For the purposes of these Terms & Conditions, the following definitions apply:
1. Organizer – Fotoforma store (Fotoforma Drwięga Sp.K., ul. Andersa 21, 00-159 Warsaw, NIP: 5252736068).
2. Exhibitor – a natural person, legal entity, or organizational unit that has booked exhibition space and paid the proforma invoice.
3. Festival (Event) – the "Fotoforma Festival" trade fair held at PGE Narodowy in Warsaw.
4. Stand – exhibition space separated and paid for by the Exhibitor.
1. The Festival takes place on October 5-6, 2026, with opening hours for visitors: 09:00 – 18:00.
2. Assembly day: October 4, 2026. Assembly work on the stands may begin from 12:00.
3. Disassembly time: Disassembly of the stands takes place after the Festival ends on October 6, 2026, and must be strictly completed by 24:00.
1. The necessary condition for participating in the Festival is correctly filling out the reservation form provided by the Organizer and paying the proforma invoice.
2. The Stand reservation is considered guaranteed only when the payment of the proforma invoice is credited. Failure to pay on time equals resignation from the Stand and results in immediate cancellation of the reservation.
3. Mandatory registration fee is 249 EUR net. This fee covers administrative and technical costs, including, but not limited to: Wi-Fi access, a pool of exhibitor badges for staff, and publication of Exhibitor information (along with represented brand logos) on the official Festival website.
4. Exhibition space pricing: Price per 1 m² depends on the time of order placement and proforma invoice payment. The "Early Bird" promotional period lasts until July 31, 2026 inclusive. From September 1, 2026, "Regular" prices apply.
1. The basic reservation form allows the selection of technical services, such as power connection of a specific capacity and dedicated wired internet access (RJ45).
2. Other additional services (e.g., table rental, chairs, lunch packages) will be collected via a separate form no earlier than 2 months and no later than 1 week before the Event starts. Failure to complete this form within the designated timeframe is treated as the Exhibitor's resignation from any additional options.
3. Any custom options and constructions beyond the scope of the forms must be individually consulted and approved by the Organizer's representatives at: [email protected] and [email protected].
4. The final invoice will be issued up to 7 days after the Event concludes. Any potential costs of additional options ultimately ordered by the Exhibitor will be added to it.
1. The Exhibitor is obliged to maintain cleanliness at the Stand during and after the Event.
2. All waste and rubbish generated during assembly (October 4) must be removed and moved to containers indicated by the Organizer before the Festival begins.
3. In the event of leaving an uncleaned Stand after assembly or disassembly, the Organizer will commission cleaning to a third party and charge the Exhibitor a contractual penalty of 350 EUR net.
1. It is forbidden to bring and use flammable, explosive, or chemical materials on the Event premises, as well as those posing a direct threat to life and health.
2. Exhibitors are subject to a strict ban on the use of smoke machines, fog machines, and pyrotechnic effects, due to the rigorous fire safety regulations of PGE Narodowy.
3. For gross violation of safety rules or creating a threat during the Event, the Organizer has the right to impose a financial penalty on the Exhibitor proportional to the damages caused or the costs of emergency services intervention, and in extreme cases, order immediate departure from the Festival grounds without the right to a refund.
1. There is a ban on playing music and verbal-musical works on the stands unless there is a clear need resulting from the specificity of the presented equipment.
2. In the case of public performance of works protected by copyright, the Exhibitor is absolutely required to have an appropriate license agreement with the relevant collective management organization (e.g., ZAiKS, STOART, ZPAV) and to pay the relevant fees.
3. The Exhibitor bears sole responsibility for the infringement of copyrights and related rights. At the request of the Organizer or authorized authorities, the Exhibitor is obliged to present the appropriate license.
1. The Organizer is not responsible for the theft, loss, destruction, or damage to the Exhibitor's property, equipment, and furnishings resulting from negligent securing, leaving them unattended, or actions by third parties.
2. It is recommended that the Exhibitor concludes a third-party liability (OC) insurance policy and insures the property brought onto the Event premises on their own.
1. Sending the reservation form means full acceptance of these Terms & Conditions.
2. The Organizer reserves the right to make changes to these Terms & Conditions at any time due to organizational, technical, or legal reasons. Exhibitors will be informed about significant changes electronically.
3. In matters not covered by these Terms & Conditions, the relevant provisions of Polish law apply, in particular the provisions of the Civil Code, as well as the internal regulations and guidelines of the PGE Narodowy facility.
4. Any disputes arising from the implementation of these Terms & Conditions, which cannot be resolved amicably, will be considered through civil proceedings by a common court locally competent for the Organizer's headquarters.
