Terms and Conditions of the Exhibition organized in the frames of the 42nd Chess Olympiad

    1. The term “BCOOC” as used herein refers to the Baku Organizing Committee of the 42nd Chess Olympiad.
    2. The venue of the exhibition will be the Baku Crystal Hall, the Press Center area. The Exhibition dates are September 1st-14th 2016. The Exhibition is open every day from 1PM until 8PM. BCOOC reserves the right to make changes regarding the dates and times if deemed necessary. The exhibitor will be notified of such changes immediately.
    3. The demand for exhibition space must be made through the official application form available on the Olympiad’s official website www.bakuchessolympiad.com as soon as possible to ease organizers’ work and at the latest by July, 31st, 2016. BCOOC will make an effort to comply with exhibitors’ requests and maximize visitor traffic for all exhibitors. Exhibitors agree to accept a relocation if it becomes necessary or advisable. The decision whether relocation is necessary or advisable lies in the sole discretion of BCOOC.
    4. The booking of the area or a stand becomes binding once a confirmation and an invoice concerning the rental cost of the booth/stand have been sent to the exhibitor.
    5. Invoices are payable within 10 banking days. When making the transfer, the invoice number and exhibitor’s name must be indicated on the transfer form. All outstanding debts owed to the BCOOC must be paid prior to participation in the exhibition. If such debts remain unpaid at the time of the exhibition, BCOOC reserves the right to exclude the exhibitor from the exhibition.
    6. All cancellations must be made in writing and have to be confirmed by BCOOC. On cancellations received before 31st of July 2016, all payments, less a service charge of 50 % of the total cost, will be returned to the exhibitor. After this date, no refunds will be given.
    7. The installation and dismantling of the booth/stand may only be allowed during the specified times: Installation: August 30th-31st 2016 from 12 PM until 5 PM. Dismantling: Thursday, September 15th, 2016 from 9 AM until 5PM.  
    8. The exhibitor agrees to abide by all of BCOOC’s rules and regulations, including but not limited to, the rules of the exhibition facility and the fire and safety regulations. BCOOC reserves the right to deny participation in its programs and activities to individuals and organizations that violate its rules or whose participation, in BCOOC’s sole discretion is deemed detrimental to the interests and purposes of BCOOC.
    9. All exhibitors and its representatives who are planning to attend at Exhibition shall get through the BCOOC registration through the Olympiad’s official registration system. Once an exhibitor has filled the Exhibition application form, a private link will be sent to him by the Exhibition Director in order to allow him to fill in the information relative to his identity, ask for accommodation and inform the Organizers about his travel details. The registration and accreditation for the Exhibition participants is free of charge. The accreditation is personal, and non-transferable. For any subsequent changes the exhibitor has to inform BCOOC in advance. For any problems or questions relative to the accreditation, the exhibitors should contact the Accreditation Center in the Crystal Hall.
    10. The amount and/or value and/or assortment of all commercial goods to be imported by the Exhibitor shall be equal to the declared amount/values/assortment of goods in the Exhibitor’s Application Form.
    11. The Exhibitor agrees to pay all relevant customs fees (if any) for further retail sales during the Exhibition. The Exhibitor will be informed in advance by the Exhibition Director about the custom fees to be paid.
    12. The distribution of the promotional material of the Exhibitor will not be limited to the exhibitor‘s stand/booth.
    13. All materials and furniture are rented to the exhibitors only for the duration of the exhibition. In case of damage of any rented objects, BCOOC reserves the right to charge the exhibitor for the subsequent replacement or repairs.
    14. The Exhibitor bounds not to hold responsible BCOOC and its respective agents, other Exhibitors and employees from any loss, damage, liability, costs, attorney’s fees, or other prejudices, no matter of which nature, arising from the Exhibitor’s participation in the event, including but not limited to claims due to the injury, damage or loss to exhibitor’s displays, equipment and other property brought upon the premises of the exhibition facility, except for claims solely resulting from the gross negligence of BCOOC and/or the exhibition facility.
    15. The BCOOC and the Exhibitor will not be held responsible for the non-performance of their duties and will not be in default in respect of any obligation hereunder to the extent that the failure to perform their obligation(s) is due to a Natural Force Majeure Event: act of God (such as, but not limited to, fires, explosions, earthquakes, drought, tidal waves and floods); war, hostilities (whether war be declared or not), invasion, act of foreign enemies, mobilization, requisition, or embargo; rebellion, revolution, insurrection, or military or usurped power, or civil war;  riot, commotion, strikes,  lock outs or disorder.
    16. The Exhibitor accepts the jurisdiction of the Azerbaijani Republic for any disputes that may arise out of this protocol and terms and conditions stated here. The Azerbaijani law shall be applicable exclusively.
    17. BCOOC reserves the right to modify or supplement these terms and conditions if it is necessary to ensure the implementation and success of the exhibition.