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Exhibition Application & This Terms & Conditions, together with Form 1: Exhibition application form the entire agreement between your Exhibitor and the Organizer (hereafter the “Contract”).
The Inaugural IUCN Africa Protected Areas Congress 2022 (“IUCN APAC”) is co-convened by IUCN, International Union for Conservation of Nature and its Natural Resources, through its World Commission on Protected Areas (IUCN WCPA), and African Wildlife Foundation (AWF) in partnership with the Government of Rwanda hereinafter referred to as the “Organizer”.
IUCN APAC is managed by a professional exhibitor approved and accredited by the Rwanda Convention Bureau. The approved service contractor the IUCN APAC exhibition is Events Factory. The exhibition will be held from 18th to 23rd July 2022 in Rwanda, at the Kigali Convention Center, hereafter referred to as the “Venue”.
“Exhibitor” shall mean a company, cooperative, group, or individual that has applied and been accepted to participate in the Exhibition; the “Exhibition” shall refer to the exhibition that takes place during IUCN APAC.
The Organizer or their official designee reserves the right to stop any activity of any Exhibitor that may cause annoyance to other Exhibitors and/or visitors. No exhibit will be permitted that interferes with the use of other exhibits or impede access to them or impede the free use of the aisle. Booth personnel are required to confine their activities within the Exhibitor’s booth space. Apart from the specific Exhibition booth of the Exhibitor, no part of the Kigali Convention Center or its grounds may be used by any Exhibitor for display purposes of any kind or nature without the prior written consent of the Organizer. Exhibitors may not obtain from or give away to other Exhibitors any promotional items.
Representatives should wear business clothes to maintain the professional and business-like climate of the Exhibition. Audio presentations, slides, or movies will be permitted if tuned to conversational levels and not objectionable to neighboring exhibitors. The Organizer reserves the right to restrict the use of glaring lights or objectionable light effects. The exterior of any display cabinet or structure facing an adjacent Exhibitor’s booth must be finished or suitably decorated at the expense of the Exhibitor erecting or installing such a display and must not include corporate or product identity which would detract from the adjacent display.
IUCN APAC will conduct a screening to ensure that minimum eligibility criteria are met. The Organizer reserves the right to determine the eligibility of any organization/company or product to participate in the Exhibition. Any organization/company in line with IUCN’s statutory mission and objectives and the general objectives of IUCN APAC can apply for an Exhibition stand or pavilion. IUCN can refuse the rental of Exhibition space to any organization/company whose display of goods or services is not, in the sole opinion of IUCN, compatible with the educational character and objectives of IUCN APAC.
The Organizer reserves the right to make the final determination of all space assignments in the best interest of IUCN APAC. The Organizer shall assign space in the Exhibition area to each Exhibitor based on such criteria as the size of space signed up for, the composition of the pavilion, booth, or poster, and the general nature of exhibits. Before the period of Exhibition preparations, the Organizer can change the space assigned to the Exhibitor at any time under unavoidable circumstances. Such changes fall within the discretionary power of the Organizer, and the Exhibitor cannot file for compensation for the outcome of such changes.
Should the Organizer face higher demand than supply, priority will be given on a first-come, first-served basis. Due to limited space and high demand, Exhibitors will be limited to a maximum of one booth per registered organization/company. No exception to this rule will be made. Only the dividing structure within a unit rented by an organization/company can be removed upon approval by the Organizer. The other walls cannot be removed or moved to create a larger booth.
The final floor plan including booth number, its allocation, and other logistical information such as freight forwarding instructions, will be communicated to the Exhibitor by May 30th 2022 at the latest.
The Exhibitor shall make 100% payment for the Exhibition space rental within seven (7) days of receiving the approval notification. If the Exhibitor fails to do so by the deadline, this shall be deemed the cancelation of participation and the Exhibitor will be notified that its space has been forfeited.
Exhibition space rental may be paid by card or wire transfer. Applications will not be confirmed without the required payment and signed Exhibit Space Application Contract and formal acceptance of the IUCN APAC Exhibition Terms and Conditions.
