General Terms & Conditions.

Prime Expo B.V. — Eindhoven, The Netherlands

Version: 2026.3 | These terms are available in English. The Dutch version prevails in case of conflict.

1. Definitions

• 1.1   Prime Expo: Prime Expo B.V., registered in Eindhoven, The Netherlands, KVK: 97803294, VAT: NL868238582B01.
• 1.2   Client: Any natural or legal person who enters into an Agreement with Prime Expo for the design, production coordination, or supply of exhibition stands, event experiences, or related services.
• 1.3   Third Party Vendor: Any external supplier or subcontractor engaged by Prime Expo to perform construction, technology, logistics, or other services in connection with the execution of a project.
• 1.4   Agreement: Any mutually agreed written documents confirming the services of Prime Expo, to be understood as an accepted quotation, a signed Event Service Agreement or confirmed purchase order between Prime Expo and the Client.
• 1.5   Deliverable: Any design, 3D render, visual concept, or physical output produced or coordinated by Prime Expo under the Agreement.
• 1.7   Delivery: The handoff to the client of the finalized event experience.
• 1.6   Services: Visual Designs , 3D renders, visual concepts, event bookings, or physical output produced and/or coordinated by Prime Expo.

2. Applicability

• 2.1   These General Terms & Conditions apply to all offers, quotations, agreements, Event Service Agreements, and legal relationships between Prime Expo and the Client, unless expressly agreed otherwise in writing.
• 2.2   The Client’s own general terms and conditions are expressly excluded, unless their application has been explicitly accepted by Prime Expo in writing in a specific instance.
• 2.3   If any provision of these terms is found to be void or unenforceable, the remaining provisions remain fully in force.

3. Services

• 3.1   Prime Expo provides high-end exhibition stand design, project management, and production coordination services for events, trade shows, and brand experiences.
• 3.2   Prime Expo acts as the primary point of contact and project manager for the Client throughout the project. Where Third Party Vendors are engaged, Prime Expo coordinates their work on the Client’s behalf.
• 3.3   The scope of services in each project is defined exclusively by the written Event Service Agreement, and/or accepted quotation. Any services or deliverables not explicitly included are excluded.

4. Quotations and Formation of Agreement

• 4.1   All quotations issued by Prime Expo are non-binding and valid for 30 days from the date of issue, unless a different validity period is stated on the quotation.
• 4.2   An Agreement is formed upon (a) written confirmation by the Client of acceptance of the quotation, or (b) Prime Expo confirming acceptance of the Client’s order in writing, or (c) Prime Expo commencing work at the Client’s explicit request.
• 4.3   Amendments or additions to a confirmed Agreement are only valid if confirmed in writing by both parties.
• 4.4   All prices are exclusive of Dutch VAT (BTW), unless explicitly stated otherwise. Applicable VAT will be added to the invoice at the rate applicable at the time of invoicing.

5. Project Execution and Third Party Vendors

• 5.1   Prime Expo may engage Third Party Vendors to carry out construction, fabrication, logistics, AV technology, or other specialist services required for the project. Prime Expo remains responsible to the Client for the overall coordination and Delivery of the project.
• 5.2   Prime Expo will exercise reasonable care in selecting and supervising Third Party Vendors. This means that these Third Party Vendors will have their own insurances in place for the work delivered by these vendors. For more elaboration see Article 10.
• 5.3   Where defects or damages arise from the work of a Third Party Vendor, Prime Expo will use reasonable efforts to enforce its rights against that vendor on the Client’s behalf or provide the Client with the information needed to do so directly.
• 5.4   Where relevant, the specific contractual terms of Third Party Vendors may additionally apply. Prime Expo will inform the Client of any such terms that materially affect the Client’s rights before committing the Client to them.

6. Client Obligations

• 6.1   The Client is responsible for providing Prime Expo with accurate, timely, and complete information required for the design and execution of the project, including event details, venue specifications, brand guidelines, and technical requirements.
• 6.2   If the Client fails to provide required information or approvals in a timely manner, Prime Expo may adjust timelines and charge for additional costs incurred as a result, after informing the Client.
• 6.3   The Client is responsible for obtaining all necessary permits, licenses, and venue approvals required for the event, unless otherwise agreed in writing.
• 6.4   Unless otherwise agreed in writing, the Client is solely responsible for arranging any insurance required for participation in the event, including exhibitor liability insurance. Prime Expo does not act as the insured party in respect of the Client’s event participation.

7. 3D Renders and Visual Representations

• 7.1   3D renders, visual concepts, and mood boards provided by Prime Expo are high-fidelity representations of the intended design. Prime Expo’s commitment is that the final deliverable will correspond in all material respects to the approved design.
• 7.2   Renders may include illustrative elements — such as lighting conditions, background environments, decorative objects, or ambient details — that are not physical deliverables. Only the items explicitly listed and priced in the Agreement are included in the physical delivery.
• 7.3   Minor variations in colour, material finish, or texture between renders and the final physical stand may occur due to manufacturing tolerances and on-site conditions. Such variations do not constitute a defect unless they are material and significantly affect the agreed design intent.
• 7.4   Once the Client has approved a design or render in writing, changes requested thereafter may result in additional costs, which will be quoted and confirmed before work proceeds.

