TERMS AND CONDITIONS FOR PARTICIPATION
1. INTERPRETATION:
Unless otherwise provided, the terms:
a) “The Organizers” means The Ghana Export Promotion Authority and Partner Government Institutions.
b) “Exhibitor” means any company, partnership, firm, government, or individual to whom space is allocated for exhibiting products/goods, or services at the Trade Fair, including its employees, assigns and agents.
d) “The Contract” means the Agreement entered between the Organizers and the Exhibitor for the allocation of exhibition Space/Stand/Pavilion to the Exhibitor on the Fairgrounds.
e) “The Exhibition Space/Stand/Pavilion” means the space, stand or pavilion of stated dimensions/size allocated to each Exhibitor.
f) “The Fair Grounds” means the grounds on which the Fair is held.
g) “The Exhibits” means the products, goods, materials and/or services displayed or mounted by each Exhibitor for either sale or viewing or for patronage.
h) “Participants” means exhibitors, visitors, Organizers, invited guests, trade fair officials and anyone lawfully holding the Organizers’ official I.D. Card.
2. APPLICATION FOR PARTICIPATION
a) The Organizers shall only allocate space to exhibitors who have made full and complete payment for space booked before the deadline for registration as advertised.
b) All applications for space for participation at the Fair Grounds shall be made on the prescribed Application Form issued by the Organizers or as published on the Organizers’ website.
c) The completed Application Form shall be submitted together with full payment to the Organizers. Online submission of application forms is also allowed. Please visit our website: – www.gepafairs.org
d) The stated terms and conditions do not bind the parties unless both parties duly sign the application forms.
f) All Exhibitors shall be registered and given an EXHIBITOR’S PERSONAL IDENTIFICATION NUMBER or I.D. Card.
3. ALLOCATION OF FAIR SPACE
a) The Organizers shall allocate space/stand/pavilion to each Exhibitor in accordance with the Organizers’ sectoral classification of products/materials/ services. The Organizers reserve the right to allocate and re-allocate available space, and size on the Fairgrounds entirely at the Organizers’ own discretion. Unilateral changing of allocated space or re-allocation of space by Exhibitors is not allowed. If this is done, the Organizers shall dismantle such stand and the defaulter shall pay the cost of dismantling.
b) The Organizers reserve the right to change the allocation of any Exhibitor without being liable for damages or compensation if circumstances call for such change and/or if the Exhibitor failed to take possession of his space/stand within the prescribed period.
c) Exhibitors must strictly adhere to the standard module of space booking of 9m2 minimum. Bookings not in this module shall not be allowed.
d) Exhibitors must ensure that the original receipt of payment for space is always available in their pavilion and should be produced when demanded by the Organizers’ Monitoring Team.
e) Exhibitors with special/additional service or utility requirements (e.g., water, electricity, or any other special request) should contact the Organizers directly at the point of payment
f) Exhibitors with false information especially on services/materials or products grouping shall have his/her allocation disqualified.
4. USE OF FAIR SPACE
a) Exhibitors shall exhibit only the products, goods or materials, or product group or type stated on their Application Form already approved by the Organizers.
b) Exhibitors must always man their stands with competent personnel during the duration of the Fair.
c). Exhibition of goods on walkways and corridors is strictly prohibited and any good displayed in these areas will be confiscated and will not be returned to the owners.
d). Hawking of goods under any guise is strictly prohibited and persons caught in such act will be arrested and the goods confiscated and will not be returned.
5. SUB-LETTING OF FAIR SPACE
EXHIBITORS SHALL NOT SUBLET THE SPACE / STAND / PAVILION ALLOCATED TO THEM TO ANY THIRD PARTY, EITHER WHOLLY OR IN PART, WITHOUT THE WRITTEN CONSENT OF THE ORGANISERS.
6. DAMAGE / DEFACEMENT TO STRUCTURES & PROPERTIES
Exhibitors shall not deface, alter, or affix anything to structures, including buildings and stands at the fairgrounds without the prior consent of the Organizers. Exhibitors shall be liable for damages to any structure, including building and stands arising from their unpermitted use.
7. CONSTRUCTION OF STANDS / PAVILIONS
The Fair Grounds shall be open to Exhibitors at a date advertised by the Organizers for the purpose of constructing exhibition stands or pavilions and mounting of exhibits. Exhibitors agree to build their stands or pavilion in conformance with the prototype provided by the Organizers.
8. DISPOSAL OF PACKAGING MATERIALS
Exhibitors shall have the responsibility of disposing packaging materials in such a way and manner as shall not constitute a nuisance or obstruct the free movement of persons and traffic or disfigure or endanger the environment.
9. HAZARDOUS MATERIALS
Exhibitors shall not keep in or on their stands or pavilions or any part of the Fair Grounds chemicals or materials of a toxic or harmful to human lives.
10. ANTI-SOCIAL BEHAVIOUR
Exhibitors shall not engage in and shall not allow any part of their stands, pavilions or space allocated to them to be used for gambling, drug trafficking, wrestling, boxing, dancing, or anti-social behaviors. The Organizers’ opinion must be sought, and approval obtained in writing for proposed activities on the Fair Grounds which may offend the Fair Organizers and / or other exhibitors or visitors.
