1. Contract for Space: The contract for space, the formal notification
of space assignment and the full payment fees constitutes together a contract between
the exhibiting organisation, hereinafter known as Management, for the right to use
space for WETEX. The contract is based upon the plan of exhibit rates shown thereon
and the general information contained in the exposition prospectus and sales kit
all of which are to be considered along with details on all pages of this form as
part of the contract. All measurements shown on the floor plan are approximate and
Management reserves the right to make such modifications as deemed necessary making
equitable adjustment with any exhibitor or exhibitors thereby affected. The management
also reserves the right to adjust the floor plan to meet the needs of the exposition.
2. Installation and Dismantling of Exhibits: Delivery of freight,
installation of exhibits and completion of erection of exhibits will take place
on the dates specified. The exhibits must be ready for inspection no later than
8:00am of the first show day. Should an exhibit not be set by 10:00am of the first
show day, the Management reserves the right to have the Official Exhibit Services
Contractor install the exhibit or remove unopened freight at the expense of the
exhibitor. Dismantling may not begin until the close of the exposition on the final
show day. Goods and materials used in any display shall not be removed from the
exhibit hall until the exposition has officially been closed. Any exception to this
rule must have written approval of Management. Dismantling must be completed and
all exhibit materials removed by the final move out date and hour shown. (NOTE:
Exhibitors are advised to remove small, portable items immediately upon conclusion
of the exposition).
3. Storage Boxes and Packing Crates: Exhibitors will not be permitted
to store boxes or packing crates in or behind exhibit booths. Prior to 8:00am of
the first show day all boxes and crates will be placed in storage provided they
are properly labelled for storage. Those not so labelled will be removed and destroyed
4. Floor Plan:The floor plan for this exhibit will be maintained
as originally presented wherever possible. However, Management reserves the unqualified
right to modify the plan to the extent necessary for the best interests of the exhibit,
the exhibitors and the industry.
5. Applications for Space-Conditions: Reservations must be made
on the Space Application form which must contain complete information. Management
reserves the right to reject applications for space. It is the policy of DEWA to
limit the use of exhibit spaces to firms whose products or services contribute to
the purposes of Water, Energy and Environment. No cash sales will be permitted.
6. Payment Schedule/Cancellation or Reduction of Space: The payment
details are listed on the brochure. Cancellation of this contract or reduction of
space must be in writing, and by mutual consent of the applicant and Management,
except that Management may unilaterally cancel this contract for non-payment of
any balance due by the date specified if cancellation or deduction of space is agreed
to applicant will be entitled to a refund based on the following schedule.
Cancellation or Reduction of Space Penalty:Space cancelled or reduced
on or before 30th June 2016 will be charged AED 5000 as service charges on total
registration fees. The full contract price is due and payable and non-refundable
for any space cancelled or deduced after 30th June 2016. All demonstrations must
be within the confines of the exhibit space. Aisles must not be obstructed at any
time by exhibitor personnel or attendees. Management reserves the right to unilaterally
determine if a demonstration interferes with adjacent exhibit spaces and may if
necessary order its discontinuation. Note: Please refer to the exhibitor manual
for specific booth dimension instructions.
7. Space Assignment: Space assignment will be indicated on the
accepted contract. However, should conditions or situations warrant, Management
has the unqualified right to reassign space for the best interest of the exposition.
Exhibitor must rent sufficient space to contain their exhibit completely within
the confines of booth lines. Heights and Depths addressed in Section 11 must be
observed. Exhibitors may take photos or videos of their display, however they are
not permitted to directly take pictures of any other display or instruct others
to take such pictures, without written permission by Management and the exhibitor
whose display is being photographed. Exhibitors must respect the privacy of other
exhibitors and not intrude or disrupt another exhibitor while they are conducting
business on the show floor.
8. Sharing/Subletting Space: No exhibitor shall assign, sublet,
or apportion the whole or any part of the space allotted, or have representatives,
equipment or materials from other than their own firm in the said space. Management
policy prohibits subcontracting of exhibit space. Should an exhibitor decide to
cancel exhibit space reverts back to Management. Independent Contractors Notification
to use an independent contractor to install/dismantle exhibits must be received
forty-five (45) days prior to the first day of the show. If an exhibitor selects
to use any contractor other than the official contractors assigned by DEWA, DEWA
is not in a position to intercede in disputes on behalf of the exhibitor. Notification
to use independent contractors must go to both show Management and the Official
Exhibit Services Contractor.
9. Exhibitor Personnel: Each Exhibitor will furnish Management
in advance, the name of those persons who will staff the booth of the exhibitor.
