EXHIBITOR PARTICIPATION: GENERAL TERMS AND CONDITIONS
First: Organisation
The organisation of EXPOSECURITY® 2026 is the responsibility of Exposecurity World S.L., the entity appointed to promote the support services necessary for the marketing and material execution of the event.
Second: Object of the contract
The purpose of this contract is participation as an exhibitor in the EXPOSECURITY 2026 event, which will be held at the Caja Mágica, Madrid, on 5, 6 and 7 November 2026, from 10:00 to 18:00 hours.
This contract shall enter into force upon its execution and shall extend until the conclusion of the event.
The basic services included for the exhibitor are:
• Space rental
• Compulsory insurance (Public Liability and Damage Insurance)
Exhibitor passes
Invitations
Welcome set
These services may be extended according to the participation methods set out in Section Seven of these general terms and conditions.
Third: Applicable regulations
The contracting and participation regulations for EXPOSECURITY 2026 shall constitute the set of provisions and rules contained in the following documents:
• The present Participation Form for EXPOSECURITY 2026
• The EXPOSECURITY 2026 Exhibitor Guide
• The forms attached to it, which will be available closer to the event participation dates
Fourth: Participation
All companies, institutions, and organisations whose activities fall within the sectors covered by the exhibition will be eligible to participate in EXPOSECURITY 2026.
The Organisation reserves the right to exclude those who engage in unfair competition or other breaches of the legal system, as well as those who assign or sublet the contracted space in whole or in part.
Fifth: Dates and times of the event
The Fair dates will be 5th, 6th and 7th November 2026, with continuous opening hours from 10:00 to 18:00.
Outside of these hours, the presence of visiting public is prohibited, with the exception of stand personnel who are duly accredited, who may access from 9:00 AM to 7:00 PM.
Friday: EXPOSECURITY email rental and service® 2026
To book your exhibition space at EXPOSECURITY 2026, you must complete the following process:
- Complete the Exhibitor Participation Form provided by the Organisation.
- The Organisation will validate the data received and, if everything is correct, will proceed to send you the invoice for the first payment, in accordance with the deadlines explained below in general condition eight.
- Once payment of the invoice has been made, you must send proof of deposit or transfer to the Organisation at info@exposecurity.net. You have 30 days to do so. Once this period has expired
Without the confirmation having been received, your Exhibitor Participation Form will be annulled, and the Organisation may allocate the indicated space to another exhibitor. - Once proof of the first payment has been received, your application to participate in EXPOSECURITY 2026 will be fully formalised. From that moment, your Exhibitor Application Form for
EXPOSECURITY 2026, along with this signed General Terms and Conditions document, will constitute your exhibitor participation contract.
Organisation Email:
• info@exposecurity.net General mailbox for visitor enquiries.
Seventh: Participation modalities, fees, and basic services included
There are 2 participation options as an exhibitor at EXPOSECURITY 2026:
7.1 Land rental + modular stand:
• Floor rental + 9 m² modular stand (3x3): €2,025
• Ground space rental + 18 m² modular stand (6×3): €4,050
• Ground rental + modular stand of 36 m² (6×6): €6,480
Add a 10%% VAT to the previous prices.
The respective prices include:
• Rental of open stand space to one or more aisles, depending on location
• Assembly and rental of a modular stand as defined by the Organisation, comprising the following elements:
Structure: modular carpentry stand Standard electrical installation and consumption Basic labelling with name Furniture
- 3×3 1 counter + low table + 2 stools
- 3×6 1 counter + low table + 4 chairs
- 6×6 1 counter + low table + high table + 4 chairs + 2 stools
Mounting bracket required by Exposecurity World S.L. Compulsory insurance (Civil Liability and Damage Insurance) required by Exposecurity World S.L Exhibitor platform individual profile Dismantling of the stand First stand cleaning
The exhibitor's removal of any formative or decorative element from the stand does not imply a cost reduction.
All materials used are on a rental basis, and any damage will be charged at the current rate.
The exhibiting company shall provide all graphic material necessary for the design and creation of the stand.
This material will be delivered to the Organisation three months before the Fair takes place.
