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General terms and conditions
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General terms and conditions Kortrijk 2015
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BUSWORLD, the European coach and bus show
Date and location
Organisation
Kortrijk Xpo
Target group and accessibility
Vehicles section
Accessories section
Tourism, Services section
Rates for the coach and bus sector
Rates for the accessories stands
Rates for the “tourism” and “services” stands
Rates for subtenants
Calculation of VAT.
Guarantee against premature deconstruction, late construction,
non-compliance with the orders of the stewards and so on.
Registration and payment
Prevention of tardy stand construction
Subcontractors
Selection of your stand
Advertising on the stands
Decoration and standbuilding
Services
Insurance cover
Arranging the vehicles
Safety
Construction and clearing of the stands
Cancellations
Stand crew
Complaints - billing
Generalities
Additional information
BUSWORLD KORTRIJK 2015 GENERAL TERMS AND CONDITIONS
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1. BUSWORLD, the European coach and bus show
Busworld was the first trade fair for the coach and bus sector and is organised every two years. It has
reached its 23rd edition.
Busworld comprises three different strands: coach builders, accessories, services and tourism. All
suppliers of coach and bus operators are allowed to attend.
The 22nd Busworld was held in 2013 and was visited by 32.048 professionals, representing 116
countries. Of these 64 % were non-Belgian and 21 % came from outside Europe.
32000
31000
30000
29000
28000
27000
26000
25000
24000
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1999
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2003
2005
2007
2009
2011
2013
2. Date and location
Busworld, the 23rd European Coach and Bus show, will take place in Kortrijk Xpo, the exhibition halls of
the Flemish-Belgian city of Kortrijk. The French name for Kortrijk is Courtrai.
Kortrijk is situated at 100 kilometres from Brussels, the capital of Europe.
Busworld will be open every day from Friday, October 16th till Wednesday, October 21st 2015, from
10.00 to 19.00 hours.
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3. Organisation
Busworld is organised by “B.A.A.V.” (the legal title for “Beroepsvereniging van Autobus- en
Autocarondernemers van West-Vlaanderen”, statutorily recognised trade association), a sister
organisation of the Federation of Belgian Coach and Bus operators (F.B.A.A.).
As such, the organisation rests with a federation of coach and bus operators which explains, in part, the
strong “pull” of this fair among the trade and industry.
Address:
KASTEEL VAN RUMBEKE
Moorseelsesteenweg 2
BE-8800 ROESELARE
T:
F:
E:
+32/(0)51-22 60 60
+32/(0)51-22 92 73
[email protected]
www.busworld.org
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4. Kortrijk Xpo
The Kortrijk Xpo premises offer a covered area of 61,000 m2 and are within easy reach thanks to their
location right next to exit No. 2 (Kortrijk-Zuid) on the Antwerp-Paris motorway (E17).
The exhibition complex will consist of 9 halls, a rambla and a conference centre.
rambla
entrance
north
entrance
south
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5. Target group and accessibility
The fair is open daily from 10 a.m. till 7 p.m. and is intended for professionals only.
On one day, however, on Sunday October 18th, the fair will be open to the general public.
Admission is 15 euro.
Participants can obtain exhibitor’s tickets, offering permanent admission to the fair, as well as tickets
for visiting buyers, which offer free admission for a single visitor per ticket. These two types of tickets
will be sold at a price of 15 euro and 3 euro respectively, excl. VAT. However, exhibitor’s tickets will be
issued to all participants, according to the size of their stand, with one ticket for every 100 m2 of stand
space which is taken up, with a minimum of four tickets.
6. Vehicles section
All manufacturers or importers of chassis, carriages or fully finished coaches, buses and minibuses are
entitled to enter as participants.
Body frame constructors may put on exhibit vehicles which are built on chassis manufactured by other
participants.
Importers of several makes may exhibit these together on their stand on condition that this is reported
on their entry form.
