6 th European Transport Research Conference Innovative Solutions for Tomorrow s Mobility www.traconference.eu INVITATION TO ST SPONSORSHIP Poland National Stadium 1
SUMMARY EDITO 03 OBJECTIVES 04 SCOPE AND TOPICS 04 COMMITTEES 05 CONFERENCE VENUE 06 HOW TO GET TO THE VENUE 07 MAJOR SPONSOR PACKAGES 08 OTHER SPONSORSHIP OPPORTUNITIES 12 BOOKING FORM 13 SALES TERMS AND CONDITIONS 14 2
EDITO Dear Sir / Madam On behalf of TRA 2016 organisers, we are honoured to invite you to the 6th Transport Research Arena conference and exhibition, which will be held from April 18 to 21, 2016 in the Conference Centre at the National Stadium in Warsaw. Transport Research Arena is the most important European conference on scientific research in the area of surface freight transport. The objectives of the conference comprise actions for the benefit of transport research, development and innovation, as well as strengthening cooperation between the world of science, industry, politicians and decision-makers. The theme and slogan of the TRA2016 are respectively: Moving Forward and Innovative Solutions for Tomorrow s Mobility. The initiator of the TRA2016 is the European Commission, in cooperation with the Conference of European Directors of Roads (CEDR) and the European Technological Platforms. The Ministry of Infrastructure and Development and the Road and Bridge Research Institute are the co-organisers of the TRA2016. TRA2016 is a great opportunity for all European researchers and scientists to present their practical applications of the transport related, innovative projects results, which may have a huge impact of each and every one of us in our everyday life. This high-profile event would be a great chance to present your company among the most representative group of people involved in creating of more advanced, ecological and efficient transport systems involved in Tomorrow s Mobility. We do hope that the next edition of TRA will prove to be, also thanks to your presence, a perfect occasion for a dialogue between different institutions and stakeholders related to broadly understood transport sector which is nowadays one of the most important branches of both domestic and global economy. With this guide you will find a wide range of opportunities to take an active part as a sponsor in the TRA2016. We look forward to welcoming you to the TRA2016 in Warsaw. Monika Kowalska-Sudyka TRA2016 Organising Committee Chair 3
OBJECTIVES Effective European transport is a factor of economic growth and provides social benefits. It is necessary to consider transport from the economic perspective, in view of environmental and societal challenges, and with regard to the global competitiveness of Europe. Research and implementation challenges that will be addressed at the TRA should take into account the needs of modern European society and create partnerships to promote innovation in transport. As the resources and funds available for research are limited, it is necessary to define the most significant research areas in transport at the global, European and national levels. The development of common schemes and standards for the interoperability of transport systems is also a huge challenge for policy makers as well as researchers. It is essential to develop mechanisms to encourage cooperation and competitiveness between transport systems in Europe and in the world, as well as to address the evolving needs in the education system to better tackle future industrial and societal needs. It is crucial to answer a question how to conduct research in transport in order to meet these challenges and to ensure the mobility of people and goods, and thus freedom in the political and economic sense. There is a need to assess the allocation of resources and funding schemes to the transport system towards increased efficiency and seamless multimodality, and to enable a better spatial planning so that transport systems provide mobility for people and goods at the highest level of energy efficiency, reliability and safety. TRA 2016 is an exceptional event for researchers, industry representatives and policy-makers to meet and discuss these issues, identifying the innovative solutions that can drive a better future transport system for Europe. SCOPE AND TOPICS The scope of the conference covers all modes of surface transport: road, rail and waterborne, as well as comodality, applied to both passenger and freight, in urban, inter-urban and long distance settings. Airports are integrated for their contribution to the transport systems. The latest achievements of European research and technological developments will be presented and thoroughly discussed by participants. A broad spectrum of research and innovation activities will range from basic sciences to application-oriented engineering, social, technical and economic aspects, as well as policies and standards. The following multidisciplinary topics and modes will be addressed at the TRA2016. 