Regulations for vendors

GENERAL RULES

1. These regulations define the general rules regarding the application process and accreditation of Vendors at the Hikari Festival 2025.
2. These regulations supplement the general regulations of the event.
3. Vendors are understood to mean natural persons or legal persons acting under an agreement with the Organizer or entities authorized by the Organizer to sign agreements regarding Vendor stands, which sell goods and services to event participants or engage in promotional activities.
4. The detailed terms of the agreement with each Vendor are specified in a separate contract.

CONDITIONS OF PARTICIPATION IN THE FESTIVAL

5. Participation in the Festival as a Vendor requires submission of a stand application through the official form provided by the Organizer at hikari.pl.
6. Applications are accepted until 30.06.2025.
7. By submitting an application, the Vendor is obliged to abide by the general regulations of the event, regulations for vendors and the term of the contract concluded at a later date.
8. Submission of the application does not mean that the application has been approved. Information about the final confirmation of acceptance or rejection of the application will be sent by e-mail no later than 13.07.2025.
9. The Organizer is not obliged to provide a reason for rejecting the application of the Vendor’s stand.
10. The Organizer allocates space based on the Vendor’s application. If a given stand has parameters other than those requested in the application, the Organizer will confirm the change with the Vendor by email before signing the contract.
11. Should the number of applications exceed availability, the Organizer may propose that the Vendor be placed on the reserve list. Vendors on the reserve list will be given the opportunity to set up a stand if one of the accepted Vendors withdraws their will to set up a stand. Vendors on the reserve list will be notified of any potential contract opportunities no later than 12.08.2025.
12. The Vendor is obliged to return the signed contract by 08.08.2025, otherwise they will be removed from the list of accepted stands and a Vendor from the reserve list will be introduced in their place. Vendors from the reserve list are obliged to return the signed contract by 19.08.2025.
13. Detailed terms of the organizers agreement with each Vendor are specified in a separate contract.

REGISTRATION AND SETTLEMENT OF THE STAND

14. The Vendor selects the stand type, dimensions, and any additional equipment needed via the Vendor Application Form.
15. The Vendor is obliged to report any changes in the stand equipment before 24.08.2025. After this date, a new equipment price list applies.
16. The Organizer DOES NOT ensure the possibility of modification after approving the original application.
17. Each Vendor may operate only one stand. In exceptional cases, subject to technical and organizational feasibility and with the Organizer’s prior approval, a Vendor may be permitted to operate an additional stand.
18. The stand fee is determined according to the Vendor Price List published on hikari.pl, which specifies dimensions, pricing methodology, and costs for equipment and additional services.
19. The Organizer reserves the right to have the Vendor be obliged to accept the convention currency – with the exception of food stands – unless the contract states otherwise. The conditions of accepting the currency are stated in the contract, while the acceptance of the currency entails a discount on the stand price.
20. The Organizer undertakes to issue stand settlement invoices within 15 business days after 31.08.2025 (following the event’s conclusion).

