DEFCROS Public Safety & Defense Expo

Terms and Conditions of Participation – Complete Edition

Event: DEFCROS Public Safety & Defense Expo 2026
Dates: 1–2 October 2026
Opening Hours: 10:00–17:00 (1 October), 10:00–17:00 (2 October)
Location: Amadria Park Šibenik, Hoteli Solaris 86, 22030 Šibenik, Croatia

Organizer:
Sky Fort Systems d.o.o.
Gospodarska zona 10, Osijek, Croatia
OIB: 88167585767
IBAN: HR52 2500 0091 1015 3219
W: www.defcros.com
E: defcros@defcros.com| team@defcros.com
M: +385 97 748 69 86

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PART A: GENERAL PROVISIONS (APPLICABLE TO ALL PARTICIPANTS)

1. Definitions and Scope

1.1 These Terms and Conditions (“T&Cs”) apply to all persons and entities participating in DEFCROS 2026 in any capacity, including:

• Exhibitors: Companies or organizations occupying Stand Space and displaying products/services.
• Sponsors: Organizations or entities providing financial or in-kind support in exchange for promotional benefits.
• Delegations: Professional groups attending as official representatives (non-exhibiting, typically non-paying or fee-paying groups).
• Business Visitors: Individual professionals attending to observe, network, and conduct business (general attendees).

1.2 By submitting any registration form, sponsorship agreement, or entering the Event venue, all participants agree to be bound by these T&Cs to the extent applicable to their category.

1.3 “Event” means DEFCROS Public Safety & Defense Expo 2026, including all pre-event, during-event, and post-event activities.

1.4 “Organizer” means Sky Fort Systems d.o.o. and its employees, agents, and authorized contractors.

1.5 “Venue” means Amadria Park Šibenik and all associated facilities, including halls, aisles, outdoor areas, and entrances.

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2. Registration and Conclusion of Contract

2.1 Applications for participation in any category are valid only when submitted via official channels indicated on www.defcros.com or via direct communication with the Organizer.

2.2 Registration forms must be fully and accurately completed. Submission of a registration form constitutes a binding offer to participate under these T&Cs. No conflicting terms of any participant are accepted.

2.3 A contract is formed only upon written confirmation of registration by the Organizer (“Confirmation”). The Organizer retains absolute discretion to accept or reject any application without obligation to state reasons.

2.4 Confirmation shall specify:

• Participant category (Exhibitor, Sponsor, Delegation, Business Visitor)
• Participation fees and payment terms
• Any applicable deadlines
• Rights, restrictions, and specific conditions for that participant category

2.5 Upon receipt of Confirmation, the participant is legally bound by these T&Cs.

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3. Eligibility and Compliance

3.1 All participants must comply with:

• All laws and regulations of the Republic of Croatia and applicable EU legislation
• All instructions, rules, and regulations issued by the Organizer or venue management
• All health, safety, fire protection, and security requirements
• Anti-discrimination, ethical, and professional conduct standards

3.2 The Organizer reserves the right to refuse admission, deny access, or remove any participant who:

• Violates applicable laws
• Engages in conduct harmful to other participants or the Event’s reputation
• Violates these T&Cs
• Engages in harassment, discrimination, or aggressive behavior
• Attempts to conduct unauthorized commercial activity
• Violates export control, sanctions, or trade compliance regulations

3.3 No refund shall be issued for removal or denial of access due to the participant’s breach.

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4. Event Cancellation, Postponement, and Force Majeure (All Categories)

4.1 Cancellation by Organizer (Within Control):
If the Organizer cancels the Event for reasons within its reasonable control (excluding Force Majeure), the Organizer shall:

• Refund in full all fees paid by participants
• Have no further liability for other costs, losses, or damages

4.2 Force Majeure:
Force Majeure includes: severe weather, fire, flood, war, terrorism, civil unrest, pandemics/epidemics, governmental orders, sanctions, labor disputes, utility failures, or other circumstances beyond reasonable control.

4.3 No Refunds for Force Majeure:
Should Force Majeure prevent, curtail, postpone, relocate, or render the Event impossible, the Organizer shall not be obliged to refund any fees. Participants are not entitled to withdraw without liability or claim compensation.

4.4 The Organizer may postpone, curtail, move, extend, or abandon the Event, or relocate participants, if required. No refunds are due for such changes.

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5. Insurance and Liability (All Categories)

5.1 No Organizer Liability:
To the maximum extent permitted by law, the Organizer accepts no responsibility for:

• Loss of, theft of, or damage to participant property
• Injury to participants or third parties
• Any indirect, consequential, or special damages

5.2 Exception:
The Organizer shall be liable only for direct damage caused by the Organizer’s gross negligence or willful misconduct, and only to the extent of fees paid.

5.3 Participant Responsibility:
All participants are solely responsible for their own safety and security. Participants assume all risks associated with participation.

