Terms of Holding Events

 General Terms of Holding Events Other Than Exhibitions at Expocentre Fairgrounds (as amended)

General Terms of Holding Events other than Exhibitions at Expocentre Fairgrounds hereinafter referred to as the General Terms are obligatory for complying for Organizers of congresses, seminars, symposia, fashion shows, presentations, business meetings, corporate events and other kind of events (hereinafter referred to as Events) held at Expocentre Fairgrounds.

Events other than exhibitions are subdivided into the two following categories:

- events associated with exhibitions, held during exhibitions running and devoted to themes of these exhibitions;

- events not associated with exhibitions, all other kinds of events.


1. Contractual Relations

1.1. Organizer willing to hold an Event at Expocentre Fairgrounds shall forward an application

1.2. The application shall be registered in Expocentre’s Congress Division.

1.3. Expocentre shall inform Organizer within five days about its consent to hold the Event or about its refusal.

1.4. After all the issues connected with preparations and holding of the Event are settled, Expocentre and Organizer shall conclude:

- an Agreement (for events not connected with trade fairs);

- an Order (for events held in the frames of trade fairs) – a supplement to the agreement with an organizer, organizer of a joint exposition, or an exhibitor.

The above mentioned documents shall be signed by authorized representatives of the parties

1.5. To solve arousing issues connected with organization and holding of the Event on-the-fly, it shall be permitted to sign an Agreement between Expocentre and Organizer as well as to exchange other kinds of documents by fax and e-mail providing the originals are forwarded afterwards.


2. Premises for Holding of Events

2.1. Expocentre shall rent to Organizer for holding of an event (including the mounting, running and dismantling periods) conference halls, other premises, as well as exposition areas of pavilions free from exhibitions and in condition fit to use for the declared purposes.

Organizer shall be within his rights to use the rented premises only for purposes stated in and allowed by the Agreement.

Formal acceptance and lease of premises documents shall be drawn up and signed by authorized representatives of the parties.

¹ A person acting on behalf of another person on account of an authority based on a letter of attorney or statutes of the company.

2.2. The cost of rent and payment formalities shall be determined by the Agreement on the basis of:

- Rates for Services Rendered to Exhibitors at Exhibitions Held at Expocentre Fairgrounds applicable to events accompanying exhibitions;

- Rates for Services Rendered at Events Other than Exhibitions.

Rates for Services Applicable to Events Accompanying Exhibitions and Rates for Services Rendered at Events Other than Exhibitions shall be an integral part of the General Terms of Holding Events Other than Exhibitions at Expocentre Fairgrounds.

Expocentre shall reserve the right to change the rates for some services.

The rental payment shall be advanced by Organizer according to invoices of Expocentre in terms determined by the Agreement.

2.3. The rental for premises leased according to the Agreement covers:

- organizational expenses;

- shared electric illumination, heating, ventilation of indoor premises;

- security at the Fairgrounds;

- cleaning;

- checkroom services (applicable only for Events held in Congress halls);

- removal of garbage, packaging and construction wastes from specially allocated areas after the mounting and dismantling of decorations, building constructions, as well as other kinds of general public services;

2.4. It shall be prohibited to sublease the premises leased to Organizer without Expocentre’s written consent.

2.5. Premises shall be prepared for the Event jointly by the staff of Expocentre and Organizer according to layouts of furniture and equipment arrangement and design, which shall be presented by Organizer not later than two weeks prior to the beginning of the Event and be approved by Expocentre. The following work connected with changes in approved layouts shall be made by Expocentre basing on approved orders (see Enclosure # 2), which shall be signed by authorized representatives of the Parties, and for additional fees.

2.6. Working hours including the mounting and dismantling periods for Events held in Congress halls shall be from 9:00 to 18:00.

When renting a pavilion for corporate events, working hours shall be set as 24-hours, from the time reported by the leaser to the exact same time of the following day.

Prolongation of working hours, additional rent of halls and pavilions, and provision of other services, which turned out to be necessary during the preparation, running and conclusion of the Event, shall be paid for additionally after a standard order signed by authorized representatives of the Parties has been placed.


3. Services and Payment

3.1. Expocentre shall render services ordered by and at the expense of the Organizer. The said services shall be stipulated in the Agreement.