4 Topics: 1. Environment Decarbonisation, Sustainability and Energy Efficiency 2. Vehicles & Vessels Technologies, Design and Production 3. Urban and Long-Distance People Mobility - Systems and Services 4. Urban and Long-Distance Freight Transport and Logistics 5. Safe, Secure and Resilient Transport Systems 6. Transport Infrastructure 7. Human Factors, Socio-Economics and Foresights 8. Automation and Connectivity 9. Enabling Environment for Innovation Implementation Modes: A. Road B. Rail C. Waterborne D. Airports E. Cross-Modal
COMMITTEES MANAGEMENT COMMITTEE Fernando Liesa (ALICE) Dirk t Hooft (ALICE) Małgorzata Kirchner (ALICE) Martin Russ (Austria Tech TRA2018) Evelinde Grassegger (BMVIT TRA2018) Pieter De Winne (CEDR) Pat Maher (CEDR) Steve Phillips (CEDR) Alessandro Damiani (European Commission) Liam Breslin (European Commission) Keir Feitch (European Commission) Dennis Schut (ERRAC) Nicolas Furio (ERRAC) Umberto Guida (ERRAC) Jean-Luc di Paola-Galloni (ERTRAC) Josef Affenzeller (ERTRAC) Andrzej Urbanik (IBDiM), MC Deputy Chair Leszek Rafalski (IBDiM), PC Chair Adam Zofka (IBDiM), PC Deputy Chair Monika Kowalska-Sudyka (IBDiM), OC Chair Patrick Mallejacq (IFSTTAR TRA2014) Paulina Potemski (IFSTTAR TRA2014) Waldemar Sługocki (MIiR), MC Chair Monika Kusina-Pycińska (MIiR), MC Deputy Chair Mariusz Bartosewicz (MIiR), OC Deputy Chair Willem Laros (Waterborne TP) Thomas Witolla (Waterborne TP) MC INVITED MEMBERS Luc Bourdeau (ECTP) Juliusz Zach (ECTP) Katarzyna Prokop (GDDKiA) Łukasz Skorupski (GDDKiA) PROGRAMME COMMITTEE Jean-Noel Theillout (Airports) Fernando Liesa (ALICE) Małgorzata Kirchner (ALICE) Albert Veenstra (ALICE) Christian Chimani (Austria Tech, TRA2018) Karin Tausz (Austria Tech, TRA2018) Anne Beeldens (BRRC, TRA 2010) Rikard Engstrom (CEDR) Joanna White (CEDR) Albert Daly (CEDR) Maria C. Astorga-Llorens (European Commission) Maria-Cristina Marolda (European Commission) Patrick Mercier-Handisyde (European Commission) Yves Amsler (ERRAC) Mark Robinson (ERRAC) Manuel Pereira (ERRAC) Zissis Samaras (ERTRAC) Heather Hamje (ERTRAC) Karen Vancluysen (ERTRAC) Katarzyna Prokop (GDDKiA) Łukasz Skorupski (GDDKiA) Leszek Rafalski (IBDiM), PC Chair Adam Zofka (IBDiM), PC Deputy Chair Andrzej Urbanik (IBDiM) Monika Kowalska-Sudyka (IBDiM) Bernard Jacob (IFSTTAR, TRA2014) Patrick Mallejacq (IFSTTAR, TRA2014) Monika Kusina-Pycińska (MIiR) Mariusz Bartosewicz (MIiR) Marcin Zaręba (PKP) Willem Laros (Waterborne TP) Thomas Witolla (Waterborne TP) Alistair Greig (Waterborne TP) Aleš Žnidarič (ZAG, TRA2008) Panos Papaioannou (SASTH,TRA2012) PC INVITED MEMBERS Miguel Segarra (ECTP) Laura Tordera (ECTP) Luc Bourdeau (ECTP) 5
CONFERENCE VENUE The National Stadium is located in the centre of Warsaw, on the right bank of the Vistula river. It is a modern facility constructed for the Football European Championships EURO 2012. It is a vibrant place, loved by the Varsovians. It is mainly a sports competition arena. It houses football matches, athletics, speedway or windsurfing competitions. Numerous book or fashion fairs are also organised there. A state-of-the-art Conference Centre enables the organisation of both great international events such as e.g. United Nations Climate Change Conference COP19 in 2013 and private business meetings. The citizens of Warsaw use the areas around the Stadium for cycling, rollerblading, running or just resting in the shadow of the trees on benches, desk chairs and hammocks. The National Stadium is located just 12 km away from Warsaw Chopin Airport. There is convenient and quick access to the stadium for all means of transport! National Stadium, Warsaw 6
