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Regulations
Key requirements for installation of stands at the exhibitions held at the Exhibition Centre Litexpo are laid down in the STAND DESIGN REGULATIONS OF THE LITHUANIAN EXHIBITION CENTRE LITEXPO UAB and GENERAL TECHNICAL SPECIFICATIONS FOR THE CONSTRUCTORS OF STANDS, EXPOSITIONS.
Regulation of JSC lithuanian exhibition center “Litexpo“ concerning the design of stands
I. General clauses
1. The present Exhibition Stand Design Regulation of the Lithuanian Exhibition Centre LITEXPO (hereinafter referred to as the Regulation) is an integral part of the agreement between the LITEXPO and participant of an exhibition or fair on the design of exhibition stands in the rented exhibition or fair area, which establishes general mutual rights an duties of the participant of the LITEXPO exhibition or fair, his authorised contractor of the exhibition stand and LITEXPO. The Regulation shall play in the case, when the exhibitor is planning to have an exhibition stand (hereinafter referred to as the Stand) designed and mounted in the rented empty exhibition or fair area.
For the purpose of this Regulation, LITEXPO is understood as Lithuanian Exhibition Centre LITEXPO, situated at Laisvės av. 5, LT-04215 Vilnius. Exhibitor shall mean a legal or natural person that is registered to participate in an exhibition or fair organised by the LTEXPO and signed an agreement with the LITEXPO on participation and provision with exhibition area in an exhibition or fair, while Authorised contractor of the Stand shall mean a person who presented an authorisation issued by the LITEXPO Exhibitor for Stand installation.
II. Terms and conditions of stand design presentation
2. If the Exhibitor orders empty exhibition area, he/she has the right to authorise LITEXPO or any other company to design, mount and dismantle a Stand. If authorisation is given to a company other than LITEXPO, the Authorised contractor of the Stand shall produce the authorisation issued by the Exhibitor to the exhibition architect of LITEXPO.
3. The final Stand design must be co-ordinated by the Exhibitor or Authorised contractor of the Stand with the exhibition architect of LITEXPO at least 1 week before the opening of the exhibition or fair.
4. Stands must be designed in accordance with the LITEXPO General Technical Conditions (hereinafter referred to as the BTS) applicable for constructors.
5. Stand design may not exceed the boundaries of the area ordered by the Exhibitor.
6. Maximum height of the Stand is 5 m. If the Stand is higher than 2.5 meter, the external wall of the Stand bordering the neighbouring Stand walls must be white, unless otherwise agreed in writing with the exhibition architect of LITEXPO.
7. All structural elements of the Stand mounted at the height of over 3 m above the ground shall be treated as additional advertising area and shall be charged. If a flat structural element is erected at the height of over 3 m, the area of one plane side of the element shall be charged. If a 3-D structural element is erected at the height of over 3 m, the area of all external planes of the element shall be charged. Additional advertising area shall be charged as follows:
7.1. flags under 6 sq.m. size is free of stamp duty;
7.2. advertising area under 10 sq.m. is subject to a stamp duty of LTL 300 + VAT;
7.3. advertising area under 20 sq.m. is subject to a stamp duty of LTL 500 + VAT;
7.4. advertising area under 30 sq.m. is subject to a stamp duty of LTL 650 + VAT;
7.5. advertising area of over 30 sq.m. is subject to a stamp duty of LTL 800 + VAT;
8. If the Exhibitor or Authorised contractor of the Stand places graphical information (monitors, writings or logos) on the external wall of the Stand facing the bordering side of the Stand, their bearing constructions must be moved away from the Stand border by at least 1 meter. LITEXPO recommends coordination with the client of the bordering Stand on this issue.
9. Structural elements of a pavilion (e.g. pillars, beams, partitions, railings, balconies, etc.), which do not belong to the area rented to the Exhibitor, and planned to be used in the Stand must be leased additionally and agreed with the exhibition architect of the LITEXPO. The Exhibitor or Authorised contractor of the Stand can decorate the structural elements of a pavilion, provided that such decoration will not make any damage to the structural elements of the pavilion, and after closing of the exhibition or fair the Exhibitor of Authorised contractor of the Stand will remove the decorations without causing any damage to the structural elements of the pavilion.
10. The Exhibitor or Authorised contractor of the Stand can decorate Stand constructions belonging to the LITEXPO and leased to the Exhibitor, provided that such decoration will not cause any damage to the Stand equipment and will be removed by the Exhibitor or Authorised contractor of the Stand upon closing of the exhibition or fair without any damage to the equipment.