All orders connected with holding of the Event shall be processed by the Congress Division of Expocentre.

The comprehensive list of services can be found in:



- Rates for Services Rendered to Exhibitors at Exhibitions Held at Expocentre Fairgrounds;

- Rates for Services Rendered at Events Other than Exhibitions.

Expocentre shall reserve the right to change the rates for certain services.

Services shall be rendered providing the payment was made to Expocentre’s account or to Expocentre’s cash desk.
Services provided by Expocentre to the Organizer shall be attested by the Act of Acceptance signed by the authorized representatives of the Parties.

3.2. Payment for services shall be advanced by the Organizer based on Expocentre’s invoices and in terms indicated in the Agreement.

3.3. Payment for additional services rendered to the Organizer in the preparation period and running of the Event can be made in cash via Expocentre’s cash desk.


4. Insurance

4.1. Organizer shall insure for the period of the Event running at his expense with the IC ROSNO Company:
- the rented indoor exhibition, storage and other kinds of premises as well as Expocentre’s property that ensures normal and full functioning of the Fairgrounds;

- his civil responsibility.

Insurance payments shall be transferred at IC ROSNO tariffs in full to Expocentre’s account simultaneously with the payment for the lease of space.

The insurance shall take effect only after Organizer has transferred the total amount of the insurance premium.

Expocentre shall be Organizer’s agent namely sign the insurance contract, forward to the insurance company information about dates of events and take other actions necessary for the proper execution of the insurance contract.

The exhibitor shall reimburse Expocentre for losses not included in the insured risks according to actual damages.

4.2. Other kinds of exhibitor shall take care of any other kind of insurance payments without Expocentre’s assistance.

The only acceptable form of insurance agreements shall be those in which the insurance institution renounces its right to have recourse against Expocentre.


5. Responsibility

5.1. Expocentre bears responsibility for timely provision of premises and high-quality provision of services in accordance with provisions of the Agreement with Organizer.

5.2. If Organizer cancels the Event, Expocentre shall impose a penalty on the Organizer at the rate of 20% of the Agreement sum total.

5.3. If Organizer fails to transfer the payment to Expocentre’s account within terms stipulated in the Agreement, Expocentre reserves the right to turn down the holding of the Event and impose a fine at the rate of 0.1% of unpaid services per every day of the delay of the payment. The Agreement can be cancelled by Expocentre under any other circumstances connected with material breach of the present General Terms. The Agreement shall be cancelled by a written notice about the cancellation of the Agreement sent to Organizer. The Agreement cancellation date shall be the date indicated in the notice.

In this case payments transferred by Organizer to Expocentre’s account shall be kept by Expocentre as a compensation for Expocentre’s expenses; and all invoices exceeding the amounts transferred for payment for services shall be paid by Organizer in accordance with established procedure.

5.4. The number of tickets issued by Organizer shall not exceed the number of participants stipulated in the Agreement about the Event. Under no circumstances Organizer shall admit more visitors than it is stipulated in the Agreement.

Expocentre shall reserve the right to stop the running of the Event and demand removal of participants from Expocentre’s premises if their number exceeds the number stipulated by the Agreement.

5.5. Organizer shall remove all its belongings from Expocentre’ territory before the last day of the lease.

Untimely vacation of premises leads to a penalty at the rate of 10% of the Agreement sum total.

5.6. Organizer shall bear full responsibility for damage caused to Expocentre as a result of the Event, including among other things replacement or repair of property damaged through the fault of the staff, assistants, agents or guests of the Organizer. Organizer shall transfer to Expocentre’s account all sums redeemable in this case within 14 days after the closing of the Event.

5.7. Organizer bears full responsibility for fire safety and observance of fire prevention during the mounting, running and dismantling of the Event. Before the commencement of the mounting, Organizer shall provide Expocentre with the complete information on radioactive, fire risk and highly explosive materials and equipment to take appropriate coordinated safety measures. Convey of such materials and equipment to the territory of Expocentre without Expocentre’s approval is prohibited.

5.8. Expocentre does not bear any responsibility in the following cases:

a) loss or damage of material values owned by Organizer, its agent, employees or guests, as well as any other kind of damages caused by a fire, explosion, water or wind, lightning stroke, and other risks;

b) damage caused to Organizer’s employees or visitors no matter how the damage was caused.