5.4 Insurance Requirements:

• Exhibitors and Sponsors: Must maintain public liability insurance (see Part B and Part C)
• Delegations and Business Visitors: Are responsible for personal travel and health insurance

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6. Data Protection (GDPR) (All Categories)

6.1 The Organizer processes personal data in accordance with the EU General Data Protection Regulation (GDPR).

6.2 Participants warrant that they have obtained all necessary consents and notifications to share personal data (names, titles, contact details) with the Organizer.

6.3 Personal data will be used for:

• Event administration and safety
• Delegate/exhibitor lists shared with other participants and sponsors
• Communication regarding future events (subject to opt-out rights)

6.4 For details on data processing, refer to the Organizer’s Privacy Policy on www.defcros.com.

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7. Photography, Filming, and Media Rights (All Categories)

7.1 The Organizer reserves the right to photograph, film, or record the Event, including all participants, stands, and activities.

7.2 Grant of License:
By participating, all participants grant the Organizer a non-exclusive, royalty-free, worldwide license to use images, recordings, or video featuring the participant (or their stand/booth) for promotional, educational, and archival purposes.

7.3 Participants may not obstruct official Event photography or media without prior written approval.

7.4 Participants agree not to record, film, or photograph Event content or other participants without prior written consent from the Organizer and the relevant participant.

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8. Governing Law and Jurisdiction

8.1 These T&Cs and all disputes shall be governed by the laws of the Republic of Croatia, excluding conflict-of-laws provisions.

8.2 Exclusive jurisdiction rests with courts of competent jurisdiction in Croatia.

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9. Final Provisions

9.1 If any provision is invalid or unenforceable, remaining provisions remain in effect.

9.2 The Organizer may modify these T&Cs at any time. Modifications are effective upon posting to the Official Site or notification to registered participants. Continued participation constitutes acceptance.

9.3 In case of discrepancies between language versions, the English version shall prevail.

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PART B: EXHIBITORS

10. Exhibition License Fee and Rights

10.1 Upon full payment, Exhibitors receive a conditional, non-exclusive, revocable license to occupy allocated Stand Space during the Event.

10.2 This license is limited to the duration specified and does not create any lease, tenancy, or real property right.

10.3 Unless otherwise specified in the price list or Exhibitor Manual, the license includes:

• Net Stand Space (minimum 9 sqm or as specified)
• General hall lighting during opening hours
• General exhibition security (excluding individual stands)
• Aisle cleaning
• Fire protection from build-up to dismantling
• Overall venue decoration and Event promotion

10.4 Venue infrastructure (electrical boxes, cables, utilities) may run through or adjacent to Stand Space. Exhibitors accept these conditions.

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11. Stand Packages and Services

11.1 Raw Stand Space Only (default)

Description: Marked net area only with no construction, walls, furnishings, or electrical installation provided.

Includes:

• Marked net stand area (minimum 9 sqm or as otherwise specified)
• General hall lighting during opening hours
• General exhibition security (excluding individual stands)
• Aisle cleaning
• Event promotion by the Organizer

Exhibitor Responsibility:

• Full responsibility for all build-up, fittings, interior furnishings, and utilities
• Stand design and construction methodology at Exhibitor’s discretion (subject to Venue technical regulations and Exhibitor Manual)
• All labor, materials, and equipment for stand construction
• Electrical installation and connections (must comply with Venue specifications)

Best For: Exhibitors with in-house construction capabilities, those requiring custom designs, or those wishing to reuse modular stand systems.

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11.2 Shell Scheme (Octanorm) / Basic Package (optional)

Description: Raw space plus standard pre-fabricated shell scheme stand construction using industry-standard Octanorm components, designed for quick assembly and disassembly.

Includes:

• Raw Stand Space (see 11.1)
• Standard stand construction and dismantling service
• Basic shell scheme fittings comprising:
  • Full floor covering (vinyl or carpet)
  • Aluminum-framed hard partition walls (standard colors: white, silver, or black)
  • One (1) information counter
  • One (1) work table
  • Two (2) chairs
  • One (1) promotional flyer/literature holder
  • One (1) waste paper basket
• Electrical installation: One (1) × 220V / 2kW single socket outlet
• Electrical consumption during the Event (included in package cost)

Graphics & Signage:

• Basic package does not include printed graphics or branding signage
• Exhibitor may order graphics separately (see Section 11.5)
• Mounting of Exhibitor-supplied graphics on walls is permitted

Stand Design:

• Limited customization available (wall colors, lighting add-ons)
• Stand layout is subject to technical approval by Organizer

Best For: Exhibitors seeking a professional, turnkey stand solution with minimal setup time and standard presentation.

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11.3 Premium Package / BeMatrix Construction (optional)

Description: Raw space plus premium stand construction using modular BeMatrix system, which allows for sophisticated graphics integration, flexible design configurations, and superior aesthetic presentation.

