VINEXPO REGULATIONS 1. ADMITTED TO EXHIBIT Natural and legal persons whose function is: to produce and market their wine and/or spirits. These individuals have a business in the sector, which is recognised as substantial, given the range of products presented, their turnover and international operations. They must fall into the following categories: wine production site trading, still wines production, champagne production, spirit production, sparkling wine production, wine cooperative. In some cases, trade unions and professional wine and spirit bodies whose business is to promote wines and spirits or provide information to foster the economic development of the above mentioned companies, as well as products affiliated with wines and spirits, will also be admitted. 2. PRODUCTS EXHIBITED Any wine and spirit complying with all legal and regulatory requirements in force in France and in the European Community, with particular regard to labelling of AOCs. Any advertising, except that which is officially designated by Vinexpo and located on the stands, shall be prohibited within the exhibition: distribution of leaflets, advertising bags, samples, as well as the presence of hosts or hostesses explicitly representing a brand. 3. APPLICATION FORM (See Chapter 2 of the General Regulations of Fairs & Trade Shows in France) Applications to participate must be sent to: VINEXPO Département Commercial 2, cours du XXX Juillet 33074 Bordeaux cedex - France In order to be valid, applications must be accompanied by a deposit of 40% of the total cost of your application to which VAT must be added (20%). These rates and explanatory material are contained in the application form. The minimum area is 16 m². APPLICATION PROCESSING Vinexpo reviews the applications. It shall act without being obliged to give reasons for its decisions. Should the application be rejected, the deposit shall be returned. PARTICIPATION FEE These fees are 640 excluding tax per Exhibitor and 740 excluding tax per Co-Exhibitor. Fees include the following services: 1 publication in the Official Catalogue online* on vinexpobordeaux.com. 1 publication in the Official Catalogue in paper format. A minimum of 50 e-invitations per exhibitor/co-exhibitor. The larger the area reserved, the greater the number of e-invitations provided. 1
VINEXPO 2015 ALLOCATION OF E-INVITATIONS (CLASSIFICATION BY STAND AREA) Classification by stand area (Exhibitors not including the Region or Country Pavilions) E-INVITATIONS ALLOCATED < 50 m² 50 51 to 75 m² 75 76 to 100 m² 100 101 to 150 m² 150 151 to 200 m² 200 201 to 250 m² 250 > 250 m² 300 Free consultation at least 200 visitors who have registered in advance on vinexpobordeaux.com via an access code: VINEXPO 2015 CONSULTATION VISITORS REGISTERED IN ADVANCE: QUOTA PER EXHIBITOR ACCORDING TO THE AREA RESERVED Classification by stand area (Exhibitors not including the Region or Country Pavilions) NUMBER OF AUTHORISED CONSULTATIONS < 50 m² 200 51 to 100 m² 250 101 to 150 m² 300 151 to 200 m² 350 > 200 m² 400 Exhibitor badges customised with the Company Name of exhibiting/co-exhibiting companies (1 badge to 2.50 m² of floor space occupied by the exhibitor, not including additional floor levels). Indoor car park badges: 1 indoor car park badge: For exhibitors and co-exhibitors Permanent access During set-up, days of the exhibition and disassembly For company cars 1 logistics indoor car park: For exhibitors Permanent access During set-up, days of the exhibition and disassembly For commercial vehicles The larger the area reserved, the greater the number of parking badges provided: 2
VINEXPO 2015 ADDITIONAL PARKING BADGES (CLASSIFICATION BY STAND AREA) Classification by stand area (Exhibitors not including the Region or Country Pavilions) ADDITIONAL PARKING BADGES 45 to 60 m² 1 61 to 75 m² 2 76 to 90 m² 3 91 to 105 m² 4 106 to 120 m² 5 121 to 145 m² 6 146 to 170 m² 7 171 to 195 m² 8 196 to 225 m² 9 226 to 400 m² 10 IMPORTANT! We remind you that the parking badges are sent exclusively to the exhibitor, who shall be responsible for passing them on to his/her co-exhibitors. Free Vinexpo shuttles (hotels, train station, airport to and from the Trade Show) upon presentation of the exhibitor s badge. 