GENERAL TERMS AND CONDITIONS FOR PARTICIPATION IN EXHIBITIONS AND FAIRS ORGANISED AT THE ESTONIAN FAIR CENTRE

  1. ORGANISER, EXHIBITORS AND EXHIBITS

The Organiser – Estonian Fairs Ltd or a legal or natural person organising a particular exhibition/trade fair.

The Exhibitor – a legal or natural person participating in the particular exhibition or trade fair, whose field of activity corresponds to the topic of the particular exhibition or trade fair and whose legal form of activity is in accordance with the legislature of the Republic of Estonia. In order to enrich the exhibition or trade fair exposition, offer better services to the exhibition and trade fair visitors and the Exhibitors, and provide other common goods, the Organiser is entitled to involve to the particular exhibition or trade fair institutions and enterprises whose activities are not directly connected with the topic reflected upon in the abovementioned exhibition or trade fair, yet not contravention of good business practice and the principle of equal treatment of the Exhibitors.

The Main Exhibitor – a legal or natural person accepting the general terms and conditions valid in the Estonian Fairs Centre and the terms and conditions for participation in the particular exhibition or trade fair, with whom the Organiser shall conclude an agreement for the exhibition or trade fair period for the renting out of an exposition stand and a standard stand, taking into consideration the terms and conditions for participation in the particular exhibition or trade fair and the price list of the services of the Organiser in order to provide services.

A Co-exhibitor – a legal or natural person, who participates in the exhibition or trade fair on the exposition stand hired by the Main Exhibitor, whose name has been included in the registration list, who pays the participation fee of a Co-exhibitor, whose data will be published in the exhibition or trade fair catalogue, who shall be responsible for the compliance of the general terms and conditions of the Estonian Fairs Centre and that for participation in the particular exhibition or trade fair, and to whom all the obligations of the main exhibitor shall extend.

The Main Exhibitor shall be responsible for the activities of all the Co-exhibitors taking actions on his/her stand and for the settlement of the accounts rendered to them.

An Exposition Stand is the space hired by the Exhibitor form the Organiser for the time period of the exhibition or trade fair in the pavilion of the Estonian Fairs Centre (internal room) and/or outside the pavilions (external room).

The Exposition Stand will only be rented out to the Main Exhibitor. Each Main Exhibitor shall be entitled, in concordance with the Organiser, to involve Co-exhibitors to the particular exhibition or trade fair. The Main Exhibitor shall be obliged to pay the participation fee of the Co-exhibitor for each Co-exhibitor participating in the exhibition or trade fair. The Main Exhibitor shall not be entitled to put at the disposal of third persons or sublet them the Exposition Stand provided to him/her or its parts without enlisting him/her in the registration list and submitting a prior notice to the Organiser. The Main Exhibitor shall be barred to advertise and show goods and services of companies or organisations which are not enlisted in the registration list of the particular exhibition or trade fair on his/her Exposition Stand (see Clause 10).

An Exhibit – a physical object displayed by the Exhibitor on the Exposition Stand hired at the exhibition or trade fair, on supporting structures erected on it, on the design elements, on the internal walls of the stand, or above the stand. A displaying of the Exhibits outside the boundaries of the stand or their removal from the Exposition Stand prior to the end of the official working period of the exhibition or trade fair shall be prohibited.

Estonian Fairs Ltd shall be entitled to demand the removal of such Exhibits from the Exposition Stand which pose a potential source of danger to the visitors and the other Exhibitors, disturb or complicate the activities of the other Exhibitors, mislead the visitors or are in contravention of the ethics and good business practice effective in the society.

The topic and time of each particular exhibition or trade fair to be held shall be provided for by the terms and conditions for participation in the respective exhibition or trade fair.

The working languages of the exhibitions and trade fairs taking place in the Estonian Fairs Centre shall be Estonian and English, whereat the visitors must be provided with a possibility to be informed in Estonian on all stands.

  1. BOOKING OF EXPOSITION STAND

In order to book an Exposition Stand, the Organiser shall send the Exhibitors an advertising and sales package of the particular exhibition or trade fair. The Exhibitor shall return the Organiser a filled in registration form-participation agreement forming part of the package within the deadline provided for by the terms and conditions for participation in the particular exhibition or trade fair. The Organiser shall only accept registration forms filled in as required and furnished with the signature of the authorised person of the Exhibitor.

The registration form filled in by the Exhibitor and accepted by the Organiser and its annexes shall be the agreement handling the participation in the particular exhibition or trade fair, whose performance shall be binding for the Exhibitor and the Organiser.

Upon the acceptance of the requests submitted in the registration form by the Exhibitor, the Organiser shall send the Exhibitor a written confirmation on the acceptance of the order placed in it.

  1. DISPOSITION OF STANDS IN THE HALLS OF THE TRADE FAIR CENTRE

Requests for booking an Exposition Stand shall be handled in the order of their incoming. Taking into consideration the technical specifications of the place of the particular exhibition or trade fair to be held and, to the possible extent, the requests of the Exhibitor concerning the disposition of the stand, the Organiser shall determine the final disposition of the stands in the halls of the Estonian Fairs Centre. In the interests of the integrity of the exhibition and a better utilisation of the Exposition Stand, the Organiser shall be entitled, in concordance with the Exhibitor, to decrease or increase within 10% the area of the stand booked by the Exhibitor.

The Organiser shall send each Exhibitor prior to the beginning of the period the particular exhibition or trade fair to be held a drawing showing the final disposition of the stands in the halls of the Estonian Fairs Centre, indicating in it the location of the Exposition Stand or stand hired by the Exhibitor.

Estonian Fairs Ltd shall be entitled to demand the Organiser of the particular exhibition or trade fair the disposition of the stands in the halls of the Estonian Fairs Centre and the Exhibitor the erecting of his/her stand in such a way a free access to the fire-extinguishing closets and water hydrants and primary fire-extinguishing appliance is ensured.

  1. PAYMENT TERMS AND CONDITIONS

The Exhibitor shall be obliged to pay the fee for participation in the particular exhibition or trade fair, the rental charge of the Exposition Stand and stand to the bank account within the time limit stipulated in the invoice submitted by the Organiser. The Exhibitor shall be entitled to use the Exposition Stand and stand hired by him/her within the time limit stipulated in the terms and conditions for participation in the particular exhibition or trade fair upon the receipts of said payments to the bank account of the Organiser.

  1. TERMINATION OF AGREEMENT

In case the Exhibitor wishes to terminate the agreement on participation in the particular exhibition or trade fair concluded with the Organiser, the Exhibitor shall be obliged to submit a prior written notification on it to the Organiser. A termination of the agreement without imposing sanctions shall only be possible prior to the deadline stipulated in the terms and conditions for participation in the particular exhibition or trade fair.

The Exhibitor shall forfeit the right of use of the Exposition Stand or stand booked by him/her and the right of use of the Exposition Stand and stand shall retrocede to the Organiser in case the Exhibitor:

– has not paid the participation fee, the rental charge of the Exposition Stand or stand within the time limit set;

– has not commenced using the Exposition Stand within 24 hours prior to the opening date and time of the particular exhibition or trade fair (unless a respective agreement has been reached upon with the Organiser);

– does not adhere to the general terms and conditions for participation of the Organiser and those in the particular exhibition or trade fair.

In case the termination of the agreement takes place by the fault of the Exhibitor or other reasons, the Exhibitor shall be obliged to settle the Organiser the accounts whose payment deadlines have arrived by the moment of the termination of the agreement (rental charge of the Exposition Stand or stand, participation fee, etc.). The sums paid by the Exhibitor prior to the termination of the agreement will not be refunded.

  1. EXHIBITION AND TRADE FAIR SERVICES

Orders for the exhibition or trade fair services shall be formalised in the order forms provided with, which the Organiser shall send to all the Exhibitors, if the registration forms filled in by them according to form for the rental of the Exposition Stand have reached the Organiser and whose participation in the particular exhibition or trade fair has been accepted. The order forms shall be returned to the Organiser within the deadline stipulated in the terms and conditions for participation in the particular exhibition or trade fair, whereby late orders will be fulfilled in case of possibility. Upon paying for orders placed after the deadline set, an add-on of 25% shall be applied. Upon paying for orders placed during the working period of the trade fair (incl. the exhibition day), an add-on of 50% shall be applied.

6.1 Stand construction and design works

It is possible for the Exhibitor to order the Organiser stand construction works (incl. special design) and the respective construction and design materials. It is possible to get help and advice from the Organiser also when planning and designing the Exposition Stand.

In case the Exponent performs the stand construction works himself/herself or employs his/her subcontractors for that purpose, he/she shall he obliged to coordinate the stand design draft, constructions and materials to be used with Estonian Fairs Ltd [Chief Design Engineer Gunnar Kalmet, phone +372 613 7312, GSM +372 50 34 379, gunnar@fair.ee] within four weeks prior to the opening date of the particular exhibition or trade fair. The Exhibitor shall be obliged to adhere to the deadlines for mounting and dismounting works stipulated in the terms and conditions for participation in the particular exhibition or trade fair and the fire safety, occupational health and safety and work safety rules effective in the Estonian Fairs Centre.

In case if an exhibitor plans to hang any exhibits, elements of design, or advertising mediums of any weight on side walls or overhead structure of his/her stand, he/she must inform the organizer, who decides upon the necessity of installation of enforced walls or overhead constructions, about this.

The standard height of the construction elements used in stand construction works shall be 2.5 m. While using constructions exceeding the said height, an approval on behalf of the Organiser shall be required.

Upon using a visual advertising exceeding the standard height of the stand, the mounting of the advertising carrier shall be coordinated with the Organiser and it shall be located 2 m inward the stand border.

If the weight of the Exhibit exceeds a weight load of 1,000 kg/m², its disposition in the stand shall be coordinated with the Organiser. Under particularly heavy Exhibits and constructions, a ground plane shall be placed on the floor of the pavilion in order to disperse induced by the work load.

In case the Exhibitor wishes to erect a two- or three-storey stand with a special design, its plan shall be coordinated with the Organiser within 30 days prior to the commencement of the mounting works of the particular exhibition or trade fair. Upon the erection of the two- or three-storey stand, an add-on of 50% to the rental charge of the Exposition Stand under the stand shall be added for an m² of each storey following the first one. The maximum height limit of the two- or three-storey stand shall be 7.5 m, and the minimum distance of the second storey from the boundary of a neighbouring stand shall be 2 metres (unless a different agreement has been reached upon with the Organiser).

NB! The maximum height limit of the stay of the people servicing and visiting the two- or three-storey stand from the floor level of the halls of the Estonian Fairs Centre shall be 2.6 m.

The Organiser shall be entitled to terminate the construction works of the exhibition or trade fair stand, if the Exhibitor does not adhere to the requirements provided for by Clause 6.1 of the general terms and conditions for participation.

