Exhibitor terms and conditions


Art. 1

The SOUNDMIT exhibition, spanning a duration of 2 days and exclusively accessible to valid ticket holders, is organized by BASE33 S.r.l.s., hereinafter referred to as "the organizer," with registered headquarters located at Via Nuoro 30/A - 10137 Torino.


Art. 2

The duration of the event and opening times are posted on the website www.soundmit.com. 

Art. 3

For the construction and dismantling of the exhibits, the organizer provides access from 4:00 PM until 8:00 PM on the day prior to the event, and the following morning from 8:00 AM until 9:30 AM, which is 30 minutes before the public opening at 10:00 AM.

Art. 4

Due to exceptional circumstances, the organizer reserves the right to modify the venue, reschedule the date, and adjust the opening time. In such instances, the contractual agreement shall remain valid, while no claims, grievances, or compensations for damages can be sought.

Art. 5

The occurrence of events beyond the organizer's control, such as force majeure or other unforeseeable circumstances leading to event cancellation, shall not serve as grounds for contract withdrawal or the enforcement of compensation claims.


Art. 6

Payment for the exhibitor's participation will be accepted exclusively through bank transfers. Any associated fees shall be the responsibility of the exhibitor.

Art. 7

The allocation of the space is confirmed only upon payment of the fee, which should be made when the organization sends the documentation for signing and the pro-forma invoice. The final invoice will be issued upon receipt of payment.

Art. 8

Under the VIES (VAT Information Exchange System) mechanism, businesses registered within the European Union (EU) may be eligible for VAT exemption when purchasing goods or services from another EU country, provided they supply a valid VAT identification number to the supplier. Conversely, non-EU businesses typically do not have an obligation to pay VAT on their transactions within the EU. Adhering to the VIES requirements is crucial for businesses to accurately ascertain their VAT obligations.

Private exhibitors, both from the European Union (EU) and non-EU countries, may be liable to pay VAT based on the tax laws of the country where the event takes place. In Italy the VAT is 22%.


Art. 9

In case of extraordinary circumstances that render it impossible for the exhibitor to fulfill the contract, they may also choose to resign. Such reasons must be promptly communicated to the organizer. The organizer retains the right to retain 100% of the stand rental fee as compensation. Repayment will be made exclusively through bank transfer, and any applicable fees will be the responsibility of the resigning exhibitor.


Art. 10

The organizer will provide exhibition spaces with electrical connections that adhere to security codes, regulations, and fire prevention standards. In the case of TABLE-type spaces, there will be shared electrical connections available. Any requests to increase the maximum electricity capacity provided must be assessed and calculated separately, taking into account additional costs involved. Participants are kindly requested to inform the organizers in advance of any specific requirements, such as the need for a table or accommodations for individuals with disabilities or physical limitations. Please note that chairs will not be provided.

Art. 11

In the case where an exhibitor plans to design a customized booth setup, it is mandatory for them to submit and uphold the declaration of conformity D.M. 37/08 throughout the entirety of the exhibition. Failure to provide the aforementioned certificate will result in the organizer withholding approval for the booth setup, and the exhibitor will not be eligible for any reimbursement.

Art. 12

The exhibitor bears full responsibility for the setup of their assigned area and must ensure that it does not cause any damage or harm to other exhibitors, Soundmit (SM), or the visitors of the exhibition. It is the exhibitor's duty to carry out all necessary actions for setting up their designated area and ensuring the proper functioning of the displayed instruments.

Art. 13

The exhibitor is solely responsible for the setup, which must be carried out within the designated space. The use of hanging objects, pyrotechnics, or explosive materials is strictly prohibited.

Art. 14

It is obligatory the exclusive use of material which conforms to the European rules and regulations in effect in terms of security and fire prevention. The exhibitor is responsible for their own exhibited material and any eventual damage or harm caused to people or structures.

Art. 15

Offering, whether for free or otherwise, any portion or the entirety of the assigned space to third parties is strictly prohibited. The purchased stands are exclusively meant for the exhibition of brands that have been pre-approved by the organizer as per the terms of this contract. Any alternative exhibition arrangements outside of the provisions specified in this contract must be mutually agreed upon with the organizer..

Art. 16

The positioning of exhibition spaces is subject to the unquestionable judgment of the organizer.

Art. 17

Exhibiting or introducing any materials, equipment, or objects at SM that do not comply with D.P.R n° 547 del 27-4-1955 (regulation for the prevention of workplace injuries) and DLGS 81/08 Titolo IV cap. II (regulations concerning health and safety in the workplace) is strictly prohibited.

Art. 18

At their own expense, foreign exhibitors (and, if necessary, Italian exhibitors as well) must handle customs procedures and declarations with the appropriate authorities. They are required to keep the necessary documents with them at all times during the exhibition to comply with potential inspections. The organizer assumes no responsibility in this matter.

Art. 19

The exhibitor is responsible for safeguarding their own products and ensuring the assigned exhibition area remains clean.


