Terms and conditions for Vendors

Regulations for the Vendors of the Pyrkon 2026 Fan Convention

GENERAL PROVISIONS

1. The Organiser of the Pyrkon 2026 Fan Convention, hereinafter referred to as the Convention, is the Klub Fantastyki “Druga Era” Association in Poznań, hereinafter referred to as the Organiser.
2. Vendors are all entities that have concluded or are in the process of concluding a cooperation agreement with the Organiser, covering setting up a booth at the Convention.
3. The Organiser reserves the right to appoint an Attendant for each Vendor.
4. These Rules and Regulations are an integral part of the contract.
   
   BOOTHS
5. One Vendor may set up only one booth. In particularly justified cases, if technical and organisational conditions allow, after obtaining the Organiser’s consent, the ventor may set up another booth. A vendor may set up a Mini, Mini Premium, Mini Comic, Premium Comic, Standard, Maxi or Gaming booth.
6. The Organizer reserves the right to reject the application and to decline entering into a cooperation agreement for the booth installation, without providing any reason. In such a case, the Organizer shall notify the Applicant by email of the rejection of the application and the refusal to conclude the agreement no later than April 30, 2026.
7. The Organiser reserves the right to reduce the area reported by the Vendor without providing a reason for the reduction.
8. The Vendor undertakes to set up a trade or a display stand in a location designated by the Organiser. For technical and organisational reasons, the Organiser does not guarantee the designation of a specific location of the booth in the hall.
9. The Vendor is not entitled to place any elements of the booth or movable items thematically related to the booth outside the area which they are entitled to use in accordance with the cooperation agreement.
10. The Vendor undertakes to display only items whose legal circulation is permitted and does not violate the rights of third parties regarding intellectual property, in particular within the meaning of the Act of 4 February 1994 on Copyright and Related Rights (i.e. Journal of Laws of 2019, item 1231.) and the Act of 30 June 2000 Industrial Property Law (Journal of Laws of 2017, item 776, as amended). In the event of a violation of the rights referred to above, the Vendor is solely responsible for the violation of the rights of third parties. When concluding the contract, the Vendor is obliged to attach a statement, according to the template set out in Appendix no. 1 to these Regulations. Violation of this point of the Regulations or submitting a false statement will be considered improper performance of the contract under the pain of charging the issuer with a contractual penalty.
11. It is forbidden to issue and sell the so-called mystery boxes (i.e. all boxes/bags into which the Vendor puts random products), unless the Organiser gives the Vendor express consent in writing in this respect  it shall be deemed null and void. Issuing and selling the so-called mystery boxes without the above-mentioned consent will be considered by the Organiser as a violation of point 11 of the Regulations under the pain of charging the Vendor with a contractual penalty.
12. The Vendor may conduct trading operations  or provide services at their booth only after completing all formalities in accordance with the relevant regulations and on their own responsibility. The Organiser is not responsible for the goods sold at the Vendor’s booth, nor for the services performed by the Vendor at this booth (e.g. semi-permanent body ornamentation services, etc.). The Vendor assumes full responsibility for any claims of their buyers or recipients and will cover any damage in this respect. The content presented at the Vendor’s booth must not be contrary to the law, good manners or principles of social coexistence.
13. The Organiser may order the Vendor to immediately remove elements posing a threat to the safety of persons or property and violating points 9, 10, 11, 14 and 15 of the Regulations, as well as inciting hatred or committing a crime  from the booth.
14. It is forbidden to sell:
    a. weapons within the definition of the applicable Weapons and Ammunition Act;
    b. pneumatic, spring and electric weapons (ASG, paintball, air guns);
    c. ammunition for the above-mentioned;
    d. shots, bolts and other projectiles, as well as shurikens and other throwing weapons;
    e. firearm replicas;
    f. melee weapons with the exception of items with blunted edges with a minimum thickness of 2 mm – knives, specimens of melee weapons, training weapons and improvised weapon replicas, provided that they are carried in a manner that does not pose a threat to other participants;
    g. heavy cold weapons used to inflict blows (such as a baton, telescopic baton, tonfa, heavy war hammer, morgenstern);
    h. ranged weapons such as bows, crossbows, slingshots and others with a similar function, including spring weapons;
    i. explosives and pyrotechnics;
    j. toxic, foul-smelling or flammable substances;
    k. materials presenting obscene and scandalous content;
    l. narcotic drugs,
    m. products without the required licenses or permits.