A partial or full dismounting of the stands, the removal of the Exhibits from the stand or the leave of the persons servicing the exposition from the stand prior to the end of the work period of the particular exhibition or trade fair shall not be allowed.

6.2 Electrical works

The Exhibitor may order the Organiser additional lighting of the stand and the necessary electrical connections. The Exhibitor may perform the electrical works of his/her trade fair stand himself/herself or employ his/her subcontractors for that purpose, undertaking to coordinate the current power consumed and the circuit diagram of the trade fair stand with the Organiser within four weeks prior to the particular trade fair.

Irrespective of the fact whether the Exhibitor performs the mounting works of his/her stand, by means of the subcontractor employed by him/her, or has ordered the mounting works of his/her stand from the Organiser, the Exhibitor shall be obliged to order the Organiser an electrical connection of his/her stand and pay for the provision of the connection on the basis of the price list of the Organiser.

The characteristics of the current consumed for each plug-in socket: voltage 220/380 V ±5%, frequency 50 Hz, wattage 1 kW.

The electrical equipment and materials mounted by the Exhibitor himself/herself or ordered from his/her subcontractors shall hold a conformity certificate.

In case the electrical works are not performed by the Organiser, a full responsibility for the safety and quality of the electrical works performed shall be held by the Exhibitor himself/herself. A legal person performing electrical works must hold an electrical work authorisation issued by Electrical Safety Controlling Centre, which authorises the performance of electrical works within a particular sphere of competence. A natural person directly performing electrical works must hold a competence certificate for the performance of electrical works within a particular sphere of competence issued by Electrical Safety Controlling Centre.

Upon the use of current using equipment (computers, refrigerators, equipment, etc.), consuming electricity for a period 24 hours, the Organiser must be ordered a 24 h electrical connection.

The sole right to energise the power supply shall belong to Estonian Fairs Ltd.

 

 

 

 

6.3 Internet connection

6.3.1 It is possible for the Exhibitor to place an order for a wired Internet connection for his/her stand with a speed of up to 10 Mbit/s in all trade fair halls by the e-mail address of Linxtelecom Estonia OÜ: . Information: phone +372 6223360.

6.3.2 Free of charge wifi-service at the Estonian Fairs Centre is provided by Elisa Eesti AS.

6.4 Water, drainage and compressed air connections

Upon the use of water and drainage at his/her stand, the Exhibitor shall order the Organiser a water and drainage connection for the particular exhibition or trade fair period. The sole right to perform the respective connections shall belong to Estonian Fairs Ltd and the respective orders shall be fulfilled, taking into consideration the technical conditions and safety requirements of the halls of the Estonian Fairs Centre.

Upon the performance of the water and drainage connections in Hall D of the Estonian Fairs Centre, additional technical conditions and restrictions have been laid out by the Organiser. In Hall D, it is forbidden to expose aquaria and pools filled with water or to use them as design element, as well as to use flowing water in bathtubs, pools and other containers and receptacles. It is prohibited to block the water and drainage connections and utility lines leading to the exhibits and fittings in need of water and drainage connections in the form and places which disable an operational access to them.

In order to use compressed air at the stand, the Exhibitor shall place an order to the Organiser, indicating the amount of air necessary (l/min), the pressure necessary (bar) and the average load ability.

6.5 Cleaning

The Organiser shall ensure a one-time pre-opening cleaning of the stands constructed by him/her or the stand construction company, Expodesign Ltd, authorised by the Organiser, as well as the maintenance of the passageways and commonly used rooms and areas throughout the entire preparation and work period of the exhibition or trade fair.

The Exhibitor shall be responsible for the cleanliness and maintenance of his/her stand throughout the entire exhibition or trade fair period.

In case the Exhibitor has erected his/her exhibition or trade fair stand himself/herself or with the help of his/her subcontractor, the Exhibitor or his/her subcontractor shall clean his/her stand himself/herself or place an order for the respective service from the Organiser.

6.6 Service Bureau

During the exposure and work period of the particular exhibition or trade fair, a Service Bureau shall work in the halls of the Estonian Fairs Centre, where it is possible to place orders for the services enlisted in the price list of the Organiser within the limits of specified time schedule. Upon paying for the additional services performed during the exposition day(s) and the work period of the particular exhibition or trade fair, an add-on of 50% shall be applied in relation to the service prices laid out in the price list of the Organiser.

6.7 Customs, transport and dispatch services

The Exhibitor shall organise the transport of the Exhibits to the particular exhibition or trade fair and back to the place of destination at his/her own expense and be responsible for the completion of transportation and logistics services connected to all his/her Exhibits. Orders on customs and transport services can be placed to the company:

UPEX LS LLC – Pirita Street 28, 10127 Tallinn, Estonia; phone +372 6112860; GSM +372 511 9947, urmas@upex.ee.

The Exhibits sent to the particular exhibition or trade fair must be sent no earlier than within 3 days prior to the commencement of the work period of the particular exhibition or trade fair (unless a respective agreement has been reached upon with the Organiser) on the address: Estonian Fairs Centre – Pirita Street 28, 10127 Tallinn. The Exhibitor can order the Organiser storage and lifting services, informing the Organiser on their necessity within five days prior to the commencement of the work period of the particular exhibition or trade fair.

The Exhibitor shall be obliged to follow the timetable stipulated in the terms and conditions for participation in the particular exhibition or trade fair by the Organiser. The Exhibitor or his/her expedition company shall be obliged to dispatch the Exhibits, design constructions and other goods in his/her possession from the Estonian Fairs Centre within 2 days (Exhibits having arrived from foreign state – within 3 days) from the end day of the work period of the particular exhibition or trade fair (unless a respective agreement has been reached upon with the Organiser).

6.8 Warehousing services

The Exhibitor shall use special storage rooms provided by the Organiser for storing its tare and other packaging materials during an exhibition or fair period or put these into a warehouse owned or rented by him outside the fair centre. Storing the tare and packaging materials behind the stand is prohibited.

The packaging materials shall be brought to the stand for packing the exhibits and design materials by the end of the exhibition or fair.

 

 

 

6.9 Parking services

The right to use the parking lot on the territory of the fair centre during a fair or exhibition period shall be organised by Estonian Fairs Ltd who shall provide the Exhibitors with a free parking card for the period. The card provides the Exhibitor multiple access to the territory of the fair centre, allows to bring goods to the halls of the fair centre (during the period and on the conditions of a certain exhibition or a fair specified in the terms of participation) and to park in the marked parking lot of the fair centre. The license plate number of the vehicle shall be written on the parking card and the card may not be given to drivers of other vehicles. The parking card shall be presented to a person managing the traffic on the entrance to the fair centre. All drivers shall shave to follow the instructions of the parking service employees of Estonian Fairs Ltd.

Additional parking cards shall be sold at the service bureau or advance by the project manager of each exhibition or fair.

Single entrance to the territory shall be based on an entrance card which has to be bought upon the entrance and gives a right to park in the unguarded parking lot of the fair centre.

Depending on the space programme of specific exhibition or fair, Estonian Fairs Ltd shall arrange the parking on the territory of the fair centre in the marked asphalt lots of the territory outside the parking lot as well.

During an exhibition or fair period, it is forbidden to park vehicles in the main square of the fair centre, near the pedestrian entrance and in places which hinder the movement of transportation or pose a risk to the life and health of the visitors.

6.10. Suspensions

The privilege of installing suspension points at the Estonian Fair Centre is held only by Estonian Fairs Ltd and its authorized co-operation partner Expodesign Ltd. Participants and/or their authorized subcontractors are obliged to order the suspension points from the Estonian Fairs Ltd. Suspension points have to be ordered and paid by the customer to Estonian Fairs Ltd even if the Estonian Fairs Ltd has given approval that the suspension points may be installed by subcontractors. Technical drawing of suspension points has to be approved by Estonian Fairs Ltd (Chief Constructor Gunnar Kalmet, tel. +372 6137312, tel. +372 5034379, e-mail: ) at the lastest four weeks before the opening date of the exhibition or trade fair.

Application for suspension points has to contain the following information: * Description of the hanging object (material, weight);

* The number of suspension points;

* A schematic drawing;

Depending on the location of the suspension points in the fair halls, following capacity is available for suspension points: up to 5 kg, up to 50 kg (needs pulley for assembling), and up to 100 kg (needs pulley for assembling). Equipment used for suspension works – such as hoists, wire ropes, chains, buckles, straps, slings and other devices and components must comply with the CE requirements. Pulley tackle and hoists must be secured with a wire or chain. Exhibitor is obliged to comply with participation terms of specific fair or exhibition, the Estonian Fair Centre’s general conditions, fire safety, occupational health and safety requirements. Personnel carrying out the works, must have received special training, their tools and personal protection equipment must comply with the requirements. If the technical drawing of suspension points is not approved or works are executed not in accordance with requirements and regulations, the Estonian Fairs Ltd has the right to stop suspension works.

  1. SECURITY, FIRE SAFETY AND OCCUPATIONAL SAFETY

Estonian Fairs Ltd shall ensure the protection of assets belonging to the exhibitors during fairs, exhibitions and other events organised by Estonian Fairs Ltd and shall ensure public order in the pavilions of the fair centre and its outer territory according to the security plan of the specific event and within the limits specified in the instructions drafted to secure preservation of material values and introduced to the exhibitors. Fee for the abovementioned security services by the exhibitors is included in rental tariff of the exposition space. Exhibitors can order additional paid security services within the framework of fair or exhibition, which scope and conditions of provision shall be specified in the agreement of provision of paid security service concluded between Estonian Fairs Ltd and the client.

Estonian Fairs Ltd shall provide paid security service with the forces of its own security service for the protection of assets and public order within the framework of fairs, exhibitions, conferences, concerts, sports and entertainment events organised in the fair centre by other organisers. The basis for provision of paid security service shall be the agreement of provision of paid security service concluded with the organiser and security plan agreed between the parties.

Estonian Fairs Ltd shall accept responsibility for installation and maintenance of primary fire extinguishing equipment in the fair centre. To ensure fire safety, the exhibitor commits to fill all orders from the authorised representatives of the Estonian Fairs Ltd and fire safety regulations in force in the fair centre. The use of open fire in the halls of fair centre is strictly prohibited. Smoking in the halls and stationary and temporary catering areas located inside the fair centre is forbidden. Different procedure or additional restrictions and terms may be applied upon a special agreement between Estonian Fairs Ltd and the organisers of an event if the event is closed or with restricted access.

Exhibiting flammable goods and materials is permitted only with prior written consent from the North Estonian Rescue Centre and notification given to the Estonian Fairs Ltd before bringing the goods to the fair centre and their use in the fair centre.

Storage of exhibits, package boxes and other tare, advertising materials, cleaning accessories etc in the area between back wall of exhibition stand and the wall of pavilion is strictly forbidden.