Includes:

• Raw Stand Space (see 11.1)
• Premium stand construction and dismantling service using BeMatrix modular components
• All fittings included in Basic Package (see 11.2), namely:
  • Full floor covering (premium vinyl or carpet; choice of colors)
  • BeMatrix aluminum-framed modular partition system (matte or polished finishes available; custom colors available at additional cost)
  • One (1) information counter (premium design with integrated lighting option)
  • One (1) work table (larger work surface than Basic Package)
  • Two (2) high-quality ergonomic chairs
  • One (1) promotional flyer/literature holder (premium design)
  • One (1) waste paper basket
• Electrical installation: One (1) × 220V / 2kW socket outlet, plus integrated lighting (LED strips or spotlights, as configured)
• Electrical consumption during the Event (included in package cost)
• Premium Graphics Integration:
  • BeMatrix system allows seamless integration of large-format printed graphics and digital displays
  • Graphics are mounted directly onto the modular frame system (vs. separately attached to walls)
  • Organizer will coordinate with Exhibitor’s graphics provider to ensure compatibility
  • Graphics printing and supply remain Exhibitor’s responsibility (or Organizer can arrange through approved vendor at additional cost)

Design & Customization:

• Modular BeMatrix system allows flexible configurations: linear, L-shaped, U-shaped, or island layouts (depending on stand area)
• Custom lighting, shelving, or display units can be added
• Brand-specific color schemes and finishes available upon request (may incur upcharge)
• Stand design and layout subject to technical approval by Organizer

Best For: Exhibitors seeking a professional, high-impact presentation with integrated branding, sophisticated graphics, and flexible design possibilities.

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11.4 Custom-Made Stands (Build-to-Spec) (optional)

11.4.1 Overview

Custom-made stands are available for Exhibitors with unique requirements, specialized product displays, or bespoke design needs that exceed the scope of Standard or Premium packages.

11.4.2 Engagement & Feasibility Process

1. Initial Consultation:

• Exhibitor contacts Organizer to discuss custom stand requirements and design vision
• Organizer assesses feasibility, budget parameters, and timeline constraints
• Initial feasibility consultation is provided at no charge

1. Concept Development (Optional):

• Upon Exhibitor request and mutual agreement, Organizer (or approved third-party design partner) will develop a preliminary concept/sketch
• Preliminary design work may be charged at an hourly rate or fixed fee, to be agreed in advance (typically €300–€1,500 depending on complexity)
• Exhibitor is not obligated to proceed with full custom build based on preliminary concept

11.4.3 Custom Stand Specification & Pricing

• Detailed Project Specification: Once Exhibitor approves the preliminary concept, Organizer will prepare detailed specifications including materials, labor, timeline, and logistics
• Formal Quotation: A binding quotation for the custom stand project will be issued upon completion of the detailed specification
• Pricing: Pricing is quoted only after the first draft of the custom stand project is completed and approved by the Exhibitor
• Price Variability: Custom stand pricing varies significantly based on:
  • Stand area and footprint
  • Construction materials and methods (steel, aluminum, wood, mixed materials)
  • Graphics and branding integration
  • Electrical and technical requirements
  • Design complexity and labor intensity
  • Timeline and build-up constraints
  • Third-party subcontractor availability

11.4.4 Payment Terms for Custom Stands

• Invoice Timing: Custom stands are invoiced separately and after the initial Exhibitor registration is confirmed
• Payment Obligation: Invoice is issued upon project approval and prior to commencement of construction
• Payment Terms: Full invoice amount is due immediately upon invoice issuance (no deposit/balance split unless separately agreed in writing)
• Late Payment: The same late payment consequences apply as per Clause 6.4 (withholding of stand, badges, reallocation, etc.)

11.4.5 Custom Stand Approval & Compliance

All custom stands must:

• Comply with Venue fire safety, structural, and electrical regulations
• Be pre-approved in writing by the Organizer before construction commences
• Conform to Event aesthetic and brand guidelines (where applicable)
• Meet all safety standards outlined in the Exhibitor Manual
• Be constructed and installed by Organizer-approved contractors or by Exhibitor’s approved contractors (subject to Venue compliance sign-off)

11.4.6 Custom Stand Timeline & Delivery

• Lead Time: Custom stands typically require 6–12 weeks’ lead time for design, approval, fabrication, and delivery
• Exhibitor Must Confirm: Confirmation of the custom stand project must be received by 1 September 2026 to guarantee inclusion in the Event (see also Clause 12: Registration Deadlines)
• Late Confirmation: Custom stand projects confirmed after 1 August 2026 may not be feasible; the Organizer will advise on feasibility on a case-by-case basis
• Construction & Build-Up: Organizer coordinates all logistics for transportation, storage, build-up, and dismantling

11.4.7 Custom Stand Cancellation & Changes

• Design Changes: Any changes to the approved custom stand design after quotation issuance may incur additional charges
• Cancellation: Cancellation of a custom stand project is subject to the same refund policy as regular Exhibitor registration (see Clause 15: Refund Policy)
  • If paid before 1 August 2026: 100% refund of custom stand costs if cancelled
  • If paid after 1 August 2026: 0% refund of custom stand costs
• Materials & Fabrication: If cancellation occurs after construction commences, Exhibitor may be liable for materials, labor, and other incurred costs

11.4.8 Custom Stand Liability & Insurance

• Exhibitor Liability: The Exhibitor remains liable for all exhibits displayed within the custom stand and all damage to third parties or Venue property (see Clause 12: Insurance and Liability – Exhibitors)
• Insurance Requirements: Custom stand Exhibitors must maintain public liability insurance (see Clause 20.2)
• Organizer Liability: The Organizer is not liable for design defects, construction delays, or delivery failures, except where caused by the Organizer’s gross negligence

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11.5 Additional Services (À la carte)

Additional services may be ordered separately from the core packages listed above.

