Public Establishment for International Fairs & Exhibitions
Rules & Regulations of Participation
in Damascus International Fair (DIF)
Article (1) – Definitions:
Under these rules and regulations, the terms listed below shall mean the following:
- PEIFE: Public Establishment for International Fairs & Exhibitions
- Board of Directors: The Board of Directors at PEIFE
- General Director: The G. D. of PEIFE
- DIF: Damascus International Fair
- Fairgrounds: The Fairgrounds – airport highway
Article (2) – Description & objectives of DIF:
It is a general international fair for exhibiting commercial, industrial, agricultural, consumer and service goods. It draws its significance from Syria’s central location amidst three continents, and it aims to achieve these objectives:
- Give a true image of Syrian economy in the fields of commerce, industry and agriculture, and highlight its potentialities in foreign trade.
- Display latest products, technical inventions and traditional industries.
- Develop and reinforce international economic relations between Syria and other countries.
- Give the DIF visitors an opportunity to get acquainted with the touristic, social, cultural and artistic recovery of the Syrian Arab Republic.
Article (3) – Participants:
Eligible participants include:
- States and international organizations
- Foreign companies and enterprises participating directly or through Syrian agents.
- Ministries, enterprises, and companies of state, private and joint sectors, in addition to local participants.
Article (4) – Terms of participation:
- Participants shall fill in the application forms for the relevant edition of DIF to be submitted to PEIFE.
- Application forms submitted by Syrian agents must include the following:
- Indication of the name of the original foreign company represented by agents.
- Indication of the range of the proposed products, exhibits and goods with the country of origin of each. Unannounced products are not admitted to DIF.
- The application form must be registered in the commercial or industrial records of the participant’s country, or in other official records approved by PEIFE.
- Any reservations included in the application form are not binding on PEIFE unless it approves them within its means.
- Deadline for receiving the application forms is two months prior to the opening of DIF. Application forms received later than this date may be accepted within available means.
- PEIFE reserves the right to refuse any application form without disclosing the reasons thereof.
- If the participant does not occupy and construct the space allocated to him at least one week before the opening of DIF, PEIFE shall have the right to dispose of this rented space and retain all the fees paid by the participant as he has no claim to compensation.
- The participant may change the space allocated to him with the consent of PEIFE and in accordance with its conditions.
- When necessary and by prior notification, PEIFE is entitled to modify or relocate a rented space before delivering it to an exhibitor who has the right to refuse such modifications, cancel his participation and claim back the fees and insurance amounts he has already paid without having any claim to compensation.
- The participant is not permitted to share or sell the entire or part of his space to a third party (for payment or not) without a prior written approval from PEIFE. Otherwise he shall be liable to a closure of his stand and no refund will be due to him as PEIFE has the right to retain any amount already paid into the treasury of DIF.
Any additional participation instructions given by PEIFE are considered an integral part of these regulations.
Article (5) – Payment of participation fees:
- States and international organizations:
- Participation fees, charges and expenses of services provided to the exhibitors representing the participating states and international organizations shall be collected through amicable means, or if necessary through diplomatic channels.
- All fees, rental charges and expenses of general services shall be paid in US Dollars by the participating states into the PEIFE ‘s bank account.
- Foreign enterprises and companies participating directly or through Syrian agents:
- The participating foreign enterprises and companies not located in Syria shall pay in US Dollars all fees, rental charges and expenses of general services into the PEIFE’s bank account.
- When submitting application forms, these participants shall pay 25% of the participation fees and the expenses of general services. Otherwise their applications might be refused.
- None-payment of the total amount due, for any reason whatsoever, within one month of the official notification of claim, 9% penalty interests shall accrue for overdue payments.
- Ministries, enterprises, companies of state, private and joint sectors and local participants:
- Ministries, enterprises, state and joint sectors:
All fees, rental charges and expenses of general services shall be paid in Syrian Pounds by ministries, enterprises and state and joint sectors within three months of the official notification of claim. In the event of late payment, 9% penalty interests shall accrue for overdue payments.
