CONTRACTUAL TERMS
Fishing & Hunting Expo – Xth Edition
ROMEXPO Exhibition Complex, Pavilion B1, 12-15 March 2026
I. CONTRACT CONCLUSION
The filling-in of the Contract by the Exhibitor indicates their agreement to participate in the exhibition.
Participation requires that the Contract be fully filled in and signed by the legal representative; the exhibitor must wait for the Organizer’s confirmation regarding the designated space and is not allowed to choose or book the space without the Organizer’s approval.
By sending the Contract, the Exhibitor confirms that it has understood and accepted the contractual conditions.
The Organizer designates the Exhibitor’s stand and sends the details of its location to the latter.
The Exhibitor has 5 calendar days at its disposal to confirm whether or not it accepts the location of the allocated stand. After such time period, the contract between the two parties will be deemed accepted.
The Exhibitor is not allowed to exchange the stand designated by the Organizer with other exhibitors, it may not increase its area or alter its own stand, without the Organizer’s prior consent.
II. PAYMENT TERMS
After receiving the completed Online Adhesion, the Organizer will send to the Exhibitor the Contract and proforma invoices for the registration fee and for the 50% advance, which must be paid within 5 calendar days. The Organizer will invoice the remaining 50% of the actual value of the order made by the Exhibitor (total services ordered), and the latter is obliged to pay the invoice within the payment time period, but no later than 1 February 2026.
The Exhibitor will be allowed to take over its stand only after meeting the conditions set out in point II.
Orders received after the opening of the event will be paid on the spot, depending on availability.
III. CONSTRUCTION OF THE STAND
The height of the stands is 250 cm. Any other request regarding height must be transmitted to the Organizer in writing. In case of failure to comply with the height regime, the Organizer is entitled to order that the stand be dismantled.
In case of a self-organized construction of the stand, the technical plan documentation must be sent to the Organizer no later than 1 February 2026, in order to be approved in advance de ROMEXPO.
The Organizer reserves the right to make changes to the plan in case of non-occupancy of the exhibition areas without the Exhibitors’ express consent, taking into account the best positioning of the affected customers.
IV. EXHIBITION PROGRAM
Program for visitors:
During the period 12-14 March, daily between 10.00 AM-6.00 PM, and on 15 March, between 10.00 AM-3.00 PM.
The Exhibitor is under the obligation to keep its stand open between the above hours.
Program for exhibitors:
During the period 10-11 March, daily between 08.00 AM-10.00 PM (construction and setting-up of stands).
During the period 12-14 March, daily between 10.00 AM-6.00 PM, and on 15 March, between 10.00 AM-3.00 PM (exhibition).
During the period 12-15 March, daily between 08.00 AM-10.00 AM and 6.00 PM-8.00 PM (supply of stands).
As of 15 March, between 4.00 PM-10.00 PM, and on 16 March, between 08.00 AM–10.00 PM (dismantling).
If the Exhibitor requests to enter the exhibition space on 9 March as well, the rates charged to gain access to the setting-up (additional – as compared to the setting-up period 10-11 March) will be notified to the Exhibitor in advance.
V. CONTRACTUAL CONDITIONS
Each Exhibitor will benefit, depending on the allocated area, from pedestrian access wristbands over the entire duration of the event.
PARKING FOR EXHIBITORS
Access for exhibitors will be free of charge during the setting-up and decommissioning period. During the exhibition unfolding period, access for exhibitors will be available at a rate of 21 euros + VAT for the entire period or 5 Lei/hour/motor car. The fee will be paid to Romexpo.
During the actual unfolding of the event, on the days 12-15 March 2026, the motor cars of the ORGANIZER and of its exhibitors may not enter the ROMEXPO Exhibition Center, having to be parked in the specially designated spaces.
During the setting-up/decommissioning period, the goods vehicles of the exhibitors have access up to the cargo doors of the rented pavilion. They will be evacuated from the areas adjacent to the exhibition space on 11 March 2026, at the latest by 10.00 PM. In order to carry out the supply of the stands, the vehicles in question will also have access on 12-14 March 2026, between 6.00 PM and 8.00 PM. After such time range, they will have to leave the area in question.
It is prohibited to drive and to park motor vehicles inside the pavilion. Any request for an exception to this rule must be submitted in writing to ROMEXPO. The vehicles exhibited inside the pavilion must not require more than 2 liters of fuel for entering and leaving the pavilion in question. The fuel tank must be blocked. It is prohibited to start internal combustion engines, for demonstration purposes, inside the exhibitor’s pavilion or stand.
It must comply with the rules established by ROMEXPO regarding vehicle access and traffic, compliance with traffic signs and the maximum speed limit. 20 km/h within the Romexpo Exhibition Center, as well as observe the access rules of ROMEXPO regarding vehicle access only within the designated parking lots.