HOW TO GET TO THE VENUE National Stadium, Warsaw National Stadium Al. Ks. J. Poniatowskiego 1 03 901 Warszawa By car: By bus: By tram: By overground: By Veturilo city bicycle: By underground: The Stadium is located by Al. Ks. Poniatowskiego and ul. Zieleniecka, ul. Siwca and Wybrzeże Szczecińskie. Both underground and overground car parks are available. Rondo Waszyngtona bus stop, bus routes: 102, 111, 117, 123, 128, 146, 147, 158, 166, 507, 509, 517, 521, N02, N22, N24, N72. Rondo Waszyngtona tram stop, tram routes: 7, 8, 9, 22, 24, 45, 77. Warszawa Stadion Station, SKM and Koleje Mazowieckie operated trains. Rondo Waszyngtona - Stadion Narodowy Stop. M2 line, direction from the city centre: Dworzec Wileński, Stadion Narodowy Stop. 7
MAJOR SPONSOR PACKAGES PLATINUM SPONSOR 50,000 EXCL. TAX open to 1 sponsor This EXCLUSIVE partnership package includes: 1. Promotion in the Gala Dinner, offering: - 10 minutes speech at the opening of the Gala Dinner - the sponsor s logo on the signage and communication material of the dinner - 2 invitations to the dinner 2. 45m 2 indoor exhibition space including: - carpet wrapped in plastic before use - 2 tables and 6 chairs - basic electricity supply (extra electricity supply is available upon request with extra charge) - entry passes to the exhibition for 6 people (no access to conference) 3. Free full registrations to the conference for 4 persons 4. The sponsor s logo as a Platinum Sponsor displayed on the: - conference website with a hyperlink to your website - preliminary programme - final programme 5. Insertion of literature in the delegates bags 6. Insertion of one full page advertisement in the final programme (excl. 2 nd and back cover) 7. Free parking place for 1 car 8
MAJOR SPONSOR PACKAGES GOLD SPONSOR 25,000 EXCL TAX open up to 2 sponsors SPONSOR 1 Exclusive sponsoring of the welcome reception: - 10 minutes speech during the welcome reception - the sponsor s logo on the signage and communication material OR SPONSOR 2 Exclusive sponsoring of the lunches: - the sponsor s logo on the signage and communication material every day Additional benefits for both gold sponsors: 1. 27m 2 indoor exhibition space including: - carpet wrapped in plastic before use - 2 tables and 6 chairs - basic electricity supply (extra electricity supply is available upon request with extra charge) - entry passes to the exhibition for 3 people (no access to conference) 2. Free full registrations to the conference for 2 persons 3. The sponsor s logo as a Gold Sponsor displayed on the: - conference website with a hyperlink toward your website - preliminary programme - final programme 4. Insertion of literature in the delegates bags 5. Insertion of half page advertisement in the final programme 6. Free parking place for 1 car 9
MAJOR SPONSOR PACKAGES SILVER SPONSOR 12,500 EXCL TAX open up to 8 sponsors SPONSOR 1-2 SPONSOR 3-4 SPONSOR 5-6 SPONSOR 7-8 Exclusive sponsoring of the delegates bags with your logo Exclusive sponsoring of the USB sticks boxes with your logo Exclusive sponsoring of the coffee breaks with your logo on the signage Exclusive sponsoring of press kit with the insertion of a specific page about your company Additional benefits for 8 silver sponsors: 1. 18m 2 indoor exhibition including: - carpet wrapped in plastic before use - 2 tables and 6 chairs - basic electricity supply (extra electricity supply is available upon request with extra charge) - entry passes to the exhibition for 2 people (no access to conference) 2. Free full registrations to the conference for 1 person 3. The sponsor s logo as a Silver Sponsor displayed on the: - conference website with a hyperlink to your website - preliminary programme - final programme 4. Free parking place for 1 car 10
MAJOR SPONSOR PACKAGES BRONZE SPONSORS 8,000 EXCL TAX open up to 9 sponsors SPONSOR 1-3 SPONSOR 4-6 SPONSOR 7-9 sponsoring of the notebooks and pens with your logo sponsoring of the preview room with your logo sponsoring of internet access zone with your logo Additional benefits for 9 bronze sponsors: 1. 9m 2 indoor exhibition space including: - carpet wrapped in plastic before use - 1 table and 3 chairs - basic electricity supply (extra electricity supply is available upon request with extra charge) - entry passes to the exhibition for 2 people (no access to conference) 2. Free full registration to the conference for 1 person 3. The sponsor s logo as a Bronze Sponsor displayed on the: - conference website with a hyperlink to your website - preliminary programme - final programme 4. Free parking place for 1 car 11
