Regulations for the Vendors of the Pyrkon 2025 Fan Convention
General provisions
- The organizer of the Pyrkon 2025 Fan Convention, hereinafter referred to as the Convention, is the Klub Fantastyki “Druga Era” Association in Poznan, hereinafter referred to as the Organizer.
- Vendors are understood as all entities that have concluded or are in the process of concluding cooperation agreements with the Organizer covering the setting up of a booth at the Convention.
- The Organizer reserves the right to appoint a Supervisor for each Vendor.
- These Rules and Regulations are an integral part of the agreement.
Booths
5. One Vendor may set up only one booth. In particularly justified cases, as long as technical and organizational conditions allow, after obtaining permission from the Organizer, the Vendor may set up another booth. A Vendor can set up a Mini, Mini Premium, Tattoo Mini, Tattoo Premium, Standard, Maxi or Gaming booth.
6. The Organizer may refuse to confirm the application and conclude a cooperation agreement covering the setting up of a booth without giving any reason. In this case, the Organizer will notify the refusal to confirm the application and conclusion of the aforementioned agreement by email no later than 30.04.2025.
7. The Organizer reserves the right to reduce the area applied for by the Vendor without giving any reason.
8. The Vendor undertakes to set up a commercial or exhibition booth at the location designated by the Organizer. For technical and organizational reasons, the Organizer does not guarantee the designation of a specific booth location in the hall.
9. The Vendor is not entitled to place any booth elements or movable objects thematically related to the booth outside the space they are entitled to use according to the cooperation agreement.
10. The Vendor undertakes to exhibit only items that are legally permitted to be traded 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 (i.e. Journal of Laws of 2019, item 1231.) and the Act of June 30, 2000 Industrial Property Law (Journal of Laws of 2017, item 776, as amended). In the event of infringement of the rights referred to above, the Vendor shall be solely responsible for infringement of the rights of third parties. At the conclusion of the agreement, the Vendor shall attach a statement, according to the template specified in Appendix No. 1 to these Rules and Regulations. Violation of this point of the Rules and Regulations or submission of a false statement will be considered improper performance of the agreement under the pain of a contractual penalty to the issuer.
11. It is forbidden to exhibit and sell so-called mystery boxes (i.e., all boxes/bags into which the Vendor puts random products), unless the Organizer gives the Vendor express permission in this regard in writing under pain of invalidity. Exhibiting and selling so-called mystery boxes without the aforementioned consent will be considered by the Organizer as a violation of point 11 of the Regulations under penalty of charging the Vendor a contractual penalty.
12. A Vendor may trade at their booth or provide services at their booth only after completing all formalities in accordance with relevant regulations and at their own risk. The Organizer is not responsible for the goods sold at the Vendor’s booth, nor for the services performed by the Vendor at the booth (e.g. tattooing, piercing services, etc…). The Vendor assumes full responsibility for any claims of its buyers or service recipients and will cover any damages in this regard. Content presented at the Vendor’s booth must not be contrary to the law, good morals or rules of social intercourse.
13. The Organizer may order the Vendor to immediately remove from the booth elements posing a threat to the safety of persons or property and violating points 9, 10, 11, 14 and 15 of the Rules and Regulations, as well as those inciting hatred or committing a crime.
14. It is prohibited to sell:
a. weapons as defined by the current Law on Arms and Ammunition;
b. ammunition for the aforementioned;
c. shurikens;
d. cold steel weapons with the exception of items with blunted edges – knives, copies of cold steel weapons, training weapons and replicas of improvised weapons, provided that they are carried in a manner that does not pose a danger to other participants;
e. explosives and pyrotechnics;
f. toxic, stinking or flammable substances.
15. A Vendor of a Standard or Maxi booth is required to post a notice visible to Convention attendees, according to the template in Appendix No. 2, whether and to what extent they sell products or goods produced using artificial intelligence (AI) technology at their booth. The Vendor is also required to label any product or good made with artificial intelligence at least in such a way that the purchaser, prior to purchase, is able to see the content of the label, including the information that the product or good was made with artificial intelligence (AI) technology. The sale of products or goods made with artificial intelligence (AI) technology is strictly prohibited at Mini and Mini Premium booths.
16. The final decision on the possibility of selling weapons or items that may be considered dangerous on the Convention grounds rests with the Coordinator of the Vendor Division and services designated by them.
