The full version of the “General Conditions of Participation” is available to exhibitors on request.

1. Definitions

In these General Conditions of Participation for Exhibitors, the terms “Exhibition”, “Fair” or “Show” refer to the SIMA 2023 trade fair event. The term “Exhibitor” includes any individual or legal entity that has space at the Show. The term “Organizer” or “Organization” refers to Planner Exhibitions (sole organizer of the Show). The term “Fairground” refers to the venue where the Show takes place.

2. Acceptance of the General Conditions of Participation for Exhibitors

All entities or individuals who apply to participate as exhibitors in the event held at IFEMA MADRID accept these General Conditions, which form an integral part of the exhibition contract.

3. Who can participate

All companies, institutions and entities whose activities are included in the sectors to be demonstrated may participate in the Exhibition. Final acceptance of participation is reserved to Planner Exhibitions, which may reject, with reasons, those applications that are not considered to be included in the sectors and products that are the object of the exhibition and, therefore, do not meet the objectives of the event. Lack of space and/or submission of the application after the established deadlines may also be grounds for rejection of the application.

The Show Organization also reserves the right to exclude those who may incur in unfair competition or other infringement of the established law, those who assign or sublet all or part of the contracted space, or those who do not attend the booth during all the hours in which they will remain open to the public.

Exhibitors, with the formalization of the contract, accept these and all the conditions and provisions established by the organizer of the event.

4. Formalization

The contracting of space will be made through an online form that Planner Exhibitions has enabled for this purpose.

By formalizing the contract, the exhibitor accepts that no right to indemnity or compensation will accrue in the event that the event does not meet his business expectations or those of the organization.

In the event that the Space Contract is received after April 25, the Exhibitor will be aware that its data may not be included in some of the marketing and communication elements that are already closed and in production.

5. Applicable rates

The applicable rates will be those specified in the space contracting form.

6. Payment of contracted space

6.1. Form and schedule of payment

Payment for the contracting of space and mandatory services shall be made in euros, by bank transfer, according to the following schedule:

Contracts formalized before April 12, 2023:

• 65% of the space and 100% of mandatory services upon formalization of the contract through the online contracting form. Due date of initial payment: 7 days from the invoice date
• 35% remaining before April 12, 2023

Contracts formalized as of April 12, 2023:

• 100% upon formalization of the contract through the online contracting form. Payment due date: 7 days from invoice issuance.

Exhibitors opting for a modular booth or a turnkey booth will receive two different invoices:

• 1.      Invoice from Planner Exhibitions including floor rental and mandatory services (set-up fee, cleaning, minimum electricity consumption, civil liability insurance and multi-fair insurance).
• 2.     Invoice from the supplier of the modular booth or turnkey booth, which will include the construction of the booth and, if requested, other services such as graphics, furniture, etc.

6.2. Down payment

In order to proceed to award the space, the exhibitor must have paid 65% of the space and 100% of the obligatory services of the invoice issued corresponding to the formalization of the contract within a maximum period of 7 days after the receipt of the invoice.

Space will not be awarded to companies that have outstanding invoices with PLANNER EXHIBITIONS.

6.3. Other payments

In case the exhibitor does not comply with the rest of the payments within the established dates, the exhibitor will lose the right to participate and to the refund of the amounts paid up to that moment. The contracted space will remain at the disposal of the organization, which may offer it to other companies. Likewise, neither the occupation of exhibition space nor the assembly of the booth will be authorized while there are pending payments for the rental of space, obligatory services or optional services contracted.

7. Order of choice of space on the booth plan

For the selection of space on the booth plan, the general conditions for the reservation of space are applicable and are available to any company that requests them. At the end of this period and once the spaces have been assigned to the companies that have applied for said reservation, the choice of space will be made in strict order of contracting and payment. In any case, Planner Exhibitions reserves the right to reserve special spaces on the floor plan for institutions, associations, promotional areas, guest countries or others, which will not be subject to this system.

The Organizer may assign a space with different measurements and position depending on the planned exhibition sectors or the final general distribution of spaces.

