Terms and conditions

Welcome to our website. Please read these Terms and Conditions carefully before using our services. By accessing or using this site, you agree to be bound by the following terms and all applicable laws and regulations. If you do not agree with any part of these terms, you should not use this website.

These Terms and Conditions govern your use of our site, including all content, features, and services offered. They are designed to ensure a transparent and safe experience for all users.

We reserve the right to update or modify these terms at any time without prior notice. By continuing to use the site after changes are made, you accept and agree to the updated terms.

Conventa Explore – Buyers

Qualifying criteria
To qualify for the hosted buyer programme applicant must be an agency, association, or corporate buyer who is responsible for planning, organising, recommending, or making financial decisions for events outside their home country. Furthermore, meeting planners have to commit to attending the complete programme and one2one meetings with suppliers. To be accepted as the Hosted buyer, an applicant should meet strict qualifying criteria. The organiser
may contact the applicant and/or appropriate meetings suppliers to verify the information on her/his application. Only one person per company can be accepted as a hosted buyer.

Registration

1. Qualified hosted buyers will receive complimentary:
• Admission to the Event
• Pre-scheduled appointments with registered suppliers
• Two nights stay in a pre-selected accomodation
• Return flight ticket in economy class from selected destinations within Europe to and from destination on routes agreed in advance or financial refund of up to EUR 250 (taxes included) for different ways of travel (train, bus, car).
• Transfers from/to airport, bus or train station
• Meals during the event according to the programme
• All other costs and incidental expenses are the responsibility of each attendee, examples include private transfers, flight upgrades, hotel upgrades, additional nights’ accommodation, personal extras, travel insurance, etc.

1. Completion of the online application form does not automatically guarantee you a place on the hosted buyer programme. You will be notified if your application is successful. Organiser reserves the right to decline your appliation. Organiser’s decision is final.
2. All required sections of the application form must be fully completed. Failure to do so will result in the form not being processed.
3. Confirmed hosted buyers are obliged to pay a nonrefundable participation fee of EUR 50 after hosted buyer status has been confirmed. Registration fee should be paid online by credit card at the Organiser’s website (www.toleranca.eu). Invoice for the participation fee will be issued by Toleranca marketing d.o.o.
4. Should cancellation and ‘no show’ charges apply they will be debited from the credit card details supplied by the applicant.
5. By accepting the hosted buyer status, hosted buyer is consenting to his/her contact details being made available to all exhibitors as well as all official partners and sponsors of the event.

Attendance
1. The Organiser is responsible for coordinating your participation as a hosted buyer at the event including accommodation, transfers, and appointment setting.
2. Flights will be booked by the Organiser over the period of event only. All attendance queries should be directed to the Organiser.
3. The hosted buyer who wishes to make his/her own travel arrangements must inform the Organiser directly and ensure that travel is according to his/her chosen days of attendance and at times which allow him/her to be present at the event programme.
4. Hosted buyers must obtain adequate travel insurance coverage for their stay and it is recommended in particular that hosted buyers take out adequate insurance for their baggage and medical insurance.
5. Organiser takes no responsibility for any hosted buyer who may miss organised flights, transfers or functions related to event. This includes buyers missing flights due to visa complications, airline delays and cancellations. Any additional expense incurred is at the buyer’s own expense.
6. Hosted buyers who are accepted by the Organiser commit to attending one-to-one appointments, which have to be arranged in advance via online appointment system. Hosted buyers who do not conclude appointments by the agreed date and/ or do not attend site inspection will be liable for the ‘no show’.
7. During the event Organiser will create visual and/or moving image recordings (with sound) of participants. These recordings will be used for reporting, online and social media communications, and for future MICE related campaigns.

Cancellations and no shows
If hosted buyer needs to cancel his/her participation at the event, he/she must inform the Organiser in writing. The cancellation will not be effective until hosted buyer has received a written acknowledgment from the Organiser. Cancellations received on or before the date exact one month prior the event do not incur a fee, unless the flight, train or bus ticket has been agreed and confirmed. If the flight has been confirmed the cost of the flight will be charged. Cancellations received after the date exact one month prior the event will incur a fee of 300 EUR. Charges will be debited from the credit card or invoice will be sent by the Organisers. Organisers will not refund the participation fee in case of cancellation.

1. ‘No show’ is defined as a hosted buyer who without giving prior written notice of cancellation, does not complete appointment requirements and/or is not present for the hosted buyer activities at event according to the programme. The ‘no show’ fee is 400 EUR.
2. All cancellation and no-show charges will be charged to hosted buyer. An invoice will be sent by the Organiser.
3. The Organiser is not responsible for the non-fulfillment of obligations arising from force majeure. In the event that the Organiser is unable to fulfill its obligations due to force majeure, he is obliged to inform Hosted buyer and state the cause of force majeure. Force majeure are those unpredictable and unexpected events which do not depend on the will of the Organiser and which, taking into account the required diligence, he could not have reasonably expected, prevented or refused, such as, but not limited to acts of God, war, government regulation, disaster, acts or threats of terrorism, fire, strikes, civil disorder or other similar cause. Circumstances of force majeure also include all events that would occur or be related to the pandemic of coronavirus disease (COVID-19 / SARS-CoV-2 virus) or other pandemics.
4. The Organisers reserve the right to postpone the event to another date due to events of force majeure.

