These General Terms and Conditions for work at GR Ljubljana (“GR”) define measures for ensuring occupational health and safety, fire protection, and the rights of Gospodarsko razstavišče d.o.o., Ljubljana, Dunajska cesta 18. They also define the obligations of the client (referred to as the organiser under regulations governing public events).
These terms apply to all persons using the premises and services of GR Ljubljana for the implementation of a project, including:
the event client / organiser
contractors (e.g. exhibitors, their contractors, or other suppliers or subcontractors engaged by the client) performing work at GR during the project.
The client is fully responsible for all contractors selected by them and undertakes to ensure that they are fully informed about these General Terms and Conditions for work at GR, which are also publicly available on the GR website.
2. Access to GR and Responsible Persons
Access to GR during the project period (build-up, event days and dismantling) is permitted to the client’s personnel according to the access regime agreed with GR (usually via accreditation passes issued by the client or by GR if agreed between the parties).
Before the start of the project, the client must appoint:
a person responsible for occupational health and safety and fire safety, and
a project coordination contact person.
All representatives of the client and their contractors must present their accreditation or agreed identification document upon entry to GR and whenever requested by GR security personnel.
3. The CLIENT Undertakes and Agrees to the Following
COMPANY REGISTRATION
The client may only conduct activities at GR that are registered in the company’s official business register and correspond to the activities presented or promoted during the event.
The client bears full responsibility for any breach of this obligation.
EVENT NOTIFICATION AND PERMITS
The client shall:
submit the event notification and obtain all necessary permits from the competent authorities in their own name and at their own expense where required by the Public Assembly Act or other applicable regulations;
ensure that the approved notification or permit specifies the entire event area and the maximum permitted number of participants;
comply fully with all requirements and conditions defined in the approved notification or permit.
Upon request, the client must provide GR with a copy of the relevant permit or official confirmation.
APPROVALS AND SUPPORTING DOCUMENTATION
The client shall obtain all other approvals, certificates and documentation required for the event and comply with the instructions contained therein. Upon request, these documents must be provided to GR. This particularly includes, where applicable:
a statement from the security or stewarding service responsible for the event
identification of the head of security/steward team and the event security plan
confirmation from a qualified medical service provider participating at the event
technical documentation and declarations of conformity for all equipment used.
EVENT LAYOUT AND FLOOR PLANS
The client shall provide GR with a scaled layout plan of the event space at least 10 days before the start of the project, indicating all elements in the hall (bars, electrical and water connections, stages, aluminium structures, stands, seating arrangements, etc.).
If GR is responsible for the full technical installation, GR will prepare the layout plan and submit it to the client, who must provide comments within three working days or according to the agreed timeline.
Late changes that result in additional work or costs for GR will be charged to the client.
PUBLIC EVENTS – COMPLIANCE WITH THE PUBLISHED PROGRAMME
The client must follow the publicly announced programme of the event, both in terms of content and timing, as stated in the contract or public announcement. In the event of deviations, GR may charge a contractual penalty of EUR 5,000.
OCCUPATIONAL HEALTH AND SAFETY AND MEDICAL ASSISTANCE
The client shall:
· comply with all occupational health and safety regulations;
· perform work in a way that does not endanger employees, contractors or third parties;
· ensure that employees and subcontractors are properly trained, medically fit for work and equipped with appropriate personal protective equipment and tools;
· organise first aid services and, for public events, ensure the presence of a professional medical service provider and provide a suitable room exclusively for medical assistance.