1 tasting kit** including a spittoon bucket, sommelier knife, dropstops and a copy of the catalogue. Specific services for pavilions and official agencies services: delivery of exhibitor kits on stands. Stand cleaning on the eve of the opening. * Exhibitor/co-exhibitor website hosted on vinexpobordeaux.com ** Offered and distributed to the Trade Show at the Exhibitor Reception BARE STAND PRICES Prices per m² per access side, including the floor or podium (elevation = 10cm), the dividing partitions (height 2.50m, thickness 40mm, white wood). Note: These prices do not include the construction or layout of your stand. The bulkheads and technical flooring shall be covered by the exhibitor and ordered from the CEB (Conventions and Exhibitions of Bordeaux). OPTION TO BUILD FLOOR LEVELS A fixed amount is applied regardless of the number of square meters of floor (subject to compliance with safety standards and including verification fees on site). CHARACTERISTICS OF THE DESIRED SITE/SITE ALLOCATION IMPORTANT! The information provided in the application form will be considered by Vinexpo while allocating sites according to availability and technical constraints. They do not include any contractual obligation. Vinexpo will confirm the surface areas allocated and installation to the exhibitor in February 2015. You will receive an email notifying you when this information is placed online. Some locations include poles, which will not be subject to a discount (excluding poles equipped with fire hose cabinets). 3
The floor plan and site allocation is carried out by Vinexpo taking into account the: Wishes expressed by the exhibitors Aarrangement of stands to be installed Exhibition surface area Technical constraints and safety aspects relating to buildings Applications received with the deposit Vinexpo reserves the right to modify, whenever it deems necessary, the size and layout of the area requested by the exhibitor. If the surface area of the assigned location differs by 10% more or less than the initial application, the applicant will be entitled to refuse the allocation offered and the deposit paid will be refunded. The applicant must, on pain of foreclosure, reject the allocation within 15 days of the mailing date of the assignment offer, by registered letter addressed to the Vinexpo company. Except as provided above, refusal of the allocated site is regarded as a failure by the company applying. Upon receipt of the assignment notice, the exhibitor will receive an invoice payable no later than 30 April 2015. DEPOSIT A deposit shall be paid to Vinexpo s Operations Department in March 2015. This will cover: Compliance with layout rules Holding the stand until the close of the show (no early closure) Waste disposal at the end of assembly VINEXPO 2015 DEPOSIT AMOUNT SURFACE DEPOSIT < 50 m² 3 000 51 to 100 m² 4 000 101 to 400 m² 7 000 > 400 m² 10 000 4. EXHIBITORS AND CO-EXHIBITORS The Exhibitor is considered to be the natural or legal person as defined in Article 1 of this Regulation. The Exhibitor may act on his/her own account or for a group of companies he/she represents with regard to Vinexpo. All services offered by Vinexpo are charged exclusively to the Exhibitor. The Exhibitor is authorised to present on his/her stand (or pavilion) the products and documents of the companies he/she represents. The Co-Exhibitor is considered to be any business declared by the Exhibitor and accepted by Vinexpo. The choice of the Co-Exhibitors on a stand or pavilion lies with the Exhibitor who shall: Declare his/her co-exhibitors to Vinexpo before the opening of the exhibition in the E-Guide on www.vinexpo.com. Fulfill the admission requirements (set out in Articles 1 and 2 of this Regulation) Pay the Co-Exhibitor participation fee of 740 excluding tax Vinexpo reserves the right to refuse any Co-Exhibitor that does not satisfy these conditions. 5. CATALOGUE Each Exhibitor or Co-Exhibitor has the right to one publication only according to the conditions set out in Article 4 of this Regulation. This publication shall include: 4
