Participation Terms & Conditions

 

The Abu Dhabi International Book Fair exhibits products of the book trade from all over the world and particularly the Arab World.

 

It showcases the world of books and serves to promote the sale of books and rights within the international book trade.

 

It is organised by Abu Dhabi Arabic Language Centre – Department Culture & Tourism Abu Dhabi, P.O. Box 2380 Abu Dhabi, UAE (“the Organiser”).

 

These terms and conditions apply to all applications made by prospective Exhibitors and form part of the stand application upon the Organiser’s acceptance of the application. By submitting an application to the Organiser, the prospective Exhibitor agrees to be bound by the provisions contained herein.

 

1. Duration

1.1

 

The Abu Dhabi International Book Fair 2024 (“the Fair”) is scheduled from April 29 to 5 May 2024. Opening hours are from: 9:00am - 10:00pm daily. The Organiser may postpone the Fair for good cause, change its duration and opening hours, exclude the general public, cancel the Fair entirely or close it earlier than scheduled. Irrespective of all or any such changes, contracts with the Exhibitors remain in effect in their entirety and the Organiser’s claim to stand rental fees remains valid. 

 

2. Exhibitors

2.1

All national and international publishing companies may exhibit at the Fair. In addition, countries may organise collective national stands. The producers of newspapers and periodicals of educational material, audio-visual and digital products, book clubs, wholesale booksellers, literary agents, printers, service providers to the book trade and related organisations may also rent stands.

 

2.2

Any Exhibitor whose right to use its name and/or trademark is disputed, may exhibit provided that it can demonstrate its right to use the name and/or trademark by order of a court of law of the UAE or if the use of said name and/or trademark at the Fair has been authorised in writing. This shall also apply to book trade exhibits included as part of collective national presentations.

 

3. Exhibits

3.1

Only products of the book trade may be exhibited at the Abu Dhabi International Book Fair.

Products Exhibited

- Audio/Audio books

- Books

- Bookshop management software and equipment

- Calendars/posters/postcards

- CD–Roms/cassettes/DVDs relating to books

- Copywriting services

- Cultural projects/initiatives that support the book industry (e.g. translations)

- E-Books and digital materials

- Equipment related to “printing & book production” 

- Library equipment/service

- Literary agency services 

- Manuscripts

- Maps

- Newspapers/magazines/journals & periodicals

- Non-book articles related to the book trade

- Online books

- Paper 

- Printed material & printing services in relation to books

- Software relating to books and publishing

- Stationery 

 

3.2

The exhibits are subject to the censorship laws of the UAE.

3.3

It is not permitted to exhibit any works which have been banned from production, distribution or import by a court of law in the UAE, or similarly in a court of law abroad, if this judgment has been declared enforceable in a court of law in the UAE. The Organiser reserves the right to remove titles which are prohibited by the law of the UAE.

3.4

It is not permitted to promote or advertise any such items that are excluded from the Fair.

3.5

Publications that have been officially indexed as liable to corrupt the young must not be accessible to juveniles. 

 

4. Registration, Contract and Stand Allocation

4.1

Registrations to participate must be made in writing using the form supplied by the Organiser  “Registration Application for 2024”. The completed form must be returned to the Organiser by 29 January 2024 (“Deadline”) at the latest.

4.2

Provisional written applications that may be linked to reservation requests are invalid if a formal registration using the Organiser’s official forms is not submitted by the stated deadline.

4.3

Alterations or provisions made by the Exhibitor on the registration forms, on these terms and conditions, or in connection with the same will be disregarded.

4.4

Several Exhibitors may share a stand. Each Exhibitor must complete a separate registration form. Registrations must be submitted together and meet the deadline (see 4.1). The stand rental fee must be paid by a single Exhibitor (main Exhibitor). Each additional Co-Exhibitor (e.g. representatives) will be charged a Co-Exhibitor’s fee (see Price List). 

4.5

 9 sqm shell scheme stands usually have three side walls. If another shell scheme stand is  neighboring and the two exhibitors do not wish to have a partition between their stands, the side wall can be removed upon request.

4.6

 

Registration is legally binding for the Exhibitor. Registration is considered as a contract upon issuance of the invoice and stand confirmation that will be sent to the Exhibitor. If the Organiser is unable to allocate a stand to the Exhibitor due to lack of exhibition space, the Organiser will reimburse the payment on an account that has already been made (see 10.2). Before the stand confirmation comes into force, registration may be cancelled by letter, whereby a cancellation fee amounting to 30 per cent of the stand rental fee will be charged.

