ROBOTEX 2008 (later on referred to as the event)

TERMS OF PARTICIPATION OF THE TECHNOLOGY EXHIBITION

1. Tallinn University of Technology is the organizer of the event.

2. The place and time of the event

Place: Sports Facility of TUT, Ehitajate tee 4, Tallinn

Time:05. December 2008

Opened: on Friday 05. 12. 2008 from 10:00 to 18:00
(For exponents from 08:00 to 19:00)

Installation:04. 12. 2008 from 08.00 to 22.00

Dismantling:05. 12. 2008 from 19.00 – 06.12.2008 to 06.00

Attendance of exponents and their subcontractors in the Sports Facility of TUT 04.12.2008 - 06.12.2008

3. Renting of the exposition area

The filled registration sheet for the exposition area is sent to Tallinn University of Technology for no later than the 15th of October 2008. Participants who register before the 15th of September 2008 can choose the location of the exposition cubicle in the Sports Facility of TUT according to the existing vacancies.

4. Exponents, co-exponents, and exhibits

All legal persons, student science clubs, institutes of universities whose exhibited expositions correspond to the theme of the event, can be exponents and co-exponents (hereinafter – exponent). Exponent has no right to neither rent out nor give the exposition area in its entirety or a part of it to a third party without a prior consent of the organizer. Co-exponents are those exponents who exhibit their exposition on the exposition area rented by the main exponent and whose data is published in the register of exponents of the event. Exponents are obligated to pay the fee of the co-exponent. The main exponent is responsible for all expenses caused to the organizer by the co-exponent. Only those exhibits can be exhibited that are listed in the application form. Exponents are forbidden to install exhibits outside the exposition area. The appropriateness of the exhibits for the event must be previously co-ordinated with the organizers.


NOTE: the removal of exhibits from the exposition before the end of the event is forbidden.

5. Rent for the exposition area

The rent for the exposition area is 600 EEK/m2 which includes the rent for the area, wall elements, an end-table with the name of the exponent, carpet cover (on the first floor), a socket, general lighting of the exhibition hall, local lighting, cleaning of the areas between the stands, and general supervision of the hall. Organizer has the right to free the exponent from the rent payment.

6. Participation fee

The irrecoverable participation fee of the current event is 1000 EEK, which includes the costs for the preparation, organization, and advertisement of the event, participant cards and invitations (10 pieces). The participation fee for the co-exponent is 500 EEK.
Organizer has the right to free the exponent from the participation fee.

7. Payment conditions

The exponent is obligated to pay 100% of the participation fee, rent payment of the exposition areas and in paragraph 13 stated service costs as a prepayment for the deadline showed on the bill. The exponent has the right to use the exposition area only after the fee that is stated in this paragraph is paid into the account of the organizer.

8. Annulment of orders

The exponent looses the right to use the exposition area, if:
1.) the rent for the area is not paid in time;
2.) the exponent does not follow the participation terms.
In case the exponent wants to withdraw from the event, the exponent has to notify the chief co-ordinator, whose contact data is available at the homepage (www.robotex.ee), in writing no later than the 15th of November. The withdrawal is considered to be valid from the moment of receiving a corresponding notice from the organizer.

If withdrawing from the event after the 15th of November 2008, the exponent is obligated to pay 100% of the fees stated in paragraphs 5 and 6.

9. Design of the exposition areas

The organizer, considering the efficient usage of the hall and taking into account the requests of the exponents and the sequence of the incoming applications after the 15th of September, determines the placement of the exposition areas in the Sports Facility of TUT. The participants may order reconstruction works for the exposition area and materials from the organizer or do the aforesaid works to a certain extent themselves, using their materials and labour force according to a prior agreement with the organizer. Additional constructions, furniture, glass display cases, shelves, and technical equipment (supplementary electrical cables, lighting, telephones, audio-video equipment) can also be ordered from the organizer according to the valid price list. In the case of a different solution for the exposition area, the requests of the exponents that are previously co-ordinated with the organizer are taken into account.

10. Participant cards

The organizer issues the participant cards for the exponents from 01. – 02 of December 2008 according to the seize of the rented exposition area: 9-15 m2 of interior surface – 4 cards; over 15 m2 of interior surface – 6 cards. Participant cards can be additionally ordered from the organizer for 25 EEK a piece. The participant cards give the right to enter the Sports Facility of TUT during the time of installation, dismantling, and the ongoing event.
Passing on the participant cards to third parties is forbidden.

