KLOKGEBOUW PARTICIPANT CONTRACT DUTCH DESIGN WEEK 2016

Transcription

1 KLOKGEBOUW PARTICIPANT CONTRACT DUTCH DESIGN WEEK 2016 Dutch Design Week (hereinafter to be called DDW) is organised by the Dutch Design Foundation (hereinafter to be called DDF and/or Organisation). 1/7 1. Participation Participation in DDW 2016 is open to: Designers, agencies, studios and collectives; Design labels and companies active in the field of design; Education, knowledge institutes and cultural institutions; Hospitality, providing the planned activities have a link with design. 1.1 The participant provides the requested details through the DDW online application. The participant is responsible for the accuracy and truth of the details provided. 1.2 The participant can participate in multiple events. The following types of events can take place during DDW: Exhibitions, (product) presentations and demonstrations; Lectures, seminars, network meetings and workshops; (Product) launches, kick-offs and award ceremonies. 1.3 Registration for participation is possible until 30 June 2016, 23:59 hours. 1.4 Participation complies with the criteria stated in clause 2 of this contract. 2. Participation criteria 2.1 Submissions are assessed by the selection committee. Its task is to select participants and contributions that meet the following criteria: The registration is design related. The registration is contemporary (thought up, created or made in the period ) and not previously on show at DDW. The registration is innovative and/or adds to existing ideas. The registration is well considered, thought through and ready for presentation. The registration is in both idea and execution original and distinctive, or experimental. The selection committee encourages registrations that stem from a cooperation between designers, commerce, experts, industry and /or knowledge institutes. 3. Participation procedure 3.1 Participation is possible upon own initiative. 3.2 A potential participant can register through the DDW online application with the concept for the event(s), background and motivation. 3.3 After approval by the selection committee DDW can be participated in. 3.4 The accepted participant provides all relevant information about the event(s) that is required for the promotional publications through the DDW online application (also see clause 9). 3.5 The accepted participant contacts the DDF organisation when, following approval by the selection committee, a change takes place in the participation; and in the sense that in any way whatsoever a participation is entered with a third party, or that there is a change in the number of participants. 4. Assessment procedure 4.1 The selection committee assesses the submission based on the criteria set (see clause 2.1). 4.2 Within 4 weeks of the date of registration the participant will receive notification regarding the outcome of the assessment. Dutch design foundation Strijp-S Torenallee BD Eindhoven P.O. Box KA Eindhoven +31 (0)

2 4.3 The selection committee retains the right to refuse participants. 4.4 The decision of the selection committee is binding. No correspondence can be entered into regarding the decision. 5. Cost of participation 5.1 After approval the participants are categorised by the DDF organisation, as described below in clause No correspondence can be entered into regarding the categorisation. 5.3 The cost of participation is dependent on the type of participant and type of event (see clause 1.2): An activity is a registration of one or two half days; such as lectures, seminars, kick-offs: Activity Participant Medium Cost 375 (excl. VAT), providing entry to the activity is free. Activity Participant Large Cost 750 (excl. VAT), by invitation or with purchasable tickets. 2/7 An exhibition is a registration for 9 days: Exhibition Participant Small Solo Cost 150 (excl. VAT), exhibition by a single designer. Exhibition Participant Small Duo Cost 300 (excl. VAT), exhibition by two designers. Exhibition Participant Medium Cost 375 (excl. VAT), exhibition of 3 to 6 designers, or an organisation with 3 to 6 employees (and a single free registration of an activity that supports the exhibition). Exhibition Participant Large Cost 750 (excl. VAT), exhibition of 7 to 14 designers, or an organisation with 7 to 14 employees (and a single free registration of an activity that supports the exhibition). Or an exhibition by educational, knowledge and cultural institutes (and a single free registration of an activity that supports the exhibition). Exhibition Participant X Large Cost 1500 (excl. VAT), exhibition of 15 to 29 designers, or an organisation with 15 to 29 employees (and a single free registration of an activity that supports the exhibition). Exhibition Participant XX Large Cost 3000 (excl. VAT), exhibition of 30+ designers, or an organisation with 30+ employees (and a single free registration of an activity that supports the exhibition). Registration Partnership Request This cooperation between the participant and the DDF organisation does not only include DDW but also the year programme for the DDF organisation, with the participant s logo being used throughout the cooperation in all of the DDF organisation s communications. Both the content and the costs of a partnership are recorded in writing for each individual case. Registrations for a "Partnership Request can take place through: ddwrequest@dutchdesignfoundation.com Registration (Pop-up) hospitality event Cost 750 (excl. VAT), providing the planned activities have a link with design.