Notification of an Exhibitor’s decision to cancel or reduce exhibit space must be submitted in writing to Exhibition@apacongress.africa. Exhibitors are advised that cancellation/ space reduction requests are recorded on the date when the notification is received. The date of receipt will determine the official cancellation/ reduction date. Exhibitors that cancel/reduce exhibit space will be subject to fees based on the date of receipt, as follows:
Installation and dismantlement shall be completed by the deadline stipulated by the Organizer in the Exhibitor Manual, and the Exhibitor shall compensate the Organizer for losses caused by any delay or damage to the Exhibition hall. In fairness to all Exhibitors, IUCN APAC’s exhibit construction guidelines as provided in the Exhibitor Manual must be observed.
Any Exhibition booth that is completely empty, and for which no freight has arrived on/before 16th July 2022, may be resold or re-assigned at the discretion of the Organizer.
All deliveries and maintenance work must be completed prior to the IUCN APAC opening each day i.e. before 8:00 am. Admission for outside service, maintenance, and delivery personnel must be cleared by the Organiser, and acceptance is not automatically guaranteed.
Exhibitor’s displays must not be dismantled or packed in preparation for removal prior to the IUCN APAC official closing time on Saturday, July 23rd, 2022; at 17:30 pm Kigali time. Every exhibit must be fully staffed and operational during the IUCN APAC. The deadline for the dismantling and removal of displays will be at 8:00 pm, Sunday, July 24th 2022. At this time, all exhibit displays or materials left in the booths without instructions will be packed and moved at the discretion of the Exhibition Management Agent, and all charges will be applied to the Exhibitor.
The Exhibitor shall insure all fixtures and exhibits for both the Exhibition and installation/dismantlement periods. The Organizer shall take appropriate precautionary measures to protect the rights of the Exhibitor and visitors, but the Exhibitors shall be solely responsible for all of their own items. All stands and Exhibition installations shall undergo fire retardant treatment in accordance with fire and safety laws, and the Organizer may place restrictions on installation and Exhibition if necessary.
Exhibitor and exhibitor’s contractors shall, at their sole cost and expense, procure and maintain through the term of this Contract, the following insurance: Commercial General Liability Insurance against claims for bodily injury or death and property damage, as well as personal injury occurring in or upon or resulting from the premises leased. Such insurance shall include contractual liability and products liability coverage, with combined single limits of not less than $1,000,000.00 per claim per occurrence, the Organizer, and their employees or agents as additional insured. Worker’s Compensation and Occupational Disease Insurance in full compliance with all federal and state laws and covering all Exhibitor’s employees engaged in the performance of any work for the Exhibitor with limits not less than $100,000 each accident for bodily injury by accident, $100,000 each employee for bodily injury by disease, and $500,000 policy limit for bodily injury by disease. Coverage for both the Commercial General Liability and Worker’s Compensation Insurance must be placed through an acceptable and licensed carrier in Kigali with a Best Rating of not less than A2(RW).
Exhibitors shall obtain and furnish upon request by the Organizer a Certificate of Insurance evidencing the required insurance. Upon request, evidence of all risks (subject to standard exclusions) property coverage subject to a replacement cost valuation provision, and a deductible not exceeding $5,000 must be forwarded. All property of the Exhibitor is understood to remain under its custody and control in transit to, within, and in transit from the confines of the Exhibition facility.
Please refer to the following sites for prohibited & restricted items and animal/plant quarantine policies when entering and leaving Rwanda:
The Exhibitors shall provide the Organizer with the records of their exhibits and fixture installations so that the Organizer can review whether the devices and activities in their stands comply with the relevant rules, as well as the information necessary to promote the Exhibition.
In the event of a default by the Exhibitor, as set forth in the previous sentence, the Exhibitor shall forfeit the Exhibition fee.
The Exhibitor shall display the listed exhibits and have a permanent staff member in the stand, and the activities of the Exhibitor shall be conducted within their allotted space. The Exhibitor shall be solely responsible for all matters related to the loss, damage, and theft of their exhibits. The Organizer may place restrictions on exhibits that run counter to the nature of the Exhibition and activities that cause any inconvenience to other exhibitors such as excessive noise.
The Exhibitor shall not transfer all or part of their allotted Exhibition space to a third party without the Organizer’s consent.
