Booking & Participation Terms

Once you book, your confirmation and invoice will arrive within 2 business days. Didn’t receive it? Check your spam folder or email us at secretariat(@)minexforum.com

Pay securely by credit/debit card (Stripe) or bank transfer. Please ensure full payment is completed at least 48 hours before the event.

Take advantage of the early booking discounts described in the terms above. Exhibitors are entitled to 50 % discount for purchasing additional delegate passes and Gala dinner tickets.

Plans change—we understand. Here’s how cancellation fees apply:

• 41+ working days before event: 5%
• 40–31 days: 10%
• 30–16 days: 25%
• 15–5 days: 50%
• 4 or fewer days: 100%

Need to substitute a delegate? No problem—changes are free anytime.  Cancel 10+ days before the event: 15% fee.

Less than 10 days: no refund, but we may offer credit for future events.

Please write to secretariat(@)minexforum.com.

• Logo: EPS, PDF or AI format
• Video: MP4, HD/4K, 16:9 aspect ratio. Download link before 6 April 2026 on secretariat(@)minexforum.com.

Requests to replace advertising artwork must be made no later than five working days before the Forum.

For companies exhibiting at the MINEX Kazakhstan Forum 2026 (15–16 April 2026) at the

Radisson Hotel Astana, the following shipping and logistics recommendations are essential for a successful setup:

Shipping Instructions: MINEX Kazakhstan Forum 2026

Event Profile

• Event: MINEX Kazakhstan Forum 2026
• Dates: 15 – 16 April 2026
• Set-up Date: 14 April 2026
• Venue: Radisson Hotel Astana, Saryarka Avenue 4, Astana 

1. Critical Logistics Strategy

The “Importer of Record” Requirement The Radisson Hotel Astana acts solely as the venue; it cannot and will not act as the Importer of Record for your goods.

• Do Not Consign to the Hotel: You must not address shipments directly to yourself at the hotel unless they are already customs-cleared and duties are paid.
• Avoid Standard Couriers (DHL, FedEx, UPS): Commercial couriers require a local Kazakh entity with a Business Identification Number (BIN) to pay duties and taxes. If you ship directly to the hotel via courier, your goods will likely be detained at Astana Airport customs indefinitely.
• Solution: Engage a specialist exhibition freight forwarder who offers DDP (Delivered Duty Paid) services. They will use their own local agent to act as the importer, clear customs, and deliver to the venue on the set-up day.

1. Key Service Providers

• Meritex specialising in event shipping, has been operating in this market for well over a decade.  We cover all corners of the globe and excel at tackling the more challenging areas, such as Russia and CIS, the Middle East and Africa.
• ELKaz ExpoLogistik: Official forwarder for many Kazakhstani exhibitions, handling everything from airport/port to booth.
• BTG Expo GmbH: Offers door-to-door services, including customs and on-site handling.
• EON Logistics: Provides Road freight and project cargo to major cities like Almaty, Astana, Aktau, Atyrau.
• Full Service: Ensure your forwarder handles the transit from the arrival terminal to the specific exhibition hall/booth, as most standard couriers only deliver to the hotel’s receiving bay.

1. Customs DocumentationShipping to Kazakhstan requires strict documentation to avoid permanent import duties.

• ATA Carnet: This is the most efficient way to import professional equipment and display materials duty-free on a temporary basis.
• Documentation: Ensure you have a comprehensive commercial invoice, a verified certificate of origin, and a precise export declaration if shipping from outside the Eurasian Economic Union (EAEU).
• New Tax Code: Be aware that a new Kazakhstani tax code goes into effect on 1 January 2026, which may influence logistics costs or processing.

To ensure smooth entry, separate your shipment into two distinct categories with separate Commercial Invoices and Packing Lists:

Category A: Temporary Import (Returning Goods)

• Items: Display stands, demo units, heavy equipment models, laptops.
• Regime: These enter under a Temporary Import bond or ATA Carnet (if applicable). They must be re-exported after the event.
• Constraint: You cannot sell or give away these items. They must leave Kazakhstan exactly as they entered.

Category B: Permanent Import (Consumables)

• Items: Brochures, giveaways (pens, notebooks), chocolates, disposable booth supplies.
• Regime: Permanent Import (Consumption).
• Cost: Subject to Import Duty + 12% VAT immediately upon entry.
• Constraint: Do not list these on an ATA Carnet.