Personnel will be admitted to the show floor at 8:00am each day. In the event of
earlier admission, special permission must be obtained from Management. Exhibitor›s
representatives manning the exhibit will be owners, employees, or agents of exhibiting
companies, and such representatives will wear proper badge identification furnished
by the exhibitor. Such badges will be supplied upon presentation of the list of
personnel by the exhibitor. Each exhibitor will place on file in the Show Management
Office the name of the representative (including hotel or local phone number) who
has primary responsibility on the floor for the exhibitor’s display and who is authorised
to make decisions for the exhibitor as requested by Management on site or in case
of emergency. Note: Supplying exhibitor personnel badges to current or prospective
customers by exhibitors is strictly forbidden. If such use of exhibitor badges is
made and this is recognised, individuals wearing the badges will be removed from
the premises and badges will be confiscated. Management will supply visitor passes
which the exhibitor may distribute to the customer for purpose of attendee registration.
The exhibitor personnel registration is to be used solely for employees or agents
of the exhibitor.
10. Displays and Construction: Management has arranged for a standard
uniform booth background, including header sign with exhibitor’s name and booth
number. Equipment must be spotted within the confines of the exhibit space and allow
sufficient space for exhibitor personnel to conduct business within the space. Management
is not responsible for music used by exhibitors, and exhibitor hereby agrees to
indemnify, defend and holds harmless Management for any and all costs or damages,
related to any copyright violations that result from exhibitor’s failure to obtain
the appropriate license(s). Balloons, horns, odours or congestion in exhibitors’
booths are not permitted.
11. Contractors Services: All services such as furniture, carpeting,
labour, cleaning, storage of boxes and crates shipping and other special services
must be arranged through the Official Exhibit Services Contractor. An Exhibitor
Service Manual will be provided with proper forms for ordering such services. Forms
should be carefully prepared and returned by the deadlines noted to avoid late charges.
In the event of give-aways, demonstrations, and/or entertaining the attendees, booths
must be arranged so attendees coming into the exhibit do not block aisles or overlap
into neighbouring exhibits. The operation of equipment indoors will not be permitted
on a continuous basis. Operation of equipment may be approved for demonstration
purposes for short periods approximately one to five minutes, provided Management
is notified in writing thirty (30) days prior to the first day of the show. Booths
must be policed by each exhibitor so disruption or level from any demonstration
or sound system or equipment producing sound is kept to a minimum and does not interfere
with others. Remember, the use of sound systems or equipment producing sound is
an exception to the rule, not a right. Management reserves the exclusive right to
determine at what point disruption or sound level constitutes interference with
other exhibits and must be discontinued. All property of the exhibitor is understood
to remain in the exhibitor›s custody and control in transit to or from or within
the confines of the exhibit hall and subject to the rules and regulations for the
Note: Exhibitors are to carry insurance to cover exhibit materials
against damage and loss and public liability insurance against injury to the person
and property of others. By executing the Contract for Exhibit Space, exhibitor warrants
that there is in effect the instance policy covering the exhibitor, with coverage
remaining current through exhibitor’s occupancy. Exhibitors must comply with all
state, local, and exhibition facilities’ safety regulations. Corrections will be
made at exhibitor’s expense. If corrections cannot be made, exhibit shall be removed
at exhibitor’s cost with no liability accruing to Management. Under no circumstances
may the weight of any exhibit materials exceed the speeded maximum floor load of
the exhibit hall. Exhibitor accepts full and sole responsibility for any injury
or damage to persons or property resulting from failure to distribute the placement
of his exhibit material to conform with the floor loading specifications.
Indemnity: Exhibitor agrees to indemnify defend, and hold harmless
Management, its officers, employees and agents from and against any and all third
party claims and other liabilities (including reasonable Attorney fees) that are
caused by or arise from, or grow out of the negligent acts or omissions of the exhibitor,
its agents, officers, employees, representatives, servants, invites, patrons, or
guests. The exhibitor is charged with knowledge of all local laws, ordinances, and
regulations pertaining to business licenses, health, fire prevention, and public
safety affecting his participation in the exposition. Compliance with such laws
in mandatory for all exhibitors and is the sole responsibility of the exhibitor.
If unusual equipment is to be installed, the exhibitor must communicate with Management
for information concerning the facility or applicable regulations. Management will
not be liable for the fulfilment of this contract as to the delivery of space if
non-delivery is due to any of the following causes. By reason of the building being
destroyed or substantially damaged by fire; act of God; public enemy, strikes, authority
of law; or any other cause beyond the control of Management. In the event of not
being able to hold the exposition for any of these reasons Management will refund
to each exhibitor the amount they paid for their space less a prorated share of
all the expenses incurred for the exposition up to the date of required cancellation.
