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30th edition Warsaw - EXPO XXI
23rd October 2026

Rules for Exhibitors

1. General provisions, definitions.

1.1. These Regulations constitute the general terms and conditions of the agreement within the framework of the E-commerce Warsaw Expo organized by Infoguru spółka z ograniczoną odpowiedzialnością with its registered office in Poznań.

1.2. Terms used in this document capitalized shall have the following meaning:

  • 1.2.1. Organizer – Infoguru spółka z ograniczoną odpowiedzialnością with its registered office in Poznań (postal code 60-478), ul. Truskawiecka 13, entered into the Register of Entrepreneurs under KRS number 0000452046, whose registration files are kept by the District Court Poznań Nowe Miasto i Wilda in Poznań, VIII Commercial Division of the National Court Register, using the tax identification number (NIP) 7811883511 and REGON number 302360360; E-mail address: hello@ecommercewarsaw.com,
  • 1.2.2. Fair – the E-commerce Warsaw Expo organized by the Organizer, which will take place in Warsaw at the EXPO XXI premises on October 23, 2026;
  • 1.2.3. Regulations – this document constituting a standard agreement within the meaning of Art. 384 § 1 of the Civil Code (KC);
  • 1.2.4. Exhibitor – a natural person, a legal person, or an organizational unit without legal personality that conducts economic activity related to electronic commerce, including in particular consisting in the provision of services by electronic means, whose offer is directed to entities operating online stores or which, as part of its economic activity, operates or intends to start operating an online store or other online sales platform, or whose offer is directed to entities operating online stores or other sales platforms;
  • 1.2.5. Hall – the space within EXPO XXI where the Fair will take place;
  • 1.2.6. Stand - the exhibition space (the floor area of the Hall) made available together with equipment within a given Exhibition Package.
  • 1.2.7. Agreement – the agreement concluded on the terms specified in the Regulations between the Organizer and the Exhibitor, defining the rights and obligations of the Organizer and the Exhibitor;
  • 1.2.8. Fair Website – the website made available by the Organizer on the Internet at the address https://ecommercewarsaw.com/, enabling, among other things, the conclusion of the Agreement between the Organizer and the Exhibitor;
  • 1.2.9. Price List - the list published on the Fair Website containing current fees related to registration and participation in the Fair, all prices given in the Price List are specified in net amounts (excluding 23% VAT);
  • 1.2.10. Registration fee - a non-refundable fee in the net amount of PLN 1,500.00 (unless otherwise specified in the Price List) covering the Organizer's remuneration for activities related to the registration of the Exhibitor in the Fair system, the detailed scope of services covered by the fee is specified in the Regulations;
  • 1.2.11. Branding fee - a fee partially refundable in cases specified in the Regulations in the net amount of PLN 1,000.00 (unless otherwise specified in the Price List), covering the Organizer's remuneration for services related to the promotion and advertising of the Exhibitor in connection with their registration and participation in the Fair, the detailed scope of services covered by the fee is specified in the Regulations;
  • 1.2.12. Space fee - the fee specified in the Price List for the use of the exhibition space in the Hall along with equipment and other services, the detailed scope of services covered by the fee is specified in the Regulations;
  • 1.2.13. Exhibition Package - any of the packages defined in points 1.2.14 - 1.2.18 below.
  • 1.2.14. "Light" Exhibition Package - a package consisting of services related to the registration of the Exhibitor, promotional and advertising services, and for the use during the Fair of the exhibition space designated by the Organizer as the Light Zone,
  • 1.2.15. "Standard" Exhibition Package - a package consisting of services related to the registration of the Exhibitor, promotional and advertising services, and for the use during the Fair of the exhibition space designated by the Organizer as the Standard Zone,
  • 1.2.16. "HOT" Exhibition Package - a package consisting of services related to the registration of the Exhibitor, promotional and advertising services, and for the use during the Fair of the exhibition space designated by the Organizer as the HOT Zone;
  • 1.2.17. "Super HOT" Exhibition Package - a package consisting of services related to the registration of the Exhibitor, promotional and advertising services, and for the use during the Fair of the exhibition space designated by the Organizer as the Super HOT Zone;
  • 1.2.18. "ULTRA" Exhibition Package - a package consisting of services related to the registration of the Exhibitor, promotional and advertising services, and for the use during the Fair of the exhibition space designated by the Organizer as the ULTRA Zone;
  • 1.2.19. "Grand" Exhibition Package - a package consisting of services related to the registration of the Exhibitor, promotional and advertising services, and for the use during the Fair of the exhibition space designated by the Organizer as the Grand Zone;
  • 1.2.20. "Networking" Exhibition Package - a package consisting of services related to the registration of the Exhibitor, promotional and advertising services, and for the use during the Fair of the exhibition space designated by the Organizer as the Networking Zone;