15. A Vendor with a Standard or Maxi booth is obliged to post information visible to the participants of the Convention, following the template from Appendix 2, whether and to what extent they sell products or goods manufactured using artificial intelligence (AI) technology at the booth. The Vendor is also obliged to mark any product or goods produced using artificial intelligence at least in such a way that the buyer has the opportunity to familiarize themselves with the content of this marking before purchase, including the information that the product or goods were manufactured using artificial intelligence (AI) technology. At the Mini and Mini Premium booths, the sale of products or goods manufactured using artificial intelligence (AI) technology is completely prohibited.
16. The final decision regarding the possibility of selling weapons or items that may be considered dangerous on the Convention grounds rests with the Organiser and persons acting on their behalf (including security staff and volunteers).
17. The vendor (including the employee at the booth) is obliged to maintain sobriety while working at the booth. If there is a reasonable suspicion that the Vendor, including the employee at the booth, is intoxicated, the Organiser reserves the right to test the employee (Vendor) with a breathalyzer. An intoxicated Vendor (employee) is obliged to leave the booth until they sober up under the penalty of removal from the Convention area. The refusal by the Vendor or an employee of the booth to undergo a breathalyzer test shall be deemed to be a confession to the accusation of being intoxicated.
18. The Organiser shall not be liable for damage caused by the Vendor or by equipment elements that are part of the Vendor’s booth.
19. In the vendors’ hall, it is not allowed to set up booths preparing food and drinks on site without the written or e-mail consent of the Vendor Manager.
20. The Vendor has the right to order construction elements during the year, however their price increases with time: from 01.04.2026 by 30%, from 14.06.2026 by 50% compared to the original price available in the application form. If the Vendor places an order for booth construction elements, the Vendor is obliged to send in the design of the booth (it may be a hand-drawn design) by 13.04.2026 at the latest.
21. All structures within the booth should be reported to the Organiser by 01.06.2026 at the latest. The Vendor is obliged to complete the documentation for such a structure in accordance with the MTP technical regulations. For structures over 3.5 m high, all documents must be certified by a person with construction licenses. Necessary documentation: MTP Technical Regulations  and a Contractor’s Statement .
22. The organiser reserves the right to set up their own trade or display booths.
23. A Vendor may organise a lottery at their booth only after completing all formalities in accordance with the relevant regulations. The Vendor may organise such a lottery only on their own responsibility, and the Organiser is not responsible for its organisation towards the participants of the Convention or the competent authorities.
24. The Vendor is obliged to ensure the operation of their booth at all times during the opening of the hall for participants. These hours are presented in points 62 and 63 of these regulations.
25. The Organiser reserves the right to charge the Vendor with costs related to the repair of damaged or destroyed booth equipment (structural elements, tables, chairs and others). Therefore, the Vendor is obliged to sign an acceptance and handover reports for the booth with the Organiser.
26. If the booth handover report is not signed before the Vendor leaves the Convention, the Vendor will be charged with a penalty equivalent to 20% of the costs of renting the booth and renting each element of the booth equipment in accordance with the price list for the booths.
27. The Vendor has the right to sublet all or part of the rented display space to another entity (a Co-vendor) only following prior written consent of the Organiser. In the event of a breach of this provision, the Organiser will be able to impose a contractual penalty on the Vendor.
28. The Vendor bears full responsibility for its Co-vendors.
29. Co-vendors are obliged to comply with the provisions of the Vendors’ Rules and Regulations and the Convention Rules and Regulations. In the event of a gross violation of the provisions of the Vendors’ Rules and Regulations by the Co-Vendor, the Organiser may refuse to cooperate with such Co-Vendor in organising subsequent editions of the Convention.
30. The Vendor may – within the booth or elsewhere on the Convention grounds- publicly play music protected by copyright only in a manner consistent with the Act on Copyright and Related Rights. The Organiser is not responsible for the actions or omissions of the Vendor resulting in the above-mentioned infringement of the copyrights of third parties.
31. The Vendor is obliged to ensure that music that is played at the booth or other activities at the booth take place without causing excessive noise and nuisance to other vendors or participants of the Convention, in accordance with the provisions of the MTP Rules and Regulations in this respect and that they are aware of the sanctions for their violation.
32. Vendors in the Mini Zone are obliged to use the equipment provided by the Organiser (i.e. tables and chairs). Resignation from using the equipment is possible only with the written consent of the Organiser.
33. Neither the Organiser nor their volunteers are obliged to assist in the delivery of goods to the Vendor’s booth, to prepare the booth for the Vendor, or to disassemble it after the Convention.
    