An entry in the alphabetical list of Exhibitors An entry in the alphabetical list of Exhibitors per country Entries in the still wines directory (exhibitors per country) Entries of trademarks, the Exhibitor s exclusive/property rights in the alphabetical list of still wine brands Entries of trademarks, the Exhibitor s exclusive/property rights in the alphabetical list of Champagne brands Entries in the directory of sparkling wines & ciders (exhibitors by product) Entries in the directory of spirits and fortified wines (exhibitors by product) Entries in the directory of wine and spirit trade journals (alphabetical list of material per country) An entry in the directory of official promotion agencies (exhibitors per country) Entries in the alphabetical list of Exhibitor Contacts To make the catalogue more comprehensive, Vinexpo reserves the right to choose the primary word of trading names. (See Catalogue entry information and/or Co-Exhibitor statement available online in the E-Guide). 6. SALES & TASTING Presenting free samples and tastings are allowed on the stands and in the dining areas. The sale of any goods (including samples), paid tastings, deposits paid upon receiving orders are prohibited within the exhibition. 7. LAYOUT REGULATIONS To create their stand, Exhibitors and their decorators are required to comply with the Vinexpo s Design Regulations. A plan of their stand layout must be provided to Vinexpo before 31 March 2015. 8. SAFETY MEASURES Exhibitors are required to comply with regulatory safety standards, of which the primary provisions are contained in the Layout Regulations. 9. EXHIBITOR S GUIDE (E-Guide) Once the Application to Participate has been accepted by Vinexpo, the stand of the exhibiting company will receive a confirmation of participation which will include its Login/Password to allow it access to the E-Guide on www.vinexpo.com 2 ways to access: Private access reserved for the exhibitors to consult/declare/confirm: E-Planning Company information Stand Information Co-Exhibitors Catalogue Communications Vinexpo Academy Regulations Free access for useful information such as: Assembly / disassembly Construction rules Regulations Approved suppliers 5
10 - FAILURE BY THE EXHIBITOR In the event of a failure by the exhibitor, the deposit will be forfeited to Vinexpo. The balance of the site amount may be refunded according to the following conditions: Before 31 October 2014 In the event of cancellation, the deposit received will be refunded. However, a WITHDRAWAL FEE of 640 will be charged. In the case of a surface area reduction, no fee shall be charged. Between 1 November 2014 and the official installation (online, end of February 2015) In the event of cancellation, the deposit received will be refunded. A WITHDRAWAL invoice with the amount of the deposit paid will be produced. In the case of a surface area reduction, a WITHDRAWAL invoice for the forfeited surface area will be produced. As of the date on which the site balance invoice is issued (early March 2015) In the event of cancellation or reduction of surface area, the deposit paid is retained. A WITHDRAWAL invoice with the amount of the deposit paid will be produced for a withdrawal or with the amount of the deposit for the forfeited surface area. Moreover, FINANCIAL PENALTIES will be invoiced and calculated as follows: For cancellations or surface area reductions at J*-105 days: no financial penalty For cancellations or surface area reductions at J*-80 days: 50% of the balance For cancellations or surface area reductions at J*-55 days: 75% of the balance For cancellations or surface area reductions at J*-30 days: 100% of the balance * J = 1st opening day of the exhibition The penalties for late payment will be calculated at a rate of one and a half times the legal rate of interest. No discount will be granted for early payment. In case of a dispute, the court of the organiser s head office shall have sole jurisdiction; the French language text of the regulations shall be legally valid. 11. APPLICABLE LAW - JURISDICTION The relations between Vinexpo and Exhibitors and Co-exhibitors are subject to French law. Any dispute relating to the formation, implementation and interpretation of the agreement binding the Exhibitors to Vinexpo shall fall under the jurisdiction of the courts of Vinexpo s head office. 12. GENERAL RULES OF TRADE EVENTS This particular regulation complements the general regulation of trade events, of which all clauses are applicable to Vinexpo and may be viewed on unimev.fr. VINEXPO - 2, cours du XXX juillet - 33074 BORDEAUX CEDEX - FRANCE - Tél. : + 33 5 56 56 00 14 / 17 - vinexpo.com Siège social : 17, place de la Bourse - 33000 Bordeaux-France - SAS au capital de 400 000d / SIRET 318 920 741 00051 NAF 8230Z 6