The Malta Boat Show Terms & Conditions

Terms and Conditions – Malta Boat Show 2024

1. Event Details

  • Event: Malta Boat Show
  • Dates: October 30, 2024 – November 3, 2024
  • Build-Up: October 23, 2024 – October 29, 2024
  • Break-Down: November 4, 2024 – November 5, 2024
  • Organizer: Yachting Malta Ltd.
  • Venue: Cospicua – Dock 1 Area

2. Event Description

  • The Malta Boat Show will showcase approximately 50 boats ranging from 5 to 30 meters, both afloat and ashore, including sailing and motorboats, monohull and multihull vessels, and boats with hard or semi-rigid hulls.
  • Service providers and equipment suppliers in the yachting and maritime sectors will also participate.

3. Payment Schedule

  • Upon Signature of Contract: 25%
  • By October 15, 2024: 40%
  • By October 30, 2024: 35%

4. Badge Quotas

  • Exhibitors: 1 badge per 10m² of exhibition space (stands, tents, etc.), with a maximum of 8 free badges.
  • Co-Exhibitors: 3 badges per co-exhibitor.

5. Specific Regulations

  1. Custody of Exhibited Goods: Exhibiting does not transfer custody of goods to the Organizer. The Exhibitor remains responsible for the displayed items at all times. The Exhibitor must ensure security and is liable for any damages to or caused by their goods.
  2. Terms of Participation: The contract between the Exhibitor and Organizer forms upon acceptance of the Exhibitor’s application. Participation is limited to entities in water-based recreational activities, boat building, and tourism industries. Foreign companies without a local agent may exhibit only with the Organizer’s permission.
  3. Admission Policy: The Organizer reserves the right to accept or reject applications based on available space and the event theme. Applications are accepted based on the consistency and balance of offerings.
  4. Equipment on Display: General Provisions: Exhibitors must insure their goods for the entire event duration. The Organizer will not be liable for damages or losses.

6. Provisions Specific to Boats

  1. Compliance with Regulations: Exhibitors must inform customers if boats or equipment do not comply with Maltese regulations.
  2. Exhibition Rules: Boats under 10 meters must be displayed on land unless permitted otherwise. Only one boat per hull model may be exhibited afloat.
  3. Importers and Boat Builders: Boat builders may only exhibit their own models; importers may exhibit foreign models with accreditation.

7. Utility Services

  • Exhibitors are responsible for requesting and paying for utility connections (electricity, water, telecommunications). Requests must be submitted within the Organizer’s specified time limits.

8. Exhibition Space Use & Cancellations

  1. Occupying Exhibition Space: Exhibitors must occupy their assigned space before the event starts. Failure to do so may result in reallocation without a refund. Exhibitors must maintain their boats until the event concludes.
  2. Cancellation by Exhibitor: No refunds will be issued if the Exhibitor cancels or does not occupy their space. The Organizer may reallocate the space to another exhibitor.

9. Safety Regulations

  1. Compliance and Inspection: All work on exhibition spaces must be completed by 3:00 PM the day before the event. Boats must comply with Transport Malta regulations and the safety standards enforced by the Organizer.
  2. Sanitation: The discharge of wastewater into the port is prohibited, and Exhibitors must arrange their own waste management.
  3. Departure of Boats Displayed in Water: Boats must vacate moorings by the date specified by the Organizer, or additional costs may apply.

10. Image Usage Rights

  • The Organizer may take photographs and videos of the event, including the Exhibitor’s staff and products. The Exhibitor must ensure all necessary permissions for promotional use.

11. Enforcement of Regulations

  • Violations of the terms may result in immediate exclusion without notice, and no refunds will be issued. The Organizer may seek damages.

12. Postponement & Cancellation

  1. Postponement: The Organizer may postpone the event for up to six months, with contracts carrying over. If postponed beyond six months, Exhibitors may request refunds.
  2. Cancellation: If canceled due to exceptional circumstances, Exhibitors will be refunded. If canceled due to insufficient participation, Exhibitors will also be refunded.

13. Conditions for Participation

  1. Exhibitor Categories: The Organizer determines the categories of Exhibitors and allowed products or services. Exhibitors must submit a list of brands they plan to promote.
  2. Admission Requirements: The Organizer may refuse participation if products do not align with the event’s purpose. Any additional elements added by Exhibitors must meet safety regulations.

14. Conditions for Exhibitors

  1. Access for Exhibitor Representatives/Employees: The Organizer reserves the right to refuse entry or expel Exhibitors for behavior that affects the show’s image, tranquility, or safety.
  2. Guest Passes and Paid Admission Tickets: Only tickets issued by the Organizer are valid for entry. Misuse will be prosecuted, and unused passes are non-refundable.
  3. Resale of Admission Tickets: Resale of tickets or badges is strictly prohibited.

15. Exhibition Space

  1. Space Allocation: The Organizer will create the floor plan and allocate exhibition spaces, taking Exhibitors’ preferences into account where possible. Changes in location may occur, and Exhibitors cannot terminate participation due to such modifications.
  2. Transfer and Sharing of Space: Exhibitors may not transfer, sublease, or share space without the Organizer’s written consent. Main Exhibitors are responsible for the conduct and compliance of Co-exhibitors.