Ordering Additional Services:

• All additional services must be ordered and invoiced separately from the core stand package
• Requests should be submitted to the Organizer no later than the Standard Registration Deadline (1 September 2026)
• Late requests (after 1 September) are accepted on a best-efforts basis and subject to availability
• Payment for additional services is due by the date specified on the invoice

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11.6 Selection & Modification of Packages

At Registration:

• Exhibitors must specify their preferred stand package (Raw Space, Basic/Octanorm, Premium/BeMatrix, or Custom) on the registration form
• Any questions or custom requests should be communicated to the Organizer at registration time

After Registration:

• Changes to the selected package may be requested by emailing defcros@defcros.com
• Package upgrades (e.g., from Raw Space to Basic, or Basic to Premium) are subject to availability and pricing adjustment
• Package downgrades are typically not permitted and may result in forfeiture of fees paid for the higher package

Custom Stand Special Case:

• Exhibitors may request a custom stand consultation even after registration
• Custom stand projects follow the engagement process outlined in Section 11.4

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12. Registration Deadlines for Exhibitors

12.1 Standard Deadline (1 September 2026):
Registrations received on or before this date receive full benefits:

• Access to all package options
• Guaranteed booth construction services
• Inclusion in printed catalogue and online listings
• Full exhibitor services

12.2 Late Registration Window (1–27 September 2026):
Registrations after 1 September may be accepted on a best-efforts basis:

• No guarantee of booth construction, furniture, or graphics
• Inclusion in printed materials not guaranteed
• Technical services (power, utilities) subject to availability
• All payments for Late Registrations are immediately non-refundable (see Clause 15)

12.3 Hard Deadline (27 September 2026):
After this date, no further exhibitor registrations are accepted.

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13. Eligibility for Exhibitors

13.1 The Organizer has sole discretion to determine the eligibility of companies and products/services for display based on Event thematic focus, legal compliance, and reputation.

13.2 Participation is restricted to entities whose activities comply with all applicable laws, export controls, sanctions regulations, and Event objectives.

13.3 The Organizer may exclude any company, product, or service deemed unsuitable, unlawful, unethical, or harmful to the Event’s reputation.

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14. Terms of Payment – Exhibitors

14.1 100% Payment Upon Registration:
The total participation fee (Stand Space, packages, and mandatory fees) is due in full immediately upon registration submission.

14.2 The Organizer will not process or confirm Stand Space allocation until full payment has been received and cleared.

14.3 Additional services are invoiced separately and due by the date stated on the invoice.

14.4 If an invoice is issued to a third party, the Exhibitor remains jointly and severally liable.

14.5 Non-Payment Consequences:
Upon non-payment or late payment, the Organizer may:

• Withhold or cancel Confirmation
• Refuse entry to the Event
• Withhold exhibitor badges
• Reallocate the Stand Space
  without prejudice to claiming the full contract amount and any damages.

14.6 The Organizer retains a lien over the Exhibitor’s stand fittings, exhibits, and property until all amounts are paid. The Organizer is not liable for damage or loss to liened property.

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15. Cancellation and Refund Policy – Exhibitors

15.1 Early Registration – Risk-Free Period (100% Refund):
For registrations received and fully paid on or before 1 August 2026:

• Exhibitor may cancel and receive 100% refund
• Cancellation must be submitted in writing to defcros@defcros.com

15.2 Non-Refundable Period (2 August 2026 onwards):
For registrations received or paid after 1 August 2026:

• No refund will be issued upon cancellation or non-participation
• Exhibitor is liable for 100% of total contract value, regardless of participation

15.3 Cancellation Procedure:

• Submit cancellation in writing via email or registered post
• Effective date of cancellation is the date received by the Organizer
• Processing time: 14–21 business days

15.4 Fair Estimate:
The Parties agree that this refund structure represents a fair pre-estimate of the Organizer’s loss and does not constitute a penalty.

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16. Stand Space Allocation and No-Show

16.1 Specific location requests (corner stand, proximity to other exhibitors) are non-binding. The Organizer uses best efforts to accommodate but retains full discretion.

16.2 Stand Space must be taken into possession by the Exhibitor or its representative no later than 24 hours prior to Event opening (by 10:00 AM on 1 October 2026).

16.3 Failure to take possession by this deadline allows the Organizer to reallocate the space without refund, unless prior written notice of late arrival is received.