No exhibitor shall assign, sublet, or share the booths allotted to a third party without IUCN’s prior written approval. Exhibitors must show only goods manufactured or dealt in by them in the regular course of business. Identification of an article or piece of equipment not manufactured by the exhibitor, but required for operation or demonstration in an exhibitor’s display, shall be limited to the usual and regular nameplates, imprint, or trademark under which same is sold in the general course of business.
In case of breach pursuant to this Article 13, the Exhibitor will pay as liquidated damages 100% of the total contracted space fee. All freight will be removed from the Exhibitor’s booth and returned to the loading dock at the Exhibitor’s expense. After that time, any unattended booths with crated displays will be set up at the discretion of the Organizer, and all related expenses will be charged to the Exhibitor.
The Exhibitor shall not engage in on-site sales activities because the purpose of participation in the Exhibition is to demonstrate and showcase relevant items and services to visitors. Exceptions apply to sales activities in spaces within the Exhibition hall that are designated by the Organizer, and the Exhibitor shall pay all taxes arising from such activities and shall be responsible for all matters related to such activities.
If the Exhibitor refuses to use all or part of the Exhibition stands they have signed up for, fails to pay the registration fee by the deadline, or violates the rules stipulated by the Organizer, the Organizer can unilaterally cancel the application of the Exhibitor, in which case the application fee paid if any, shall not be returned.
To ensure the safety of all participants, fire regulations must be observed. Fire regulations require that all display materials be flame-proof. Electrical signs and equipment must be wired to meet the specifications of KCC. Demonstration of charcoal, wood, paper, or liquid fuel-burning equipment is prohibited at IUCN APAC.
Each Exhibitor is charged with knowledge of all laws, ordinances, and regulations pertaining to health, fire prevention, and public safety while participating in IUCN APAC. Compliance with such laws is mandatory for all Exhibitors and the sole responsibility is that of the Exhibitor. Each Exhibitor must make provisions for the safeguarding of their goods, materials, equipment, and displays at all times. A general security service will be provided by IUCN APAC during the decoration/dismantling and Exhibition periods but the security service will not be responsible for personal injury, loss, and/or damage to any property from any cause.
The cost for repairing any damages to the Venue will be billed to the responsible Exhibitor. Nothing can be posted on, tacked, nailed, screwed, or otherwise attached to the columns, walls, floors, ceiling, furniture, or other properties of the Venue.
Official IUCN APAC badges will be required for entry into the exhibit spaces at all times. Badges are not transferable and those worn by other than the person to whom issued will be confiscated. Business cards are not to be used in badge holders. Conference badges will be linked to IUCN APAC registration.
The Organizer, its officers, agents, employees, and subcontractors will not be responsible for any injury, loss, or damage that may occur to the Exhibitor’s employees or property from any cause whatsoever, or which may be sustained by any person who may be on the Venue to the Exhibitor or watching, observing, or participating in any demonstration or exhibit of the Exhibitor, unless such injury, loss, or damage is caused by the active negligence or willful act of the Organizer, its officers, agents, employees, and subcontractors.
Exhibitor and its insurers will not subrogate against the Organizer, its officers, agents, employees, and subcontractors for theft of, loss of, or damage to Exhibitor’s property while in transit to, within, and in transit from the confines of the Exhibition hall. The Exhibitor agrees to defend, indemnify the Organizer, its officers, agents, and employees, harmless against any and all claims, lawsuits, judgments, costs, and expenses for injuries (including death), property damage, or other harm for which recovery of damages is sought that may arise out of or be occasioned by Exhibitor’s performance of the Contract, breach of any terms or provisions of the Contract, or by any other act or omission of the contractor, its officers, agents, employees, or subcontractors, in the performance of this Contract; except that the indemnity provided for in this paragraph shall not apply to any liability resulting from the sole negligence of the Organizer, its officers, agents, or employees.
Exhibitors shall have sole responsibility for ensuring that their exhibit is in full compliance with Rwanda’s Disabilities Act and any regulations implemented by that Act.
All arrangements for food and beverage service must be made with the catering department of the Kigali Convention Conference through RUMONGI, GWIZA at gwiza.rumongi@radissonblu.com. All orders must be submitted to the catering department at least 2 days prior to the event.