Art. 20

The organizer will capture photographs and videos throughout the entire event. By entering into this contract, the contracting party grants the organizer permission to utilize the aforementioned materials, relevant logos, and brands solely for promotional purposes before, during, and after the exhibition.

The organizer shall not be held responsible for any unauthorized reproduction or publication of exhibited goods and locations.


Art. 21

Direct sales are not allowed during the event inside the fair. Free samples can only be distributed after the event. The organizer has the right to conduct inspections and may close the booth immediately for non-compliance. The exhibitor is not entitled to claim damages in such cases. The exhibitor is permitted to accept pre-orders and offer special discounts for the fair on their online shop.


Art. 20

The organizer assumes no liability for any damage, whether intentional or unintentional, caused to any participants or exhibited goods during the exhibition.

Art. 21

The exhibitor bears full legal responsibility for any damages to individuals or property caused by their own materials exhibited, as well as any acts or actions undertaken by the exhibitor, their representatives, or collaborators.

Art. 22

Exhibitors interested in participating in the SM event are required to complete all sections of the admission form sent by email. The form must be approved by a legal representative of the company and accompanied by proof of payment of the specified amount.

Once the admission request is accepted by the organizer, it becomes a binding contractual commitment. In the event of non-participation, the exhibitor is not entitled to any reimbursement.

Art. 23

The organizer reserves the incontestable right not to accept the admission form without needing to provide reason. In this event, the admission fee will be reimbursed.

Art. 24

Exhibitors must communicate in writing the names of their representatives and collaborators which will take part in the exhibition in the name of the company by filling the form sent via e-mail by the organizer.


Art. 25

It is absolutely forbidden:

● to use drills, nails and screws on the stands, the floor or walls hosting the stands or the exhibition district;

● to modify in any way the stand provided;

● to exhibit products or brands that have not been accepted.

● to use any type of machinery which does not conform to public health and safety regulations;

● to move around with or park any type of vehicle inside the exhibition both during the set-up phase as well as during the dismantling phase except in those areas expressly indicated by the organizer;

● to ignite fires or explosive materials;

● to use malodorous products;

● to exhibit promotional material which can offend the common sense of decency;

● to bring in or take out material during the course of the exhibition without authorization from the organizer;

● to offer food or drink without authorization from the organizer. 

In the case of any infraction of the rules, the organizer can decide to terminate the contract with no obligation to the exhibitor.


Art. 26

Promotional activities, including advertising and distribution of promotional material, are restricted to the exhibitor's assigned area. However, the organizer may offer assistance for promotional activities upon request. Inquiries regarding planned promotions should be emailed to helpdesk@soundmit.com, and the organizer will assess their feasibility and conditions. It is important to note that the final decision on implementing the desired promotion rests solely with the organizer.

Art. 27

Every demonstration made with copyrighted material must be accompanied by permits from the qualified S.I.A.E. offices of Torino. In such case, the exhibitor must provide to the organizer the necessary documentation before entering the exhibition and the exhibitor will be responsible for paying any sanctions in case of infraction. Please refer to:

SIAE. Società Italiana degli Autori ed Editori.

Sede Interregionale di Torino

C.so Stati Uniti, 20 —  10128 Torino, Italia

Tel. +39 011 516 56 20 - Email torino@siae.it

Web www.siae.it – Pec  sede.torino@pec.siae.it


Art. 28

The organizer provides a nighttime surveillance service aimed at preventing theft and damage, which is managed by a specialized company.
By participating in the event, exhibitors agree to pay a fee (in addition to the participation cost) that covers the surveillance service and activates an insurance policy against theft, fire, and damage to the exhibited material.

Art. 29

The individual exhibitors are solely responsible for guarding and surveillance of the exhibition areas during opening hours, as well as during the setup and dismantling process.

Art. 30

The exhibitor bears full legal responsibility for any damages caused to third parties or structures as a result of exhibitor negligence.

Art. 31

The organizer assumes no responsibility for the relationship between suppliers and exhibitors, as well as for the security and protection of goods, products, displays, or any other items.


Art. 32

The organizer holds the absolute right to modify the date, time, and venue of the event, without any obligation towards the exhibitors (Article 4).

Furthermore, the organizer reserves the right to cancel the event. In such cases, the organizer will only refund the participation fee paid by the contracting party. Please note that expenses related to hotels, flights, and other incurred costs will not be reimbursed.

Art. 33

To maintain the reputation and high standards of the exhibition, the organizer does not accept admission to the event from individuals or organizations currently involved in ongoing criminal, civil, or commercial legal proceedings.

Art. 34

The documents sent via email, including the price list, pass list, and exhibitor data, are to be considered an integral part of this contract.

Art. 35

The allocation of exhibition space is solely at the discretion of the organizer, who will assign the space based on the following criteria:

Requests made by exhibitors upon submission of the admission form are considered indicative and non-binding for the organizer.


Art. 36

In the event of service cancellation or limitation due to unforeseen circumstances beyond control, such as the COVID-19 pandemic, the exhibitor will be issued a voucher equal to the amount paid, which can be used towards the next edition of the event. The voucher remains valid for a period of two years from the date of issue.