These General Terms and Conditions (“Terms”) govern all offers, contracts, orders and services provided by Stand Expo SRL to its clients. By submitting a Purchase Order or signing a contract, the Client confirms acceptance of these Terms in full. In the event of conflict between these Terms and any individual contract, the individual contract shall prevail.

1. Definitions

In these Terms the following definitions apply:

“Stand Expo” / “Contractor”	Stand Expo SRL, CIF RO14683132, J2002004807401, 20 Ramuri Tei Street, Sector 2, 020355 Bucharest, Romania.
“Client” / “Customer”	The company or individual that places an order or signs a contract with Stand Expo.
“Contract”	The written agreement between Stand Expo and the Client, which incorporates these Terms. Where no separate contract is signed, the Purchase Order accepted by Stand Expo constitutes the Contract.
“Purchase Order”	A written order submitted by the Client accepting Stand Expo’s offer, including all specifications, prices and timelines set out therein.
“Works”	The design, production, transport, installation, dismantling and any other services specified in the Contract.
“Event”	The trade fair, exhibition or event at which the stand is to be installed.
“Organiser”	The entity responsible for organizing and managing the Event and the exhibition venue.
“Brand Assets”	Artwork, graphics, logos, text, photographs and any other content supplied by the Client for incorporation into the Works.

2. Offers and Acceptance

2.1 All offers made by Stand Expo are valid for 14 calendar days from the date of issue, unless a different validity period is stated in the offer document.

2.2 An offer is accepted, and a binding Contract is formed, when the Client submits a signed Purchase Order or a written acceptance of the offer, by email. Verbal acceptances are not binding.

2.3 Where no individual contract is signed by both parties, the Purchase Order accepted by Stand Expo constitutes the entire Contract and these Terms are incorporated by reference.

2.4 Any Client request to modify the scope, specifications or timeline must be submitted in writing before the Purchase Order is placed. Changes requested after the Contract is formed are subject to clause 5 (Variations).

2.5 Stand Expo reserves the right to decline any order at its sole discretion without providing reasons, provided no Purchase Order has yet been accepted.

3. Intellectual Property and Design Rights

3.1 All designs, drawings, 3D renders, concepts, prototypes, technical documentation and creative materials produced by Stand Expo remain the exclusive intellectual property of Stand Expo and are protected by copyright, regardless of whether the Works are ultimately executed.

3.2 The Client may not copy, reproduce, modify, share, publish or transfer any Stand Expo design or material — in whole or in part — without the prior written consent of Stand Expo.

3.3 Upon full payment of all amounts due under the Contract, Stand Expo grants the Client a non-exclusive, non-transferable licence to use the final, delivered stand designs solely for the purposes of the Event specified in the Contract.

3.4 The Client warrants that all Brand Assets supplied to Stand Expo are owned by the Client or that the Client holds all necessary licences and permissions for their use. The Client indemnifies Stand Expo against any third-party claims arising from Brand Assets.

3.5 Stand Expo reserves the right to photograph, film and publish images of completed stands for its own portfolio, website, social media and marketing materials, unless the Client provides written objection prior to the Event.

4. Payment Terms

4.1 Payment shall be made in accordance with the schedule set out in the Contract or invoice. In the absence of a specific schedule, the default payment terms are:

50% of the total Contract value due upon signing the Contract or submitting the Purchase Order;
50% balance due no later than 10 calendar days before the opening day of the Event.

4.2 All invoices are payable in the currency stated on the invoice by bank transfer to the account details provided by Stand Expo.

4.3 If the Client fails to make any payment by the due date, Stand Expo may charge late payment penalties at a rate of 0.5% of the outstanding amount per calendar day of delay, calculated from the due date until full payment is received. The amount of penalties may exceed the outstanding principal amount. Payments shall first be applied to the penalties and subsequently to the remaining outstanding principal.

4.4 Stand Expo reserves the right to suspend work, withhold delivery or decline to begin installation if any outstanding payment is overdue. Stand Expo shall not be liable for any delays or losses arising from such suspension.