    BARTER SETTLEMENT – VOUCHERS
34. The Organiser may offer selected Vendors the possibility of a barter settlement.
35. The settlement amount will be agreed upon individually with the Vendor.
36. The Organiser will issue Vouchers to the winners of the competitions, which they will have the right to exchange at the indicated vendor’s booth for the goods of their choice.
37. The Vendor undertakes in the agreement to redeem vouchers for a predetermined amount between 19-21.06.2026.
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/participants at a specific Vendor’s booth, indicated on the voucher.
39. The voucher cannot be exchanged by the participant for cash at either the Organiser or the Vendor’s booth.
40. In the event that the price of the goods is lower than the value of the voucher, the Vendor does not return the difference to the participant 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 between 19-21.06.2026. Vouchers that are not redeemed on these days expire.
43. The Organiser also has the right to redeem a voucher for goods at a given Vendor’s booth.
44. The Vendor cannot refuse to redeem a voucher with the name of their booth on it.
45. The Vendor may not demand a price higher than that applicable at the booth for the goods. The Voucher entitles its holder to purchase the goods taking into account all promotions and discounts that the Vendor offers at the booth.
46. The Voucher allows its holder to purchase any available and displayed goods at the Vendor’s booth.
47. In order to verify the number of redeemed vouchers, on Sunday (after 4:00 p.m) the Organiser will collect all redeemed vouchers from the Vendor.
    
    PAYMENT TERMS AND DEADLINES
48. The Vendor undertakes to pay the price for the booth in accordance with the date specified in the invoice.
49. In the event of withdrawal by the Vendor from the cooperation agreement including setting up the booth, the fee for the booth paid by the Vendor shall be refunded:
    in the amount of 100% of the fee paid if the resignation occurs by April 1, 2026.
    in the amount of 75% of the fee paid if the resignation occurs by April 15, 2026.
    in the amount of 50% of the fee paid if the resignation occurs by April 30, 2026.
50. If a resignation occurs at a later date, no refund of the fees mentioned-above will be issued. In the event that the vendor withdraws from the contract before paying the booth fee, he is obliged to pay the amount referred to above in accordance with the terms set out above.
51. Settlements with the Vendor related to their resignation from participation in the Convention will be carried out within 30 days from the date of the end of the Convention.
52. In the event a change occurs with regards to the time or location of Pyrkon 2026, the Vendor is obliged to request a refund of the fee paid for the booth within 30 days from the date of the announcement of the change in the time or location of Pyrkon 2026 on the Pyrkon 2026 website . Failure to do so means that the Vendor expresses their will to participate in Pyrkon 2026 in a new location or time.
53. The fee will be refunded to the bank account from which it was paid, unless the Vendor provides another bank account in the refund request (e-mail form is sufficient in this case).
54. The Organiser shall not reimburse other costs incurred by the Vendor in connection with the cancellation or change of the time or location of Pyrkon 2026 in the event that the cancellation, change of time or location of Pyrkon occurs for reasons beyond the Organiser’s control.
55. All booths not reported and not agreed upon with the Organiser will be removed, and the costs related to their removal will be borne by the owner of such booth.
    