12. Character of Exhibits: It is the desire of Management that
each exhibitor design and create an exhibit of an attractive nature which will enhance
the overall appearance of the exposition and be a credit to the industry. Management
reserves the right to approve the character of the display and to prohibit any display
which, because of noise or other objectionable features, detracts from the general
character of the exposition. Exhibits must be in good taste as determined by Management.
It is the exhibitor’s responsibility to create an attractive display area. The exhibitor
is required to provide a carpet to cover the area contracted, including under carpet
equipment. Any part of an exhibit space which does not compliment the purpose of
the exhibition must be corrected at the exhibitor’s expense. Management reserves
the unilateral right to correct any unsightly exhibit and the exhibitor agrees to
pay Management for expenses incurred in making the necessary alterations.
13. Gadgets, Gimmicks, Demonstrations, Music and Sound: Side-show
tactics, scantily clad individuals, or other undignified promotional methods will
not be permitted. Exhibitors are asked to observe the "good neighbour" policy at
all times. Exhibits should not be conducted in a manner not to be objectionable
or offensive to neighbouring booths. The use of photographers, musicians, entertainers,
loud speakers, sound system equipment and noise making devices are restricted to
within the exhibitor’s booth. Management reserves the right to determine when such
items become objectionable.
14. Other Exhibits: The exhibitor agrees that neither they, their
agents, nor their distributors will distribute publications or conduct any other
display or exhibit any equipment hearing their trademark within a three mile radius
of the exhibition covered by this contract or its officially designated to the properties
during the dates of said exposition. This limitation does not apply to participation
in other trade association exhibitor’s regular place of business or showroom. Violation
of this provision by an exhibitor will constitute a breach of the contract and Management
may, in its sole discretion, cancel this contract and exhibitor will remove their
display and any equipment contained in the exhibit hall and forfeits all payments
pursuant to this contract.
15. Soliciting Access to List, Samples & Prizes: No soliciting
of registrants shall be permitted in the aisles or in other exhibitor’s booths.
Samples, catalogues, pamphlets, publications, souvenirs, etc. may be distributed
by exhibitors and their representatives (including hosts and hostesses) only within
their own booths. No exhibitor will be permitted to conduct any prize drawings,
awards for signing of name and addresses, etc. without prior written approval of
Management. Signs showing the price of items must not be displayed. DEWA reserves
the right to limit access to attendee, exhibitor and any other list or information
gathered by DEWA or its contractors. Exhibitors that publish industry publications
may distribute their publications outside their booths only to the other exhibitors
and only during show hours. Show sponsors that produce industry publications may
distribute their publications to exhibitors at times designated by show management.
16. Flammable Materials: Flammable fluids, substances, or materials
of any nature are prohibited in the booth and in the storage area behind the booth.
All decorative materials must be flame proofed before being taken into the exhibit
hall, and must comply with local fire regulations. Transferring of flammable liquids
while in the exhibit hall is expressly prohibited. Electrical equipment must meet
all safety codes.
17. Beverages and Foods: Food and/or beverages may be supplied
by the exhibitor, with the prior written consent of Management and the Facility.
Alcoholic beverages may not be served in the exhibition.
18. Liability: Neither Management, the official service contractor,
exhibit hall management, security services, nor any of the officers or employees
of the above will be responsible for safety of property of exhibitors from theft,
strikes, damage by fire, water, storm, or vandalism or other causes. Management
will take reasonable precautions through the employment of security personnel to
protect exhibits from such loss. All property of the exhibitor is understood to
remain in the exhibitor›s custody and control in transit to or from or within the
confines of the exhibit hall and subject to the rules and regulations for the exposition.
19. Damage: Exhibitors will be liable for any damage caused by
fastening fixtures to the floors, walls, columns, or ceilings of the exhibit building
and for any damage to equipment furnished by Management or service suppliers designated
20. Violation: The interpretation and application of these rules
and regulations are the responsibility of Management. Any violation by the exhibitor
of any of the terms or conditions herein shall subject exhibitor to cancellation
of its contract to occupy booth space and to forfeiture of any monies paid on account
thereof. Upon written notice of such cancellation, Management shall have the right
to take possession of the exhibitor’s space, remove all persons and properties of
the exhibitor and hold the exhibitor accountable for all risks and expenses incurred
in such removal.
21. Social Functions/Special Events: Any social function or special
event during WETEX is reserved for exhibiting companies and must be approved by
22. Show Rules: In the event that unforeseen events make it necessary,
Management will have the right to amend these rules and delegations or make additions
thereto and all such amendments or additions shall be made known promptly to each
exhibitor. Show rules are promulgated separately and are tailored to the individual