OTHER SPONSORHIP OPPORTUNITIES 6,000 EXCL TAX POCKET AGENDA Sponsoring of the pocket agenda with one advertisement page inserted in the delegate s badge. 6,000 EXCL TAX LANYARDS Your logo on the lanyards of the congress (provided by TRA2016). 4,000 EXCL TAX CONFERENCE PROGRAMME SCREENS Your slide will appear on the conference programme screens at the end of the plenary sessions. 4,000 EXCL TAX ADVERTISING POSTER ON THE CONFERENCE Your advertising poster displayed on the conference site. Location to be determined. Poster provided by the sponsor and subject to acceptance of the Organising Committee. 3,000 EXCL TAX ADVERTISING ON THE CONFERENCE WEBSITE 1,600 EXCL TAX INSERTION OF A DOCUMENT OR CD IN THE DELEGATES BAGS Documents (of A4 format as a maximum) or CDs to be supplied by the sponsor. 1,600 EXCL TAX YOUR BANNER ON THE TRA2016 NEWSLETTER (cost per Newsletter) FINAL PROGRAMME ADVERTISING Back cover page 2nd and 3rd cover page Full inside page Half page 4,000 EXCL. TAX 3,000 EXCL. TAX 2,000 EXCL. TAX 1,000 EXCL. TAX 12
BOOKING FORM Company :... Signatory :... Organisation contact :... Intracommunity VAT number :... Invoicing address :... Tel : Fax : Email :... MAJOR SPONSOR PACKAGES PRICES EXCL. VAT Platinum 50 000,00 Gold Welcome reception Lunches 25 000,00 Silver Bags USB stick boxes Coffee breaks Press Kit 12 500,00 Bronze Notebooks and pens Preview Internet zone 8 000,00 OTHER SPONSORSHIP OPPORTUNITIES PRICES EXCL. VAT Pocket agenda 6 000,00 Lanyards 6 000,00 Conference programme screens 4 000,00 Advertising poster 4 000,00 Insertion of a document in the delegate bags 1 600,00 *Back cover Page 4 000,00 *2nd cover page 3 000,00 *3rd cover page 3 000,00 *Full inside page 2 000,00 *Half page 1 000,00 Newsletter Banner 1 600,00 Advertising on the conference website 3 000,00 TOTAL AMOUNT (Excluding Tax)... VAT depending on the place of the registered office of the entity *Advertising in the final programme 13
GENERAL TERMS AND CONDITIONS Art. 1 - General Terms and Conditions: These General Terms and Conditions shall apply to sponsors and/or exhibitors participating in the Transport Research Arena 2016-6th European Transport Research Conference organised by Instytut Badawczy Dróg i Mostów. These General Terms and Conditions constitute an integral part of the agreement between the Organiser and the Sponsor or the Exhibitor. Art. 2 Definitions: For the purpose hereof the terms listed below shall have the following wording: a) TRA2016 Conference Transport Research Arena 2016-6th European Transport Research Conference to be held in Warsaw, Poland, from 18 until 21 April 2016; b) Organiser - Instytut Badawczy Dróg i Mostów (IBDiM), with its registered office in Warsaw, at ul. Instytutowa 1, entered into the entrepreneurs register of the National Court Register under KRS no. 158240; c) Sponsor - legal person or organisation conducting business or research activity, which acquired at least one sponsor package the Sponsor is entitled to participate in the TRA2016 Conference on the terms and conditions indicated in the Invitation to Sponsorship available on the website www.traconference.eu; d) Exhibitor legal person or organisation conducting business or research activity exhibiting its products and/or services at the Stand; the Exhibitor is not entitled to participate in the TRA2016 Conference unless it registers as the participant in the TRA2016 Conference; e) Stand an exhibition space for the exclusive use of the Exhibitor or the Sponsor, the list of available Stands and their size as well as exhibition plan may be found on the website www.traconference.eu. Art. 3 - Sponsors Admissions: any Sponsor, who acquired a sponsor package, is entitled to reserve the Stand according to the sponsor package and select particular Stand among those available for reservation. The reservation request shall be drawn up on the official reservation form available on the website www.traconference.eu, signed by person(s) authorized to represent the Sponsor. The Sponsor shall accept these General Terms and Conditions and submit signed reservation form to the Organiser by post or by e-mail to office@tra2016.eu. The Organiser shall confirm the reservation of the indicated Stand or inform the Sponsor, that the elected Stand is not available. In such a case the Sponsor shall elect other Stand within those available and