7.2: Freehold land rental
- 15 m²: £2,250
- 30 m²: €4,500
- 50 m²: €7,500
- 75 m²: €11,250
The surfaces mentioned are by way of example. The cost per m² is €150.
VAT at 10% must be added to the prices quoted
The price shown in each case includes:
• Mandatory insurance (Civil Liability and Damage Insurance) required by Exposecurity World S.L.
• Standard electrical installation and consumption
• Individual profile on the exhibitor's platform
• The Mounting Fee is subsidised by the exhibition organiser
The company responsible for the assembly of custom-designed stands shall pay the Organisation, in respect of the services provided by Exposecurity World S.L. during the setup and dismantling period of the Fair: healthcare assistance service (ATS), reduced rates on catering services, electrical installation inspection, connections and electricity supply during setup and dismantling, use and maintenance of paint rooms, personalised attendant service for stand builders, and individualised space signage.
The technical regulations for free-design stands will be provided by the Organisation upon contract formalisation. Any queries should be directed to info@exposecurity.net
The stand project must be submitted to the Organisation for approval.
Eighth: Amount and form of payment
1. The exhibitor shall pay Exposecurity World S.L. the amount established according to the chosen option, as indicated below (*):
• First payment: 25% + VAT (10%) upon confirmation of your participation as an exhibitor at EXPOSECURITY 2026 and receipt of the relevant invoice, by 1 July 2026 at the latest.
• Second payment: 25% + VAT (10%), due on 1 September 2026.
• Third instalment: 50% + VAT (10%), due by 1 October 2026.
• All exhibitors who have not secured a stand by the deadline of 1 October must pay the full 100% fee on that date in order to exhibit at EXPOSECURITY 2026
(*) For confirmations after the deadlines indicated by segment, payment percentages will be accumulated as indicated by the Organisation, thus reducing the number of invoices.
8.2: According to current VAT legislation, non-EU companies, non-Spanish EU companies registered in the ROI (Intra-Community Operations Register), as well as embassies, consulates, and international organisations recognised by Spain are exempt from VAT.
8.3: Payment will be made to Exposecurity World S.L. via one of the following methods:
Bank transfer or deposit into the account of the relevant company, entity, ministry, or council.
It is essential to state the invoice number. You must send the proof of deposit or transfer to the Organisation via email to: info@exposecurity.net
Novena: Breach of deadlines
In the event that the aforementioned payments are not made within the established deadlines, the exhibitor shall forfeit all rights to the reserved spaces, as well as any sums paid, and the Organisation may assign these spaces to other companies or use them for its own purposes.
Tenth: Procurement of additional services for your participation
In addition to the basic services detailed in item 7 of this document, which are included in the price of the modular stand or the free floor space rental, any exhibitor may directly contract other services that will appear in the EXPOSECURITY 2026 Services Catalogue for the event, including those offered exclusively by the Caja Mágica exhibition centre.
In accordance with current regulations, EXPOSECURITY 2026 informs its exhibitors of the transfer of their data to Exposecurity World S.L. for the sending of the Services Catalogue marketed by the event.
In the event that the provision of any service is requested, the data provided by the exhibitor will be incorporated into a service provider's file for the purpose of managing the provision thereof.
Among the services offered by EXPOSECURITY 2026 —which must be contracted directly with said entity— are: Internet, WiFi, stand cleaning, among others.
Well in advance of the event, the Organisation will provide a URL created by EXPOSECURITY with the services and prices offered exclusively for this event.
• Deadline for contracting the services mentioned in the previous paragraph: thirty (30) calendar days before the start date of the assembly. Exposecurity World S.L. reserves the right to reject service requests submitted after this deadline.
• In the event of requesting services within fifteen (15) days prior to the start of assembly, during assembly, or during the hosting of the Fair, Exposecurity World S.L. will apply a surcharge of 25% on the established rate.
• In the event of cancellation within fifteen (15) days prior to the start of assembly or during assembly or the Fair itself, 40% of the corresponding fee will be charged. In the event of cancellation of a service already provided, 100% of its cost will be charged.
Exposecurity World S.L. will establish an incoming goods control to permit access only to exhibitors who have previously contracted the requested services through the Services Catalogue.