Constructors and/or importers may exhibit together on one stand provided this is reported beforehand
upon registering. If any such constructors are registered as or belong to private companies or legal
persons, then each company or legal person will be deemed a separate manufacturer and/or importer.
Consequently, each company or legal person will owe the organisation the basic attendance fee.
This rule continues to apply unabated even if the companies concerned were to merge between the
date of registration and the opening of the fair.
Exhibits on vehicle stands shall be confined to buses, coaches, frames or accessories and parts
designed for that purpose. The vehicles on show may not be older than a single season at the utmost.
7. Accessories section
In addition to the coaches and buses on show, stands will be reserved for suppliers and service
providers (for spare parts and accessories, fuel, equipment, insurance cover, information technology,
banks and other services, designed for coach and bus industries).
Any such exhibitors who wish to exhibit coaches or buses in their stand are allowed to do so, provided
that this is announced beforehand and this concerns vehicles constructed by exhibiting manufacturers
or importers.
Vehicles may only be exhibited in accessory stands by permission of the organisation.
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8. Tourism, Services section
Tourist authorities, hotel chains, leisure centres, group-oriented tourist attractions, federations,
magazines, etc., are equally entitled to participate, on condition that they act as suppliers to coach
operators.
9. Rates for the coach and bus sector
The stand prices for vehicle stands up to 500m2 are 110 euro/m2.
As of 500 m2 a 88 euro/m2 fee is to be charged.
The basic registration fee amounts to half the stand fee.
The space allocated to exhibitors who display less than two coaches, buses or frames, may be reduced
to less than 100 m2 when the stands are assigned. This will not entitle such exhibitors to any price
reduction. The principal aim is to ensure an even distribution of all vehicles at the show. Upon
registering, the exhibitors concerned will be required to specify the minimal number of vehicles they
plan to put on display.
These prices only apply to bus, coach or chassis manufacturers. For all other exhibitors (accessories,
services and tourism), also wishing to put on display vehicles on their stand, the relevant rates are as
specified in articles 10 and 11.
This fee includes the costs for heating, lighting and maintenance of the communal areas of the hall.
Exhibitors must communicate the final number of vehicles they intend to exhibit, and the exact number
of square metres they require by January 31st 2015, at the latest.
Exhibitors will be expected to be aware of the typical characteristics and safety regulations peculiar
to the location of their stand (protruding parts, windows, columns and pillars, fire protection and safety
equipment, any unevenness in the floor, electricity, heating and water supplies, emergency and other
exits, and suchlike, and the safety and other regulations concerned therewith) and to take them duly
into account.
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10. Rates for the accessories stands
Stand fee for the naked floorspace are as follows: 3.255 euro for the first 12m2, to be increased by an
additional 165 euro/sqm.
area
12 m2
15 m2
18 m2
21 m2
24 m2
27 m2
30 m2
33 m2
36 m2
39 m2
42 m2
45 m2
48 m2
51 m2
54 m2
57 m2
60 m2 NAKED FLOORSPACE
price in euro
3.255
3.750
4.245
4.740
5.235
5.730
6.225
6.720
7.215
7.710
8.205
8.700
9.195
9.690
10.185
10.680
11.175
Stand fee for a Busworld stand kit is 38 euro/sqm extra.
The stand fee for a standard BUSWORLD-built stand includes the renting of the floor space, the
standard stand (three walls, a pediment and fitted, stuck-down carpet, a freeze).
A choice is offered between modular stands which have a uniform depth of 3 metres, a height of 2.5
metres and a width of choice. Exhibitors who require a stand which diverges from these standard floor
areas, should get in touch with the organisers and make mention of this when registering.
Those who want corner-stands, end-of-aisle stands, island stands or other special locations, must
mention this as well when registering. This will be taken into account as much as possible. Allocation
will be on the basis of “first come, first served” (i.e. according to the chronological order of who has
actually paid the entry fee).
Smaller stands are not available, except for one of 9m2 (3x3), which is only available in a standard
Busworld stand kit, the fee for which is 3.000 euro.