FIRE SAFETY AND SECURITY
· By signing this contract, confirms that the CLIENT will be acquainted with the designation of the Fire Study for the halls which are taken over before the project;
· appointment of a responsible person for fire safety;
· the CLIENT will comply with fire safety regulations and plans and, on his own behalf and at his own expense, commission a Fire Safety Plan containing a chart showing all the equipment in the hall, all exits drawn in and the number of Security Guards and Fire Guards written down. The CLIENT orders the preparation of the Fire Safety Plan with an order form at the GR. The CLIENT undertakes to use this plan to obtain consent/permission for the event and that the number of visitors will not exceed the maximum number of visitors, as evidenced by the fire study for the hall, and in no case it will be bigger than that derived from the abstract of the Fire Order for individual hall;
· that at events of a public nature and for which tickets are sold (through Eventim, Olaii, mojekarte.si, Entrio etc.), the CLIENT will instruct the ticket vendor that ticket sales per event may not exceed the permitted number of visitors, as determined by the Fire Study, and to allow the GR a ticket sales insight. This shall also consider the envisaged distributed entry rights. In the case that the CLIENT sells or distributes more tickets than the maximum permitted amount of visitors specified in the Fire Study, the GR may terminate the contract without any consequences for the GR, and the client is obliged to pay the GR in the amount of the agreed contractual amount for the hall use and other costs, as selling more tickets than determined by a Fire Study is a serious breach of contract. The CLIENT is obliged to inform the ticket buyers, in the case of cancellation of the event, properly - that is, in a sufficiently efficient and timely manner - to notify the cancellation of the event and to reimburse them for the tickets sold.
· the CLIENT will organize a security and fire services (enough Security Guards / Guards) in his own name and for his own account and in accordance with the Fire Safety Plan and regulations thereon areas;
· that at concerts and similar events:
1) at least 1 Security Guard will be present at each of the separate places (including each of the toilets) throughout the event;
2) put in charge the security service to close one set of toilets alternately so that the cleaning service can clean them and restore the supply of sanitary material; before the concert begins, the security service contacts the Head of the Cleaning Service for the individual event;
3) at the peaks organize the entrance so that there is no possibility of congestion and thus any panic;
4) for his own account, at the entrance or in the halls, the directional (barrier) fences will be placed so that adequate security will be ensured;
5) in the case that electronic music will be played at the concert, it will be enabled for the non-profit organizations to be present and dispense isotonic drinks and water free of charge; that before the event (concert) an official certificate of the non-profit organization to be present at the event (Drogart, etc.). which is responsible for dispensing hydration drinks;
· The CLIENT or the contractor must ensure that all accesses to emergency exits (evacuation routes, emergency exits, access to fire hydrants and fire extinguishers) are free, clean and marked.
· In the event of a fire hazard, the client must remove this danger or alert the Fire Guard or the Guard on duty and all others present, and prepare everything necessary for extinguishing the fire or, if necessary, start extinguishing it. In such case, the GR reserves the right to enter the venue, even in the absence of the CLIENT.
TECHNICAL REGULATIONS AND STANDARDS
The client shall comply with all technical regulations and standards:
· that all the equipment of the CLIENT (including the one that the CLIENT leases from third parties), and the progress of the project and all use of the equipment by the CLIENT will be in accordance with the Health and Safety at Work Act , and the Article 9 of the Rules on Health and Safety Requirements for the Use of Work Equipment;
· that all possible constructions of THE CLIENT will be attested and that they will be inspected before the event by the Security Service, which the CLIENT is obliged to order and pay for in due time. The CLIENT may also order this service from the GR;
· to allow, at the request of the GR, to inspect the layout and equipment of the Safety Engineer selected by the GR. If the Safety Engineer finds deficiencies in the CLIENT's layouts and equipment, the CLIENT has immediately to rectify these deficiencies, as required by the Safety Engineer. In the CASE that the CLIENT does not correct the irregularities, this constitutes a serious breach of this contract. An inspection by a Security Engineer is commissioned by the GR. In the case of irregularities, the inspection shall be charged by the GR to the CLIENT, with a 20% mark-up on the net price.