RESPONSIBILITY AND SAFETY

21. The Organizer provides Vendors with:
    a. an exhibition space – inside or outside the building,
    b. a designated goods reloading area during assembly and disassembly (parking lot),
    c. entry to the convention area in order to assemble a stand:
    I. on Friday, 29th August, from 10 AM or earlier, in accordance with individual arrangements
    II. accreditation at the event for one or more people in accordance with individual arrangements,
    f. additional services in accordance with the orders and arrangements,
    g. no access to the Vendor Zone for event participants (excluding the volunteers performing their duties) during the designated closing hours (10 PM-9 AM).
22. There will be a possibility in the Vendor Zone to rent a non-food stand, called ‘Single Day Stand’, for one day. In case of this type of stand, the Organizer provides:
    a. an exhibition space – inside the building,
    b. entry to the convention area in order to assemble a stand for the duration of the rotation:
    I. on Friday, 29th August, from 10 AM or earlier, in accordance with individual arrangements,
    II. on Saturday, 30th August, from 8 AM,
    III. on Sunday, 31st August, from 8 AM,
    IV. accreditation at the event for one person operating a single day stand; this accreditation is valid for the duration of event,
    V. operating hours for single-day stands may be subject to individual determination according to the stand’s scheduled Festival day,
23. The Organizer DOES NOT provide parking spaces on the premises of Collegium Da Vinci during the convention, unless the contract states otherwise.
24. The Organizer reserves the right to reduce food stall operating hours as necessary. Specific working hours for each food stand will be stipulated in the contract, with detailed operational information communicated to Vendors via separate email.
25. Vendors are obliged to:
    a. set up their stands before the event starts – on Friday, August 29, from 10 AM to 2:30 PM, or earlier, according to individual arrangements; for single day stands : on Saturday, August 30, from 8 AM to 9 AM and on Sunday, August 31, from 8 AM to 9 AM,
    b. leave the premises before 7 PM on Sunday, August 31,
    c. in case of single day stands, conclude the disassembly before 10 PM on Friday, 29th August, 10 PM on Saturday, 30th August and 7 PM on Sunday, 31st August,
    d. identify themselves with the Vendors’ armbands and IDs received during accreditation,
    e. comply with occupational health and safety, and fire protection regulations,
    f. receive prior approval from the Organizer in case of an intent to use any stand structure exceeding 2 m in height,
    g. maintain order at their stand during and after the convention and leaving the rented space intact,
    h. take care not to harm the good name of the university and cooperating entities,
    i. maintain safety rules in the case of the sale of replicas of melee weapons and firearms replicas (including ASG): the weapon (replica) should be stored at the accreditation point or convention office until the buyer leaves the event area,
    j. comply with legal provisions regarding business or artistic activity,
    k. display only items that are legally permitted and do not infringe the rights of third parties regarding intellectual property, in particular within the meaning of the act of February 4, 1994 on copyright and related rights and the Act of June 30, 2000 on industrial property law.
    l. visibly display information for Festival participants – following the template – indicating whether and to what extent products or merchandise sold at their stand were manufactured using artificial intelligence (AI) technology. Additionally, the Vendor is required to clearly label each AI-manufactured product or merchandise in a manner that allows buyers to review this information prior to purchase. Such labeling must explicitly state that the item was produced using artificial intelligence (AI) technology,
    m. include prices of sold goods in a place visible to the buyer; the price of all goods sold should be predetermined and transparent to the buyer,
    n. display the stand number signage in a visible location on the stand. Numbering signage will be provided by the Organizer.,
    o. be ready for sale during the opening hours of the Vendor Zone; in the event of being late or needing to leave the Zone earlier, the Vendor is obliged to immediately notify the Organizer about the occurrence of such event,
    p. follow the general regulations of participation in the Hikari Festival 2025.
26. Vendors are prohibited from:
    a. connecting electrical devices exceeding 1000 W total load without prior written authorization from the Organizer,
    b. selling firearms and all types of dangerous materials listed in the act of May 21, 1999 on weapons and ammunition,
    c. selling goods from categories other than those declared in the application form,
    d. exceeding the boundaries of the rented Vendor space,
    e. presenting content at the stand that is inconsistent with the law, good customs or principles of social coexistence,
    f. selling and distributing content intended exclusively for adults (18+),
    g. subletting or lending all or part of the rented exhibition space to another entity (co-Vendor), without the written consent of the Organizer,
    h. displaying or selling ‘mystery boxes’ (i.e. all collective packages into which the Vendor places random products), unless expressly authorized in writing by the Organizer. Any such unauthorized transactions shall be deemed null and void.
27. Violation of these regulations may result in a warning, withdrawal of some goods from sale, imposition of a contractual penalty, or termination of the contract with the Vendor with immediate effect, resulting in the withdrawal of accreditation and expulsion from the event area.
28. The Organizer is not liable for damage to Vendors resulting from external factors (lack of electricity, water) or caused by third parties.
29. The Organizer reserves rights to charge the Vendor for repair costs of the damaged or destroyed stand equipment (buildings, tables, chairs, etc.). The Organizer also reserves rights to charge the Vendor for costs associated with repairing or restoring the damaged or destroyed surroundings (walls, floors and other permanent elements), provided that the damage or destruction was caused by the fault of the Vendor.
30. Obligations arising from legal provisions are the Vendor’s obligations and the Organizer is not responsible for their failure to fulfill them.

