Please fill all fields marked with *

Application deadline: March 28, 2025
Application acceptance announcement: April 07, 2025
Required documents must be sent to (info@tdyd.org) by April 15, 2025.
*Please sign each page.

1. FESTIVAL ORGANIZATION:

The festival will be held under the auspices of the Republic of Turkey Ministry of Culture and Tourism, with the support of Çanakkale Onsekiz Mart University, Çanakkale Municipality, Çanakkale Provincial Directorate of Culture and Tourism, Tourism and Destination Management Association (TDYD) and Association for the Preservation of Traditional Çanakkale Ceramics.

2. DESCRIPTION AND CHARACTERISTICS OF THE EVENT:

The International Çanakkale Ceramics Festival is a market fair featuring the exhibition and sale of ceramics, as part of a larger organization that hosts various ceramics-related activities. The festival welcomes high-standard participants selected through a rigorous process conducted directly by the organizers.

3. DATES, DURATION, AND EVENT VENUES:

The International Çanakkale Ceramics Festival will take place on:

• Friday, May 9th, 2025: 1:00 PM – 11:00 PM

• Saturday, May 10th, 2025: 10:00 AM – 11:00 PM

• Sunday, May 11th, 2025: 10:00 AM – 8:00 PM

The Friday morning on May 9th, 2025, from 8:00 AM to 1:00 PM, will be allocated for setup.

Dismantling must begin on the evening of Sunday, May 11th, 2025, after 8:00 PM, and must be completed by 12:00 PM on Monday, May 12th, 2025. It will be not possible closing booths/stands before the official closing hours.

The organization reserves the right to modify the exhibition hours if deemed necessary for technical or organizational purposes.

The event will take place in the Halk Bahçesi (Public Garden) and the Eski Kordon (Old City Waterfront) areas of Çanakkale city centre and a map is available on the website at www.ceramicfestival.org

4. PARTICIPATION

The following may participate in the event as participants:

• All those who have been admitted further for the selection process conducted by the selection committee and submitted applications.

Application deadline: 28 March 2025
Application acceptance announcement: 7th April 2025
The required documents delivery: 15th April 2025.

Accepted participants must provide the following by April 15th, 2025 at the latest (under penalty of exclusion):

• A signed SPECIFICATIONS document.

• Receipt for the participation fee.

5. PARTICIPATION FEE AND PAYMENT TERMS

The participation fee for accepted participants is 60 € + VAT for international participants. Gazebos and stands will be provided free of charge by the organization. A security fee of 40 Euro also will be paid for each gazebo and will be returned after gazebo delivered back to the organization comittee.

The participation fee must be paid via bank transfer to the account which will be sent after the application form accepted, by April 15th, 2025. Payment and receipt requests must comply with the conditions outlined in the attached Application Form.

The participation fee grants the participant the right to a street exhibition space, as detailed in Article 8 below.

6. CANCELLATION OF PARTICIPATION

In case of cancellation, 50% of the participation fee will be refunded only if the cancellation is notified at least 30 days before the festival start date, and after the organization confirms receipt of the cancellation notice.

7. SELECTION COMMITTEE

The organization has established a Selection Committee responsible for reviewing application forms, selecting and identifying the participants to be accepted.

8. SETUP, MANAGEMENT, AND RESPONSIBILITY OF THE STAND

The organization will allocate a 3x3 meter area in the specified central locations of the city. Electricity will be provided for the allocated area.

The organization reserves the right to adjust the size of the allocated area depending on its location.

The organization also reserves the right to permit participants to use a larger area only if feasible. Requests for larger spaces must be submitted to the organization committee for final authorization.

Participants are responsible for the setup, outfitting, customization of the allocated exhibition area with structures, equipment, and furnishing (gazebos, cubes, tables, chairs, etc.).

Each participant must ensure the safety of their stand and gazebo and comply with the following conditions:

• Structures must be reinforced with weights at the base to withstand wind gusts of up to 30 km/h.

• Each participant agrees to secure and stabilize the structure to the ground, especially to withstand wind speeds of 30 km/h, by following the provisions and assembly instructions provided by the manufacturer and lessor of the structure (with weights). This declaration must be submitted to the organization by 1:00 PM on Friday, May 9, 2025.

• If wind gusts exceeding 30 km/h are encountered during the exhibition, the participant must lower the roof/close the stand structure and secure furniture and exhibits to prevent damage to themselves or third parties. Once the wind hazard subsides and conditions return to normal, the stand, furniture, and exhibits can be restored to their usual state.

Organization shall be exempt from any liability for damages arising from the participant’s activities or behaviour towards other participants and any third parties.

The use of independent generators is prohibited unless explicitly authorized in advance by the organization. Even if such use is authorized by the organization, the responsibility for the generators shall lie entirely and exclusively with the exhibitor.

The organization's staff or other authorized bodies will supervise the safety standards of the exhibits and booths.