PROTECTION OF GR INFRASTRUCTURE
The client shall:
· not make any alterations or any other interventions (drilling, painting, hanging, etc.) to the walls, ceiling, floor, installations and equipment of the hall which is the subject of this contract;
· not perform carpentry work in exhibition halls. In exceptional cases the GR allows it with simultaneous use of vacuum cleaners;
· use only non-trace trade adhesive tape (fair’s, double-sided non-trace adhesive tape / yellow adhesive tape type SI 704) Appropriate adhesive tape can be ordered on site at the GR Reception Desk at a price of 8.5 EUR/50-meter reel. In case the CLIENT or his contractors use a different adhesive and is later found out it left marks, the GR may charge the CLIENT additional cleaning or polishing the hall or its part, at the price of the GR contractor, increased by 20 %;
· not use the services of the GR /halls and equipment, which are not provided by this contract and any additional order forms. In case the CLIENT does not follow the instructions from the previous sentence, the GR may charge him these services at a price higher than the factor 3;
· not glue, draw or otherwise interfere with the walls of the hall, glass surfaces, facades and platforms (all within the GR). If the CLIENT does not adhere to this, he will be charged the cost of additional cleaning at the price of 2 EUR per m2 of surface area or up to 20 % of the costs incurred for cleaning or remediation (the method of calculation is decided by the GR);
· not hang anything at hanging points or other places in the hall, unless ordered and coordinated - approved by the GR Technical Service;
· submit, in a timely manner, at least 10 days before the project, for the ordered hanging points, to confirm the location of the hangings and the anticipated load of the suspension to each point;
· that all the equipment used for the suspension is properly attested and certified and that all the suspended equipment will be secured secondarily;
· prior to the commencement of works, to obtain from the GR a written permission to perform particularly dangerous works or works where there is a risk of fire, or to perform works that exceed the range of the normally expected works (height structures, open flames, etc.);
· The CLIENT and his customers and subcontractors have to follow the technical instructions regarding the permissible floor load in the exhibition halls, the height and width of entryways, the power of electrical connections, water pressure, etc.;
· not interfere with electrical, plumbing, TT and other GR installations, only the GR can perform such installations. Electrical and other installations must be carried out in accordance with the regulations. The GR has the right to inspect the installations;
· if the CLIENT, his customers or the subcontractors do not perform the electrical installations in accordance with the regulations or fail to do so despite the warning, the connection will not be made or the terminal box will be switched off;
· not use heaters, lamps and electric extension blocks that do not comply with current regulations and technical standards. It is forbidden to use cookers with unsecured power buttons;
· not use sparking tools, open flames, flammable and other hazardous substances throughout the GR area (including the yard);
· the driving of delivery vans and means of transport is restricted to transport routes, the speed must not exceed 10 km/h; indoor transport is prohibited for the delivery of vans and passenger cars with internal combustion engines. The means of transport must be equipped with warning and protective devices and markings.
WASTE MANAGEMENT
The client shall:
· separate waste and remove large rubbish. The Client is obliged to separate the waste into waste baskets located at the aisles (packaging - paper and other). The CLIENT is obliged to dispose of larger waste (waste more than 30 cm in diameter) at the GR waste Appendix and to carry out appropriate separation in the following the groups: chipboard and wood; cardboard and paper; styrofoam, plastic film; bulky waste; metal waste; rolled-up rugs; packaging (plastic, cans); glass packaging and mixed waste – the rest undefined waste). After the disassembly, the rugs must be rolled up before leaving them at the GR waste Appendix.
· In the case that the CLIENT, its subcontractors or its workers do not properly separate the waste, the GR may fine (5,000.00 € penalties) the CLIENT and transfer to it any costs of additional separating and possible inspection sanctions.
· If the event is organized in a way that it is participated by several different exhibitors, where assembly and disassembly is organized by different companies and a bigger volume of waste is expected, the organizer must order the GR separating supervision at the GR waste Appendix in advance.