1. Venue & Storage Specifics

Handling at Radisson Hotel Astana

• Access: The venue is a hotel, not an industrial exhibition centre. There are no forklifts or heavy lifting capabilities on the loading dock. Ensure crates are manageable by hand or pallet jack.
• Storage: The hotel will provide overnight storage for exhibition materials. However, this is typically limited to the event days. Do not ship cargo to arrive days in advance without prior confirmation from your logistics provider, as the hotel may reject early deliveries.

1. Recommended Timeline (April 2026)

Plan your shipping schedule backward from the Set-up Date: 14 April 2026.

• Road Freight (from Europe): Depart by early March 2026.
  • Reason: The “Middle Corridor” route (via Caspian Sea ferry) is weather-dependent and can take 25–35 days.
• Air Freight: Arrive at Astana (NQZ) Airport by 30 March – 1 April 2026.
  • Reason: Customs clearance in Kazakhstan requires a minimum of 5–7 working days, plus mandatory digital “virtual warehouse” processing before goods can be released.

 Set-up Date: Ensure goods arrive at the venue by 14 April 2026 for the organized setup session.

• Shipping Labelling: Clearly mark all crates with the event name (“MINEX Kazakhstan 2026”), the venue (“Radisson Hotel Astana”), your company name, and assigned booth number to ensure the hotel identifies them correctly for the overnight storage period.
• Lead Times: For road or sea/rail freight to Astana, start the shipping process at least 6–8 weeks in advance to allow for customs clearance and inland transit.

1. Insurance and Liability

• Mandatory Insurance: As the organizers explicitly disclaim liability for loss or damage, you must secure “all-risks” transit and exhibition insurance covering the period from departure until the goods return to your warehouse.
• On-site Security: While the hotel provides overnight storage, exhibitors are generally responsible for securing valuable portable items (laptops, prototypes) during the live days of the forum.

1. Important Disclaimers

• Organiser Liability: The event organisers do not carry responsibility for customs clearance, loss, or damage of goods and materials. All insurance and liability for the cargo remain with the exhibitor.
• Hand-Carrying Goods: It is strictly advised against hand-carrying commercial quantities of goods (e.g., boxes of brochures) in passenger luggage. Astana Airport customs scan all incoming baggage; undeclared commercial goods may be confiscated.

1. Venue Contact for Local Services

For specific hospitality or local handling queries, you can contact the venue directly:

• Radisson Hotel Astana
• Address: Sary Arka Avenue 4, Astana 010000, Kazakhstan.
• Phone: +7 7172 67 07 77

The exhibition will be set-up on 14 April at the Radisson Astana hotel. Overnight storage will be provided. Exhibitor manual will be provided closer to the event.

The organisers may amend the event’s format, speakers, content, or location. If the event date is changed or the event is cancelled by the organisers, participants will be offered an alternative event or a refund of the fee paid.

In circumstances of force majeure, the organisers reserve the right to alter the event date or location. Fees will be applied to the rescheduled event, and no claims for compensation will be entertained. The organisers are not liable for any loss, delay, or damage resulting from event cancellation or changes, to the fullest extent permitted by law.

To the extent permitted by law, the organisers disclaim all liability for any loss, injury, or damage to persons or property at the event. All indemnities, warranties, representations, and conditions (express or implied) are excluded. The organisers are not liable for any direct or indirect loss, including but not limited to lost profits, anticipated savings, revenue, business opportunities, goodwill, or similar losses. The organisers’ total liability is limited to the amount of fees paid by the participant.

Unauthorised video recording or transmission of any event material is strictly prohibited.

Personal information provided during registration will be stored in a database. For further information regarding data usage, refer to the MINEX Forum Privacy Policy.

These terms and conditions are governed by English law. Any disputes will be resolved under English jurisdiction. Only the participant and MINEX Forum have the right to enforce these terms, as outlined in the Contracts (Rights of Third Parties) Act 1999, subject to prior written consent.

By attending the MINEX Forum, participants acknowledge and agree to the above terms and conditions.

The MINEX Forum site may contain links to third-party websites. The organisers are not responsible for content on any linked sites or any subsequent links.

• Participation requires confirmed registration and written agreement.
• Prices valid at publication; changes do not affect confirmed bookings.
• Discounts apply only at registration and cannot be combined.
• Organisers may alter event format, speakers, or location. If cancelled or rescheduled, participants may choose an alternative event or refund.
• Force majeure: Organizers are not liable for losses due to cancellation or date changes.
• Liability is limited to fees paid.
• Unauthorised filming or recording is prohibited.
• English law governs all agreements.