Substitution
1. Your acceptance of the hosted buyer programme is non-transferable. Should a circumstance arise whereby you have to cancel your participation, you may request to substitute another person from your organisation. Organiser may choose to accept that substitute person after reviewing his/her fully completed application form.
2. If the substitute meets the qualification criteria and if the substitution is made prior to one month before the event, then cancellation charges will not apply to the original buyer.
3. If the substitution is not accepted by the Organiser, then the usual cancellation terms apply to the original hosted buyer.

Travel
1. Please note that participants from certain countries may need a visa to enter the hostin country. It is the responsibility of each participant to contact the Organiser for a visa application letter and to organise their own individual visa. Buyers who are unable to travel because of failure to obtain a valid visa will be subject to the standard cancellation or no-show charges.
2. Please note that travel insurance is the responsibility of each individual hosted buyer. The Organiser will not supply travel insurance for hosted buyers. Travel insurance must be in effect from the day of departure up to and including the day you arrive back at your home country.
3. Hosted buyers are responsible for the payment of excess baggage, customs fines etc. Organiser does not endorse or approve export gifts given to hosted buyers by exhibitors. It is the responsibility of each attendee to ensure that such gifts may be both legally removed from Hungary and imported into your home country.
4. Hosted buyers must settle all extra expenses with the hotel prior to departure and will indemnify Organiser for any failure to do so.

Privacy policy
According to European law (ZVOP-1-UPB1), the organiser shall maintain and use personal information in observance of the personal data treatment regulations. The Organisers collect personal information (name, company title, business email address, work phone number, fax number, homepage, etc.) voluntarily submitted through the website or application form.
The Organisers may use personal data in the scope of the event, among others for the online prescheduled appointments system, and at the event, in each case whether in print, electronically, or in any other media. Moreover, the data may be used to provide information and send promotional and marketing materials as regards the work of the Organisers.
The Organisers render some of its services in respect of the event together with selected partners. The data may be passed to related parties so as to perform functions on our behalf. Further use or disclosure of the information by them for other purposes is forbidden.

General conditions
All matters and questions not covered by these Terms and Conditions are subject to the decision of the Organisers. Foregoing Terms and Conditions may be amended or added by the Organisers at their discretion.

Jurisdiction
The Organisers and the Hosted buyer will settle all eventual disputes in an amicable way. In case a dispute cannot be settled in this way, the Organiser and Hosted buyer agree to confer jurisdiction to the competent court in Ljubljana.

Conventa Explore – Suppliers

Registration fee
By submitting the application form the Exhibitor/Supplier accepts the exhibiting offer. Price for the Exhibition package is 950,00 EUR (22% V.A.T. is not included and will be added where applicable).
Price includes: attendance of 1 representative in all activities according to the programme, access to the application for pre-scheduling meetings with hosted buyers, table for one2one meetings, promotion at the website and in e-newsletters.

For the Exhibitor / Supplier, the application form is legally binding and irrevocable. The Organisers are not obliged to consider application forms received after due date.

Payment conditions
The Exhibitor / Supplier undertakes to pay the registration fee of the exhibition package as selected in the application form.

A total payment of the chosen package fee is required within 14 days after the application is submitted. The pro-forma invoice will be sent by the Organiser, Toleranca marketing d.o.o.
Any registration package not fully paid by two weeks prior the event, will be subject to cancellation and
reassignment without notice.
Payment is to be made only via bank transfer as per pro forma invoice. All payments must be in EUR.
In case the payment term is exceeded, the Organisers may charge the legal penalty interests. The Exhibitor/Supplier can object to the invoice only in written form and within 8 days after its receipt.

Cancellation policy
Exhibitors/Suppliers who can prove that they are unable to take part in the event, shall give the Organiser notice in writing.
If the Organisers receive notice of cancellation up to 3 weeks prior to the event, administration fee in the amount of EUR 250 is to be paid. If notice of cancellation is received less than 3 weeks prior to the event, 100 % of the total registration fee remains due. In the case of 100 % payment having already been processed, the full amount will be retained.
In the event of cancellation, the Organisers have the right to use the space for its own convenience, including selling the space to another exhibitor, without rebate or allowance to the canceled Exhibitor/Supplier. The Organisers assume no responsibility for having included the name or description of the canceled Exhibitor / Supplier in programs, catalog, website, publicity or other material.