- Private sector participants:
- All fees, rental charges and expenses of general services shall be paid in Syrian Pounds by private sector participants into the PEIFE’s bank account.
- When submitting application forms, these participants shall pay 25% of the participation fees and the expenses of general services. Otherwise their applications might be refused.
- These participants shall pay any outstanding participation fees, insurance amounts and expenses of general services during the edition of DIF, as stated in their application forms. Otherwise PEIFE shall have the right to cancel their participation and retain the insurance amounts already paid, and owes no compensation to these exhibitors.
- These participants shall pay their participation fees within one month of receiving final invoices, and based on the actual rented area and other services provided for the duration of DIF.
- Non-payment of the total amount due, for any reason whatsoever, within one month of the notification of claim, 9% penalty interests shall accrue for overdue payments.
- Provisions of declining and canceling participation:
- The participant who would like to withdraw from DIF must notify PEIFE by a written notice two weeks prior to the opening of DIF. He also has to pay registration fees along with 25% of the rental charges of the areas and stands he has booked for himself.
If he declares his withdrawal within two weeks following the opening of DIF, PEIFE shall have the right to dispose of his rented space, and he shall pay cancellation fees, as assessed by the Board of Directors, for any breakdown or damage resulting from his withdrawal. He also has to pay the registration fees along with 25% of the rental charges of areas and stands.
- In the event of DIF cancellation due to force majeure, PEIFE owes no compensation or disbursement to the participants who are only entitled to claim back the charges, fees and insurance amounts they have paid.
Article (6) – Types and rental prices of exhibit areas:
- Types of exhibit areas:
- Independent indoor pavilion
- Stand within an indoor pavilion
- Outdoor exhibit areas
- Kiosks and outdoor and indoor areas designated for renting restaurants and cafés in accordance with the provisions of enforced laws and in the manner that PEIFE deems fit for serving the interests of the event.
- Calculation of participation fess:
- The participation fees are calculated in accordance with the list of fees and rates specified by PEIFE in the relevant edition of DIF and based on the actual rented spaces rather than the spaces stated in the applications forms.
- Fractions of a square meter shall be charged as one square meter.
- The actual internal space of the stands within indoor pavilions is measured without passageways.
- Under penalty of cancelling his participation, the participant is not permitted to display goods outside the confines of his pavilion or stand unless a prior written approval from PEIFE is obtained. In this case, he has to pay the rental charges of the actual space he occupies.
- When a participant needs to make constructions in the outdoor exhibit areas allocated for him, he shall have to obtain a written approval from PEIFE provided that these constructions are lightweight or prefabricated and set up appropriately as not to obscure the general view of pavilions.
Article (7) – Allocation of exhibit spaces:
- Participation in DIF is conducted as follows:
- The participating states shall occupy the premises and the outdoor areas they have already built at their own expense, and shall only pay the rental charges of outdoor areas based on the actual space they occupy, in accordance with the occupancy rates specified in the relevant edition of DIF, and as per their own contracts with PEIFE.
- The foreign entities (foreign enterprises and companies participating directly or through Syrian agents) shall occupy the pavilions they have already built at their own expense, and shall only pay the rental charges of outdoor areas based on the actual space they occupy and in accordance with the occupancy rates specified in the relevant edition of DIF.
- The Syrian national entities (state, private and joint sectors) shall occupy the premises they have already built at their own expense, and shall only pay the rental charges of outdoor areas based on the actual space they occupy and in accordance with the occupancy rates specified in the relevant edition of DIF.
- The participants shall rent outdoor areas, indoor pavilions or individual stands in accordance with the list of rates and fees for the relevant edition of DIF.
- All participants are required to comply with the instructions given by PEIFE when it is preparing their allocated exhibit spaces.
- Delivery of exhibit spaces:
- Rented premises and areas including equipment and fittings shall be delivered to their owners after sending them a notice of admission.