8. Sublease or assignment of space

It is expressly forbidden to assign or sublet space to other companies.

9. Mandatory services

The contracting of space necessarily entails the mandatory services indicated in the contracting form at the rates stipulated therein.

10. Optional services

The contracting of space only entitles the exhibitor to the use of the contracted space. Exhibitors may request the services they consider necessary through the Production and Customer Service Department. Full details of these services can be found in the link provided by the Organization once the space has been contracted. Payment for optional services must be made before the start date of the assembly. Otherwise, the exhibitor will not be able to start the assembly work.

The optional services to be contracted exclusively with IFEMA will be carried out through a URL and personalized access data provided by IFEMA’s technical secretary. These services are:

• Water
• Electricity
• Parking
• Rigging
• Extra cleaning
• Waste management

Important Information: On occasion, exhibitors at our shows may receive offers to purchase SIMA attendee databases. Planner Exhibitions does not commercialize, nor does it cede to third parties for commercialization, lists or databases of participants in its fairs, so any offer of this nature should be ignored.

11. Participation modalities

The exhibitor has the possibility of building his booth with a free design or by means of one of the alternatives proposed by the organization. The details of both options are included in Annex 1 of these regulations.

12. Accreditations for exhibitor’s personnel

The staff of exhibiting companies must be duly accredited to access the fair. You will be able to access and download your accreditations from the services link provided by the Production and Customer Service Department.

13. Invitations

The Organization will make PDF invitations available to exhibitors who request them so that they can distribute them among their clients and contacts and visit the fair free of charge.

Exhibitors may also design their own invitation. In this case, the marketing department will provide the necessary material and will inform the exhibitor about the essential information to be included in the invitation.

14. Changes in the booth plan

The organizer reserves the right, in case of force majeure or necessity, to change the location and dimensions of the site, to change or close the entrances or exits of the enclosure, as well as to carry out works and modifications, without this entailing any right of compensation for the exhibitors.

15. Booth numbering

Booth numbers shown on the marketing plan are provisional. Exhibitors must refrain from advertising or promotion using these numbers. The organizer will inform the exhibitor of any changes in the booth number, should they occur.

16. Attention at the booth during the hours of celebration

The exhibitor undertakes to attend the booth during the entire exhibition hours, either with its own or subcontracted personnel.

No exhibitor may demonstrate, distribute and/or exhibit samples, brochures, flyers and any type of promotional material outside their booth space, with the exception of those who have contracted the dynamic advertising service. Companies that have not contracted this service and distribute advertising outside their booth space will be obliged to pay the amount of the dynamic advertising service according to the rates in force.

17. No celebration, suspension and transfer to other celebration dates

In the event that the event cannot take place definitively, without being able to be moved to another date within the same calendar year, due to force majeure, the organizers are exempted from all liability under Article 1.184 of the Civil Code, without being able to demand any kind of compensation from them. However, exhibitors shall be entitled to reimbursement of any amounts paid up to the time of notification of the cancellation.

If the event is suspended due to force majeure and its celebration can be moved within the same calendar year, the provisions of the preceding paragraph shall apply, although, in such case, exhibitors shall not be entitled to any reimbursement, even accepting their relocation in the event that the event cannot be held in the same place and location as originally planned.

For the purposes of the provisions of this paragraph above, a case of force majeure shall be considered both that affecting the organizer and that affecting the venue (whether IFEMA MADRID or another) where the event is scheduled to be held.

Force majeure (or fortuitous event) is defined as those events that could not have been foreseen, or foreseen, were unavoidable such as, but not limited to, natural disasters (flood, fire, earthquake, storm), armed conflicts, civil disturbances, acts of terrorism, strikes, lockouts, boycotts, epidemics and pandemics or similar events, beyond the reasonable control of the affected party, which prevent the proper preparation and/or organization and/or holding of the event on the scheduled dates.

18. Exhibitor’s Resignation

The Exhibitor’s resignation from participating in the Show shall be grounds for termination of the contractual relationship between the Organizer and the Exhibitor, for all purposes and with loss of the amounts accrued to the Organizer at the time the resignation is communicated.