11. NOISE POLLUTION
Use of public address system and music gadgets by Exhibitors ARE STRICTLY PROHIBITED AT THE FAIR GROUND. The Organizers will provide the needed public address system as deemed fit.
12.DISMANTLING OF STANDS/PAVILIONS
Exhibitors shall dismantle their Stands / Pavilions and vacate their allocated space not later than the closing date of the Trade Fair.
13. METHOD OF PAYMENT
a) Payment can be made via bank transfer, Mobile Transfer, Cash deposit into our Bank (Bank details should be requested)
b) Payments by Ghanaian Exhibitors (Companies registered in Ghana) or its accredited agents shall be made in Ghana Cedis.
c) Payments by all Foreign Exhibitors shall be made in US Dollars.
d) Each Exhibitor shall pay the total cost of the space allocated to him/her immediately on advice.
e) All invoices issued to Exhibitors must be settled immediately on receipt by such Exhibitor.
14. WITHDRAWAL BY EXHIBITOR
Without prejudice to the rights and remedies of the Organizers in respect of any breach of Contract on the part of any Exhibitor, the Organizers may, at their discretion, allow such Exhibitor to withdraw from participation subject to the following conditions:
a) The Exhibitor shall give to the Organizers written notice of his desire to withdraw from participation in the Trade Fair.
b) If the said withdrawal is accepted, the Organizers shall convey their acceptance in writing to the affected Exhibitor.
c) Such notification of acceptance of the withdrawal by the Organizers shall constitute the termination of the contractual relationship between the parties, and furthermore, the Exhibitor would be required to pay a penalty for such termination.
d) The amount of such penalty shall be stated in the Organizers’ notification in (c) above, per the proportions specified below:
Date of Receipt of Notice of Withdrawal
Proportion of Payment Refundable
(i) Before 17th August 2023 – 90%
(ii) Between 18th Aug & 18th Sept 2023 – 50%
(iii) On or after 19th September 2023 – Nil
15. BREACH OF CONTRACT BY EXHIBITOR
a) In the event of default or failure on the part of the Exhibitor in observing or performing any of the provisions of the Contract or of the Terms and Conditions of this Prospectus, the Organizers shall have the right to terminate the Contract forthwith by notice in writing to such defaulting Exhibitor.
b) In the event of such termination mentioned in (a) above all rentals paid by the defaulting Exhibitor shall be forfeited to the Organizers.
c) The Exhibitor shall indemnify the Organizers against all cost, losses, damage, or expenses (including any consequential loss or damage) incurred because of such failure or default.
16. CHANGE OF VENUE
a) The Organizers reserve the right to change the venue and duration of the Trade Fair if exceptional circumstances so demand and on due notification to the Exhibitors.
b) In the event of such change as stated in (a) above, all contracts and/or other Agreements for participation shall remain in force, and the Exhibitors shall not be entitled to any claim for damages or compensation for such change.
17. CANCELLATION/POSTPONEMENT OF TRADE FAIR
a) The Organizers shall not be liable for any loss or damage sustained by any Exhibitor, Participant or Contractor or any other persons for the cancellation or postponement of the Trade Fair or the reduction of the advertised duration of the Fair as a result of:
- Force majeure
- Acts of war, military activity, political /civil unrest, disturbances, or riots.
- Legislation by Government Authority.
- Fire, flood, tempest, excessively inclement weather, storms, earthquake.
- Damage caused by an aerial object or aircraft.
- Strikes or lockouts by workmen.
b) In the event of the cancellation or postponement of the Fair because of any or combination of the events stated above, payments made by Exhibitors may be refunded by the Organizers subject to necessary deductions to cover processing and administrative costs and expenses incurred by the Organizers.
18. CONSTRUCTION OF STANDS/ PAVILIONS BY EXHIBITORS
a) Exhibitors will not be granted permission by the Organizers to construct and set up their own Stands / Pavilions at the Fairgrounds.
19. ACCREDITED SERVICE PROVIDERS
Only accredited service providers will be allowed to operate within the fair arena before, during and after the fair. These services include but not limited to provision and supply of furniture, mobile toilets, canopies, photography, tents and food.
20. MOVEMENT OF EXHIBITS
a) Exhibitors shall be responsible for the cost of transporting their Exhibits to the Fair grounds and shall also be responsible for the cost of dismantling and removing them at the conclusion of the Fair.
b) Movement of vehicles and off-loading of Exhibits/goods shall not be allowed during the hours of the Fair (i.e., 8.30a.m. – 6p.m.) throughout the duration of the Fair.
c) The removal of Exhibits/goods from the Fair grounds and the dismantling of stands/pavilions shall not be allowed on the day of the closing ceremonies of the Fair.