The Organizer or Exhibitor shall not be deemed to have breached this Contract by reason of its failure to perform any of its obligations if caused by strikes, pandemic situations, natural disasters, hurricanes or tropical storms, acts of a public enemy, riots, terrorism, interference by civil or military authorities, compliance with proclamations, delays in transit or delivery on the part of transportation companies, or other causes beyond the reasonable control and without the fault of the Organizer or the Exhibitor, or if caused by any act or failure to act of another party (an “Event of Force Majeure”).
Upon the occurrence of any Event of Force Majeure, specified above, that results or will result in a delay or in cancellation of the Organizer or otherwise affects the Organizer’s performance under this agreement, the Organizer shall promptly give notice to the other Exhibitor of the occurrence and the effect or anticipated effect of the occurrence on the performance of the Organizer’s obligations under this Contract. the Organizer shall promptly give notice to the Exhibitor of the occurrence and the effect or anticipated effect of the occurrence on the performance of the Organizer’s obligations under this Contract.
Upon the occurrence of any Event of Force Majeure, specified above, that results or will result in the cancellation of the Exhibition Booth reservation, the Exhibitor shall promptly give notice to the Organizer of the occurrence of the Event of Force Majeure and the Fee shall be reimbursed in the conditions set forth under article 6 herein. the Organizer and Exhibitor will use reasonable efforts under the circumstances to eliminate or minimize the adverse impact of the occurrence on their performance under this Contract.
The organizer reserves the right to make changes to these terms and conditions. Any matters not specifically covered herein are subject to decision by Organizer. The Organizer reserves the right to make such changes, amendments, and additions to these rules that the Organizer considers advisable for the proper conduct of the IUCN APAC, with the provision that all Exhibitors will be advised in writing of any such changes.
This Contract, and the rights and duties of the parties to this Contract, shall be governed by and interpreted in accordance with the laws of the Republic of Rwanda, without reference to its conflicts of laws principles. In the event of any dispute arising between the parties touching on any provision of this Contract the parties shall use their best endeavors in good faith to resolve it and if this should fail, the parties shall refer the dispute to mediation and if this should fail, then to arbitration under Rwanda Laws.
In so referring the parties shall first agree that the determination of the arbitrator shall be final and binding upon them as though rendered by a court of law and enforceable in any court having jurisdiction over the same and as far as the law permits, shall not be subject to appeal.
Exhibitors shall enter the correct information during registration. The Organizer shall not compensate participants for the Exhibition registration fee charged due to any errors entered by the participant during the registration process.
The Organizer reserve the right to change programs or cancel or postpone meetings due to internal and external circumstances such as natural disasters, acts of God, and COVID-19 outbreaks. In such instances of cancellation or postponement, the Organizer’ responsibility is limited to the refunding of exhibition space fees, and they shall not compensate participants for any personal damage, expenses, or losses.
The Organizer shall notify all Exhibitors of any such cancellation or postponement via the email accounts specified on their Exhibition application forms.
Stands, exhibits, or features at the event may not be photographed, drawn, copied, or reproduced without the written permission of the organiser. The Organiser reserves the right to take photographs, films, videos, or other recordings of Exhibitors’ stands, their representatives, and their products, displayed at the IUCN APAC for the purposes of promoting the IUCN APAC and future events for exploitation in any and all media whether now known or hereafter devised. Unless otherwise agreed to in writing, the Exhibitor hereby consents to its voice and likeness and that of its employees and representatives being used, (as stated above) without compensation and hereby releases the Organiser from any liability on account of such usage.
The Exhibitor warrants that the names, logos, artwork, and other content provided to the Organiser by the Exhibitor on the IUCN APAC website, or in the official catalog or other directory or on-site at the IUCN APAC, will not infringe the intellectual property rights of any third party and shall not contain anything which is libelous, obscene, indecent, blasphemous or in any way unlawful. The Exhibitor agrees to indemnify the Organiser and keep it fully indemnified against all damages, loss of profits, loss of reputation, claims, costs, and expenses suffered or incurred by it by reason of any breach of the above warranty.
The Exhibitor hereby warrants that its products and any content provided by the Exhibitor have not been copied from any other Exhibitor or other third party and that the Exhibitor does not knowingly infringe any intellectual property rights of another Exhibitor or other third party, including but not limited to any and all rights in copyright, design right, patents, trademarks relating to any product which is exhibited in any form whatsoever at the IUCN APAC. The Exhibitor shall fully indemnify the Organiser for any breach of such warranty.
