Rules for participation

Effective Version: 20.06.2025*

PARTICIPATION TERMS IN THE EVENT

1. Event Organizer, Event Participant, Event

1.1. The Event Organizer is My Expo, Ltd. or MAINSO MARKETING 1, Ltd. CRAFT MARKET, SIA (depending on the specific market format, theme, location, and country; hereinafter referred to as the Event Organizer), which organizes pop-up markets outdoors or indoors and holds the right to use the trademark “My Expo”,  “Svētku tirgus” un “Muges Latvijoje”  as well as the applicable fair terms and conditions**.

1.2. Event Participant – a natural or legal person (hereinafter referred to as the Event Participant), who is a registered economic operator with the State Revenue Service and has correctly completed the registration on the Event Organizer’s website myexpo.lv, and has made full payment for their stand space within the deadline specified in the invoice.

1.3. Event – a fair and/or an event with a fair organized by the Event Organizer.

2. Event Registration

2.1. Registration for participation in the Event takes place via the Event Organizer’s website myexpo.lv or by sending an application to the email address: info@myexpo.lv, completing all required fields in the registration form.

2.2. Upon receiving the Event Participant’s application, the Event Organizer sends the Participant an email with confirmation and a pro forma invoice.

3. Payment Procedure

3.1. The Event Participant is obliged to pay the amount specified in the pro forma invoice within the term indicated. If the participation fee is not paid within the specified deadline, the Event Organizer reserves the right to cancel the Participant’s registration and allocated stand space at the Event without prior notice.

3.2. The original invoice can be received on the day of the Event. If the Participant wishes to receive the original invoice, the Event Organizer must be informed at least 5 days prior to the Event date.

3.3. If the Event Participant has paid for participation but does not attend the Event, the Event Organizer has the right not to refund the participation fee.

4. Stand Location, Area, Pricing, and Regulations

4.1. The Event Participant’s stand location, area, and price are specified on the Event Organizer’s website myexpo.lv in the respective Event section under “Apply” => “More Information”.

4.2. For each Event Participant, a standard stand size at the Event is 2×2 m, 2×3 m, or 3×3 m.

4.2.1. If the Event Participant requires a larger stand space, this must be indicated in the “Comments” section of the application form. The fee for the additional stand space will be determined individually by the Event Organizer.

4.2.2. If the Event Participant requires a smaller stand space, this must be noted in the application form. However, the price for a smaller stand will remain the same as the standard 3×3 m stand.

4.3. On the day(s) of the Event, the Event Participant is required to visibly display their company registration certificate at the stand (self-employed individuals must carry a personal identification document). Product prices must be displayed in euros. If it is not possible to indicate a price for each item, a price range must be shown (e.g., “from–to”).

4.4. The Event Participant must set up their stand only in the location and area that has been registered and paid for.

4.5. The stand is to be arranged and decorated by the Event Participant. Stand setup must not disturb other Event Participants. If assembly work is needed, it must be carried out within 1 meter of the stand’s boundaries. The Event Participant is responsible for keeping their area clean during setup and dismantling, including a 1-meter radius around the stand. Failure to comply with these rules may result in a penalty. The amount of the penalty is defined in Section 8 of the Event Participation Terms.

4.6. The stand must be fully set up at least 15 minutes before the official start time of the Event. If this requirement is not met, the Event Organizer has the right to impose a penalty. The penalty amount is specified in Section 8 of the Event Participation Terms.

4.7. During the Event, the Event Participant must remain present at their stand.

5. Advertising at the Event

5.1. On the day of the Event, the Event Participant is not permitted to place any advertising materials that have not been approved by the Event Organizer and the Riga City Construction Board.

5.2. The Event Participant has the right, in accordance with the legislation of the Republic of Latvia, to advertise at their stand the goods indicated in the application form during the Event.

6. Prohibitions

6.1. It is prohibited to sell the following at the Event:

• fish and meat products without refrigerated display cases;

• products with strong or unpleasant odors;

• goods with political messages;

• items containing discriminatory texts and/or images;

• items that do not fit the profile of the Event as determined by the Event Organizer;

• religious content items;

• items with nudity or pornographic imagery.

6.2. The Event Participant is prohibited from walking around the Event territory on the day of the Event and distributing any advertising leaflets.

6.3. On the day of the Event, the Event Participant is prohibited from using loud music that may disturb public order and/or other Event Participants. The Event Organizer has the right to request volume reduction. If ignored, the Organizer may impose a fine. The amount of the fine is specified in Section 8 of the Event Participation Terms.