Exhibition table
The exhibition table is put at the Exhibitor’s / Supplier’s disposal with standard fittings with the aim of ensuring uniformity. The Exhibitor / Supplier shall not make changes such as opening partitions or displaying products outside the allocated space.

Privacy policy
According to the European law (ZVOP-1-UPB1), the organiser shall maintain and use personal information in observance of the personal data treatment regulations. The Organisers collect personal information (name, company title, business email address, work phone number, fax number, homepage etc.) voluntarily submitted through the website or application form.
The Organisers may use personal data in the scope of the event, among others for the online prescheduled appointments system, publishing the Exhibitor’s details on the Exhibition website, and at the event, in each case whether in print, electronically or in any other media. Moreover the data may be used to provide information and send promotional and marketing materials as regards work of the Organisers.

The Organisers render some of its services in respect of the Exhibition together with selected partners.
The data may be passed to related parties so as to perform functions on our behalf. Further use or disclosure of the information by them for other purposes is forbidden.

All matters and questions not covered by these Terms and Conditions are subject to the decision of the Organisers. Foregoing Terms and Conditions may be amended or added by the Organisers at their discretion. The Exhibitor/Supplier agrees to abide by any and all amendments and changes by the Organisers.

Jurisdiction
The Organiser and the Exhibitor will settle all eventual disputes in an amicable way. In case a dispute cannot be settled in this way, the Organiser and Exhibitor / Supplier agree to confer jurisdiction to the competent court in Ljubljana.

Conventa Meet – Buyers

Qualifying criteria To qualify for the hosted buyer programme meeting planners must be agency, association or corporate buyers who are responsible for planning, organising, recommending or making financial decisions for events outside their home country. Furthermore meeting planners have to commit to attending ten individual appointments per day at the show with exhibitors of their choice. To be accepted as Hosted buyer, applicant should meet strict qualifying criteria. The organiser may contact the applicant and/or appropriate meetings suppliers to verify the information on her/his application.

Registration

1. Qualified hosted buyers will receive complimentary:

• Admission to Conventa
• Admission to official Conventa networking events
• Pre-scheduled appointments with exhibitors of their choice
• Two/three nights stay in a 4* hotel in Ljubljana
• Return economy flights from selected destinations within Europe to and from Ljubljana, Zagreb, Trieste or Venice airport on routes agreed in advance or financial refund of EUR 250 (taxes included) for different ways of travel to and from Slovenia (by car, train, bus)
• Airport and local transfers within the Conventa programme
• Catering within the Conventa programme
• Pre-scheduled appointments with exhibitors of their choice
• On-line diary with the facility for additional appointments
• Possibility to participate in the pre or post show fam trips
• Participation at site inspection at the host hotel in Ljubljana All other costs and incidental expenses are the responsibility of each attendee, examples include private transfers, flight upgrades, hotel upgrades, additional nights’ accommodation, personal extras, travel insurance, etc.

2. Completion of the online application form does not automatically guarantee you a place on the Conventa hosted buyer programme. You will be notified if your application is successful. Conventa reserves the right to decline your registration without reason. Organiser’s decision is final.
3. Conventa will only accept one application per participant. In the event of more than one application per participant being received, only the first application will be accepted.
4. All required sections of the application form must be fully completed. Failure to do so will result in the form not being processed.
5. Confirmed hosted buyers are obliged to pay a nonrefundable participation fee of EUR 75, after hosted buyer status has been confirmed. Registration fee should be paid on-line by the credit card at the Conventa website. Invoice for participation fee will be issued by Toleranca marketing d.o.o.
6. Should cancellation and ‘no show’ charges apply they will be debited from the credit card details supplied by applicant.
7. Participants who are not accepted for the hosted buyer programme will have the opportunity to attend Conventa as an invited buyer.
8. By accepting the Conventa hosted buyer status, all hosted buyers are consenting to their contact details being made available to all exhibitors as well as all official show partners, sponsors.

Attendance
1. The Organiser is responsible for co-ordinating your participation as a hosted buyer at Conventa including accommodation, transfers and appointment setting. Flights will be booked by the Organiser over the period of Conventa only. All attendance queries should be directed to the Organiser. Hosted buyers are not to contact the Conventa travel suppliers (i.e., agents, airlines and hotels) directly.
2. The hosted buyer who wishes to make his/her own travel arrangements must inform the Organiser directly and ensure that travel is according to his/her chosen days of attendance and at times which allow him/her to complete his/her full obligation of appointments.
3. Hosted buyers must obtain adequate travel insurance coverage for their stay and it is recommended in particular that hosted buyers take out adequate insurance for their baggage and medical insurance.
4. Conventa takes no responsibility for any hosted buyer who may miss organised flights, transfers or functions related to Conventa. This includes buyers missing flights due to visa complications, airline delays and cancellations. Any additional expense incurred is at the buyer’s own expense.