4.7

Conclusion of the Contract does not entitle the Exhibitor to a specific position, although the Exhibitor’s wishes in terms of position,  neighboring stands and size will be taken into account wherever possible.

4.8

The Organiser takes no responsibility for the costs of modifications to a stand incurred in the course of any reallocation caused by overall regrouping.

4.9

The Organiser is entitled to reduce, but not to increase, the requested stand size, in which case the rental fee will be reduced accordingly. To ensure a balanced distribution of stands with regard to subject themes as well as technical factors, the Organiser reserves the right to implement changes in stand location and size, as well as changes to requested corner, peninsula or islands stands. Whilst the Exhibitor may express requests of this nature (see 4.6), the Organiser is under no obligation to comply, nor is the Contract rescinded as a result.

4.10

The exchange of stands between registered Exhibitors is not allowed.

 

5. Catalogue

Every Exhibitor will be included in the Catalogue when registering before the deadline. Catalogue entry is obligatory. Inclusion in the Catalogue print edition automatically implies inclusion in the online Catalogue (“Catalogue 2018”) which will be online for the entire calendar year. The Organiser accepts no responsibility for the completeness and correctness of catalogue entries.

 

6. Stand Fittings

6.1

Stand fittings and furnishings are subject to the attached “Technical Regulations”. In the event of failure to comply, the Organiser is entitled to order alterations at the Exhibitor’s expense.

 

6.2

Excess stand height is permitted up to a maximum of 4 m. Official authorisation is always required for a stand height in excess of 4m. The 'Technical Regulations' apply.

 

 

7. Nameplate

7.1

The Organiser will supply all shell scheme stands with a standard fascia board as nameplate for the stand, inscribed with the publisher’s company name, stand number and country. Exhibitors with custom-built stands must supply their own nameplates and stand numbers.

7.2

Nameplate inscriptions must correspond to the Exhibitor’s catalogue entry.

 

8. Occupation of Stands, Set-Up and Breakdown

8.1

Exhibition halls are open for Exhibitors from  Sunday , April 28 , 8 am, for the set-up of exhibits. Earlier set-up requires the Organiser’s authorisation in writing and is only permitted for custom-built stands.

8.2

Set-up and decoration of stands must be completed by 6:00 pm on April 28  and the stands must be manned every day of the Fair during opening times (see 1.1). Exhibitors must display their exhibits for the entire duration of the Fair.

8.3

The Organiser has the right to re-allocate stands that are not yet set up at 5pm on 28 April. There is no reimbursement of stand rental fees already paid. 

8.4

Delivery of packing materials, the packing away of exhibits and the clearing of stands is not permitted prior to the official end of the Fair. Breakdown is not permitted before 10 pm on 5 May.

8.5

If stands are cleared prior to the end of the Fair, the Organiser will impose a breach of contract penalty.

8.6

If a stand is not cleared by the prescribed deadline, the Organiser will impose a breach of contract penalty, and it will be cleared at the Exhibitor’s expense. The Organiser accepts no responsibility for stand furniture and fittings that have been left on the stand.

 

 

9. Rental Fees

9.1

The rental fee for shell scheme stands includes: shell scheme stand, carpet, electricity supply (1 kW), a basic furniture package related to the stand size, a number of spotlights related to the stand size, a number of bench cabinets related to the stand size, power consumption, air-conditioning, waste disposal, general cleaning, a number of free Exhibitor passes based on the stand size and a fascia board inscribed with the name of the company (available for shell scheme stands only). The stand may also be rented without shell scheme stand as space only. The rental fee for space only stands includes: raw space, air-conditioning, waste disposal, a free copy of the Catalogue and a number of Exhibitor passes based on the stand size. Electricity installations (consumption), flooring, stand number and nameplate must be ordered separately and are subject to additional charge.

9.2

The Organiser reserves the right to increase or lower rental fees for all or individual types of stand if unforeseen circumstances require or permit this. Any such increase may not exceed 10 percent.

 

10. Terms of Payment 

10.1

Invoices for rental fees and other service charges are payable upon receipt, along with bank charges if any to the Organiser’s account indicated on the invoice. Objections can only be considered if raised within three weeks of the date of invoice. The invoice and final stand allocation will be sent to each Exhibitor after completion of the allocation process (see 4.6).

10.2

If payment of the invoice is not received within the period stipulated, the Organiser has the right to cancel the contract, without prejudice to its rights to claim damages or other remedies.

