1. Exhibitor Application
An Exhibitor Application Contract and Exhibitor Application Form must be completed when applying to book a booth. Both documents shall be personally signed and sealed by the exhibitor. Where the applicant is a company or other legal entity, its legal form shall be clearly stated. The booth booking application shall be signed by the legal representative of the said company or entity, or by a duly authorized delegate. Under no circumstances shall the Organizer be obligated to verify the identity or authority of the signatory, nor shall it be held liable for any loss arising from the signatory acting beyond the scope of their authority.
2. Obligations of the Exhibitor
By signing the Exhibitor Application Contract and Form, the exhibitor acknowledges its obligation to occupy the allocated booth or space and to maintain the booth's setup and operations until the conclusion of the exhibition. Exhibitors are strictly prohibited from dismantling their booths or removing exhibits prior to the official close of the exhibition. Exhibitors shall comply with the specific provisions set forth in the Exhibitor Manual, as well as any additional legal requirements or terms that the relevant authorities or the Organizer may require them to observe. In the event of a breach of these rules or specific provisions, the Organizer reserves the right to immediately, temporarily, or permanently revoke the exhibitor's participation without any obligation to provide compensation or refund any payments made. The Organizer shall bear no liability for any consequences arising from an exhibitor's violation of these rules, specific provisions, or applicable laws and regulations.
3. Booth Allocation
The Organizer shall design the exhibition layout and allocate booths at its sole discretion, while taking exhibitors' preferences into consideration to the extent practicable. The Organizer may adjust the size and layout of exhibition areas at the request of an exhibitor, and it is hereby declared that an exhibitor shall not be entitled to withdraw from the exhibition on the grounds of such adjustments.
4. Approval and Rejection of Applications
The Organizer shall receive and register Exhibitor Application Contracts and Forms for review and approval. The Organizer reserves the right to approve or reject any application at any time and shall be under no obligation to provide justification for its decision. A rejected applicant shall not be entitled to contest the decision on the grounds of having participated in previous editions of the exhibition or related events, or on the grounds that participation was at the invitation of the Organizer. An exhibitor shall likewise have no right to cite correspondence with the Organizer or receipts for related services as evidence of approval of participation.
Should an exhibitor enter into bankruptcy liquidation following the execution of the Exhibitor Application Contract and Form, such exhibitor shall be deemed to have voluntarily withdrawn from the exhibition. However, if the duly appointed administrator of the company's bankruptcy restructuring formally confirms the application, and provided that the exhibition dates and the date of verification of the company's eligibility and business continuity fall within the administrator's statutory administration period, the Organizer may, at its discretion, retain the exhibitor's participation status.
5. Leaflets, Loudspeakers, and Hawking
Exhibitors may distribute leaflets solely within the confines of their own booth or designated space. Exhibitors are strictly prohibited from hawking or soliciting business by raising their voices, using loudspeakers, or employing any other means of public solicitation. The Organizer's public address system and loudspeakers are provided exclusively as a convenience service for exhibitors and visitors; the broadcasting of advertisements or personal statements unrelated to the exhibition is strictly prohibited.
6. Eligible Exhibits
Exhibitors may display only those materials, products, or services that are listed in the Exhibitor Application Form, approved by the Organizer, and consistent with the title and scope of the exhibition. Any violation shall result in the revocation of the exhibitor's participation. Exhibitors shall not, under any circumstances, promote or advertise on behalf of companies that are not participating in the exhibition.
7. Prohibited Exhibits
The display of explosive materials or products, hazardous substances, or harmful materials is strictly prohibited. Any exhibitor who has brought such items into their booth must remove them immediately upon first notification. Failure to comply shall entitle the Organizer to remove such items on the exhibitor's behalf, and any hazards arising from such removal shall be borne by the exhibitor. The Organizer reserves the right to initiate legal proceedings against the exhibitor in such circumstances.
Any items or installations whose setup or operation may in any manner interfere with other exhibitors or the Organizer shall require the prior written consent of the Organizer.
8. Prohibition on Full or Partial Transfer
Booths or spaces allocated by the Organizer shall be used exclusively by the designated exhibitor. The Organizer strictly prohibits the transfer of any booth or space, in whole or in part. In the event of a violation, the Organizer reserves the right to dismantle, close, or suspend the continued display of the transferred booth or space.
9. Photographers
9.1 Photographers may take photographs at the exhibition only upon obtaining prior written authorization from the Organizer. Publication proofs of all photographs shall be submitted to the Organizer within fifteen (15) days following the conclusion of the exhibition. The Organizer reserves the right to revoke written authorization at any time.
9.2 The Organizer may prohibit visitors from taking photographs.
9.3 At the request of an exhibitor, the photographing of specific items within a booth may be restricted.
9.4 During the exhibition, the Organizer reserves the right to photograph exhibits or exhibitor personnel and to use such photographs without payment of any royalties. This right is unrestricted in terms of duration and territory, and extends to all promotional and informational materials for the exhibition (including but not limited to websites, brochures, invitations, and printed publications), regardless of the medium employed (electronic or print) or the method of dissemination.
10. Booth Modifications and Damage
Upon vacating their booth, exhibitors shall restore it to its original condition. Exhibitors shall be held responsible for, and shall bear the cost of repairing, any damage caused to equipment, structures, or flooring during installation or modification work within their allocated space.
11. Access and Timing
Exhibitors may enter the exhibition venue upon presentation of a valid exhibitor badge. Visitors may enter during the dates and hours designated by the Organizer. The Organizer reserves the right to deny entry to any individual who does not meet the Organizer's admission requirements.
