The ConferenceArena is organised by ConferenceArena LLC, Brandbachstrasse 7, 8305 Dietlikon, Switzerland.
Registration is only valid if submitted using the official form, duly signed, or via the online form on the website and subsequently confirmed by email to the exhibitor. By signing the registration form or submitting it via the website, the exhibitor accepts these regulations. The organiser decides on the final acceptance of registrations and may reject applications without giving reasons. The registration becomes a binding contract once it is confirmed in writing by ConferenceArena LLC. Please note that co-exhibitors are only permitted for stand areas of at least 10 m².
The ConferenceArena is a MICE event for service providers of the Swiss and international MICE market.
Exhibitors who have registered bindingly cannot withdraw from the contract without compensation. If an exhibitor cancels their participation after registration, they must pay compensation of 50% of the total costs for administrative expenses, even if the stand can be rented out again. For cancellations from 12 January 2026 onwards, the exhibitor is liable for the full stand rental fee and any booked additional services. If the exhibitor is not accepted to participate in the ConferenceArena, they will be informed promptly, and no costs will be incurred. The organiser is not liable for damages incurred by the exhibitor as a result of cancellation, including cancellation of the entire event.
Participation fees must be paid in full without deductions upon receipt of the invoice and within the specified deadline. Participation in the fair is not possible without prior payment. Late payments will incur interest at 5%. Payment terms: 100% of the amount is due within 10 days of signing the contract. Under Swiss law, ConferenceArena LLC is obliged to charge 8.1% VAT on stand rental and additional services, which will be stated separately. All prices are exclusive of VAT unless otherwise stated.
ConferenceArena LLC allocates stands based on receipt of correct registrations. Exhibitors’ written requests in the registration will be considered where possible but are not binding. If circumstances require, ConferenceArena LLC may relocate an exhibitor, change the stand size (e.g. square metres) or assign another location without special compensation. If a stand is reduced in size by ConferenceArena LLC, the exhibitor is entitled to a proportional refund corresponding to the reduction but not to additional compensation. The placement of an additional stand not shown in the hall plan must be accepted.
The exhibitor agrees to refrain from any sales or advertising activities (including the distribution of promotional materials, flyers, etc.) outside their stand. Special permissions require written agreement from ConferenceArena LLC. In case of violation, the unauthorised activity will be invoiced retrospectively without prior consultation (minimum charge CHF 1‘800).
Visitors with a Standard Visitor Ticket (CHF 39) are not permitted to conduct business activities during the event. This includes, but is not limited to, soliciting, distributing business cards, promotional materials, or products. Any visitor intending to conduct business must purchase a Professional Visitor Ticket (CHF 490). Unauthorised commercial activity will result in a contractual penalty of CHF 5‘000 and immediate removal from the event without refund of the ticket price.
Clause 2, Paragraph 2: “In accordance with the regulations of the Fire Inspectorate, no flammable decorative materials may be used for the design of the exhibition. Stairs and doors must not be obstructed under any circumstances, and passageways for the public must be kept sufficiently clear in proportion to the expected number of visitors.”
Clause 3, Paragraph 2: “The exhibition set-up must be carried out with the utmost care. The rented rooms are not exhibition halls but conference rooms, some with walnut panelling and walls made of soft, sound-absorbing materials. Fastening exhibits or promotional materials to ceilings or walls with nails, pins, thumbtacks, needles, glue, or adhesive tape is therefore prohibited. All structures must be self-supporting and placed on protective coverings to prevent floor damage. The floor load must not exceed 500 kg/m² at any point. Fixed seating, mirrors, lighting fixtures, etc., may not be removed except with the express permission of the technical manager.”
General: Decorations must not increase the risk of fire. In the event of a fire, people must not be endangered, and escape routes must remain unobstructed.