inform the Organiser within 5 days in writing. The Sponsor has a priority in electing the Stand among those available. Art. 4 Exhibitors Admissions: any legal person or organisation is entitled to reserve one or more Stands. The reservation request shall be drawn up on the official reservation form available on the website www.traconference.eu, signed by person(s) authorized to represent the Exhibitor. The Exhibitor shall accept these General Terms and Conditions and submit signed reservation form to the Organiser by post or by e-mail to office@tra2016.eu. The Organiser shall confirm the reservation of the indicated Stand or inform the Exhibitor, that the elected Stand is not available. In such a case the Organiser is entitled to allocate other Stand from those available and inform the Exhibitor within 5 days in writing by letter sent by post and/or by e-mail indicated by the Exhibitor in the reservation form. The Organiser may refuse to reserve any Stand by the Exhibitor without justification. In no case whatsoever will the applicant Exhibitor have the right to request compensation for refusal on grounds that he was invited to apply by the Organiser. Art. 5 Conclusion of Agreement: Filling in and signing the reservation form by authorized representative, acceptance of these General Terms and Conditions and submission of the reservation form by the Exhibitor and/or Sponsor to the Organiser and confirming the reservation by the Organiser shall be deemed as a conclusion of the agreement for one or more Stands during the TRA2016 Conference. Art. 6 Payment: The Exhibitor shall pay to the Organiser a remuneration in an amount indicated in the price list attached hereto as appendix no. 1.The Organiser shall issue an VAT invoice and send it to the Exhibitor within 5 working days after confirmation of the reservation by the Organiser. The total remuneration shall be paid within 14 days after the receipt of the relevant invoice from the Organiser. The payment is deemed to be made on the day the amount is credited to the Organiser s bank account The full remuneration is due even if the Exhibitor has not used the Stand or has used it in a shorter period. In case of delay in payment the Organiser is entitled to charge due interest for delay in the statutory rate. In case the Exhibitor is in delay with the payment of the remuneration or its part for more than 14 days, the Organiser may terminate the agreement without notice (with immediate effect). Terms for payment by Sponsors are determined in the sponsorship agreement. In case of the Exhibitor and/or the Sponsor is an entity with registered office outside Poland on the territory of the European Union, it will be obliged to declare the VAT calculation in its country of registration pursuant to tax law in force. Art. 7 Resignation: In case the Exhibitor or the Sponsor resigns from participation in the TRA2016 Conference before November 1 st 2015, the Organiser will retain 40% of the total amount of the remuneration. In case the Exhibitor or the Sponsor resigns from participation in the TRA2016 Conference from November 2 nd 2015 until December 31 st 2015, the Organiser will retain 80% of the total amount of the remuneration. In case the Exhibitor or the Sponsor resigns from the participation in the TRA2016 Conference after January 1 st 2016. The Organiser will retain 100% of the total amount of the remuneration. The above-mentioned amounts will be retained by the Organiser as contractual penalty for resignation by the Exhibitor or by the Sponsor from the participation in the TRA2016 Conference. The resignation shall be prepared in writing, signed by a person authorized to represent the Exhibitor and/or the Sponsor and delivered to the Organiser in writing by letter sent by post and/or by e-mail to office@tra2016.eu. 14 Art. 8 Preparation of the Stand: the Exhibitors and the Sponsors shall construct the Stand s equipment within 2 days. The Stand s equipment may be constructed on the TRA2016 Conference site from 16.04.2016 (6:30 a.m.) until 17.04.2016 (11:00 p.m.). Any deviation from that rule shall be agreed with the Organiser in advance in writing.. The services, which may be provided to the Exhibitors and Sponsors are described in detail in Invitation to sponsorship and Exhibitor guidelines which will be available for review on the website www.traconferece.eu. at a later date.
