These General Terms and Conditions of Lease and Co-exhibition shall be applied and supplement all contracts for co-exhibition by which the Croatian National Tourist Board enables the other contracting party (hereinafter referred to as: the “Co-exhibitor”) to participate in tourism and similar trade fairs by leasing portions of the Croatian National Tourist Board’s booth.
- Co-exhibitor Application Process
Application for each fair is conducted via an application form. Submitting the signed and authenticated application form constitutes the conclusion of the co-exhibition contract. Along with the application form (contract), applicants need to submit a signed copy of the General Terms and Conditions of Co-exhibition. Any application (contract) shall be deemed invalid without a properly completed application form and signed General Terms and Conditions of Co-exhibition.
The website of the Croatian National Tourist Board, https://www.htz.hr/en-GB, provides a list of trade fairs, along with the total lease and setup costs, which are regularly updated. Applications are accepted year-round, or until all available spaces are allocated.
If the Co-exhibitor is applying for more than one fair, it is sufficient to send only one copy of the signed General Terms and Conditions of Co-exhibition. The contract is deemed concluded once the Croatian National Tourist Board (CNTB) sends the Co-exhibitor a notice of acceptance of the application submitted electronically by the Co-exhibitor. The Co-exhibitor shall also deliver an original copy of the application form to the CNTB.
CNTB retains the right to reject applications from Co-exhibitors not directly affiliated with tourism or which have not met their obligations to CNTB or the tourism board system.
The exact number of available co-exhibitor positions will be known after receiving the booth dimensions from the trade fair organizer and creating the booth layout for each respective fair. CNTB will make every effort, subject to its resources, to provide co-exhibitor positions to all confirmed co-exhibitors. If unable to do so, CNTB will prioritize based on the chronology of applications.
If space is limited, CNTB will generally give precedence to applications received first.
CNTB reserves the right to cancel the co-exhibition without indemnifying the Co-exhibitor if it is subsequently found that there are circumstances under which the co-exhibition could damage the reputation of Croatian tourism (e.g., if the Co-exhibitor violates regulations or fails to meet the agreed obligations within the specified deadlines, etc.) or if the Co-exhibitor is experiencing financial difficulties. In the stated scenario, CNTB shall proceed as if the Co-exhibitor has voluntarily withdrawn from the co-exhibition.
In cases where local tourist boards, with an annual commercial overnight stay tally of less than 1,000,000, apply as Co-exhibitors, they must furnish consent from the regional tourist board (county tourist board) for their participation in the fair upon acceptance of the General Terms and Conditions of Co-exhibition.
- Withdrawal by the Co-exhibitor
The Co-exhibitor may withdraw their application or lease of part of the booth after the Croatian National Tourist Board has confirmed the acceptance of said application under the following conditions:
- should the Co-exhibitor withdraw from the co-exhibition between the time of acceptance of the application by the CNTB and three months prior to the fair, they shall pay a lump sum compensation fee to the Croatian National Tourist Board amounting to 50% of the total lease and setup costs for their part of the booth
- should the Co-exhibitor decide to withdraw from attending the fair within a period of less than three months before the start of the fair, they shall be liable to pay a lump sum compensation fee in the full amount (100%) of the booth lease and setup costs for their part of the booth, except in cases of force majeure. In addition to severe natural disasters and similar calamities, force majeure shall be understood to include bankruptcy, as well as severe illness of the signatory to the contract, if up to two individuals are employed by the Co-exhibitor and no alternative representative is available for the trade fair appearance.
By signing the Application Form (Contract) and the General Terms and Conditions of Co-exhibition, the Co-exhibitor agrees to settle the co-exhibition costs related to the lease and setup for the assigned co-exhibition position upon receipt of an invoice for the co-exhibition costs.
- Change of Allocated Space and Co-exhibitor’s Position
For the purpose of improving booth quality, CNTB reserves the right to make modifications to the booth layout, alter the shape, or adjust the position of the space allocated to the Co-exhibitor at any time.
CNTB reserves the right to define the co-exhibition space. When determining the positions of Co-exhibitors within the booth, CNTB will primarily consider regional affiliation and the order of receipt of applications, but may also employ alternative criteria aimed at enhancing the presentation quality of Croatian tourism, which the Co-exhibitor agrees to by signing the General Terms and Conditions.
