top of page

I want to be an Exhibitor 
AR&PA 2023 Participation Rules

A NEW WAY TO PARTICIPATE 


In 2023, the AR&PA – Iberian Biennial of Cultural Heritage will set sail towards Angra do Heroísmo, on Terceira Island, in the Azores: a unique opportunity for work, business and leisure!


To ensure everyone enjoys this opportunity, we have gathered exceptional participation conditions:

 

  • If you want, independent stands with more time for the Biennial’s parallel programming, business meetings, and enjoying the island;

  • All stands are "turnkey" and include freight forwarder;

  • Unbeatable flight and accommodation packages, with departures from Lisbon, Porto and Madrid;

  • Rich parallel programming: Concerts, Night Visits, Murder Mystery at the Museum, Escape Room at the Fort, Heritage Race, Open House Angra, Iberian Heritage Awards Ceremony and Dinner, AR&PA Talks, and the amazing Tourist Animation activities of the Azores Routes: Volcanoes Route, Whaling Route and Wine Route.

bienal-arpa-2023-03-08-ilustracao-panoramica-marca.png
Discover the Types and Participation Rules:

Stand for Institutions

Prices start at:

Departures from Lisbon: €2,376.00

Departures from Porto: €2,441.00

Departures from Madrid: €2,843.00

 

Amounts are subject to VAT at the legal rate in force:

- 16% VAT (Service provided in the Azores)

- Community customers with a valid TID on the VIES do not pay VAT under Article 6(6)(a) of the CIVA (VAT Code)

Espaço Instituição

 it includes: 

​

  • 400cm long stand with lighting

  • 320x180 cm screen

  • 80 cm wide shelving unit

  • Tablet (10"| 32GB | WiFi)

  • 2 stools

  • Travel and Accommodation (base value)

  • Freight Forwarder: max. 1 m3

  • Patrimonio.pt Prizes: 1 free registration in one category; 1 free dinner reservation at the Iberian Heritage Awards

  • Participation in Innovation Point and parallel programming

  • ​Inclusion in the Exhibitors Catalogue

  • Feature piece at patrimonio.pt

Exhibition Stand for Company

Prices start at:

Departures from Lisbon: €1,076.00

Departures from Porto: €1,141.00

Departures from Madrid: €1,478.00

​

Amounts are subject to VAT at the legal rate in force:

- 16% VAT (Service provided in the Azores)

- Community customers with a valid TID on the VIES do not pay VAT under Article 6(6)(a) of the CIVA (VAT Code)

Espaço Empresa

 it includes: 

​

  • 240 cm length stand with lighting

  • 160x180 cm screen

  • 80 cm wide shelving unit

  • Tablet (10"| 32GB | WiFi)

  • 1 stool

  • Travel and Accommodation (base value)

  • Freight Forwarder: max. 0.5 m3

  • Patrimonio.pt Prizes: 1 free registration in one category; 1 free dinner reservation at the Iberian Heritage Awards

  • Participation in Innovation Point and parallel programming

  • Inclusion in the Exhibitors Catalogue

  • Feature piece at patrimonio.pt

Exhibition Stand for Project

Prices start at:

Departures from Lisbon: €746.00

Departures from Porto: €811.00

Departures from Madrid: €1,148.00

​

Amounts are subject to VAT at the legal rate in force:

- 16% VAT (Service provided in the Azores)

- Community customers with a valid TID on the VIES do not pay VAT under Article 6(6)(a) of the CIVA (VAT Code)

Espaço Projecto

 it includes: 

​

  • Stand with an 80x180 cm screen with lighting and 1 stool

  • Travel and Accommodation (base value)

  • Patrimonio.pt Prizes: 1 free registration in one category; 1 free dinner reservation at the Iberian Heritage Awards

  • Participation in Innovation Point and parallel programming

  • Inclusion in the Exhibitors Catalogue

  • Feature piece at patrimonio.pt

Other forms of participation

  • Arts & Crafts Stand (subject to availability)

  • Own stand (subject to availability)

 

If you want to learn more about these forms of participation, contact the Organization to check the conditions. Please contact: bienalarpa@spira.pt

Participation Packs at the Iberian Biennial 2023

The above packs include:

  1. Exhibition Stand

  2. Travel and accommodation

  3. Freight Forwarder Lisbon - Angra do Heroísmo

  4. Free registration for the Iberian Heritage Awards and participation in the event's dinner

  5. Participation in the parallel programming of the event

  6. Communication and visibility

​

See in detail the conditions of each item below.

 

​

NOTE:

It is not possible to unbundle the Exhibitor packs shown above. A special exception is made for Azorean entities, which should contact the Organization for more information about the conditions of the space.