In the “Land rental + modular stand” contracting modality, any additional services such as “electrical installation” and “building elements” that the exhibitor wishes to add to what is already included in the price must be requested directly from the Organisation.
Additionally, the Organisation may offer the exhibitor other services, such as the contracting of advertising or others, which will be invoiced separately, in accordance with the established prices, and paid in full before 1 October 2026.
Eleventh: Resignation of the Exhibitor
Once your application to participate has been formalised in the manner indicated in point 6 of this document, the exhibitor's withdrawal—whether tacit or express—from participation in the Fair will result in the forfeiture of payments made.
If the resignation takes place within the sixty days preceding 5 November 2026, the full payment for the contracted space may be required, even if it can subsequently be occupied by another exhibitor.
Twelfth: Presenter Passes
The exhibitor pass is the document that accredits you as such, and it must be presented for any procedures carried out at the Fair.
Exhibitor passes will be issued by the Organisation once the final payment has been made, and can be collected from the Fair's administration office from November 3rd.
To be able to collect exhibitor passes, it will be necessary to prove you are up to date with payments to the Organisation.
Thirteenth: Personnel accreditation
The exhibitor, as well as the companies involved in the assembly, must have up-to-date social security, taxes, and other labour and fiscal obligations provided for in current legislation.
In case of default, any liabilities incurred will be borne entirely by them, with the Organisation disclaiming any responsibility in this regard.
Fourteenth: Assembly and disassembly
Assembly dates and times will be provided in the Exhibitor Guide.
Occupation of the space will not be authorised, nor will the modular stand, if applicable, be handed over to the exhibitor who has not paid in full.
In the case of free design stands, the exhibitor may request a quote from the Organisation for an extension of the assembly time. Upon acceptance, they will receive the corresponding invoice. This extension will only be effective after sending proof of payment for said invoice, at least 60 days prior to the start of the Fair's assembly.
Once the established period for stand dismantling has elapsed, any materials remaining in the hall will be removed by Exposecurity World S.L., and the exhibitor will forfeit all rights to claim for loss or damage to them. Furthermore, expenses related to their removal will be borne by the exhibitor and will be invoiced by Exposecurity World S.L. according to current rates.
Fifteenth: Stand installation and decoration
No decorative element may protrude beyond the perimeter of the stand.
The exhibitor is obliged to comply with the current provisions regarding the decoration and assembly of their stand as indicated by the Organisation. The elimination or substitution, by the exhibitor, of any formative element of the modular stand or counters will not entail a reduction in cost.
In modular stands or counters, all materials used, both structural and electrical, are on a rental basis, and any damage will be charged at the current rate.
Additionally, any exhibitor may contract services listed in the Catalogue within the exhibitor area, access to which will be provided by the Organisation.
The exhibitor company shall provide all graphic material necessary for the design and construction of the stand, when required. Such material shall be delivered to the Organisation three months prior to the Fair.
It will be mandatory to maintain the aesthetics and uniformity established for all stands. For any questions or clarification, please contact info@exposecurity.net.
Sixteenth: Allocation of spaces
The allocation of stands will be the sole responsibility of the Organisation. To the greatest extent possible, consideration will be given to the sectorisation of the Fair, as well as the date of application, the harmony between stands, and any other circumstances that contribute to the improvement of the Fair.
The Organisation reserves the right to amend the location if exceptional circumstances require it, without this giving rise to any right to compensation for the exhibitor. In such a case, an attempt will be made to assign a space with characteristics similar to the one initially assigned.
Seventeenth: Obligations of the exhibitor
17.1: Late payment of amounts
If payment is not made within the established deadlines, the exhibitor will forfeit all rights to the reserved space, and said space will become available to the Organisation, who may offer it to other companies. In any event, occupation of the exhibition space will not be permitted until full payment, along with corresponding services, has been received.
17.2: Prohibition of dangerous activities
Activities that pose a risk of accident are prohibited in all areas of the exhibition centre. With regard to both exhibited objects and stand assembly and decoration elements, all applicable occupational risk prevention regulations must be complied with during their transport, assembly, handling, operation, and dismantling.