17. The Vendor (including the booth employee) is required to maintain sobriety while working at the booth. If there is a reasonable suspicion that a Vendor, including a booth employee, is intoxicated, the Organizer reserves the right to test the employee (Vendor) with a breathalyzer. An intoxicated Vendor (employee) is required to leave the booth until sober under penalty of removal from the Convention area. Refusal by a Vendor or booth employee to submit to a breathalyzer test shall be considered an admission of the charge of being intoxicated.
18. The Organizer shall not be liable for any damage caused by the Vendor or by items of equipment that are part of the Vendor’s booth.
19. No on-site food and beverage preparation booths may be set up in the vendor hall without written or email approval from the Vendor Division Coordinator.
20. If a Vendor places an order for a booth development, the Vendor is required to submit a booth design (may be a handwritten design) by 13.04.2025 at the latest. Failure of the Vendor to meet this deadline means that the Vendor relinquishes the booth development.
21. All structures within the booth should be reported to the Organizer no later than 01.06.2025. The Vendor is required to complete documentation for such construction in accordance with the PIF (MTP) Technical Regulations. For structures over 3.5 meters in height, all documents must be certified by a person with a construction license. Necessary documentation: MTP Technical Regulations and a Contractor’s Statement.
22. The Organizer reserves the right to set up their own commercial or exhibition booths.
23. A Vendor may hold a raffle at their booth only after completing all formalities in accordance with relevant regulations. The Vendor may organize such a raffle solely at their own risk, and the Organizer shall not be liable to the Convention participants or the competent authorities.
24. The Vendor is required to provide booth service throughout the time the hall is open to participants. These hours are presented in paragraphs 62 and 63 of these Rules and Regulations.
25. The Organizer reserves the right to charge the Vendor with the costs associated with the repair of damaged or destroyed booth equipment (the development, tables, chairs and others). Accordingly, the Vendor is required to sign a protocol with the Organizer for the acceptance and return of the booth.
26. In the event of failure to sign the booth delivery and acceptance protocol before leaving the Convention, the Vendor will be charged a penalty of the equivalent of 20% of the cost of booth rental and rental of each item of booth equipment according to the booth price list.
27. The Vendor has the right to sublease all or part of the rented exhibition space to another entity (Co-Vendor) only with the prior written consent of the Organizer. In case of violation of this provision, the Organizer will be entitled to impose a contractual penalty on the Vendor.
28. The Vendor is fully responsible for its Co-Vendors.
29. Co-Vendors are required to comply with the provisions of the Vendor Rules and Regulations and the Convention Rules and Regulations. In the event of a gross violation of the Vendor Rules and Regulations by a Co-Vendor, the Organizer may refuse to cooperate with such Co-Vendor in the organization of subsequent editions of the Convention.
30. The Vendor may – within the booth or elsewhere at the Convention – play copyrighted works in public only in accordance with the Law on Copyright and Related Rights. The Organizer shall not be liable for the Vendor’s acts or omissions resulting in infringement of third party copyrights to the extent indicated above.
31. The Vendor is obliged to ensure that the playing of musical pieces at the booth or other implementation of other activities at the booth is carried out without excessive noise and nuisance to other Vendors or Convention participants, with the provisions of the PIF (MTP) Regulations in this regard and is aware of the sanctions for their violation.
32. Vendors in the Mini Zone are required to use equipment provided by the Organizer (i.e. tables and chairs). It is not possible to opt out of the equipment included in the package.
33. Neither the Organizer nor its volunteers are required to assist in the delivery of goods to the Vendor’s booth, to prepare the booth for the Vendor, or to dismantle it after the Convention.
Barter settlement – Vouchers
34. The Organizer may offer selected Vendors the possibility of barter settlement.
35. The settlement amount will be determined individually with the Vendor.
36. The Organizer will issue Vouchers to the winners of the contests, which they will have the right to exchange at the designated Vendor’s booth for goods of their choice.
37. The Vendor will undertake in the agreement to redeem vouchers in a predetermined amount on 13-15.06.2025.
38. A single voucher will be issued for a specific amount: PLN 20 or PLN 50 or PLN 100 or PLN 200 and will be redeemed by the participant(s) at the specific Vendor indicated on the voucher.
39. The voucher cannot be exchanged by the contest participant for cash either with the Organizer or with the Vendor.
40. In case the price of the goods is lower than the value of the voucher, the Vendor does not pay the remaining amount in cash.
41. If the price of the goods is higher than the value of the voucher, the participant must pay the missing amount in cash.
42. Vouchers can be redeemed only during the Convention 13-15.06.2025. Vouchers that are not redeemed on these days lose their validity.