16. Stands and Marquees

  1. Types of Stands/Marquees: The following options are available:
    • Type A: Counter
    • Type B: 4m x 4m Marquee
    • Type C: 6m x 6m Marquee
    • Type D: 8m x 8m Marquee
  2. Additional Stands/Marquees: Requests for additional stands/marquees must be agreed upon in advance with the Organizer.

17. Access to Exhibition Spaces

  1. Construction and Assembly: Access will be granted from the dates provided by the Organizer. Access will be restricted during the event and after its closure.
  2. Compliance with Safety: All personnel must follow safety regulations and any instructions from the Organizer’s representatives.

18. Set-up and Decoration of Exhibition Areas

  1. Decoration Responsibility: Exhibitors are responsible for the decoration of their areas, which must adhere to safety standards. The Organizer reserves the right to modify or remove non-conforming fixtures.
  2. Restoration of Space: Exhibitors must restore their allocated spaces to their original condition after the event. The Organizer is not responsible for any constructions made by the Exhibitor, and damage to the venue will be charged to the responsible Exhibitor.

19. Assembling and Dismantling Exhibition Space

  1. Deadlines for Assembly and Dismantling: The Organizer will provide schedules for these activities. Any failure by the Exhibitor to comply may result in penalties or the Organizer undertaking necessary work at the Exhibitor’s expense.
  2. Late Penalties: If the stand is not dismantled by the deadline, the Organizer may destroy the stand without reimbursing the Exhibitor.

20. Goods Transportation

  • Exhibitors are responsible for the transportation and receipt of their exhibition goods. Goods cannot be removed before the event concludes.

21. Cleaning Responsibilities

  • Stands must be cleaned and ready for inspection 30 minutes before the event opens each day. The Organizer will clean public areas and pathways.

22. Regulations for Promotion and Distribution

  1. Prohibited Promotions: Loud promotions and solicitations are prohibited.
  2. Distribution of Materials: Circulars, brochures, or any promotional material may only be distributed at the Exhibitor’s stand. Unauthorized distribution is forbidden.

23. Sponsorship

  1. Sponsorship Opportunities: Sponsorships for events organized by the Organizer are typically non-exclusive. If multiple Sponsors support the same event, their promotion will be proportional to their contributions.
  2. Event Features: The Organizer reserves the right to alter event features due to legal or organizational reasons.

24. Payment Terms

  1. Payments: Payments must be made according to the Participation Contract schedule. For late contracts, the first payment will cover amounts already due.
  2. Payment Deadlines: If no specific deadline is given, participation fees are due 30 days after the invoice date.

25. Exhibitor’s Third-Party Liability Insurance

  • Exhibitors must obtain insurance for third-party liability covering the financial consequences of damages to the venue or its management.

26. Comprehensive Insurance for Exhibitors

  • Comprehensive insurance must cover any loss or damage to goods owned by or under the responsibility of the Exhibitor or Co-exhibitors.

27. Organizer’s Liability

  1. Limited Liability: The Organizer cannot be held liable for damages resulting from force majeure or other circumstances beyond their control. The Organizer’s liability is limited to gross negligence or willful misconduct.
  2. Liability Cap: The maximum liability is limited to €15,000 plus the Exhibitor’s participation fee, excluding indirect damages.

28. Waivers of Recourse

  1. Waiver Against Venue Owner: Exhibitors waive any recourse against the venue owner or lessor for any material damage or non-material damage, including operational losses.
  2. Waiver Against Yachting Malta Ltd.: Exhibitors waive recourse against Yachting Malta Ltd., its insurers, and other Exhibitors for damages resulting from fire, explosion, or other causes.

29. Intellectual Property

  1. Exhibitor’s Warranties: Exhibitors warrant that they own the intellectual property rights of the goods, creations, and brands exhibited at the event.
  2. Authorization for Use: Exhibitors grant the Organizer the right to use images of their goods, brands, and creations in promotional materials.

30. Personal Data Processing

  1. GDPR Compliance: The Organizer processes personal data in compliance with GDPR regulations. The Exhibitor’s representatives may be contacted to facilitate participation.

31. Security

  1. Security Measures: Exhibitors must comply with all security measures set by the venue’s administrators and the Organizer.
  2. Surveillance: Exhibitors are responsible for supervising their exhibition space under the Organizer’s oversight.

32. Amendments to the Rules / Severability

  1. Organizer’s Authority: The Organizer may introduce new provisions as necessary for the effective operation of the event.
  2. Severability Clause: If any provision is invalidated, the remaining terms will remain in effect.

33. Limitation of Liability

  1. Direct Responsibility: The Organizer’s liability is limited to direct damages for which it is responsible.
  2. Exclusion from Liability: The Organizer shall not be liable for enforcing the provisions of these rules.

34. Disputes

  1. Dispute Resolution Process: Complaints must be submitted to the Organizer via registered letter or email before any legal action is taken.
  2. Governing Law and Jurisdiction: Maltese law exclusively governs the relationship between the Exhibitor and Organizer. The courts of Malta will have sole jurisdiction in case of disputes.