1. Exhibition Space

  • "Turnkey" exhibition space, with the dimensions described in each typology, with a screen and shelf (Institutions and Companies) or just a screen (Projects), with lighting built into the structure.

  • Design and production of the screen are included and follow the design curatorship of the event: several standard designs will be available for Exhibitors to select according to their communication needs. Texts and graphics for the screen must be sent to the Organization by 31st July 2023. The Organization will be responsible for design and production.

  • To ensure alignment with the design curatorship of the event, extra materials, furniture, or communication means must be approved in advance by the Organization.

  • We include a Tablet (10"| 32GB | Wi-Fi) in the rental fee for Institutions and Companies.

  • In addition to common tables for all exhibitors, the rooms feature B2B space for meetings and, upon reservation, exhibitor promotional activities to be included in AR&PA 2023.

  • Access to Wi-Fi, liability insurance, and daily cleaning are included.

2. Travel and Accommodation

For one person, it includes:

  • Flight from Lisbon, Porto, or Madrid (with a stopover in Lisbon) to Terceira Island in economy class with cabin and hold luggage;

  • Airport, security and fuel fees (subject to change under the terms provided by law);

  • An accommodation package for four nights (Lisbon and Porto) or five nights (Madrid), breakfast included.

  • Multiviagens Portugal Travel Insurance;

  • Airport-Hotel transfer (11 October) and Hotel-Airport transfer (15 October) at pre-set times (to be communicated later).

 

 

NOTAS:

1. In the package, the reference price was calculated for 4 nights (Lisbon and Porto) and 5 nights (Madrid) in a single room at a 3-star hotel and on TAP flights. However, 4-star hotels and SATA flights can be booked, as well as three or five-night stays in available double/twin rooms. -> Any changes to the price of trips and stays will be invoiced and paid directly to the Biennial's travel partner.

 

 

2. Due to limited accommodation on the island, we encourage Exhibitors' teams to share double/twin rooms, further reducing investment per person.

Due to flight schedules and connections, the base package requires a five night-stay in Terceira (not 4) for flights from Madrid. If you wish, Exhibitors can also purchase the package from Lisbon or Porto, arriving by their own means to the city of departure for the Azores.

 

3. We would like to point out that if the Exhibitor chooses to take other flights to Lisbon or Porto, these are not connecting flights but independent flights. Exhibitors are solely responsible for delays, missed flights, and luggage problems without any right to a possible missed flight to the Azores.

​

IMPORTANT:

Registration presupposes authorization to provide the professional's contacts to the travel partner (Team2Go) to deal with all the logistics of the trip, the Organization being exempt from any and all responsibility related to this process, regardless of the invoicing having been processed by the Organization.

 

 

The Organization will provide the travel partner with a list of the extra passengers requested on the Registration Form. Bienal's travel partner will handle all details directly with the customer and invoice them without Spira's involvement.

3. Freight Forwarder

Maritime freight forwarder from the warehouse (Lisbon) to the venue.

​

 

Maximum amount of space per Exhibitor:

· Stand for Companies: 0.5m3

· Stand for Institutions: 1m3.

It is possible to hire extra space on the outward freight forwarder.

​

 

For delicate merchandise or larger packages, contact the organization for a new quote.

​

 

Packaged and labelled goods must be delivered to the warehouse on September 18th and/or 19th (address to be shared later). Detailed information will be shared as soon as possible.

​

 

Return freight forwarder is not included. If material must be returned, the additional transport costs €150.00 per 0.5 m3.

4. Iberian Heritage Awards

  • 1 free entry in any Category;

  • Entries in several categories or several projects are subject to flat rates;

  • 1 free seat at the Awards Ceremony Dinner per Exhibitor (extra seats €25/person).

5. Exhibitor Activities

  • Participation in the Innovation Point (technical presentations by exhibitors);

  • Participation in the Cultural and/or Heritage Education Programming of the event;

  • The Professional Talks/Seminars and the entire event’s technical and cultural schedule are accessible upon registration.

 

Activities offered by tourist entertainment companies on the territory, available upon registration and under conditions they must disclose, are excluded.

6. Communication and Visibility

  • Disclosure piece of the Exhibitor on patrimonio.pt;

  • Presence on the Event's website and social media and on patrimonio.pt;

  • Inclusion in the AR&PA 2023 Catalogue.

Extras are to be added to the AR&PA 2023 participation pack.

  • Exhibition Stand

    • ​​Screen (160x180 cm) - €340.00

    • Shelving unit (80x180 cm) - €200.00

 

  • Travel and accommodation (to be handled directly with the travel partner)

    • From €413.00, Lisbon - Terceira - Lisbon, 4 nights in a 3* Hotel, single room

    • From €480.00, Porto - Terceira - Porto, 4 nights in a 3* Hotel, single room

    • From €783.00, Madrid - Terceira - Madrid (stopover in Lisbon), 5 nights in a 3* hotel, single room

Double rooms are available at a more competitive price per person: contact the Organization for more information.

