TALLINN DEFENCE EXPO GENERAL TERMS

1. GENERAL PROVISIONS
   1. These regulations define the terms and conditions under which the Estonian Defence and Aerospace Industry Association (hereinafter the “Organizer") organizes the Tallinn Defence Expo (“the event”).
   2. They are supplemented by the internal regulations enforced by the Organizer, as well as the “safety specifications” and the “Exhibitor technical guide” which may be issued by the Organizer. The Organizer shall send these documents to the Exhibitors prior to the event via email. By completing the registration and payment process, the participant of the Tallinn Defence Expo (“Exhibitor”) accepts the unreserved application of the terms and conditions of these regulations, and where applicable the event regulations enforced by the Organizer.
   3. The Organizer cannot be held liable if it enforces the provisions of these general terms. The Organizer is solely responsible for arranging the event, particularly the opening date, its duration, the exhibition site, the opening and closing times, and the entrance fee. The Organizer can modify these at any time, at its sole discretion. Access to the event is limited only to organizers, visitors and exhibitors with an entrance pass.

2. REGISTRATION AND ADMISSION
   1. The Organizer determines the criteria and the categories of Exhibitors allowed to participate. Unless previously agreed in writing by the Organizer, the Exhibitor may not present equipment, products or services at their stand other than those listed in their application.
   2. An application is made by completing a form created for this purpose which can be found on the official homepage of the event. By filling out the application form an Exhibitor is requesting participation. Filling out the form doesn’t guarantee participation in the event. 
   3. By applying, the Exhibitor must only present products and equipment which comply with the event and other relevant regulations regarding such products, services and processes. The Exhibitor must take great care to provide the public with honest information regarding the properties, prices, conditions of sale and warranties of their products or services in a complete, objective manner which complies with applicable regulations. They must not publish any advertising or carry out any activity which is likely to mislead or constitute unfair competition.
   4. The Organizer examines the applications and rules on admissions and refusals. The participation of the applied company is decided by a committee, which includes representatives of the Organizer. The selection of participants is based on general selection criteria, the suitability of the company to the event vision and the number of already registered participants in the respective topics. After the committee makes its decision according to its sole discretion, the Exhibitor will receive a confirmation letter regarding the participation in the event. 
   5. For registration, the Exhibitor will receive an email with the link to complete the registration process including signing up for the Digital Expo platform and payment process for a specific expo stand. Receipt of the payment by the Organizer for the expo stand constitutes a definitive confirmation of admission, provided that the registration fee is paid by the foreseen deadline. 
   6. The Organizer reserves the right to request any additional information in relation to the application at any time, and where applicable, to change its admission decision if the original decision was made based on misleading, incorrect or inaccurate information. 
   7. Similarly, if the Exhibitor does not duly pay the registration fee, the Organizer is no longer required to make the stand available, and it can allocate it to another Exhibitor. Furthermore, the Organizer reserves the right to claim for payment of the entire fee which is due.
   8. The right to admission is personal and cannot be transferred to a third party.  

3. WITHDRAWAL
   1. If the Exhibitor does not occupy their stand on the opening day of the exhibition, they are considered to have withdrawn from the Exhibition.
   2. Without prejudice to other measures taken, the Organizer can recover the stand from the defaulting Exhibitor at the Exhibitor’s own risk. This Exhibitor cannot claim any refund or compensation, even if the stand is allocated to another Exhibitor. In this case, the full stand rental fee including VAT is due, even if allocated to another Exhibitor.

4. REGISTRATION AND PARTICIPATION FEES PAYMENT
   1. Participation fees include application fees, stand fees, cost of cleaning, electricity, booth lighting and heating.
   2. These fees are determined by the Organizer and can be revised if the constituent elements change, particularly if the cost of materials, labour, transport and services change, as well as tax and social provisions.
   3. Participation fees are paid based on the deadlines and arrangements determined by the Organizer and sent to the Exhibitor in the event kit. The total sum including actual VAT is fixed by the Organizer on booking and the balance is paid by the Exhibitor at the latest by the date indicated by the Organizer. In any event, the total invoice amount must be paid in full by the date indicated by the Organizer, even if disputed and pending a decision. If the Exhibitor fails to pay, they are not authorized to take part in the Exhibition.