4.5 All prices are exclusive of VAT and any other applicable taxes unless explicitly stated otherwise. VAT and other taxes shall be charged in addition at the applicable rate.

4.6 Bank charges and transfer fees are the sole responsibility of the Client. Payments must be received net of all charges.

5. Variations and Additional Works

5.1 Any change to the agreed scope of Works — including additions, reductions, design amendments or specification changes — must be requested by the Client in writing.

5.2 Stand Expo will evaluate the variation request and provide a written quotation for any additional cost and any impact on the project timeline. Work on the variation shall not commence until the Client has approved the quotation in writing, by email.

5.3 Variations approved after production has commenced may incur additional charges reflecting wasted materials, rework and extended labor.

5.4 Stand Expo may issue a variation order where changes are required due to Organizer regulations, venue constraints or circumstances beyond Stand Expo’s control. Such variations will be documented and agreed with the Client as promptly as practicable.

6. Client BRAND ASSETS and Design Approvals

6.1 The Client is responsible for providing all Brand Assets in the format, resolution and by the deadline specified by Stand Expo. Stand Expo accepts no liability for print or production defects arising from Brand Assets supplied in incorrect formats or below the required quality.

6.2 Stand Expo will submit designs and proofs for Client approval. The Client must provide written approval or written feedback within the timeframe specified. Failure to respond within the specified timeframe shall be deemed approval of the submitted design.

6.3 Once the Client has provided written design approval, any subsequent changes to the approved design requested by the Client will be treated as a variation under clause 5 and may incur additional charges.

6.4 Stand Expo is not liable for errors, omissions or quality issues in the final Works that are directly attributable to approved Brand Assets or approved designs.

7. Stand Expo’s Obligations

7.1 Stand Expo undertakes to execute the Works with professional care, using qualified personnel and high-quality materials suitable for exhibition use.

7.2 Stand Expo will comply with all applicable regulations imposed by the Event Organiser and the venue, to the extent that such regulations are communicated to Stand Expo in advance.

7.3 Stand Expo will maintain the confidentiality of all information received from the Client in connection with the Contract and will not disclose it to third parties without the Client’s prior written consent, except as required by law or as necessary to engage sub-contractors for the performance of the Works.

7.4 Stand Expo may engage sub-contractors to perform part or all of the Works. Stand Expo remains responsible to the Client for the quality and timely delivery of all sub-contracted Works.

7.5 Stand Expo will inform the Client promptly of any circumstances that may affect the delivery timeline or the quality of the Works.

8. Client’s Obligations

8.1 The Client shall pay the full value of the accepted project in accordance with the payment terms set out in the firm order, Contract or invoices issued by Stand Expo. Payment obligations are independent of any disputes relating to third parties or the Event.

8.2 The Client must provide Stand Expo with all information, approvals, Brand Assets and access necessary for Stand Expo to execute the Works on time. Delays caused by the Client’s failure to provide required information or approvals shall not be the responsibility of Stand Expo.

8.3 The Client is solely responsible for arranging and paying all costs relating to the Event participation space, including but not limited to: stand space rental, Organizer fees, utilities, cleaning, security, parking and accreditation.

8.4 The Client must ensure that the allocated stand space is accessible to Stand Expo’s team during the agreed installation and dismantling periods. Any additional costs arising from restricted or delayed access are the Client’s responsibility.

8.5 Upon handover of the completed stand by Stand Expo, the Client assumes full responsibility for the stand structure and all its components. The Client must treat the stand with reasonable care and ensure it is used in accordance with its intended purpose.

8.6 The Client must notify Stand Expo of any damage or defect observed at the time of handover. Defects not reported at handover will be presumed to have occurred after delivery.

9. Cancellation by the Client

9.1 The Client may cancel the Contract by written notice to Stand Expo. Cancellation charges apply as follows, calculated from the date Stand Expo receives written notice of cancellation to the opening day of the Event:

Notice period before Event opening	Cancellation charge (% of total Contract value)
More than 50 calendar days before opening	25%
35 to 50 calendar days before opening	50%
Fewer than 20 calendar days before opening	100%

9.2 Cancellation charges reflect costs already incurred by Stand Expo including design work, material procurement, sub-contractor commitments and allocated labor. These charges are agreed by the parties as a genuine pre-estimate of Stand Expo’s losses.