11. The Exhibitor or Authorised contractor of the Stand can mount, hand or rest any materials solely on the Stand constructions belonging to him.
12. A Stand of two floors can be constructed by the Exhibitor or his Authorised contractor of the Stand exclusively from the constructions that are adapted for two-floor Stand installation and certified accordingly.
13. If the second floor of the two-floor Stand borders the other Stand, a white wall must be erected on the bordering plane of the second floor.
14. Flashlights and twinkling lights directed at other Exhibitors’ Stands are prohibited to be used for Stand lighting. Otherwise the LITEXPO has the right to dismount them and impose a fine of LTL 800 + VAT on the Exhibitor.
15. Upon closing of the exhibition or fair, the Exhibitor or Authorised contractor of the Stand must leave the exhibition area tidy, Stand equipment neat (if structural parts of the Stand were leased from LITEXPO).
III. Design contents
16. The Stand design subject to approval must be executed in 2 copies fastened in a folder (the original shall be kept by the LITEXPO, copy – by the Exhibitor or Authorised contractor of the Stand). The folder must have the following contents:
16.1. Title page:
16.1.1. Name, date of the exhibition or fair;
16.1.2. Design submission date;
16.1.3. Particulars of the Exhibitor who commissioned Stand installation;
16.1.4. Stand number;
16.1.5. Details of the company which designed and will mount the Stand (seal of the company/organisation, architect’s full name, signature, date).
16.2. Authorisation issued to the Stand contractor;
16.3. Exhibition plan with the marked site of the Stand;
16.4. Stand plan and facades with the main dimensions, axonometric or perspective view. Note: the drawing scale must be 1:100, 1:50, 1:20. Drawings must be framed, with the author's signature, date affixed;
16.5. Description of the main materials.
17. If the Exhibitor or Authorised contractor of the Stand cannot appear at the LITEXPO, the design can be approved by fax or electronic mail.
18. If the Stand is of big size or complicated constructions, the exhibition architect may request for Stand mounting plan (with indication of the materials storage site).
IV. Liability of the Parties
19. The Exhibitor or Authorised contractor of the Stand must hold the policy of Civil liability for mounting and operation of exhibition constructions.
20. The LITEXPO has the right to prohibit Stand erection if its design does not satisfy the conditions of the Stand design regulation or is not approved by the LITEXPO exhibition architect.
21. The Exhibitor shall assume liability for breaches of this Regulation, special terms and conditions of participation in the exhibition or fair committed by the Exhibitor’s Authorised contractor of the Stand. The Authorised contractor of the Stand shall assume liability for occupational safety breaches during erection of the Stand. Duties of two and more employers in organising works in the same company, workplace are regulated by the Occupational Safety and Health Law. Fulfilling this requirement, the LITEXPO and the Authorised contractor of the Stand shall sign a written agreement on establishment of the limits of the liability of persons appointed by the employers to be in charge of occupational safety.
22. According to the obligations of the Parties established in this Regulation and fulfilled, the LITEXPO must coordinate the design, mark the boundaries of the Exhibitor's ordered area, issue permits for installation of the Stand in the exhibition area assigned to the Exhibitor.
23. The Exhibitor shall bear responsibility for fulfilment of the requirements established in the General Fire Prevention Regulations (hereinafter referred to as the GFPR) and Construction Technical Regulation (hereinafter referred to as the CTR) of the Stand.
24. LITEXPO recommends the Exhibitor to cover the exhibits with insurance for the duration of the exhibition or fair and mounting and dismounting period.
25. If the Exhibitor or his Authorised contractor of the Stand fails to obtain approval of the design within the time established in this Regulation, the LITEXPO has the right to prohibit Stand installation. If the design is approved less than 5 days before the opening day of the exhibition or fair, the LITEXPO has the right to request the Exhibitor to pay 5% compensation from the ordered exhibition area price (incl. VAT) on unilateral basis, without an advance notice.
26. If the Stand trespasses the boundaries of the ordered area, the LITEXPO has the right to request the Exhibitor to pay for the additional area occupied on unilateral basis, without an advance notice, by applying 50% extra charge of the empty exhibition area (incl. VAT). If the Exhibitor breaches the fire prevention requirements because of additional area occupied, and at the LITEXPO’S request, the above-mentioned breaches are not eliminated without any delay, the fire prevention specialists have the right to punish the Exhibitor, while the LITEXPO – to cancel the agreement on unilateral basis. Default of the above-mentioned requirement is to be considered as the material breach of the agreement.