2. Services of the Organizer.

2.1. The Organizer provides Exhibitors, on the terms specified in the Regulations, with Exhibition Packages in the category selected by the Exhibitor, on the terms specified in the Regulations. The Organizer offers the following categories of Exhibition Packages: "Light" Package, "Standard" Package, "Hot" Package, "Super-HOT" Package, "Ultra" Package, "Grand" Package, "Networking" Package.

2.2. Within the "Light", "Standard", "Hot", "Super-Hot", "Ultra" Exhibition Packages, the Organizer enables the Exhibitor to use the Stand for the duration of the Fair, which includes:

  • 2.2.1. 6m2 (six square meters) of the Hall floor area (measuring 3 m x 2 m);
  • 2.2.2. the possibility of ordering one table with a diameter of at least 70 cm and 2 (two) chairs, which will be placed on the surface referred to in point 2.2.1.;
  • 2.2.3. the possibility of placing roll-ups prepared by the Exhibitor or an advertising wall with a base width of no more than 3 m (three meters) on the surface referred to in point 2.2.1. The height of the stand structure may not exceed 2.5 m (two and a half meters), subject however to the provisions of point 7.1 of the Regulations. For stands located directly against the wall of the Hall, a higher structure is allowed, it may not exceed 3.5 m (three and a half meters). The stand may be built-up – in the absence of a different consent expressed in writing by the Organizer – only on one side of the surface referred to in point 2.2.1.
  • 2.2.4. access to a power connection with a maximum power of 300 W (voltage 230 V);

2.3. Within the "Grand" Exhibition Package, the Organizer enables the Exhibitor to use the Stand for the duration of the Fair, which includes:

  • 2.3.1. the Hall floor area (measuring 4 m x 6 m);
  • 2.3.2. the possibility of ordering one table with a diameter of at least 70 cm and 2 (two) chairs, which will be placed on the surface referred to in point 2.3.1.;
  • 2.3.3. the possibility of placing roll-ups prepared by the Exhibitor or an advertising wall with a base width of no more than 6 m (six meters) on the surface referred to in point 2.3.1., the height of the stand structure may not exceed 2.5 m (two and a half meters), subject however to the provisions of point 7.1 of the Regulations. For stands located directly against the wall of the Hall, a higher structure is allowed, it may not exceed 3.5 m (three and a half meters). The stand may be built-up - on 3 sides;
  • 2.3.4. access to a power connection with a maximum power of 2000 W (voltage 230 V);
  • 2.3.5. the possibility of placing other promotional materials or the Exhibitor's furniture constituting the equipment of the Stand on the surface referred to in point 2.3.1.

2.4. Within the "Networking" Exhibition Package, the Organizer enables the Exhibitor to use the Stand for the duration of the Fair, which includes:

  • 2.4.1. the Hall floor area (measuring 15 m x 12 m);
  • 2.4.2. the possibility of ordering pallet tables (5 pieces), branded seating cubes (30 pieces) or cubes (15 pieces) and deckchairs (15 pieces) as well as branded pots (14 pieces), which will be placed on the surface referred to in point 2.4.1.;
  • 2.4.3. the possibility of placing structures prepared by the Exhibitor and attractions for Fair Participants on the surface referred to in point 2.4.1. (the Exhibitor is obliged to submit the zone arrangement plan to the Organizer for approval at least 3 weeks before the Fair).
  • 2.4.4. access to a power connection with a maximum power of 2000 W (voltage 230 V);
  • 2.4.5. the possibility of placing other promotional materials or the Exhibitor's furniture constituting the equipment of the Stand on the surface referred to in point 2.4.1.