OTHER PROVISIONS
The client shall:
· retrieve all found items from the GR representative no later than 20 hours after the end of the event. The organizer is obliged to give the GR a telephone number which seekers of lost items can contact. If the CLIENT does not collect the items in a timely manner, the GR may charge an infrastructure fee of EUR 295;
· that all CLIENT's staff (including subcontractors’) who enter the site will carry a proof of being accredited (badges, etc.) during the project, based on which the GR can identify persons who are in the project area on behalf of the CLIENT. The GR may require the persons who do not have the credentials from the previous sentence to be removed from the project area;
· that the GR staff on duty shall be provided with an adequate number of badges to allow staff access throughout the project area;
· smoking in the halls is not allowed. Likewise, distributing alcoholic beverages to minors or drunk individuals is not allowed inside the GR. Any possession of illegal substances is also not allowed inside the GR. The CLIENT undertakes to control as far as possible the provisions of this paragraph and to prevent the unauthorized activities referred to in this paragraph. Any violations of the law that limits smoking, alcohol use and prevent the use of illegal substances shall be the sole responsibility of the CLIENT (including the payment of any inspection penalty);
· The CLIENT is responsible for all content that is the subject of any communication using the internet connections and any other equipment necessary for the use of the World Wide Web or via the Wi-Fi network while the GR internet is used by the CLIENT, its employees, subcontractors as well as visitors or customers. The GR is not responsible for any consequences that may arise or which could arise from the use of above mentioned equipment and/or the use of the
· World Wide Web;
· in the case of a cancellation of a public event, the CLIENT must properly communicate this cancellation and reimburse any costs to those who have purchased the tickets;
· Reservation of rights: in case of non-payment of the pro forma invoice or invoice, the GR has the right to retain the things of the CLIENT that are in the area of GR for as long as the payment is not made. In the case of late payment of more than 30 days, the GR shall also be entitled to sell such withheld items. The same applies to things owned by the subcontractors/contractors of the organizer/exhibitor, to which the contracting partner the GR (the organizer or exhibitor) is obliged to inform his contractors / subcontractors in advance and obtain their consent. The GR is not liable for any damage to the equipment at the time of retention.
· The use of unmanned aerial vehicles (drones) is prohibited throughout the Ljubljana Exhibition and Convention Centre premises, including indoor halls and outdoor areas (courtyards, parking lots, etc.).
· The client must also settle all obligations with copyright agencies such as SAZAS and IPF.
These General Terms and Conditions form an integral part of the agreement (contract or order), unless otherwise agreed in writing.
Gospodarsko razstavišče d.o.o.
Iztok Bricl, MSc
Chief Executive Officer
Effective: January 2026
The General Terms and Conditions for Work at the GR Ljubljana (»GR«) set out measures to ensure occupational safety and health, fire protection, and the rights of the company Gospodarsko razstavišče d.o.o. Ljubljana, Dunajska cesta 18.
2. Access to the GR and responsible persons:
Access to GR during the setup, event, and dismantling phases is permitted for the contractor’s personnel based on an ID badge issued by the organiser, or in accordance with a different access regime as determined by GR.
All representatives of the Organiser and the Contractor shall be obliged to show their ID card or agreed document on entering the GR and upon each request by the steward.
Each exhibitor is obliged to:
· carry out work in a manner that does not endanger their own workers, the workers of other contractors, or third parties,
· comply with all regulations in the field of occupational health and safety, fire safety regulations, all applicable technical regulations and standards, the general working conditions at GR, and the Event Implementation Guidelines, if applicable,
· ensure that their workers are trained in safe work practices, are medically fit to perform their duties, and are provided with personal protective equipment as well as appropriate work tools and equipment,
· obtain written permission from GR prior to the commencement of work for performing particularly hazardous activities or activities involving a risk of fire or flooding, or for carrying out work exceeding the scope defined in the Exhibitor Guidelines. Such work may not be carried out without prior approval.
· in cases of using hazardous equipment or open flames, obtain written permission from GR at least 20 days prior to the start of the event where such equipment or open flames will be used,
· obtain all necessary permits required for participation at the fair (e.g. veterinary certificates, sanitary certificates, registrations with SAZAS, IPF, and any other legally required permits). If these are not obtained, the exhibitor assumes full responsibility, including the payment of any potential fines,
· if using a forklift, lifting platform, or any other motorised transport equipment in the courtyard or halls of GR that has not been ordered through GR, obtain prior approval from GR,
· separate waste, remove rubbish, and maintain cleanliness of the exhibition space: the organiser is required to separate waste daily into designated bins located in the hall passageways (glass packaging – bottles, packaging – cans, plastic packaging, organic waste, and paper). Waste collection is organised by GR. However, these bins are not intended for waste generated during the setup/dismantling of exhibition stands (plastic foil, polystyrene, wood waste, chipboard, metal waste, and other construction-related waste). Such waste must be delivered to the GR disposal area located under or next to the canopy along Vilharjeva Street or at other locations designated by GR. All waste must be separated, particularly chipboard and wood, cardboard and paper, polystyrene, plastic foil, bulky waste, rolled carpets, packaging (plastic, cans), glass packaging, while the remaining waste is considered mixed waste or sweepings. In the event of improper waste separation, GR may impose a fine (EUR 5,000) and charge the exhibitor for any additional sorting costs and inspection-related penalties.