The organization reserves the right to allocate spaces to exhibitors and to exclude or remove any objects or customization of booths/stands it deems inappropriate for the event's objectives at any time.

The organization reserves the right to allocate participant/exhibitors to "specific areas" (thematic, geographical, typological, etc.).

Participant/Exhibitors will be responsible for the sale of displayed works either directly or through a legal representative, and they will be solely responsible for these activities.

Each participant/exhibitor, as long as they comply with the terms outlined in these SPECIFICATIONS, has the right to promote and replace the works sold throughout the entire duration of the event.

The participant/exhibitor must always maintain the allocated space appropriately furnished in all circumstances.

It is absolutely prohibited to place booths/stands and equipment outside the allocated exhibition area.

If deemed necessary for technical-organizational or general reasons, the location and typology of the spaces may be changed by the organization at its discretion, even after the participant /exhibitor accepts these terms, without any dispute.

The total or part subletting of the assigned space is not allowed.

The participant/exhibitor must display the identification materials (ID, badge, etc.) provided by the organization.

9. HOUR, AND LOGISTICS FOR ASSIGNING, SETUP, AND DISMANTLING BOOTHS

The assignment of spaces, along with the delivery of informative and promotional materials provided by the organization, will take place on Thursday, May 8th, 2025, between 11:00 and 18:30, and on Friday, May 9th, 2025, between 08:00 and 13:00. Outside of these hours (after 13:00 on Friday, May 9th, 2025), the organization reserves the right not to allocate any exhibition space. The occupation and setup of the allocated space will be carried out on Friday, May 9th, 2025, from 08:00 to 13:00. Participants will only be allowed to unload materials at the event site with vehicles during these hours. 

The dismantling of the allocated space must not begin before 20:30 on Sunday, May 11th, 2025, and vehicles will be permitted to enter for material loading only after 20:30. The dismantling process must be completed by 12:00 on Monday, May 12th, 2025.

10. COMPLIANCE TO THE LAWS  

All festival participants will comply with all current legal regulations in force within the territory of Turkey regarding administrative, sales, employment, and financial matters. The organization shall not be held legally, criminally, financially, or administratively responsible for any violations or penalties resulting from participants' failure to comply with the laws during the event.

11. DAMAGES, CLEANING, BOOTH SECURITY, AND OTHER SERVICES  

All spaces and equipment provided must be returned in the same condition as they were received. Any potential damages will be invoiced to the exhibition owner.  

The exhibition owner must report any existing damages/defects upon receiving the rented materials.  

The exhibition owner is solely responsible for any damages or theft that may occur during the setup, execution, and dismantling of the event and must monitor their booth directly or through their staff during the event hours.  

In any case, the organization is explicitly exempt from any liability for theft, damage, loss, or any other consequences of damages that could occur during both opening and closing hours.  

The organization will ensure the cleaning of the exhibition area during the event.

12. PARKING SPACES FOR EXHIBITORS  

Movement of exhibition vehicles within the exhibition area is only permitted during the hours specified in the 'Setup and Dismantling Hours and Logistics' section.

13. PROMOTIONS AND ADDITIONAL ACTIVITIES  

The organization is responsible for the promotion and advertising of the event in all appropriate forms (including for future editions) and reserves the legal right to take any actions for this purpose, including filming, reproducing, distributing, and allowing distribution of images of the exhibitions. All rights related to such visual reproductions are owned by the organization.  

In line with the spirit of the event, additional promotional, artistic, and cultural activities will be organized to enhance visibility and promote the event.

14. NON-COMPLIANCE BY THE PARTICIPANT, TERMINATION OF THE AGREEMENT, AND EXCEPTIONS  

The following will be considered as a serious breach of the agreement: 

- Failure to submit the required documents within the specified timeframes.  

- Incomplete or unfinished setup of the booth during the exhibition.  

- Leaving the exhibition without prior approval from the organization.  

- Failure to comply with the prohibitions, obligations, and instructions stated in sections 8 and 10 above, as well as those listed in section 15 below.  

Without prejudice to other termination clauses explicitly stated in this SPECIFICATIONS, all such breaches will allow the organization to consider the participation agreement as terminated due to the participant’s failure to fulfil the terms, and will grant the organization the right to claim compensation for any damages arising from such violations.

15. PROHIBITIONS AND CONTRACTUAL OBLIGATIONS  

Exhibitors/exhibitors are obliged to comply with the following points:
​

1) Works prohibited by Turkish law and international agreements cannot be exhibited.  

2) Objects and products not made of ‘ceramic’ materials cannot be exhibited in the allocated areas.  

3) Works and equipment cannot be exhibited outside the designated areas outside the areas designated by the festival management.  

4) No signatures, petitions, announcements or advertisements may be distributed without the permission of the festival management. 

5) Except for the festival management, music cannot be broadcasted with instruments or vocals, and no sound can be made in a tone that will disturb the participants.  