2.5. The Organizer has the right to modify the layout plan of the Stands within the Hall made no later than 7 days before the day of the Fair - in particular, to relocate individual Stands and change the numbering of the Stands, if such change is dictated by reasons of Visitor comfort or safety reasons. Modifications referred to in point 2.5 will not involve a change in the category of Exhibition Packages. The Organizer will make efforts to ensure that the modification referred to in point 2.5 above does not affect the display of the Exhibitor's Stand and does not weaken the promotional and marketing effect, which will be assessed by the Organizer. The modification does not constitute grounds for demanding a reduction of the Contractor's remuneration, nor for termination of or withdrawal from the Agreement.

2.6. Within the Exhibition Packages, the Organizer enables the Exhibitor to use the services specified in points 10.1 and 10.2 of the Regulations.

3. Conclusion of the Agreement with the Organizer.

3.1. The conclusion of the Agreement with the Organizer, the subject of which is the use of one or more Stands during the Fair, takes place in documentary form.

3.2. The condition for the conclusion of the Agreement is:

  • 3.2.1. Selection by the Exhibitor of at least one Exhibition Package, whereby the selection of the Exhibition Package is made by the Exhibitor using the functionality made available by the Organizer within the Fair Website,
  • 3.2.2. providing data necessary to complete the registration form,
  • 3.2.3. payment in full of the Organizer's remuneration covered by the proforma invoice referred to in point 4.5 of the Regulations.

3.3. The Agreement is concluded upon confirmation of its conclusion by the Organizer. Confirmation takes place by sending a message with appropriate content to the Exhibitor's e-mail address provided during registration.

4. Remuneration.

4.1. The Exhibitor is obliged to pay the Organizer a remuneration constituting the sum of the products of the number of Exhibition Packages selected by the Exhibitor and the rates assigned to them, specified in the Price List.

4.2. The Exhibitor informs that the prices of the Exhibition Packages depend on the price tranche within which the Exhibitor concludes the Agreement, according to the principle that the later the Agreement is concluded, the higher the price. The Exhibitor foresees a minimum of 4 (four) price tranches. Price changes do not apply to Agreements concluded before the announcement of the changes to the price list on the Fair Website.

4.3. The total remuneration of the Organizer - the price of the Exhibition Package consists of the Registration Fee, the Branding Fee, and the Space Fee.

4.4. The Organizer will send a proforma invoice to the Exhibitor's email address provided during registration.

4.5. The Exhibitor is obliged to make the payment of the remuneration to the Organizer's account specified on the proforma invoice within 3 (three) days from the date of receipt of the proforma invoice.

4.6. In the absence of payment of the total remuneration due to the Organizer within the time limit referred to in point 4.5, the Agreement is not concluded, unless the Organizer and the Exhibitor agree otherwise.

4.7. The date of payment shall be the date of crediting the Organizer's bank account.

4.8. VAT invoices and proforma invoices will be drawn up in electronic form and sent as a file in PDF format to the e-mail address provided by the Exhibitor.

4.9. An Exhibitor who has not made a timely payment of the total remuneration due to the Organizer is entitled to re-conclude the Agreement with the Organizer, however, exclusively in subsequent price tranches. Provided that if they concluded the Agreement in the last price tranche, they are entitled to re-conclude it in the same tranche.

5. Termination of the Agreement.

5.1. Each Exhibitor may, without giving any reason, terminate the Agreement in writing without notice.

5.2. In the event of termination of the Agreement by the Exhibitor no later than 75 days before the scheduled date of the Fair, the Organizer will refund to the Exhibitor 100% of the paid Space Fee and a part of the Branding Fee proportionally to the ratio: the number of days from the date of conclusion of the Agreement to the date of its termination to the number of days from the date of conclusion of the Agreement to the day of the Fair. The Registration Fee is non-refundable.

