Exhibition regulations
of Wiener Kongresszentrum Hofburg Betriebsgesellschaft m. b. H.
1. General
1.1. These rules are an integral part of the agreement between the Client and Wiener Kongresszentrum Hofburg BetriebsgesmbH (hereinafter also referred to as the “Operating Company”). The Client (hereinafter also referred to as the “Contractual Partner”) shall ensure that these rules are known to and complied with by his business partners (e.g. stand assembly firms and other contractors), hereinafter also referred to as “Third Party Companies” or “Agents”.
1.2. The validity of the General Terms and Conditions of Business and Terms and Conditions of Quotation of the Operating Company shall neither be altered nor restricted by these exhibition regulations, which are additional thereto.
1.3. Please treat the floors, walls and doors with the utmost care and attention, as the premises are located in largely historic building.
2. Tours and inspections
The Client and an exhibition organiser nominated by the Operating Company and authorised by the Client (also referred to as the “Authorised Agent”) shall inspect the building (and the hired facilities) in the company of the project manager responsible prior to the commencement of the exhibition set-up works. The purpose of such inspection shall be to identify and record in writing any damage in the exhibition area. The Client (or his Authorised Agent) shall sign the record of the inspection. After the event and the removal of objects brought into the building an acceptance report recording any damage shall be drawn up by the Operating Company and signed by both parties to the contract.
3. Lift dimensions, floor loadings
3.1. Goods lifts are available for transportation purposes.
The loading surface of the lift at the Congress Center Hofburg is 1.50 m wide and 4.20 m long; maximum loading height is 2.10 m, and load capacity is 4,200 kg or 56 persons.
The loading surface of the lift in the Redoutensäle area of the building is 1.50 m wide and 2.40 m long; maximum loading height is 2.25 m and load capacity is 2,000 kg or 26 persons.
3.2. If the lifts are to be used to transport materials during set-up, the Operating Company shall provide one lift attendant per lift used at the expense of the organiser.
3.3. In order to prevent damage to floors (stone and parquet), the Client and/or his business partners shall use suitable carts, trucks and trolleys which do not leave marks or scratches. Use of forklift trucks or pallet trucks is prohibited.
3.4. If materials are transported via the stairways the ramps must be used; otherwise, the items in question shall be carried by at least two persons.
3.5. The maximum permitted floor loading per square metre is 350 kg.
3.6. The Operating Company reserves the right to require the Client to furnish a structural and/or technical report on the objects that the Client wishes to set up on the premises.
4. Loading area
4.1. Loading areas in front of the premises of Wiener Kongresszentrum Hofburg BetriebsgesmbH may be made available to the Client on request. The area required and anticipated duration of loading must be notified to the Operating Company. The vehicles used must display a loading zone card (available from the porter). Heavy goods vehicles are absolutely prohibited from parking in the loading areas for the entire duration of the conference/exhibition. Please observe this rule strictly, as infringements can result in considerable expense. The Operating Company accepts no liability for parking fines or tow-away fees. The loading areas shall be kept free outside the set-up and dismantling times.
4.2. If deliveries are to be made by heavy goods vehicle attention should be paid to the fact that vehicles with a length of 12 m or more require special permits to enter the area inside Ringstrasse. Clients must apply for such permits to Municipal Department 46 (MA 46), Traffic Management and Organisation, Ignazgasse 4, 1120 Vienna; T +43 1 81114 direct dial 92691; e-mail: post@m46.magwien.gv.at.
5. Alterations to the premises, Third Party Companies and equipment, bringing in of objects
5.1. In the event that alterations to the premises are required in connection with the exhibition or that Third Party Companies, third party equipment or other items (hereinafter referred to as “Objects”) are brought on to the premises of the Operating Company, particular care shall be taken to comply with clauses 13 and 14 of the General Terms and Conditions of Business and Terms and Conditions of Quotation.
No Objects of any kind whatsoever may be brought on to the premises in the absence of a prior agreement between the Contractual Partner and the Operating Company. Agreement shall be reached as to the time and form of delivery, as well as any storage.
5.2. The Operating Company also reserves the right to reject Third Party Companies desired/engaged by the Client if there are justified concerns with regard to such companies care and diligence.
5.3 In the event that heavy goods vehicles are brought on to the premises the safety requirements must be fulfilled, and proof of compliance in the form of the necessary official and technical permits furnished to the Operating Company.
Please note that the fuel tanks of such vehicles must be completely drained and flooded with nitrogen (proof of same must be furnished), and the batteries unclamped.