GENERAL TERMS AND CONDITIONS Art. 9 Dismantling of the Stand: The Exhibitors and the Sponsors shall dismantle and remove the Stand s equipment immediately after the end of the TRA2016 Conference The detailed deadline for dismantling of the Stand will be communicated to the Exhibitor and/or Sponsor until April 1 st 2016. Any and all objects brought by the Exhibitor and/or Sponsor shall be removed from the TRA2016 Conference site on April 21 st 2016 until 11:00 p.m. at the very latest. In case this obligation is breached by the Exhibitor and/or Sponsor, the Organiser may remove such objects and store them at the cost and risk of the Exhibitor and/or Sponsor. All costs related to the dismantling of the Stand shall be borne by the Exhibitor and/or the Sponsor. Art. 10 Rules and safety instructions: A technical file for the Exhibitor and the Sponsor shall be distributed at a later date, the file will also be available for review on the website www.traconferece.eu. The file will include the Stands layout and furniture renting rules as well as the safety regulations and information on all necessary services (telephone, maintenance, storage, customs clearance, etc.). The Exhibitors, the Sponsors, their employees and subcontractors shall observe any and all rules of the TRA2016 Conference including binding legal provisions, the National Stadium Functioning Principles and Rules (available for review on the website www.traconferece.eu, other regulations and safety instructions, as well as instructions specified in the technical file. The Exhibitors and/or the Sponsors are liable for the materials they exhibit as well as the one they will rent or set up at their stand. The Organiser recommends the Exhibitor and/or Sponsor to conclude relevant insurance agreements regarding participation in the TRA2016 Conference (i.e. civil liability insurance, property insurance). Art. 11 Exclusivity: The reservation of the Stand compel the Exhibitor and/or the Sponsor not to organise or privilege, any meetings or gatherings on the TRA2016 Conference topics that had not been declared or authorized by the Organiser in advance in writing. The Sponsor and/or Organiser declare it was informed that TRA2016 Conference is accessible only for registered participants. Art. 12 Use of the Stand, Distribution of Materials: The Stand is appropriated for sole use of the Exhibitor or Sponsor indicated in the reservation form, and may not be rendered for use against payment and/or gratuitously, to any third party. Distribution of promotion, advertisement, marketing materials and/or similar materials is permitted only on the Stand. Art. 13 Rights and liabilities of the Organiser: The Organiser is entitled to decide on all unforeseen matters in these General Terms and Conditions. All its decisions will be taken with no possible recourse and shall be immediately implemented. A breach of any clause hereof shall give rise to immediate, temporary or definitive exclusion of the Exhibitor and/or Sponsor from the TRA2016 Conference with no possibility for the latter to claim any refund or compensation. The Organiser shall be free to decide accordingly. The Organiser shall not be held liable for a small number of registered delegates or any lack of interests for the whole TRA2016 Conference. The Organiser shall bear no liability for things left on the Stand, which have been destroyed or damaged, elements of the Stand that have been destroyed or damaged and damages caused to the Exhibitor and/or the Sponsor by other Exhibitor, the Sponsor, the participant and/or any other third party. The Organiser shall only be liable for damages caused to the Exhibitor and/or the Sponsor willfully by the Organiser or its representative. The Organiser s