16.4 No claims for indemnity are permitted if the Organizer relocates stands, modifies aisles, changes venues, or alters Event dates.

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17. Co-Exhibitors

17.1 Any company sharing a Stand Space (a “Co-Exhibitor”) must be registered with and approved by the Organizer in advance.

17.2 Co-Exhibitors are subject to the same T&Cs as the main Exhibitor.

17.3 The main Exhibitor and Co-Exhibitors are jointly and severally liable to the Organizer for all contractual obligations.

17.4 The Exhibitor may not display or advertise unregistered entities or co-exhibitors.

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18. Exhibits, Compliance, and Intellectual Property – Exhibitors

18.1 All exhibits must:

• Relate to the Event’s themes (public safety, defense, security, emergency response, technology)
• Comply with all applicable Croatian, EU, and international laws
• Conform to Venue rules and local regulations

18.2 Prior Approval Required For:

• Live military equipment, live ammunition, explosives
• Hazardous or flammable materials
• Pungent, noisy, or unusual exhibits
• Exhibits containing explicit sexual material or offensive content

18.3 Strict Prohibitions:

• No live military equipment without written consent
• No weapons or munitions without Organizer approval
• No exhibits unlawful in Croatia
• No exhibits violating export control, sanctions, or dual-use regulations

18.4 Export Control and Sanctions Compliance:
The Exhibitor warrants that:

• Neither it nor its beneficial owners are subject to EU, US, or UN sanctions
• All displays and technical discussions comply with export control laws (EU Dual-Use Regulations, ITAR, EAR)
• All products/services are legally available for distribution in Croatia and the EU

18.5 Intellectual Property Warranty:
The Exhibitor warrants that it holds all necessary rights, licenses, and permissions for:

• Products and services displayed
• All trade marks, logos, and promotional materials
• Use of intellectual property at the Event

18.6 The Exhibitor does not knowingly infringe third-party intellectual property rights.

18.7 Indemnification:
The Exhibitor shall indemnify, defend, and hold harmless the Organizer from any claims, damages, liabilities, and costs (including legal fees) arising from:

• Alleged or actual intellectual property infringement by the Exhibitor’s products or materials
• Any violation of export control, sanctions, or trade compliance laws
• Any use of unlawful or offensive materials

18.8 The Organizer may remove any exhibit or material deemed inappropriate, unlawful, offensive, or in violation of these T&Cs, without refund or compensation.

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19. Stand Operation, Show Hours, and Early Breakdown – Exhibitors

19.1 Official Show Hours:

• 1 October 2026: 10:00 AM – 6:00 PM (18:00)
• 2 October 2026: 10:00 AM – 5:00 PM (17:00)

19.2 Continuous Staffing and Operation:
The Exhibitor must:

• Complete stand build-up by the deadline in the Exhibitor Manual
• Keep the Stand Space fully equipped, presentable, and staffed by competent personnel during all official opening hours
• Maintain all exhibits in place and operational
• Refrain from removing exhibits or packing until official closing time

19.3 Early Breakdown Strictly Prohibited:
Dismantling the stand, packing exhibits, or abandoning the Stand Space before 17:00 (5:00 PM) on 2 October 2026 (“Early Breakdown”) is strictly prohibited unless expressly authorized in writing by the Organizer in exceptional circumstances.

19.4 Penalties for Early Breakdown:
If the Exhibitor engages in Early Breakdown without prior written permission:

• Financial Penalty: The Exhibitor shall pay a contractual penalty fee of €1,000.00 or 20% of the total contract value, whichever is greater, payable within 14 days of the Event’s closing
• Future Participation: The Organizer may refuse or downgrade the Exhibitor’s participation (stand location, priority) in future DEFCROS editions or other Sky Fort Systems events
• Enforcement: The Organizer may document violations via photographs, video, or onsite reports, which constitute conclusive evidence unless manifestly erroneous

19.5 The Parties acknowledge that Early Breakdown causes significant financial and reputational damage to the Event and other exhibitors, and that the penalty is a fair pre-estimate of such damage.

19.6 Security and Enforcement:
The Organizer may restrict or monitor the loading dock and exhibit removal areas to prevent Early Breakdown.

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20. Insurance and Liability – Exhibitors

20.1 The Exhibitor is solely responsible for insuring exhibits, stand materials, and equipment against all risks during transport, storage, and the Event itself (including build-up and dismantling).

20.2 Mandatory Insurance:
Exhibitors must maintain public liability insurance covering:

• Bodily injury and personal injury
• Property damage
• All activities arising from Event participation
• Coverage must include acts of employees, agents, contractors, and Co-Exhibitors

20.3 The Organizer is not responsible for loss, theft, damage, or destruction of any Exhibitor property.

20.4 The Exhibitor is liable for all damage caused to third parties, the Venue, venue property, furnishings, or fittings where such damage is caused by the Exhibitor, its personnel, or its Co-Exhibitors.

20.5 Exhibitors must have insurance in place prior to Event entry. Failure to provide proof of insurance may result in denial of access.

