GENERAL CONDITIONS
CHAPTER 1: GENERAL PROVISIONS.
This regulation applies to all events organized by the OCBE. It is completed with a guide for exhibitors.
By signing the registration application, exhibitors accept all conditions, as well as any special or new circumstances imposed on them. They undertake to respect all current legal and regulatory provisions, including labor legislation.
EXPO INTERNATIONAL RD hereinafter referred to as «the Organizer» establishes only the location, duration, opening and closing hours of the event, the price of the stands, the price of tickets and the closing date for registrations. It only determines the categories of people or companies authorized to exhibit and/or visit the event, as well as the type of products or services presented.
The exclusive services of EXPO INTERNATIONAL RD are: fluids, security, shelter, telecommunications, charge management, heating and air conditioning, cleaning, reception, bar, catering and technical and audiovisual equipment rooms in conference rooms and amphitheaters. Companies approved by the organizer are the only ones authorized to perform equipment work and supplies as part of the event. The exhibitor will have to take charge of the material made available to him, under penalty of bearing the cost of replacing the damaged material.
All information regarding the details of an exhibitor’s participation in an event is provided in the Exhibitor Guide.
This guide contains, in particular, information for electricity, water, furniture, as well as guidelines for the development of stands and other useful addresses.
CHAPTER 2: REGISTRATION AND ADMISSION
The application for admission is made using the official form established by the organizer.
The organizer examines the applications and decides on admissions. Registration becomes effective only after written confirmation to the exhibitor or upon sending your invoice.
The organizer reserves the right to reject, temporarily or permanently, without giving a reason. No claims made by exhibitors or third parties regarding the admission or non-admission of houses or exhibitions will be accepted.
The organizer decides alone and as a last resort the admission of exhibitors and exhibition objects.
The exhibitor must inform the organizer of any element or event, which has occurred or has been revealed since its registration, and which may justify a review of its admission.
Furthermore, the organizer reserves the right to request, at any time, any additional information and, if necessary, to reform an admission decision made on misleading, erroneous or inaccurate information. The deposit paid then remains with the organizer, who reserves the right to further claim payment in full of the price.
Unless a derogation is granted by the organizer, groups can only be exhibited in collective stands if each company, member of the group, has been admitted individually and has agreed to pay the registration fees. The domiciliation of companies in a common stand is only possible from 18m2 and is subject to acceptance by the organizer.
The total amount of the participation fee for the event will be definitively accepted by the organizer after written confirmation to the exhibitor of its admission. Failure to pay the balance within the stipulated period results in the loss of the right to exhibit, leaving the deposit paid irrevocably vested in the organizer.
Furthermore, the organizer reserves the right to demand payment of the balance of the price due, despite the non-participation, for any reason, of the registered exhibitor. In the event that an exhibitor, for any reason, does not occupy their stand on the opening day of the event, or within the set-up period established by the organizer, they will be considered to have resigned and the organizer may have the exhibitor’s stand in non-payment without the latter being able to claim any refund or compensation, even if the stand is assigned to another exhibitor.
CHAPTER 3: LOCATION ASSIGNMENT
The organizer sets the event plan and distributes the locations.
Unless otherwise stipulated, registration does not confer any right to the enjoyment of a particular place.
In the constitution of the games and the allocation of places, the organizer endeavors to take into account the desire expressed by the exhibitors, the nature and interest of the articles or services they propose to present, the layout of the stand they plan install.
The organizer reserves the right to modify, whenever it considers it useful in the interest of the event, the design of the surfaces.
The organizer cannot be held responsible for slight differences that may be observed between the indicated dimensions and the actual dimensions of the location, nor any changes to the stand environment (modification of adjacent stands, reconfiguration of hallways) how and when registrations are recorded.
CHAPTER 4: INSTALLATION AND COMPLIANCE OF STANDS.
The exhibitor’s guide determines the deadline for the exhibitor, before the opening of the event, to proceed with the development of its stand and store there what it will need during the event.
The exhibitor must comply with the instructions of the organizer regarding the regulation of the entry and exit of goods, in particular with respect to the circulation of vehicles on the event site.
Exhibitors, or their managers, must have completed their installation by the dates and time limits established by the organizer. Once the dates and times have passed, no packaging, equipment, transportation, or external contractors will be able to continue, for any reason that may be detrimental to the exhibitor, to access, maintain, or remain at the event site.