27. If the height of the Stand specified in the Stand design is exceeded, and such excess is not coordinated with the LITEXPO exhibition architect, the LITEXPO has the right on unilateral basis to request the Exhibitor to pay a fee for additional advertising area (see Paragraph 7) and 15% compensation from the price of the ordered exhibition area + VAT.
28. If the Exhibitor arbitrarily uses the structural elements of the pavilion during the exhibition or fair, without the exhibition architect's consent, the LITEXPO has the right on unilateral basis to request the Exhibitor to pay the lease price of the structural elements (pursuant to Paragraph 7), by applying 50% extra charge + VAT.
29. If the Exhibitor or Authorised contractor of the Stand breaches the requirements laid down in Paragraph 9, the LITEXPO has the right to request the Exhibitor or Authorised contractor of the Stand to pay compensation in the amount of the cost price or repair price of the structural element(s) of the pavilion.
30. If the Exhibitor of Authorised contractor of the Stand breaches the requirements laid down in Paragraph 10, the LITEXPO has the right to request the Exhibitor to pay compensation in the amount of the cost price of the Stand construction(s).
1V. Final provisions
31. If any clauses of this Regulation are declared ineffective, invalid or unlawful by the procedure established by the laws, it will not affect the validity of the other clauses of the Regulation.
32. Any disputes arising shall be settled through amicable negotiations between the LITEXPO and Exhibitor and/or Authorised contractor of the Stand. In case of failure to reach an agreement by the parties, disputes shall be settled following the procedure established by the laws of the Republic of Lithuania.
GENERAL TECHNICAL CONDITIONS FOR STAND AND EXPOSITION CONSTRUCTORS
I. General clauses
1. The purpose of the General Technical Conditions (hereinafter referred to as the GTC) is to familiarise the exhibition and fair Exhibitors and Authorised contractors of the Stands carrying out mounting-dismounting of the Stands and individual expositions in the exposition area leased in the premises or territory of the Lithuanian Exhibition Centre LITEXPO (hereinafter referred to as the LITEXPO) with the rules, standards, requirements of operation of the engineering networks, facilities, equipment of the above-mentioned areas.
2. The Exhibitor or Authorised contractor of the Stand must strictly adhere to the requirements and standards established in the GTC. GTC can be amended exclusively by a written agreement with the LITEXPO administration.
3. The defaulting side shall bear responsibility for breaches of the GTC requirements and standards.
II. Rights and duties of the Exhibitors and Authorised contractors of the Stand
4. Exhibitors or Authorised contractors of the Stand have the following rights:
4.1. without causing any damage to the LITEXPO property, to sue the premises, areas, equipment, engineering networks and other material values leased for the Stand installation;
4.2. by submitting a request to the design group, to order services of the LITEXPO agencies,
4.3. upon presentation of Corporate civil liability insurance policy guarantying indemnity of the damage caused to the affected party, to carry out mounting-dismounting, construction, hanging of temporary structures, water supply – sewerage installation works.
5. The Exhibitors or Authorised contractors of the Stand shall have the following obligations:
5.1. to appoint responsible employees by authorising them by the procedure established by the laws to handle technical issues and approve financial documents during exhibition and fair mounting-dismounting;
5.2. to coordinate the Stand design with an architect of the LITEXPO design group following the LITEXPO Stand Design Regulation;
5.3. when mounting and dismounting the Stands, to adhere to the requirements established in the General Fire Prevention Rules (hereinafter referred to as the GFPR), Safety Rules of Electric Device Operation, Occupational Safety and Health Law of the Republic of Lithuania, Building Law of the Republic of Lithuania, and the present GTC.
6. The Exhibitor or Authorised contractor of the Stand who completed Stand installation shall bear responsibility for compliance of the installed Stand with the design.
III. Requirements for Stand mounting –dismounting works
7. When carrying out Stand mounting –dismounting works, the following is prohibited in the exposition halls:
7.1. to obstruct passages and areas of other Stands with materials, loads or exhibits hindering other Exhibitors or Authorised contractors of the Stand to perform their duties;
7.2. to use the existing structures for Stand installation;
7.3. to damage (hammer, drill, paint or mark with waterproof paints, etc.) walls and floors;
7.4. to use the material values owned by the LITEXPO without the consent of the LITEXPO.