liability is limited to the amount of actual damage sustained by the Exhibitor and/or the Sponsor. Art. 14 Cancellation of the event: in case of force majeure, the dates of the TRA2016 Conference and the exhibition could be changed or simply cancelled. In this case the available amounts after payment of the expenses incurred will be shared between the Exhibitors and Sponsors on a pro rata basis with no possibility of recourse against the Organiser. Art. 15 Disputes: Any dispute arising from these General Terms and Conditions shall be settled by the common court competent for the Organiser s registered office. Art. 16 Applicable Law: In all matters not regulated herein Polish law shall apply. Art. 17 Language: These General Terms and Conditions have been prepared in Polish and English language versions. In case of any discrepancies the Polish language version shall prevail. 15
WARUNKI OGÓLNE Par. 1 Warunki Ogólne : Niniejsze Warunki Ogólne obowiązują sponsorów i/lub wystawców uczestniczących w Transport Research Arena 2016-6th European Transport Research Conference organizowanej przez Instytut Badawczy Dróg i Mostów. Niniejsze Warunki Ogólne stanowią integralną część umowy zawartej pomiędzy Organizatorem a Sponsorem lub Wystawcą. Par. 2 Definicje: Dla celów niniejszego dokumentu, określeniom wyszczególnionym poniżej nadano następujące znaczenie: a) Konferencja TRA2016 Transport Research Arena 2016-6th European Transport Research Conference, która odbędzie się w Warszawie, w Polsce, w dniach 18-21.04.2016 r.; b) Organizator Instytut Badawczy Dróg i Mostów (IBDiM) z siedzibą w Warszawie, przy ul. Instytutowej 1, wpisany do rejestru przedsiębiorców Krajowego Rejestru Sądowego pod numerem KRS 158240; c) Sponsor - osoba prawna lub organizacja prowadząca działalność gospodarczą lub badawczą, która nabyła przynajmniej jeden pakiet sponsorski. Sponsor jest uprawniony do uczestnictwa w Konferencji TRA2016 na warunkach zawartych w «Zaproszeniu do Sponsoringu» («Invitation to sponsorship») dostępnym na stronie internetowej: www.traconference.eu; d) Wystawca osoba prawna lub organizacja prowadząca działalność gospodarczą lub badawczą, wystawiająca swoje produkty i/lub usługi na Stoisku. Wystawca nie jest uprawniony do uczestnictwa w Konferencji TRA2016, chyba że zarejestruje się jako uczestnik Konferencji TRA2016; e) Stoisko przestrzeń wystawowa na wyłączny użytek Wystawcy lub Sponsora, spis dostępnych Stoisk wraz z informacją na temat ich wielkości oraz plan wystawy dostępne są na stronie internetowej www.traconference.eu. Par. 3 Dostęp dla Sponsorów: każdy Sponsor, który nabył pakiet sponsorski jest uprawniony do zarezerwowania Stoiska zgodnie z pakietem sponsorskim i wyboru Stoiska spośród Stoisk dostępnych do rezerwacji. Wniosek rezerwacyjny należy sporządzić na oficjalnym formularzu rezerwacyjnym dostępnym na stronie internetowej www.traconference.eu. Wniosek powinien zostać podpisany przez osobę(-y) upoważnioną(-e) do reprezentowania Sponsora. Sponsor zobowiązany jest zaakceptować niniejsze Warunki Ogólne oraz przedłożyć podpisany formularz rezerwacyjny Organizatorowi pocztą lub pocztą elektroniczną na adres office@tra2016.eu. Organizator zobowiązany jest potwierdzić rezerwację wskazanego Stoiska lub poinformować Sponsora, iż wybrane Stoisko nie jest dostępne. W takim przypadku Sponsor winien wybrać inne Stoisko spośród dostępnych i poinformować Organizatora o swoim wyborze w formie pisemnej, w terminie 5 dni. Sponsor ma pierwszeństwo wyboru Stoiska spośród dostępnych stoisk. Par. 4 Dostęp dla Wystawców: każda osoba prawna lub organizacja ma prawo zarezerwować jedno lub więcej Stoisk. Wniosek rezerwacyjny należy sporządzić na oficjalnym formularzu rezerwacyjnym dostępnym na stronie internetowej