Appointment setting
1. Hosted buyers who are accepted by Conventa commit to attend a minimum of 10 one-to-one appointments per day of attendance at Conventa. For two days minimum attendance of 15 one-to-one appointments has to be scheduled in advance. One-to-one meetings have to be arranged in advance via on-line appointment system. Hosted buyers who do not conclude appointments by the agreed date and/ or do not attend site inspection will be liable for the ‘no show’ fee. Association hosted buyers commit to attend a minimum of 6 one-to-one appointments per day (9 one-to-one appointments for 2 days at the show) and complete site inspections of both congress centres in Ljubljana. Association hosted buyers who do not conclude appointments by the agreed date and do not complete the site inspections will be liable for the ‘no show’ fee.
2. Hosted buyers who are unable to honour an appointment should contact the exhibitor directly to arrange a more convenient appointment time.
3. Only one person per company can be accepted as a hosted buyer. Further persons may attend the show as invited guests (they cover their own travel and accommodation but have complementary access to Conventa show including all services granted to hosted buyers at the show). Exceptions can be made for large companies or if otherwise agreed with the Organiser.
4. If one or more persons from the same organisation attend Conventa as a hosted buyer then those persons must conduct their appointments individually.
5. Please note that attendance at appointments will be monitored and non attendance shall constitute a breach of these Terms and conditions. Organiser will give on-site instructions on attendance verification.
6. The Organiser will inform hosted buyer about the site inspection of the host hotel in Ljubljana upon arrival. Hosted buyers are obliged to attend their preplanned site inspection.

Cancellations, no shows and refunds
1. If you need to cancel your participation at the show, you must inform the Organiser in writing. The cancellation will not be effective until you have received a written acknowledgement from the Organiser. Cancellations received on or before 31 December 2024 do not incur a fee, unless the flight has been agreed and confirmed. If the flight has been confirmed the cost of the flight will be charged. Cancellations received after 1 January 2025 will incur a fee of 400 EUR. Charges will be debited from the credit card or invoice will be sent by the Organisers. Organisers will not refund the administrative and participation fee in case of cancellation.
2. ‘No show’ is defined as a hosted buyer who without giving prior written notice of cancellation does not complete appointment requirements and/or is not present for the hosted buyer activities at Conventa.
‘No show’ fees for hosted buyers will be applied against any of the items below:
• If you do not make the required number of exhibitor appointments prior to the close of the appointment system
• You are reported onsite as a ‘no show’
• You are unable to attend Conventa and do not advise us in writing by 15 February 2025
• If you do not attend the required site inspection
• If you miss two or more pre-scheduled appointments per day of attendance at Conventa
3. Hosted buyers’ participation and attendance are monitored by the Organiser and exhibitors. In the event of a breach in the cancellation & no show’s Terms and conditions, Conventa reserves the right to cancel your hosted buyer status and charge you the ‘no show’ fee. The ‘no show’ fee is 500 EUR.
4. All cancellation and no show charges will be debited by Conventa to the credit card detailed in your application. All cancellation charges and no show fees are inclusive of VAT or equivalent tax. An invoice receipt detailing the charges will be sent to you.
5. Cancellation of attendance fees, no show fees and flight cancellation fees shall be payable by the hosted buyer within 14 days of the closing date of Conventa. The Conventa team shall take payment of such cancellation and no show fees from the hosted buyer’s credit card (details of which must be provided by the hosted buyer on registration) 14 days after the closing date of Conventa, if the payment has not been made by other means. Conventa will provide the hosted buyer with a receipt in respect of such credit card charges for cancellation of attendance fees, no show fees and flight cancellation fees.

Cancellations due to the medical reasons
Hosted Buyer who has to cancel participation due to medical reasons must provide a medical certificate within one week of notification and upon acceptance of such medical certificate, the Hosted Buyer will be charged any applicable flight cancellation fees, but will not be charged the cancellation fee. If Hosted Buyer fails to provide a medical certificate within one week of notification will be charged any applicable flight cancellation fees and any applicable cancellation charges. Medical certificates must be in English, not hand written, and with an official stamp and signature.

Substitution
1. Your acceptance on to the hosted buyer programme is non-transferable. Should a circumstance arise whereby you have to cancel your participation, you may request to substitute another person from your organisation. Organiser may choose to accept that substitute person after reviewing his/her fully completed application form.
2. If the substitute meets the qualification criteria and if the substitution is made prior to 1 February 2025, then cancellation charges will not apply to the original buyer unless the flight has been confirmed. If the flight has been confirmed, the cost of the flight will be charged.
3. If the substitution is made after the cancellation date of 1 Febraury 2025, cancellation charges will apply unless agreed otherwise with the Organiser.
4. If the substitution is not accepted by the Organiser, then the usual cancellation terms apply to the original hosted buyer.