3 6. Payment of participation costs 6.1 After digital acceptance by the participant of the DDW participation contract a request for payment is sent (draft invoice) by to the participant. Included in this message is the request for the online payment of the participation contribution. This payment must have been made within 14 days of sending the , and credited to the DDF bank account. Immediately after receipt of the digital payment the participant will receive the digital invoice. 6.2 If the payment has not been credited within 14 days by online payment, or if the participant does not wish to pay online, the DDF organisation will send the invoice, for which administration costs of excl. VAT will be charged. This invoice has a payment term of 10 days. All invoices will be sent digitally by . Invoices will not be sent by post. 6.3 If the owed amount is not received within the term of payment, as stated in clauses 6.1 and 6.2, in the DDF organisation s bank account, the DDF organisation retains the right to exclude the participant from all promotional communication. 3/7 7. Cancellation by participant 7.1 In the case that a participant cancels their participation, the participant owes the following cancellation fee: For cancellation up until 31 August 2016: 50% of the participation cost; For cancellation on or after 1 September 2016: 100% of the participation cost. 7.2 If the DDF organisation is not notified of the cancellation, the participant will be charged an additional 500 for each DDW day (22 until 30 October 2016), with a maximum of 9 days and a sum of maximum 4, The provisions in the clauses 7.1 and 7.2 are not applicable if the participant is faced with force majeure as defined in the Civil Code, through which (timely) cancellation was not possible. If the participant is of the opinion that force majeure has occurred, this must be communicated to the DDF organisation as quickly as possible. The DDF organisation will explain to the participant, motivated, if it is of the opinion that force majeure is applicable in this case and for this reason the costs indicated in clauses 7.1 or 7.2 do not need to be paid. 8. Cancellation of design event In the event of force majeure, the DDF organisation can decide to cancel DDW The participant will be informed of this. The DDF organisation cannot be held accountable for any losses suffered or to be suffered. 9. Publication 9.1 The participant must ensure that all relevant information about the event(s) has been submitted before 1 August 2016 via the DDW online application. If this is not the case, the DDF organisation reserves the right to exclude the participant from promotional communication. 9.2 If a participant changes a location after 1 August 2016, the participant will be charged 500 for each DDW day (22 until 30 October 2016), with a maximum of 9 days and a sum of maximum 4,500, unless in the event of force majeure as indicated in clause The participant agrees that the DDF organisation is free to use the images and details supplied for participation for publicity and other promotional communication. 9.4 No consultations will occur about publicity with the participant with regard to the participating products. 9.5 Participant indemnifies the DDF organisation against any claims from third parties with regard to the publication of submitted images and details. 9.6 Participants keep the DDF communication department: marloes@dutchdesignfoundation.com informed as much as possible of their own communication activities. 9.7 The DDF organisation takes care of the promotion, communication and coordinating organisation of the entire design event.