Unless specifically otherwise agreed, the Exhibitor shall not use any form of visual or vocal apparatus including, but not limited to, illuminations on the stand which cause an annoyance or nuisance to other Exhibitors, visitors, the Organiser, or the landlord, or demonstrate any product which produces excessive noise. Noise levels must be confined to the stand and no amplified sound may be heard outside the stand. Noise levels may not exceed 70 DB. All Exhibitors are highly encouraged to acquire noise-canceling headphones.
Exhibitors and their representatives must not take part in any petitioning, demonstrations, objectionable behavior or wear offensive clothing, or be involved in any activity that may disrupt the IUCN APAC. No material which is offensive, discriminatory, or of a political nature may be distributed or displayed at the IUCN APAC. The Organiser reserves the right to remove persons from the IUCN APAC if they are in breach of these Terms and Conditions.
The Exhibitor shall keep the stand open and adequately staffed by representatives wearing appropriate business wear whenever IUCN APACIUCN APAC is open to the public and shall not remove exhibits prior to the closing of the IUCN APAC.
Stand Sharing: Should you be sharing your event space, you must notify the organiser in writing to obtain approval. The exhibitor is responsible for ensuring any stand sharers, approved by the organiser, comply with the terms of this Agreement and the exhibitor shall be primarily liable for the acts and omissions of such stand sharers.
By signing this Contract, the Exhibitor is consenting, under all relevant data privacy and data protection legislation, to the Organiser and authorized contractors communicating with Exhibitors by telephone, fax, email and by post and using its personal information for the following purposes, namely: for the Organiser’s internal purposes which will include accounts processing, internal analysis of Exhibitors, publishing the exhibitor’s details on the IUCN APAC website, in the official catalogue for the IUCN APAC and/or in any other directory relating to the IUCN APAC or relevant industry in each case whether in print, electronically or in any other media, inviting exhibitors to other events organised by the Organizer or its group, disclosure of information to contractors who provide services in respect of the IUCN APAC (including, but not limited to, shell scheme, security, registration, cleaning and freight contractors, caterers and electricians), disclosure to direct mailing contractors and disclosure or transfer of Exhibitor’s personal data to members of the Organiser’s group worldwide to allow the group to further develop its business and its services to Exhibitors. The Organiser may also pass Exhibitor details to third parties who provide goods and services likely to be of interest to Exhibitors. Please contact the Organiser if you do not wish your personal information to be used in any of the ways mentioned above and below.
This Contract supersedes any prior oral or written agreements between the parties relating to the Exhibitor’s relationship with the Organizer. Further, this Contract constitutes the entire agreement between the parties. This Contract can only be modified in writing with the signature of both parties.
Respecting, protecting, and if possible, promoting Human Rights at all times irrespective of gender, race, sexual orientation, age, or class is one of IUCN APAC’s core principles anchored in the Organizer’s strategy and the Exhibitor herein agrees to do the same. The Organizer respects and abides by international human rights standards and the Exhibitor herein agrees to be familiarised with these stands and to ensure full compliance.
The Exhibitor shall comply with all terms and provisions of national (Rwanda) laws relevant to the performance of the Contract and relevant to the IUCN APAC. Bribery and any other form of unethical business practice are prohibited in relation to the IUCN APAC and all business transactions in relation to the IUCN APAC shall be accurately and completely recorded in accordance with applicable laws. The Exhibitor shall not in connection with the IUCN APAC accept gifts or inducements of any kind nor give or offer to give any person, an inducement or gift of any kind that could be perceived by others to be a bribe.
It will be construed by the Organiser that the person signing this Contract is duly mandated and authorised to do so and therefore binds the Exhibitor to the terms and conditions hereof. There shall be no variation or waiver in regard to such mandate or authorisation unless agreed to in writing by the parties to this Contract. It shall further be interpreted that the Exhibitor, as a result of the signatory appending his/her signature to this Contract, agrees and shall be held liable for any obligations imposed on it by virtue of this Contract. It will therefore be the responsibility of the Exhibitor to ensure that the person signing this Contract is duly authorised and mandated to do so. The organised therefore accepts that the person signing this Contract on behalf of the Exhibitor is duly authorised and mandated to do so.