8. Exhibition areas of the halls can be used by the Exhibitor or Authorised contractor of the Stand exclusively for carrying out assembling works, without performing any large-scale technological operations of Stand production, such as planing, welding, bricklaying, painting, cutting of metal structures, etc. Most of the above-mentioned operations should be performed outdoors. If cutting, plasterboard grinding works are performed in the hall, measures preventing spread of dust and sawdust in the area must be taken. In case of contamination, the Exhibitor or Authorised contractor of the Stand must clean by their own forces. If cleaning works are performed by the LITEXPO, a bill for cleaning works shall be issued to the Exhibitor or Authorised contractor of the STand and a fine stipulated in these GTC (Paragraph 43) shall be imposed on the latter.
9. If Stands of two floors are installed, the requirements laid down in the Building Law of the Republic of Lithuania, LITEXPO Stand Design Regulation and STR must be observed.
10. In case of installation of a Stand of two floors, it must be fitted with two exits from the second floor if it has more than five workplaces.
11. Waste of mounting –dismounting works must be collected and discarded into rubbish bins.
12. Building waste must be stored exclusively in the places intended for that purpose (next to the bins). Waste removal to the dumpsite is charged (quantity of the waste is calculated together with the representatives of the ITEXPO facilities maintenance group).
13. Stands must be mounted and dismounted by the Exhibitors or Authorised contractors of the Stands within the time established in the exhibition regulation. In case of delay, the Exhibitor or Authorised contractor of the Stand shall pay a fine of LTL 800 + VAT for each day of delay.
14. It is strictly prohibited to obstruct accesses to power distribution cabinets and fire hoses.
15. When Stand construction works are carried out on the outdoor exposition grounds:
15.1. the requirements established in the Building Law of the Republic of Lithuania and STR must be observed;
15.2. it is prohibited to use the existing structures to fasten the Stand constructions, to dig arbitrarily, damage ground surfacing by hammering, drilling or using unsuitable machinery, to drive the machinery on the stairs without a permit and appropriate equipment;
15.3. the leased area must be left tidy, litter must be collected, adhesive tapes must be removed from the floor, waste must be disposed as established in Paragraphs 11 and 12.
IV. Requirements for electric installation
16. Electricity is supplied according to the electricity quality parameters established by VILNIUS ELECTRIC NETWORKS OF EASTERN DISTRIBUTION NETWORKS:
16.1. all connections to the power lines (distribution cabinets) shall be performed exclusively by the personnel of the LITEXPO engineering systems group upon receipt of a statement on the responsibility limits from the Exhibit or Authorised contractor of the Stand. Exhibitors or Authorised contractors of the Stand are prohibited to connect to the power lines without authorisation.
17. Responsibility for maintenance of temporary electric lines maintenance while operating them during the exhibition or fair shall be as follows:
17.1. if temporary electric lines for the needs of both the Stand and individual exposition are installed by the LITEXPO engineering systems group, it shall be responsible for their quality and maintenance throughout the exhibition or fair;
17.2. if temporary electric lines for the needs of both the Stand and individual exposition are installed by the Exhibitor or Authorised contractor of the Stand, responsibility for their quality and maintenance during mounting-dismounting and exhibition shall be assumed by the Exhibitor of Authorised contractor of the Stand. Responsibility limits between the LITEXPO and Exhibitor or Authorised contractor of the Stand shall be established in the Statement on responsibility limits;
17.3. if temporary electric lines for the Stand needs are installed by the Exhibitor or Authorised contractor of the Stand, while electric lines for an individual exposition are installed by the LITEXPO engineering systems group, responsibility for the quality of the Stand lines and their maintenance during mounting-dismounting and the exhibition shall be assumed by the Exhibitor or Authorised contractor of the Stand, while responsibility for the individual exposition lines shall be born by the LITEXPO engineering systems group. Responsibility limits between the LITEXPO and Exhibitor or Authorised contractor of the Stand shall be established in the Statement on responsibility limits.
18. Outside working hours of the exhibition or fair, power supply in the Stand must be switched off (unless the Exhibitor or Authorised contractor of the Stand ordered uninterrupted power supply 24 hours per day throughout the exhibition or fair). Contractor, who installed the distribution cabinet, is responsible of switching-off of power supply at the end of each exhibition day.
19. Electric lines and devices must be safely earthed. If necessary, the head of the LITEXPO Engineering systems group may instruct the Exhibitors or Authorised contractors of the Stand to measure isolation and earthing by drawing up a measurements report.