Travel
1.Travel will be arranged on dates suitable for attendance at the show. Organiser will cover flight ticket for Hosted Buyer. All additional changes (change flight, additional baggage,…) that would occur after the ticket has been issued are covered and managed by hosted buyer. 2. Due to airline restrictions, changes to confirmed travel plans or travel change requests received after 1 February 2024 will be considered by Organiser on a case by case basis.
3. The Organiser reserves the right to make charges for travel changes. Charges will be notified to you and will be debited from the credit card detailed in your application.
4. Any unused flight tickets must be returned directly to the Organiser.
5. Please note that participants from certain countries may require a visa to enter Slovenia (European Union). It is the responsibility of each participant to contact the Organiser for a visa application letter and to organise their own individual visa. Buyers who are unable to travel because of failure to obtain a valid visa will be subject to the standard cancellation or no show charges.
6. Please note that travel insurance is the responsibility of each individual hosted buyer. The Organiser will not supply travel insurance for hosted buyers. Travel insurance must be in effect from the day of departure up to and including the day you arrive back at your home country.
7. Hosted buyers are responsible for the payment of excess baggage, customs fines etc. Conventa does not endorse or approve export gifts given to hosted buyers by exhibitors. It is the responsibility of each attendee to ensure that such gifts may be both legally removed from Slovenia and imported into your home country.
8. Hosted buyers must settle all expenses with the hotel prior to departure and will indemnify Conventa for any failure to do so.

Familiarisation trips
1. Familiarisation trips are organised by the host destination. Hosted buyers are accepted by the host destination on the basis that they meet the criteria determined by the host destination. Flights (transfers) are co-ordinated by the Organiser and the host destination. Accommodation is the sole responsibility of the host destination for the duration of the trip.
2. After a maximum number of hosted buyers per fam trip is reached the participation at such fam trip will not be possible.
3. Attendance at a fam trip is subject to arriving/departing flights availability.
4. If you need to cancel your participation in a fam trip, then you must inform the Organiser. Your cancellation must be acknowledged in writing by the Organiser for it to be effective. Cancellations received on or before 1 January 2025 do not incur a fee, unless the flight has been agreed and confirmed. If the flight has been confirmed, the cost of the flight will be charged. Cancellations received after 1 January 2025 may incur a fee from the host destination to cover costs incurred by them for flights and accommodation relating to the fam trip up to the date of cancellation and will be advised. Additional costs for revised flights may also be incurred and will be payable to Conventa. All cancellations less than a week before the event, without organisers written agreement, will be charged with 250,00€ cancellation fee.

Exhibition modification
The Organisers reserve the right to implement modifications to the Exhibition due to events of force majeure, as stipulated in article Force majeure of this Terms and conditions. The Organisers may, at its sole discretion, modify the Exhibition to a “hybrid” model, which combines both in-person Exhibition and online Exhibition or complete “digital” model with video meetings carried out through the matchmaking appointment system. In case of the »hybrid« model, Hosted Buyers, who are not able to travel due to the restrictions, related to pandemic of coronavirus disease are obliged to conduct the prescheduled meetings as the video meetings through the matchmaking appointment system. In case of the complete »digital« model, all hosted buyers are obliged to conduct the prescheduled meetings as the video meetings through the matchmaking appointment system. If hosted buyers do not fulfill their obligations, the cancellation policy as stipulated above applies in full, except for the Familiarisation trips. Attendance at the Familiarisation trips will be cancelled for the Hosted Buyers attending the Exhibition online.

Force majeure
The Organiser is not responsible for non-fulfillment of obligations arising from force majeure. In the event that the Organiser is unable to fulfill its obligations due to force majeure, he is obliged to inform the Hosted Buyers and state the cause of force majeure. Force majeure are those unpredictable and unexpected events which do not depend on the will of the Organiser and which, taking into account the required diligence, he could not have reasonably expected, prevented or refused, such as, but not limited to to acts of god, war, government regulation, disaster, acts or threats of terrorism, fire, strikes, civil disorder or other similar cause. Circumstances of force majeure also include all events that would occur or be related to the pandemic of coronavirus disease (COVID-19 / SARS-CoV-2 virus) or other pandemics.

General conditions
All matters and questions not covered by these Terms and Conditions are subject to the decision of the Organisers. Foregoing Terms and Conditions may be amended or added by the Organisers at their discretion. The Hosted buyer agrees to abide by any and all amendments and changes by the Organisers as well as rules and regulations set out in the Hosted buyer Manual.

Jurisdiction
The Organisers and the Hosted buyer will settle all eventual disputes in an amicable way. In case a dispute cannot be settled in this way, the Organiser and Hosted buyer agree to confer jurisdiction to the competent court in Ljubljana.