In emergency situations (for example: fire, flood, gas leaks), with a view to operative intervention and damage limitation, the ROMEXPO personnel, assisted by the ORGANIZER’s representative who ensures permanent presence in the exhibition and, where appropriate, by the representative of the ISU (firefighting department) and./or the representative of the security company/the police, may enter the exhibition spaces, drawing up a report signed by the attending persons.
Smoking, open fire and any type of fireworks show (including cold indoor fireworks, pyrotechnic effects) are PROHIBITED inside the rented spaces!
It undertakes to align itself and comply with the requirements of the Romexpo representative regarding the volume and intensity of the music broadcast, which must not exceed 55 decibels, measured at a distance of 2 m from the source or any other building at a frequency of 250 Hz, and is solely liable before the competent authorities for failure to comply with legal requirements.
It is under the obligation to comply with the legislation in the field of environmental protection, the obligation to collect and dispose of waste (packaging, dangerous substances, gasoline, diesel oil, oils, etc.) inside the Romexpo Pavilion and to hand over the spaces in a state of cleanliness, otherwise, having the obligation to bear the equivalent value of this service.
VI. CAPACITY OF EXHIBITORS
A Co-Exhibitor is deemed to be a company that presents its own products at an Exhibitor’s stand. The Exhibitor is obliged to notify the Organizer about the presence of a Co-Exhibitor.
VII. INSURANCE, PROPERTY PROTECTION
The Exhibitor is obliged to protect and insure its products and equipment over the entire duration of the exhibition.
The Exhibitor will be held liable if, in the course of its participation in the exhibition, it causes damage to a third-party person.
For the entire duration of the event, the Exhibitor must hold a valid civil liability insurance policy which has been signed, in order to prevent any unexpected damages or accidents.
The Organizer cannot be held responsible for the theft of products from the exhibitors’ stands.
VIII. PENAL CLAUSE
If the Exhibitor cancels its participation after signing the contract and after paying the advance, but before 1 February 2026, it will lose the advance amount and the booking of the space rental.
If the Exhibitor notifies its withdrawal after 1 February 2026, it will lose the entire amount paid up to the time of its withdrawal.
In both cases, the Exhibitor must notify the Organizer in writing about the cancellation of its participation.
If, without notifying the cancellation of participation in the exhibition, the Exhibitor fails to occupy the stand designated by the Organizer 24 hours prior to the opening of the exhibition, the Organizer may designate another company that will occupy the stand in question. In such a case, the Exhibitor will lose all the amounts paid to the Organizer and undertakes to pay in addition all services related to the stand.
IX. COMPLAINTS
The Exhibitor is obliged to report any irregularities related to invoicing before 15 March 2026.
X. FORCE MAJEURE
Force majeure, whose agreed definition is: an unforeseeable and inevitable event, which occurred during the performance of the contract and which prevents the party or parties from fulfilling their obligations undertaken under the contract, exonerates from liability the party invoking it under the terms of the law. The force majeure event will be communicated by the party concerned within 2 days from its occurrence and will be confirmed by official documents authenticated by the competent authorities.
Force majeure following the declaration of a state of emergency or alert by the Romanian authorities, which implies the imposition of limitations on the organization of the event, will be communicated by the Organizer within 2 days. In the extreme case of event cancellation or postponement, the Organizer is obliged to reimburse the amounts paid by the Exhibitor for the rental of the space within 45 calendar days from the declaration of the force majeure event.
The cessation of the force majeure event, confirmed by
the Romanian authorities, will be notified immediately after finding out about it to the party concerned.
XI. CESSATION/ TERMINATION OF CONTRACT
The contract ceases/is terminated by operation of law without any other formality and without the intervention of a court of law, in the following cases:
- a) on 31 March 2026, if the parties have not agreed to extend it;
- b) at the request of one of the parties, which is unable to fulfill its obligations;
- c) by written agreement of the parties;
- d) in the event of force majeure, occurring for a duration of more than one day, which prevents the fulfillment of the purpose of the contract, unless the parties agree otherwise;
- e) in the event that one of the parties does not fulfill its agreed obligations exactly, within more than 2 days from the deadline;
- f) unilaterally, at the request of one party, by prior notice of 5 (five) days.
The Organizer reserves the right to terminate the contract of adhesion in cases where it finds that the authorizations, approvals, information and/or insurance sent by the Exhibitor are inaccurate, incomplete and/or in cases where the agreed circumstances have changed.
The cessation of the Contract does not extinguish the payment obligations that have reached their maturity date.
XII. CONFLICTS
The contracting parties will attempt to settle any dispute amicably. If they fail to do so, and the subject matter of the discussion is of a legal nature, the parties will submit the case to the court in whose jurisdiction the Organizer has its registered office.