1. General Participation

· Participation is subject to approval by the organisers.

· The organisers reserve the right to accept or decline applications at their discretion.

· Exhibitors must present content consistent with the event’s focus on creativity, innovation, education, and community engagement.


2. Exhibit Requirements

· Exhibitors agree to present the work described in their application.

· Exhibits must be safe, stable, and suitable for a public audience, including children.

· Exhibitors are expected to remain present at their booth during opening hours.


3. Setup & Dismantle

· Exhibitors must adhere to assigned setup and dismantle times.

· All materials must be removed at the end of the event.

· Any damage to the venue or provided equipment may be charged to the exhibitor.


4. Health & Safety

· Exhibitors are responsible for ensuring their setup complies with all safety regulations.

· Any hazardous materials, tools, or processes must be declared in advance.

· Organisers reserve the right to shut down any exhibit deemed unsafe or inappropriate.

· All electrical equipment brought on site shall be PAT tested (Portable Appliance Testing), or meet equivalent safety standards.




5. Insurance & Liability

· Exhibitors participate at their own risk.

· The organisers are not responsible for loss, theft, or damage to equipment or materials.

· All exhibits will be subject to review by Xjenza Malta’s Health & Safety team, which will assess the level of risk on a case-by-case basis.

· Selected makers may need to undergo a risk assessment review by XM’s H&S team.

· If your exhibit is deemed to present no unnecessary danger or risk, you may be covered under existing arrangements.

· If your exhibit is deemed to present significant hazards, you will be required to provide your own Liability Insurance and a comprehensive Risk Assessment as a condition of participation:

O provide valid Public Liability Insurance; and

O submit a comprehensive Risk Assessment.

· The corporate insurance of Xjenza Malta – Esplora, does not cover the individual activities of makers, particularly those involving hands-on demonstrations.

· Exhibitors agree to indemnify Esplora (and XjenzaMalta) against any claims, damages, or injuries caused by their exhibit or actions.


6. Commercial Activity

For Non-Selling Exhibitors:

· No direct sales are permitted unless prior approval is granted.

For Selling Exhibitors:

· Only approved items listed in the application may be sold.

· Exhibitors must comply with all applicable laws and regulations, including:

o VAT registration (if applicable)

o Issuing receipts

o Product safety compliance

· The organiser is not responsible for any tax or legal obligations of exhibitors.

7. Code of Conduct

· Exhibitors must behave professionally and respectfully.

· Discriminatory, offensive, or inappropriate content is not permitted.

· The organiser reserves the right to remove any participant violating these rules.

· The organiser’s decision to remove a participant is final and does not entitle the participant to a refund of their exhibit fee.


8. Media & Promotion

· Exhibitors grant permission for photos/videos of their exhibit to be used for promotional purposes.

· The license granted to Esplora is irrevocable, worldwide, and royalty-free.


9. Cancellation Policy

· The organiser reserves the right to cancel or modify the event.

· Refunds (if applicable) will follow the stated refund policy.

· Should the maker cancel in the last 24 hours there is a penalty of Euro 100 covering liquidated damages.

1. By signing and submitting this form, you are providing your full and irrevocable consent to Xjenza Malta (XM) to process your personal data in relation to all purposes connected with the activity. All personal data will be processed in compliance with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons about the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (GDPR).


2. Specifically, you give your consent to be captured and/or featured directly or indirectly, in videos, footage and photographs taken by XM during or in relation to the event. Such materials may be retained, reproduced and published in any fashion and on any platform/social media channels, as XM may decide, including but not limited to, its official website, social media, news bulletins and advertisements.


3. XM is not responsible, nor can it control any further use of the said videos, footage and photographs by external parties, including possible use by news media outlets/portals or social media.


4. By signing and submitting this form, you are also irrevocably binding yourself to process any personal data which you may acquire in course of the event, including but not limited to videos, footage and photographs, in full compliance with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons about the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (GDPR).