Materials: Decorations in rooms accessible to the public must be made of flame-retardant material (fire classification 5.1). In rooms with a sprinkler system, material with fire classification 4.1 is sufficient. Materials must not drip when burning or emit toxic gases in the event of a fire. No combustible decorations may be placed in escape routes. Balloons for play or advertising must not be filled with flammable gas or gas mixtures.
Material Additions: Solid wood decorations (e.g. boards) are also permitted where flame-retardant material with classification 5.1 is required.
The exhibitor undertakes to set up and dismantle their stand within the specified periods and to staff and operate it continuously during the official opening hours of the fair. Dismantling, even partially, before the official end of the fair is not permitted. In case of violation, a penalty (minimum CHF 500) will be invoiced without prior consultation. Exact set-up and dismantling times will be communicated separately to exhibitors.
No exhibitor may make changes to their stand’s design or decoration that disadvantage another exhibitor in any way. ConferenceArena LLC reserves the right to remove or modify, at the expense, risk, and responsibility of the exhibitor, any design or decoration that damages the overall appearance of the exhibition, blocks emergency exits, poses a hazard, or disturbs neighbouring stands or visitors. No objects may be placed in public areas.
Demonstrations and attractions at individual stands are encouraged but must not disturb neighbouring stands. The organiser’s assessment is final. Exhibitors may offer refreshments and food to visitors at their stand. If this option is used, the exhibitor must notify ConferenceArena LLC of the food and beverages offered at least six weeks before the start of the fair (by email to info@conferencearena.ch).
Visitors to the ConferenceArena will be provided with a participant list of exhibitors. Exhibitors will not be provided with any list of visitors or clients of the ConferenceArena.
If the event must be cancelled due to health, political or economic conditions, force majeure, or other unforeseen circumstances, exhibitors will be refunded any stand costs already paid, minus CHF 770 excl. VAT for administrative costs, which are payable in any case. If the stand rental has not yet been paid, administrative costs of CHF 770 excl. VAT are still payable. In the event of cancellation, each registered exhibitor will receive one newsletter entry in the ConferenceArena newsletter (value CHF 770) free of charge. Custom stand materials such as graphics and counter prints, which the stand builder produces approximately two weeks before the event, must be paid for in full and become the property of the exhibitor, even if the event is cancelled after production. General materials such as TVs, additional stands, stools, counters, or power connections are excluded from this rule.
If the event’s significance is reduced, its character altered, or its date postponed due to the conditions above, exhibitors are not entitled to any compensation. In the case of a date change, all booked services will automatically apply to the new date.
ConferenceArena LLC reserves the right to decide on any cases not covered by these regulations and to make amendments and additions. Such decisions take effect immediately. Circulars sent at a later date are considered part of these exhibition conditions.
Any violation of these exhibition conditions may result in the immediate exclusion of the offending exhibitor without entitlement to a refund or compensation.
Each ConferenceArena participant in a contractual relationship with ConferenceArena LLC is liable for damage to the exhibition halls of Stage One and their facilities, as well as to co-exhibitors or third parties, caused by them or their stand personnel. Each participant is required to take out liability insurance with a Swiss-based insurance company. The coverage amount for personal injury and property damage must be at least CHF 3 million. If a participant does not have the required insurance, ConferenceArena LLC will take out general liability insurance at the participant’s expense. The organiser does not assume any duty of care for exhibits or stand equipment and excludes any liability. Exhibitors must ensure that protective devices are installed on their displayed equipment in accordance with accident prevention regulations. The insurance costs CHF 125.00 excl. VAT per exhibitor. Exhibitors with their own liability insurance must submit a copy of the insurance policy to ConferenceArena LLC to avoid being charged these costs.
In any dispute, the parties agree to seek an amicable settlement before initiating legal proceedings. The exhibitor must submit their complaint in writing to ConferenceArena LLC. If no amicable settlement can be reached, Zurich shall be the place of jurisdiction, and Swiss law shall apply exclusively. In the case of different language versions of these regulations, the German text shall prevail.