 

11. Terms of payment and cancellation 

11.1

30 % of the invoice value is payable if participation is cancelled after confirmation and within 3 months from the date of the Book Fair. 100% of the invoice value is payable if participation is cancelled after confirmation and within 2 months from the date of the Book Fair. The payment should be submitted in one month’s time from the date of issuing the invoice. The stand rental fee remains payable if the exhibitor is prevented from attending for any reason. The organizer has the right to cancel the exhibitor participation at any time.

Please note that all prices are subject to 5% VAT.

11.2

The stand rental fee remains payable if the Exhibitor is prevented from attending or sending exhibits to the Fair, for whatever reason.

11.3

Applicants may be excluded from the Abu Dhabi International Book Fair if they are the subject of bankruptcy or insolvency proceedings before any court of law. If any such proceedings are initiated following registration for the Fair, the Organiser is to be informed without delay. Stand rental fees which have already been paid to the Organiser will be restored to the Exhibitor and the contract with the Organiser will be cancelled.

11.4

The Organiser has the right to cancel exhibitor participation at any time, and will reimburse any payment that has already been made prior to cancellation.

 

12. Sales

In general, exhibition goods may be sold at the Fair.

 

13. Exhibitor Passes (Badges)

13.1

A special pass is required for access to the exhibition site during the buildup, breakdown, and none opening hours.

13.2

For the use of the Exhibitor’s employees engaged in the set-up and breakdown of stand fittings, for its representatives and for use of its stand, the Exhibitor is issued with Exhibitor passes that are to be attached to outer clothing in a visible position at all times on the exhibition site. Exhibitor passes are valid during set-up, opening, and breakdown.

13.3

Exhibitor passes are issued free of charge for every stand on the basis of stand size.

13.4

These passes are not transferable. Improperly used passes will be withdrawn with no right of appeal.

 

14. Insurance Coverage

Each Exhibitor bears sole responsibility for insuring all stand furnishings and exhibits against burglary, theft, fire and water damage, and against damage incurred in transit to and from the Fair.

There is no collective insurance policy.

 

15. Conduct at the Fair

15.1

Every Exhibitor shares in the responsibility for the success of the Fair and should refrain from committing actions that may cause disturbance or hindrance to other Exhibitors.

15.2

It is the duty of every Exhibitor to cooperate in the prevention of theft.

15.3

It is strictly forbidden to bring any kind of weapon to the exhibition site.

 

16. Promotion

16.1

The inside surfaces of the Exhibitor’s stand may be used for promotion purposes, but only in relation to the exhibits placed on display.

16.2

The Organiser is entitled to issue regulations regarding the appearance of outer stand surface areas, taking into account the overall effect. Requests for the hanging of banners from the ceiling of the exhibition halls must be submitted to the relevant service provider. If approved, banners are subject to a surcharge in addition to the costs of the production and hanging of the banner by the service provider.

16.3

Outside the Exhibitor’s own stand area, it is not permitted to undertake promotional activities either on or in front of the exhibition site. This includes the use of persons for publicity purposes, as well as the distribution or posting up of advertising material such as leaflets, posters, stickers etc. in hall aisles, on the exhibition site, in the immediate vicinity of the exhibition site or on car parks used for the Fair. It is also not permitted to carry out surveys, tests, competitions, raffles and prize games outside the Exhibitor’s stand. The Organiser’s own survey questionnaires are excepted from this rule. 

16.4

Exhibitors and institutions are encouraged to organise their own promotional events. It is not permitted to hold receptions, lectures, press conferences, discussion events, etc. on the exhibition site without the written authorisation of the Organiser.

 

17. Non-Compliance with Terms & Conditions

17.1

The Organiser is entitled to exclude the Exhibitor from the Fair in the event of failure to comply with the stipulations of these Terms & Conditions (particularly breach of 'Technical Regulations') and of continued breach of Contract despite warnings. In particularly serious cases, this may also include exclusion from future fairs. This shall also apply if items are exhibited that are subject to court bans or if the Exhibitor or his employees have committed or encouraged punishable offences (such as theft or deliberate infringements of copyright).

17.2

Rather than ordering exclusion, the Organiser may impose a penalty amounting to 30 per cent of the stand rental fee. Participation in future fairs can be made conditional upon payment of any such penalty.

 

18. Place of Contractual Fulfillment, Court and Law of Jurisdiction 

The place of contractual fulfillment and exclusive court of jurisdiction for all disputes arising between Exhibitors and the Organiser is the Courts of the UAE. In cases of dispute, the laws of the UAE shall apply.