43. The Organizer also has the right to redeem the voucher for goods from the Vendor in question.
44. Vendors cannot refuse to redeem a voucher with the name of their booth.
45. The Vendor may not demand a higher price for the goods than that applicable at the booth. The voucher entitles the holder to purchase the goods, taking into account any promotions and discounts the Vendor offers at the booth.
46. The voucher allows you to purchase any available and displayed goods at the Vendor’s booth.
47. In order to verify the number of vouchers redeemed, the Organizer will collect all vouchers redeemed by the Vendor on Sunday (after 4 pm).
Payment terms and deadlines
48. The Vendor undertakes to pay the price of the booth in accordance with the date specified in the invoice.
49. If the Vendor cancels the cooperation agreement covering the setting up of the booth, the booth fee paid by the Vendor shall be refunded: in the amount of 100% of the fee paid, if the cancellation occurs by April 01, 2025. in the amount of 75% of the paid fee if the cancellation occurs by April 15, 2025. in the amount of 50% of the paid fee if cancellation occurs by April 30, 2025.
50. Resignation at a later date entails no refund of the amounts in question. If the Vendor has withdrawn from the agreement before the payment of the booth fee, the Vendor shall pay the amount referred to above under the terms and conditions specified above.
51. Settlements with the Vendor related to the cancellation of participation in the Convention will be made within 30 days after the end of the Convention.
52. In the event of a change in the time or place of Pyrkon 2025, the Vendor shall be obliged to request a refund of the paid booth fee within 30 days from the date of announcement on the Pyrkon 2025 website of the information about the change in the time or place of Pyrkon 2025. Failure to do so means that the Vendor is willing to participate in Pyrkon 2025 at a new location or time.
53. The fee will be refunded to the bank account from which it was paid, unless the Vendor provides a different bank account in the return application (it is not sufficient to do so in an e-mail).
54. The Organizer shall not reimburse other costs incurred by the Vendor in connection with the cancellation or change of time or place of Pyrkon 2025 in case the cancellation, change of time or place of Pyrkon occurs for reasons beyond the control of the Organizer.
55. All booths not notified and not agreed with the Organizer will be eliminated and the costs associated with their removal will be borne by the owner of that booth.
Advertising
56. Vendors with a booth may set up roll-ups, hang banners, posters, and distribute leaflets within the booth; outside the booth they may do so only by prior arrangement with the Organizer (for an additional fee and only in places designated by the Organizer).
57. All roll-ups, banners, flyers and posters placed outside the booth without prior arrangement with the Organizer will be removed, and the costs associated with their removal will be borne by the owner of that booth. Distribution of leaflets outside the booth is prohibited. Failure to comply with the above prohibition will result in a fine of up to PLN 10,000 for the Vendor.
58. Placing the name of the Convention or a part of it, as well as placing the logo of the Convention or a part of it on the products sold is not allowed without concluding an agreement with the Organizer. Violation of this rule will result in the immediate expulsion of the Vendor from the Convention area and the necessity of paying damages to the Organizer and exercising other rights under applicable regulations.
Vendor halls
59. Vendor halls: The Organizer undertakes to make available hall 5 and 5A:
- 12.06.2025 (Thursday) from 10:00-21:00. Only Vendors of maxi and Standard booths can set up on Thursday. Vendors of mini booths are invited to the hall starting Friday;
- 13.06.2025 (Friday) from 9:00 am to 10:00 pm;
- 14.06. 2025 (Saturday) from 9:00 am to 10:00 pm;
- 15.06.2025 (Sunday) from 9:00 am to 8:00 pm.
60. The Organizer undertakes to make available the gaming vendor hall:
- 12.06.2025 (Thursday) from 10:00-21:00.
- 13.06.2025 (Friday) from 09:00 a.m. to 10:00 p.m.
- 14.06. 2025 (Saturday) from 9:00 a.m. to 10:00 p.m.
- 15.06.2025 (Sunday) from 9:00 a.m. to 8:00 p.m.
61. The Organizer reserves the right to change the date of availability of space in the vendor hall after informing Vendors by email if the change occurs before the Convention, or by hanging notices at the entrance to the hall if the change occurs during the Convention.
62. During the Convention, the vendor halls (halls 5 and 5A) will be available to Convention participants:
- 13.06.2025 (Friday) from 14.00 to 21.00 (doors closing for those entering at 20.30);
- 14.06.2025 (Saturday) from 10.00 to 21.00 (doors closing for those entering at 20.30);
- 15.06.2025 (Sunday) from 10 a.m. to 4 p.m.