- Premises and outdoor areas including various equipment and fittings shall be delivered via the Directorate of the Fairgrounds Affairs
- The participant shall have to complete all the preparations and decorations of its rented premises and stands at least five days prior to the opening of DIF. He also has to remove all boxes, building materials and any objects that might obstruct the halls and passageways of the Fairgrounds or deface their appearance at least two days prior to the event. Otherwise PEIFE shall carry out this work at the participant’s expense.
- The exhibitor may use the equipment and fittings put at his disposal provided that he guarantees to indemnify PEIFE for any breakdown or damage resulting from his use of the pavilion and the fittings put at his disposal.
Article (8) – Delivery and vacation of exhibit spaces:
- International pavilions:
- Pavilions built and rented by a participating state:
- The participating state shall vacate the rented pavilion of all exhibits within five days of the closing date of DIF.
- If exhibits sold by commercial contracts to Syrian enterprises and companies are not removed, the participating state shall have to store these exhibits in the Fairgrounds’ warehouses designated for this purpose.
- Independent pavilions owned by PEIFE:
- The participating state shall have to vacate the rented space of all exhibits within five days of the closing date of DIF.
- If exhibits and goods sold to state or private sectors are not removed, they have to be stored in the Fairgrounds’ warehouses designated for this purpose, and in accordance with the terms agreed upon with the participating state.
- The participating state shall have to restore the rented pavilion to its original condition and deliver it to the Directorate of Fairgrounds Affairs within five days of the closing date of DIF.
- All participants renting outdoor spaces shall have to restore them to their original condition and deliver them to the Directorate of Fairgrounds Affairs within five days of the closing date of DIF.
- Pavilions built by participants:
- The participants shall have to vacate the rented spaces and remove all goods and exhibits within five days of the closing date of DIF.
- If exhibits sold by commercial contracts to Syrian or non-Syrian enterprises, companies and individuals are not removed, the participating entities shall have to store these exhibits in the Fairgrounds’ warehouses designated for this purpose.
- The participants shall have to deliver the rented pavilions to the Directorate of Fairgrounds Affairs that should in the following year re-deliver these pavilions as received.
- During the interval between two fairs, the participants may use the pavilions they have already built after authorization from PEIFE and in accordance with the terms agreed upon by the two parties.
- All the terms incorporated in the contracts concluded between PEIFE and the participating entities have to be duly applied.
- Independent indoor and outdoor pavilions owned by PEIFE:
- At the end of the period specified for all participants, apart from the participating states, and in order to restore all exhibit spaces to their original condition and vacate them of all exhibits, fittings and decorations, PEIFE may sell these decorations and fittings in the way it deems fit and at the participant’s expense and risk ten days of notifying him by a written notice. PEIFE shall pay the proceeds of this sale into the deposit account in the name of the participant.
- During the course of DIF or after its closing date, and with the permission of the competent customs authorities, the participant may bring into the Fairgrounds the delayed exhibits that did not reach the DIF venue in time for reasons that should be declared in documents and accepted by the Board of Directors not later than the year in which DIF was held. PEIFE shall therein charge the participant concerned for the storage of these goods in the warehouses designated for this purpose.
- By the end of the year in which DIF was held, goods are to be disposed of as follows:
- They may be re-exported in accordance with enforced laws and after full payment of their storage fees.
- They may be kept in the Fairgrounds for display in the next edition of DIF provided that their owner submits an application for participation in the next DIF, and fully pays all statutory participation fees and insurances, as stipulated in the rules and regulations of participation. In this case, he shall be an official participant in the next DIF though not yet allocated an exhibit space, and PEIFE shall not be liable for any loss or damage to his stored goods.
- PEIFE shall charge fees for the entry and storage of goods in the Fairgrounds’ warehouses designated for this purpose, and in accordance with the rates it specifies.
