Exhibitor regulations

• Glossary of Terms
• General Rules
• The exhibit area
• Setting up, Installation, Maintenance, Dismantling, and Security
• Civil liabilities
• Non-compliance

By filling-out and sending the application to the ORGANIZING COMMITTEE or by full or partial payment, the EXHIBITOR is bound to comply with the following rules.

 Glossary of Terms

For the purposes of these Regulations, the terms will be defined as follows:

FIL: The division of the University of Guadalajara known as the Guadalajara International Book Fair.

THE EVENT: The exhibition known as FIL, or FIL International Book Fair in Guadalajara, or FIL Guadalajara International Book Fair, organized by the University of Guadalajara through FIL.

ORGANIZING COMMITTEE: The internal board of FIL in charge of organizing the EVENT.

EXHIBITION CENTER: The facilities where the EVENT takes place, located on Av. Mariano Otero 1499, Colonia Verde Valle, in Guadalajara, Jalisco.

EXPO GUADALAJARA: The entity in charge of the management of the EXHIBITION CENTER.

STAND: The physical space located within the EXHIBITION CENTER assigned to the EXHIBITOR and in which the latter has the right to present, exhibit, promote and/or sell to visitors of the EVENT literary works published in any kind of physical format.

EXHIBITOR and/or EXHIBITORS: The physical or moral person, public or private, who acquires from the ORGANIZING COMMITTEE of FIL the right to use a STAND.

PUBLISHED WORK: The artistic or literary work of one or several persons, set into any physical format and protected by the Federal Copyright Law.

PUBLISHER: The physical or moral person, public or private, who publishes the PUBLISHED WORK by authority granted by the owner of the property rights of said work, or any other legal title.

OWNER OF THE PROPERTY RIGHTS: The author, the heir or the acquirer through any title of the property rights of a PUBLISHED WORK.

PROPERTY RIGHTS: The right to use a PUBLISHED WORK exclusively, or to authorize others to use it in any form, within the limits established by the Federal Law of Copyright in Mexico.

 1. General Rules

1.1 The STANDS will be assigned by the ORGANIZING COMMITTEE, taking into consideration the application made by the EXHIBITOR. In case the STAND applied for cannot be assigned to the EXHIBITOR, the ORGANIZING COMMITTEE may suggest a different one. The EXHIBITOR may accept such a proposal or abstain from participating in the EVENT.

1.2 The cancellation of your stand will result in the refund of the advance payments made to FIL 2008, according to the schedule below. The amounts refunded to the exhibitors will, in all instances, be returned without interest or any deductions.

• Before May 31: 90% refund
• Between June 1st and July 1st: 80% refund
• Between July 2nd and August 1st: 60% refund
• Between August 2nd and September 1st: 30% refund
• Between September 2nd and December 7th: no refund and no right to participation.

1.3 The EXHIBITOR may participate for five or nine days, according to the application made, and must comply with said application. Should the EXHIBITOR for any reason wish to leave the exhibition before the time specified in the application, he or she must request authorization from the ORGANIZING COMMITTEE. Additionally the EXHIBITOR must comply with the 9:00am to 9:00pm fairground schedule

1.4 EXHIBITORS who apply for five-day participation must set up STAND by Friday, November 28, 2008 before 16:00, and dismantle by Wednesday, December 3, 2008 at 22:00. Those who apply for nine-day participation must set up STAND according to the schedule of the ORGANIZING COMMITTEE and dismantle by 14:00 on December 8, 2008 at the latest.

1.5 All EXHIBITORS must conform to the schedule and the dates established by the ORGANIZING COMMITTEE.

1.6 Under no circumstance will the assigned STAND be transferred totally or partially, without prior authorization in writing by the ORGANIZING COMMITTEE.

1.7 It is absolutely forbidden for any two EXHIBITORS to combine their STANDS by dismantling the materials used as dividers. It is also forbidden to use areas not belonging to the space of the STAND assigned, such as aisles or accesses, not even to place signs or advertising, unless noted elsewhere in these Regulations.