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21. Rules and Regulations – Exhibitors

21.1 The Exhibitor must comply with:

• All rules and regulations in the Exhibitor Manual
• All venue fire safety and technical regulations
• All health and safety requirements
• All instructions issued by the Organizer or venue management

21.2 The Organizer may issue additional rules, instructions, or safety measures at any time. Non-compliance may result in closure of the Stand Space or removal from the Event without refund.

21.3 The Exhibitor is responsible for the conduct of employees, contractors, Co-Exhibitors, and guests and must ensure their compliance.

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PART C: SPONSORS

22. Sponsorship Agreement and Scope

22.1 Sponsorship is a contractual arrangement under which a Sponsor provides financial or in-kind support in exchange for promotional benefits, brand exposure, and recognition.

22.2 Each sponsorship is documented in a separate Sponsorship Order Form or Agreement, which shall specify:

• Sponsorship package/tier
• Sponsorship fees
• Deliverables (booth space, signage, speaking slots, branding, etc.)
• Payment schedule
• Cancellation and refund terms

22.3 In the event of conflict between a Sponsorship Agreement and these T&Cs, the Sponsorship Agreement shall prevail with respect to sponsorship-specific terms, provided that general liability, insurance, compliance, and force majeure provisions in Part A shall remain applicable.

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23. Sponsorship Fees and Payment Terms

23.1 Sponsorship fees are specified in the Sponsorship Order Form and are due according to the payment schedule therein.

23.2 Typical payment schedules may include:

• Milestone payments (e.g., 50% upon signing, 50% upon invoicing)
• Single payment upon invoicing
• Installment payments with specified due dates

23.3 The specific payment schedule shall be stated on the Order Form.

23.4 Failure to meet payment obligations entitles the Organizer to:

• Withhold or cancel sponsorship benefits
• Deem the sponsorship cancelled (see Clause 24)
• Exercise all rights to claim the full sponsorship fee and any damages

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24. Sponsorship Cancellation and Refund Policy

24.1 Cancellation Charges by Time Period:
A Sponsor may cancel sponsorship subject to the following cancellation charges based on the original Event date (not any rescheduled date):

• 6+ months prior to Event: 50% cancellation charge
• 3–6 months prior to Event: 75% cancellation charge
• Less than 3 months prior to Event: 100% cancellation charge (no refund)
• After Event: 0% refund

24.2 Cancellation Procedure:
Cancellation must be submitted in writing to the Organizer at the official contact email.

24.3 Non-Transferability:
Cancelled sponsorship fees cannot be transferred or credited to other events, packages, or future years without express written consent.

24.4 Resale:
Upon cancellation, the Organizer may resell the sponsorship package at its discretion. The Sponsor has no claim to resale proceeds.

24.5 Forfeiture of Benefits:
Upon cancellation, the Sponsor forfeits all sponsorship benefits (booth space, signage, complimentary passes, concessions, etc.).

24.6 Outstanding Balance:
If a Sponsor cancels with an outstanding balance due, the Sponsor remains liable for the full balance plus reasonable legal fees to collect.

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25. Sponsorship Benefits and Deliverables

25.1 Sponsorship benefits (e.g., booth space, signage, speaking slots, delegate passes, branding) are specified in the Sponsorship Packages.

25.2 Booth space, signage, and promotional materials are subject to the same rules, regulations, and compliance requirements as Exhibitors (see Part B).

25.3 Speaking slots, conference sessions, or other programmatic benefits are subject to scheduling and content approval by the Organizer.

25.4 The Organizer retains the right to modify sponsorship benefits or package if the Event is postponed, curtailed, or significantly altered due to Force Majeure.

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26. Sponsor Exhibits and Compliance

26.1 If sponsorship includes booth space or exhibit rights, the Sponsor shall comply with all Exhibitor requirements in Part B, including:

• Exhibit compliance and intellectual property warranties (Clause 18)
• Export control and sanctions compliance
• Insurance and liability (Clause 20)
• Rules and regulations (Clause 21)
• Early breakdown prohibitions (Clause 19)

26.2 Sponsors shall maintain public liability insurance as required for Exhibitors (Clause 20).

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27. Sponsor Co-Branding and IP Rights

27.1 The Sponsor grants the Organizer a non-exclusive license to use the Sponsor’s name, logo, and branding for promotional purposes in connection with the Event.

27.2 The Organizer may use Sponsor branding in:

• Event marketing materials
• Social media and website
• Event programs and signage
• Post-event communications

27.3 The Sponsor warrants that it owns or controls all intellectual property rights to its name and logo and grants all necessary rights to the Organizer.

27.4 Any use of the Sponsor’s branding must be consistent with reasonable brand guidelines provided by the Sponsor.

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28. Sponsor Conduct and Compliance

28.1 Sponsors shall comply with all applicable laws, regulations, and Event rules.

28.2 Sponsor personnel must comply with all health, safety, fire, and security regulations.

28.3 Sponsor personnel must not engage in harassment, discrimination, or conduct harmful to the Event or other participants.