Article (9) – National pavilions:
The Board of Directors shall set special rules for regulating participation, preparation, management, and supervision at the pavilion of handicrafts.
Article (10) – Promotional activities:
- The participants may advertise their products and goods in DIF while observing common customs and general decorum so as not to cause any harm to others’ interests.
- The participants may be liable to an immediate closure of their pavilions and to a cancellation of their participation without notice, if they do the following:
- Circulate promotional and advertising forms outside their allocated pavilion.
- Carry out any political or religious activity or display and circulate political and religious leaflets and literature.
- With a written approval from PEIFE, and if necessary, a permission from the competent authorities, the participants may do the following activities:
- Circulate pictures and literature, project films and pictures by a magical lantern and hold press conferences.
- Hold promotional competitions.
- Use the DIF’s logos for their own propaganda.
- To enable the participants promote their products, PEIFE shall prepare a variety of promotional means as listed below:
- Set up a special radio station for DIF.
- Present TV and radio programs in coordination with the General Organization of Radio and Television.
- Broadcast a daily bulletin and cooperate with the competent authorities to cover the news and activities of DIF.
- Hold a variety of advertising and promotional activities organized by the competent authorities and pre-approved by PEIFE.
Article (11) – Classification of exhibitors:
Exhibitors shall be classified in terms of arranging their exhibits and organizing their pavilions in accordance with special standards set by the Board of Directors.
Article (12) – Prohibited goods and products:
It is prohibited to exhibit explosive or highly inflammable materials and all other items that PEIFE deems unfit for display or dangerous which are likely to harm or disturb the participants or visitors.
Article (13) – Testing machines and equipment:
The participant may test machines and equipment with the approval of PEIFE, and he is required to take all necessary precautions for the safety of users and visitors as he shall be solely responsible for any accident that might occur during these tests.
Article (14) – Water, power and telephone connections:
- PEIFE shall respond, within its means, to requests of installing water and electricity connections and placing their meters at the supply points in the pavilions and stands of the participants who shall be only charged for the cost of internal connections in accordance with the instructions given by PEIFE.
- The exhibitors shall be charged for telephone and fax costs in accordance with the rates specified for these expenses and approved by the Board of Directors in each edition of DIF.
Article (15) – Security:
PEIFE shall provide general security at the Fairgrounds but not within the exhibit space of the exhibitor who shall assume the expenses and responsibility for the security and safeguarding of his own exhibits for the duration of DIF.
Article (16) – Transportation of goods:
The participants shall transfer their exhibits by their own means of transportation, and load and unload them at their own expense. They also have to store packing wooden boxes and metal containers in the PEIFE’s warehouses designated for this purpose, and in accordance with the terms and rates it specifies.
Article (17) – Executing constructions in the Fairgrounds:
- Decoration works shall be executed by the construction companies approved by PEIFE. Fees will be charged, as stated in construction terms, when decorations are made by companies not approved by PEIFE, or when participants such as ministries, state sector, popular organizations and local exhibitors construct their own pavilions at their expense.
- If a Syrian construction company, not approved by PEIFE, executes constructions in the Fairgrounds, it will be charged a fee of 5 dollars per each constructed square meter whether in outdoor or indoor exhibit areas.
- If a non-Syrian construction company constructs some pavilions in the Fairgrounds, it will be charged a fee of 10 dollars per each constructed square meter whether in outdoor or indoor exhibit areas.
Article (18) – Services:
PEIFE may provide services, carry out constructions, lease materials and equipment to participants, which will be charged in accordance with the rates it specifies.
Article (19) – Customs formalities:
The participants shall handle customs clearance of their goods through customs brokers approved by the General Directorate of Customs. PEIFE shall inform the participants of the regulations of temporary entrance of goods and the customs facilities granted to exhibitors.
Article (20) – Directory:
- PEIFE shall publish a DIF directory featuring a list of goods on display as well as the names of the participants extracted from their details included in the application forms or mainly provided for this purpose two months prior to the opening of DIF.