1.8 With no exceptions, it is not permitted to present, exhibit, show, promote, sell, and/or introduce to the EXHIBITION CENTER publications or articles forbidden by Mexican Law and by the international treaties signed by Mexico. Pornographic publications, as well as literary products harmful to the reader, are completely excluded from being presented, exhibited, shown, promoted, and/or sold.

1.9 EXHIBITORS can only present, display, show, promote and/or sell WORKS available at another BOOTH by presenting an authorizing letter from the publisher of said works. This rule will also apply to EXHIBITORS of products other than books. A title will not be considered to be repeated when, despite being the same PUBLISHED WORK, it is presented in a different language or physical format.

1.10 In case the EXHIBITOR is not the PUBLISHER of the PUBLISHED WORKS to be presented, exhibited, shown, promoted, and/or sold, he should attach to the booth application form a letter from the publishing of said books authorizing the sale of such works at FIL. The space will not be confirmed until this requirement has been fulfilled.

1.11 Any behavior by a PUBLISHER that goes against the morality or rules of good behavior and/or is an affront to the prestige and the good name of FIL, or that constitutes criminal behavior or a violation of the rights of others at the EVENT will be prosecuted as determined by FIL, without any liability to the latter.

1.12 Any public presentation or performance organized by the EXHIBITOR must be cleared for approval in writing with the ORGANIZING COMMITTEE. Cocktails are only allowed from 12:00 to 14:30 for a maximum length of 1 hour.

 2. The exhibit area

2.1 STANDS must be decorated and furnished in such a way that they do not impair the general ambience and the view of the STANDS of other EXHIBITORS. STANDS higher than the standard (2.44 meters) that intrude on the view of a neighboring STAND must consider this in their design. The design of the STAND must not obstruct the walking aisles, according to the FIL floor plan. In case of non compliance to this rule, the ORGANIZING COMMITTEE will effect any necessary modification even if the EXHIBITOR does not agree; all expenses from the aforementioned modifications will be paid by the EXHIBITOR.

2.2 All EXHIBITORS must have at least two 3-meter wide accesses each, oriented north to south or south to north, especially when the section module is shared with another EXHIBITOR.

2.3 Signs, banners or decoration may be placed by EXHIBITORS within the boundaries of their STANDS, hanging from the superstructure, please note:

• The object may not be more than 2 meter high by 3 meter wide, and cannot exceed the space of the STAND.
• It is prohibited to place several objects together to simulate a wall or structure.
• The maximum height of a hanging object is 5 meters.
• The object must not invade or obstruct the view of the neighbouring STANDS.

2.4 The maximum height allowed for two-floor STANDS is 5 meters. Non-compliance with this regulation will lead to a re-location of your STAND for the next fair as determined by the ORGANIZING COMMITTEE.

2.5 Audiovisual or sound equipment may be used by an EXHIBITOR without exceeding a maximum of 80 decibels, and it must not cause any disturbance to other EXHIBITORS. In case of recurring complaints by other EXHIBITORS, the ORGANIZING COMMITTEE will notify the EXHIBITOR in question to cease performing the offending activities. If said EXHIBITOR should persist in the activities that caused the complaints, the ORGANIZING COMMITTEE will remove the equipment.

2.6 No promotional vehicles or similar conveyances may be used in any of the areas, covered or uncovered, except in cases expressly authorized by the ORGANIZING COMMITTEE. Any public performance (book presentations, storytelling, cocktail, entertainment, etc.) requires written permission from the ORGANIZING COMMITTEE. It is not allowed to use mascot costumes.

2.7 EXHIBITORS and their staff must enter the EXHIBITION CENTER through the place indicated by the ORGANIZING COMMITTEE, and must identify themselves using the badge provided to them to this effect.