5. LOCATION AND INSTALLATION OF STANDS
   1. The Organizer creates the general layout map and distributes stands. 
   2. Unless otherwise stated, registration does not give the Exhibitor any right to receive a specific stand in the reserved zone. Participation in events organised by the Organizer does not give the Exhibitor any right to a specific stand.
   3. The Organizer reserves the right to modify the allocated stands at a later date. This modification does not permit the Exhibitor to unilaterally terminate their commitment to take part in the event.
   4. The Exhibitor is informed of their stand location through a layout map. This map provides as precise dimensions of the stand as practically possible. The Organizer cannot be held liable if there is a difference between the dimensions indicated on the layout map and the stand’s actual dimensions. Unless otherwise agreed by the Organizer, it is formally prohibited to assign, sublease or exchange all or part of the reserved stand for free or for payment. 
   5. The stand installation is designed based on the general layout map established by the Organizer and pursuant to the indications in the technical guide. A specific installation request must be sent to the Organizer for any unstandardized modifications, as well as a report from an approved organisation confirming that the work is stable after assembly, at the cost of the Exhibitor. The technical guide will be sent to the registered Exhibitors prior to the event. 
   6. The Exhibitor is responsible for installing the stand, and it must follow the instructions provided by the Organizer, including that any exhibits must at all times fit into the parameters of the stand allocated to the Exhibitor. Materials and tools used to install the stand and its electrical equipment must comply with the conditions imposed by the safety services included in the technical guide. For any reserved stand with 1, 2, 3 or 4 corners, it is strictly prohibited to close off the sides leading onto the aisles. The Organizer will not be held liable for constructions or installations built by the Exhibitor. The Exhibitor will receive the stand in the condition that it is found, and they must return it in the same condition. Any damage caused by an Exhibitor or by its installations, equipment or goods, particularly to the premises and installations where the exhibition is held, must be fully compensated.
   7. The Organizer reserves the right to remove or modify installations which detract from the overall appearance of the exhibition or inconvenience neighbouring exhibitors or the public, or which do not correspond to the layout map and the mock-up previously submitted for approval. Mock-up of the special solutions booth must be sent to the Organizer at least one week before the opening day. The Organizer can revoke its authorisation if neighbouring Exhibitors are inconvenienced, or the general flow and operation of the exhibition are affected. Any audio is prohibited unless approved in writing by the Organizer.

6. LIABILITY

The Organizer can cancel or postpone the event if it does not receive a sufficient number of applications. The Exhibitor assumes all risks linked to the possibility of the event not taking place, and it will pay all fees that it might have incurred in preparation for the event. The Organizer can cancel or delay the event due to the occurrence of force majeure. Force majeure events shall be interpreted according to Estonian law and court practice including any natural, economic, political or social occurrences that cannot be reasonably predicted and that are beyond the control of the Organizer.

7. CUSTOMS

It is the responsibility of each Exhibitor to complete customs and other import formalities for equipment and products from overseas. The Organizer cannot be held liable for any difficulties or delays which could arise as a result of these formalities.

8. EXHIBITION SPACE ASSEMBLY AND DISASSEMBLY PERIODS 

The “technical guide” determines the time given to the Exhibitor to arrange their stand and install what is needed during the exhibition before the event opens. The organizer determines the schedule to assemble and install the exhibition spaces before the exhibition opens. It also determines the schedule to disassemble the exhibition space, remove equipment, materials and products, as well as tidy up after the event. In terms of disassembly, removal and tidying up, if the Exhibitor does not complete the required activities by the deadline, the Organizer can have these activities carried out at the cost of the Exhibitor. The Exhibitor must  complete their installation by the date and time indicated by the Organizer. After this point, no packaging, equipment or transport vehicle can access or be held on-site, for any reason, no matter how damaging this is for the Exhibitor. If the Exhibitor does not comply with the stand occupation deadline, the Organizer is authorized to claim late penalties in the amount of 500 EUR per each day of delay, damages and applicable interest. The Exhibitor or their duly accredited representative is required to be present on the stand when disassembly starts and until the stand has been completely removed. Once the deadline indicated by the Organizer has passed, the Organizer can transport the remaining items to a storage location at the cost and risk of the Exhibitor. The Organizer cannot be held liable for any damage or loss thereby caused.

9. GOODS

Each Exhibitor is responsible for transporting and receiving their goods. They must adhere to the instructions of the Organizer or its authorized representative regarding the regulation of goods deliveries and collections, particularly regarding vehicle traffic within the confines of the Exhibition. Each Exhibitor will provide transport for the receipt and shipment of packages, as well as recognition of their content. All goods in packages must be unpacked on arrival. If the Exhibitor is not present to receive their packages, the Organizer can store, unpack or reship them at the cost and risk of the Exhibitor.

