Participation

In order to register for participation in the exhibition, the exhibitor shall submit EXPOCENTRE AO an application. Receipt of applications starts one year and ends, as a rule, four months before the exhibition.

When all terms of participation are settled, EXPOCENTRE AO and the exhibitor shall conclude a contract for participation in the exhibition, usually not later than 90 days before the mounting of the exhibition. The General Terms of Participation with its enclosures, amendments and supplements shall be an integral part of the contract.

It is allowed to arrange group stands. In case the exhibition held at EXPOCENTRE Fairgrounds is organised by third-party companies (organisers), a contract shall be signed between EXPOCENTRE AO and the organisers of the exhibition. All clauses of the contract shall comply with the General Terms of Participation.

For urgent settlement of arising questions and problems, it shall be permitted during the preparation and running of the exhibition to conclude contracts and exchange documents between EXPOCENTRE AO and the exhibitor by fax and e-mail providing the originals are sent later.

The exhibitor shall pay an obligatory registration fee, amount of which is set by EXPOCENTRE AO for each exhibition. The fee covers expenses on the organisation and publicity campaign of the exhibition. If the exhibitor withdraws from the exhibition, the registration fee shall not be reimbursed.

Rental cost

The rental cost shall be calculated taking into account the status of every exhibition, configuration and location of stands in the pavilions. You can find out the rental cost after filling in the online application.

Exhibitor package

The exhibitor package includes:

• passes for stand builders and vehicles for the mounting/dismantling period (only for freight handling);
• exhibitor pass;
  Notes

  1 pass per every 3 sq m, if the rented space is up to 90 sq m;

  30 passes, if the rented space is 90 sq m and 1 extra pass per every 6 sq m, if the rented space exceeds 90 sq m.

  The exhibitor pass gives the right to multiple access to the territory of the Expocentre Fairgrounds, both during the exhibition and during the installation / dismantling period from 8.00 to 20.00.

• complimentary tickets to exhibitors’ guests;
  Note

  Invitations are given in Exhibition Management (in case of 100% booth payment).

• publication of information about the exhibitor in the Official Exhibition Catalogue;
• using online system for meetings organisation (MatсhMaking);
• opportunity to send e-tickets to the exhibition for customers and partners;
• participation in the seminar “Effective participation in trade shows” (in Russian only)

Payment

Exhibitors that fail to pay off the debts for the stand space, equipment or for additional services will be refused access to the exhibition site for stand construction.

Closing documents

The closing documents are issued on the last day of the exhibition in the Exhibition Management Office. During the first two weeks the documents are kept by the managers of the Exhibition Management Office, after that they are submitted to the Economic Department. Each exhibition has its own economist (see Exhibitor Manual on the exhibition official website).

To receive closing documents (invoice, certificate of acceptance of the rendered services and leased space, contract), your company’s representative shall sign the certificate of acceptance of the rendered services and leased space in the Exhibition Management Office during the mounting period. The representative shall have the Power of Attorney (D.01) granting the authority to sign the certificate of acceptance and two original copies of the Contract and engineering schemes if they were not provided before.

In case the Power of Attorney (D.01) is not provided, your company’s representative shall collect the certificates of acceptance to have them signed by the company’s top executive and return them to the Exhibition Management Office. Then the Exhibition management will issue the closing financial documents.

By the opening of the exhibition, EXPOCENTRE AO publishes an Official Catalogue (in print and/or on CD), which includes the following information:

• Company name in Russian and in Latin transcription, country, postal and e-mail addresses, website;
• Telephone and fax numbers;
• Pavilion, hall and booth number;
• Brief information about the activities of the company up to 4 lines (50 characters per line, including spaces).

Terms of placement of advertising and information in the Official Exhibition Catalogue and Guide

1. In accordance with the General Terms of Participation in International EXPOCENTRE held by Expocentre, each registered participant of the exhibition shall do the following:
   - present the company’s entry: the company name (in Russian and English), address, telephone, fax, e-mail, website, brief information on the company’s activity up to 200 characters including spaces and punctuation,
   - select headings (the number of free-of-charge headings depends on the exhibition) for publication of brief information on the company in the List of Products and Services of the Official Catalogue: the company name in Russian and Latin scripts, country, pavilion, hall and stand number.
2. The company’s entries (except for the logo and advertisement) in the Alphabetical List of the Official Exhibition Catalogue and in the List of Products and Services are also available in the Web Catalogue within one year.
3. The optional advertising of the exhibitor may be placed in the Official Exhibition Catalogue and in the Exhibition Guide according to the prices mentioned in the application forms.
4. In case the exhibitor has not provided the company’s entry in Russian, the publisher translates the text on his own. In that case claims for translation are not admitted.
5. The application forms are to be completed in Microsoft Word, otherwise the Publisher bears no responsibility for possible misreading or misspelling. In case of ordering paid services, the completed forms are also provided in scanned form with the seal and signature of the responsible person.
6. The publisher retains the right to edit the Russian and English entries according to the norms of both languages.
7. In case the application forms are sent after the deadline, the publisher shall not guarantee publication of the company’s entry in the printed Catalogue version.
8. The exhibitor shall be fully responsible for the content and accuracy of any information forwarded to the publisher for publication regardless of the means of transfer of the said information.
9. Any type of full or partial reproduction without special permission of the publisher is prohibited.