12. Payment
Exhibitors shall remit payment upon execution of the Exhibitor Application Contract and Form. The outstanding balance of the exhibition fee shall be paid in full by the date specified in the Exhibitor Application Contract and Form, via wire transfer, cheque, or any other method stated therein. In the event of overdue payment, the Organizer may, without further notice or consent from the exhibitor, cancel the exhibitor's contract, freely dispose of the space reserved for said exhibitor, and exercise all other rights available to it.
13. Cancellation
Even if an exhibitor withdraws from the exhibition for any reason or fails to utilize its allocated booth, the full booth rental fee and all ancillary charges shall remain payable. If an exhibitor has not occupied its booth by 3:00 PM on the day preceding the opening of the exhibition, the Organizer may, unless prior consent has been obtained, reallocate the booth to another exhibitor at its sole discretion, and the absent exhibitor shall have no right to claim any refund.
14. Exhibition Dates and Duration
The Organizer reserves the right to change the venue, commencement date, and duration of the exhibition, and to extend, postpone, or bring forward the conclusion of the exhibition. Exhibitors shall not be entitled to claim compensation on any grounds in respect of such changes. The Organizer reserves the right to adjust exhibition arrangements based on actual circumstances (including but not limited to force majeure, requirements imposed by governmental authorities or the venue operator, or insufficient exhibitor participation). The Organizer shall not reimburse any expenses incurred by exhibitors in reliance on the planned operation of the exhibition. In the event that the exhibition is modified or cancelled due to force majeure or other causes beyond the Organizer's control, the Organizer reserves the right to adjust the timing and venue of the exhibition and shall bear no liability for breach of contract. Given the substantial investment of human resources, materials, and finances already committed by the Organizer in venue rental, external promotion, and other preparatory activities, should an exhibitor request termination of the contract on grounds of force majeure or similar circumstances and decline to participate in the rescheduled exhibition, any payments already made by the exhibitor shall be non-refundable.
15. Installation Qualifications
Only companies approved by the Organizer are permitted to carry out work and provide equipment at the exhibition. All installation work shall comply with applicable safety regulations. Interior decoration companies engaged by exhibitors are not qualified to handle or perform electrical installations on behalf of exhibitors.
16. Supply of Water and Utilities
As the Organizer relies on authorized third-party companies for the supply of water, electricity, gas, and other utilities and resources, the Organizer shall not be held liable for any interruption in supply at any time.
17. On-Site Sales and Online Promotion
Upon receipt of payment from an exhibitor, the Organizer shall provide online display space of a value equivalent to the exhibition fee paid in the "Exhibitor Updates" section of the official exhibition website. Should an exhibitor request withdrawal from the offline exhibition prior to its commencement, the exhibitor shall be liable for the cost of any online display services already rendered.
18. Visitor Admission
In order to uphold the objectives of the exhibition, the Organizer shall establish the conditions for visitor admission and reserves the right to refuse entry.
19. Departure from the Venue
All exhibitors shall remove their exhibits, installations, and equipment upon the conclusion of the exhibition. The Organizer shall bear no responsibility for any items or materials remaining on the premises beyond the specified deadline. For exhibitors who fail to vacate by the deadline, the Organizer shall carry out routine clearance of the booth, and the exhibitor shall bear all resulting losses and risks.
20. Security Measures
20.1 The Organizer shall implement necessary security measures in the interest of the exhibition; however, the Organizer shall not be liable for the loss of or damage to exhibits or other property during the exhibition. Exhibitors who require overnight storage of valuables shall arrange their own insurance or engage private security services at their own expense. Assistance may be requested by contacting the Organizer.
20.2 During the exhibition, exhibits shall not be removed from the venue except under special circumstances. Exhibitors seeking to formally remove exhibits must present a gate pass issued by the Organizer to security personnel, and exhibits may be removed only after inspection.
20.3 To ensure the security of exhibits, upon daily closure of the exhibition, booth personnel shall remain at their booths until security personnel have completed their clearance inspection of the respective booth.
20.4 Exhibitors warrant that they, their company (or organization) members, and their agents shall not violate any laws or regulations, and shall not infringe upon the interests of third parties. Exhibitors and their installation personnel shall comply with all provisions relating to fire prevention and panic control in publicly accessible buildings, as well as any other laws and regulations in force during the exhibition period. Booths that do not meet statutory safety requirements shall not be permitted to open.
20.5 Exhibitors shall ensure that the property of the exhibition venue is not damaged during booth installation and the exhibition period. In the event of damage to the exhibition space or venue property, the exhibitor shall compensate both the Organizer and the venue operator.
21. Environmental Damage to the Exhibition
Given the individual nature of the agreement between each exhibitor and the Organizer, exhibitors shall demonstrate a willingness to uphold the collective interests of the exhibition, particularly with respect to visitors and fellow exhibitors. To this end, in the event of litigation or disputes between an exhibitor and the Organizer or other exhibitors, the exhibitor shall undertake not to engage in any conduct detrimental to the orderly conduct of the exhibition. Any event that may damage the reputation of the exhibition or diminish its image is strictly prohibited.
Furthermore, should an exhibitor's conduct be likely to impede the orderly conduct of the exhibition or violate any fundamental or specific terms applicable to the exhibition, the Organizer reserves the right to immediately revoke the exhibitor's participation.
22. Governing Law
The laws of the People's Republic of China shall govern this exhibition. This exhibition is subject to applicable laws in respect of venue safety for public access, freedom of competition, and fair and transparent commercial relations.
23. Counterfeit Exhibits
In the event of any legal proceedings concerning counterfeit or infringing products displayed at the exhibition, regardless of the nature of the product, Shanghai Hexin Exhibition Service Co., Ltd. shall not be named as a party to such proceedings. Exhibitors warrant that they shall take all necessary measures in accordance with national and international law to ensure compliance with intellectual property laws and regulations.