EXHIBITOR badges will be allocated as follows:

Area of exhibit (in square meters) Number of badges

Additional badges cost: $400.00 Mexican pesos

 3. Setting up, Installation, Maintenance, Dismantling, and Security

3.1 All EXHIBITORS who agree with the ORGANIZING COMMITTEE to set up their own STAND will be allowed to enter the EXHIBITION CENTER during the hours established and for three days before the opening of the EVENT. EXHIBITORS who need more time during the night to set up and dismantle must pay the fees charged by EXPO GUADALAJARA.

3.2 The EXHIBITORS who have set up their own STAND will be allowed to enter the EXHIBITION CENTER during the hours established and for two days after the end of the EVENT. EXHIBITORS who need more time during the night for dismantling operations must pay the fees and meet the requirements established by the EXPO GUADALAJARA.

3.3 EXHIBITORS whose STANDS have been set up by FIL will be allowed to enter the EXHIBITION CENTER one day before the opening of the EVENT, from 8:00 to 16:00 hours.

3.4 The ORGANIZING COMMITTEE may rescind the right to use a STAND when the EXHIBITOR has not set up and/or installed his or her STAND by 16:00 hours on the day before the opening of the EVENT. In such a case, the EXHIBITOR will not be entitled to a refund.

3.5 The EXHIBITOR must set up the furniture and the literary works to be presented, exhibited, shown, promoted and/or sold to the visitors to the EVENT in the period established by the ORGANIZING COMMITTEE. EXHIBITORS are forbidden from performing any set up and dismantling activities on the days of the EVENT.

3.6 No plaster, stucco boards, or similar materials may be used in setting up the STANDS, nor will any carpentry, metalwork, pneumatic tool work, or any such work that may have an effect on the general design of the STANDS or the EXHIBITION CENTER be allowed.

3.7 Except as specified in this document, it is not permitted to attach (tie, nail, screw, drill, glue, etc.) any object to the columns, floors, walls or panels of the EXHIBITION CENTER. It is not permitted to open electrical power boxes or outlets, or to enter cars, forklifts or mobile devices which can damage the carpeting. Any damage caused by non-compliance with the above will be paid for by the EXHIBITOR responsible for it, as determined by the ORGANIZING COMMITTEE. Lighted signs are not allowed, unless the EXHIBITOR meets the safety requirements established by FIL and the signs are beyond the reach of visitors.

3.8 Each EXHIBITOR must make an inventory of the furniture brought into the EXHIBITION CENTER for his or her STAND, and must obtain a receipt issued by the security staff of FIL to establish proof for any legal claim. This inventory must be updated every time any additional item is brought in, and it will be referred back to when retrieving all the items brought into the EXHIBITION CENTER.

3.9 Although the ORGANIZING COMMITTEE will provide security in the EXHIBITION CENTER, EXHIBITORS will be the custodians and caretakers of the goods located within their STANDS. The security measures taken by the ORGANIZING COMMITTEE will aim to protect, as far as possible, the persons and the goods within the EXHIBITION CENTER.

3.10 EXHIBITORS must buy insurance to cover:

• Theft or destruction of their goods.
• Injuries or death of the staff working for them (hired directly or indirectly by the EXHIBITOR).
• Damage or destruction of goods belonging to others for reasons that can be imputed to the EXHIBITOR.
• Injuries or death of staff working for others for reasons that can be imputed to the EXHIBITOR.

3.11 The EXHIBITOR will be responsible for any damage or injuries caused to others in their persons or their goods in the terms of the Civil Code of the State of Jalisco or, if such were the case, the Penal Code of the State of Jalisco.

3.12 Each EXHIBITOR will take responsibility for his or her staff, and will be regarded as an employer for any legal effect, thus excluding FIL from any conflict that may arise between the EXHIBITOR and his or her staff.

3.13 It is absolutely forbidden to introduce, use or store in your STAND explosives, highly flammable, combustible materials or substances and fireworks or any dangerous substances that might prove incendiary.

3.14 The EXHIBITORS and their staff are forbidden from introducing or drinking in their STAND alcoholic beverages, except for the case of cocktails. It is also forbidden to arrive in a state of drunkenness, or smoking, especially during the set-up and dismantling (except for the designated areas), or consuming any other substance that may impair their physical or mental abilities.