· during dismantling, carpets must be rolled up before being delivered to the disposal area.
Person appointed by the exhibitor to coordinate implementation:
· coordinates activities between individual contractors,
· conducts an inspection together with a GR representative and takes over the premises before the start of works, and hands them back after dismantling; records may be kept of these inspections, serving as a basis for assessing any potential damage to GR facilities and equipment,
· orders any additional services (via a special GR order form) that were not contractually agreed,
· ensures compliance with instructions issued by the authorised person for occupational health and safety and fire safety, as well as by stewards, firefighters, and other GR staff,
· informs workers about safety measures and instructions for safe and healthy work, as well as the general working conditions at GR,
· requires contractors to immediately stop work if their workers violate prescribed occupational health and safety measures or general working conditions at GR, based on findings and instructions of the authorised safety personnel,
· in cooperation with the person responsible for occupational health and safety, carries out inspections during setup, the event, and dismantling,
· requests in writing, and exceptionally verbally, that contractors rectify any deficiencies or irregularities identified during setup, at the technical inspection prior to the event, during the event itself, or during dismantling,
· complies with all applicable occupational health and safety regulations, fire safety regulations, all relevant technical rules and standards, the general working conditions at GR, and the Exhibitor Guidelines, if applicable,
· ensures that workers’ movement is restricted to the event area and designated access and transport routes,
· in the event of a fire hazard, eliminates the risk or reports it to the duty steward and all others present, and prepares all necessary measures for firefighting or initiates firefighting if required,
· remains present at the event site throughout setup, the event, and dismantling; in case of absence, appoints a substitute.
4. Restrictions and obligations for the exhibitor or its contractor when working at GR:
· the exhibitor or contractor must comply with the technical instructions regarding permissible floor loads in the exhibition halls, the height and width of access routes, the capacity of electrical connections, water pressure, and similar requirements,
· any interference with GR’s electrical, plumbing, telecommunications, or other installations is prohibited. Connections may only be carried out by the authorised GR service. Electrical and other installations within the stand must be executed in accordance with applicable regulations. GR has the right to inspect and require appropriate arrangement of installations within the stand, and the exhibitor is obliged to implement them in accordance with the instructions given,
· if the contractor does not carry out the installations in compliance with regulations, or fails to do so despite a warning, the connection will not be provided or the connection box will be disconnected,
· the use of heating devices, lighting fixtures, and power splitters that do not comply with applicable standards and technical regulations is prohibited. The use of cooking appliances without automatic shut-off or with unprotected activation buttons is also prohibited,
· the use of spark-producing tools, open flames, flammable substances, and other hazardous materials is prohibited throughout the entire GR premises. If their use is necessary, the organiser or contractor must obtain prior written approval from the event manager and arrange for a fire watch. Carrying out such work without approval and without a fire watch is not permitted.
