GENERAL

To whom can I direct my questions regarding stands at Pyrkon?
Who is vendor assistant?
How the choice of stand's location is done?
What is the deadline for a stand application?
How to become the vendor?
What is the price of a trading stand?
What is the estimated number of this year’s Pyrkon participants?
Can I drive onto the MTP grounds to unload my car?
Can I leave my car on the MTP grounds?

AGREEMENTS AND PAYMENTS

Can I have a stand without an agreement?
What currency can I make payments in?
What are the payment methods?
How to conclude an agreement for a stand?
What should I write as the transfer title?
What is the payment deadline?

STANDS' LOCATION AND FURNISHINGS

What are the exact table dimensions?
Will I have an access to electricity at my stand?
Will I have an access to Wi-Fi at my stand?
What does a built-up stand look like?
Do you have cable extensions, mannequins, book-cases and other stand equipment for rent?
Can I put a hats rack/book-case/mannequin/anything at my stand?
May I bring my own floor (floor-covering, carpet, sand)?
May I put up a tent?

PACKAGES

Sending packages to Pyrkon.

OTHER

What are the opening hours for the Vendors and what are the opening hours for visitors?
Will somebody keep an eye on my stand at all times?
Does Pyrkon ensure the accomodation for the exhibitors?
It turned out that I cannot come to the Convention and there is no one to replace me. What should I do?
Can I use the Pyrkon logo or other Pyrkon graphics for my sales and promotion purposes?

 


GENERAL

To whom can I direct my questions regarding stands at Pyrkon?

All questions and matters regarding foreign exhibitors service please direct via e-mail to vendors@pyrkon.pl

Who is vendor assistant?

With this person you will discuss all details regarding the size and location of your stand, its price and any other ideas you might have for improving your stand and our Convention.

How the choice of stand's location is done?

In order to make reservation, Vendor assistant will send you Vendor Hall map with sections marked. You should choose three sectors according to your preferences, and precise your desired stand type; like front one, in line, or corner one. You can also pinpoint, which localisation interests you the most - we try to ensure you a stand the closest we can get to your preferences. Basing on the information sent, Vendor Coordinator appoints you your stand. Your Vendor assistant informs you about the stand reserved for you via email within a week from your application.

The assistant reservation: The reservation is valid for 30 days, if during this period an agreement between Pyrkon and the Vendor will not be signed, the reservation gets cancelled.

What is the deadline for a stand application?

You can apply until 10 March 2017. However, it is possible that all places will be sold earlier.

How to become a vendor?

To become a vendor you should submit your application to vendors@pyrkon.pl.

You should include basic information:

  • Name of the company:
  • Person/people authorized to sign agreements:
  • Address:
  • VAT payer: Yes/No
  • EU-VAT number (if applicable):
  • Who would be responsible for contact with Pyrkon? (name and surname):
  • E-mail address:
  • Phone number:
  • Stand description: stand type, equipment, advertisement - what from our offer are you interested in. Moreover, you can attach your logo, that will be placed at our website together with the list of all vendors. Please include also the information, whether you are interested in barter exchange.
  • Website address: This address will be placed at our website together with the list of all vendors.
  • Description for our website: Describe your stand for Pyrkon attendees. This description will be placed at our website together with the list of all vendors.

What is the price of a trading stand?

All the information regarding stand sizes, possible equipment and their prices, can be found in our price list.

What is the estimated number of this year’s Pyrkon participants?

At this stage, we cannot estimate the precise size of this year’s event, but we gladly present the data from the last four years:

  • 2013: more than 12,000;
  • 2014: more than 24,000;
  • 2015: more than 31,000,
  • 2016: more than 40 000.

This proves that we remain the largest event of this type in Eastern Europe.

Can I drive onto the MTP grounds to unload my car?

All Vendor’s passes grant car access to the MTP grounds.

Can I leave my car on the MTP grounds?

Yes. You ought to make sure, however, that you leave it in designated parking spaces only and follow the MTP employees’ instructions. All the detailed information about entering the fairground and leaving the car there will be given later.

AGREEMENTS AND PAYMENTS

Can I have a stand without an agreement?

Every Vendor must sign an agreement with the Organizer. The agreement defines the general conditions of the cooperation and protects both the Vendor and the Organizer. It is signed by entrepreneurs, artists as well as small and large enterprises.

What currency can I make payments in?

Payments can be done in Euro or PLN only.

What are the payment methods?

Vendors pays for their stand by bank transfer, within the dates specified in the agreement (usually two weeks), but not later than 21.4.2017. It is not possible to pay during or after Pyrkon.

How to conclude an agreement for a stand?

After discussing all the details concerning the stand and advertising, you will receive an agreement in a pdf form via e-mail. You have to verify very carefully whether all personal and stand data are correct. Should you have any objections, please contact the Organizer. If everything is in order, please print two copies of the agreement, sign it and send it to:

Pyrkon - Klub Fantastyki Druga Era
ul. Słowackiego 13/116
60-822 Poznań, Poland

(for your own safety, we recommend using registered mail with acknowledgement of the receipt.)

