INTRODUCCIÓN
In the interests of ensuring the event's transparency, here are the rules for participation that entities need to be aware to collaborate with Freak Wars.
If you have any questions, don't hesitate to contact with us:
FREAK WARS PARTICIPATION RULES
1. CONDUCT AND COEXISTENCE
1.1. General Respect: Respectful behavior is required toward attendees, exhibitors, staff, volunteers, and the organization.
1.2. Protocols: Compliance with the Non-Discrimination protocol and current health regulations of the Community of Madrid (CAM) is mandatory.
1.3. Collaborator’s Manual: To facilitate access to logistical information for the event, this document will be provided a few weeks prior to the event.
1.4. Non-compliance: Any misconduct will be assessed by the organization and may result in immediate expulsion and/or exclusion from future editions.
2. USE OF SPACE AND VENUE
2.1. Location: The assignment of space is the exclusive competence of the organization, which will seek the greatest benefit for the event as a whole, striving to ensure that no party is disadvantaged, and always ensuring optimal visibility and visitor flow.
2.2. Stand Access: Access to the interior of the stand must be through the assigned space, without using neighboring plots unless previously agreed upon.
2.3. Common Areas: Encroaching on aisles or common areas is prohibited. These must remain clear of materials to ensure circulation and safety.
2.4. Damages: Any damage to the provided equipment or the venue facilities will result in a fine to be paid in full by the responsible entity.
3. STAND DESIGN (TECHNICAL REGULATIONS)
3.1. Approval: Designs must be submitted before July 31st for approval.
3.2. Maximum Heights: Exceeding 3.40 m under low ceilings and 2.90 m near pillars is prohibited.
3.3. Restrictions: The use of highly flammable materials, toxic gases, or materials that generate unpleasant odors is prohibited.
3.4. Platforms and Uneven Surfaces:
- Platforms higher than 19 mm require a ramp at least 1.00 meter wide.
- Height differences of more than 50 cm require a 95 cm handrail.
- Height differences of less than 50 cm require signaling through visual differentiation.
3.5. Complex Structures (>3m): These require blueprints, stability reports, and an installer's report. Depending on complexity, a certificate issued by a Professional Association or a Responsible Declaration will be required.
3.6. Textiles: Tents and textiles must withstand winds of 100 Km/h and hold an M2 fire resistance certification. They may only be installed outdoors with prior approval.
4. ASSEMBLY AND DISMANTLING LOGISTICS
4.1. Assembly Schedule:
- Thursday, September 5th: From 17:00h to 21:00h (Special cases and Platinum, Gold, and Silver stands).
- Friday, September 6th: From 10:00h to 22:00h (General assembly).
4.2. Tournament Area Preparation: Tournament organizers must set up their areas on Friday (within assembly hours) or Saturday from 20:30h to 22:00h. Areas must be operational by 09:00h on Saturday and Sunday, respectively.
4.3. Dismantling Schedule:
- Sunday, September 8th: From 18:30h to 21:00h (Once the public has vacated).
- Monday, September 9th: From 09:00h to 15:00h (Final pickup deadline).
4.4. Pickup Conditions: Discreet packing of own materials is allowed from 17:30h on Sunday within the stand. Provided furniture must be left completely dismantled and within the assigned space.
4.5. Madrid Destino Penalties: Any material not removed within the deadline will be managed by Madrid Destino, who will invoice the infringing entity directly.
5. VEHICLE AND PARKING MANAGEMENT
5.1. Loading and Unloading Zones: Specific zones exist for the respective floors. Use is exclusive for immediate unloading; once finished, the vehicle must be removed immediately.
5.2. "Pinos" Parking: Free during assembly and dismantling. Access is subject to Local Police not closing the entrance for security reasons. Vehicles should be removed as soon as possible to facilitate turnover.
5.3. "Bancadas" Parking (Reservation): Entities with a reservation will have a space in the "Bancadas" Parking (Pavilion side).
- Dimensions: 4.5 x 2.5 meters.
- Use: Parking is permitted for the duration of the event hours. The organization will request vehicle data (license plate and model) via a specific form. Instructions for rental vehicles will be provided. Completion of the form is mandatory for any access.
5.4. Overnight Stay: Not authorized without prior notice to the organization and payment of the corresponding fee.
5.5. Venue Regulations and Penalties: Parking without authorization or outside indicated zones empowers the Local Police to tow the vehicle and issue the corresponding fine, following current venue regulations.
6. OPERATIONS DURING THE EVENT
6.1. General Hours:
- Stand Access: From 08:30h. This time is exclusively for fine-tuning, final details, and restocking.
- Assembly Prohibition: Structural or large-scale assembly work is strictly prohibited during the event days once open to the public. Stands must be fully assembled during the Thursday or Friday windows.
- Opening for Early Access ticket attendees / Tournaments: 09:00h.
- General Public Opening: 10:00h.
- Closing: Saturday 20:30h / Sunday 18:00h.
6.2. Penalty for Schedule Non-compliance: Failure to comply with the schedule will result in a 10% surcharge for the next edition in which the entity participates.
7. COMMERCIAL AND FISCAL POLICY
7.1. Rates and Validity: All prices are excluding VAT. Standard rates are valid until April 30th. From May 1st, a 20% increase applies, unless otherwise indicated by the organization.
7.2. Participation Payment: Payment within 14 days of receipt of the order. Non-payment leads to loss of the slot and transfer to the waiting list, unless otherwise indicated.
7.3. 3D Printing Licenses: 3D printing brands must provide the organization with a list of licenses and their validity.
7.4. FreakCoins: For the organization to process payment, brands participating in this initiative must present a photo of the coins showing their ID and an invoice for the total amount in Euros after the event.
7.5. Cancellations: No refunds will be issued except in cases of duly justified Force Majeure.
8. LIABILITY AND INSURANCE
8.1. Staff: The entity is responsible for all labor and social security obligations of its personnel.
8.2. Insurance: Possession of General Liability Insurance is mandatory. The organization is not responsible for accidents, theft, or damage, although it will strive to prevent them at all times.
9. IMAGE AND COMMUNICATION
9.1. Image Rights: The capturing of photos and videos for advertising/journalistic purposes is authorized unless previously communicated in writing.
10. COLLABORATION AND HUMAN TEAM (OPTIONAL)
10.1. Social Collaboration: Freak Wars collaborates with various NGOs. Entities are invited to participate, for example, through donations of non-perishable food to the Madrid Food Bank (Banco de Alimentos de Madrid).
10.2. Volunteer Team: Collaboration with the volunteer team is invited through the donation of products or promotional material as a token of appreciation for their work.
11. ACCEPTANCE OF CONDITIONS
11.1. Formalization: The collaboration agreement is considered signed and accepted once the stand order amount is paid.
11.2. Validity: Participation implies full acceptance of this contract. Non-compliance will negatively affect evaluation for future editions.