6) No products or samples may be exhibited on behalf of other companies, even for ‘promotional’ purposes only

7) The stand structure may not be altered from the approved design.   

8) Use devices or equipment to display ceramic works (wheels, glazes, etc.) unless explicitly authorized by the organization; in any case, it is absolutely prohibited to use kilns, fire, or other materials that could pose a risk to the public, exhibitors, or equipment.

Participants must:

1) To take part with their employees in the areas allocated to them during the event  

2) Keeping the area and equipment allocated to them safe during the event  

3) To comply with all articles in this specification and published by the festival management and to ensure that their employees comply with them

16. FORCE MAJEURE 

In case of events and circumstances beyond the control of the organisation that may make it impossible to organise the event, the event date may be changed and/or the event may be cancelled. In this case, the festival management cannot be held responsible for any damages under any circumstances.

In case of cancellation or if the participant cannot attend the festival on the new date, the festival management is obliged to refund the participant's festival participation fee, but otherwise does not take any responsibility.

17. PRIVACY LAW NOTIFICATION  

The information provided by the Exhibitor through the Application Form will be processed by the personnel assigned for the purpose of the fairs, both in written and electronic format, in accordance with the Personal Data Protection Law No. 6698. The data will not be transferred or disclosed to third parties unless required by law and will be used for contractual, administrative, statistical (anonymous) promotional (catalogs, public information and press) and marketing purposes necessary to fulfill the relevant requirements.
 
By signing this SPECIFICATION and the Application Form, the participant authorizes the organization to process his/her data for the purposes stated above. The Data Controller for Data Processing is the general secretary of the organization Turizm ve Destinasyon Yönetimi Derneği.

The organization reserves the right to use or allow the use of photographs of the works or stands created during the exhibition, in all their context and arrangements, at its discretion and free of charge.

Consequently, the participant is granted the right to access his/her personal data and to request the rectification, updating or deletion of inaccurate, incomplete or illegally collected data and to object to processing for legitimate reasons. The participant may submit such requests to the data controller by e-mail via info@tdyd.org or in writing to the organization's Yeşilce Mahallesi, Çelik Caddesi, No:31/33 D:3 Kağıthane İstanbul address.

By signing the Application Form, the Participant accepts and declares that he/she has been informed about the identity of the Data Controller and / or its representative within the scope of KVKK No. 6698, the purpose for which personal data will be processed, to whom and for what purpose the data can be transferred, the method and legal reason for data collection and all other rights granted to him/her in the law, the storage, modification, updating of personal data, storage for the period required for the purpose for which they are processed or stipulated in the law, sharing with 3rd. persons or public institutions and organizations that are legally obliged to share it with third parties or public institutions and organizations that are legally obliged to share it with my informed explicit consent by having information about the subject in a way that cannot be hesitated.

18. GENERAL PROVISIONS  

The organization reserves the right to amend the provisions of these SPECIFICATIONS for technical-organizational reasons.  

By signing this SPECIFICATIONS and the attached Application Form, the participant irrevocably and unconditionally accepts all the provisions of the general terms and all other regulations related to the event's organization, even if they are published later or communicated on time. The participant is responsible for the accuracy of all data provided to the organization, including statements made in the Application Form and any declarations made to the organization for participation in the event.  

Failure by the exhibitor to fulfil their contractual obligations may result in the immediate termination of the participation agreement, subject to the organization’s right to claim compensation for any damages incurred. The exhibition participant is responsible for all damages caused to other participants or visitors of the exhibition (or any person, including the exhibitor themselves) due to their own fault, or for failure to comply with the conditions specified in these SPECIFICATIONS or by law, or in connection with the use of the booth (including setup and dismantling), materials, or equipment, whether owned by the exhibitor or rented from a third party. It is recommended, but not mandatory, for exhibitors to obtain third-party liability insurance through a reliable agent.  

These SPECIFICATIONS complement any previous documents issued by the organization.

19. APPLICABLE LAW PLACE AND PLACE OF JURISDICTION  

This participation agreement is governed by the laws of Turkey. In the case of any disputes, the exclusive jurisdiction shall lie with the Çanakkale Court.

20. PROGRAM, INFORMATION AND MANAGEMENT  

The event program can be accessed and updated at www.ceramicfestival.org

Communication with the organization’s secretariat can be made via email, and they will be operational during the event days.  

Organization, Signature                              Participant - Legal Representative, Signature

The exhibitor hereby declares that they explicitly and specifically approve the following sections of the SPECIFICATION:  5) Participation Fee and Payment Terms;  6) Cancellation of Participation; 8) Booth Setup, Management, and Responsibility; 11) Damages, Cleaning, Booth Security, and Other Services;  13) Promotions and Additional Activities; 14) Non-Compliance by the Exhibitor, Termination of the Agreement, and Exceptions;  15) Prohibitions and Contractual Obligations;  16) Force Majeure; 17) Privacy Law Notification and Consent; 18) General Provisions;  19) Applicable Law and Jurisdiction.