Terms and conditions for exhibiting at Conventa

Experience Zone & Special Venue corner


  1. Definitions

In these Terms and conditions the following definitions apply:

“Application form”:  means all forms for application to partake at the Exhibitionunder 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;    

“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.

  1. 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.

  1. Exhibition packages

Experience Zone
The registration fee for the BASIC PACKAGE includes:

The registration fee for the SPACE PACKAGE includes:

Customised exhibition space can always be arranged with the help of the Conventa team. If you wish to present your services in a larger exhibition space, let us know, and we will prepare an offer tailored to your needs.

Special Venue Corner
The registration fee includes:

  • Furnished exhibition space – 4m2 (walls made of the wooden elements)
  • 1 table and 2 chairs per 4m2, electricity – 220 v power outlet
  • Free wifi access at the venue
  • Promotion on the Conventa webpage
  • Promotion on Conventa’s social channels
  • Two representatives at stand, including the tickets for the Welcome Reception on 20 February 2024 and Conventa networking dinner on 21 February 2024, refreshments and lunches on 21 and 22 February, attendance at Conventa educational events.
  • Package does not include pre-scheduled meetings
  1. Payment conditions

The Exhibitor 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 8 (eight) days after the application is submitted. Pro-forma invoice will be prepared and sent to the Exhibitor by the Organisers.

Any registration fees not fully paid by January 31, 2024, 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.

  1. 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

  1. 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 150 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, 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 75 % of the total registration fee. Alternatively, Exhibitor can use the amount as an advance payment for Conventa Exhibition 2025. The Organisers undertake to return the 75 % 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 .

  1. 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 January 31, 2024.

  1. 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.

  1. 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.

  1. 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.

  1. 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.

  1. 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.

  1. 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.

  1. 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/.

  1. 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.

  1. 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.