Contract terms
Setup Delivery:
The Client must take possession of the entire product, constructed by the CONTRACTOR, on the day before the opening of the event. If the Client fails to show up for the handover of the stand on the scheduled date, possession will still be considered to have occurred, with all legal consequences, and the parties agree that no claims can be made regarding any defects or issues with the setup and/or the stand as non-fulfillment of the CONTRACTOR’s obligations. It is specified that for the setup of the stand covered by this agreement, 6 days are required for assembly and 3 days for disassembly. If the official time provided by the fair is insufficient, the Client must, at their own care and expense, request additional days from the Fair Authority and notify the CONTRACTOR of the outcome well in advance. The disassembly and removal of the setup will be carried out by the CONTRACTOR in accordance with the terms set by the fair’s regulations. The Client is reminded to comply with the Fair Authority’s instructions for the retrieval of their displayed material from the stand.”
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LOGISTICS AND TRANSPORT COSTS
a) Transport refers to the transfer, by means of a carrier, of the material provided by the CONTRACTOR for the setup of the stand from its warehouses to the fair and back.
The transport of the stand as described above will be at the Client’s care and expense.
The Client may request the CONTRACTOR to handle the transport/logistics, agreeing to pay the transport price to the CONTRACTOR with a 10% surcharge as coverage.
Of the management fees and service costs.
b) The logistics and transport of the Client’s materials to be exhibited remain the responsibility of the Client.
In exceptional cases, the Client may request the CONTRACTOR to handle the transport of the materials to be exhibited, upon payment of the transport cost increased by 10% for management fees and expenses.
It is understood that the CONTRACTOR will not be in any way responsible for the integrity or supervision of the packages of the materials to be exhibited.
GRAPHICS
All files provided by the Client for the reproduction of the graphics to be displayed at the stand must be in the appropriate formats with the correct resolutions for the actual size of the enlargement to be made, and must be delivered to the CONTRACTOR at least 15 days before the assembly operations.
The files must be final-sized and print-ready, as per the attachment accompanying the Graphic Layout Project.
In the event that the Client is unable to provide what is requested and requires processing and/or manipulation of the non-compliant file, the parties stipulate that a charge of €65.00/hour, billed on a final basis, will be recognized in favor of the ALLESTITRICE company for the file adjustment service.
All graphics produced for the stand are to be considered disposable, nothing is to be considered recoverable. Consequently, the Client will not be able to make any claims regarding them once the stand is disassembled.
Furthermore, we do not guarantee the durability of adhesive lettering in pre-spaced format, as they may have adhesive issues between the adhesive and the paint pigment. In this case, the CONTRACTOR will not be responsible for any repairs. If a repair is necessary, the cost will not be included in this contract.
The client may provide the graphics directly, on the condition that:
They handle the installation themselves. If our support is needed, an hourly rate of €65.00 will be charged to the CONTRACTOR. If the client requires this service, we will not be responsible for any damage to the graphics during assembly/disassembly.
– does not damage or alter the setup materials in any way.
– proceeds with the installation once the stand is completed, or in a way that does not obstruct our staff.
POINTS OF INTEREST FOR THE SETUP PREPARATION:
Dear Customer,
In order to best process your quotation request, please carefully review the following technical and service guidelines, which will be deemed acknowledged upon confirmation:
1- In the case of American structures or other elements suspended from the pavilion, it is necessary to request feasibility from the competent authority. Please note that the costs of the ropes required for aerial anchoring are excluded from this contract and will be invoiced directly to the exhibitor by the fair authority.
2- The supply of certain items, such as AUDIO/VIDEO systems or American structures, is subject to an availability check at the time of confirmation. If necessary, we will proceed with sourcing from non-usual suppliers, which may result in additional costs that will be communicated to you as soon as possible after verification.
3- It is your responsibility to request services from the Fair Authority, such as the supply of electrical energy, water, compressed air, and telephone lines. You must provide the designated Event Authority with the correct installation positions, as these services fall under the exclusive responsibility of the fair.
4- In the event of confirmation, we require complete information regarding the assembly and disassembly timelines, entry permits, electrical system forms, as well as all other mandatory forms provided by the fair, duly completed and signed in the sections for which you are responsible. These documents must be submitted at least 20 days prior to the start of the event.