5.3. In the event of termination of the Agreement by the Exhibitor in the period between the 74th day and the 45th day before the scheduled date of the Fair, the Organizer will refund to the Exhibitor 50% of the paid Space Fee (retaining the remaining 50% as a handling fee) and a part of the Branding Fee proportionally to the ratio: the number of days from the date of conclusion of the Agreement to the date of its termination to the number of days from the date of conclusion of the Agreement to the day of the Fair. The Registration Fee is non-refundable.

5.4. In the event of termination of the Agreement by the Exhibitor in the period between the 44th day and the 22nd day before the scheduled date of the Fair, the Organizer will refund to the Exhibitor 25% of the paid Space Fee (retaining the remaining 75% as a handling fee) and a part of the Branding Fee proportionally to the ratio: the number of days from the date of conclusion of the Agreement to the date of its termination to the number of days from the date of conclusion of the Agreement to the day of the Fair. The Registration Fee is non-refundable.

5.5. In the event of termination of the Agreement by the Exhibitor less than 21 days before the scheduled date of the Fair, the Organizer does not refund the paid Space Fee (retaining 100% as a handling fee), but returns only a part of the Branding Fee proportionally to the ratio: the number of days from the date of conclusion of the Agreement to the date of its termination to the number of days from the date of conclusion of the Agreement to the day of the Fair. The Registration Fee is non-refundable.

5.6. The Organizer reserves the right to cancel the Fair due to an insufficient number of participants.

5.7. The Organizer reserves the right to cancel or change the date of the Fair for reasons beyond its control, in particular due to reasons caused by force majeure or a state of epidemiological threat, a state of epidemic, or other similar state, including in connection with the introduction of a state of emergency and compliance with recommendations or obligations related thereto. In the event of a change in the date of the Fair, a new date will be set no later than 14 months from the original date. In the event of a change in the date of the Fair, the Exhibitor shall not be entitled to any claims against the Organizer.

5.8. The Exhibitor will be notified of the cancellation or change of the date of the Fair by sending an e-mail to the address provided by the Exhibitor. In the event of cancellation of the Fair, the Agreement is automatically terminated, and the Exhibitor, subject to the provisions of point 5.10, is entitled to a claim for a refund of the Space Fee and a part of the Branding Fee proportionally to the ratio: the number of days from the date of conclusion of the Agreement to the date of its termination to the number of days from the date of conclusion of the Agreement to the day of the Fair. The Registration Fee is non-refundable.

5.9. In the event of cancellation of the Fair for reasons specified in point 5.7 of the Regulations, the Organizer's liability resulting from Art. 495 §1 and §2 of the Civil Code is excluded; however, at the choice of the Exhibitor made by e-mail within 7 days from the date of the e-mail notification of cancellation:

  • 5.9.1. the Agreement is terminated, and the Organizer will refund to the Exhibitor 60% of the paid Space Fee (retaining the remaining 40% as a handling fee) and a part of the Branding Fee proportionally to the ratio: the number of days from the date of conclusion of the Agreement to the date of its termination to the number of days from the date of conclusion of the Agreement to the day of the Fair; The Registration Fee is non-refundable;

or

  • 5.9.2. the Exhibitor will participate in the next edition of the Fair, with the paid fees credited towards participation in the next edition and upon payment of an additional amount constituting 10% of the paid fees.

5.10. In the absence of timely notification as referred to in point 5.10 of the Regulations, it is considered that the Exhibitor will participate in the next edition of the Fair on the terms specified in point 5.9.2 of the Regulations.

5.11. The Organizer reserves the right to terminate the Agreement with immediate effect if, in the sole discretion of the Organizer, the activity conducted by the Exhibitor does not fall within the scope of the activity referred to in point 1.2.4 of the Regulations. In such a case, the Organizer will inform the Exhibitor about the termination of the Agreement by sending an e-mail to the address provided by the Exhibitor in connection with the registration via the Fair Website, and the Exhibitor is entitled to a claim for a full refund of the paid remuneration.

5.12. In the event of a change in the date of the Fair, the time limits referred to in points 5.2-5.5 above are calculated in relation to the originally scheduled date of the Fair.

6. Liability of the Organizer.

6.1. The compensatory liability of the Organizer for non-performance or improper performance of the Agreement is limited to the widest extent permitted by law, with the proviso that liability for actual damage suffered by the Exhibitor is limited to the net amount of the Space Fee paid by the Exhibitor.