8. Payment Terms

• 8.1   Unless otherwise agreed in writing, the following payment milestones apply: 40% deposit upon signing of the Agreement or acceptance of the quotation; 40% upon commencement of production; 20% upon delivery or installation at the event venue.
• 8.2  All costs incurred for reservations made to the event organization will be invoiced in full (100%), unless the event organization’s own financial policy specifies different percentages applicable to the specific event.
• 8.3   All invoices are due within 14 days of the invoice date, unless a different term is agreed in writing.
• 8.4   In the event of late payment, Prime Expo is entitled to charge statutory commercial interest (wettelijke handelsrente) pursuant to Article 6:119a of the Dutch Civil Code from the due date, without requiring prior notice of default.
• 8.5   If an invoice remains unpaid beyond 30 days of its due date, Prime Expo reserves the right to suspend further work or deliveries until payment is received, without prejudice to any other rights.
• 8.6   Reasonable extrajudicial collection costs may be charged to the Client in accordance with Dutch law (Wet normering buitengerechtelijke incassokosten) in the event of late payment.

9. Cancellation and Termination

• 9.1   Either party may terminate the Agreement in the event of a material breach that is not remedied within 14 days of written notice, or immediately in the event of insolvency or suspension of payments by the other party.
• 9.2   If the Client cancels a Agreement, the following cancellation fees apply based on the time of cancellation before the event: More than 90 days: 25% of the total agreed project value; 31–90 days: 50%; 14–30 days: 75%; Less than 14 days: 100% of the total agreed project value.
• 9.3   These cancellation fees reflect the costs and commitments already incurred by Prime Expo and Third Party Vendors. Prime Expo will provide a breakdown upon request. Reservation fee clause 8.2 applies in such cases.
• 9.4   If Prime Expo terminates the Agreement due to the Client’s material breach, the cancellation fees in Article 9.2 apply. If Prime Expo terminates due to its own circumstances, the Client is only liable for work performed and costs demonstrably incurred up to the date of termination.

10. Liability

• 10.1   Prime Expo’s total liability to the Client for direct damages arising from or in connection with an Agreement is limited to the amount invoiced and paid by the Client for the specific project or service that gave rise to the claim.
• 10.2   Prime Expo is not liable for indirect or consequential damages, including but not limited to lost revenue, lost profit, reputational damage, or missed business opportunities, except in cases of gross negligence (grove nalatigheid) or willful misconduct (opzet) by Prime Expo.
• 10.3   Any right to claim damages expires 12 months after the Client discovered or could reasonably have discovered the damage and the person responsible for it.
• 10.4   Nothing in these terms limits or excludes liability where such exclusion is not permitted by applicable law, including liability for death or personal injury caused by negligence.
• 10.5   Prime Expo has the responsibility to ensure that Third Party Vendors have the necessary insurance in place to cover their scope of work and associated liabilities. However, Prime Expo accepts no liability for damages, losses, or failures arising from the acts or omissions of Third Party Vendors beyond the reasonable duty of care exercised in their selection and engagement.
• 10.6   Where damages are caused by a combination of Third Party Vendor failure and Prime Expo’s own acts or omissions, liability shall be apportioned accordingly, and Prime Expo’s liability shall in no event exceed the limits set out in Article 10.1.

11. Force Majeure

• 11.1   Neither party is liable for failure or delay in performance caused by circumstances beyond its reasonable control, including natural disasters, pandemics, war, government restrictions, strikes, or significant delays caused by Third Party Vendors due to causes beyond Prime Expo’s control.
• 11.2   If a force majeure event continues for more than 30 days, either party may terminate the Agreement by written notice. In such case, the Client pays only for work demonstrably completed and costs incurred up to that date.

12. Intellectual Property

• 12.1   All creative work produced by Prime Expo — including designs, 3D renders, mood boards, and presentations — remains the intellectual property of Prime Expo until the Client has fulfilled all payment obligations under the Agreement in full.
• 12.2   Upon receipt of full payment, Prime Expo grants the Client a perpetual, non-exclusive license to use the approved designs for the purposes for which they were created.
• 12.3   If explicitly agreed and stated in the Agreement, full ownership of the intellectual property may transfer to the Client upon full payment, for an agreed additional fee.
• 12.4   Prime Expo reserves the right to use images, renders, and photographs of completed projects for its own portfolio, marketing, and promotional purposes, unless the Client explicitly requests confidentiality in writing before project commencement.

13. Confidentiality

• 13.1   Both parties agree to treat as confidential all non-public information disclosed by the other party in connection with the Agreement, and not to disclose it to third parties without prior written consent, except as required by law.
• 13.2   This obligation survives termination of the Agreement for a period of 2 years.

14. Privacy and Data Processing

• 14.1 Prime Expo processes personal data in accordance with its Privacy Statement, available at https://primeexpo.nl/index.php/privacy-statement/, and in accordance with the General Data Protection Regulation (GDPR / AVG).

15. Disputes and Governing Law

• 15.1   These terms and all Agreements are governed exclusively by Dutch law.
• 15.2   In the event of a dispute, the parties will first make a genuine effort to resolve the matter through mutual consultation within 30 days of one party notifying the other of the dispute in writing.
• 15.3   If the dispute is not resolved through consultation, either party may submit the matter to mediation before initiating court proceedings. Both parties agree to participate in at least one mediation session in good faith before escalating.
• 15.4   If mediation fails or a party refuses to participate, the dispute will be submitted to the competent court in the district of Oost-Brabant (Eindhoven), Netherlands, without prejudice to either party’s right to seek interim relief.

16. Miscellaneous

• 16.1   Prime Expo reserves the right to amend these General Terms & Conditions. The version applicable to an Agreement is the version in force at the time the Agreement is concluded.
• 16.2   Notices under these terms must be made in writing (including email) to the contact details specified in the Agreement.
• 16.3   These terms constitute the entire agreement between the parties regarding their general terms, and supersede all prior versions.

Prime Expo B.V. | Eindhoven, The Netherlands | KVK: 97803294 | VAT: NL868238582B01 | info@primeexpo.nl