AVAILABILITY AND ORGANIZATION OF WORK IN VENDOR ZONES

31. The Organizer undertakes to provide Vendor Zones:
    a. 29.08.2025 (Friday), from 10 AM to 10 PM,
    b. 30.08.2025 (Saturday), from 8 AM to 10 PM,
    c. 31.08.2025 (Sunday), from 8 AM to 7 PM.
32. During the Festival, the Vendor Zones will be available to the participants:
    a. 29.08.2025 (Friday), from 3 PM to 9 PM,
    b. 30.08.2025 (Saturday), from 9 AM to 9 PM,
    c. 31.08.2025 (Sunday), from 9 AM to 4 PM.
33. The Organizer is not liable for any items left at stands during the closing hours of the Vendor Zones.
34. The Organizer is not liable for any damages caused by the participants of the Festival within the stands’ area during the opening of the Vendor Zones to the visitors.

ADVERTISING AND EXPOSITION

35. Vendors are permitted to exhibit roll-ups, banners, and leaflets within their stand. External placement is subject to Organizer authorization, payable fees, and restricted to assigned locations.
36. Any roll-ups, banners, or leaflets placed outside the stand without the Organizer’s prior approval will be removed at the Vendor’s expense. Leaflet distribution outside the stand is prohibited.
37. The use of the Festival’s name, any derivative thereof, or the Festival’s logo (in whole or in part) on products offered for sale is strictly prohibited without prior written authorization from the Organizer. Any violation of this provision shall result in the Vendor’s immediate expulsion from the Festival premises, liability for financial compensation to the Organizer, and enforcement of all applicable legal remedies under governing law.
38. In the event of playing multimedia content (e.g. music) at the stand, the Vendor is responsible for ensuring they hold the necessary rights to such content in case of inspection by authorized entities.
39. The organization of any lotteries at the stand is permitted provided that the exhibitor fulfills the obligations resulting from the provisions of law. The Organizer is not responsible for the lotteries present at the stands.
40. The Vendor provides the Organizer with promotional materials of their stand (name, description and logo), thereby expressing their consent to their publication on the Hikari Festival website and other social media and material managed by the organizer. The Organizer reserves the right to correct the materials submitted for publication in terms of style and punctuation.
41. The Organizer is not responsible for the goods sold at the Vendor’s stand or for the services provided by the Vendor at their stand. The Vendor is fully liable for all claims of their buyers or service recipients and is obliged to cover any damages in this respect.

FINAL PROVISIONS

42. Contact email address regarding vendors is [email protected].
43. Complaints are accepted by the Organizer within 7 days from the end of the convention. The Organizer will reply to the complaint within 14 days of receiving it.
44. The Vendor has the right to make a complaint in the event of non-compliance with the contract regarding:
    a. square footage of the allocated exhibition space,
    b. additional services (e.g. benches, chairs, extension cords),
    c. hours of presence of participants in Vendor Zones.
45. The Organizer reserves the right to modify the regulations, in particular the regulations regarding entry hours to the Vendor Zones. In the event of any modifications to the regulations, persons who have already registered will be informed about it by email.
46. The Organizers do not provide vendors with accommodation. The building is locked at night and the vendors are not allowed to stay there.
47. In other matters, the provisions of the Civil Code and Polish law shall apply.
48. Any disputes that may arise will be resolved by Polish courts.
49. The present Regulations have been concluded in two languages – Polish and English. In case of any discrepancies between the language versions, the Polish version will be binding.