Additional opportunities of placement:

• placement of logo in the Alphabetical List of the Catalogue;
• placement of logo in the Web Catalogue.

When applying for participation an exhibitor can choose the following types of exhibition space: raw and equipped.

The attached document contains the following information:

• Step-by-step description of the Procedure for Delivery/Removal of Equipment and Exhibits to EXPOCENTRE Fairgrounds;
• Issuance of one-entry vehicle passes;
• Loading/unloading works;
• Entering EXPOCENTRE Fairgrounds (details of work at night time);
• Entrance gates for entry/exit.

Procedure for Obtaining Admission Permit to the Areas with Restricted Traffic Access in Moscow

Dear exhibitors,

We would like to draw your attention to the fact that EXPOCENTRE Fairgrounds is located within the Third Third Transport Ring Road of Moscow which is the area with restricted freight traffic access. Therefore, you need to get an admission permit for goods vehicles like, for example, the TTK permit, a permit providing access to the Third Transport Ring Road and the area between it and the Garden Ring Road of Moscow.

The permits to the areas with restricted freight traffic can be of two types:
– multiple entry (valid for a maximum period of 1 year);
– single entry (valid for 5 days).

The permits are issued by the Traffic Management Centre of the Moscow City Government Department for Transport and Road Infrastructure Development (GKU TsODD).

From 1st October 2013 the applications for permits are only accepted online through the Portal of Government and Municipal Services of Moscow (http://pgu.mos.ru).

Hard copy permits are valid to their expiry date alongside the electronic permits. The valid permits should be listed on the Registry of Valid Permits for Access to the Areas with Restricted Freight Traffic in Moscow.

The online service through the Internet Portal is only provided to the registered users who have received individual access codes to their personal accounts.

The application for the permit may be submitted by sole traders and legal entities, who hold goods vehicles by right of ownership or by any other right and provide freight transportation services to ensure continuous technological process at the city's production facilities as well as uninterrupted daily life of the city, and the fulfillment of the needs of its residents.

The applications may also be submitted by individuals who own goods vehicles by right of ownership or any other right and use the vehicles to reach their homes.

When applying for the service through the Internet Portal the applicant shall enclose scans of all the documents listed in Decree of the Moscow City Government No. 379-PP dated 22.08.2011 and scans of the Driving licenses of the drivers who will be operating the goods vehicles within the restricted traffic area and their written consent for processing their personal data (for more details check Appendix No.1).

When applying through the Internet Portal legal entities and sole traders shall enclose scans of the documents signed in due order with the advanced digital signature.

Individuals shall sign the submitted scans of documents with the basic digital signature.

The information about the rendered service is available from the official website of the Department for Transport and Road Infrastructure Development of the Moscow City Government and the Internet Portal of Government and Municipal Services of Moscow.

The applicant can check the status of the application by logging in to their personal account at the Internet Portal.

The singe-entry permit shall be issued within the maximum of 3 hours following the submission, and the multi-entry permit must be issued within 14 days. The period within which the service shall be rendered is calculated from the date following the date of submission.

Responsibility for Operating within the Restricted Area without Valid Permission

In compliance with the Civil Code of the Russian Federation, if the vehicle has entered a restricted area, the driver of the vehicle will receive the civil penalty for violating the orders of the road signs restricting access to the area (the No Entry and No Goods Vehicles road signs).

Any indoor suspended advertising structures (banners, flags, rotating cubes, etc.) shall be confined only within the stand area allocated (within 1 m of its boundaries).

Any overhead works shall only be performed by Expoconsta OOO, phone: +7 (499) 795-25-36.

Within the rented exhibition space the exhibitors

• are allowed to advertise goods and services that are related to the exhibition’s subject matter, and produced or offered by the exhibitors. In this case, the advertising can include the distribution of printed materials and/or other information about their goods and services;
• are prohibited to advertise goods and services, related to the exhibition’s subject matter, which are produced or offered by a third party without getting written permission from the Exhibition Management. In this case, it is also prohibited to distribute printed materials and/or other information about a third party’s goods and services.