10. CLEANING

Each exhibition space is cleaned in accordance with the terms and conditions and deadlines which the Organizer indicates to the Exhibitor. Packaging, covers, staff lockers or any other object used during closing hours that are not used for the stand's presentation must be kept out of view of visitors.

11. EXHIBITOR ENTRY PASSES

The Exhibitor pass providing access to the event is given to the Exhibitor in the conditions determined by the Organizer. Unused exhibitor passes cannot be returned or refunded if the Organizer issued them in return for payment. Only exhibitor passes and entrance tickets issued by the Organizer can provide access to the event.  The distribution and/or sale of invites or passes issued by the Organizer is strictly prohibited. The reproduction or sale of invitation letters could result in legal proceedings. Please note that exhibitor passes provide access only to specific designated areas. If other events such as partner-organized conferences are taking place simultaneously with the Tallinn Defence Expo, Tallinn Defence Expo passes will not grant access to these separate events.

12. INSURANCE
    1.  The Organizer is insured for “Exhibition organizer´s” civil liability. Each Exhibitor is required to insure its own civil liability as an Exhibitor. 
    2.  The Organizer cannot be held liable for loss, theft or damages which could be caused to exhibited professional equipment, stand equipment (decoration, furniture, flooring and wall coatings, lighting, power equipment) and audiovisual equipment. 
    3.  The Organizer reserves the right to hold the Exhibitor liable for any damage caused to the equipment which it has made available to the Exhibitor.

13. CATALOGUES AND GUIDES

The Organizer is the sole owner of the rights to publish and sell the service provider guide, as well as all rights relating to advertising contained in this guide. It can assign all or some of these rights. The Exhibitor is responsible for providing the information needed to prepare the catalogue. The Organizer cannot be held liable for omissions or reproduction, composition or other errors which could occur. The Organizer reserves the right to modify, remove or combine registrations which it deems appropriate, as well as to refuse or amend paid advertising text if it is likely to be detrimental to other Exhibitors.

14. INTELLECTUAL PROPERTY

The Exhibitor confirms to the Organizer that it has obtained all rights and/or authorisations from intellectual property owners for the goods, creations and trademarks that it exhibits, which are required for their presentation at the Exhibition. These measures must be taken before presenting the exhibited equipment. The Organizer cannot be held liable for any of these matters, in particular if there is a dispute with another Exhibitor or a visitor. The Organizer will be allowed to exclude Exhibitors judicially convicted or reprimanded of intellectual property offences, particularly forgery, copyright or trademark infringement without prior notice, any reimbursement of participation fees or payment of other compensation. The Exhibitor authorises the Organizer to reproduce and represent the goods, creations and trademarks which it exhibits, for the useful life of the rights in question, for free, and in any country, in the exhibition communication materials (exhibition catalogue, invites, visitor plan, promotional video), and more generally on all media intended for exhibition promotion (photograph of the exhibition to appear in the press or online, TV broadcast on/from the exhibition). The Exhibitor confirms to the Organizer that it has obtained all rights and/or authorisations from intellectual property owners for the goods, creations and trademarks that it exhibits, which are required for the abovementioned uses. 

15. IMAGE USE
    1. When you attend the Estonian Defence Week and Tallinn Defence EXPO, you enter an area where photography, audio and video recording may occur and may be used for promotional materials, printed online (including our website and public social media), and press releases (including on third-party news websites). Also to share with sponsors or venues of the specific event the photo was taken at, so they may use it to promote their relationship with the event in promotional materials (printed online, including their website public social media).
    2. By attending the event, you consent to the use of your image in photographs and videos taken by the Organizer or its authorized personnel or contractors. This consent extends for the full duration of copyright protection under applicable laws, including any future extensions to copyright terms.
    3. By attending the event, you consent to have any audio and video recordings of you to be modified by the Organizer and its affiliates in the following ways: Adding, removing, and modifying the content of the recording as needed. Combining their image with any signature, slogan, tagline, brand, picture, visual element, legal notice and elements of any kind selected by the organizer and its affiliates to illustrate any communication materials where the images are being used.
    4. All these actions may occur as a response to advertising, marketing, and sales campaign needs.
    5. You release the Organizer, its affiliates, and each and all persons involved from any liability connected with the taking, recording, digitizing, or publication of interviews, photographs, computer images, video and/or sound recordings.
    6. By attending the event, you waive all rights you may have to any claims for payment of royalties in connection with any exhibition, streaming, web- casting, televising, or other publication of these materials, regardless of the purpose or sponsoring of such exhibiting, broadcasting, webcasting, or other publication irrespective of whether a fee for admission or sponsorship is charged. You also waive any right to inspect or approve any photo, video, or audio recording taken by the Organizer or the person or entity designated to do so by the Organizer.