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These prices will be increased by 15 % for corner stands, by 25 % for end-of-aisle stands and by 30 %
for island stands.
Exhibitors will be expected to be aware of the typical characteristics and safety regulations peculiar
to the location of their stand (protruding parts, windows, columns and pillars, fire protection and safety
equipment, any unevenness in the floor, electricity, heating and water supplies, emergency and other
exits, and suchlike, and the safety and other regulations concerned therewith) and to take them duly
into account.
11. Rates for the “tourism” and “services” stands
For the “tourism and services” stands, the same prices and terms in respect of stands shall apply as
listed under article 10.
However, the tourism section offers the possibility to occupy a smaller stand, but only as a uniform
stand built by BUSWORLD.
Rates and dimensions for these stands are as follows:
2 x 2 = 2,5 x 2 =
3 x 2 =
3,5 x 2 =
4 x 2 =
4,5 x 2 of 3 x 3 =
4 m2
5 m2
6 m2
7 m2
8 m2
9 m2
2.200 euro
2.365 euro
2.530 euro
2.695 euro
2.860 euro
3.025 euro
Subject to a 1.100 euro supplement stands can be powered with electricity (14 A, 3 500 Watts), and
furnished with furniture chosen by the show organizers (one cupboard, one table, three chairs, two
spots and two plug sockets), so that, upon arrival, the stand is found ready-made
Exhibitors will be expected to be aware the typical characteristics and safety regulations peculiar to
the location of their stand (protruding parts, windows, columns and pillars, fire protection and safety
equipment, any unevenness in the floor, electricity, heating and water supplies, emergency and other
exits, and suchlike, and the safety and other regulations concerned therewith) and to take them duly
into account.
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12. Rates for subtenants
In case you do not want to book your own stand but still want to participate by exhibiting on a stand
that has already been booked, you also need to fill out the online form. The cost price for an insertion
in the catalogue, the online list of participants and the floor plan amounts to 1,500 Euro. Non-payment
is considered as non-participation.
13. Calculation of VAT.
The amounts mentioned under point 9, 10, 11 and 12 should be increased by 21% for Belgian
participants.
Foreign exhibitors with a VAT-number do not need to pay Belgian VAT.
14. Guarantee against premature deconstruction, late construction,
non-compliance with the orders of the stewards and so on.
Many trade fairs are inconvenienced by stands being taken down prematurely by people who want to
return home early. Busworld is noted for its hectic final afternoon, which is usually when some of the
biggest deals are concluded just before closing time. For this reason, the premature dismantling of
stands not only constitutes a missed opportunity, this also ruins the atmosphere for adjacent stands
which are still in the throes of negotiating major contracts.
To stop this happening, all exhibitors are required to pay a safety deposit upon registering. Said
amount is refunded after the trade fair closes, on condition said party has not vacated its stand
before time. To that end, all exhibitors who are still actively present at this juncture will be handed a
certificate 15 minutes prior to closing time on Wednesday October 21st.
The safety deposit will be refunded in full to those participants able to present this certificate during
the settlement of account.
This safety deposit may be used in pursuance of item 16 with reference to the possible abandoning of
litter when vacating the stand (see item 26).
This safety deposit is to be paid together with the basic stand fee (cf. article 15). It amounts to 2,000
euro for stands which cost more than 5,000 euro and to 1,000 euro for stands which cost less than
that. Busbuilders have to pay 3,000 euro safety deposit.
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15. Registration and payment
Participants may register by means of the enclosed entry form. Entries should be accompanied by proof
of payment of the basic entry fee, plus the security deposit, as specified under article 14, and the VAT
(for Belgian participants).
For vehicle stands, the basic fee amounts to half the stand fee with a maximum of 750 m2. For the
“accessories” stands, the basic fee amounts to half of the basic fee, with a minimum of 3.000 euro. For
the amounts as specified under article 14, the full stand fee will apply. From that moment onwards you
will appear on the online participants list, and you will be able to choose a standspace.
