Rules for Exhibitors during
the Magnificon EXPO 2025
§1
The exhibitor, through the form, specifies the area rented by them and its type. Available areas:
HANDEL/GASTRO
CENA/PRICE | MODUŁY/MODULES |
|---|---|
600zł netto | ≥ 10 |
700 zł netto | 5 - 9 |
800 netto | 3 - 5 |
900 netto | ≤ 2 |
ART
CENA/PRICE | MODUŁY/MODULES |
|---|---|
500 zł netto | ≥ 2 |
600 zł netto | < 2 |
There is a possibility of sharing one module between 2 artistic booths.
It is possible to split one module between two artistic booths.
A segment is a 2m x 2m space. The rented area does not include furniture and is limited by trade fair infrastructure. Booths may be arranged with the exhibitor's own furniture, but infrastructure provided by the organizer cannot be removed, and private tents cannot be used. Tables can be rented from the organizer for 50 PLN net (80cm x 80cm), chairs for 5 PLN net, and additional elements like shelves, carpets, lighting points, glass cabinets, and refrigerators are available as per the price list. Other elements are arranged individually: wystawca@miohi.pl.
*Artistic booths can only be rented if all products are handmade (non-industrial production with artistic qualities, such as handmade jewelry, clothing, original drawings/graphics sold on various mediums, scrapbooking, self-sewn toys, prints of original 3D models, etc.). If the booth includes other items (e.g., commercial gadgets with photos, 3D prints, or graphics), it must be registered as a trade booth. For classification help, contact: wystawca@miohi.pl
§2
Only the rented space may be used to display goods. It is prohibited to place stands, baskets, racks, etc., outside the booth's area, such as in communication pathways or other exhibitors' spaces. Attaching items to the EXPO KRAKÓW hall walls is not allowed; trade fair structures or personal stands must be used within the rented space. No external distributors, signs, or booth advertisements are allowed outside the booth.
§3
Booth fees must be paid via bank transfer before the event. Payment is due no later than 28.02.2025.
§4
Booth fees or parts thereof can be paid by providing attractions. Details are arranged individually.
§5
Free passes are included with each rented area as follows:
MODUŁY/MODULES | BILETY/TICKETS |
|---|---|
1 | 1 |
2-3 | 2 |
4-5 | 3 |
6-7 | 4 |
≥ 8 | 5 |
Artistic booths with two co-artists receive an additional pass. Ticket allocation for such booths:
MODUŁY/MODULES | BILETY/TICKETS |
|---|---|
2-3 | 3 |
1 | 2 |
§6
Additional booth staff not eligible for free passes must be listed in the form and pay 75 PLN net along with the booth fee. The number of additional passes is limited. Passes exceeding the limit are priced at the cost of a 3-day ticket (net).
§7
Additional booth requirements, such as an electrical outlet (300 PLN net), must be specified in the application form.
§8
The organizers do not provide a sleeproom for exhibitors. The building is locked overnight, and staying inside is not allowed.
§9
Hall access hours for exhibitors:
-
Setup:
-
Thursday, 22.05.2025: 12:00 - 20:00
-
Friday, 23.05.2025: 08:00 - 14:00
-
-
Sales:
-
Friday, 23.05.2025: 14:00 - 21:00
-
Saturday, 24.05.2025: 09:00 - 21:00
-
Sunday, 25.05.2025: 09:00 - 18:00
-
-
Teardown:
-
Sunday, 25.05.2025: 18:00 - 22:00
-
Exhibitors must clean up their booths by 22:00 on Sunday. Failure to do so incurs a fee per Expo Kraków rates.
§10
Goods may be sent via courier, but the organizers must be informed in the application email. Expo staff do not accept shipments; therefore, shipments must be scheduled to arrive at the Expo only on Thursday or Friday. Otherwise, they will be returned to the sender.
§11
All invoices will be issued electronically after the event and sent to the email address provided in the application form. If a paper invoice is required, please indicate this in the form.
§12
Invoices for booths can be issued upon request. To do so, company details must be filled out in the registration form. Any cancellations or changes regarding the invoice must be reported to wystawca@miohi.pl by March 31, 2024.