28.4 The Organizer retains the right to exclude any Sponsor or Sponsor personnel who violates these terms or engages in misconduct.

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PART D: DELEGATIONS (Non-Paying Professional Groups)

29. Delegations – Scope and Definition

29.1 A “Delegation” is an organized group of professionals attending the Event as official representatives of a company, organization, government agency, or institution, typically without charge (though some delegations may pay a group fee).

29.2 Examples include:

• Government ministry representatives
• Professional associations
• Educational institutions
• Industry groups
• NGOs

29.3 Delegations are distinct from Business Visitors (Part E) in that they attend as organized groups with an appointed leader and typically receive group benefits (central passes, group briefings, etc.).

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30. Delegation Registration and Access

30.1 Delegations must register in advance via the official Event registration portal or by direct communication with the Organizer.

30.2 Delegation Leader Responsibility:
Each Delegation must designate a single point of contact (“Delegation Leader”) who shall:

• Submit the group registration form with names, titles, and organizations of all participants
• Coordinate all group logistics and communications with the Organizer
• Ensure all delegation members comply with Event rules and these T&Cs
• Collect and return delegation passes and badges at Event close

30.3 The Delegation Leader is jointly and severally liable to the Organizer for the conduct of all Delegation members.

30.4 Access to the Event is granted only to pre-registered Delegation members whose names appear on the Organizer’s approved Delegation list.

30.5 Unauthorized individuals not on the Delegation list will not be permitted to enter the Event.

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31. Delegation Fees and Payment (Where Applicable)

31.1 No Registration Fees to Organizer:
Delegations attend DEFCROS 2026 at no charge to the Organizer. There are no registration, participation, or event fees payable by Delegation members or Delegation Leaders to Sky Fort Systems d.o.o.

31.2 Exhibitor/Sponsor Responsibility for Delegation Costs:
If a Delegation is sponsored or organized by an Exhibitor or Sponsor, any costs associated with the Delegation (e.g., group hospitality, meals, branded materials, or travel arrangements) shall be paid by the sponsoring/organizing Exhibitor or Sponsor, not by individual Delegation members or the Delegation Leader.

31.3 Delegation Member Personal Responsibility:
Each Delegation member is solely responsible for their own costs, including but not limited to:

• Transportation and travel to/from the Event Venue
• Accommodation and lodging (hotels, etc.)
• Meals and beverages (unless otherwise provided by their organization or sponsoring Exhibitor)
• Any personal expenses or activities during the Event

31.4 No Refunds or Payment Terms:
Since Delegations do not pay fees to the Organizer, no payment terms, invoices, or refund policies apply to Delegation participation. Cancellation of a Delegation member’s attendance does not result in any financial settlement with the Organizer.

31.5 Third-Party Payment Arrangements:
The Organizer is not responsible for coordinating, managing, or processing any third-party payments (e.g., accommodation bookings, group travel arrangements, or catering). The Delegation Leader and Delegation members must arrange all such services independently or through the sponsoring Exhibitor/Sponsor.

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32. Delegation Passes and Badge Management

32.1 The Organizer shall issue delegation passes or badges for each approved Delegation member.

32.2 Passes and badges are:

• Non-transferable
• Valid for the designated person only
• Valid for all Event opening hours
• Subject to surrender at Event close

32.3 The Delegation Leader is responsible for:

• Distributing passes/badges to all Delegation members
• Preventing misuse or unauthorized transfer
• Collecting and returning all passes/badges to the Organizer at Event close

32.4 Misuse of passes (e.g., using another person’s badge, transferring badges to unauthorized individuals) is grounds for immediate expulsion from the Event without refund.

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33. Delegation Conduct and Compliance

33.1 All Delegation members must comply with:

• All applicable laws and regulations
• All Event rules and safety regulations
• All instructions issued by the Organizer or venue management
• Respectful and professional conduct

33.2 Delegation members must not:

• Engage in unauthorized solicitation or commercial activity
• Photograph or record Event content, presentations, or other participants without permission
• Harass, discriminate against, or disrupt other participants
• Violate health and safety regulations

33.3 Authority to Remove:
The Organizer may immediately remove any Delegation member who violates these terms or engages in misconduct. No refund shall be issued.

33.4 The Delegation Leader is responsible for the conduct of all Delegation members and may be held liable for violations.

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34. Delegation Cancellation (Where Applicable)

34.1 If a Delegation incurs a fee, cancellation shall follow the terms specified in the Delegation Agreement.

34.2 If no cancellation terms are specified in the Agreement, the Sponsor cancellation terms in Clause 24 shall apply by analogy, with cancellation charges tiered by proximity to the Event date.

34.3 Cancellation must be submitted in writing by the Delegation Leader.

34.4 Individual Delegation members may not cancel independently; the Delegation Leader must request removal of specific members in writing.

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35. Delegation Privacy and Data Sharing

35.1 Delegation member data (names, titles, organizations) will be included on Delegation lists shared with Exhibitors, Sponsors, and other participants (unless the Delegation member opts out).

