Sale booths

In the event of any inconsistency or discrepancy between the English version and any other language versions of this publication, the Polish language version shall prevail.

1. The following terms and conditions are an integral part of the agreement between the Organizer and the Stand. The Stand must agree to comply with their provisions in order to have the opportunity to participate in the Organizer’s event.
2. The Organizer of the event is the Animatsuri Association under KRS number 0000332054, headquartered at Szanajcy street 16A/9 in Warsaw.
3. The Stand should be understood as any private individual, institution or registered entrepreneur expressing a desire to exhibit their goods or self-promote, who has registered for the event via the registration system. Exhibitors agree to abide by the general terms and conditions of the event.
4. The Exhibitor is any person who is part of the Stand staff.
   • Each Stand should indicate who the Lead Exhibitor is, and with whom any possible inaccuracies will be discussed.
   • Each Exhibitor is obliged to wear the wristband and badge handed out at accreditation. If the wristband is lost or damaged, the exhibitor will have to pay a fee equal to the current price of the three-day entry pass to get a new one. The absence of a wristband is a basis for the exhibitor to be removed from the event site.
   • One entrance pass is given to the Exhibitor for the rental of the Stand. An additional entrance pass is given for each 12 m² of booth space rented, so another pass will be given when renting at least 12 m², another at 24 m², and so on.
   • It is possible to purchase additional passes for Exhibitors at a price specified by the system that accepts booth submissions.
5. The system for accepting Stand applications is the Animatsuri Association’s accreditation system, which can be found at https://moje.animatsuri.pl. The submission of a Stand is only carried out through the aforementioned system.
6. Once the submission is received, an automatic notification of its registration in the system will be sent. The final decision on its acceptance, will be sent no later than June 16th 2024 inclusive. In case of rejection of the application, the Stand will be informed about it, however, the Organizer is not obliged to give the reason for this decision.
7. In the event that there are vacancies in the Stand area after the deadline specified in point 6., the Organizer may fill them by reselecting previously rejected applications.
8. The Organizer of the event may cancel the submission of a Stand, after its prior favorable approval by July 14th, 2024, along with the reason for this decision. If its participation has already been paid, the Organizer shall refund the full amount. The above deadline does not affect the possibility of removing the Stand resulting from violation of these regulations.
9. Stand rental fees are specified in the Animatsuri accreditation system. The Organizer of the event, in the confirmation of acceptance of the application sent by e-mail from rezerwacje@animatsuri.pl, undertakes to inform the Stand of the amount of the fee, as specified therein.
10. The payment for the rental of the Stand must be made within five working days from receiving the decision on accepting the submission to the account number indicated by the Organizer. Failure to pay the fee within the aforementioned period will result in cancellation of the submission.
11. The invoice for the Stand will be issued within 7 working days after payment of the Stand fee.
12. The Organizer reserves the right to change the price specified in point 9 of these regulations, of which it shall inform individual Stands by e-mail, together with the reasons. A Stand that does not agree to this change has the option of cancelling its participation in the event without incurring additional costs resulting from contractual penalties and with a full refund of previous fees, if there were any.
    • The Stand has five working days from receiving the information from the Event Organizer to object, but no later than July 19th 2024;
    • If the price is changed to a higher price, the difference should be paid to the bank account indicated by the Organizer within five working days of receiving the information, but no later than July 24th 2024.
13. The Exhibitor may only exhibit the goods and equipment of the Stand within the space he has ordered and paid for. Going outside this space will result in a warning and an order to remove said items. If, despite the warning, the order is not complied with, or the Exhibitor violates it again, the Organizer will cancel the rental and order the Exhibitors to leave the Stand and Exhibits from the event area without refund. If any items are left by the Stand, they will be removed at the Stand’s expense.
14. The Renter has the right to make changes to the Stand application only with the consent of the Organizer expressed in writing. For changes that cannot be made through the system, only arrangements sent in writing on or before July 22, 2024 to wystawcy@animatsuri.pl will be accepted.
    • If the rental fees increase, the renter agrees to pay the difference to the Organizer’s bank account no later than 3 working days before the start of the Event. Failure to pay this fee will result in a return to previous arrangements or, if this proves impossible, in cancellation of the Stand application without refund of the rental fee;
    • If the fees are reduced, the Organizer agrees to return the difference to the Stand’s bank account.
15. The Stand may cancel its participation in the event:
    • Up to and including June 30th 2024, cancellation of participation in the event does not incur any contractual penalties and the full previously collected stand fee is refunded;
    • From July 1st 2024 up to and including July 12th 2024, cancellation will incur a contractual penalty of 50% of the fees according to the information contained in the system or changes described in point 9;
    • From July 13th 2024 onward, cancellation of participation in the event entails a contractual penalty of 100% of the fees according to the information contained in the system or the changes described in point 9;
    • The contractual penalty does not apply to the fee for additional Exhibitors, as these are refunded in full.