- Sublease of Co-exhibitor Space
The Co-exhibitor has the right to sublease their space at the Croatian National Tourist Board’s booth.
The Co-exhibitor shall notify CNTB about their sub-lessees at the earliest opportunity, and no later than two months before the start of the fair.
CNTB will engage in communication solely with the contract signatory, who will be responsible for communicating with their partners (sub-lessees).
- Entry Passes for Co-exhibitors
CNTB will furnish the Co-exhibitor with one official entry pass for the fair, or multiple passes if permitted by the fair organizer.
Details regarding pass collection will be communicated to the Co-exhibitor. In cases where the booth manager is tasked with delivering physical passes, they will be provided to the Co-exhibitor no later than the day prior to the commencement of the fair. Additional passes can be purchased by the Co-exhibitor at their own expense one day before the start of the fair.
- Official Fair Catalogue
The fair organizer issues an official catalogue in digital and/or printed format. CNTB shall provide the fair organizer with information to be included in the fair catalogue – details specified by the organizer and completed by Co-exhibitors in the application form (contract). The cost of entry into the catalogue for Co-exhibitors shall be borne by CNTB. CNTB shall bear no liability for inaccurate information, errors, or omissions provided in the application form for the purposes of entry into the catalogue.
CNTB shall provide all interested sub-lessees of Co-exhibitors with the opportunity to enter their information into the official catalogue, but upon request and at the expense of the Co-exhibitor. Requests for additional entries in the catalogue are exclusively permitted during the fair application process. If additional information cannot be entered into the catalogue due to restrictions imposed by the Organizer, CNTB assumes no liability.
- Price for Leasing a Portion of the Booth, Its Setup, and Payment Terms
After the conclusion of the trade fair appearance, the Co-exhibitor shall be exclusively liable for paying the lease fees and proportional setup expenses for the space to the Croatian National Tourist Board, regardless of whether they opted to sublease part of the space.
CNTB shall issue an invoice to the Co-exhibitor for the co-exhibition costs (lease and setup). Payment for the co-exhibition costs is due within 30 days from the invoice/statement date; failure to comply will result in CNTB applying late payment interest and resorting to forced collection.
Co-exhibitors shall pay the total invoice amount in the official currency of the Republic of Croatia, and the conversion from other currencies shall be based on the Croatian National Bank’s middle exchange rate on the date of the invoice.
- Booth Design, Booth Handover
CNTB will enlist a technical contractor to ensure that the entire exhibition space is uniformly constructed, adhering to all established visual communication standards of Croatian tourism. CNTB is responsible for coordinating the booth design, and the Co-exhibitor shall not have the right to decide on the overall booth design (design project solution) but is required to conform to the visual identity approved by CNTB.
The Co-exhibitor is required to provide their company logo, link for the QR code, and photo for the co-exhibition space according to the technical specifications outlined in the application form (contract).
In the event that the Co-exhibitor has a sub-lessee, they may, under special circumstances, submit the sub-lessee’s company logo alongside their own logo. CNTB will prepare (assemble) the two logos in the required format and send them to the Co-exhibitor for approval.
Unlike the logo, the graphics at the co-exhibition space permit the application of only one QR code.
CNTB agrees that the technical contractor shall construct the exhibition space for each trade show on a “turnkey” basis, adhering to the accepted conceptual and execution project documentation and professional standards, ensuring the completion of the exhibition space and handover the day before the event opening.
No additional promotional structures (e.g., roll-up systems or similar) may be placed on the leased co-exhibitor space.
- Co-exhibitor Briefing
CNTB shall furnish Co-exhibitors with pertinent information regarding the trade show (standardized content) and a draft booth layout along with graphic designs for individual co-exhibitors no later than one week before the commencement of the trade show.
- One Day Before the Start of the Trade Fair – Passes, Booth Setup, Material Arrangement
The setup of the booth takes place the day before the start of the fair, typically in the morning. The representative of the Co-exhibitor shall arrive one day before the trade fair (arrival time must be coordinated with the booth manager) to take over their part of the booth (arrange and check their promotional materials), ensuring that everything is in order with their section of the booth.
Should anything be inconsistent with the approved final layout for the Co-exhibitor’s space, it must be promptly reported to the booth manager, and necessary adjustments, feasible but appropriate, should be coordinated with the technical contractor.