Each exhibitor will be responsible for the transportation, reception, and shipping of their packages, as well as the recognition of their contents. All packages must be unpacked upon arrival. If exhibitors or their agents are not present to receive their packages, the organizer may store, unpack or reship them at the exhibitors’ expense and risk.
The installation of the stands must not, in any case, damage or modify the permanent installations of the exhibition site and must not affect the convenience or safety of other exhibitors and visitors.
The special decoration of the stands is in charge of the exhibitors and under their responsibility. In any case, it must be in accordance with the general decorations of the event, the visibility of neighboring stands and the possible stipulations of the specific regulations and/or the exhibitor’s guide on this point.
In closed exhibition spaces, all materials used, including curtains and carpets, must comply with the regulations, the organizer reserves the right at any time to remove or destroy any non-compliant equipment or installations.
The organizer also reserves the right to eliminate or modify those facilities that damage the general appearance of the event, interfere with neighboring exhibitors or visitors, or that do not conform to previously specific plans or projects. presented.
The exhibitor must be present at their stand during the visit of the security services and comply, throughout the event, with the security measures imposed by public authorities or by the organizer.
CHAPTER 5: OCCUPANCY AND ENJOYMENT OF STANDS.
It is expressly prohibited to assign, sublease or exchange, free of charge or for a fee, all or part of the location assigned by the organizer.
A menos que haya una autorización previa por escrito del organizador, el expositor no podrá presentar en su sitio otros materiales, productos o servicios que los que figuran en la solicitud de admisión y responder a la nomenclatura de productos o servicios establecida por organizador. A menos que se indique expresamente lo contrario, la presentación y oferta de equipos de segunda mano están estrictamente prohibidas.
The exhibitor may not, in any way, present products or services or advertise companies or contractors that are not exhibitors, except with the prior written authorization of the organizer.
Stands must remain immaculate throughout the event, cleaning of each stand, at the exhibitor’s expense, must be carried out every day and completed by the opening of the event to the public.
Bulk packaging, covers used during closing hours, objects not used for stand presentation, staff cloakroom must be kept out of sight of visitors. On the contrary, it is prohibited to leave the exhibitions covered during the opening hours of the event. The organizer reserves the right to remove what covers the objects without in any way being held responsible for any damage or loss that may result. Exhibitors and their staff must be well dressed and polite to visitors (not questioning the customer or crowding the stand) or other exhibitors.
As a general rule, the exhibitor should not nail or glue objects to the walls. The exhibitor should bear the cost of damages caused by his fault. He must refrain from storing materials such as: fuel, firearms, flammable substances, items and merchandise prohibited according to national or international law.
EXHIBITOR GUIDE
Name: (EXPO INTERNATIONAL RD)
Genre: Event open to the general public.
Objective: Create a great cultural and commercial event at an international level.
Participants:representatives of fashion, culture, agri-food, health, etc.
Period: Annual
Place of the event
SANSOUCI Exhibition Center
Santo Domingo Dominican Republic
Number of visitors and exhibitors
Number of expected visitors: 40,000
Number of exhibitors planned: 250
Exhibition area: More than 6.500 m2.
Times and dates
From Friday 26th to Sunday 28th September 2025.
Friday, May 26th from 11am to 11pm.
Saturday 27th and Sunday 28th September from 9.30am to 11pm
MOUNTING:
Stands will be set up only on Wednesday, September 24 and Thursday, September 25 from 8:00 a.m. to 11:00 p.m.
DISASSEMBLY:
The dismantling of the stands will only take place: On Monday, September 29 and Tuesday, September 30 from 8:00 a.m. to 11:00 p.m.
BAGES EXHIBITORS:
All exhibitors will be assigned a number of badges based on the surface area of their booth.
Example: (6 to 9m2 = 2 badges, 10 to 20m2 = 3 badges, 21 to 35m2 = 4 badges, etc.).
If you want additional credentials, you will need to request from your extranet space Warning, credentials must be requested by August 20, 2025
PROTECTION AND SECURITY:
The organizer takes care of the night guard of the event in the best possible conditions, but this is an obligation of means and not of results. Surveillance does not constitute individual supervision of each position.