11. Advertisement and sales

The participants have the right to use the rented exposition area and the interior walls of the stands for advertising their display and use only those advertising materials that advertise the products of the exponent who has rented the exposition area. The emplacement of the advertising posters and other materials is only allowed with the help of sticky tape and/or hanging hooks. Retail sale at the event is forbidden except when the exponent has made a separate written contract with the organizer. The emplacement of the advertisements outside the rented exposition area is allowed for a separate fee (according to the price list imposed by the organizer) and after it has been paid.

12. Symbolism of the event

The usage of the symbolism of the event must be co-ordinated with the organizer.

13. Services

It is possible to order additional equipment for the design of the exposition area from the organizer. The price list (the order form) of the products and services is available at the homepage http://www.robotex.ee/, where it is possible to view the price list (order form) from 01.09.2008. At the request of the exponent, the organizer will send the forms for ordering additional services by mail. The orders for additional services must be presented before 15.11.2008. Orders that come in later will be delivered according to opportunities. For orders that are presented after 05.11.2008, then a fee of 50% of the fees in the price list is added to the order.

• 13.1. Building and designing of the exposition area

If the exponents carry out the construction works for the exposition area with their own materials or not with the help of the construction company intermediated by the organizer, the exponent is obligated to co-ordinate the design project for the exposition area with the organizer no later than 15.10.2008.

• 13.2. Administrator of the event

The administrator of the event will intermediate the services to the exponents during the time of the installation and dismantling works as well as during the opening hours of the event.

14. Transportation

Near the Sports Facility of TUT the following transportation vehicles are available: trolleybuses number 3, 4, and 9 (stop: Ehitajate tee). Buses nr. 10, 27, 33, 36 (stop: Tehnikaülikool), 23, 23A (stop: Üliõpilaste tee), 11 (stop: Ehitajate tee), 17A (stop: J. Sütiste tee). Harju line nr. 115 (stop: Tehnikaülikool). Taxi coaches 190A and 238 (stop: Tehnikaülikool).
Robotex and Youth Information Fair TEEVIIT organize special buses that drive every 30 minutes.

15. Responsibility and insurance of the organizer

The organizer is responsible for the general order. The organizer is not responsible for the damage or the disappearance of the exhibits, constructions or other materials and equipment. The organizer is not responsible for the personal property of the exponent. The organizer is not responsible for the damages caused by force majeure, the quests, other exponents or third parties. The exponents are responsible for the insurance of the exhibits, materials, and equipment.

16. Fire safety

Tallinn University of Technology is responsible for the fire safety and for general order in the complex where the event takes place. A permit from the Estonian Rescue Board has to be applied to use flammable or explosive substances. Smoking in the Sports Facility of TUT is forbidden.

17. Responsibility of the exponent

The exponent is responsible for the rented materials. The exponent is obligated to hand over the exposition area, stand, and the ordered equipment and materials in a good shape to the organizer during 1 hour after the end of the event or according to a prior arrangement. In case the organizer finds defects on the returned objects, the exponent will be notified. If the exponent has any objections, the exponent needs to assert them in writing during one week. The exponent is obligated to compensate the damages to the objects and equipment that was used during the time of the event, in case the objects are lost or completely destroyed, the exponent must replace them with equivalent objects or compensate the cost according to the price list imposed by the organizer during no more than 14 days after receiving the claim.
During the robot competition, which takes place during the event, the exponent is forbidden to present electronics or equipment that has a strong electromagnetic field or other objects that may damage the aforesaid competition.

18. Force majeure

If due to force majeure (state of war, the effect of natural elements, or other circumstances not stated in the contract and that both sides consider to be force majeure) the realization of the event is not possible, the contract made with the exponent ends because it is impossible to fulfil it and the sum of money paid by the exponent as a prepayment will be paid back. The participation fee paid by the exponent will not be refunded.

19. Pretensions

All mutual pretensions must be presented in writing no later than the 12th of December 2008. Later pretensions are not taken into consideration. Efforts are made to solve the pretensions through negotiations. If an agreement is not reached, all disputes will be solved by the Harju County Court.

20. General terms

Signing the registration sheet sent by the organizer, the exponent or the authorized representative of the exponent accepts the obligation to follow the participation terms of the event and additional instructions and rules given by the organizer to raise the work efficiency of the exhibition and to guarantee the safety of the visitors an the exponents during the time when the event takes place. In the case of contradictions caused by interpreting the terms of participation in foreign language, the Estonian text will be applied.