3.15 Packing materials or those used to set up the STAND, signs, advertising, and other materials not used for the decoration of the STAND, or as part of its furniture, may not be kept in the STANDS during the days of the exhibition, unless by virtue of their size they do not impair the movement of visitors or the visual harmony of the STAND and its perimeter.

3.16 After dismantling, the EXHIBITOR must turn over the STAND and its accessories to the staff designated by the ORGANIZING COMMITTEE, making the corresponding inventory. The EXHIBITOR will be held responsible for any damage or loss in the STAND and the accessories leased, in which case any charges must be paid before leaving the EXHIBITION CENTER.

3.17 EXPO GUADALAJARA is authorized to establish, modify, and enforce regulations for the usage and safety of the EXHIBITION CENTER; for this reason, the ORGANIZING COMMITTEE is not responsible for the measures, restrictions, or limitations imposed by EXPO GUADALAJARA regarding its property and equipment, and the EXHIBITOR must therefore comply with the aforementioned regulations.

 4. Civil liabilities

4.1 The EXHIBITOR is responsible for obeying the laws and regulations resulting from his or her activities in the EVENT. The EXHIBITOR will be solely responsible for paying any fine or responding to any sanction imposed for non-compliance.

4.2 The ORGANIZING COMMITTEE reserves the right to make any modifications that become necessary to these regulations for the optimum development of the EVENT, as well as to publish and enforce any such modifications. The ORGANIZING COMMITTEE will not be responsible to the EXHIBITORS for the effects of any unforeseen events or overriding force that may impede the performance of any activity related with the EVENT or the EVENT itself.

4.3 The conditions of the Contract for the STAND will be established in the document determined by the ORGANIZING COMMITTEE. These Regulations apply to all those who function as EXHIBITORS, even if the aforementioned document is not in writing.

4.4 Any complaint or claim made by an EXHIBITOR must be in writing, and it must be submitted to the ORGANIZING COMMITTEE within ten days following the conclusion of the EVENT. The complaint or claim must be accompanied by any documentation necessary to substantiate it. The ORGANIZING COMMITTEE should respond to any such claim or complaint within five working days, unless more time is required due to the nature of the claim or complaint. In all cases, mediation and conciliation will be the preferred mechanisms to settle controversies. If the parts are not able to conciliate their interests, the ORGANIZING COMMITTEE must settle the claim or complaint, and its resolutions will be definitive and not open to appeal.

4.5 For legal purposes, the City of Guadalajara, Jalisco, Mexico, is considered the official domicile of FIL, and the EXHIBITOR must submit any complaint to the courts in this city. Any legal claim against FIL must be made within 90 days of the conclusion of the EVENT.

4.6 The signature of the EXHIBITOR on the application form implies that he or she has read and understood the Exhibition Regulations, and that he or she accepts them without any reservation or condition.

4.7 For any case not foreseen in these Regulations, the ORGANIZING COMMITTEE will decide on the manner in which it will be resolved.

 5. Non-compliance

The ORGANIZING COMMITTEE is the only entity authorized to enforce the sanctions mentioned above, since it is its obligation to ensure the proper functioning of the EVENT and its projection to the future.

Non-compliance with any of the obligations undertaken by the EXHIBITORS and set forth in these Regulations will result in the aforementioned sanctions, and in the following:

• Monetary fines up to 100% of the amount paid to FIL for the right to use the STAND.
• Foreclosure of the STAND.
• Partial or complete loss of the right to participate in future EVENTS.

In all the cases, the ORGANIZING COMMITTEE will evaluate the infraction and, once the corresponding sanction has been determined, will notify the EXHIBITOR involved.

 For further information, contact Verónica Mendoza, Exhibition Manager, at veronica.mendoza@fil.com.mx, or Armando M. de Santiago, armando.desantiago@fil.com.mx