 

  • Freight forwarder:

    • Extra space in freight forwarder Lisbon - Terceira (75.00€ / 0.5 m3)

    • Freight forwarder Terceira - Lisbon (€150.00 / 0.5 m3)

 

  • Registration in a Category of the Iberian Heritage Awards - €100.00 / registration, subject to the Iberian Heritage Awards Regulation

  • Extra seats at the Iberian Heritage Awards Ceremony Dinner - €25.00 / person

General Conditions

Registration

Exhibitors must complete and submit the Registration Form online with all the requested information.

The "Exhibitor's Name" is the exact name that will appear on the Exhibitor's identification at the event, on the online platform and in all media.

​

 

DEADLINE:

The deadline for registration is 31 July 2023.

  • Launch Promotion: 10% off until 13 April*

  • Early Bird: 5% off until 23 May*

*To qualify for these discounts, the total amount must be paid during the promotional period. Otherwise, the amount will be updated to the amount in effect on the payment date.

​

 

Legal VAT in force:

- 16% VAT (service provided in the Azores)

- Community customers with a valid TID on the VIES do not pay VAT under Article 6(6)(a) of the CIVA (VAT Code)

Payment

The registration fee includes a 30% deposit to guarantee the stand. A lump-sum payment of the remaining 70% must be made by the final registration date (in the case of a promotion, the amounts must be settled within the promotional period).

​

 

Payment must be made by bank transfer to:

Spira – revitalização patrimonial, Lda.

[BPI Bank] PT50 0010 0000 45150660001 11

​

 

Note: Public organizations who require an invoice containing Purchase Order data must indicate this on the Registration Form.

 

 

The registration will be considered valid only after proof of payment is received at bienalarpa@spira.pt.

 

 

The Organization must validate space availability for any registration after the deadline. Despite the possibility of the Exhibitor's presence, and due to the logistical complexity of the event, the Organization does not guarantee the use of the common freight forwarder with no reduction in cost. There is no guarantee that the Exhibitor will be present in the promotional material or that the extras requested will be available.

​

In the event of non-payment within the established period, the Organization may hand over the requested stand to another registered organization without notice.

After registration

The Organization will contact the Exhibitor to:

  • Confirm the availability of the requested stand and send the registration invoice

  • Share the deadlines:

    • Registration ends on 31 July 2023 (Early Bird ends on 15 May)

    • Information to be included in the exhibition stand must be submitted by 30 June 2023 (more details will be provided soon)

    • All material must be delivered to the freight forwarder by 20 September (more details will be provided soon)

  • Request all promotional material from the exhibitor to be used on the platform, in the event catalogue and in patrimonio.pt: logo, texts, images, videos, others.

 

For its part, the Organization must provide the Exhibitor with:

  • a Digital banner advertising participation as an Exhibitor;

  • a Disclaimer that must be returned to the Organization after duly signed and stamped by the person in charge

Physical location of the exhibition stands

In determining the location of each exhibitor's stand, the Organization considers the event's and its participants' best interests. Exhibitors are informed of their stands' locations up to 15 days before the event begins.

It is the Organization's right to change the location for reasons of force majeure at any time and until the start of the assembly (9 October), committing itself to inform the exhibitors immediately of any changes.

Additional commitments

a) If the Organization deems a candidate does not fit into the concept, positioning, or image of the Biennial AR&PA 2023, it may refuse them without further explanation.

​

b) Reservations are processed based on receiving the Registration Form duly completed and proof of payment.

​

c) The Organization will not refund any payments made in the event of withdrawal or noncompliance with the registration and payment requirements in accordance with this document.

However, the Organization agrees to refund 100% of the registration fee if the event is cancelled or the hired exhibition stand is unavailable due to force majeure.

 

d) Exceptions are considered for reasons of force majeure, circumstances or events, unpredictable and exceptional, independent of the will of the Organization and the Exhibitor, and that do not derive from the lack or negligence of any of them, which make it impossible to carry out the respective performance, as they are outside the scope of affected party's will, which it could not have known or foreseen at the time of signing the contract and whose effects it was not reasonably required to circumvent or avoid, namely, earthquakes, floods, weather conditions, fires, epidemics, sabotage, strikes, embargoes or international blockades, acts of war or terrorism, riots, and injunctive governmental or administrative orders. Penalties cannot be imposed on the Organization, nor is it considered as non-compliance, the non-timely performance of services and/or contractual obligations borne by either party that results from the circumstances or events described in this point.

Version 04- 24/08/23

YOU CAN TRUST THE AR&PA ORGANIZATION
TO SUPPORT YOUR PARTICIPATION!

bottom of page