All certifications provided by the SET-UP PROVIDER are in Italian and are valid according to Italian regulations. For international fairs, additional documentation may be required; for these cases, feasibility and any additional costs must be verified.
5- Additionally, it is extremely important to request from the fair organizers the installation of cables or tubes for special connections from the first morning of assembly, in order not to hinder our subsequent setup work.
6- The details regarding your arrival are yet to be defined; however, please note that in the absence of any different written agreements, the stand is considered ready for the customer on the day preceding the start of the event. Additionally, the day of arrival does not automatically coincide with the stand delivery date, which must always be arranged and confirmed in writing.
7- The Albertini F.lli must be provided with the written NCS color codes for the paints or laminates of the stands. The omission of such information excludes any possibility of dispute regarding the colors used in the setup; even if a specific code is provided, a certain tolerance must be considered due to the numerous factors that influence the final coloration, and therefore any discrepancies in color gradation cannot be grounds for dispute.
8- Computer-generated designs cannot accurately depict all the real details of a stand; therefore, in the event of any discrepancies, the reference document is solely the written quotation, and not the drawings, which are intended only to provide a rough representation, albeit generally accurate, of what is to be realized.
9- Precise indications regarding the placement of any required electrical outlets must be provided.
If the client intends to install their own systems within the stand, this must be done using their own personnel and within the timeframes specified by the technical office. For installations running beneath the platform, cabling must be completed from the very first day of assembly.
Additionally, please note that the electrical system installed within the stand is designed exclusively for the lighting provided by us.
If you choose to install the electrical system for powering your equipment yourselves, an independent auxiliary panel must be used, separate from ours. A valid declaration of conformity, issued by a certified electrician, must be provided by you and submitted to the event authority.
Any special installations must be explicitly requested in advance, providing a floor plan with specific details regarding power consumption, plug types, and location within the area. Such installations will be quoted separately upon request and are not included in this quotation.
In the case of island booth setups (i.e., with all sides facing the aisle), the stand orientation must be specified. If no written communication is provided, we will proceed with positioning the stand in the manner we deem most logical.
The arrangement of your products must in no way damage our materials; otherwise, we reserve the right to charge you for the related costs. The PVC floor protection and its removal will be your responsibility, in coordination with the Fair Authority.
10- The client authorizes the SET-UP PROVIDER to subcontract the work covered by this contract, in whole or in part.
11- The company ALLESTITRICE cannot be responsible for transporting the client’s goods with its own vehicles, as it is not commercially authorized to perform such activity.
GENERAL CONTRACT TERMS:
1- Scope of Application.
These general terms and conditions apply to the relationship with the client and are valid for all offers, supplies, and other services we provide. Only our general terms and conditions apply. The client’s general terms and conditions, or any conditions that conflict with these, are not recognized unless explicitly accepted by us in writing.
2- Conclusion of the Contract.
Documents related to the offers, such as diagrams, plans, sketches, samples, indications of measurements and weights, etc., contain only approximate values, unless otherwise specified in the contract.
Insignificant tolerances compared to the documentation or the agreed performance, which occur during the execution phase, must still be accepted if necessary for technical or production reasons, or for other reasons, as long as they do not result in a loss of quality or functionality of the work.
The Client’s acceptance of the contract, along with their bank details and fiscal information, including VAT number and Tax Code, must be sent by certified email (PEC) or regular email at least 20 working days before the event begins.
At the same time, the Client must pay the first deposit.
In the event of non-payment of the deposit, the company ALLESTITRICE will consider this contract null and void, and will therefore be exempt from making the supply.
If payment is not made within 20 days before the official start of the event setup, our company will not be obligated to carry out the supply.
Confirmations received after the above-mentioned deadline or 20 days before the start of the event will incur an additional charge of 10% of the total amount of this contract.
3- Subject of the Contract.
The subject of the contract is the rental of a stand designed, prepared, transported, assembled, and disassembled at the relevant fair, with materials and structural and furniture elements provided by the company ALLESTITRICE; all materials that make up the stand remain the property of the company ALLESTITRICE.