Entries are only officially recorded upon receipt of payment of the basic stand fee + security deposit +
VAT.
The chronological order of the entries is partly determinant in the allocation of stand space at the
show (viz. the prime lots).
The outstanding balance of the stand fee must be paid by May 1st 2015 at the latest.
Payments should be made into bank account
KBC BANK, NOORDSTRAAT 38, BE-8800 ROESELARE, REK. NR. 467-5370851-48
(SWIFT NR. KREDBE BB / IBAN BE11 4675 3708 5148).
Exhibitors who have failed to pay the stand fee + the deposit for services in full will be refused access
to their stand.
As from the moment of complete payment of the money, the exhibitors can apply the Busworld
services, especially those of the VISA department.
In the event several exhibitors wish to share a stand, one of them shall act as the party responsible,
submitting the complete list of participants to the organisers by May 1st 2015 at the latest. All
payments are to be carried out by this person to whom all receipts will be forwarded.
16. Prevention of tardy stand construction
All exhibitors will be sent a construction schedule in due course, containing an imperative time limit
by which time the stand is required to be occupied. Construction behind schedule may be sanctioned
by the loss to the right of participation and the full amount of the registration money, a partial or full
forfeiture of the right to a refund of the safety deposit, or by the non-execution of services ordered.
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17. Subcontractors
Exhibitors may only use subcontractors (stand designers/builders, hydraulic platform, forklift trucks,
party planners, domestic caterers, cleaning services, etc.) who have been accredited by the organisers.
Therefore, this certification must be applied for prior to the start of construction operations.
Stand fees and services shall be billed to the exhibitors ONLY and, on no account, to their suppliers.
18. Selection of your stand
Bus builders / constructors
The giant stands are already included in the new floor plan. This is mainly because of their size and
because of the resulting fact that it is very difficult to move or reshape them.
All stands smaller than 1000 m2 can choose their location from a fixed stand plan. This entails that if
you book your stand too late, it is quite possible that you do not get the stand location that you want
and – if the worst comes to the worst – that you are put on the waiting list.
Supply companies, tourism etc.
Due to the fact that the number of supply companies increases substantially every year, more and more
people are put on the waiting list. As a result of this, some of them never get the chance to participate
in the fair.
Here the same rules as the ones of the bus builders apply. As from now on you can choose the location
of your stand from a fixed stand plan. If you want to keep your stand location of the previous edition,
then you will have to book it as soon as possible.
Practical information
After having received your registration and advance payment, we will send you the floor plan and you
will be able to choose and confirm the location of your stand.
If the same stand is selected by different people on the same day, the number of times that the latter
have already participated in the fair will be taken into account as well as the time of their registration.
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19. Advertising on the stands
All forms of propaganda and advertising for one’s own organisation, services and products are allowed
on the stands. The use of sound is only allowed insofar as it originates from product demonstrations,
and insofar as it does not disturb the adjacent stands. Any film presentation or other type of
performance accompanied by a sound track has to be reported to the organisers beforehand. After
examining the material, they will decide on the admissibility and provide the required written approval.
No presentations are allowed without such approval.
On and around the exhibited vehicles, advertising is only allowed by the constructor or the importer of
the equipment on show. Mentions in connection with the owner that are painted on the vehicle, the
regular and classic panels to be screwed on to the vehicle, always assuming they refer to the owner, are
also authorised. Written and prior approval has to be obtained from the organisers for all other forms
of advertising and for any other mentions in, on, outside or around the vehicles.
In the “accessories” and “tourism” stands, only advertising for products or services sold by the firm is
allowed. This is not allowed even for bus or coach concerns or travel agencies which sell the products
of the stand owner, unless with our explicit and written approval.