www.traconference.eu. Wniosek powinien zostać podpisany przez osobę(-y) upoważnioną(-e) do reprezentowania Wystawcy. Wystawca zobowiązany jest zaakceptować niniejsze Warunki Ogólne oraz przedłożyć podpisany formularz rezerwacyjny Organizatorowi pocztą lub pocztą elektroniczną na adres office@tra2016.eu. Wystawca zobowiązany jest potwierdzić rezerwację wskazanego Stoiska lub poinformować Sponsora, iż wybrane Stoisko nie jest dostępne. W takim przypadku Organizator ma prawo przyznać inne Stoisko spośród dostępnych i poinformować Wystawcę w formie pisemnej, w terminie 5 dni roboczych, pocztą lub pocztą elektroniczną na adres wskazany przez Wystawcę w formularzu rezerwacyjnym. Organizator może odmówić rezerwacji Stoiska przez Wystawcę bez podania powodu. W żadnym wypadku aplikujący Wystawca nie ma prawa żądać rekompensaty z tytułu odmowy, jako uzasadnienie podając fakt, że został zaproszony do złożenia wniosku przez Organizatora. Par. 5 Zawarcie Umowy: Wypełnienie i podpisanie formularza rezerwacyjnego przez upoważnionego przedstawiciela, akceptacja niniejszych Warunków Ogólnych oraz przedłożenie formularza rezerwacyjnego Organizatorowi przez Wystawcę i/lub Sponsora, a także potwierdzenie rezerwacji przez Organizatora zostanie uznane za zawarcie umowy dot. jednego lub więcej Stoisk na Konferencji TRA2016. Par. 6 Płatność: Wystawca zobowiązany jest zapłacić Organizatorowi wynagrodzenie w wysokości wskazanej w cenniku załączonym do niniejszego dokumentu jako Załącznik nr 1. Organizator wystawi fakturę VAT i prześle ją Wystawcy w terminie 5 dni roboczych od dnia potwierdzenia rezerwacji przez Organizatora. Całość wynagrodzenia zostanie uiszczona w terminie 14 dni od otrzymania odpowiedniej faktury od Organizatora. Płatność uznaje się za dokonaną z chwilą uznania rachunku bankowego Organizatora. Pełna kwota wynagrodzenia jest wymagalna nawet, jeśli Wystawca nie skorzystał ze Stoiska lub korzystał z niego przez krótszy okres. W przypadku opóźnienia w płatności Organizator jest uprawniony do naliczania odsetek za zwłokę według ustawowo obowiązujących stawek. W przypadku, jeśli Wystawca zalega z płatnością wynagrodzenia lub jego części przez okres dłuższy niż 14 dni, Organizator może rozwiązać umowę bez wypowiedzenia (ze skutkiem natychmiastowym). Warunki płatności dla Sponsorów zawarte są w umowach sponsorskich. W przypadku, jeśli Wystawca lub Sponsor jest podmiotem z siedzibą zarejestrowaną poza Polską, na terytorium Unii Europejskiej, jest on zobowiązany zadeklarować kalkulację podatku VAT w swoim kraju rejestracji zgodnie z obowiązującym prawem. Par. 7 Rezygnacja: W przypadku rezygnacji Wystawcy lub Sponsora z uczestnictwa w Konferencji TRA2016 przed 01.11.2015 r, Organizator zatrzyma 40% całkowitej kwoty wynagrodzenia. W przypadku rezygnacji Wystawcy lub Sponsora z uczestnictwa w Konferencji TRA2016 w terminie od 02.11.2015 r. do 31.12.2015 r., Organizator zatrzyma 80% całkowitej kwoty wynagrodzenia. W przypadku rezygnacji Wystawcy lub Sponsora z uczestnictwa w Konferencji TRA2016 po 01.01.2016 r., Organizator zatrzyma 100% całkowitej kwoty wynagrodzenia. Wyżej wymienione kwoty zostaną zatrzymane przez Organizatora jako kary umowne za rezygnację przez Wystawcę lub Sponsora z uczestnictwa w Konferencji TRA2016. Rezygnację należy sporządzić w formie pisemnej, z podpisem osoby upoważnionej do reprezentowania Wystawcy i/lub Sponsora oraz przesłać Organizatorowi w formie pisemnej pocztą i/lub pocztą elektroniczną na adres office@tra2016.eu. 16 Par. 8 Przygotowanie Stoiska: Prace związane z wyposażeniem stoiska mogą być prowadzone na obszarze Konferencji TRA2016 od 16.04.2016 r. (godz. 6:30) do 17.04.2016 r. (23:00). Wszelkie odstępstwa od przedmiotowej zasady należy ustalać z Organizatorem