4- Prices and Payment Terms, Determination of Compensation _ Express Termination Clause
The compensation is determined as a lump sum with reference to all contractually agreed services and is invoiced for each individual trade fair event, as stated above.
The agreed price must be paid within the timeframes specified in the contract. The prices listed in the offers are non-binding and revocable until the final conclusion of the contract. Prices are understood to be exclusive of VAT applicable on the day the contract is signed. Costs for packaging, transportation, insurance, etc., are not included in the price, unless expressly stated otherwise in the offer.
5- Express Termination Clause.
In case of a delay of more than 20 days, or failure to pay all or part of the compensation, the company ALLESTITRICE has the right to terminate this contract, retaining the amounts already paid as compensation for damages and pursuing the recovery of the entire debt.
The company ALLESTITRICE may request full payment of the contract, retaining any amounts already received as a deposit towards the additional amount owed.
The company ALLESTITRICE may also proceed with the disassembly and return of the setup to its own warehouses, even during the event, and all costs incurred for this operation will be charged in addition to the agreed compensation.
The rule also applies in the event that the payment of the agreed price to the company ALLESTITRICE is at risk because, after the contract is signed, the company becomes aware of a significant deterioration in the financial situation of the Client.
Such a situation is considered to have occurred at the moment the bankruptcy proceedings are opened or if enforcement measures are pending against the client. In these cases, the company ALLESTITRICE has the right to disassemble the stand without making it available to the Client.
In case of delayed payment, the client agrees to pay the company ALLESTITRICE the late payment interest, calculated according to Legislative Decree 231/02, starting from the day following the payment due date, as well as commission fees for issuing the bank receipt and for any unpaid amounts.
6- Client’s Obligations and Liabilities.
The Client is designated as the custodian of the entire structure and all materials and/or equipment provided, from the delivery date until the complete disassembly. Consequently, the client must take all appropriate precautions in using the stand, being responsible not only for any damages or shortages of materials and structures but also for their proper use and maintenance.
The client is required to maintain absolute confidentiality regarding the use of documents and drawings related to the contracted works. The intellectual property remains the property of the company ALLESTITRICE.
7- Contractor’s Obligations and Liabilities.
The contractor is responsible for:
Personally overseeing the work or designating a responsible person for the construction site to ensure that the work complies with the project and fully adheres to quality standards for materials and execution.
Executing the contract in a professional manner according to the contractual terms and in compliance with current regulations regarding workplace safety.
Safety-related responsibilities of the client fall under the provisions of Legislative Decree 81/2008.
8- Client’s Right of Withdrawal
The unilateral withdrawal of the Client from the contract, even if exercised before the start of execution, in the case of a “single” contract, meaning one trade fair event, will result in the payment of the entire agreed compensation for the entire work, without prejudice to any additional damages.
In the case of a “multi-edition” contract, meaning one involving multiple setups and trade fair events, the Client’s unilateral withdrawal must be communicated to the contractor, under penalty of nullity, with a 120-day notice prior to the date of the first scheduled event, by registered letter with acknowledgment of receipt. The Client will still be required to pay 50% of the initially agreed compensation for each trade fair event they cancel, without prejudice to any additional damages.
The withdrawal must be made in writing.
The client, in the event that the event is canceled and/or postponed to a later date, even to be determined, due to force majeure, agrees to pay the related direct costs incurred for the design and construction of the stand up until the moment of the stoppage.
9- Transportation of Client’s Property by External Carriers or Forwarders
If the company ALLESTITRICE agrees to organize the transportation of materials or products of any kind owned by the Client, at the Client’s request, through external carriers or forwarders and not using its own vehicles, the Client is required to take out an insurance policy against theft, fire, and damage to the goods. The policy must be valid for the entire period between when the goods are collected from the location specified by the Client and when they are returned. In any case, the contractor is only liable to the Client for the loss, damage, theft, or fire of the goods to the extent that the carrier or forwarder is legally liable.
The Client will be responsible for transportation costs, increased by 10% to cover service and logistics fees. Additionally, the Client is responsible for all costs necessary for the packing and storage of the goods, including any ancillary or related costs.
