GENERAL TERMS AND CONDITIONS PARTICIPATION IN BOLD OPTICAL FAIR

Version: Tightened – January 2026

These General Terms and Conditions apply to all 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, Chamber of Commerce 84613017, located in Lijnden, the Netherlands.
1.2 Event: any event, fair or exhibition organised by the Organisation.
1.3 Participant: any natural or legal person whose registration has been accepted by the Organisation.
1.4 Applicant: the person who registers for participation in the Event.
1.5 Registration form: the (digital) form with which participation is requested.
1.6 Participation Agreement: the agreement between the Organisation and the Participant.
1.7 Participation Fee: all amounts payable by the Participant, including stand rental, registration fees, promotion and additional services.
1.8 General Terms and Conditions: these Terms.
1.9 Specific Terms: additional terms and conditions per Event.
1.10 Build-up date: the first official build-up day of the Event as communicated by the Organisation.
1.11 Webshop: the online ordering environment of the Organisation, for which separate conditions apply.


ARTICLE 2 – REGISTRATION AND CONTRACT

2.1 Registration takes place exclusively via the official Registration Form and is binding.
2.2 The Participation Agreement is concluded after written (digital) confirmation by the Organisation.
2.3 The Applicant declares to be authorized to enter into this agreement.
2.4 By registering, the Applicant declares to agree to these General Terms and Conditions.
2.5 The Organisation reserves the right to refuse registrations without giving a reason. Amounts already paid will be refunded in this case.
2.6 Wishes regarding location are not binding.
2.7 If capacity is exceeded, a waiting list may be used.


ARTICLE 3 – CANCELLATION BY PARTICIPANT

3.1 Cancellation must be made in writing.
3.2 A non-refundable deposit of at least €500 is due upon registration.
3.3 In the event of cancellation, the following costs are due, calculated on the total invoice amount:

  • More than 185 days before accrual date: 15%

  • 185 to 125 days before accrual date: 50%

  • 124 to 63 days before accrual date: 75%

  • 62 days or less before accrual date: 100%

3.4 These costs also include additional options and promotional services.
3.5 Registration fees are never refundable.
3.6 In exceptional cases, the Organisation may decide to issue a partial refund, with a minimum of 25% of the total amount retained.
3.7 Orders via the Webshop are subject to separate conditions and are not fully refundable. Demonstrably incurred costs will always be retained.


ARTICLE 4 – CHANGE OR CANCELLATION OF EVENT

4.1 In the event of special circumstances, the Organisation may change the date, location or set-up or cancel the Event.
4.2 In the event of cancellation by the Organisation, a refund will be given of amounts already paid, minus registration costs and demonstrable costs incurred.
4.3 The Organisation is not liable for any additional damages.


ARTICLE 5 – CONDUCT, PROGRAM AND MEDIA

5.1 The Organisation may refuse or remove stands, materials or expressions if they are contrary to the character or safety of the Event.
5.2 Participants grant permission for the use of photo and video material on which they or their stand are visible, for promotional purposes, without the right to compensation.


ARTICLE 6 – PAYMENT

6.1 Invoices must be paid in full before the due date.
6.2 Late payment entitles the Organisation to refuse participation without refund.
6.3 Objections to invoices must be reported in writing within 14 days.
6.4 In the event of late payment, statutory interest is due, plus 15% collection costs.


ARTICLE 7 – STAND CONSTRUCTION AND USE

7.1 Stand designs must be submitted for approval in good time.
7.2 Non-compliance may result in exclusion without refund.
7.3 Failure to occupy the stand in time will result in loss of rights.


ARTICLE 8 – DEMOLITION AND DAMAGE

8.1 The stand space must be left clean and in its original state.
8.2 Damage will be fully recovered from the Participant.
8.3 Abandoned goods will be removed at the expense and risk of the Participant.


ARTICLE 9 – HOUSE RULES

9.1 Subletting or transfer of the stand is prohibited without written permission.
9.2 Nuisance, unsafe situations and unauthorized activities are prohibited.
9.3 Distribution of food and beverages is only permitted in accordance with location conditions.


ARTICLE 10 – INTELLECTUAL PROPERTY

10.1 Infringing goods are prohibited.
10.2 Proof of rights must be submitted on request.
10.3 All rights with regard to the Event are vested in the Organisation.


ARTICLE 11 – PROMOTIONAL MATERIAL

11.1 Participants are responsible for timely delivery.
11.2 The Organisation is not liable for any errors or omissions.


ARTICLE 12 – LIABILITY AND INSURANCE

12.1 Participation is entirely at your own risk.
12.2 The Organisation is only liable in the event of intent or gross negligence.
12.3 Liability is at all times limited to the amount paid out by the insurance, or a maximum of the participation amount paid by the Participant.
12.4 Liability for indirect, consequential, loss of profits or reputational damage is excluded.
12.5 The Participant indemnifies the Organisation against claims from third parties.
12.6 The Participant is obliged to take out adequate insurance.


ARTICLE 13 – FAILURE TO FULFIL OBLIGATIONS

In the event of a violation of these terms and conditions, the Organization may terminate participation, deny access, recover costs and refuse future participation.


ARTICLE 14 – MODIFICATION OF TERMS AND CONDITIONS

14.1 The terms and conditions applicable to the Participation Agreement are as applicable at the time of registration.
14.2 Changes will only apply to future registrations, unless changes are necessary due to law or force majeure.
14.3 General terms and conditions of the Participant are excluded.


ARTICLE 15 – DISPUTES

15.1 These terms and conditions are governed by Dutch law.
15.2 Disputes shall be submitted exclusively to the competent court in Amsterdam.


ARTICLE 16 – FORCE MAJEURE

16.1 In the event of force majeure, the Organisation is not obliged to pay compensation.
16.2 Demonstrably incurred costs may be withheld or recharged.
16.3 Full refunds are excluded.

These Terms and Conditions supersede all previous versions.