Terms and Condition

The detailed information concerning the terms of participation in the show can also be downloaded from the hermesbi.com website.

1.1 Registration

To be admitted to the Fair, the exhibitor should submit a fully completed Contract-Application form for the Fair. The Exhibitor shall affix his/her legally binding signature to the Contract-Application form and send the form to the Organizer prior to the deadline for application indicated in the Contract-Application form. The registration is valid for the time of the Fair indicated in the form. Payments must be made in due time otherwise the exhibitor and their alliances will be denied access to hall space and services. Fax copies of the Contract-Application forms are accepted by the Organizer and are equally valid for both parties. The original copy of the Contract-Application form is to be handed to the Organizer either by post or directly at the Fair.

2. Entry in the Fair Catalogue

The Exhibitor undertakes to apply for publication of the entry in the catalogue. In order to ensure the completeness of the catalogue, the Organizer shall be entitled to include the entry on the Exhibitor in the catalogue at the expense of the Exhibitor based on the information from application form or available to the Organizer of information contained in the previous Fair’s catalogue without liable for the accuracy of such entry, if the Exhibitor fails to submit his/her application to the Organizer at least three months prior to the Fair.

3. Stand decoration regulations

3.1. Minimum 12 m2 for indoor stands

Note 1. With the permission of Exhibition Affairs Deputy, minimum area of indoor stands can be decreased from 12 m2 to 6 m2 (for charity) and 9 m2 (for publications).

Note 2.Individuals who participate in the exhibition as a pavilion supervised by a country or a specialized parent company can violate the minimum area (12 m2) for indoor stands (Clause 1 of general regulations) if they use a shared area.

3.2. Minimum area for self-built stands is 24 m2 except for exclusively foreign currency stands.

3.3. Stands in all halls must be constructed while considering maximum permissible height:

* Main hall 1, 2, and 3: maximum height of 5 m which can be increased for special cases with the permission of Exhibition Deputy

* Temporary salons: maximum height of 3 m

3.5. Stands must be located in salons such that there is a 1.5m (150cm) distance between them and salon walls in order to free the necessary zone for personnel access.

3.6. Stands must not be located in front of main and emergency doors and must be placed 1 m away from each side of the main door.

3.7. Primary and secondary halls must be at least 4m and 3m wide, respectively. If a hall is specially created inside the rented area of a stand or country and is not public, it can violate this standard.

3.8. Foreign currency/IRR, pre-fabricated/self-built stands must be clearly marked in different colors along with the names of participants and area on the stand location plan. Also, total area of IRR pre-fabricated, foreign currency pre-fabricated, IRR self-built, foreign currency self-built, and headquarters stands must be precisely and separately written on the plans along with the total useful area covered in each salon.

Note 1. Charity and publications stands must be included in the total area of IRR pre-fabricated stands.

Note 2. In stands with a mezzanine, 50% of mezzanine total area is included in the total area of IRR/foreign currency pre-fabricated stands.

3.9. Plan register including designer (real person or legal entity) information; design date; designer, seal, sign, and telephone number; title of exhibition; and date of exhibition must be printed under all plans at all the stages.

3.10. Forty-five days before the exhibition, the host must introduce an individual as a competent technical director for the complete supervision and observance of general and technical regulations, decoration guidelines, and checking and approving the plan of self-built stands with his/her sample sign and valid seal to the Exhibition Services Manager.

Requirements of the Technical Director:

* B.S. in Civil Engineering or Architecture and minimum 1 year of related work experience, or M.S. in other majors with 3 successive years of work experience related to stand decoration with a license from the Engineering Organization

* A.D. in Civil Engineering or Architecture with minimum 2 years of related work experience, or A.D. in other majors with minimum 4 years of successive work experience related to stand decoration with a license from the Engineering Organization

3.11. Presenting the blocked preliminary plan of indoor salons and outdoor space for each exhibition (before the location of participants and recording the stand names), along with a letter of introduction from the Executive Technical Director to the Exhibition Services Manager

3.12. Presenting three copies of the finalized plan (A3, color, legible, with large numbers) with the latest changes, final list of participants, and the filled-in table of exhibition area report dated, signed, and sealed by the executive director maximum 1 week before salon handover

Note 1. Any changes in the preliminary located plan must take place with the permission of the Exhibition Services Manager.

Note 2.After presenting the finalized plan, final list of participants, and filled-in table of exhibition area, the host is not allowed to make changes to these items and all the constructions must be performed based on the latest presented information.

3.13. The host must introduce contractors for pre-fabricated stand-building and carpet installment (with telephone numbers) to the Exhibition Services Manager maximum 10 days before salon takeover.

3.14. Presenting all the required items to the Exhibition Affairs Manager is mandatory for salon handover to the host.

C. Regulations for pre-fabricated stands and carpet

3.15. The host must complete its pre-fabricated stands with the following items and hand them over to exhibitors:

* Panel

* Mullion and pier

* Carpet

* Equipment (chairs, tables, light fixtures, extension cord, pantry, trash can, etc.)

* Name board writing

* Light fixtures according to the standards of the electrical unit

* Light box with divider and flower box (optional)

3.16. All the parts must be beautiful without any defects, corrosion, fracture, change in form or color, and have an intact clean cover.

3.17. Panels must be MDF or ABS coated with melamine, paper, print, PVC, or oil paint.

3.18. Parts must be strong, stable, balanced, and square after being assembled and installed.

3.19. There must be one table, two chairs, and one electric socket per meter of stand area up to 12 m2. One chair and one table must be added per 6 m and 12 m of increase in area, respectively.

3.20. Regulations of self-built stands

Self-built stand contractors are legal companies qualified by the Exhibition Stand Builders Association (according to regulations) which are selected for stand building by exhibition participants (with self-built stands) and are introduced based on Form 15.

3.21. Exhibition hosts must check the specifications of self-built stand builder contractors with the approved list of the Exhibition Stand Builders Association and introduce them to Shahr-e Aftab International Exhibitions Company. Sealing the self-built stand plan approval permit (attached Form G-16) by the Executive Technical Director of every exhibition is considered as the approval of general and technical regulations of the plans.

It must be noted that the administrator cannot demand any payment for approving self-built stand plans.

3.22. Exhibition hosts must check all self-built stand plans maximum 15 days prior to salon takeover and, if compatible with regulations, present them with the following documents to the Exhibition Services Manager:

* A copy of each approved plan (including the plan, perspective, and a list of consumable materials for each stand)

* A copy of the stand-building contractor’s letter of introduction and the filled-in letter of commitment

* The list of self-built stand participant information

3.23. If the regulations are not observed, the hosts are responsible for the outcomes of hall performance in approving and executing the plans and must pay for possible damage. Moreover, they must correct the problems based on regulations at once. Otherwise, the issue and damages will be discussed in the Exhibition Committee and a report will be prepared based on the table of damages (Table DO-01) and presented to the Administrative and Financial Deputy for payment from the exhibition host deposit.