6.2. The Organizer is not liable for lost profits.

6.3. The Organizer is not liable for damages caused to the Exhibitor by other Exhibitors or by other third parties.

6.4. In particular, the Organizer is not liable for items left by the Exhibitor in the Hall, including in particular on the territory of the Stand, including for their loss or damage.

7. Conditions for using the Stand and other obligations of the Exhibitor.

7.1. The Exhibitor may not use the Stand in a manner inconsistent with its intended purpose, including in particular: they may not use devices with a total power consumption greater than the power of the electricity connection made available within the Stand at the same time, place a roll-up or an advertising wall with dimensions larger than specified for a given category of Exhibition Package. The wall of the Stand adjacent to the neighboring Stand may not be higher than 2.5 m and must be aesthetically finished on the side of the neighboring stand (only in a uniform color - black or white).

7.2. For the purpose of arranging the Stand, the Organizer makes the Stand available to the Exhibitor from 16:00 on the day preceding the Fair.

7.3. The Exhibitor may not begin dismantling the Stand before 17:00 on the day of the Fair.

7.4. The Exhibitor may use any number of Light, Standard, Hot, Super-Hot, Ultra Exhibition Packages.

7.5. The Exhibitor may use one Exhibition Package solely for the purpose of promoting one product (good or service), whereby promoting shall be understood as presenting a commercial offer regarding the good or service; one product or service shall also be understood as a group of products or services offered by the Exhibitor under one brand (a trademark constituting a distinguishing mark).

7.6. After the end of the Fair, the Exhibitor is obliged to dismantle the Stand and remove from the exhibition space and the Hall on the day of the Fair, by 20:00, all items brought into the Hall by them or persons authorized by them and leave the Stand empty, i.e., cleared of items that were not made available by the Organizer.

7.7 In the event of items referred to in point 7.6 remaining (made available by the Organizer) on the Stand or in any other place in the Hall, the Organizer will remove these items at the expense of the Exhibitor and hand them over for storage at the expense and risk of the Exhibitor.

7.8. Any activity of the Exhibitor during the Fair, including in particular promotional and marketing activity, should take place exclusively on the territory of the Exhibitor's Stand. Conducting any promotional and marketing activity outside the territory of the Exhibitor's Stand is possible exclusively on the basis of a separate agreement with the Organizer.

7.9. After the end of the Fair, the Exhibitor is obliged to return all items made available by the Organizer, in particular those constituting the equipment of the Stand, in a condition not deteriorated beyond wear and tear resulting from proper use.

7.10. The Exhibitor is obliged to comply with the safety regulations specifying in particular the rules for maintaining fire or sanitary safety, the content of which will be made available to the Exhibitor no later than 14 days before the day of the Fair – this provision of the Regulations is necessary due to the rules of cooperation between the Organizer and the owner of the Hall and possible guidelines of GIS (Chief Sanitary Inspectorate) and Sanepid (Sanitary-Epidemiological Station).

8. Public participation.

8.1. The Exhibitor accepts that public participation in the Fair may be subject to restrictions of a legal nature.

8.2. Public participation in the Fair, depending on the will of the Organizer, may be paid or free of charge. The Organizer has full freedom in deciding on payment, including its introduction or cancellation.

8.3. In the case of paid public participation, the Exhibitor will receive 15 free VIP tickets.

9. Contractual penalties.

9.1. In the event of a breach by the Exhibitor of the provisions of point 7.1 of the Regulations, the Exhibitor shall pay the Organizer, upon its first request, a contractual penalty in the amount of PLN 5,000.00 for each single breach.

9.2. In the event of a breach by the Exhibitor of the provisions of point 7.3 of the Regulations, the Exhibitor shall pay the Organizer, upon its first request, a contractual penalty in the amount of PLN 3,000.00 for each single breach.