We recommend that you strictly observe opening hours, protect your equipment and draw the attention of exhibitors to the increased risks of theft during the assembly and disassembly phases, especially the first night of dismantling.
WASTE:
Beyond 1 m3 of waste, the organizer reserves the right to charge the exhibitor’s participation in waste recycling.
Price per additional m3?
ELECTRICITY:
The equipped stands are delivered with a three-phase 3 KWh electrical box, the basic lighting, with 1 2-point lane for 6 m2 of surface.
For additional services, request them directly from your personal extranet space.
WATER:
To receive this service and find out the cost, request them directly from your personal space on the exhibitor’s extranet.
The basic service includes: water inlet (flexible pipe terminated by a male stopcock with a diameter of 15/21 mm), wastewater outlet (flexible pipe with a diameter of 40 mm).
PARKING:
Parking for exhibitors
The organization offers you a parking space for exhibitors throughout the fair, including set-up and take-down.
However, you can reserve additional parking spaces from the management.
Price: additional 20USD H.T./place for 3 days
CLEANING:
Cleaning of your stand is guaranteed the day before the opening of the show.
If you would like us to organize the cleaning of your stand during the 3 nights of the exhibition, you can make a request from your extranet space.
Fee: 4.00 USD H.T. the stand per m2 for the three nights
PLOT RECEIPT AND STORAGE:
The organization’s team can receive your deliveries if you are not present on site. These deliveries can only be made from Wednesday, September 22. Therefore, we ask that you complete the request for authorization to receive products found in the appendices of the guide, before September 1, 2025.
< Attention >
The team can receive your packages of up to 100kg each. We do not receive or unload packages weighing more than 100kg.
We will be able to store your empty packaging free of charge in a secure location for the duration of the event.
Within the limit of a total volume of 2m3.
Each packaging must be identified with the name of your company or its sign
HOSTESSES:
If you need hostesses, interpreters, etc.,
Do not hesitate to contact us to inform us of your needs, we collaborate with various agencies specialized in reception of salons and other types of events.
INSURANCE:
Civil liability insurance is included in the contract for each stand sold. For exhibitors who want to have complementary insurance, you can contact the company directly.
Neither the organizer nor the owner of the exhibition hall can be held responsible for damage to products, stands, tools, fire, theft or any other cause. During the stay in the building or its premises, the exhibitor must insure his equipment against all risks.
The management and owner of the exhibition hall cannot be held responsible for injuries sustained by an exhibitor or a member of their staff during their stay in the building and its premises.
TAGS:
The distribution of stickers is prohibited. Costs incurred to remove them from the floor, walls or other stands will be borne by the exhibitor.
FOOD:
Any distribution of food (popcorn and others) is prohibited at the Exhibition, unless there is special permission.
EXIT BONUS:
During the exhibition, no exhibit products may be transported out of the building without the exhibitor (manager or agent) having previously obtained an exit voucher. These vouchers will be available at the reception desk from 22 September 2025.
NOISE:
The exhibitor must respect visitors and fellow exhibitors. Any device that causes excessive noise is prohibited and will be removed from the exhibitor’s premises. Any exhibitor using a microphone to conduct a demonstration or animation session must provide a space of 8 feet (2.44 m) between the location where the entertainer is set up and the nearest Alley, from all sides.
YOUR STAND IN DETAILS:
- exact location and area of your stand.
- You can organize your booth according to your taste as long as it does not harm the theme of the show.
- Exhibitors wishing to make special installations or modifications or change the location of their stand are only authorized after validation by the program curator.
- You must bring your furniture and the necessary equipment for the exhibition. If you don’t have material to display, work on your images, your drawings and your photos… Work on the colors, the light, the plants… A stand is a showcase that should attract the visitor’s attention.
IMPORTANT TIPS:
- Exhibitors must occupy their booth and open it to the public for the duration of the show.
- The use of the badge is mandatory for the duration of the show.
- The supply of the stand is not authorized on the opening day of the show.
- If you want to offer pens, gadgets, promotional gifts in your name, now is the time… Think useful: Imagine the activity of your ideal prospect and visualize where the object that will be useful is located. Practical or simply always in sight.
- Please do not leave valuables at the stand outside opening hours.
- Once again, do not hesitate to contact the organizers for advice on setting up, organizing or presenting your stand: you will always find them at the organization’s stand.
PLANS
Low level
Top floor