For the purposes of the preceding paragraph, the amounts that the Exhibitor should have paid to Planner Exhibitions at the time of formalizing the aforementioned waiver shall constitute accrued amounts, in accordance with the schedule of payment terms set forth in the Contracting Form for the event.

The resignation must be expressly made in writing addressed to the Organization of the event. If the cancellation takes place within thirty days prior to the opening of the fair, the organizer may require the exhibitor to pay the full amount of the space and other contracted services, even if the space can be occupied later by another exhibitor.

19. Sectoral regulations for display products

The Exhibitor undertakes to exhibit, offer or market only products and services that fully comply with the legal regulations applicable to them.

20. Closing of booths

Planner Exhibitions may close a booth during the period of assembly or celebration of the Show in the event of non-compliance by the Exhibitor with the established Participation Regulations or in execution of a court order so stating, without there being any obligation on the part of Planner Exhibitions to grant the exhibitor any compensation or refund of the amounts paid for its participation.

22. Hours of operation, set-up and dismantling

22.1. SIMA 2023

Celebration hours for visitors. Wednesday 24, Thursday 25, Friday 26 and Saturday 27 May 2023, from 10:00 to 19:00 hours.

Exhibition hours for exhibitors. Wednesday 24, Thursday 25, Friday 26 and Saturday May 27, from 8:30 a.m. to 7:30 p.m.

Assembly schedule. Sunday 21, from 8:00 am to 8:00 pm, Monday 22, from 8:30 am to 9:30 pm and Tuesday May 23, from 8:30 am to 3:00 pm. On May 23 from 3:00 p.m. onwards, work may continue inside the booth until 9:30 p.m. (finishing touches, painting, vinyls, electricity…), but the aisles will not be allowed to be occupied with materials. If this happens, IFEMA MADRID will proceed to remove them without the customer being able to claim them.

The Modular or Turnkey Booth will be delivered to the exhibitor on Tuesday, May 23rd from 3:00 p.m. so that the exhibitor can equip it with furniture, graphics, audiovisual, computer equipment and other necessary elements.

Dismantling schedule. Sunday, May 28, from 8:00 a.m. to 8:00 p.m., and Monday, May 29, from 8:30 a.m. to 3:00 p.m.

It is recommended that reusable materials and any other item considered of value be removed at the end of the SIMA event, on Saturday, May 27 at 19:00h. The organization will in no case be responsible for damage, theft or robbery of these materials.

22.2. SIMAPRO 2023

Opening hours for visitors. Wednesday 24 and Thursday 25 May, from 9:30 am to 7:00 p.m. and Friday May 26, from 9:30 a.m to 3:00 p.m.

Partner’s schedule of celebration. Wednesday 24 and Thursday 25 May, from 8:30 a.m. to 7:30 p.m. and Friday May 26, from 8:30 am to 3:30 p.m.

Assembly schedule. Monday, May 22, from 8:30 a.m. to 9:30 p.m. and Tuesday, May 23, from 8:30 am to 9:30 pm.

The partner will be able to visit and bring the material for their corporate space in the SIMAPRO conference area on Tuesday, May 23 from 6:00 p.m. to 8:00 p.m.

Dismantling schedule. Sunday, May 28, from 8:00 a.m. to 8:00 p.m.

It is recommended that reusable materials and any other item considered of value be removed at the end of the SIMAPRO event, on Friday May 26th at 15:00h. The organization will in no case be responsible for damage, theft or robbery of these materials.

22.3. PROPTECH EXPO 2023

Opening hours for visitors. Wednesday 24 and Thursday 25 May, from 10:00 a.m. to 7:00 p.m., Friday May 26, from 10:00 a.m. to 3:00 p.m.

Exhibition hours for exhibitors. Wednesday 24 and Thursday 25 May, from 8:30 a.m. to 7:30 p.m. and Friday May 26, from 8:30 a.m. to 3:30 p.m.

Assembly schedule. Monday, May 22, from 8:30 a.m. to 9:30 p.m. and Tuesday, May 23, from 8:30 a.m. to 9:30 p.m.