9.3. In the event of a breach by the Exhibitor of the provisions of point 7.5 of the Regulations, the Exhibitor shall pay the Organizer, upon its first request, a contractual penalty in the amount of PLN 5,000.00 for each single breach (for each additionally promoted product), whereby the Exhibitor may release themselves from the obligation to pay the contractual penalty if, before the day on which the Fair takes place: they notify the Organizer of their desire to promote an additional commercial brand and pay to the Organizer, for each additionally promoted product or service within the meaning of point 7.5 of the Regulations, a fee in the amount constituting 75% of the total of previously paid Fees: Registration, Branding, and Space.

9.4. In the event of a breach by the Exhibitor of the provisions of point 7.6 of the Regulations, the Exhibitor shall pay the Organizer, upon its first request, a contractual penalty in the amount of PLN 500.00 net for each commenced hour of delay from 20:00 to 22:00 on the day of the Fair, and in the amount of PLN 1,000.00 net for each commenced hour of delay from 22:00 on the day of the Fair.

9.5. In the event of a breach by the Exhibitor of the provisions of point 7.8 of the Regulations, the Exhibitor shall pay the Organizer, upon its first request, a contractual penalty in the amount of PLN 2,000.00 for each single breach.

9.6. In the event of a breach by the Exhibitor of the provisions of point 7.10 of the Regulations, the Exhibitor shall pay the Organizer, upon its first request, a contractual penalty in the amount of PLN 1,000.00 for each single breach.

9.7. The Organizer reserves the right to claim compensation in an amount exceeding the amount of contractual penalties.

10. Advertising, marketing, account manager services, registration.

10.1. Within the Registration Fee, after the conclusion of the Agreement, the Organizer:

  • immediately registers the Exhibitor in the EXPO CRM system;
  • enables contact with an account manager in any matter related to the Agreement or the Fair

10.2. After the conclusion of the Agreement, within the Branding Fee, the Organizer:

  • 10.2.1. grants the Exhibitor a territorially unrestricted license for the period from the date of conclusion of the Agreement to 30 days after the date of the Fair to use the trademark "E-commerce Warsaw Expo" for the purpose of promoting the Exhibitor's participation in the Fair, in all media, in particular in the press, radio, television, in broadcasts directed to the general users of the Internet by any means of communication in the network, in e-mail messages;
  • 10.2.2. makes available to the Exhibitor within the Fair Website, from the date of conclusion of the Agreement to 7 days after the date of the Fair, an Exhibitor profile available to users of the Fair Website; the Exhibitor undertakes to complete the profile with all data required by the Organizer, including in particular to place a logo, information about the conducted activity within the profile, as well as to prepare and place within the profile information about a special offer for the Fair public.

10.3. The Organizer reserves the right not to make the Exhibitor's profile available to users of the Fair Website if the Exhibitor fails to perform any of the obligations referred to in point 10.2.2.

10.4. Data placed by the Exhibitor within the profile, i.e., name, logo, and description of activity, will be presented by the Organizer in the Virtual Exhibitor Catalog available within the Fair Website. The Organizer may also prepare printed materials, such as a trade fair catalog. For logistical reasons, in the event of editing the description, logo, or company name less than 14 days before the date of the event, these changes may not be visible in printed materials.

10.5. Upon conclusion of the Agreement, the Exhibitor grants the Organizer a royalty-free, territorially unrestricted license for the period from the day of conclusion of the Agreement to December 31, 2030, to use the materials placed within the Exhibitor's profile for the purpose of promoting the Fair, including its subsequent editions, in the mass media, including in particular in the press, radio, television, within the Fair Website, in messages directed to the general users of the Internet network by any means of transmission within this network, in e-mail messages, as well as for the purpose of promoting the Organizer's activity in the scope described above.

11. Final provisions.

11.1. Any disputes between the Exhibitors and the Organizer will be resolved amicably, and in the event of failure to reach an agreement, the dispute will be resolved by the common court competent for the registered office of the Organizer.

11.2. The Exhibitor declares that the Agreement is of a professional nature for them within the meaning of Art. 385(5) of the Civil Code (KC).

11.3. The Regulations shall enter into force on May 12, 2026.

11.4. The Organizer reserves the right to amend the Regulations, provided that the amended Regulations will apply to Agreements concluded before the entry into force of the amendments, provided that the Exhibitor expresses their consent.

11.5. Amendments to the Regulations shall enter into force on the date of their announcement on the Fair Website.