4 10. Promotion 10.1 Approximately 2 weeks before commencement of DDW the participant will receive an invitation to come to the DDF office to collect the promotional materials. Participant ensures the distribution of these prior to and during DDW Participants printed matter will not be distributed by the DDF organisation. 11. Use of logo 11.1 From the moment of approval for participation until six months after the end of DDW 2016 accepted participants are permitted to use the DDW participant logo in printed matter and online Participants are obliged to observe the house rules according to the specifications published by the DDF organisation The participant has the option of linking their own website to the DDW website using the DDW participant logo with the ddw.nl hyperlink In the case of refusal or if participation was not given approval by the selection committee, the DDW participant logo may not be used. 4/7 12. Insurance and liability 12.1 The DDW participant declares not to infringe any third parties rights by participation: copyright, trade mark rights, model or other rights The participation and products must comply with statutory safety requirements. Neither the DDF organisation nor the selection committee will accept any liability for this The participant indemnifies the DDF organisation, its employees, the selection committee against claims from third parties The DDF organisation is not liable for loss, theft, damage or injury to persons or goods belonging to participants and/or third parties engaged through participants The participant is expected to take stock of the risks involved in participating in such an event and to insure against them adequately The DDF organisation has taken out third-party insurance for the entire design event. 13. Commerce 13.1 DDW is not a commercial event. Applicable for all participants is that during DDW direct selling must not and cannot be a main activity. Only products for the registered event can be offered for sale if desired. The sales should be separate from the exhibition and may not take place in the exhibition itself, so that it does not compete with the registered event. The exhibition, activity and content are leading DDW participants can register their products for sale in the DDW shop in the Klokgebouw. DDF takes care of the organisation of this and selects the participating products. 14. Opening days and hours To keep the programme clear and comprehensible for DDW visitors the participant must comply with all DDW s 9 opening days and minimum opening hours. These are from 22 until 30 October 2016 from 11:00-18:00 hours (with the exception of events that last 1 to 2 half days, like lectures, congresses and symposia).

5 15. Charging for entry With the exception of Activity Participant Large mentioned in clause 5.3, approved participants may not charge for entry, unless the participant has submitted a written request with reasons to the DDF organisation for this and has received written approval prior to the commencement of DDW. 5/7 16. Permits 16.1 Existing location: The participant is accountable for compliance with the conditions in the zoning plan that are applicable for the location concerned. This, for example, regards opening hours, noise nuisance, emergency exits and such like. For the applicable zoning plan, please contact Eindhoven365, ehv365.nl Empty properties, outdoor location or party: The participant is responsible for requesting a permit and/or notifying use. Contact Eindhoven365 about this, ehv365.nl Stadhuisplein, Lichtplein, Veemgebouw and Ketelhuisplein: These locations are covered by the DDF permit. Following registration the DDF organisation will contact the participant. The participant is responsible for compliance with conditions indicated by the DDF organisation (opening times, noise nuisance, emergency exits and such like) Hospitality: The participant is responsible for requesting an exemption for serving low alcoholic beverages (article 35, Licensing and Catering Act) if applicable. See Acceptance contract 17.1 Digital acceptance of this contract means agreement with the provisions stipulated in this contract. 18. Final clause 18.1 In matters where these regulations do not provide, the DDF organisation will decide.

6 Supplement: Contract Klokgebouw 6/7 19. Costs Klokgebouw Participants are divided into one of the five categories below. DDF reserves the right to decide the location, hall and category into which the participant is classified Klokgebouw Participant Small Rates for exhibitions by one or two designers. A: Rental price: From 650,- (excl. VAT). Size: The initial amount ( 650,-) concerns a plot of 1.20 (w) x 1.50 (l). At this width, extra length metres can be purchased at 75,- (excl. VAT) per running metre. B: Starting price for a plot of 2.00 (w) x 1.50 (l) is 725,- (excl. VAT). Extra length metres at this width can be purchased at 125,- (excl. VAT) per running metre. A and B are including: 1 spotlight, name sign at the exhibition area, free WIFI. Excluding: additional lighting ( 95 per spotlight (excl. VAT), power point ( 35,- excl. VAT) and suspension points above the stand space ( 145 excl. VAT). Note: The participant is obliged to rent the DDW exhibition blocks for designs that are not placed on the floor. Rental costs for these blocks are: 45 x 45 x 90 cm: 75,- (excl. VAT) each. 45 x 90 x 90 cm: 85,- (excl. VAT) each. 45 x 90 x 180 cm: 95,- (excl. VAT) each. The space rental excludes a one-time participants cost Participant Small (Solo 150, Duo 300) as stated in article 5.3. Participants who require more space are eligible for the Participant Medium category Klokgebouw Participant Medium Rates for exhibitions by 3 to 6 designers, or an organisation with 3 to 6 employees. Rental price from 175 per square metre. Minimum size 10 square metres. Participant Medium ( 375) as stated in article Klokgebouw Participant Large Rates for exhibitions by 7 to 14 designers, or an organisation with 7 to 14 employees. Also applies for exhibitions by educational, knowledge and cultural institutes. Rental price from 200 per square metre. Minimum size 20 square metres. Participant Large ( 750) as stated in article Klokgebouw Participant X Large Rates for exhibitions by 15 to 29 designers, or an organisation with 15 to 29 employees. Rental price from 225 per square metre. Minimum size 20 square metres. Participant X Large ( 1500) as stated in article Klokgebouw Participant XX Large Rates for exhibitions by more than 30 designers, or an organisation with more than 30 employees. Rental price from 250 per square metre. Minimum size 20 square metres. Participant XX Large ( 3000) as stated in article 5.3. The above charges apply to article 19.1, 19.2, 19.3, 19.4 and 19.5 for DDW Klokgebouw lot rental for the duration of the entire period of 9 days. All prices are excluding 21% VAT.