9.3 Any amounts already paid by the Client at the time of cancellation will be offset against the cancellation charge. Where the cancellation charge exceeds amounts already paid, the Client must pay the balance within 14 days of the cancellation notice.

10. Event Cancellation or Postponement by the Organiser

10.1 If the Event is cancelled, postponed or significantly changed by the Organizer for reasons beyond the control of either party, Stand Expo and the Client will negotiate in good faith to agree a fair and equitable outcome.

10.2 In the event of Organizer cancellation, Stand Expo will charge only for costs actually and demonstrably incurred up to the date of cancellation (including materials purchased, design work completed and sub-contractor commitments that cannot be reversed). Stand Expo will make reasonable efforts to mitigate costs upon receiving notice of cancellation.

10.3 If the Event is postponed to a new date agreed by both parties, the Contract will be extended to the new date with adjusted timelines. Any additional costs arising from the postponement (e.g. storage of materials, re-scheduling of labour) will be agreed in writing.

10.4 Stand Expo is not responsible for the Organiser’s decision to cancel or postpone the Event and cannot guarantee refunds from third-party suppliers in the event of such cancellation.

11. Delivery, Installation and Handover

11.1 Stand Expo will endeavor to complete installation by the date agreed in the Contract. Delivery and installation timelines are subject to the Client’s timely fulfilment of its obligations under clause 8.

11.2 Handover of the completed stand takes place at the Event venue. The Client or an authorized representative must be present at the agreed handover time to inspect and sign off the Handover and Acceptance Protocol.

11.3 If the Client or their representative is not present at the agreed handover time, the Works shall be deemed accepted without defect after 2 hours, unless Stand Expo is notified of specific objections in writing within that period.

11.4 Minor snag items identified at handover that do not prevent use of the stand will be rectified by Stand Expo as soon as practicable before the Event opens, subject to access and time constraints.

12. Dismantling and Stand Components

12.1 Unless otherwise agreed in writing, Stand Expo is responsible for dismantling and removing the stand structure following the close of the Event, within the period permitted by the Organizer.

12.2 Stand components, structures and materials supplied by Stand Expo remain the property of Stand Expo unless otherwise stated in the Contract.

12.3 The Client must ensure that all personal items, products and Client-owned property are removed from the stand before the dismantling period begins. Stand Expo is not liable for any Client property left at the venue after the Event.

12.4 Any damage to the stand structure during the Event caused by the Client, the Client’s staff, guests or contractors will be assessed and invoiced to the Client at Stand Expo’s standard repair rates.

13. Limitation of Liability

13.1 Stand Expo’s total liability to the Client under or in connection with any Contract, whether in contract, tort (including negligence), breach of statutory duty or otherwise, shall not exceed the total value of the Contract to which the claim relates.

13.2 Stand Expo shall not be liable for any indirect, consequential, special or punitive losses, including but not limited to: loss of profit, loss of revenue, loss of business opportunity, loss of anticipated savings, damage to reputation, or any losses arising from the Client’s participation at the Event.

13.3 Nothing in these Terms limits or excludes liability for death or personal injury caused by Stand Expo’s negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot be limited or excluded by applicable law.

13.4 Stand Expo is not liable for any failure or delay in performance caused by circumstances outside its reasonable control, including but not limited to: acts of God, fire, flood, extreme weather, pandemic, war, strikes, Organizer decisions, venue access restrictions or supplier failures (see also clause 14).

14. Force Majeure

14.1 Neither party shall be in breach of the Contract or liable for any delay or failure to perform its obligations to the extent that such delay or failure results from a Force Majeure Event — meaning any event beyond the reasonable control of the affected party, including acts of God, pandemic, war, civil unrest, government action, strikes, fire, flood or Organiser decisions.