17.3: Prohibition of Assignment
The assignment, in whole or in part, of exhibitor rights to third parties, who must be exclusively the persons signing and stamping this document, is not permitted, except with prior authorisation from the Organisation.
Failure by the exhibitor to fulfil the obligations set out in this point shall result in the forfeiture of rights to the allocated or unoccupied space, which shall be made available to the Organisation, who may offer it to other applicants, with the exhibitor having no right to compensation or refund whatsoever.
Eighteenth: Applicable regulations
18.1: The exhibitor must comply with all regulations applicable to participation in EXPOSECURITY 2026, as specified in point 3 of this document.
The exhibitor shall pay special attention to compliance with the safety regulations of Exposecurity World S.L. and those legally applicable, in accordance with state, regional and local legislation, including the current Law on Prevention of Occupational Risks and its development regulations. In relation to the general participation rules specific to Exposecurity World S.L., these will be available in the Exhibitor's Guide and will be mandatory.
18.2: The exhibitor declares that they know and accept the general participation rules specific to Exposecurity World S.L. for exhibitors.
18.3: In matters of data protection, and in accordance with current regulations — Organic Law 3/2018, of December 5, on Personal Data Protection and Guarantee of Digital Rights, which adapts Spanish regulations to Regulation (EU) 2016/679 of the European Parliament and of the Council, of April 27, 2016 — Exposecurity World S.L. informs of the collection and processing of personal data for the purpose of handling any type of management related to the exhibitor.
The data will not be passed on to third parties, except by legal obligation or when the provision of a service involves the need for a contractual relationship with a data processor. .
Every exhibitor has the right to access, rectify or delete erroneous data, request the limitation of the processing of their data, as well as to object to it, among other rights, by contacting the Organisation by email at info@exposecurity.net
Nineteenth: Safety and hygiene regulations
The Fair will have its own security and surveillance service. The Organisation will be responsible for the surveillance of the pavilions, but will not be held liable for materials and objects deposited in each stand, nor for any damage that objects, samples, assembly and exhibition materials may suffer before, during or after the Fair.
After the assembly period, the service vials must be cleared. The Organisation's cleaning service may remove any items found in common areas once the assembly period has ended.
Exhibiting companies are obliged to clean their stand, and can contract this service through Exposecurity World S.L.
It is recommended that materials be removed at the commencement of dismantling. The Organisation shall not be liable for any unsecured materials that are lost during the dismantling period.
Twentieth: Stand duty
The exhibitor is obliged to staff their stand and remain there with the exhibited products throughout the entire duration of the Fair, during the official public opening hours.
Temporary closure of stands during lunchtime is not permitted; exhibitors must arrange suitable shift rotas to ensure adequate coverage.
During the days of the celebration, exhibitors will be able to access their stands from 9:00 AM and vacate them from the closing of the Fair until 7:00 PM.
Twenty-first: Change of dates or temporary suspension due to *force majeure*
Yes, if for reasons of force majeure beyond the Organisation's control it is necessary to postpone the celebration of the Fair to other dates within the 2026 financial year, 50% of the stand fees will be refunded.
The exhibitor will not lose the% retained in any case, as their stand will remain reserved and the retained amounts will be applied to the holding of the Fair on the new date.
If the postponement means that the Fair is delayed until 2027, 70% of the stand fee will be refunded.
The exhibitor shall not, under any circumstances, forfeit the% 30 retained, as their stand will remain reserved and the retained amounts will be applied to the holding of the Fair on the new date.
Twenty-second: Permissions and licences
The exhibitor must hold the legally required licences or permits for the possession, display, or use of any type of goods being exhibited in their allocated space, and must also submit, in a timely manner, the documentation required by the Organisation in cases of real weaponry or defence material, or full-size replicas.
Twenty-third: Jurisdiction
This form, once the application is formalised and becomes binding, shall constitute the participation contract for EXPOSECURITY 2026. This contract is private in nature.
For all matters that may arise in relation to its interpretation and application, the parties submit to the jurisdiction of the competent Courts and Tribunals of Madrid, expressly waiving any other jurisdiction that may correspond to them.