Conventa Meet – Exhibitors

1. Definitions

In these Terms and conditions the following definitions apply:

“Application form”: means all forms for application to partake at the Exhibition under this Terms and conditions, available on the website www.conventa.si;

“Exhibitor”: means a natural person, legal entitiy or other entity agreeing to partake at the Exhibition under this Terms and Conditions by submitting the application form;

“Exhibition”: means the annual Conventa Exhibition Event, taking place from 10 – 12 February 2026 in Ljubljana, Slovenia

“Organisers”: means TOLERANCA MARKETING, tržno komuniciranje in založništvo, d.o.o., Štihova ulica 4, 1000 Ljubljana, Slovenia, Company ID: 3870669000, VAT ID: SI 78162246;

“Registration Fee”: means the fees shown as the total price payable by the Exhibitor for the selected Package;

“Venue”: means the venue where the Exhibition will take place.

2. Application

By submitting the application form the Exhibitor accepts the exhibiting offer. The registration fees, which are valid for the Exhibition, are stated on the website www.conventa.si. For the Exhibitor, the application form is legally binding, irrevocable and constitutes a contract with a licence to exhibit. The Organisers reserve the exclusive right to decide upon admitting the offers, i.e. application forms. The Organisers are not obliged to consider application forms received after due date.

3. Exhibition packages

The registration fee of the package “BLUE 1” includes:

• Exhibition stand, dimensions 2 x 2 m with a unified exhibitors name board. Exhibition stand includes wall construction, a table, 4 chairs, electricity – 220 v power outlet, floor carpet as well as daily stand cleaning;
• One representative per exhibitor;
• Inclusion in the pre-scheduled appointments system with access to on-line meetings between exhibitors and buyers (1 on-line diary)
• Entry at the Conventa website Exhibitors Directory;
• Catering throughout the event;
• One ticket to Welcome reception on 10 February 2026;
• One ticket to Conventa Networking Dinner on 11 February 2026;
• Free wifi access at the venue;
• Attendance at Conventa educational events.

The registration fee of the package “BLUE 2” includes:

• Exhibition stand, dimensions 2 x 2 m with a unified exhibitors name board. Exhibition stand includes wall construction, a table, 4 chairs, electricity – 220 v power outlet and floor carpet as well as daily stand cleaning
• Two representative per exhibitor
• Inclusion in the pre-scheduled appointments system with access to on-line meetings between exhibitors and buyers (1 on-line diary)
• Entry at the Conventa website Exhibitors Directory
• Catering throughout the event
• Two tickets to Welcome reception on 10 February 2026
• Two tickets to Conventa Networking Dinner on 11 February 2026
• Free wifi access at the venue
• Attendance at Conventa educational events.

The registration fee of the package “BLUE 3” includes:

• Exhibition stand, dimensions 2 x 2 m with a unified exhibitors name board. Exhibition stand includes wall construction, a table, 4 chairs, electricity – 220 v power outlet and floor carpet as well as daily stand cleaning
• Two representatives per exhibitor
• Inclusion in the pre-scheduled appointments system with access to on-line meetings between exhibitors and buyers (2 on-line diaries)
• Entry at the Conventa website Exhibitors Directory
• Catering throughout the event
• Two tickets to Welcome reception on 10 February 2026
• Two tickets to Official reception on 11 February 2026
• Free wifi access at the venue
• Attendance at Conventa educational events.

The registration fee of the package “GREEN” includes:

• Exhibition stand, dimensions 4 x 2 m with a unified exhibitors name board. Exhibition stand includes wall construction, two tables, 8 chairs, electricity – 220 v power outlet and floor carpet as well as daily stand cleaning
• Four representatives per exhibitor
• Inclusion in the pre-scheduled appointments system with access to on-line meetings between exhibitors and buyers (2 on-line diaries)
• Entry at the Conventa website Exhibitors Directory
• Catering throughout the event
• Four tickets to Welcome reception on 10 February 2026
• Four tickets to Official reception on 11 February 2026
• Free wifi access at the venue
• Attendance at Conventa educational events.

4. Payment conditions

The Exhibitor undertakes to pay the registration fee of the exhibition package as selected in the application form.

• For the Super Saver fee registrations received by 31 March 2025 a total payment of the chosen package fee is required within 8 (eight) days after the application is submitted. Pro-forma invoice will be prepared and sent to the Exhibitor by the Organisers.
  Number of packages at the Super Saver rate is limited to 30 and will be confirmed on first come-first served basis.
• For the Early fee registrations, received from 1 April to 30 June 2025, a deposit of 50 % of the total registration fee must be paid within 8 (eight) days after the application form is submitted. Remaining balance of the total registration fee must be paid by 1 September 2025. Pro-forma invoice will be prepared and sent to the Exhibitor by the Organisers.
• For the Regular fee registrations, received from 1 July to 30 November 2025, a deposit of 50 % of the total registration fee must be paid within 8 (eight) days after the application form is submitted. Remaining balance of the total registration fee must be paid by 15 December 2025. Pro-forma invoice will be prepared and sent to the Exhibitor by the Organisers.
• For the Late fee registrations, received after 1 December 2025, 100 % of the total registration fee must be paid within 8 (eight) days after the application form is submitted. Pro-forma invoice will be prepared and sent to the Exhibitor by the Organisers.