All organisers and exhibitors are obliged to follow fire safety, occupational safety and occupational health regulations in force in the fair centre of Estonian Fairs Ltd.

  1. WASTE MANAGEMENT AT THE FAIR CENTRE

Putting waste outside the garbage cans is forbidden on the territory of the fair centre. Pouring lubricants, oil residues, solvents, enamels or paints into the sewer is prohibited. It is also forbidden to put inflammable or explosive substances or materials, hazardous waste, liquid waste, waste requiring special processing, e.g. batteries, containers of paint or other chemical substances, or materials used in building the stand or exhibiting the machinery or equipment (wood, chipboard, fibreboard, metal, glass, etc.) into the garbage container for mixed domestic waste. The Exhibitor or his subcontractor shall have to put all large waste produced during the construction of its stand into the garbage cans in the territory of the fair centre, which are specified for that purpose or order to the stand garbage cans from Estonian Fairs Ltd. Payment for the service shall be based on the Estonian Fairs Ltd price-list.

If the Exhibitor or its subcontractor has not put its waste to the waste containers, an invoice for cleaning works will be made according to the Estonian Fairs price list.

It is prohibited to storage exhibits and stand building materials to the stands passageways, the organizer is entitled to remove them without any notice.

The elimination of any environmental damage or pollution caused due to ignoring or violation of the waste management regulations shall be on the expense of the Exhibitor who caused the damage or pollution.

  1. IDENTITY CARDS FOR PARTICIPANTS AND CONSTRUCTION WORKERS

The identity cards (wristbands) for each exhibition or fair shall be issued by the Organiser based on the size of the rented space at the day of the exhibition or fair. The cards (wristbands) must be worn in a visible place. The owners of identity cards (wristbands) shall have a right to enter exhibition halls of the fair centre where their exhibition is during the exhibition layout day, the fair period, removal of exhibits and dismounting period. The identity cards are personal and release of identity cards to others is strictly forbidden. It is also prohibited the removal of a wristband and transfer to another person. Upon release of an identity card/wristband to other persons, the Organiser or its security guard shall have a right to take the card/wristband away from its owner and it will not be returned or substituted.

The owners of construction workers’ identity cards shall have a right to enter and stay in exhibition halls where their exhibition is during the exhibition layout day, removal of exhibits and dismounting period. The identity cards for construction workers shall be issued upon the request of the Exhibitor on the basis of the list of the workers up to two weeks before the beginning of the exhibition or fair from the info stand.

The cards must be filled in as required and worn in a visible place.

  1. ADVERTISING AND RETAIL SALE

The Exhibitor has a right to use for advertising his exhibition space and the inside walls of the rental stand. Placing advertising material on the walls of the stands is permitted only when adhesive tape and/or hangers are used, which do not harm the walls or structures. The Exhibitor commits to use only advertising materials which promote his firm and/or business.

The advertising materials, the methods and activities must comply with the Advertising Act, the Consumer Protection Act and the Language Act of Estonia and good business principles. The Exhibitor is responsible for the ethical look of the advertising material in its stand. The Organiser shall have a right to demand removal of any advertising which violates the common ethics or gender equality, which instigates hatred against a religion or a nation and does not comply with good business practices. The use of other advertising space in the fair centre outside the stand or more than 2.5 metres above it has to be paid extra and only with agreement with the Organiser.

Presentations, concerts, fashion shows or other events taking place at the fair stand during the exhibition period have to be co-ordinated in advance with the Organiser in order to avoid disturbing other exhibitors. The presentation of audio or video programmes, concerts or the use of sound amplifiers for the purpose of advertising may not disturb the work at the neighbouring stands.

The decision of allowing retail sale shall be made by the Organiser. Organising retail sale have to be based on current legislation. Organising retail sale without Organisers approval is prohibited.

  1. REGULATION OF NOISE-GENERATING ACTIVITY

When exposing noise-generating devices and using acoustic amplifier systems valid rules and regulations have to be guided. The Organiser has the right to demand from the Exhibitor the limitation of sound volume, shifting arrangement time of events and noise events and limiting the duration of events and noise events to prevent disturbing or interfering with the work of the neighbouring stands. Ignoring the limitation set by the Organiser leads to prohibiting the actions that exceed the standard level of noise in the stand.

  1. ORGANISATION OF CATERING IN THE FAIR CENTRE

Catering in the fair centre is organised by Fairs Bar LLC, who has rented rooms from Estonian Fairs Ltd and operates on the 1st floor of the hall B (Blue bar) and on the 2nd floor of the hall C (fast food restaurant), where it has the exclusive right for catering and performs catering activities for the particular exhibition or fair also in the temporary selling places in the halls of the Estonian Fairs Centre.

Fairs Bar LLC organises catering of the Exhibitors during exhibition or fair period on the basis of guarantee letters, it organises business lunches and firm receptions, coffee breaks and stand service. Information and ordering – Fairs Bar LLC, phone +372 50 15 095.

Considering the character of the particular exhibition or fair, the Organisers have the right to involve other caterers in organising catering.

Using open fire for preparing food is prohibited in the halls of the Estonian Fairs Centre. The enterprise interested in organising catering is obliged to install spot ventilation that ensures the capture and exiting of the steam, gases and odours involved in cooking.

Organiser of catering is obliged to follow the fulfilment of hygiene-, sanitary- and cleanliness requirements in the catering space, including the quality and preservation of the foodstuff, cooking and serving, clothing of the attendants, continuous cleaning of the used dishes, emptying trash bins into the specified trash cans situated on the outdoor territory of the Estonian Fairs Centre, etc.

Smoking in the catering places is forbidden. The organisers of the catering have the responsibility to observe the non-smoking restriction in its catering place.

  1. SPECIAL TERMS

Terms that are not laid down in these general terms of participation or terms that are connected with organising particular exhibitions and fairs, their fulfilment procedures, and the responsibility resulting from the non-fulfilment or inopportune fulfilment of the terms shall be additionally co-ordinated before the arrangement of the given event.

To reduce and neutralise the unhealthy effect of the engines’ exhaust gases that get into the room from the working engines of the transport vehicles – trucks and truck-mounted cranes and hydraulic hoists- that are used to install or move big or heavy showpieces, it is obligatory to use additional equipment – catchers, filters, etc. It is forbidden to use lifting transport vehicles that do not have or do not use the correspondent additional equipment in the halls of the Estonian Fairs Centre.

Performing of live music or audio recordings in fair, exhibition or other event shall bring along obligation to pay fee according to the rates specified by the Estonian Authors’ Society and the Estonian Performers Association.

  1. RESPONSIBILITY AND INSURANCE

14.1 Responsibilities of the Exhibitor

Exhibitor accepts responsibility for mounting and installing the exhibition and for the order of its exhibition area.

Exhibitor does not have the right to occupy the reserved exhibition area in the particular exhibition or fair before it has registered its arrival at the official representative of the Organiser or in the service bureau of the particular exhibition or fair.

Exhibitor accepts responsibility for the exhibition equipment and inventory given to it, from the moment of reception to the returning them to the organiser, after dismantling its exhibition.

Exhibitor is obliged to remove adhesive tapes, sticker- and advertisement materials installed by the Exhibitor or its Co-exhibitors. In case the Exhibitor leaves the exhibition or fair without removing sticker advertisements, it is obliged to pay the Organisers the cost for removing the aforementioned advertisements. Exhibitor is obliged to compensate the organisers the cost of inventory damaged by the Exhibitor or its Co-exhibitor in the course of removing the advertisements.

Exhibitor accepts responsibility for the actions of its employees or involved third parties and is obliged to compensate for the substantial damages caused by them.

Exhibitor accepts responsibility for damaging or losing the exhibits, constructions, etc. during the period of the particular exhibition or fair.

Exhibitor decides upon insuring its exhibits and other properties in the particular exhibition or fair period and bears the responsibility for the possible consequences of non-insuring its material properties.

14.2 Obligations of Exhibitor

Exhibitor is obliged to notify the Organiser immediately about damages done to the Organiser’s property that was held by the Exhibitor at the time (including floors, walls, doors, gates, support- and bearing constructions, windows, etc. of the Fair Centre) and compensate for the damages. The loss event will be fixed in the form of an act between Exhibitor and Organiser.

Oral statements about disappearance of, or damages to, the properties shall not be taken into account and they shall not be discussed.

14.3 Responsibilities of the Organiser

Organiser accepts responsibility for the general order and safety in the halls and territory of the fair centre.

Organiser does not take responsibility for damages incurred by Force Majeure, and also by visitors, other Exhibitors and their Co-exhibitors.

Organiser accepts responsibility for variety, display, marking and working order of the firefighting equipment.

Organiser does not accept responsibility for damages or disappearance of exhibits, constructions, etc. belonging to the Exhibitor.

  1. FORCE MAJEURE

Organiser has the right to cancel or postpone the preparatory work or organising particular exhibition and fair when the need for cancelling is caused by Force Majeure – act of war, activities of the nature forces, activities of the authority of the state and authorities of the government, terrorism, etc.

In case the organising of the particular exhibition or fair proves to be impossible, the Organiser terminates the Contract with the Exhibitor and returns the sums transferred by the Exhibitor. Participation fee is non-returnable and shall not be refunded.

  1. SANCTIONS

In case of deliberate ignoring or violation of regulations specified in these general terms of participation the Organiser has the right to exact from the Exhibitor the fine in the amount of two participation fees of the particular exhibition or fair.

  1. RAISING COMPLAINTS

All bilateral complaints between Organiser and Exhibitor shall be submitted in written form during the preparatory or working period of the particular exhibition or fair, or during some other time limit set for submission of complaints by the Organiser. Complaints submitter after that period shall not be taken into account and shall not be discussed.

The complaints shall be solved by negotiations. If the agreement is not reached, the disagreements and complaints shall be solved in Harju County Court, following the legislation of the Republic of Estonia.

  1. VALIDITY OF THE CONTRACT

In signing the registration form-participation contract of the particular exhibition or fair the Exhibitors and their authorised representatives accept and commit to follow these general terms of participation, terms of participation of a particular exhibition or fair and additional instructions rendered by the Organiser.

The Estonian version of the general terms of participation of the Estonian Fairs Centre shall take precedence over other language versions, in case there are disagreements in interpreting.

Estonian Fairs Ltd has the right to alter and complement these general terms of participation. Organisers and Exhibitors shall be notified about all alterations and complements.

27.04.2016

 

 

 

It is possible for the Exhibitor to order standard and design stand construction works and the respective construction and design materials for exhibitions and fairs organized in Estonia or abroad, from Estonian Fairs Ltd or authorized stand building company Expodesign Ltd. For additional information, please contact with fair project manager (contact information you will get from our web-site or fairs participation terms) or Chief Design Engineer of Estonian Fairs Ltd mr Gunnar Kalmet (phone +372 6137312, cell +372 5034379).