In the stands for “accessories” and “tourism”, publicity and advertising shall be restricted to the
exhibitor’s own range of products and services. If the sales thereof are normally conducted through
outlets of coach & bus operators or travel agents, the stand should contain no advertising nor mention
of these operators, unless the prior express consent is obtained, in writing, of the organisers.
Participants undertake to refer anyone who seeks a deviation from these rules to the organisers.
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20. Decoration and standbuilding
Participants are free to fit out their stands as they wish; however, if they plan to use unusually large
items of equipment, blank walls, special lighting, etc, … (which overshadow adjacent stands or which
could have a disturbing effect) they must advise the organisers thereof and comply with the guidelines,
if any, that may be issued to safeguard the interests of other exhibitors. For example, a blank wall
must not be erected if it faces the open entrance front or side wall of another stand or protrudes
above it, unless the prior written consent of the organisers has been obtained. This is only allowed on
condition that they undertake to harmonize the appearance of these parts of the stand with that of the
neighbouring stands in question, and insofar as the latter require them to do so.
Permission to put up a self-made stand which exceeds a height of 3.6 m must be sought in advance.
The height of stands situated in the middle of a hall can be changed in case they take the view away of
stands at the end of the hall.
Exhibitors whose self-made stand is contiguous with one erected by Busworld itself (see article 11),
must make sure that uniformity of this stand with respect is observed. Especially with regard to height,
such stands should not exceed the height of Busworld stands, unless detailed plans were submitted
in advance and written permission has been obtained from the organisers. Any such approval shall
stipulate that that any part that protrudes and overlooks the Busworld stand is to be decorated in the
same colour and have the same outward appearance as the Busworld stand.
The exhibitors are reminded in particular that this is a trade fair for public transport and group
tourism. Any element in the stands promoting this will be gratefully accepted.
21. Services
Exhibitors are able to call on a number of services, such as : connections for water, electricity,
compressed air, telephone and fax communications, modem lines, the renting of furniture, carpets
and plants, the use of a forklift truck, the purchase of drinks, upkeep of the stands, additional stand
equipment, the services of a photographer or auxiliary staff, restaurant or hotel facilities, a car park for
demonstrating vehicles in, an exhibitors’ car park, and the like.
Orders for any of the above must be placed with the organisers. In due course, all participants will
receive a “service brochure” along with the necessary order forms.
Exhibitors should bear in mind that order-related disputes or reported divergences from orders as
placed are required to be submitted, in writing, to the organisers during the course of the fair.
Late reactions or those which can no longer be verified will be declared inadmissible.
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22. Insurance cover
A fire insurance policy covers the movables and contents of the fair which is compulsory for the vehicle
stands.
The insurance premium runs at 25 euro per 25,000 euro of insured value.
For the other stands, this premium is included in the stand fee. The maximum amount covered by this
premium is 125,000 euro.
In order to enjoy the benefit of this insurance cover, participants must fill in the appropriate form in
the service brochure, stating the value of the stand materials, and that of the exhibited goods and
equipment.
If this declaration is not sent back in due time to the organisers, the exhibitor will forfeit all rights in
respect of this cover.
In such an event however, a special premium will be charged in order to cover the liability of the
organisers, in which the insured value of each exhibited coach or bus will be determined at a lump sum
of 300,000 euro. The value of all and any other equipment will be estimated by the organisers. In this
case, an invoice will be sent for that amount, plus a fixed administrative charge of 100 euro.
The organisers decline all responsibility with regard to theft, damage or other risks. Exhibitors who
wish take out insurance cover against these risks, must do so of their own initiative.
The civil liability of the organisers and exhibitors is automatically covered in the stand price.
23. Arranging the vehicles
The exhibitors must follow the organisers’ instructions when arranging the vehicles and, in particular,
when driving the vehicles in and out of the halls and aligning them in the right direction.
There must be at least 1,5 metres between the vehicles on exhibit and no vehicle may be positioned
at less than one metre from the outer perimeter of the stand.