6. Settlement of Disputes

All and any disputes and disagreements between the parties shall, unless settled by the bilateral negotiations, be resolved:

- with Russian exhibitors: by the Arbitration Court for Economic Disputes of the Chamber of Commerce and Industry of the Russian Federation in accordance with the rules of procedure in force at the Court; the decision of the said Arbitration Court shall be final and binding on both parties to a dispute;

- for foreign exhibitors: by the International Commercial Arbitration Court of the Chamber of Commerce and Industry of the Russian Federation in accordance with the rules of procedure in force at the Court; the decision of the said Arbitration Court shall be final and binding on both parties to a dispute.

The Russian law shall be applied as the material law.


7. Other Conditions

7.1. Organizer is allowed to use logos and other promotional materials of Expocentre including Expocentre’s intellectual property in information materials published for holding of the Event (booklets, programs, invitations, tickets) only with Expocentre’s consent, which depending on the event shall be either in the form of a Permit or a license contract signed by the Parties.

Promotional activity shall be allowed only within the bounds of the leased premises and only with respect to Organizer. Any kinds of outdoor advertising outside the premises shall be allowed only in special places and shall be coordinated with Expocentre after paying a certain amount, which is not included into the rental. Orders for advertising shall be processed by the Expocentre's Advertising Department.

7.2. Organizer shall coordinate with Expocentre all issues connected with security and admission to the Event. An additional security post shall be provided at request (by an approved order) and at extra cost. During corporate events it shall be allowed to receive up to ten passes to a free-of-charge parking for Organizer’s cars and honorable guests.

7.3. After conclusion of the Event, Organizer shall hand back all equipment leased from Expocentre in good order according to a report (of acceptance). If Organizer fails to present a signed report of acceptance to Expocentre’s representative, removal of Organizer’s property from the territory of the Fairgrounds shall not be allowed.

7.4. Mounting, dismantling, electrical and engineering work, and design are carried out by ZAO EXPOCONSTA, the constructor-in-chief on the Fairgrounds’ territory. Address: Russia, 123100, Moscow, 1st Krasnogvardeisky proezd, 1; tel.: + 7 (499) 795 25 36, 945 57 48, fax: + 7 (095) 253 95 13, 945 57 64; e-mail: sales@expoconsta.ru.

Together with an application for services (electric, plumbing and other) Organizer shall provide Expocentre with a layout of the Event indicating places of connection of lighting, sound, kitchen and other equipment to power sources, voltage, the highest possible power consumption, layout of plumbing connections, and water consumption for every item of equipment.

Organizer may employ third-party companies to carry out mounting and construction (including electrical and other engineering work) and design or undertake it entirely on his own only with the consent of Expocentre and in accordance with the requirements of the Regulations for Electrical Installations at Exhibitors’ Stands (Enclosure #3 to the General Terms of Participation in Exhibitions Held on Expocentre Fairgrounds).

Electric work (connection of stands to lighting, sound and other equipment) and plumbing services shall be performed by Expocentre’s specialists only.

7.5. When decorating the premises, only fireproof and nonflammable materials shall be used. All flammable materials must be covered by flame retardant. All materials and equipment must have fire safety certificates. Authorization of EXPOCONSTA is required for load distribution when mounting hanging equipment and decorations.

7.6. Communication, audio and video services on the territory of the Fairgrounds shall be provided exclusively by Expocentre at the rates stipulated in the Rates for Services Rendered to Exhibitors at Exhibitions Held at Expocentre Fairgrounds.

It shall be prohibited:

1) to use attendees and equipment owned by Organizer as well as attract third-party companies to provide audio/video services during lectures given in conference halls;
2) put on the air without permission or using not allowed frequency and to import and use radio electronic equipment and high-frequency devices (REE and HF) and exhibits without a written approval of Expocentre;

Violators of these articles shall be fined. The amount of fines is set in the Rates for Services.

If Organizer cancels the application for audio and video services less than 24 hours and for telecommunication services less than 72 hours prior to the Event opening, Organizer shall pay 20 % of the total cost of ordered services. If Organizer cancels a telecommunication order less than 48 hours prior to the Event opening, he shall pay 50% of the total cost.