It is possible to get help and advice from the Estonian Fairs Ltd also when planning and designing the Exposition Stand.

In case the Exhibitor performs the stand construction works himself/herself or employs his/her subcontractors for that purpose, he/she shall he obliged to coordinate the stand design draft, constructions and materials to be used with Estonian Fairs Ltd within four weeks prior to the opening date of the particular exhibition or trade fair.

The Exhibitor shall be obliged to adhere to the deadlines for mounting and dismounting works stipulated in the terms and conditions for participation in the particular exhibition or trade fair and the fire safety, occupational health and safety and work safety rules effective in the Estonian Fairs Centre.

The standard height of the construction elements used in stand construction works shall be 2.5 m. While using constructions exceeding the said height, a clearance on behalf of the Estonian Fairs Ltd shall be required.

Upon using a visual advertising exceeding the standard height of the stand, the mounting of the advertising carrier shall be coordinated with the Estonian Fairs Ltd and it shall be located 2 meters inward the stand border.

If the weight of the exhibit exceeds a weight load of 1,000 kg/m², its disposition in the stand shall be coordinated with the Estonian Fairs Ltd. Under particularly heavy Exhibits and constructions, a ground plane shall be placed on the floor of the pavilion in order to disperse induced by the work load.

In case the Exhibitor wishes to erect a two- or three-storey stand with a special design, its plan shall be coordinated with the Estonian Fairs Ltd within 4 weeks prior to the commencement of the mounting works of the particular exhibition or trade fair.

The maximum height limit of the two- or more-storey stand shall be 7.5 m, and the minimum distance of the second storey from the boundary of a neighboring stand shall be 2 meters (unless a different agreement has been reached upon with the Estonian Fairs Ltd).

NB! The maximum height limit of the stay of the people servicing and visiting the two- or more-storey stand from the floor level of the halls of the Estonian Fairs Centre shall be 2.6 meters.

Upon the erection of the two- or more-storey stand, an add-on of 50% to the rental charge of the Exposition Stand under the stand shall be added for an m² of each storey following the first one. The Estonian Fairs Ltd shall be entitled to terminate the construction works of the exhibition or trade fair stand, if the Exhibitor does not adhere to the requirements provided for by Clause 6.1 of the general terms and conditions for participation.

A partial or full dismounting of the stands, the removal of the Exhibits from the stand or the leave of the persons servicing the exposition from the stand prior to the end of the work period of the particular exhibition or trade fair shall not be allowed.

The Exhibitor may order the Organiser additional lighting of the stand and the necessary electrical connections. The Exhibitor may perform the electrical works of his/her trade fair stand himself/herself or employ his/her subcontractors for that purpose, undertaking to coordinate the current power consumed and the circuit diagram of the trade fair stand with the Organiser within four weeks prior to the particular trade fair.

Irrespective of the fact whether the Exhibitor performs the mounting works of his/her stand, by means of the subcontractor employed by him/her, or has ordered the mounting works of his/her stand from the Organiser, the Exhibitor shall be obliged to order the Organiser an electrical connection of his/her stand and pay for the provision of the connection on the basis of the price list of the Organiser.

The characteristics of the current consumed for each plug-in socket: voltage 220/380 V ±5%, frequency 50 Hz, wattage 1 kW.

The electrical equipment and materials mounted by the Exhibitor himself/herself or ordered from his/her subcontractors shall hold a conformity certificate.

In case the electrical works are not performed by the Organiser, a full responsibility for the safety and quality of the electrical works performed shall be held by the Exhibitor himself/herself. A legal person performing electrical works must hold an electrical work authorisation issued by Electrical Safety Controlling Centre, which authorises the performance of electrical works within a particular sphere of competence. A natural person directly performing electrical works must hold a competence certificate for the performance of electrical works within a particular sphere of competence issued by Electrical Safety Controlling Centre.

Upon the use of current using equipment (computers, refrigerators, equipment, etc.), consuming electricity for a period 24 hours, the Organiser must be ordered a 24 h electrical connection.

The sole right to energise the power supply shall belong to Estonian Fairs Ltd.

GUIDELINES FOR CONSTRUCTION OF AN EXHIBITION BOOTH AND WORKING WITH LIGHT

 

 The exhibitor has to observe the following guidelines and, if built by any other than Estonian Fairs Ltd., the guidelines have to be delivered to draftsmen and builders of the booth. The guidelines are governed by laws and decrees of the fire safety and rescue works of Estonian Construction Ordinance and Electricity Regulations.

Contact persons at Estonian Fairs Ltd.:

Chief constructor Gunnar Kalmet, +372 503 4379, gunnar@fair.ee

Chief power engineer Igor Nikulin,+372 504 1793, nikulin@fair.ee.

North Estonian Rescue Centre

The Fire Safety Office of the Inspector General Malle Mitt +372 6747 266, +372 51289 86

Contents

  1. Building materials
  2. Ceiling of exhibition hall
  3. 2-storeyed constructions
  4. Evacuation paths in a single-storied construction
  5. Heavy exhibits
  6. Work with light and demonstrations
  7. Inflammable liquids, gases and heating equipment
  8. Pressure containers and gas balloons
  9. Burning candles
  10. Display of vehicles
  11. Electricity

 1.Building materials

  • floor cover must be non-inflammable, class P
  • the fabrics used as curtains and design must be of fire safety class SK-2, in rooms with automatic system the class should be SK-1
  • special building materials and requisites (e.g. haystacks), that do not correspond to class SK-1 requirements, must be processed accordingly. Certification for processing has to be given (respective certificate for absorption or covering by fireproof material).
  1. Ceiling of exhibition booth

The fair centre is supplied with automatic sprinkler fire extinguishing system. The ceiling or any other object covering the exhibition booth must not interfere with the work of extinguishing system. Roof material must be of veiling or rack of a fire safety class. Firewater has to have some access into the exhibition booth through any other roof material (e.g. thin ceiling of timbre). The tents used outdoors do not correspond to the referred requirements. The drawings with the mentioned constructions have to be submitted to the exhibition architect at least 4 weeks prior to opening of the exhibition for review. If the design of the exhibition booth includes ceiling, the chief constructor of the Estonian Fairs shall make the decision about the primary fire extinction equipment and fire alarm system.

The smallest allowed extinguisher is a 6 kg AB III-E or any other extinguisher with the same capacity.

  1. 2-storeyed constructions

The exhibition booth may be constructed 2-storeyed on the following conditions:

  • the permit issued by the exhibition architect of Estonian Fairs Ltd. has to be obtained
  • drawings with the booth construction have to be given 4 weeks prior to instalment at the latest to the disposal of Estonian Fairs Ltd., who subsequently re-delivers them to the rescue service for approval
  • the second floor is at least at the distance of 2 meters from the border of neighbouring booth unless otherwise agreed in writing with neighbours
  • the allowed load on the floor and stairways of the second floor if applied as an office is at least 2,5 kN/m2 (250 kg/m2) and if open to the public 4,0 kN/m2 (400 kg/m2)
    • the height of vacant space of lower floor of 2-storeyed booth is 2,5 m max. and 2,2 m min.
  • evacuation distance of the second floor to open staircase is 20 m max. and width of staircase at least 120 cm. In case the area of the second floor exceeds 50 m2, there must be at least two steps
  • the height of the second floor and the boundary of paths leading there is appr. 1 m from horizontal surface to the upper edge of the handrail. The part of the wall remaining under the handrail or correspondent construction must tolerate 0,4 kN/m (40 kg/m) linear load in horizontal direction. The part consisting of the board of boundary must tolerate point load 0,3 kN (30 kg) in horizontal direction. Should the boundary be subject to human weight, vertical point load 1,0 kN (10kg) must be considered
  • The fire extinction equipment of the lower floor of a 2-storeyed booth are as follows: manual extinguisher class AB-III-E 6 kg/l for lower and manual extinguisher AB-III-E 6 kg/l for the second floor per each 50 m2
  • in addition each room shall have fire extinguishing alarm

Estonian Fairs Ltd. states its opinion of the construction of the booth, although the constructor in charge shall take the responsibility for safety of construction and management of construction works of a booth.

  1. Evacuation paths in single-storied construction

The following minimum dimensions of evacuation paths and widths of traffic paths shall be followed in single-storied construction if the booth is:

under 20 m2: one 1-way evacuation path

more than 20 m2 and under 50 m2: two 1-way paths or one 2-way paths

more than 50 m2 and under 100 m2: two separate 1-way paths or one 2-way and one 1-way path

100 m2 and more than that: two 2-way paths

Minimal widths of paths:

— 1 row 90 cm

— 2 rows 120 cm

— 3 rows 160 cm

— 4 rows 200 cm

— due to unit construction the evacuation exit will be allowed 70 cm of door hole, if only their total width corresponds to minimum requirements

* evacuation paths should be marked by official signs by constructors

  1. Heavy exhibits

In case the load of exhibits in halls A, B, C and D exceeds 10 kN/m2 (1000 kg/m2) and on the second floor of hall A and B 3 kN/m2 (300 kg/m2), their instalment should always be separately negotiated with the project manager.

  1. Work with fire and demonstrations

Law and regulations for fire safety and rescue works forbids use of fire at the fair and exhibition premises. Tallinn Fire Safety and Rescue Service may grant permit, if circumstances are favourable.

Working with fire and performing other such works that involves sparkles and flame or any other heat and the work where flammable situation might emerge. These works are, for instance, gas and flame welding, burning and flame cutting, disc cutting and dressing metals and works, where gas burners and other open fire or hot air blowers are applied.

The workers using fire by construction and demolition works are required the LICENCE FOR WORKING WITH FIRE and PERMIT FOR WORKING WITH FIRE granted by chief constructor of Estonian Fairs Ltd. The workers carrying out demonstrations and presentations of methods of works are not required the permit for working with fire during open hours of exhibition, if the presentation place has to correspond to the requirements of STATIONARY WORK PLACE FOR WORKING WITH FIRE, getting sparkles into the booths and passages should be avoided. Gas welding tools and liquid gas equipment shall be supplied with protective measures required in T5 the guidelines Fire Works.

The description of demonstrations and presentations of working methods and primary fire extinguishers shall be sent to the project manager of the respective fair of Estonian Fairs Ltd. 4 weeks prior to exhibition at the latest.

For further information do not hesitate to contact Tallinn Fire Safety and Rescue Service, address Raua 2, Tallinn, tel. (2) 62 82 109

  1. Inflammable liquids, gases and heating equipment

As a rule no inflammable liquids shall be kept at fair and exhibition premises. If terms and conditions authorise use of mentioned liquids, only small quantities of those substances could be retained in fair and exhibition rooms by permit of Tallinn Fire Safety and Rescue Service. The heating equipment operated by lighting petroleum, petrol, diesel fuel or gas shall be suitable for use in exhibition conditions.