6.4. The Event Participant is prohibited from consuming alcoholic beverages in the Event area on the day of the Event. If a violation is observed, the Event Organizer has the right to suspend the Participant’s activity and impose a monetary fine. The amount of the fine is specified in Section 8.

6.5. The Event Participant is prohibited from staying overnight at the Event venue if the Event lasts more than one day.

6.6. The Event Participant is prohibited from selling goods that were not listed in the application form.

6.7. The Event Participant is not allowed to dismantle their stand before the official end of the Event unless Force Majeure circumstances occur (including, but not limited to: severe weather conditions that may damage the Participant’s inventory or products, pose safety risks to Event visitors and other Participants, or sudden health problems, etc.). Otherwise, the Event Organizer has the right to issue a fine equal to the full stand rental amount, which must be paid in full by the Participant within the due date indicated on the fine invoice.

7. Fire Safety

7.1. If electricity is required at their stand, the Event Participant must inform the Event Organizer in the application form or by writing to the email address: info@myexpo.lv no later than five days before the Event date.

7.2. The Event Participant is not permitted to connect to any power outlets located at the Event venue without the permission of the Event Organizer.

7.3. The Event Participant is personally responsible for fire safety at their stand in accordance with the applicable laws and regulations of the Republic of Latvia.

7.4. At the Event venue, the following actions are strictly prohibited for Event Participants:

7.4.1. Leaving electrical equipment and technological devices switched on and unattended.
7.4.2. Using non-calibrated fuse inserts for electrical circuit protection.
7.4.3. Operating damaged electrical or technological equipment.
7.4.4. Using wires and cables with damaged or exposed insulation.
7.4.5. Cleaning stands with flammable (VUŠ) or combustible (DŠ) liquids.
7.4.6. Placing highly flammable materials within 0.5 meters of lighting fixtures.
7.4.7. Using damaged equipment that may cause sparking, short circuits, or overheating.

8. Penalties and Sanctions

8.1. The Event Participant and/or any third parties acting on their behalf and participating in the Event are obligated to compensate the Event Organizer for any damages caused to the Event Organizer and/or third parties during the Event. The amount of damages or losses shall be determined jointly by the Event Organizer and the Event Participant and/or their representatives.

8.1.1. If the Event Participant fails to set up their stand on time, a penalty of EUR 50 (including VAT) will be applied.

8.1.2. If the Event Participant consumes alcoholic beverages during the Event and on the Event premises, a penalty of EUR 250 (including VAT) will be applied, and the Participant will be prohibited from participating in future Events organized by myexpo.lv.

8.1.3. If the Event Participant fails to clean the area within a 1-meter radius of their stand after setup and/or dismantling, a penalty of EUR 50 (including VAT) will be applied.

8.1.4. If the Event Participant behaves in a disorderly manner during the Event, including but not limited to rude behavior, shouting, or issuing threats toward the Event Organizer and/or other Event Participants, the Organizer reserves the right to contact law enforcement authorities and to prohibit the Participant from attending any future myexpo.lv organized Events.

9. Cancellation Policy

9.1. Cancellations are accepted only in written form. If the Event Organizer does not respond to the cancellation email within two (2) days, the Event Participant must contact the Organizer by phone at +371 26887800.

9.2. The Event Participant has the right to cancel their registered participation in the Event no later than 21 days prior to the Event date without any penalties. The cancellation request must be sent to the Event Organizer via email: info@myexpo.lv.

9.3. The Event Participant has the right to cancel their registered participation less than 20 days before the Event date. In this case, the Participant forfeits 50% of the paid amount, regardless of whether the Event Organizer has issued the invoice for participation or not.

9.4. If the Event Participant cancels their participation between 19 and 14 days before the Event date, 75% of the paid amount will be retained, regardless of whether an invoice had been issued or not.

9.5. If the Event Participant cancels their participation less than 13 days before the Event date, 100% of the paid amount will be retained, even if no invoice had yet been issued by the Event Organizer.

9.6. If the Event is announced by the Organizer 20 days or fewer before the Event date, and the Event Participant cancels an already submitted registration, the Participant is obligated to pay the full amount for the registered stand space(s), regardless of whether an invoice has been issued or not.

9.7. A cancellation is considered valid only in written form, with a cancellation confirmation sent to the Event Participant’s email address.