We will send you back one copy signed by the Organizer via registered mail with the acknowledgement of the receipt.

Within the time limit specified in the agreement, you will make a bank transfer to the association's bank account.

Transfer title: Pyrkon 2017 Vendor <the name of the stand>
Name of the recipient: Stowarzyszenie Klub Fantastyki Druga Era
Account number: PL 43 1050 1520 1000 0090 3081 0148
SWIFT: INGBPLPW

Within the time limit specified in the agreement (after the payment), we issue an electronic invoice and we send it to you at the e-mail address specified in the agreement.

What should I write as the transfer title?

„Pyrkon 2017 Vendor” and the name of the stand or the name of your business, if the name of your stand is not fixed; in case of private person it can be your surname, if the name of the stand is not fixed.

ex. Pyrkon 2017 Whitewolf

What is the payment deadline?

The payment must be settled within the time limit outlined, on an individual basis, in a Vendor’s agreement – between 1 January 2017 and 21 April 2017.

STANDS' LOCATION AND FURNISHINGS

What are the exact table dimensions?

All of our tables are 120 cm long and 45 cm wide.

Will I have access to electricity at my stand?

Electricity connection is included in the standard stand price. We provide one socket for electricity connection for the stand, so please bring your own extension cords. The Organizer does not have extension cords. If a vendor needs to connect devices with high power consumption, they may buy the service on MTP. The price of it is set by MTP.

Will I have access to Wi-Fi at my stand?

Access to Wi-Fi may be purchased at an additional net price of 12 euro per stand.

What does a built-up stand look like?

A built-up stand is a stand with 3 Octanorm-type walls - white, thin and rigid. Should a Vendor wish to remove one of the walls, they may do so (for instance if they know that there will be a neighbour with whom they would like to combine stands) but it bears no influence on the price of the stand. We encourage you to prepare sticker or other decorations to stuck onto the wall - this kind of service is offered by company that provides walls. 

Do you have cable extensions, mannequins, book-cases and other stand equipment for rent?

Unfortunately, we don’t have any stand equipment for rent. We do not own any book-cases, mannequins, lamps etc.
For arranged stands, there is a possibility to order an information desk or shelves from stand walls provider. For the details and individual pricing please ask your vendor assistant.

Please remember about the cable extensions – we have a certain amount of them, but there is never enough for everyone. Please bring your own ones.

Can I put a hats rack/book-case/mannequin/anything at my stand?

Yes, feel free to put up book-cases, mannequins and racks within the limits of your stand. You should make sure, however, that your equipment doesn't extend beyond your stand space and that it doesn't pose any safety threat to other people, especially to the Convention participants (your equipment should be stable and stay off the passageways).

May I bring my own floor (floor-covering, carpet, sand)?

You may lay your own carpet or floor-covering at your stand. However, it is forbidden to bring powdery materials like sand – it causes a lot of mess in the hall as well as the whole area of the Convention.

May I put up a tent?

Yes, but it must not exceed the stand space.

PACKAGES

Sending packages to Pyrkon.

You can send both stands elements and merchandise. Details will be posted on webside in March.

OTHER

What are the opening hours for the Vendors and what are the opening hours for visitors?

Opening hours for the Vendors:
27.04.2017 (Thursday) from 9:30 to 20:00; for stands with built-in facilities provided by the Organizer, from 15:00 to 20:00; Only vendors with maxi and standard stands will be allowed to prepare their stands on Thursday. Vendors with mini stands will be allowed to the Hall on Friday. 
28.04.2017 (Friday) from 9:00 to 22:00
29.04.2017 (Saturday) from 9:00 to 22:00
30.04.2017 (Sunday) from 9:00 to 20:00

Opening hours for the participants:
28.04.2017 (Friday) from 14.00 to 21.00 (the entrance doors will be closed at 20.30)
29.04.2017 (Saturday) from 10.00 to 21.00 (the entrance doors will be closed at 20.30)
30.04.2017 (Sunday) from 10.00 to 16.00

The Organizer reserves the right to change the time at which the Vendor Hall will be available to the participants after informing Vendors via email, if the change occurs before the Convention, or by placing announcements by the entrance to the Vendor Hall, if the change occurs during the Convention.

Will somebody keep an eye on my stand at all times?

After closing the exhibition hall to the Convention visitors and leaving it by the Vendors, the hall will be closed by a committee and opened the next day. Your presence at the stand is required during the opening hours.

Does Pyrkon ensure the accomodation for the exhibitors?

We encourage you to use the offer of hostels in Poznań. However, there is a free accomodation in one of our halls (at the entresol) dedicated for exhibitors. The conditionds demand your own sleeping mat and sleeping bag. It is worth thinking about hostel/hotel booking earlier - finding the accomodation in the very last moment is almost impossible.

It turned out that I cannot come to the Convention and there is no one to replace me. What should I do?

You should report this as soon as possible to the Organizer’s representative in order to cancel or change your reservation.

You may sign a lending for use agreement with the Organizers for a licence to use the Pyrkon logo. The details of such an agreement are established on an individual basis.