    ADVERTISING
56. Vendors with booths can set up roll-ups, hang banners, posters, distribute leaflets within the booth. Outside of the booth, they can do so only after prior agreement with the Organiser (for an additional fee and only in locations designated by the Organiser).
57. All roll-ups, banners, leaflets and posters placed outside the booth without prior agreement with the Organiser will be removed, and the costs related to their removal will be borne by the owner of such booth. It is forbidden to distribute leaflets outside the booth.  Failure to comply with the above prohibition will result in a fine of up to PLN 10,000 being imposed on the vendor.
58. Placing the name of the Convention or part of it, as well as placing the Convention logo or its part on the products sold is not allowed without concluding an agreement with the Organiser. Violation of this rule will result in immediate removal of the Vendor from the Convention grounds and the need to pay compensation to the Organiser and exercise other rights under applicable regulations.
    
    VENDOR HALLS
59. Vendor halls: The Organizer undertakes to make available hall 5 and 5A:
    • on 18.06.2026 (Thursday) from 10:00 a.m to 09:00 p.m. On Thursday, only Vendors with Maxi and Standard booths can set up. Vendors with mini booths are invited to the hall starting on Friday;
    • on 19.06.2026 (Friday) from 9:00 a.m. to 10:00 p.m.;
    • on 20.06.2026 (Saturday) from 9:00 a.m to 10:00 p.m;
    • on 21.06.2026 (Sunday) from 9:00 a.m to 8:00 p.m.
60. The Organizer undertakes to make available the gaming vendor hall:
    • on 18.06.2026 (Thursday) from 10:00 a.m to 09:00 p.m.;
    • on 19.06.2026 (Friday) from 9:00 a.m to 10:00 p.m.;
    • on 20.06.2026 (Saturday) from 9:00 a.m to 10:00 p.m.;
    • on 21.06.2026 (Sunday) from 9:00 a.m to 8:00 p.m.;
61. The Organiser reserves the right to change the time of making the space in the vendors’ hall available after informing the Vendors by e-mail, if the change takes place before the beginning of the Convention or by hanging announcements at the entrance to the hall, if the change occurs during the Convention.
62. During the Convention, vendors’ halls (hall 5 and 5A) will be available to the participants of the Convention:
    • on 19.06.2026 (Friday) from 2.00 p.m to 9.00 p.m (the door for people entering will be closed at 8.30 p.m);
    • on 20.06.2026 (Saturday) from 10.00 a.m to 9.00 pm (the door for people entering will be closed at 8.30 p.m);
    • on 21.06.2026 (Sunday) from 10.00 a.m to 4.00 p.m
63. The gaming vendors hall will be available to the participants of the Convention:
    • on 19.06.2026 (Friday) from 9:00 a.m to 10:00 p.m
    • on 20.06.2026 (Saturday) from 10:00 a.m to 9:00 p.m;
    • on 21.06.2026 (Sunday) from 10:00 a.m to 4:00 p.m.
64. The Organiser reserves the right to change the hours of making the space in the vendors’ hall available to the participants of the Convention after informing the Vendors by e-mail, if the change takes place before the beginning of the Convention or by hanging announcements at the entrance to the hall, if the change occurs during the Convention.
65. The Organiser undertakes to secure the vendors’ hall during its closing hours.
66. The Organiser is not materially responsible for items left at the booths during the closing hours of the vendors’ hall.
67. The Organiser shall not be materially liable for damage caused by the Convention participants within the booths during the opening hours of the vendors’ hall to visitors.
68. The Vendor is obliged to remove empty packaging from the booth and the area around it before the hall is opened for participants.
69. The Vendor is obliged to maintain the cleanliness and aesthetics of the booths during the opening hours for participants.
    