For the purpose of using and keeping liquid gases and other gases, an explanation shall be delivered to the marketing department of Estonian Fairs Ltd. at least 4 weeks prior to exhibition. The project manager sees that allowed general quantity will not be exceeded and gets the possible permit from Tallinn Fire Safety and Rescue Service.

  1. Pressure containers and gas balloons

Only one pressure container may be in the exhibition booth with non-inflammable gas (50 l). Such are, for instance, gases used to inflate balloons. These have to be fixed in order to avoid falling down.

  1. Burning candles

If burning candles is indispensable, the so-called safe candles should be applied. The casing of safe candle has been manufactured of some non-inflammable material and the substance to be burnt in it is mineral oil. Safe candle shall be located so that visitor would not have any access to it.

  1. Exhibiting cars

The transport means exhibited in exhibition booths shall have as little fuel as possible (max. 5 l). The main switch has to be switched off and clasps of battery dismounted.

  1. Power supply of exhibits

Electrical equipment and fittings used at the territory of Estonian Fairs Ltd. shall correspond to regulations issued by electricity control centre. Power works conducted by constructor of the booth shall correspond to the following conditions:

– the person carrying out electrical works must have certificate for qualification of exploitation and safety rules of electricity equipment of consumers

– there must be certificate for all applied electrical appliances and materials, certifying their correspondence to regulations valid in Estonia;

– the above-mentioned documents shall be presented to Igor Nikulin, the chief power specialist of Estonian Fairs Ltd.

Principal requirements:

* stringy and double insulation wiring

* all wires applied shall have protective conductor and sockets grounded in protective contact

* metal parts of electrical appliances must be grounded

* before connecting feeding of electrical appliances guard electricity specialist of Estonian Fairs Ltd. has to be invited for inspection (information booth)

* NB! on failure to fulfil other terms and conditions, the guard electricity specialist is authorised to switch off electricity

* in special cases and other matters please contact chief power specialist

We reserve the right to introduce amendments.

01.01.2016.

 

ESTONIAN FAIR CENTRE

FIRE AND WORK SAFETY, LABOUR PROTECTION AND INTERNAL REGULATIONS

PART I

FIRE SAFETY REGULATIONS FOR THE PERSONNEL OF COMPANIES ORGANIZING AND PARTICIPATING IN THE EXHIBITIONS AND FAIRS IN THE ESTONIAN FAIR CENTER

1.1       GENERAL PROVISIONS

1.1.1    These fire safety regulations (hereinafter as Regulations) shall determine the basic fire safety requirements in the Estonian Fairs Ltd (hereinafter as Exhibition) complex of exhibition pavilions, mobile structures (hereinafter as Pavilions); warehouses, workrooms and edifices (hereinafter as Buildings); working and auxiliary rooms (hereinafter as Rooms) and outer sites (hereinafter as Site).

1.1.2    The Regulations are compulsory for all workers of the companies organising exhibitions and fairs at the Exhibition (hereinafter as Organisers), for the employees of companies participating in their work (hereinafter as Exhibitors) and for the people visiting exhibitions and fairs (hereinafter as Visitors).

1.1.3    In order to guarantee fire safety, all other valid regulations of the Republic of Estonia stipulating fire safety regulations and requirements as well as fire inspection prescriptions must be observed in addition to these Regulations.

1.1.4    The Organisers and Exhibitors of exhibitions and fairs at the Exhibition as events connected with mass participation of people, are obliged to take all possible and necessary measures for preventing fires and maintaining the safety of people in case of fires.

1.1.5    All prescriptions of the National Fire and Rescue Board and of other bodies of fire inspection in matters related to the guaranteeing of fire safety and the maintenance of people’s safety, are meant for compulsory fulfilment by all Organisers, Exhibitors and Visitors.

1.1.6    In addition to prescriptions by the bodies of fire inspection, Organisers and Exhibitors are obliged to fulfil the requirements and prescriptions presented by the authorised employees of the Exhibition for guaranteeing fire safety.

1.1.7    Estonian Fairs Ltd is responsible for the fulfilment of fire safety requirements at the Exhibition.

1.2       MAINTAINING FIRE SAFETY IN BUILDINGS AND ROOMS

1.2.1    The target function of Buildings and Rooms must be observed at their use. Changes in the function of Buildings and/or Rooms, or their rebuilding must be reconciled with bodies of fire inspection.

1.2.2    It is strictly prohibited to jam the evacuation ways and entrances and additional exits used as possible emergency exits, the fire safety signs pointing to the exits as well as fire-fighting and rescue utensils with stand-building materials, exhibits, pieces of furniture and other exhibition fittings, but also with tare and packaging boxes and materials.

1.2.3    Minimum leeway between the pavilion walls and stands erected into the pavilions must be minimum 1,0 m; the width of passage leading to the exit must be 3 m at the least.

1.2.4    It is prohibited to store tare and packaging boxes and materials, the exhibits, supplies of goods etc.  behind the stands. Empty tare and packaging boxes are stored in rooms specially allocated by the exhibition for that purpose.

1.2.5    The carpets and floor coverings used in the pavilions must be of non-combustible materials (class DFL-s1) and affixed to the floor.

1.2.6    It is strictly prohibited to use open fire, solid, liquid and gas combustibles in the buildings and rooms.

1.2.7    It is prohibited to carry out and expose appliances, works or technological processes that make use of, treat, manufacture or preserve flammable combustible substances or materials.

1.2.8    The use and maintenance of functioning technological and other appliances must meet the requirements outlined in technical documentation, instructions and other standardising documents issued for the pertinent appliances.

1.2.9    The exhibitor must possess certificates characterising their combustibility upon substances and materials used together with the exhibition of functioning technological appliances.

1.2.10   Upon the exhibition of flammable consumables, the package of the product must wear pertinent warning and internationally recognised warning signs.

1.2.11   Upon the use of electrical appliances their operating instructions must be strictly obeyed; it is prohibited to use electrical appliances and connections which are not standardised, and to overburden electrical network.

1.2.12   Electrical appliances, except the appliances working 24 hours a day pursuant to procedures established by technological requirements or the exhibition, must be unplugged after the end of their work.

1.2.13   Upon work or other activities performed on the stand the exhibitors must look after their stand from the point of fire safety and take necessary measures for avoiding fire hazard on the stand.

1.2.14   It is prohibited for the exhibitors to leave an operating technological or other appliance or device on the stand without supervision and use appliances with malfunctioning fire and emergency protector systems or any other technical failures.

1.2.15   It is prohibited for the exhibitors to make connections with the electrical network of the exhibition and install temporary electrical grid, make use of electrical appliances, wires and cables not corresponding to environmental conditions.

1.2.16   Smoking is permitted only in places specially isolated, furnished and marked for that purpose.

1.2.17   At the compilation of exhibition and fair designing drafts the organiser is obliged to secure the existence of at least two emergency exits (at the A and B pavilions two from every floor) leading during the exhibitions and fairs out of the pavilions either directly or through stairwells.

1.3       MAINTENANCE OF FIRE SAFETY AT THE SITE

1.3.1    It is prohibited to block up accesses, approaches and passages; to obstruct accesses to buildings, fire-fighting and rescue utensils.

1.3.2    It is prohibited for the organisers and the exhibitors to:

1.3.2.1  park the vehicles closer than 4 metres from the pavilions and buildings;

1.3.2.2  erect temporary edifices and constructions on the site of the exhibition without a design reconciled with the National Fire and Rescue Board;

1.3.2.3  carry out fire and explosion hazardous works anywhere else but at places specially designated for that purpose;

1.3.2.4  pour on ground or into the sewerage flammable liquids and oxidants;

1.3.2.5  leave spoilt tare and packaging boxes and useless packaging materials elsewhere on the site of the exhibition but at places specially designated for that purpose;

  • use open fire, burn wastes and refuses.
  • leave the electrical appliances connected to the circuit at the end of the work day or after leaving the stand.

1.4       OPERATION IN CASE OF FIRE

1.4.1    People’s security and quick evacuation from pavilions, buildings and rooms endangered or affected by fire must be guaranteed in case of fire.

1.4.2    The person having detected fire, is obliged to:

1.4.2.1  report the National Fire and Rescue Board orderly without delay about the detected fire, one’s identification data and the number of telephone used at making of this report;

1.4.2.2  inform the administrator of the exhibition about the fire detected;

1.4.2.3  warn the endangered people;

1.4.2.4  start isolating and if possible, putting out the fire.

1.4.3    The arrived fire fighting and rescue emergency brigade must be reported:

1.4.3.1  the place and range of fire;

1.4.3.2  its possible threat to people;

1.4.3.3  possible hazards accompanying the fire;

1.4.3.4  steps taken to put out the fire before the arrival of the rescue brigade.

PART II

LABOUR PROTECTION AND WORK SAFETY REGULATIONS FOR THE PERSONNEL OF COMPANIES ORGANIZING AND PARTICIPATING IN THE EXHIBITIONS AND FAIRS IN THE ESTONIAN FAIR CENTRE

2.1       GENERAL PROVISIONS

2.1.1    These labour protection and work safety regulations (hereinafter as Regulations) shall determine the basic health protection and labour safety (product, equipment, appliances and personal protection equipment safety) requirements as well as the necessary measures for guaranteeing people’s working capacity, harmless and secure working conditions, and for the reduction of hazardous and harmful factors of the working environment in the Estonian Fairs Centre (hereinafter as Exhibition).

2.1.2    The Regulations are compulsory for all of the workers of the companies organising exhibitions and fairs  (hereinafter as Organisers) at the Exhibition, for the employees of companies participating in their work (hereinafter as Exhibitors) and for the people visiting exhibitions and fairs (hereinafter as Visitors).

2.1.3    In order to guarantee the safety of Visitors, Exhibitors and Organisers, Labour Protection Law of the Republic of Estonia and other laws, regulations, standards, directions, instructions as well as other legal acts and prescriptions by the authorities must be observed in addition to these Regulations.

2.1.4    The Organisers and Exhibitors of exhibitions and fairs at the Exhibition as events connected with mass participation of people, are obliged to take all possible and necessary measures for preventing hazardous and harmful factors accompanying the organisation of exhibitions and fairs, and for maintaining the safety of people.

2.2       GUARANTEEING PEOPLE’S SECURITY AND SAFETY AT THE

            EXHIBITIONS AND FAIRS ORGANIZED AT THE EXHIBITIONS

2.2.1    The exhibition and fair environment (hereinafter as fair environment) constitutes part of the natural, artificial and social environment together with all the people (Visitors, Exhibitors, Organisers); pavilions, buildings and rooms, designing constructions and materials, exhibition fittings, technical devices and systems, mechanisms, exhibits, working and protection appliances and other components contained there, where a complex of physical, chemical, biological, psychological and social-economic factors arising from the exhibiting activities are influencing the health and security of people.

2.2.2    The Exhibition, Organisers and Exhibitors must guarantee secure working and living conditions for the sake of lives and health of all people staying in the fair environment.