16. Failure to inform the Organizer in writing of the cancellation of participation in the event will incur a contractual penalty of 100% of the fees and the fee for additional Exhibitors.
17. Transfer with refund shall be made within 7 business days of receiving the cancellation request, to the account indicated by the Stand.
18. The sale of the following products is prohibited in the exhibition space:
    • Alcohol, tobacco products and all types of stimulants.
    • Firearms.
    • Melee weapons and ASG replicas; the only exception being that the purchased merchandise in this category is immediately returned by the Lead Exhibitor to security for safekeeping until the end of the event. Merchandise in this category may only be sold to persons of appropriate age and/or eligibility.
    • Any products with unauthorized graphics.
    • Beverages of any type without prior approval from the Event Organizer.
    • Food products requiring preparation prior to consumption.
    • Pirated copies of games, films, and software.
    • Products containing adult-only content and widely regarded as offensive.
19. In the case where the Stand in question nonetheless sells the products listed in point 18 on the event premises, the Organizer will cancel the rental and order the Exhibitors to leave the Stand and Exhibits from the event area without refund.
20. The Organizer may provide access to electricity at the express request of the Stand. The fee resulting from access to electricity is fixed for the entire duration of the event, depending on the selected connection power.
21. The Organizer is not responsible for problems related to lack of access to electricity resulting from technical problems. Permanent access to electricity is not guaranteed. However, the Organizer will try to ensure that access is restored as soon as possible. At the same time, the Organizer informs that he will try to do his best so that there are no problems in this regard.
22. Accessory equipment such as tables, chairs, or partitions are subject to separate pricing and will be included in a separate invoice.
23. The Stand Zone for exhibitors operates from:
    • from 9:00 a.m. to 9:00 p.m. on Friday, July 26th 2024,
    • from 7:00 a.m. to 9:00 p.m. on Saturday, July 27th 2024,
    • from 7:00 a.m. to 4:00 p.m. on Sunday, July 28th 2024.
    Outside these hours, the Stands zone will be closed to Exhibitors.
24. The Stall Hall for event attendees operates during the following hours:
    • from 3:00 pm to 8:00 pm on Friday, July 26th 2024,
    • from 8:00 am to 10:00 pm on Saturday, July 27th 2024,
    • from 8:00 a.m. to 1:00 p.m. on Sunday, July 28th 2024.
    Outside these hours, the Stands area will be excluded from the use of Participants, but this does not mean that it will be guarded. It is up to Exhibitors to decide whether and how they will secure their merchandise for the non-functioning time of their Stand.
25. Stand accreditation begins at 9:00 a.m. on Friday, July 26th 2024. Earlier stand set-up may be possible, but is not guaranteed by the Organizer. If this is the case, please contact the Organizer in writing via email at wystawcy@animatsuri.pl to determine if and to what extent this will be possible.
26. Any promotion of the Stand during the event beyond its rented space may result in an order to leave the venue without refund of fees. The decision in this regard rests with the Organizer.
27. All complaints can be submitted in writing via email to wystawcy@animatsuri.pl within three business days after the end of the event. Complaints sent after this deadline will not be considered.
28. The Organizer is not responsible for the goods sold at the Event, it is the responsibility of the Stand and Exhibitor only.
29. Any report of violation of these rules and regulations will be explained and enforced as soon as possible by the Organizer or his designees.
30. Matters not covered by the Stand Rules shall be decided by the Organizer.
31. The event Organizer does not guarantee the sale of the products offered by the Stand.
32. The Organizer does not offer transportation services, each Exhibitor is responsible for transporting their goods on their own.
33. The Exhibitor agrees to clean up its Stand by 4:00 p.m. on Sunday, July 28th 2024. In case of problems with compliance with this point, the Exhibitor should contact the Organizer, whose decision in this matter is final.
34. In point 33, “clean up” is understood to mean not only the removal of one’s belongings, but also the cleaning up of any rubbish and the general bringing of the stand to its original condition. If necessary, persons from the Convention Service can supply Exhibitors with rubbish bags or cleaning agents. In addition, any damage to the floor within the rented module is the financial responsibility of the exhibitor. Losses in this regard will be assessed by the Building Administrator and a possible bill will be issued to the perpetrator’s details.
35. Failure to comply with any point of these terms and conditions may result in the Stand being prevented from exhibiting at subsequent events of the Organizer.
36. Unfamiliarity with the Terms and Conditions does not exempt from the consequences of non-compliance. Exhibitors failing to comply with the Terms and Conditions may be subject to disciplinary removal from the Convention grounds.