Any registration fees not fully paid by 15 December 2025, will be subject to cancellation and reassignment without prior notice. All payments are to be made only via bank transfer as per the pro forma invoice issued by the Organisers. All payments must be made in EUR. In the event of non-payment in due time (i.e. payment term is exceeded), the Organisers reserve the right to charge defulat interests in accordance with applicable legislation. The Exhibitor may object the pro forma invoice only in written form and within 8 days after its receipt. Prices of registration fees do not include Slovenian VAT in the amount of 22 %, which is to be added where applicable.

5. Exhibition modification

The Organisers reserve the right to implement modifications to the Exhibition due to events of force majeure, as stipulated in article 13. of this Terms and conditions. The Organisers may, at its sole discretion, modify the Exhibition to a “hybrid” model, which combines both in-person Exhibition and online Exhibition or complete “digital” model with video meetings carried out through the matchmaking appointment system.

6. Cancellation policy

Exhibitors who can prove that they are unable to take part in the Exhibition, can ask for the registration to be annulled by giving the Organiser notice in writing (i.e. notice of cancellation). The Organisers shall be entitled to retain or (if not already paid) require payment forthwith of the registration fee together with any further payment due under the following cancellation policy:

• If the Organisers receive notice of cancellation up to 6 (six) weeks prior to the Exhibition, administration fee in the amount of EUR 530 is to be paid.
• If the Organisers receive notice of cancellation 4 (four) to 6 (six) weeks prior to the Exhibition, the Exhibitor shall be obligated and agrees to pay a cancellation charge of 50 % of the total registration fee.
• If the Organisers receive notice less than 4 (four) weeks prior to the Exhibition, 100 % of the total registration fee remains due. In the event of 100 % payment having already been processed, the full amount will be retained by the Organisers.

The Organisers shall apply the same penalties and conditions, in the event of reduction of the exhibiting area, due to a specific request of the Exhibitor. In the event of cancellation, the Organisers have the right to use the space for its own convenience, including selling the space to another exhibitor, without rebate or allowance to the cancelled Exhibitor. The Organisers assume no responsibility for having included the name or description of the cancelled Exhibitor in programs, show catalogue, website, publicity or other material.

In the event that the Exhibition is modified to a “hybrid” model in accordance with article 5. of this Terms and conditions, the cancellation policy as stipulated above (i.e. paragraph 1) remains the same and applies in full. In the event that the Exhibition is modified to a complete “digital” model in accordance with article 5. of this Terms and conditions and the Exhibitor is not present in-person, the Exhibitor is entitled to receive a return of 25 % of the total registration fee. Alternatively, Exhibitor can use the amount as an advance payment for Conventa Exhibition 2027. The Organisers undertake to return the 25 % of the total registration fee to the Exhibitor within 30 (thirty) days upon the closing of Exhibition, provided that the Exhibitor has requested the return of the registration fee in writing by e-mail to exhibitor@conventa.info .

7. Exhibition space

The Exhibitor shall arrange the displays to use only the exhibition space area specified in the exhibition package, and in such a manner as to recognize the rights of other exhibitors and visitors. Distribution of pamphlets, brochures or other promotional material is limited to the exhibition space. The Exhibitor shall limit the activities to his exhibition space. The exhibition stand is put at the Exhibitor’s disposal with standard fittings with the aim of ensuring uniformity. The Exhibitor shall not make changes such as opening partitions or displaying products outside the allocated space. Any plans for personalizing stands must be approved by the Organisers by 10 January 2026.

8. Conduct of exhibitors

The Exhibitor shall ensure that his stand is open to view and staffed by competent representatives during exhibition hours. A delegate unable to attend may be represented by another executive of his company, only if accepted beforehand by the Organiser. The Exhibitor shall conduct his business only from his own stand and shall refrain from activities that will affect attendance of show attendees during exhibition hours. The Exhibitor can carry out commercial business at the stand for its own company and for companies he represents using promotional and advertising tools which are relevant to the products for which the exhibitor has been admitted. The Exhibitor is not allowed to lease his exhibition or advertising space or their parts to any third parties. In case of violation, the Organisers reserve the right to charge the Exhibitor additional 100 % of the price of the granted exhibition and advertising space, respectively. All efforts to advertise, promote sales and operate exhibits must be conducted so as not to cause annoyance or inconvenience to other Exhibitors and visitors.