All vehicle batteries must be disconnected as soon as the vehicles have been positioned in their
definite location on the stand. In addition, it is strictly forbidden to have their engines running during
the fair.
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24. Safety
Exhibitors will strictly observe all safety regulations. This implies, for example, that protruding objects
or parts of stands should not be constructed in the aisles, nor any obstacles be placed in them and that
emergency exits as well as the fire-fighting facilities, including the signposting thereof, must be clearly
visible and kept clear at all times.
A “Practical Arrangements” brochure will be sent to the exhibitors in due course, containing all the
safety regulations as well as the layout and scale drawings of the halls, which show the strategic
locations of the emergency exits and fire-fighting facilities.
Exhibitors will carry out the orders given by the fire brigade to the letter and also follow the safety
comments on electrical equipment which will be made by special agents during their round of
inspection.
All electricity in the stands must be switched off after leaving the stands in the evening. The exact
location of the switch box must be clearly marked on a plan which is to be handed in with to the
secretariat.
For each vehicle stand, a safety officer must be appointed whose name the organisers must be advised
of.
Non-observance of these regulations may occasion the closing down of the stand concerned, without
any form of compensation.
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25. Construction and clearing of the stands
The stands will be made available to the exhibitors as from Saturday morning, October 10th. However,
there are stands that may not be worked on until later because of general restrictions on accessibility
during the construction works. A precise timing will be given when the “Practical Arrangements” are
issued.
Stands may be cleared from 07:00 a.m. on Thursday, October 22nd.
The exhibition areas must be cleared completely by Friday evening, October 23rd, at 08:00 p.m. at the
latest.
The above mentioned dates are open to alteration.
However, the clearance of certain stands or stand sections may be imposed at an earlier time when
said stands are located in front of exits or are causing an obstruction in passageways which are
required for the smooth vacation of other stands.
After the trade fair, the stand area used by the exhibitors should be left in a clean state, without any
traces of adhesive tape, paint, other remnants, chewing gum, oil stains or other dirt. After the show, all
rubbish shall be removed by the exhibitors themselves. Disposable, one-off stand materials, partitions
or other goods must not be discarded into the communal skips, but should be taken away by the stand
holder himself.
Costs incurred as a result of the stand being left behind dirty, will occasion a rightful claim to the
safety deposit (item 14). Upon final departure from their stand, exhibitors are required to notify the
hall steward of the hall their stand is located in, to demonstrate that they are vacating their stand in
a clean condition. The hall steward will then write out a certificate enabling stand owners to reclaim
their safety deposit. Failure to receive such a certificate will occasion the full cost of cleaning to be
invoiced at their expense.
26. Cancellations
In the event of cancellation, the entry fee as specified under article 15 will remain due. If the
cancellation is made after June 30th 2015, the sum total stand fee is payable.
27. Stand crew
At least two weeks before the start of stand construction, exhibitors will supply the organisers with a
list of names of all those manning the stand.
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28. Complaints - billing
Complaints about invoices will only be considered insofar as they are lodged no later than December
1st 2015. Late complaints will be inadmissible.
29. Generalities
To register and/or take part to the fair involves the approval of all “general terms and conditions” and
that communicated Internet sites, without further admission nor compensation, can be linked to the
BUSWORLD internet site or other information platforms of BUSWORLD. Deviations thereof are possible
only with the express and written consent of the organisers
Entry is irrevocable and implies unqualified observance of these general terms and
conditions and any guidelines or dispositions issued subsequently.
The organisers reserve the right, without formalities or the possibility of recourse, to resolve all
foreseeable or unforeseeable cases arising from these “General Terms and Conditions” and any
standholder complaints. Their decisions are enforceable with immediate effect.
30. Additional information
Additional information can be obtained at the following address:
BUSWORLD
KASTEEL VAN RUMBEKE
MOORSEELSESTEENWEG 2
BE-8800 ROESELARE
T: F:
E:
+32/(0)51-22 60 60
+32/(0)51-22 92 73
[email protected]
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