21. SECURITY
a) All reasonable security precautions shall be taken by the Organizers during the duration of the Fair for the safety and protection of lives and properties of all Exhibitors and Visitors to the Fair.
b) Exhibitors shall however be responsible for the security of their stands/pavilions exhibits and goods and the Organizers shall not be held liable for any loss, or theft or damage to such Exhibits/goods before, during, or after the Fair.
c) In order to ensure adequate security for all persons, Exhibitors, Visitors and the Organizers, contractors and their agents, driving of any vehicles within the Fairground, as well as parking of vehicles on the Fairgrounds (except designated car parks) between the hours of 8.30 am and 6pm daily throughout the duration of the Fair is not allowed.
d) Persons who contravene the rule would have their vehicles towed and be liable to pay a fine of Five Hundred Ghana Cedis (GHC 500) before the vehicle can be released.
e) Any security breach should be reported to the Organizers or the police post on the fairground.
22. USAGE OF PRIVATE ELECTRICITY GENERATORS
For the safety of all exhibitors and visitors, the use of private electricity generating sets by exhibitors is strictly prohibited. The Organizers shall provide electricity for the entire fair ground. If it becomes extremely necessary for any exhibitor to use its own private generator, such exhibitor must apply to the Organizers in writing for approval of such a facility.
23. FIRE REGULATIONS
a) Materials used in stand and display construction must be properly fire-proofed in accordance with local regulations.
b) Fire men shall patrol the Fairgrounds and would be authorised to limit or stop any demonstration by any Exhibitor that, in their estimation, could be a potential fire hazard.
24. PROHIBITED AND UNDESIRABLE EXHIBITS
a) The Organizers absolutely prohibit the display or sale of the underlisted items during the Trade Fair:
(i) Explosives and inflammable materials.
(ii) Firearms and ammunitions
- Radioactive products and materials
- Wildlife and dangerous animals.
- Pornographic or offensive materials.
b) Any Exhibitor wishing to use or demonstrate with petrol, fuel oil, paraffin, ethyl alcohol, acetylene, or any other combustible materials or operate any machine/equipment that may cause or is likely to cause explosions and/or fire outbreaks, shall be required to obtain the approval in writing of the Officials of the Ghana Fire Service Unit present on the Fair grounds.
c) The Organizers may disallow any demonstration or display by any Exhibitor of any equipment or material, which in their opinion may cause offence.
d) Demonstrations by Exhibitors with heavy moving machinery or equipment shall be undertaken only at agreed intervals as stipulated by the Organizers.
(i) Such demonstrations shall take place within an area safely protected by a wire fence and/or any other material as stipulated by the Organizers.
(ii) Exhibitors shall ensure that such heavy machinery and equipment are adequately and properly manned.
25. MOBILE EXHIBITORS/HAWKERS
a) Mobile Exhibitors, Hawkers, Vagrants, itinerant traders, beggars etc. shall not be allowed within the Fair Grounds during the Trade Fair.
b) Hawking of goods is prohibited within the Fair ground.
c) Such goods shall be confiscated.
26. SALE OF EXHIBITS
a) Exhibitors may sell their Exhibits / Goods at the Fairgrounds subject to the Ghana Customs Regulations and with the permission of the Organizers.
b) The sale of Exhibits/goods shall be confined to each Exhibitor’s stand / Pavilion only.
27. IMPORTATION / RE-EXPORTATION OF EXHIBITS
- A list of Exhibits imported for the Fair must be prepared and shown to the Ghana Revenue Authority (Customs Division) at the point of entry.
- Exhibits/goods shall be re-exported within three (3) months from the end of the Trade Fair, or it will be deemed that the goods have been sold and duty shall be paid.
- Duty shall be paid on any missing items not satisfactorily accounted for.
28.
(a). Exhibitors are entitled to car stickers and exhibitor’s passes as outlined below: Space Car Exhibitors’ Passes Stickers
b) Additional requests for passes should be made to the Ticket/Gate passes Vendor.
c) Please note that a Car Sticker admits ONLY the driver and the car into the general ground car park. Other passengers in the car passing through the official gate of the exhibition must possess Entry Ticket/Gate Pass except for the official driver for VIPs or all passengers in a vehicle with VIP Gate Pass. All visitors should park their vehicles at the designated car parks.
29. SUPPLEMENTARY CLAUSES
The Organizers reserve the right as and when necessary to issue supplementary regulations in addition to those in each Contract made between the Exhibitors and the Organizers as well as Terms and Conditions for participation.
30. DISPUTES/DIFFERENCES AND INTERPRETATIONS
- Any dispute, difference, or question which may arise between the Organisers and any Exhibitor touching upon the true construction of the Contract made between the parties and, or these Terms and Conditions for Participation or the rights and liabilities of the parties shall be settled amicably through mediation.
- The Mediation clause shall remain in force until seven (7) days after the Fair, after which the clause shall become void.
- For interpretation of the foregoing Terms and Conditions/Individual clauses contained therein, the Organisers’ interpretation shall be final.
Further information about the Fair can be obtained from:
The Director, Marketing & Promotion
Ghana Export Promotion Authority
Africa Trade House, Liberia Road
Accra, GhanaTel: +233 244 706 112, +233 268612622
Email: gepafairs@gepa.gov.gh