· any interference with GR facilities is prohibited (including drilling, painting, hanging elements of the exhibition structure or exhibits, etc.),
· the use of adhesive tapes that leave marks is prohibited. If adhesive tape residue is left behind, the organiser reserves the right to charge for additional cleaning,
· carpentry work in the exhibition halls is prohibited. If the organiser exceptionally grants prior written permission, appropriate vacuum extraction equipment must be used at the same time,
· transport work equipment (forklifts, lifting platforms, etc.) belonging to GR may be used in the halls and in the courtyard. Other transport work equipment may only be used with prior written approval from GR,
· vehicles with internal combustion engines may not be driven in the halls unless GR gives prior written permission,
· the movement of delivery vehicles and transport equipment is restricted to designated transport routes, and speed must not exceed 10 km/h outdoors. In indoor areas, the movement of delivery and passenger vehicles is prohibited. Transport equipment must be fitted with warning and protective devices,
· the height of the exhibition structure may not exceed 2.50 m. If the exhibitor wishes to erect a higher, two-storey, or multi-storey structure, written approval from the event manager must be obtained before work begins by submitting the exhibition structure design and structural calculations in advance. Work may not be carried out without such written approval,
· if any part of the area intended for walking is raised, the edge must be clearly marked,
· all areas must also be accessible to persons with reduced mobility,
· packaging may not be stored in the event area, except in a specially designated space or part thereof that is closed off from visitors,
· after the event, the exhibitor or contractor responsible for the exhibition space must remove all decorative material and all construction remnants (chipboard, plastic and metal waste, adhesive tape, etc.) and deliver them to the designated containers in full compliance with waste separation rules. In the event of non-compliance, the organiser may impose penalties on the offender in the same amount as prescribed for sanctions by inspection authorities,
· the exhibitor or contractor must ensure that all access routes to emergency exits (evacuation routes), emergency exits themselves, and access to hydrants and fire extinguishers remain clear, clean, and properly marked,
· in the event of a fire hazard, the exhibitor or contractor must eliminate the hazard or alert the duty firefighter or steward and all others present, and prepare everything necessary for firefighting or begin firefighting if required. In such a case, GR reserves the right to enter the event area, even in the absence of the exhibitor or contractor,
· smoking is prohibited in all enclosed areas of GR. In the event of non-compliance, the organiser may impose penalties on the offender in the same amount as prescribed for sanctions by inspection authorities,
· any breach of the general working conditions at GR, especially where there is a risk to the health and lives of workers, a risk of major material damage, or fire, shall result in the mandatory suspension of work, disconnection of electricity, or other intervention, all at the exhibitor’s expense,
· the exhibitor bears full material and moral responsibility for any damage caused to GR, its employees, or third parties by the exhibitor or its workers,
· GR shall not be liable for injuries, loss, or destruction of property belonging to the exhibitor or contractor, their workers, or third parties (visitors), arising from fire, storm, hail, lightning, breakage, theft, water leakage, deficiencies in equipment or installations, or any other cause.
· for the cases listed in the previous item, the exhibitor is required to obtain appropriate insurance at their own expense,
· the exhibitor or their contractor must vacate the premises and courtyard of GR by the agreed deadline. If this is not respected, GR may charge a contractual penalty of EUR 500 or an additional hall rental fee for the period of extended use due to delayed dismantling. The exhibitor or contractor authorises GR, in the event of delayed dismantling, to proceed immediately with dismantling at the exhibitor’s expense. GR shall not be liable for any potential damage to the exhibitor’s items or equipment in such cases. If equipment or items are stored on-site, GR may charge storage costs,
· if delayed dismantling by the exhibitor causes operational disruption, GR may claim compensation from the exhibitor for the costs incurred due to such disruption,
· right of retention: in the event of non-payment of a pro forma invoice or invoice, GR reserves the right to retain the exhibitor’s items located on the GR premises until full payment has been made. In case of payment delay exceeding 30 days, GR also reserves the right to sell the retained items. This also applies to items owned by the exhibitor’s subcontractors/contractors; the contractual partner of GR (the exhibitor) is obliged to inform them in advance and obtain their consent,
· the use of unmanned aerial vehicles (drones) is prohibited throughout the entire GR premises, including indoor halls and outdoor areas (courtyards, parking areas, etc.),
· the entire GR premises are under video surveillance; the exhibitor must inform all persons engaged for participation at GR accordingly,
· the exhibitor must not carry out loud activities at their exhibition space that may disturb neighbouring exhibitors. Any musical performance or use of sound systems requires prior approval from GR,
· the exhibitor must arrange all copyright-related rights (e.g. SAZAS, IPF, etc.) in a timely manner for any musical performances,
· any marketing or promotional activities outside the exhibition space are not permitted unless agreed in writing in advance with GR,
· the exhibitor may only exhibit, market, and promote content that was declared in their application; promotion of political or religious content is not permitted.
Gospodarsko razstavišče d.o.o.
Iztok Bricl, MSc
Chief Executive Officer
Effective: January 2026
Contact us to receive a customized proposal tailored to your needs.
Keep up to date with the latest events at the GR Ljubljana.