2.2.3    The Organisers, Exhibitors and employees of the Exhibition are obliged to:

2.2.3.1  fulfil all the established labour protection requirements;

2.2.3.2  make use of the equipment of individual protection in order to prevent working accidents and health damages;

2.2.3.3  observe that the work performed by them or the consequences arising thereof would not endanger the health and life of the performer of the work, the others, and natural environment;

2.2.3.4  fulfil legal orders and prescriptions by authorities carrying out labour protection supervision and by authorised employees of the Exhibition;

2.2.3.5  report representative of the Exhibition administration about accidents or pertinent hazards.

2.2.4     The Exhibition and Organisers are obliged to fulfil the following prescriptions in order to create a safe fair environment for the sake of lives and health of people:

2.2.4.1  Design, erect and furnish the exposition the way that guarantees safe work and stay of people and does not endanger their health and natural environment;

2.2.4.2  Standard height of the stands erected at the exhibition is 2,5 m. For the erection of higher design elements special permission from the authorised certification institution and written permission from the Exhibition is needed.

2.2.4.3  Schedule and organise working operations in connection with exposition erection and furnishing the way that guarantees their safe cumulative effect;

2.2.4.4  Hazardous factors of technical exhibits constituting the source of amplified danger must not exceed the pertinent standards;

2.2.4.5  The illumination of pavilions, buildings and rooms must meet set standards, the signs of pavilions’ evacuation ways and exits must be illuminated; pavilions and buildings must have an emergency illumination system.

2.2.4.6  Temperature in pavilions during the autumn-winter and spring-summer season exhibitions and fairs must be at least 18° C;

2.2.4.7  Technical exhibits, that due to their high or low temperature or moving parts may endanger the people using them or working and staying in their closest vicinity, must be screened with protective fence and equipped with signalling alarm;

2.2.4.8  Passages between the stands must be in condition which prevents slipping, tackling or falling down of people; upon necessity and by the requirement of exhibition be equipped with fences, crossings or other means of safety;

2.2.4.9  Upon the use of glass showcases the edges of glass must be polished;

2.2.4.10            Upon the use of high showcases and the hanging of exhibits and advertising utensils to the ceiling or upper edges of stands necessary measures must be taken to avoid their falling down.

2.2.4.11            It is prohibited to exhibit functioning technological processes or exhibits making use of, manufacturing, or producing as by-products substances and materials hazardous or dangerous to people’s health;

2.2.4.12            It is prohibited to exhibit functioning technological processes or exhibits generating fume and dust, and making use of aerosols and gases that endanger people’s lives and health;

2.2.4.13            It is prohibited to exhibit functioning technological processes or exhibits related to noise, infra- and ultrasound, vibration, static and electromagnetic field, ultraviolet, infrared, ionised and non-ionised radiation and other factors exceeding pertinent standards and constituting health hazard to people;

2.2.4.14            It is prohibited to exhibit functioning machines, appliances and tools that have not been tested and do not correspond to work safety requirements;

2.2.4.15            It is prohibited to start the machines and appliances at places when it may endanger people;

  • The access of outsiders to the service zone of machines and appliances is prohibited;
  • It is prohibited to repair or maintain the machines and appliances when they are in use;

2.2.4.18            The working stages, scaffolds, ladders and other facilities utilised during the construction work of the expositions and fairs must be supporting and endurable;

2.2.4.19            Elevating mechanisms, ladders and other facilities must be assembled sturdily in order to avoid their collapsing or spontaneous moving;

2.2.4.20            Elevated, transferable and stored loads must be fixed sturdily, well balanced and steady;

2.2.4.21            Elevating and load grabbing devices must correspond to measures and weight of the elevated load and be technically sound;

2.2.4.22            People are elevated only by elevators designed for that purpose and previously tested; strictly following the relevant load restrictions;

2.2.4.23            The use of a transport elevator must correspond to the service instructions issued by its manufacturer; people are prohibited to stay in the transport elevator during the transfer of goods;

  • Means of transport and delivery, automotive vehicles and mechanisms must correspond to technical conditions, be technically sound; during their use in pavilions, buildings and on the site traffic and operating instructions must be closely followed; only people with pertinent qualification and possession of a driving license are permitted to operate the above mentioned mechanisms;
  • Transport and delivery vehicles may drive with a speed not exceeding 10 km/h on the site, 3 km/h in places with limited view, 5 km/h in pavilions, buildings and rooms;

2.2.4.26            Electrical fixtures have to be designed, built, installed and used the way that avoids fire, explosion or electrical damage hazards. Parameters of the consumed electrical current are 220/380V, 50 Hz, 1kW.;

2.2.4.27            Electrical works are permitted only for people having pertinent electrical safety qualification;

  • The electrical appliances and materials used by the Exhibitor or its subcontractor have to have standard certificate legislated by the law of products requirements of the Republic of Estonia;
  • Estonian Fairs Ltd. has the sole right on the realisation of electrical, fresh water, sewerage and telephone connection works in Exhibition;

2.2.5    The conditions of erecting double-storied design constructions at the exhibition:

2.2.5.1  Building structure of a double-storied design construction must correspond to building standards established by the decree No. 1 of the Republic of Estonia Ministry of Building;

2.2.5.2  The building structure must have had an expertise by a licensed supervising organisation or individual prior to the start of its installation;

2.2.5.3  The building construction must pass additional expertise after the end of its installation, meant for evaluating its service reliability;

2.2.5.4  A deed on taking the double-storied design construction into service is compiled pursuant to the results of the additional expertise, that determines a person of the exhibitor staying in charge of the use of the double-storied design construction according to its service conditions. The expertise deeds outlined in Clauses 2.2.5.2 and 2.2.5.3 of these regulations constitute an inseparable part of the deed of taking the construction into service;

2.2.5.5  The organiser takes full responsibility for the fulfilment of conditions and marginal limits containing in the passport of the design construction by the exhibitors;

2.2.5.6  Application for the erection of a double-storied design construction together with a deed of expertise are submitted to the exhibition 30 days prior to the start of its assembling activities at the latest;

2.2.5.7  The exhibition is entitled to refuse from permitting the erection of such construction in case the application is submitted untimely, the deed of expertise is not submitted or does not confirm the correspondence of the double-storied design construction to the requirements of safe service.

2.3       First aid in case of work accidents:

2.3.1    The exhibition is obliged to take measures to:

2.3.2.1  guarantee the availability of first aid remedies in an amount and choice that corresponds the working conditions in order to give emergency treatment to casualty;

2.3.2.2  transport the casualty or the injured pursuant to doctor’s prescriptions to a medical establishment;

2.3.2.3  eliminate the cause of work accident;

2.3.2.4  investigate the causes of work accidents pursuant to the established procedures;

2.3.2.5  inform the insurance agency, work inspection and other pertinent institutions of the happened work accident. Work accidents that have resulted in severe health damages or death, or several simultaneous working accidents with a number of people must be reported immediately to the police department of the location of the exhibition.

PART III

INTERNAL WORKING REGULATIONS FOR THE PERSONNEL OF COMPANIES ORGANIZING AND PARTICIPATING IN THE EXHIBITIONS AND FAIRS IN THE

ESTONIAN FAIR CENTRE

3.1       GENERAL PROVISIONS

3.1.1    These internal working regulations (hereinafter as Regulations) determine the basics of work organisation and the rules of behaviour in the complex of Estonian Fairs Ltd (hereinafter as Exhibition).

3.1.2    The Regulations are compulsory for all of the workers of the companies organising exhibitions and fairs  (hereinafter as Organisers) at the Exhibition, for the employees of companies participating in their work (hereinafter as Exhibitors), and for the people visiting exhibitions and fairs (hereinafter as Visitors).

3.1.3    The exhibition solves all matters related to the implementation of the regulations within the limits of its statutory rights pursuant to the legislation and other legal acts of the Republic of Estonia.

3.1.4    The solving of other matters than those regulated by the regulations is governed by the legislation and other legal acts of the Republic of Estonia.

3.2       WORKING HOURS

3.2.1    The exhibition has a 5-day working week, Saturdays and Sundays are days off.

3.2.2    Pursuant to the programme of exhibitions and fairs, the days off falling to the preparation period of the exhibitions and fairs – from the start of assembling until the end of their dismantling – are counted as working days and the non-working hours as working hours pursuant to Clause 3.2.4 of the regulations.

3.2.3    The opening times of the pavilions are for carrying out the works are according to the contract between Estonian Fairs Ltd. and the Organiser.

3.2.4    The organisers are, in case of need, obliged to submit the exhibition a written application on prolonging  working hours of the pavilions during the period of assembling, dismantling and exposition 30 days prior to the start of the assembling of exhibitions and fairs at the latest;

3.2.5    The exhibition enables the stay and work of organisers and exhibitors in pavilions beyond the time outlined in Clause 3.2.4 of the regulations in order to compensate the costs made on electric energy used for the illumination of the pavilions and on the employment of service, assistant and security personnel in accordance with the price-list of the exhibition.

3.3       GENERAL CONDITIONS OF ORGANIZING EXHIBITIONS AND FAIRS

3.3.1    The organiser is obliged to:

3.3.1.1  use the pavilions rented for the organisation of exhibitions and fairs in their designated way;

3.3.1.2  reconcile with the exhibition 30 days prior to the commencing date of the exhibitions’ or fairs’ assembling works at the latest the subcontractors of stand assembling and design works for the ordered stands as well as the materials used there;

3.3.1.2  follow the regulations of fire and work safety, labour protection and internal working of the exhibition and demand their fulfilment by the exhibitor;

3.3.1.3  organise the operation of the exhibition or fair service bureau and through this service bureau rent services to the exhibitors;

3.3.1.4  organise the operation of the exhibition or fair information bureau;

3.3.1.5  organise the assembling-dismantling works of the exhibition or fair, and exhibition in pavilions and on site.

3.3.2    The organiser is responsible for:

3.3.2.1  the designated use of the stands rented by the exhibitors;

3.3.2.2  the following of fire and work safety, labour protection and internal working regulations by exhibitors;

3.3.2.3  the exhibitor’s use of building and designing constructions, exhibition fittings and appliances according to the service instructions, their preservation and return to the exhibition in the same quality as received;

3.3.2.4  the fulfilment of conditions and marginal rates containing in the passport of the double-storied design constructions by the exhibitors;

3.3.2.5  the timely release of the pavilions after the termination of dismantling works of the exhibition or fair;

3.3.2.6  the settling of accounts between the exhibitors and exhibition.

3.3.3    The exhibitor is obliged to:

3.3.3.1  reconcile, upon stand assembling and dismantling works carried out on the basis of either his or contractual labour and materials with the organiser before the commencement day of the assembling works of the exhibition or fair the working drafts of his stand and the materials used at its construction;

3.3.3.2  start using the stand hired by him by the moment of the opening ceremony of the exhibition or fair at the latest, except in cases when a later term of taking the stand into use has been previously reconciled with the organiser. Otherwise the right to use the stand is transferred to the organiser.