    PASSES AND ENTRY TO THE MTP GROUNDS
70. After submitting the vehicle registration number to the Organiser by 29.05.2026, the Vendor will receive a free document authorizing entry to the Międzynarodowe Targi Poznańskie (Poznań International Fair), valid on Thursday (18.06.2026) between 8.00 a.m -10.00 p.m and Friday (19.06.2026) from 8.00 a.m -11.30 a.m. The organiser does not guarantee the availability of parking spaces. Cars staying on the MTP premises during hours not marked on the pass will be towed away at the expense of the owner.
71. The Vendor has the option of purchasing a document entitling them to leave the vehicle in the area indicated by the Organiser. This document will allow the Vendor to enter the MTP grounds from Thursday (18.06.2026) and leave the car in the indicated zone for the entire duration of the Convention. Due to the limited number of parking spaces, the Organiser reserves the right to refuse to sell such document.
72. The Organiser is not materially responsible for vehicles left at the MTP.
73. The Vendor is obliged to comply with the parking rules set by the Organiser (indicated on the so-called passes provided together with the Convention IDs). Vehicles left in unauthorized locations and/or not having the above-mentioned document shall be towed at the expense of the Vendor.
74. The “Vendor” pass (ID) is intended only for the persons working in the booth, as it allows access to the vendors’ hall during hours when it is inaccessible to participants. The “Vendor” ID entitles you to enjoy the attractions of the Convention.
75. The conditions for granting free tickets and the prices and conditions for purchasing additional paid tickets are set out in Appendix no. 3.
76. The organiser reserves the right to limit the number of passes allowed for a given booth.
    
    SHIPMENTS
77. The Organiser is not responsible for a Vendor’s shipments sent to a correspondence address other than that indicated by the Organiser.
78. Within the delivery date from 16.06.2026.
    Pyrkon pawilon 5
    Międzynarodowe Targi Poznańskie
    Głogowska 14
    60-734 Poznań
79. Both smaller parcels and large-size shipments, including shipments on pallets, should be sent directly to the address of the MTP within the delivery date from 16 to 18.06.2026.
80. The Vendor is obliged to describe all parcels on the form provided by the Organiser: Download: LABEL . The organiser is not responsible for packages not described or described not in accordance with the template.
81. The Vendor is obliged to independently collect parcels from the Parcel Warehouse, located in hall 5.
82. The Organiser should be notified about parcels sent to the address of the Międzynarodowe Targi Poznańskie by e-mail (by contacting the designated Attendant).
83. After the Convention, all parcels must be collected by ordered couriers on Monday, 22.06.2026 at the latest by 2:00 p.m. The Organiser does not act as an agent for ordering courier services. All parcels (including outsize ones), which are to be sent from the Międzynarodowe Targi Poznańskie on Monday, must be in the parcel warehouse on Sunday by 7:00 p.m, at a location designated by the Organiser. IMPORTANT: Do not leave parcels at the vendor’s booths. The organiser is not responsible for parcels left at the booths and/or not picked up on time.
    
    OTHER
84. It is forbidden to sign autographs at sales booths.  Invited Guests of the Convention may only sign autographs in the zone designated by the Organiser, after prior arrangement of details via e-mail: [email protected]. The prohibition does not apply to booths with an area of over 50m2 (‘Maxi booths’), the arrangement of which allows for the accommodation of all the people who want to get an autograph within the booths as well as booths in the Comics Zone.
85. The Vendor has the right to have the tools necessary for its proper functioning within the booth. Such tools must be stored safely and out of the reach of unauthorized persons.
    
    FINAL PROVISIONS
86. The above Rules and Regulations may be amended by 01.05.2026. The Organiser undertakes to inform the Vendors by e-mail about an amendment to the Rules and Regulations.
87. The Vendor undertakes to create a possibility for the Organiser to submit accounting documents, pursuant to the provisions amending the Act on Goods and Services of 29 October 2021 (Journal of Laws of 2021, item 2076, as amended) and the regulations of the Minister of Finance on the use of the National e-Invoice System (Journal of Laws of 2021, item 2481, Journal of Laws of 2021, item 2667 and Journal of Laws of 2023, item 1760, as amended).