7 20. Payment of plot costs 20.1 The invoice for the costs of the plots will be sent to the participants by beginning of September In this message is included the request for online payment of the Klokgebouw plot fee. The amount due must be booked into the bank account of DDF within 14 days. Immediately after receiving the digital payment you receive the invoice 20.2 If payment is not credited within 14 days by the online payment, or if online payment is not wish for, DDF will send you an invoice, with additional administration costs of (excl. VAT). This invoice must be paid within 10 days. All invoices will be send digitally by . No invoices will be sent by post The amount due within the payment period, as stated in articles 20.1 and 20.2, is not booked into the bank account of DDF, the DFF organisation reserves the right to exclude the participant from participating in the Klokgebouw After DDW, the invoice for additional facilities (such as the use of a tower wagon, additional lighting, etc., will be sent by . The same terms of payment apply here. Invoices will not be sent by post. 7/7 21. Cancellation by participant In the case of cancellation of participation in DDW by the participant, the participant will be due the following cancellation fee: In the case of cancellation until 31 August 2016, 50% of the participation costs (as stated in article 7.1) and 50% of the costs of the Klokgebouw plot and ordered facilities; In the case of cancellation on or after 1 September 2016: 100% of the participation costs (as stated in article 7.1) and 100% of the costs of the Klokgebouw plot and ordered facilities. 22. Location 22.1 The DDW organisation is at all times entitled to change the location of the plot in the Klokgebouw Participants are compelled to follow the directions given by the organisation as regards construction, dismantlement, and presence during the event. It is not allowed to drill, nail, or screw in the walls, pillars, ornaments, partitions or floors or to cause damage to the building or the supplied materials in any other way The participant is responsible for ensuring safety in and around the lot as regards the objects placed at the lot. In case of doubt, the participant must contact the DDW organisation in advance and at all times follow the instructions of the organisation on the issue in question During opening hours a representative (the designer/ participant) of the work on display must be present at the plot. 23. Entrance fee DDW visitors to the Klokgebouw have to pay an entrance fee. 24. Fire Safety Requirements 24.1 Textiles, paper, cardboard and plastics Textiles, paper, cardboard and plastic are combustible materials and should be impregnated with a fire-retardant. At fire safety inspections, you will have to hand over a test sample of the material; in the case of doubt, this will be tested by the fire brigade through a fire test. Participants have to follow orders from the fire department and DDW organisation Wooden constructions and stacked wood Wooden constructions and wood that has been stacked can be hazardous as a fire source. Wood must be impregnated by a fire-retardant and regularly moistened. It must furthermore be ensured that no litter can pile up between the wooden materials. Participants have to follow orders from the fire department and DDW organisation Polystyrene blocks, polystyrene granules, foam rubber and agricultural plastics These materials are easily combustible, and release chemical gasses and may therefore not be used. Exceptions are those materials for which a certificate of flammability can be produced Volatile liquids and gasses The storage of volatile substances and gasses in your plot is forbidden Fire reels and fire extinguishers In the case of a calamity, you will always alert the organisation. Fire reels and fire extinguishers in your plot must always be kept free Own responsibility Should the fire brigade reject your stand/plot at its inspection, then this falls under your own responsibility and not under the responsibility of the DDW organisation. You will have to remove the concerned materials out of the building. 25. Final clause 25.1 In matters where these regulations do not provide, the DDF organisation will decide.