The booth will be delivered to the exhibitor on Tuesday, May 23 from 3:00 p.m. onwards so that the exhibitor can equip it with furniture, graphics, audiovisuals, computer equipment and other necessary elements.

Dismantling schedule. Sunday, May 28, from 8:00 a.m. to 8:00 p.m.

It is recommended that reusable materials and any other item considered of value be removed at the end of the SIMAPRO event, on Friday May 26th at 15:00h. The organization will in no case be responsible for damage, theft or robbery of these materials.

22.4. Timetable change

Schedules may be modified for technical, organizational or Force Majeure reasons.

22.5. Authorization for start of assembly and disassembly

In order to authorize the entry of materials and the beginning of booth assembly or, if applicable, to authorize the removal of materials during dismantling, the exhibitor must have previously paid in full the amounts corresponding to the contracting of space and services.

23. Access doors

The organization will indicate the tickets available for access to the fairgrounds and exhibition halls.

24. Incoming and outgoing materials

24.1. Schedules

For the entry/exit of materials, objects and decoration material, the Exhibitor must adhere to the Show set-up and dismantling schedules established by the Organizer. Outside these hours, they must obtain express authorization from the Organizer.

In the case of exhibitors who have chosen to participate with a modular booth, the Production and Customer Service Department will indicate the schedules for the entry of materials and equipment.

In the case of exhibitors who have opted for a free design booth, they must coordinate the schedule for the entrance and exit of materials with the booth construction company.

24.2. Receipt of materials

Under no circumstances will the organization receive material from exhibitors. The exhibiting company’s personnel will be responsible for receiving the material at its booth.

Likewise, the organization will not be responsible for any damage or loss that may occur to materials, equipment or decorative elements of any kind destined for the booths during their transport or delivery during the period of assembly, celebration or dismantling

24.3. Removal of reusable materials and other valuable items during disassembly

It is recommended that reusable materials and any other items considered of value be removed immediately after the conclusion of the celebration schedule (SIMA, Saturday, May 27 from 19:00 hours. SIMAPRO, Friday, May 26, from 3:00 p.m. onwards. PROPTECH EXPO, Friday, May 26, starting at 3:00 p.m.). As dismantling progresses, the likelihood of deterioration of these materials increases considerably.

Exhibitors with modular booths who wish to reuse materials or decorative elements of their booth (reusable graphics – not vinyl on the wall – or others) must coordinate their removal with the supplier that provided them and with the company that set up their booth. Exhibitors with free-design booths should coordinate with their booth set-up company (or with the corresponding supplier).

For a better control of the material to be recovered, exhibitors may also inform the organization, but in no case will the organization be responsible for any damage, loss or theft that may occur during the period of assembly and disassembly.

24.4. Material not removed

Any material, object or product remaining in the pavilion after the time allotted for its removal under the conditions established by the Organizer shall be considered abandoned and shall be removed by the Organizer. The exhibitor will be obliged to pay the expenses derived from such removal.

28. Maximum sound level

Noisy demonstrations that may disturb other exhibitors are prohibited and may not exceed 48 decibels measured at the edge of the booth.

In case of nuisance generated by exceeding the authorized sound level, the technical staff of the Organization will check this fact. If the result of the measurement exceeds the maximum allowed, the exhibitor will be required to reduce the volume to the authorized limits. Repeated refusal or non-compliance by the offender may cause the power supply to be cut off or the temporary or permanent closure of the booth, without the exhibitor being able to claim any type of compensation or indemnity.

However, the organization may require the exhibitor to reduce the volume below the indicated decibels if the noise interferes with other activities of the fair.

Art. 31.- S.G.A.E.

The exhibitor must comply with current legislation for the use of intellectual property works and must provide Planner Exhibitions with a copy of the corresponding authorization and the receipt for payment of royalties prior to the start of the installation of the event. The aforementioned formalities must be carried out at the General Delegation of the S.G.A.E. (www.sgae.es). Claims arising from the lack of such authorization shall be sent by Planner Exhibitions to the sanctioned exhibitor.