10- Completion of Work and Delivery of the Setup – Disassembly
The setup will be delivered to the client the day before the start of the trade fair event. Any different requirements from the Client will be evaluated separately upon their written request.
The company ALLESTITRICE cannot be held responsible in any case for delays caused by personnel directly appointed by the Client or for any actions or faults of the Client’s personnel.
The Client must take possession of the entire stand, built by the company ALLESTITRICE, the day before the event opens.
The delivery of the stand – including the explicit identification of any existing defects – will be documented in writing in a report, to be signed by both parties.
If the Client fails to show up for the delivery of the stand on the scheduled date, the possession will still be considered as having occurred, with all legal consequences. The Client will not be able to claim the presence of any defects or faults in the setup and/or the stand as a breach of contract by the company ALLESTITRICE.
If the official time provided by the fair is insufficient, the Client must, at their own expense, request additional early access days from the fair organization and notify the company ALLESTITRICE of the outcome in advance.
The disassembly and removal of the setup will be carried out by the company ALLESTITRICE within the timeframes specified by the trade fair regulations.
It is reminded that the Client must remove their products and/or materials from the stand on the first day of disassembly in order to allow the disassembly operations to be carried out within the timeframes set by the exhibition regulations.
The disassembly of the stand will begin at 8:00 AM on the day following the closure of the trade fair event, and by that date and time, the Client is obligated to clear the stand and any accessory areas of people or items.
The company ALLESTITRICE disclaims any responsibility for materials or items found at the time of disassembly.
11- Subcontracting
The contractor is expressly allowed to subcontract, in whole or in part, the execution of the work specified in the contract, without the need for prior notification and/or authorization from the client.
12- Disputes
Any disputes must be communicated to the company ALLESTITRICE in writing, via registered letter with acknowledgment of receipt – with an advance notice by email – without exception, within 24 hours of the delivery of the solution.
The Client may not raise any objections of any kind to delay or avoid the performance due, nor if they have not taken possession of the solution.
In any case, the company ALLESTITRICE is not responsible for any damages claimed by the Client for lost profits, losses, or damage to reputation related to the conduct of the trade fair event.
The company ALLESTITRICE assumes no responsibility if the structures set up outdoors are exposed to adverse weather conditions that prevent the use of the stand and/or make it uninhabitable for the entire duration of the event.
It is understood that the structures provided are temporary structures and, as such, are not designed to withstand severe weather conditions. If water enters the stand during the event, this inconvenience cannot be grounds for a dispute.
13- Competent Court
The exclusive competent court for any disputes arising from this contract, including those related to connections and guarantees, is that of the location of the company ALLESTITRICE, i.e., Verona, Italy.
14- Image
The Client agrees that the company ALLESTITRICE may use images of the designed stand and take photographs of the construction (stand, showroom, point of sale, etc.) without prior request, and may use these images for commercial and marketing purposes.
DISCLAIMER ON MATERIAL RESPONSIBILITY OF THE EXHIBITOR:
By accepting this contract, the client releases the company ALLESTITRICE from any liability regarding the materials displayed or otherwise owned by the exhibitor present in the setup, which must be managed exclusively by the exhibitor.
If the exhibitor is unable to manage or retrieve their materials and delegates this responsibility to the company ALLESTITRICE, the exhibitor waives any claims and releases the company ALLESTITRICE from any liability in the event of shortages, breakages, or damages to the exhibitor’s property present in the setup.
The exhibitor is required to promptly clear the setup of their displayed materials or items stored in closets/offices to allow for the disassembly of the structures. This operation must be completed by the evening of the last day of the event or at the latest by 8:00 AM on the first day available for disassembly. If the exhibitor’s materials are still present inside the premises or the stand, the company ALLESTITRICE will not be held responsible for any shortages or theft.
In the event that the displayed materials obstruct the disassembly operations and cause a delay due to the lack of timely removal of the exhibited items, the exhibitor agrees to cover any additional costs incurred for the extension of the disassembly time.
MARKET FLUCTUATIONS
Given the recent market fluctuations, at the time of confirming this contract, we reserve the right to either confirm the agreed price or adjust its amount based on any inflation related to market costs.
Faithfully
ALBERTINI F.LLI S.R.L.
