beyond the control of the Participant, the Organisation may decide to grant a partial refund, with a minimum of 25% withholding.
3.4 Orders placed via Bold-onlineshop.nl will never be refunded in full. Costs that have already been incurred will be deducted from any refund amount.

ARTICLE 4 – CHANGES OR CANCELLATION OF THE EVENT
4.1 The Organisation may, in exceptional circumstances, change the date, set-up or location of the Event or cancel the Event. In such cases, no claim for compensation can be made.
4.2 In case of cancellation, all payments (if possible) – with the exception of registration fees and costs already incurred – will be refunded within 60 days.
4.3 Any refunds will be granted proportionally based on the reserved stand size.

ARTICLE 5 – CONDUCT AND PROGRAM
5.1 The Organisation reserves the right to refuse or remove materials or stands without giving any reason.
5.2 The Organisation may use photo and video material of the Event, including attendees, for promotional purposes. Participants give permission for this.

ARTICLE 6 – PAYMENT
6.1 Participation fees must be paid in full before the due date stated on the invoice.
6.2 Invoices will be invoiced in one lump sum prior to the Event.
6.3 Objections to an invoice must be submitted in writing within 30 days, otherwise the invoice will be deemed to have been accepted.
6.4 In the event of late payment, statutory interest is due, plus 15% collection costs.

ARTICLE 7 – STAND CONSTRUCTION AND APPROVAL
7.1 Participants must submit their stand designs for approval in good time.
7.2 In the event of non-compliance, participation may be refused without the right to a refund.
7.3 Failure to set up or occupy the stand in time will result in loss of rights without compensation.

ARTICLE 8 – DEMOLITION AND DAMAGE
8.1 Stands must be dismantled within the specified period and the surface must be returned to its original state.
8.2 Damage to location or infrastructure is at the expense of the Participant.
8.3 Abandoned goods may be removed or stored at the risk and expense of the Participant.

ARTICLE 9 – HOUSE RULES
9.1 Participants may not rent out their stand to third parties, keep it closed or leave it unattended during opening hours (unless otherwise agreed).
9.2 Nuisance, unfair competition and unsafe situations are prohibited.
9.3 Sound amplification, fire, hazardous substances and distribution outside the stand are only permitted with written approval.
9.4 Consumption and distribution of food and beverages are subject to venue conditions.
9.5 Smoking and the use of e-cigarettes are prohibited in the building.

ARTICLE 10 – INTELLECTUAL PROPERTY
10.1 The display or sale of infringing goods is prohibited.
10.2 Proof of ownership or license must be provided upon request.
10.3 All intellectual property rights of the Event belong to the Organisation.

ARTICLE 11 – CATALOGUE / WEBSITE
11.1 Participants are responsible for the timely and correct delivery of promotional material. Late or incomplete delivery will result in exclusion without refund.
11.2 The Organisation is not liable for any errors or omissions.

ARTICLE 12 – LIABILITY AND INSURANCE
12.1 Goods are at the Participant’s own risk at the Event.
12.2 The Participant is solely responsible for licensing and compliance with legislation.
12.3 The Organisation is not liable for damages, except due to intent or gross negligence.
12.4 Participants are obliged to adequately insure themselves and their property.
12.5 The Participant indemnifies the Organisation against claims from third parties.

ARTICLE 13 – FAILURE TO FULFIL OBLIGATIONS
13.1 In the event of a breach of the terms and conditions, the Organisation may:

Terminate the Participation Agreement;
Deny access to the Event;
Removing or storing goods at the expense of the Participant;
Exclude the Participant from future events;
Collection costs and recovering damages.

ARTICLE 14 – FINAL PROVISIONS
14.1 If any provision is found to be invalid, the remaining provisions shall remain in force.
14.2 General terms and conditions of the Participant are excluded.
14.3 In the event of a conflict, the Specific Terms and Conditions shall prevail.
14.4 These terms and conditions may be amended in the interim. The amended version is binding after publication.
14.5 Objections to changes must be submitted within 5 working days after publication.

ARTICLE 15 – DISPUTES
15.1 These terms and conditions are governed by Dutch law.
15.2 Disputes will be submitted to the competent court in Amsterdam.
15.3 Participants choose domicile at the address of Bold Optical Fair BV.

ARTICLE 16 – FORCE MAJEURE
16.1 In the event of force majeure (such as pandemic, war, natural disaster, government measures, terrorist attacks), the Organisation is not liable for non-performance.
16.2 The Organisation may withhold or still charge costs incurred.
16.3 No full refund will be made; the closer to the Event, the higher the deduction.

These Terms and Conditions supersede all previous versions.