3.3.3.3  fulfil other obligations outlined in the regulations;

3.3.3.4  check the quality of ordered stands and exhibition fittings and appliances, and their conformity to the presented order, and inform the organiser about defects detected through the service bureau;

3.3.3.5  use only adhesive tape and/or hanging hooks for the fixing of advertising materials. Other means of fixing are obligatory to reconcile with the exhibition;

3.3.3.6  reconcile with the organiser matters related to the locating of out-of-stand advertisements;

3.3.3.7  follow the procedures of moving and parking means of transport and their traffic scheme worked out by the exhibition for implementing on the exhibition site;

3.3.3.8  strictly follow the demands and prescriptions by the security service on guaranteeing the safety of fair environment;

3.3.3.9  at leaving the rented stand after the end of the exhibition or fair, return the stand, fittings and appliances rented by him to the authorised representative of the organiser in their acceptable condition;

3.3.3.10 remunerate damages caused to the stands, exhibition fittings and appliances used by him to the organiser in the full extent; upon the wreckage or loss of the above mentioned, replace the above mentioned with their equivalents or remunerate the organiser their cost;

3.3.3.11 submit all complaints to the organiser in writing during the operation period of the exhibition or fair. Later complaints shall not be taken into consideration.

3.3.4    The exhibitor is responsible for:

3.3.4.1  the stand, exhibition fittings and appliances from the moment of their transfer from the organiser until their return to the organiser after the end of the operation period of the exhibition or fair. Should the exhibitor leave without returning the stand, exhibition fittings and appliances to the organiser, he is not free from the responsibility to replace the damaged, lost or wrecked fittings and appliances with their equivalents or from compensating their cost;

3.3.4.2  guaranteeing the working capacity of the stand rented by him during the operation period of the exhibition or fair;

3.3.4.3  the existence of valid operating licenses, permits and trading certificate at the exhibitions and fairs approving retail sale.

3.3.5    The exhibitor is prohibited to:

3.3.5.1  sublease the stand space rented by him from the organiser;

3.3.5.2  make connections into the electrical, fresh water, sewerage and telephone networks of the exhibition;

3.3.5.3  leave after the termination of the exhibition or fair without returning to the organiser the stands, exhibition fittings and appliances rented by him;

3.3.5.4  leave the stand prior to the termination of the operation period of the exhibition or fair;

3.3.5.5  damage building structure of the stand;

  • leave the rented stand without dismantling advertising materials fixed by him on the walls.
  • use any electromagnetic radiation sources which restrain or disturb the operation of personnel of neighbouring strands, without settling with the Organiser;
  • at its stand use for transmitting advertisements or music any sound or light volume that restrains the operation of neighbouring stands and disturbs the visitors;
  • organise presentations and other advertising events in its stand without settling with the Organiser. Exhibitor is obliged to avoid restraining or disturbing the operation of neighbouring stands while holding presentations and advertising events.

In all matters concerning these fire and work safety, labour protection and internal regulations or their fulfilment, we advise to appeal to the exhibition management.

The Exhibition management will additionally inform the Organisers and Exhibitors about all changes applied to these fire and work safety, labour protection and internal regulations.

Upon the use of water and drainage at his/her stand, the Exhibitor shall order the Organiser a water and drainage connection for the particular exhibition or trade fair period. The sole right to perform the respective connections shall belong to Estonian Fairs Ltd and the respective orders shall be fulfilled, taking into consideration the technical conditions and safety requirements of the halls of the Estonian Fair Centre.

Upon the performance of the water and drainage connections in Hall D of the Estonian Fair Centre, additional technical conditions and restrictions have been laid out by the Organiser. In Hall D, it is forbidden to expose aquaria and pools filled with water or to use them as design element, as well as to use flowing water in bathtubs, pools and other containers and receptacles. It is prohibited to block the water and drainage connections and utility lines leading to the exhibits and fittings in need of water and drainage connections in the form and places which disable an operational access to the utility lines and connections.

In order to use compressed air at the stand, the Exhibitor shall place an order to the Organiser, indicating the amount of air necessary (l/min), the pressure necessary (bar) and the average load ability.

Putting waste outside the garbage cans is forbidden on the territory of the fair centre. Pouring lubricants, oil residues, solvents, enamels or paints into the sewer is prohibited. It is also forbidden to put inflammable or explosive substances or materials, hazardous waste, liquid waste, waste requiring special processing, e.g. batteries, containers of paint or other chemical substances, or materials used in building the stand or exhibiting the machinery or equipment (wood, chipboard, fibreboard, metal, glass, etc.) into the garbage container for mixed domestic waste. The Exhibitor or his subcontractor shall have to put all large waste produced during the construction of its stand into the garbage cans in the territory of the fair centre, which are specified for that purpose or order to the stand garbage cans from Estonian Fairs Ltd. Payment for the service shall be based on the Estonian Fairs Ltd price-list.

If the Exhibitor or its subcontractor has not put its waste to the waste containers, an invoice for cleaning works will be made according to the Estonian Fairs price list.

It is prohibited to storage exhibits and stand building materials to the stands passageways, the organizer is entitled to remove them without any notice.

The elimination of any environmental damage or pollution caused due to ignoring or violation of the waste management regulations shall be on the expense of the Exhibitor who caused the damage or pollution.

To ensure public order on the premises of the fair centre, it is forbidden:

  1. for unauthorised persons to enter and stay on the premises of the fair centre, in its exhibition halls and working, ancillary, service, warehouse and production rooms without the permission of Eesti Näituste AS;
  2. for unauthorised persons to stay in the transformer substation, switch rooms of the exhibition halls, heat distribution point, pumping station, rooms with telephone and mobile communication equipment, boiler room, basement, roof, etc;
  3. to break, spoil, smear or otherwise damage, remove or displace without authorisation the equipment, lights and traffic signs located on the outdoor premises, signs and hoardings placed on the exhibition halls, buildings, railings and poles, fire fighting equipment, etc.;
  4. to place without authorisation advertising hoardings and other advertising vehicles, plates, direction signs, etc. in the fair centre’s exhibition halls and onto the exhibitions halls, buildings, railings and poles as well as to stick to the walls and floors of the fair centre’s exhibition halls or paint onto the asphalted areas on the outside premises any advertising, signs, etc.;
  5. to place without authorisation temporary shopping and eating places and other structures, stages, flagpoles, etc.;
  6. to open, close or lock without authorisation the emergency exits of the exhibition halls;
  7. to obstruct access to the emergency exits, fire-fighting water supply points and manhole covers of utility shafts;
  8. to park vehicles without authorisation ignoring the directions of the parking service and to conduct driving lessons;
  9. to drop litter and household waste;
  10. to camp, make campfires and burn rubbish and dead grass;
  11. to break or otherwise damage trees, shrubs, flowers and other plantings;
  12. to use pyrotechnic products and organise firework displays at public events without first clearing it with Eesti Näituste AS and obtaining permission from the Tallinn Fire and Rescue Department;
  13. to use firearms, including pneumatic weapons;
  14. to smoke in the exhibition halls and working, ancillary, service, warehouse and production rooms, unless it is done in specifically designated areas. At closed events where measures are taken to ensure fire safety, Eesti Näituste AS may allow smoking on the terms set out in a written agreement entered into with the organiser of the event;
  15. to stay on the premises of the fair centre while being under the influence of alcohol or drugs, consume alcoholic drinks outside the official eating places as well as to sell, buy and take narcotic drugs;
  16. to wear clothes that are indecent and run counter to the generally accepted moral standards or are dirty and smelly;
  17. to stroll and lie on the grass or walk pets there;
  18. to enter the premises of the fair centre with dogs who are not wearing a collar and are not on a lead and to take dogs to the exhibition halls;
  19. to demonstrate farm animals and poultry in the exhibition halls;
  20. to make noise, beg, engage in hooliganism or otherwise disturb others, prevent the staff from doing their work and use portable sound equipment in an intrusive way;
  21. to organise gambling games and install gambling machines with monetary prizes;
  22. to sell alcoholic drinks for on-the-spot consumption outside the official eating and shopping places;
  23. to sell cigarettes outside the official eating and shopping places;
  24. to sell, buy and give alcoholic drinks and tobacco products to persons under 18 years of age;
  25. to sell, rent, otherwise distribute or deliver and demonstrate pornographic works or works promoting violence and cruelty;
  26. to sell, rent, otherwise distribute and deliver or demonstrate, reproduce and otherwise unlawfully use illegally made copies of copyrighted audio or visual recordings;
  27. to engage in unbalanced political propaganda and campaigning;
  28. to do misleading, immoral, disparaging and hidden advertising;
  29. to advertise:

29.1. tobacco products;

29.2. narcotic and psychotropic substances;

29.3. gambling games and gambling locations;

29.4. prostitution;

29.5. light alcoholic drinks outside the official eating places of the fair centre;

29.6. strong alcoholic drinks outside the official eating places of the fair centre or outside the places designated for alcohol consumption.

NB! Advertising specified in clauses 29.1, 29.5 and 29.6 of the Rules of Public Order and done at the fair centre at closed events organised for the purposes of presenting and introducing the said product groups, shall take place on the terms set out in a written agreement entered into between Eesti Näituste AS and the organiser of the event.

NB! Advertising aimed at children as well as advertising of medicinal products, financial services, weapons and ammunition, poisons and other dangerous products and substances shall be done in accordance with provisions of the Advertising Act of the Republic of Estonia;

  1. for preschoolers to visit exhibitions and fairs without their parent(s) or an adult companion, unless otherwise provided.

Requirements for companies and their subcontractors constructing stands at the request exhibitors participating in exhibitions and fairs organised at Estonian Fair Centre

 

  1. Eesti Näituste AS is the principle builder at exhibitions and fairs organised at the fair centre 1).

Note: 1) As the principle builder, Eesti Näituste AS has the right to request companies to submit the documents necessary for performing stand construction works and to expect compliance of these documents with the requirements set out herein as well as compliance of the stand construction and electrical works with the standards in place in the Republic of Estonia and with the requirements laid down herein by Eesti Näituste AS.

  1. Eesti Näituste AS has the right to check the following information about the companies performing stand construction works at the fair centre:

2.1. legal formalities: entry in the commercial register, registration of a sole proprietor as a taxable person with the Tax and Customs Board and entry in the commercial register;

2.2. professional and occupational competence of workers: the availability of relevant professional and competency certificates needed for performance of stand construction works;

2.3. compliance of stand construction and design materials, electrical equipment, etc. with the requirements laid down in the legislation of the Republic of Estonia as well as with the norms and regulations imposed by the state supervision authorities;

2.4. the availability and validity of an expert assessment report, licence or another relevant document certifying the operational reliability of a stand with two storeys or over issued by the licensed and competent construction supervision authority.