20. Exhibitors or Authorised contractors of the Stand are prohibited to switch on-off electricity by switching devices which are within the zone of the LITEXPO responsibility limits.
21. Exhibitors or Authorised contractors of the Stand are prohibited without authorisation to carry out electric connections to the electric switching devices belonging to the zone of the LITEXPO responsibility limits.
V. Requirements for hanging works
22. Information, advertising and other facilities shall be hung exclusively by the LITEXPO services at the orders of the Exhibitors or Authorised contractors of the Stand. Weights of the facilities to be hung must be specified in the orders. In exceptional cases, when hanging of facilities must be carried out by the Exhibitors or Authorised contractors of the Stand, the hanging diagram and terms shall be coordinated with the chief building maintenance specialist of the LITEXPO, by submitting appropriate documents stipulated in the Occupational Safety Regulations, the present GTC.
23. All facilities that need hanging inside the halls must be delivered at least 5 days before the opening day of the exhibition or fair. In case of delay, if hanging works are impossible to carry out because of the erected Stands, no such works will be carried out and no money will be refunded.
VI. Requirements for water supply – sewerage networks installation
24. Facilities and exhibits to be connected to the LITEXPO water supply and sewerage networks must have the same connections as the LITEXPO ones.
25. Reliability and maintenance of the connections throughout the exhibition shall be the responsibility of the contracted who mounted the connection.
26. Outside working hours of the exhibition, water supply to the Stand will be stopped without a notice.
27. During working hours of the exhibition, water will be supplied to the Stand if a representative of the Stand is present.
28. When installing a Stand, it is prohibited to damage the installed water supply and sewerage networks.
VIII. Fire preventive requirements
29. Stand installation designs must satisfy the GFPR requirements.
30. Implementation of fire preventive measures during installation of the Stand shall be the responsibility of the Exhibitor or Authorised contractor of the Stand.
31. In order to ensure necessary safety measures, the Exhibitor or Authorised contractor of the Stand must provide information about all explosive, flammable and radioactive substances at least 20 days before the opening of the exhibition.
32. Emergency exits must be always free on any obstacles. Emergency routes are marked in the evacuation and architectural plans of a hall and are minimum 3 m wide. A Stand must be installed to ensure free movement towards emergency routes. Fire hoses and electric cabinets must always be free of any obstacles.
33. Before finishing their work, the Exhibitors or Authorised contractors of the Stand must check the fire-preventive condition, i.e. check all electric devices if they are switched off, litter bins, cookers and other places if there is no smouldering fire focus left, vessels with “LU”, “DS” and flammable gas if they are safe.
34. It is prohibited to use lights with flammable covers.
35. When installing a Stand, distance between the lights to flammable surfaces must be minimum 0.5 m.
36. In case of fire, LITEXPO security group staff or administration must be informed without any delay.
37. Smoking in the halls and other places not assigned for that purpose is strictly prohibited.
38. Warehousing packaging, packing materials, goods, exhibits and other materials and structures between the Stands and in other areas is prohibited.
IX. Working order requirements
39. When carrying out Stand mounting-dismounting works, the staff of the Exhibitors or Authorised contractors of the Stand must have the company’s work certificate with a photograph and a permit issued by the head of the LITEXPO Security Group with them.
40. It is recommended for the staff of the Exhibitors or Authorised contractors of the Stand to wear special outfits and have permits with them all the time.
41. Working time regime established by the LITEXPO must be observed. If necessary, working hours may be prolonged upon a written request by paying the established rates.
42. Stand mounting-dismounting must be finished at the time established by the exhibition organiser.
X. Final provisions
43. The Exhibitor or Authorised contractor of the Stand shall be punished by a fine of maximum LTL 500 + VAT for failure to fulfil the requirements established in these GTC.
44. If material damage is caused to the LITEXPO property by the Exhibitor or Authorised contractor of the Stand, either intentionally or unintentionally, such damage shall be reimbursed following the procedure established by the laws of the Republic of Lithuania.
45. If any clauses of these GTC are declared ineffective, invalid or unlawful by the procedure established by the laws, it will not affect the validity of the other clauses.
46. Any disputes arising shall be settled through amicable negotiations between the LITEXPO and Exhibitor or Authorised contractor of the Stand. In case of failure to reach an agreement by the parties, disputes shall be settled following the procedure established by the laws of the Republic of Lithuania.