63. The gaming vendor hall (7A) will be available for Convention attendees:
- 13.06.2025 (Friday) from 12:00 pm to 9:00 pm
- 14.06.2025 (Saturday) from 10:00 am to 9:00 pm
- 15.06.2025 (Sunday) from 10:00 a.m. to 4:00 p.m.
64. The Organizer reserves the right to change the hours of availability of the vendor hall for Convention participants after informing Vendors by email if the change occurs before the start of the Convention, or by hanging notices at the entrance to the hall if the change occurs during the Convention.
65. The Organizer undertakes to secure the vendor hall during its closing hours.
66. The organizer is not materially responsible for items left at the booths during the closing of the vendor hall.
67. The organizer shall not be held financially responsible for any damage caused by the Convention participants within the booths during the opening of the vendor hall to visitors.
68. The Vendor is required to remove empty packages from the booth and the area around it before the hall opens to participants.
69. The Vendor is required to maintain the cleanliness and aesthetics of the booth during the hours of availability for participants.
Admission and entry to the MTP grounds
70. Vendors will receive a free entry document to the grounds of the Poznań International Fair, valid on Thursday (12.06.2025) from 8.00-22.00 and Friday (13.06.2025) from 8.00-11.30. The organizer does not guarantee the availability of parking spaces. Cars staying on the PIF (MTP) grounds during the hours not marked on the entrance, will be towed at the owner’s expense.
71. The Vendor has the option to purchase a document authorizing him to leave his vehicle in the area designated by the Organizer. This document will allow you to enter the PIF (MTP) area from Thursday (12.06.2025) and leave your car in the designated zone for the entire duration of the Convention. Due to the limited number of parking spaces, the Organizer reserves the right to refuse to sell it.
72. The organizer is not materially responsible for vehicles left on the grounds of the Poznań International Fair.
73. The Vendor is obliged to comply with the parking rules designated by the Organizer (indicated on the so-called “entry passes” provided with the badges). Vehicles left in unauthorized areas and/or without the aforementioned document will be subject to towing at the Vendor’s expense.
74. The “Vendor” pass (badge) is for booth attendants only, as it allows access to the vendor hall during hours when it is not available to attendees. The “Vendor” badge entitles you to use the attractions of the Convention.
75. The conditions for issuing free tickets and the prices and conditions for purchasing additional paid tickets are specified in Appendix no. 3.
76. The Organizer reserves the right to limit the number of tickets allowed for a given booth.
Shipments
77. The Organizer is not responsible for Vendor’s shipments sent to a mailing address other than the one specified by the Organizer.
78. Shipments should be sent to:
Delivery date until 06.06.2025.
Pyrkon – Klub Fantastyki “Druga Era”
Słowackiego 13/116
60-822 Poznan
79. Delivery date from 10.06.2025.
Pyrkon hall 5
Poznan International Fair
Glogowska 14
60-734 Poznan
80. Both smaller parcels and large-size shipments, including shipments on pallets, should be sent directly to the address of the Poznań International Fair within the delivery period from 10 to 12.06.2025.
81. The Vendor is obliged to describe all packages on a form provided by the Organizer: Downloadable file: LABEL . The Organizer is not responsible for parcels not described or described not according to the template.
82. The Vendor is required to pick up shipments from the Parcel Warehouse, located in Hall 5, on its own.
83. The Organizer should be informed about shipments addressed to the address of the PIF (MTP) by e-mail (by contacting the designated Supervisor).
84. After the Convention, all packages must be picked up by the ordered couriers on Monday 16/06/2025 no later than by 14:00. The Organizer does not act as an intermediary in ordering courier services. All parcels (including large-size parcels) to be shipped from the Poznań International Fair (MTP) on Monday must be in the parcel warehouse by 7:00 p.m. on Sunday at the location designated by the Organizer. IMPORTANT: Do not leave packages at the Vendor’s booth. The Organizer is not responsible for packages left at the booth and/or not collected on time.
Other
85. It is forbidden to sign autographs at sales booths. Guests of the Convention may distribute autographs only from the area designated by the Organizer, by prior arrangement via e-mail: [email protected] . The ban does not apply to booths with an area of more than 50m2 (‘Maxi booths’), the arrangement of which allows to accommodate all willing persons who want to get an autograph within the booth.
Final provisions
86. The above Rules and Regulations are subject to change until 01.05.2025. The Organizer undertakes to inform Vendors by e-mail about the change in the Rules and Regulations.