58.4. Jurisdiction

INFORMATION ON HOW TO PARTICIPATE

With the contracting and allocation of the space, the exhibitor will be invoiced the amounts corresponding to the following concepts: floor rental, assembly fee, cleaning, minimum electricity consumption, civil liability insurance and multi-fair insurance.

Once the space has been contracted and awarded, the exhibitor may opt for one of the following types of booth construction:

MODULAR WOODEN BOOTH: The organization offers exhibitors the possibility of contracting a modular booth which includes: booth structure and enclosure walls with adjoining booths (if any), carpeting, lighting, electrical differential panel with single socket base and signage with standard lettering on the front. These will be handed over to the exhibitor for subsequent decoration on Tuesday 23rd May from 15:00 hours onwards.

FREE DESIGN BOOTH: Installation by the exhibitor of a free design booth. It will include at least the dividing walls with the wall of the hall or with other booths, electrical differential panel with bulletin certificate and platform or carpet. You can request the rules for the assembly of free design booths from the Show organisers.

TURNKEY BOOTH: Exhibitors opting for a turnkey booth will receive a single invoice from the organisers which will include the following items: floor rental, obligatory services (assembly fee, cleaning, minimum electricity consumption, civil liability insurance, multi-fair insurance), booth construction, carpeting, lighting, signage and furniture. These will be handed over to the exhibitor for subsequent decoration on Tuesday 23 May from 15:00 onwards.

 

CODE OF GOOD PRACTICES FOR EXHIBITING COMPANIES

1. Introduction

One of the objectives of the Salón Inmobiliario (SIMA) is to contribute to the professionalization and transparency of the real estate sector, which are essential requirements for the necessary improvement of its image in the eyes of citizens, institutions and public opinion in general. In line with the above, Planner Exhibitions, the promoter and organizer of the SIMA fairs, has drawn up this CODE OF GOOD PRACTICE, which all exhibitors expressly accept when they formalize their contract to participate in the fair.

2. Scope

This Code is articulated around the following five areas related to the participation of an entity as an exhibitor at the fair:

• Adequacy of the offer presented at the fair to the applicable legal regulations.
• Communication and information related to the presence at the fair.
• Attention to visitors at the booth.
• Relationship with the rest of the exhibitors at the fair.
• Claims management.

3. Principles of action

3.1 Adequacy of the offer to be presented at the fair to the applicable legal regulations.

The SIMA exhibitor undertakes to ensure that the products or services offered at its booth fully comply with the applicable legal regulations.

3.2 Communication and information related to the presence at the exhibition

Any communication related to participation in the fair, as well as any printed information provided by the exhibitor at its booth, must respect the following principles:

• It will be respectful.
• It will be truthful.
• It will be adjusted, avoiding artificially exaggerating the attributes or characteristics of the company or of the products or services to be presented at the fair.
• It will be transparent, not hiding information relevant to a potential customer’s decision making.

3.3 Visitor relations at the booth

The relationship with visitors shall comply with the following criteria:

• The exhibiting company shall ensure that the booth personnel in charge of informing visitors have the necessary professional training to perform this task correctly.
•  Ethical practice. The exhibitor shall ensure that booth personnel perform their duties with integrity, and respect, in the information provided to visitors, the same principles set forth in section 3.2.
• Compliance with the law. The exhibiting company shall ensure that the booth personnel carry out their duties in compliance with the applicable regulations in their relations with visitors, in particular those relating to consumer protection, prevention of money laundering and protection of personal data.

3.4 Relationship with the rest of the exhibitors at the show

The exhibiting company will act with the utmost respect towards the rest of the exhibitors, refraining from publicly expressing criticisms or opinions that could undermine the image of other participating companies or institutions.

During the celebration of the fair will use promotional tools that do not harm other exhibitors and will avoid any type of practices that may be considered unfair competition.

3.5 Handling of claims

The exhibiting company undertakes to process any claims that may arise as a result of its participation in the fair and to provide a response in the shortest possible time.