16. PERSONAL DATA PROTECTION
    1. The Organizer is committed to respecting and protecting all personal and sensitive data for which we are responsible. We comply with the requirements of the Regulation (EU) 2016/679 from the European Parliament and of the Council from the 27th of April 2016 regarding the protection of natural persons with regard to the processing of personal data and on the free movement of such data (GDPR).
    2. The Organizer collects and uses your data on the following legal bases in accordance with Article 6 of the GDPR:
       1. For processing and fulfilling your orders or delivering services: processing is necessary for the performance of a contract to which you are party (Article 6(1)(b));
       2. For managing your account: processing is necessary for the performance of a contract (Article 6(1)(b));
       3. For communicating with you for marketing participation, surveys, and promotional purposes: based on your consent (Article 6(1)(a)).
    3. For purchases, payment information, including credit/debit card numbers/bank details and billing addresses are also collected. Where payment card processors are used to facilitate payment card transactions on our websites, your data will be collected and used according to that data processor’s privacy policy.
    4. All data is collected and handled by the Organizer. Access to this data is limited to the employees of the Organizer.
    5. No data transfer will occur outside of the European Union.
    6. In some circumstances, we may be legally required to disclose your personal information, because a court, the police, another judicial or law enforcement body, or a government entity has asked us for it.
    7. Personal information will only be retained for as long as is necessary and as permitted by applicable laws. The length of time for which we will retain your personal information will depend on the purposes for which we need to retain it. After we no longer need to retain your personal information, it will be deleted or securely destroyed.
    8. 1. In accordance with the GDPR, you have the following rights regarding your personal data:
       2. Right of access (Article 15): The right to confirmation whether or not we have your personal data and, if we do, to obtain a copy of the personal information we hold;
       3. Right to rectification (Article 16): The right to have inaccurate data rectified;
       4. Right to erasure (Article 17): The right to have your data erased in certain circumstances. This does not however apply where it is necessary for us to continue to use the data for a lawful reason;
       5. Right to restriction of processing (Article 18): The right to request the restriction or suppression of their personal data in certain circumstances;
       6. Right to data portability (Article 20): The right to obtain the personal data that you have provided to us, in a structured, commonly used and machine-readable format;
       7. Right to object (Article 21): The right to object to the processing of your personal data in certain circumstances, including to profiling and for direct marketing purposes;
       8. Rights related to automated decision-making and profiling (Article 22): The right not to be subject to a decision based solely on automated processing, including profiling, which produces legal or similarly significant effects.

17. SECURITY

The Exhibitor is required to adhere to the security measures enforced by the administrative or legal authorities, as well as security measures potentially taken by the Organizer, including necessary background and security checks. The Organizer reserves the right to check compliance with and to carry out enforcement of these measures. Surveillance, including CCTV, is provided by the Organizer and its decisions regarding the application of the security rules are immediately enforceable.

18. APPLICATION OF THE REGULATIONS

Any infringement of the provisions of these general regulations, the provisions of the Exhibitor’s technical guide or the internal regulations could lead to exclusion of this Exhibitor, without formal notice. This notably applies due to non-compliance with layout, non-compliance with security rules, non-occupation of the stand, presentation of non-compliant products which are not on the list in the application, and sale resulting in immediate delivery to the buyer’s site. The Exhibitor must pay compensation for damages and interest for moral and material damages experienced by the event. This compensation is at least equal to the participation amount remaining due to the Organizer, without prejudice to additional damages and interest which could be claimed. The Organizer has the right to withhold the exhibited items and fittings or decorative items belonging to the Exhibitor.

19.  AMENDMENT OF THE REGULATIONS

The Organizer reserves the right to make decisions regarding all cases not set out in these regulations and to provide new provisions whenever deemed necessary. Any new or updated regulations shall be sent to the Exhibitor via email as well as published on the website of the event. The Exhibitor can contact the Organizer by sending an email at the following email address: info@defence.ee.

20. DISPUTES

Regardless of merit, an Exhibitor’s grievances against another Exhibitor or the Organizer are discussed outside the exhibition and must not disturb the peace or harm the good reputation of the event in the event of a dispute, the Exhibitor agrees to submit their complaint to the organizer before initiating any proceedings.

21. JURISDICTION

Any disputes arising from this contract and the resulting agreements regarding its validity, interpretation, fulfilment, termination, consequences and repercussions will be subject to Estonian law and submitted for the review of the Harju County Court in Tallinn, Estonia.

END OF DOCUMENT