- The participants may publish their private advertisements in the directory in return for payment jointly specified with the Arab Establishment for Advertisement.
- The directory is to be circulated for free, and it may be sold upon request in accordance with the instructions given by PEIFE..
Article (21) – Liability and insurance:
- Exhibitor’s liability:
The exhibitor shall be held liable for the following:
- Loss or damage to displayed exhibits and to personal belongings of the exhibitor or its agents, employees and invitees.
- Damage caused by fire, explosions, theft, floods, lightning, etc…
- Personal injuries suffered by the staff and agents serving the exhibitor and its invitees howsoever caused.
- The exhibitor shall indemnify PEIFE against any damage to rented exhibit spaces and warehouses, electricity network, water and sewer connections and any other damage to PEIFE’s property resulting from the exhibitor’s culpable conduct.
- The exhibitor shall assume the statutory responsibility arising out of its participation in DIF.
- PEIFE shall take out insurance, at its expense, from the Syrian General Establishment for Insurance against damage to premises, constructions and warehouses at the Fairgrounds in accordance with the risks specified in the insurance contract drawn up for this purpose.
- PEIFE shall take out insurance, at its expense, from the Syrian General Establishment for Insurance against damage to the PEIFE’s equipment, stock and property in the workshops and warehouses of the Fairgrounds in accordance with the risks specified in the insurance contract.
- The exhibitor shall take out appropriate insurances for:
- Its exhibits.
- Its staff against work risks from the General Establishment for Social Insurance.
Article (22) – Fire and safety:
PEIFE shall provide all the pavilions at the Fairgrounds with fire extinguishers for initial firefighting.
Article (23) – Photography and filming inside the Fairgrounds:
- The exhibitors and visitors are permitted to photograph and videotape inside the Fairgrounds for private use only.
- Photographers of press, news agencies and world film companies are permitted to photograph and videotape for free only after the permission of PEIFE and the Ministry of Information.
- Professional photographers are permitted to photograph in accordance with the terms and rates specified by the Board of Directors.
- PEIFE shall have the right to photograph pavilions and exhibits for its advertisements and publications.
Article (24) – Admission to the Fairgrounds and art festival events:
The Board of Directors shall set regulations for the entry into the Fairgrounds and art festival events, specifying the entrance fee and determining the provisions of categorizing and granting free of charge entrance tickets, in addition to other issues related to regulating entry into DIF.
Article (25) – Marketing agents:
- PEIFE may authorize marketing agents to organize participation in DIF by enterprises, companies and commercial centers in some foreign and Arab states.
- PEIFE shall draw up a contract containing the legal, statutory and financial terms which are binding on PEIFE and its marketing agents based on the participation requirements in the relevant edition of DIF.
- The commission paid to the approved agents for marketing and organizing participations in DIF is between 30% and 50% of the rental price of every square meter as specified in the relevant edition of DIF.
- PEIFE may amend the terms of the contract whenever it is necessary and with the approval of the Board of Directors.
Article (26) – General provisions:
- PEIFE shall give notifications and instructions for enforcing these regulations.
- The participants are required to comply with the provisions of these regulations and with any subsequent instructions concerning participation in DIF.
- If the participants breach these regulations, PEIFE shall have the right to cancel their participation and retain their goods without notice and without referring to courts. No refund will be due to the participants.
- PEIFE shall have the right of lien on the participants’ exhibits until the final settlement of their participation fees.
- The city of Damascus shall be the place for judgment, arbitration and implementation concerning all issues related to DIF, and the Syrian laws shall apply to any dispute that may arise therein.
- In a list for fees and rates and another one for telephone and fax charges, the Board of Directors shall specify the fees, charges, expenses and insurance for services due for payment by the participants in each edition of DIF. These two lists are regarded an integral part of the regulations of participation in the relevant edition of DIF.
Article (27) – These rules and regulations were drawn up at session no. 2 held by the Board of Directors on 7.1.2003