The booth manager or the authorized representative of CNTB is tasked with ensuring the high-quality and accurate construction of the booth according to the final design approved by CNTB.
- Co-exhibitor Staff
The Co-exhibitor shall have representative(s) who will be present at the booth throughout the duration of the trade fair and arrive punctually. Should a Co-exhibitor need to temporarily vacate the booth, they are required to inform the manager (specifying the departure and return times) to enable the manager to provide accurate information to visitors in case of inquiries.
If a Co-exhibitor subleases their space, it is imperative to ensure that the number of individuals present at the booth simultaneously matches the number stipulated in the contract to prevent unnecessary overcrowding.
It is the responsibility of the Co-exhibitor to ensure staffing (throughout the entire duration of the trade fair) for their designated area and to cover all expenses related to this staffing.
Attention should be paid to the professional presentation of the Co-exhibitor, including business communication and attire.
- Use of Representative Material, Storage and Other Space at the Booth
Business partners and booth visitors are not permitted to enter the kitchen/storage area or leave their belongings there; instead, they should communicate their needs to the designated stand personnal.
The Co-exhibitor is solely permitted to utilize the leased exhibition space. The VIP area is not accessible to Co-exhibitors. In instances where their own space is insufficient, Co-exhibitors, as well as other Croatian tourism professionals, are permitted to use meeting tables in the CNTB’s section of the booth only with the manager’s approval and solely for business purposes. Should any Co-exhibitor relinquish a portion of their workspace, they shall not be entitled to reclaim the furniture from that area.
- Additional Content and Layout of the Co-exhibitor’s Space
It is the Co-exhibitor’s responsibility to oversee additional content on their segment of the booth (if proposed by them), ensuring compatibility with other Co-exhibitors’ content and obtaining prior approval from CNTB. If the a additional content (e.g., music, food and beverage tastings, etc.) is subject to potential regulation by the organizer, the Co-exhibitor must inform CNTB and seek approval, while also notifying the organizer within the timeframe and manner prescribed by the organizer for such content.
In the event that a Co-exhibitor needs additional equipment or services for their section of the booth (such as laptops, tablets, internet access), they shall independently arrange this directly with the trade fair organizer or technical contractor (for special connections) and inform the contact person at CNTB.
- The Competent Court in Zagreb Shall Have Jurisdiction to Settle Any Disputes
In the event of any disputes, the parties will seek an amicable resolution, and if such resolution is not achievable, the competent court in Zagreb shall have jurisdiction.
The National Croatian Tourist Board reserves the right to amend any specific provision of these Terms and Conditions, should it be deemed necessary and justified over time.
The signatories of the Co-exhibition Contract are bound by all rules and regulations in force as of the date of signing.
- GDPR
In accordance with the General Data Protection Regulation (GDPR), which came into effect on 25 May 2018, we are obligated to inform you about the processing of personal data for the purposes of application and exhibition at the booth.
We collect and process the following data: name, surname, phone number, and email address.
The data in question will be used for the following purposes
- registration of co-exhibitors,
- communication between co-exhibitors related to co-exhibition activities,
CNTB will use the collected data for its own purposes, but it will also be used by other co-exhibitors.
The co-exhibitor acknowledges that the booth at which they are exhibiting is publicly accessible and may be photographed for public information purposes. Therefore, the co-exhibitor must inform their employees or external contractors engaged in co-exhibition activities of this fact.
The Croatian National Tourist Board shall process the collected data lawfully, fairly, and transparently with respect to the applicant and will not further process the data in a manner that is incompatible with that purpose. The data will not be disclosed to a third party not involved in the trade fair for which the application is submitted, without the explicit consent of the applicant.
Personal data shall be retained until the expiration of the statute of limitations for obligations arising from the contract for which the data is collected, after which it shall be permanently deleted. However, certain data regarding service fees shall be retained in accordance with tax and accounting regulations.
Further details regarding the processing of personal data and the exercise of your rights can be found at the following link: https://www.htz.hr/en-GB/privacy-policy .
Please consult the website of the respective trade fair or their Privacy Policy for details on the processing of data collected for inclusion in the catalogue (in English or in the language of the country where the trade fair is held).
In acceptance of the rights and obligations set forth in these General Terms and Conditions, they are hereby signed and stamped by the Co-exhibitor’s authorized signatory.