35.2 Delegation members may opt out of data sharing by notifying the Organizer at least 72 hours prior to the Event.

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PART E: BUSINESS VISITORS (General Professional Attendees)

36. Business Visitor Registration and Eligibility

36.1 “Business Visitors” are individual professionals attending the Event for networking, information gathering, business development, and professional development.

36.2 Business Visitor registration is paid. The Organizer may charge a fee, request pre-registration, or restrict access to verified professionals in certain circumstances.

36.3 The Organizer may require Business Visitors to provide proof of professional status (e.g., business card, LinkedIn profile, company verification).

36.4 The Organizer retains discretion to refuse entry to any individual whom it reasonably believes is not a genuine professional or poses a risk to the Event.

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37. Business Visitor Access and Hours

37.1 Business Visitors are permitted to access all public areas of the Event during official opening hours:

• 1 October 2026: 10:00 AM – 5:00 PM (17:00)
• 2 October 2026: 10:00 AM – 5:00 PM (17:00)

37.2 Access to restricted areas (e.g., VIP lounges, private briefings, conference halls with limited seating) may require separate registration or paid access.

37.3 Admission is typically by official visitor badge. The Organizer reserves the right to require pre-registration or paid admission.

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38. Business Visitor Conduct

38.1 All Business Visitors must:

• Comply with all applicable laws and regulations
• Comply with all Event rules, safety, and security regulations
• Conduct themselves in a professional and respectful manner
• Not interfere with Exhibitors, Sponsors, or other participants

38.2 Business Visitors must not:

• Engage in commercial solicitation or sales activity without authorization
• Photograph, film, or record Event content, presentations, or other participants without permission
• Conduct business for non-authorized companies (“suitcasing”)
• Harass, discriminate against, or disrupt other participants
• Violate health, safety, or fire safety regulations

38.3 Suitcasing Policy:
Unauthorized commercial activity (attempting to solicit business or sell products to Exhibitors or other Visitors without having a booth or sponsorship) is strictly prohibited. Violators will be:

• Immediately expelled from the Event
• Banned from future DEFCROS editions for a minimum of one year (first offense) or five years (repeat offense)

38.4 The Organizer may immediately remove any Business Visitor who violates these terms.

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39. Business Visitor Privacy and Data Sharing

39.1 Business Visitor data may be shared with Exhibitors, Sponsors, and other Organizer partners for business development and follow-up purposes.

39.2 Business Visitors may opt out of data sharing by notifying the Organizer at least 72 hours prior to the Event via email to defcros@defcros.com.

39.3 Business Visitor badge scanning (where scanning technology is used) may capture contact information for Exhibitors and Sponsors. Business Visitors who do not wish to be scanned may request a non-scannable badge at registration.

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40. Business Visitor Badge Management

40.1 Visitor badges are:

• Non-transferable and personal to the registered individual
• Valid only for the designated holder
• Subject to surrender at Event exit

40.2 Misuse of a badge (using another person’s badge or transferring to an unauthorized individual) results in immediate expulsion without refund and possible banning from future events.

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41. Business Visitor Insurance and Liability

41.1 Business Visitors are solely responsible for their own safety, security, and personal property.

41.2 The Organizer is not responsible for loss, theft, injury, or damage to Business Visitor property or person.

41.3 Business Visitors are encouraged to maintain personal travel, health, and liability insurance.

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PART F: GENERAL ADMINISTRATIVE PROVISIONS

42. Modifications to Event

42.1 The Organizer reserves the right to:

• Postpone, curtail, move, extend, or abandon the Event
• Relocate participants or modify floor plans
• Modify Event dates or hours
• Modify opening times or duration

42.2 Such modifications do not entitle participants to rescind contracts, claim refunds, or seek compensation, except as expressly provided in Clause 4 (Force Majeure).

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43. Severability

43.1 If any provision of these T&Cs is invalid or unenforceable, remaining provisions shall remain in full force and effect.

43.2 Invalid provisions shall be replaced by valid provisions that most closely reflect the intent of the original provision.

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44. Amendments

44.1 The Organizer may amend these T&Cs at any time. Amendments are effective upon posting to www.defcros.com or direct notification to registered participants.

44.2 Continued participation after notification of amendments constitutes acceptance of the amended terms.

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45. Entire Agreement

45.1 These T&Cs (including all Parts A–F and any separate Sponsorship Agreements or Delegation Agreements) constitute the entire agreement between the Organizer and all participants regarding the Event.

45.2 No prior representations, promises, or conditions not stated herein are binding.

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46. Contact and Notice

46.1 All communications, inquiries, complaints, and cancellations should be addressed to:

Sky Fort Systems d.o.o.

W: www.defcros.com
E: defcros@defcros.com| team@defcros.com
M: +385 97 748 69 86
Address: Gospodarska zona 10, Osijek, Croatia

46.2 Written notices via email or registered post shall be deemed received upon delivery to the stated address or email inbox.

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APPENDIX: Key Deadlines Summary