14.2 The party affected by a Force Majeure Event must notify the other party in writing as soon as reasonably practicable, and no later than 5 business days after the Force Majeure Event begins, describing the nature of the event and its expected duration.

14.3 The affected party must take all reasonable steps to mitigate the effects of the Force Majeure Event and resume performance as soon as the circumstances allow.

14.4 If a Force Majeure Event prevents performance for more than 30 consecutive days, either party may terminate the Contract by written notice. In such case, Stand Expo shall be entitled to payment for all work completed and costs incurred up to the date of termination.

15. Confidentiality

15.1 Each party agrees to keep confidential all information received from the other party in connection with the Contract that is marked as confidential or that a reasonable person would consider confidential, including but not limited to: pricing, designs, business strategies, client lists and technical know-how.

15.2 The confidentiality obligation does not apply to information that is or becomes publicly available through no fault of the receiving party, or that the receiving party is required to disclose by law or by a competent authority.

15.3 This confidentiality obligation survives termination or expiry of the Contract for a period of 3 years.

16. Termination for Cause

16.1 Either party may terminate the Contract immediately by written notice if the other party: (a) commits a material breach of the Contract that is not remedied within 14 days of written notice requiring remedy; or (b) becomes insolvent, enters administration, is subject to a winding-up order or ceases to trade.

16.2 If Stand Expo terminates the Contract due to the Client’s material breach or insolvency, Stand Expo is entitled to payment for all work completed, materials purchased and costs incurred to the date of termination, plus the applicable cancellation charge under clause 9.

16.3 If the Client terminates the Contract due to Stand Expo’s material breach, the Client is entitled to a refund of amounts paid minus the value of Works actually and properly completed up to the date of termination.

17. Governing Law and Dispute Resolution

17.1 These Terms and any Contract formed under them are governed by and construed in accordance with Romanian law.

17.2 The parties will attempt to resolve any dispute arising out of or in connection with the Contract through good-faith negotiation in the first instance. Either party may escalate a dispute by notifying the other in writing.

17.3 If a dispute cannot be resolved through negotiation within 30 days of written notice, it shall be submitted to the competent courts at Stand Expo’s registered office, in Bucharest, Romania.

17.4 Nothing in this clause prevents either party from seeking emergency injunctive or other interim relief from a court of competent jurisdiction.

18. General Provisions

18.1 Entire Agreement. The Contract (including these Terms) constitutes the entire agreement between the parties in relation to its subject matter and supersedes all prior representations, agreements and understandings.

18.2 Amendments. No amendment to these Terms or any Contract shall be binding unless made in writing and signed by authorized representatives of both parties.

18.3 Waiver. A failure or delay by either party to exercise any right or remedy under these Terms does not constitute a waiver of that right or remedy, nor does it prevent or restrict future exercise of that right or remedy.

18.4 Severability. If any clause or part of a clause in these Terms is found by a competent court to be invalid, illegal or unenforceable, it shall be deemed modified to the minimum extent necessary to make it enforceable. The remaining clauses shall continue in full force and effect.

18.5 Notices. All formal notices under the Contract must be in writing and delivered by email (with read receipt or confirmation of delivery) or by registered post to the addresses stated in the Contract or Purchase Order.

18.6 Relationship. Nothing in these Terms creates a partnership, joint venture, agency or employment relationship between the parties.

19. Contact

For all enquiries relating to these Terms or any Contract, please contact Stand Expo at:

Stand Expo SRL

Registration: CIF RO14683132 | J2002004807401

Address: 20 Ramuri Tei Street, Sector 2, 020355 Bucharest, Romania

Telephone: +40 726 247 393

Email: office@standexpo.ro

Website: www.standexpo.ro

These General Terms and Conditions are effective as of the version date shown above. Stand Expo reserves the right to update these Terms. The version in force at the time of the Purchase Order or Contract signing shall apply to that Contract.

These General Terms and Conditions constitute an integral part of the Contract, are accepted by the Client, and do not require the Client’s written approval.