9. Allocation of the exhibition spaces

The allocation of the exhibition spaces is decided by the Organisers. In this decision, they take into account the general interest of the Exhibition as well as the country and nature of work of the Exhibitor. The Organiser reserves the right to change the position of the stand, even if already assigned, or to vary the dimensions when necessary for technical and/or organizational reasons.

10. Exhibition stand modificiations

Exhibitors may request a change or move of the exhibition stand by submitting a request to the Organisers in writing. The Organisers reserve the right to address the received request and either reject or approve the request at their sole discretion. In the event that a request for change or move of the exhibition stand is approved, the Organisers may charge an administration fee in the amount of EUR 200 for each requested exhibition stand change or move.

11. Compliance

By submitting the application form the Exhibitor accepts to be bound by all the Organisers Terms and conditions outlined herein and any additional rules or regulations as may be adopted by the Organiser. Exhibitor further agrees to adhere to and be bound by (i) all applicable fire, utility, and building codes and regulations of the Venue; (ii) any rules or regulations of said Venue; (iii) the terms of all leases and agreements between the Organisers and Venue; (iv); and (v) all applicable legislation of Slovenia, including codes, ordinances and rules.

12. Liability

Whilst the Organizers shall endeavour to protect exhibition property whilst on display at the Exhibition, it must be clearly understood that the Organizers and the Exhibition venue cannot accept liability for any loss, damage, destruction or theft sustained or occasioned from any cause whatsoever. The Exhibitor and their contractors, respectively, shall be held responsible for any damage or injury caused to the Organisers and/ or third party at the exhibition space or on the exhibition grounds by them or their staff. In the event of it being necessary for any reason whatsoever for the Exhibition to be abandoned, postponed or altered in any way in whole or in part, or if the Organizer finds it necessary to change the date of the Exhibition, the Organizer shall not be liable for any loss which the Exhibitor or exhibition contractors may incur owing to the intervention of any authority which prevents or restricts the use of the Premises or any part thereof in any manner whatsoever.

13. Force majeure

The Organiser is not responsible for non-fulfillment of obligations arising from force majeure. In the event that the Organiser is unable to fulfill its obligations due to force majeure, he is obliged to inform the Exhibitors and state the cause of force majeure. Force majeure are those unpredictable and unexpected events which do not depend on the will of the Organiser and which, taking into account the required diligence, he could not have reasonably expected, prevented or refused, such as, but not limited to to acts of god, war, government regulation, disaster, acts or threats of terrorism, fire, strikes, civil disorder or other similar cause. Circumstances of force majeure also include all events that would occur or be related to the pandemic of coronavirus disease (COVID-19 / SARS-CoV-2 virus) or other pandemics.

14. Privacy policy

The processing of personal data, such as the name, address, e-mail address, or telephone number of a data subject shall always be in line with the General Data Protection Regulation (GDPR), and in accordance with the country-specific data protection regulations applicable to the Organisers and the Exhibition. By means of this data protection declaration, the Organisers would like to inform the general public of the nature, scope, and purpose of the personal data we collect, use and process. Furthermore, data subjects are informed, by means of this data protection declaration, of the rights to which they are entitled. As the controller, the Organisers have implemented numerous technical and organizational measures to ensure the most complete protection of personal data processed through this website. However, Internet-based data transmissions may in principle have security gaps, so absolute protection may not be guaranteed. For this reason, every data subject is free to transfer personal data to us via alternative means, e.g. by telephone. The Organisers may use personal data in the scope of the Exhibition, among others for the online pre-scheduled appointments system, publishing the Exhibitor’s details on the Exhibition website, in the Exhibition catalogue and at the Exhibition, in each case whether in print, electronically or in any other media. Moreover the data may be used to provide information and send promotional and marketing materials as regards work of the Organisers. The Organisers render some of its services in respect of the Exhibition together with select partners. The data may be passed to related parties so as to perform functions on our behalf. Further use or disclosure of the information by them for other purposes is forbidden. If you have any questions or concerns about your data or your request to opt-out of communications from the Organisers or its third party partners, please contact us at exhibitor@conventa.si. For more information please visit: www.conventa.si/privacy-policy/.

15. General conditions

The Organizers are responsible for the control of the Exhibition Venue. The Exhibitor is responsible for the control and supervision of his own exhibition stand. The Exhibitor must comply in all aspects with the requirement of every appropriate authority and with the Terms and Conditions by which the Organizers may occupy the Exhibition Venue. All matters and questions not covered by these Terms and Conditions are subject to the decision of the Organisers. Foregoing Terms and Conditions may be amended or added by the Organisers at their sole discretion. The Exhibitor agrees to abide by any and all amendments and changes by the Organisers as well as rules and regulations set out in the Exhibitor Manual.

16. Jurisdiction

The Organisers and the Exhibitor will settle all eventual disputes in an amicable way. In case a dispute cannot be settled in this way, the Organiser and Exhibitor agree to confer jurisdiction to the competent court in Ljubljana.