  1. Eesti Näituste AS has the right to request the following:

3.1. the list 2) of workers of the company performing stand construction works at the fair centre to be submitted at least one week before the date of commencement of the assembly works set out in the terms and conditions for participation in a specific exhibition or fair;

Note: 2) stand builders are allowed to perform works in the exhibition halls of the fair centre only on the basis of the builder’s certificates issued upon receipt of a relevant application from the company/institution ordering the service and in accordance with the list submitted by the company performing stand construction works.

3.2. compliance by the workers of the stand construction companies and their subcontractors with the working time regime imposed at the fair centre for the preparation, work and post-work period during exhibitions and fairs;

3.3. strict and unconditional compliance by the workers of the stand construction companies and their subcontractors with the fire safety, occupational health and safety and public order rules in place at the fair centre;

3.4. the lists, specifications, accompanying documents, etc. pertaining to the materials and design elements that stand construction companies and their subcontractors bring to the fair centre for performing stand construction works and remove therefrom when carrying out dismantling works as well as to check the veracity of those documents.

  1. The stand construction companies and their subcontractors performing stand construction works at the fair centre are obliged:

4.1. no later than 20 working days before the start date of the assembly period for a particular exhibition or fair (see clause 6.1 of the General Terms and Conditions for Participation in Exhibitions, Fairs and Other Events Organised at the Eesti Näituste AS’s Fair Centre) to clear with Eesti Näituste AS the stand design plan project 3) with the overall dimensions as well as the list of structures and materials used;

4.2. no later than 10 working days before the start date of the assembly period for a particular exhibition or fair 4) to submit:

4.2.1. final technical drawings of the stands, including the operation report 5) pertaining to the stand with two storeys or over, issued by the licensed construction supervision authority;

4.2.2. specifications of the electrical equipment and materials used and a certificate proving their compliance with the requirements and norms in place in the Republic of Estonia;

4.2.3. the circuit diagram of the stand 6) and the list of workers performing electrical works on the stand with the copies of valid competency certificates issued to the relevant persons;

4.2.4. the request to connect to Eesti Näituste AS’s utility networks, including electricity, water supply, sewerage, compressed air, telephone lines and antennae.

Notes:

3) Eesti Näituste AS has the right to refuse to allow the companies performing stand construction works to carry out those works if the companies fail to submit within the time limit specified in clause 3.1 herein the design plan, circuit diagram, list of the materials used and safety certificates or to meet the requirements set by the competent representative(s) of Eesti Näituste AS in the course of the approval process;

4) Eesti Näituste AS does not guarantee the fulfilment of orders which were not submitted in writing by the said deadline. Eesti Näituste AS has the right to refuse to fulfil orders which are placed incorrectly or are not in writing;

5) Eesti Näituste AS has the right to refuse to grant permission for erection of the said structures if the request has not been submitted on time, an expert assessment report has not been presented or if the expert assessment report presented does not confirm the compliance of the two-storey design structure with the operational safety requirements.

6) If the exhibitor at an exhibition or fair leases from the organiser of that exhibition or fair only undersigned indoor space and erects there a stand either on its own or using the workforce and materials of its subcontractors, the exhibitor is obliged to order from the exhibition or fair organiser the electrical connection for its stand.

4.3. to unconditionally comply with the time schedule for the preparation, work and post-work period stipulated by Eesti Näituste AS and/or another fair organiser in the terms and conditions for participation in a particular exhibition or fair.

  1. Eesti Näituste AS has the right to take additional measures to preserve the integrity of its infrastructure, ensure its effective and secure functioning, take care of the safety of its employees, visitors, exhibitors and their subcontractors and safeguard the property of Eesti Näituste AS and exhibitors.
  2. The prerequisite for carrying out activities by companies performing stand construction works at the request of companies participating in exhibitions and fairs organised at Eesti Näituste AS’ fair centre is obtainment of positive evaluation from Eesti Näituste AS.
  3. Repeated disregard for these requirements by workers of the stand construction company and its subcontractors performing stand construction works at the fair centre shall result in suspension or termination of the activities of such a company at the fair centre.
  4. These requirements shall become effective upon their signing and shall remain in force for an indefinite period or until their revision by Eesti Näituste AS.

Arrangements for carriage of goods and parking on the premises of the fair centre

 

  1. The traffic and parking on the premises of the fair centre shall be organised on the basis of the traffic management plans prepared by Eesti Näituste AS and on the sites adjacent to the fair centre – on the basis of the traffic management plans approved by the Tallinn Municipal Engineering Services Department.
  2. Companies taking part in exhibitions and fairs organised at the fair centre and companies performing works in the fair centre and on the adjacent sites shall be notified of the traffic management arrangements in place before the arrangements take effect and temporary restrictions are introduced.
  3. The traffic management arrangements and temporary restrictions in place on the sites adjacent to the fair centre (both directions of traffic along the Pirita Road, the so-called “old” Pirita Road, the lower parking facility belonging to Eesti Näituste AS, the parking facility belonging to Pirita Expo AS, AS Tallinna Lauluväljak’s parking facility off the Ririta Road in front of the main gate to the Tallinn song festival grounds) are mandatory for all road users and vehicles.
  4. In order to reorganise traffic and parking on the sites adjacent to the fair centre for the duration of a public event, a traffic scheme approved by the traffic service of the Tallinn Municipal Engineering Services Department is necessary; to ensure compliance therewith an agreement with a relevant security company shall be signed, if necessary.
  5. The arrangements for parking and carrying goods set out herein shall be in force on the premises of the fair centre for the period of an exhibition or fair.
  6. Parking and carriage of goods on the premises of the fair centre for the period of an exhibition or fair is allowed upon purchasing a one-off entry card or a period card.
  7. A one-off entry card grants the right, during the period of an exhibition or fair on the date specified on the card:

7.1. for an exhibitor, to enter the premises of the fair centre on a one-off basis to carry goods to the exhibition halls and park in the upper parking facility of the fair centre on a non-preferential basis;

7.2. for a visitor, to enter the premises of the fair centre on a one-off basis and park in the upper parking facility of the fair centre.

  1. One-off entry cards are sold by the parking service during the period of a fair only at the vehicle gate to the fair centre.
  2. The period card grants the vehicle of the company which purchased the card the right to enter the premises of the fair centre on a recurring basis, carry goods to the exhibition halls and park in the parking area designated for exhibitors’ vehicles.
  3. Period cards are presold by the fair organiser before the start of the period of an exhibition or fair or sold during the period of an exhibition or fair at the information desk of Eesti Näituste AS.
  4. The prices of one-off entry cards and period cards are set by the chief financial officer of Eesti Näituste AS at the suggestion of the project manager of Eesti Näituste AS and/or the company organising exhibitions or fairs at the fair centre; price formation is based on the scale of the event, the workload of the parking facility and the duration of the exhibition or fair period.
  5. Drivers are not allowed to give their entry and period cards to other drivers.
  6. The purchase of an entry or period card does not give a driver the right to park the vehicle on the premises of the fair centre outside the parking facility.
  7. The lower parking facility of the fair centre may be used for parking coaches for the duration of their passengers’ visit to an exhibition or fair; taxies may also stop and park there while waiting for their passengers.
  8. If a fair organiser has provided the option for exhibitors’ vehicles to park outside the upper parking facility of the fair centre, exhibitors will be additionally notified thereof.
  9. Carriage of goods to the exhibition halls and outdoor facilities of the fair centre during the entire period of an exhibition or fair is allowed in the manner prescribed by Eesti Näituste AS and the fair organiser and at the designated times before the exhibition is opened or closed for the day.
  10. Carriage of goods to the exhibition halls and outdoor facilities of the fair centre during the opening times of an exhibition or fair is allowed by way of exception if such carriage is inevitable, does not pose a threat to visitors and exhibitors and does not disturb the traffic management arrangements on the premises of the fair centre.
  11. The movement of heavy goods vehicles on the premises of the fair centre is allowed only with the permission of Eesti Näituste AS and in accordance with the approved traffic scheme.
  12. When carrying goods and parking their vehicles, drivers are obliged to obey the traffic signs set up in the fair centre and comply with the requirements and instructions of the parking service of the Eesti Näituste AS and the information broadcast over the fair centre’s radio system.
  13. A vehicle parked incorrectly by a driver who ignores the parking management arrangements in place shall be removed in the manner prescribed by law. The expenses associated with the removal of the vehicle shall be covered by the driver who disregarded the traffic and parking arrangements.
  14. Information about all violations of the traffic and parking arrangements as well as complaints about those arrangements on the premises of the fair centre shall be submitted in writing to the management of Eesti Näituste AS.
  15. The organisers, exhibitors and visitors shall be additionally notified of any changes to the traffic and parking arrangements at the fair centre.

Estonian Fair Centre halls are suitable for a large number of viewers and listeners concerts. Trade Fair Centre have been reported world-famous stars and bands such as Brian Adams, Joe Cocker, Savage Garden, Jethro Tull, Kraftwerk, Gotan Project, Kimmo Pohjonen, Dieter Bohlen with the band The Blue System and others.

Estonian Fairs Ltd provides the following services:

halls rental;

construction and furnishing of the premises for performers and management;

lifting and transportation services;

cloakroom and cleaning services;

security services;

parking services.

Estonian Far Centre halls are suitable for both large and small and medium-sized parties, receptions, etc. the customer organization.

Estonian Fairs Ltd provides the following services:

project management services;

halls rental and decoration;

construction of the dance floor;

rental of tables and chairs;

stage construction;

lifting and transportation services;

performers’ dressing rooms and lounges building and furnishing;

cloakroom and cleaning services;

security services;

Cooperation with partners:

– catering services;

– sound and lighting services;

– preparation and organization of entertainment program;

– flower services.

Estonian Fair Centre outer areas and halls are suitable for the customer days, product presentations, exhibitions and other events.

Estonian Fairs Ltd provides also additional services:

rental of exhibition and presentation of the inventory;

stand building services;

conference facilities;

Dynamic conference rooms

On the basis Estonian Fair Centre halls it is possible to build and equip rooms for conferences from 250 to 4000 people.

With cooperation of Näituste Baari OÜ can be arranged coffee breaks, business lunches, the participants’ meals, receptions.

Stationary conference rooms

The conference room on the ground floor of Exhibition Hall A:

  • 180 places in theatre-style (a possibility of max. 50 additional chairs);
  • data projector
  • magnetic display board
  • flipchart

 

The conference room on the first floor of Exhibition Hall A:

  • 120 places in theatre-style or 60 places in workshop-style or 40 places in round-table-style;
  • data projector
  • flipchart

 

The workshop room on the first floor of Exhibition Hall B:

  • 30 places in theatre-style or 20 places in workshop-style or 14 places in round-table-style;
  • data projector;
  • flipchart