6. Exhibition set-up and dismantling, supervision
6.1. The exhibition area of the premises must, without fail, be treated with care. This applies in particular to the floors, walls, doors and doorposts, light fittings, staircases and lifts.
6.2. Drilling, screwing or nailing into the walls, ceilings, floors or columns is prohibited. Walls and pillars may not be subjected to loading from the weight of exhibition stands or exhibits. When planning your event, please bear in mind that all structures, stand elements, equipment, etc. must be self-supporting.
6.3. If objects (stand structures, rigs, etc.) are set up for exhibitions the Client shall lay suitable protective sheeting or carpeting (minimum thickness 2 mm) under them. Such structures must be at least 15 cm from the walls. As soon as rigs are erected on stands, these superstructures must be accepted and declared structurally sound in writing by a structural engineer; this must take place prior to the inspection by the authorities.
6.4. Painting and wallpapering within the exhibition facilities is only permitted if the floors are protected by suitable sheeting.
6.5. Clients shall use best efforts to prevent dust generation. Woodworking equipment such as milling cutters may not be used unless fitted with an appropriate integrated automatic dust extraction system (dust bag).
6.6. If double-sided adhesive tape is employed to fix carpeting or tiles to the floor, and/or secure decorations, only tape approved by the Operating Company may be used. Such tape shall be so removed by the Contractual Partner after the event that no residues remain.
6.7. Only loose laid carpets or floor tiles may be used as floor coverings in the exhibition facilities. Use of adhesives to fix floor coverings to the floor, or of self-adhesive carpet tiles is prohibited.
6.8. Dismantling must be carried out in a competent manner, and must be completed by the contractual deadline. The Operating Company shall otherwise be entitled to place in safe keeping or entirely remove all objects brought on to the premises, irrespective of ownership, at the expense and risk of the Contractual Partner.
6.9. The Client shall be responsible for the disposal of waste of all kinds arising from the event itself, and/or set-up and dismantling. If the Contractual Partner fails to comply with this obligation, then the Operating Company shall be entitled to instigate the disposal of the waste at his expense.
7. Safety
7.1. All hall entrance and exit doors, emergency exits, corridors, stairwells and the like must be kept completely free and unobstructed at all times. Circulation and escape routes must be at least 2.25 m wide.
7.2. Emergency exit lights must be visible at all times and may neither be obstructed nor obscured from view.
7.3. Fire protection equipment such as hand-held fire extinguishers, fire alarms (push-button alarms) and hydrants must always be visible and accessible, and may not be obstructed or obscured from view. The positioning of the safety equipment is indicated on the floor plans which exist for each storey of the building. In the event that walls or stands are nonetheless erected in front of push-button alarms, it must be possible to activate the alarms at all times (openings in the stand partitions), and the positions of the alarms must be clearly indicated by signage.
7.4. The fire doors must be kept free, and the minimum width of 2.50 m required due to the automatic closing mechanisms be observed.
7.5. Inflammable materials such as highly inflammable plastics, paper, cardboard or reed matting may not be used for stand construction or facing, or for decorative purposes. Valid impregnation certificates for decorations posing a potential fire hazard (B1/Q1/TR1) shall be submitted to the Operating Company.
7.6. Naked flames, cooking appliances, lasers and gas cylinders of all kinds are prohibited.
7.7. Storage of empties and packaging in and behind stands is prohibited.
7.8. Storage on the premises of the Operating Company requires the consent of the same.
7.9. Maximum stand height is 3 m, subject to clearance from the chandeliers. Wall mounted light fittings must be carefully incorporated in stand designs as they cannot be dismantled due to their age and the nature of their construction.
7.10. Smoking is strictly prohibited in the exhibition facilities during set-up, the event itself and dismantling.
7.11. The Client shall deploy supervisory staff in the exhibition facilities at his expense during the set-up and dismantling periods. Such staff shall ensure that exhibitors and their employees or contractors perform the necessary work with care and without damaging the building or its contents.
7.12. The Operating Company shall also provide staff (for the account of the Client) to supervise the set-up and dismantling of the exhibition and ensure that the regulations are observed.
8. Liability
Please refer to the General Terms and Conditions of Business and Terms and Conditions of Quotation.
9. Catering
On stand hospitality may only be provided in consultation with the Operating Company, by the catering companies authorised by it, which will be made known to the Contractual Partner in the quotation. A separate agreement with respect to such services shall be made with one with of the two companies named in the quotation. Clients are strictly prohibited from bringing their own food and beverages on to the premises or engaging their own catering contractors.
10. Subsidiary agreements, amendments
Any amendments or additions to these regulations shall not be made except as in writing.
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