§13
Booths registered through the provided form and accepted will be displayed on the website under the "Exhibitors' Zone" section. Please ensure accurate completion of the booth description section in the form, as it will be visible to all Magnificon attendees. A properly filled-out form significantly increases the booth's chances of being approved. Logos are recommended to be attached in a transparent PNG format. If the booth is shared, the description should combine details of both booths and include both logos. The description has a character limit defined in the registration form. If the description significantly exceeds this limit, the exhibitor coordinator will shorten it.
§14
The organizer reserves the right to refuse booth rental to exhibitors without providing a reason.
§15
The convention organizer assumes no responsibility for the legal status of sales conducted by exhibitors at the event.
§16
The sale of the following items is prohibited:
-
Weapons and ammunition as defined by the current Firearms and Ammunition Act.
-
Bladed weapons with sharpened edges (blunt-edged items are allowed only if transported safely, e.g., packaged in cardboard boxes).
-
Explosive and pyrotechnic materials.
-
Flammable, toxic, odorous, or radioactive chemical substances.
-
Articles and graphics that are illegal, offensive, or violate public decency or social norms.
-
Erotic and adult-oriented products can only be sold in the 18+ zone, the description and regulations of which can be found here: ZONE +18 .
§17
Any Individuals working at booths must not have been previously convicted of sexual offenses.
§18
Exhibitors may sublet their booths to other entities only with written consent from the organizer. This does not apply to artistic booths, where joint participation is declared in the form, and acceptance of the application implies approval of the second exhibitor. If additional artists not included in the application wish to join an artistic booth, written consent is also required.
§19
Booth applications will be accepted from January 7, 2025, to February 16, 2025, through the registration form available on the website. The organizer will notify exhibitors about acceptance, rejection, or placement on the reserve list by March 9, 2025, at the latest.
§20
The organizer does not send confirmation of application receipt. We recommend sending a copy of the form to yourself when submitting it.
§21
Priority for booth approval is given to publishers, sponsors, and exhibitors contributing to the convention program. Only main sponsors have the right to choose their booth location.
§22
If a booth is canceled, the exhibitor’s payment will be refunded as follows: 100% if the cancellation occurs by March 23, 2025. The organizer will process refunds within 21 days after the event.
§23
Cancellations after the above deadline will not be eligible for a refund. If the booth fee has not yet been paid, the exhibitor is still obligated to pay the full amount as per the above terms.
§24
In the event of event cancellation, the organizer will refund the full booth fee within 30 days of cancellation. If the event is rescheduled, exhibitors may request a full refund within 30 days of the rescheduling announcement. Otherwise, the reservation and payment will be transferred to the new date. The organizer does not reimburse other expenses incurred by exhibitors due to event cancellation or rescheduling resulting from unforeseen circumstances.
§25
Posting advertisements, announcements, or information in any form without permission (including stickers or posters) anywhere on the EXPO KRAKÓW premises, outside the rented booth area, is strictly prohibited. All advertising spaces, including walls and doors, are the property of EXPO KRAKÓW, and fees will be applied according to their price list. This applies to EXPO KRAKÓW walls in booths without built structures. To display any advertising materials, please contact wystawca@miohi.pl.
§26
Submitting a booth application or reservation is equivalent to accepting the exhibitor regulations and the convention's general rules. Additional booth rental terms not specified in the regulations are discussed individually with the organizers.
§27
Unauthorized or unpaid booths appearing at the festival will be removed at the exhibitor's expense.
§28
Any additional equipment, passes, or booth space purchased on-site without prior email notification or registration through the form will incur a charge of 200% of the base net price. A detailed price list is available in the registration form or upon request via email.
§29
Exhibitors are required to display their booth number in a visible location, as provided by the convention or in accordance with instructions sent via email. Commercial exhibitors must indicate which products at their booth were created using artificial intelligence (AI) so customers can be informed before purchasing. AI-generated products are strictly prohibited for sale at ART booths.
§30
Exhibitors must adhere to the convention's general rules and regulations.