Expo Village Guidelines (1).pdf

This document, including all data, information and materials contained herein, constitutes a trade secret in terms of Article 2 of the Law on the Protection of Trade Secrets (“Official Gazette of the Republic of Serbia”, No. 53/2021), and confidential information owned by EXPO 2027 d.o.o. Belgrade (Stari Grad). The document is intended solely for internal use and/or for the designated recipient, and may be used only for the purpose for which it has been provided. Any unauthorised use, disclosure, reproduction, distribution or transmission of the document, or of any data, information and/or materials contained therein, to any third party without the prior written consent of EXPO 2027 d.o.o. Belgrade (Stari Grad) is strictly prohibited. All personal information that may be contained in this document shall be processed and protected in accordance with the provisions of the Law on Personal Data Protection (“Official Gazette of the Republic of Serbia”, No. 87/2018), the Company’s internal acts, and other relevant regulations.

This document, together with all data, information and materials contained herein, constitutes a trade secret in terms of Article 2 of the Law on the Protection of Trade Secrets (“Official Gazette of the Republic of Serbia”, No. 53/2021), and confidential information owned by EXPO 2027 d.o.o. Belgrade (Stari Grad). The document represents a working version and may contain preliminary or incomplete information. Its contents do not constitute final positions, conclusions or binding information. It is intended solely for internal use and/or for cooperation with the designated recipient and may be used only for the purpose for which it has been provided. Any unauthorised use, disclosure, reproduction, distribution or transmission of this document, or of any data, information and/or materials contained herein, to any third party without the prior written consent of EXPO 2027 d.o.o. Belgrade (Stari Grad) is strictly prohibited. All personal data that may be contained in this document are processed and protected in accordance with the provisions of the Law on Personal Data Protection (“Official Gazette of the Republic of Serbia”, No. 87/2018), the Company’s internal acts, and other relevant regulations.

GUIDELINES

Version 1.0 23 December 2025

Belgrade, Serbia for Booking and Accommodation Arrangements for the Staff of Official

Participants of EXPO 2027 Belgrade

Intended for the Official Participants of the Exhibition

1 Introduction

52 Expo Village

3 Planned Services and Amenities

4 Expo Village – Price Information

5 Accommodation Booking Procedure

6 Accommodation Booking and Payment Policy

7 Check-In to the Accommodation Unit

8 National Day Accommodation Booking

9 Safety

10 Contact Details

11 Renders

6.1 Payment

7.1 Entering the Accommodation Unit

Table of Contents

3 GUIDELINES FOR BOOKING AND ACCOMMODATION ARRANGEMENTS FOR THE STAFF OF OFFICIAL PARTICIPANTS OF EXPO 2027 BELGRADE

These guidelines have been prepared in accordance with Special Regulations No. 6, for the purpose of providing detailed information to the Official Participants on procedures and other matters relating to the accommodation booking and stay of the Official Participants representatives in the Expo Village.

Section 1 of the guidelines sets out the purpose of the guidelines, the definitions used herein, and the structuring of the provisions of the guidelines according to their binding nature.

Sections 2–4 provide an overview of the Expo Village, including its structure, planned services and facilities, as well as information on the types and prices of accommodation. Sections 5–8 regulate the accommodation booking procedure, the reservation and payment policy, check-in and access to the Accommodation Units, as well as reservations of stays in connection with the National Day. Section 9 addresses security matters, Section 10 sets out the contact details of the Organiser’s representatives, while Section 11 provides an illustrative presentation of the interior layout of the Accommodation Units in the Expo Village (renders).

The guidelines have been prepared in compliance with the Laws and Regulations in force as at December 2025 and are subject to subsequent amendments; accordingly, through these guidelines, the Participants will be informed of any amendments to the Laws and Other Regulations relevant to this matter. For the purpose of informing the Participants of any technical information, separate technical instructions relating to the subject matter of the guidelines shall be adopted and made available to the Participants via the IP Portal.

1 introduction

1.1 Purpose

1.2 Definitions

In these guidelines, the following words and expressions shall have the following meanings:

Abbreviations Definitions

Means Agreement between the Republic of Serbia and the BIE on privileges and advantages necessary to facilitate participation in Expo 2027 Belgrade

Mean the persons defined in Article 35 of the General Regulations, who have been granted by the Organiser the right to carry out commercial activities within the Expo Site

A zone of the Expo Village intended for long-term stays, comprising apartments available for monthly rental, offering full comfort suitable for extended stays

Shall mean the International Recognised Exhibition Expo 2027 Belgrade which shall take place in Belgrade, Republic of Serbia from 15 May 2027 to 15 August 2027

Means the Bureau International des Expositions

Agreement

Concessionaires

Accommodation Units

Expo 2027 Belgrade or the “Exhibition”

BIE

Means the Convention relating to International Exhibitions, signed in Paris on 22 November 1928, as amended and supplemented

Convention

Means all areas and buildings used and administered by the Organiser as the venue for the operation of the Exhibition and all exhibition facilities for Participants

Expo Site

Means the residential complex primarily designed to provide accommodation for the personnel of the Official Participants

Expo Village

Means the General Regulations of Expo 2027 Belgrade approved at the 175th session of the General Assembly of the BIE

General Regulations

4 GUIDELINES FOR BOOKING AND ACCOMMODATION ARRANGEMENTS FOR THE STAFF OF OFFICIAL PARTICIPANTS OF EXPO 2027 BELGRADE

Means a digital platform that enables the submission and approval of all key Expo documents, as well as all communication with the Expo organisation through a single online portal

IP Portal

Means the Convention, the Agreement, the relevant legislation of the Republic of Serbia, the General and Special Regulations, the Guidelines and any additional instructions or directives issued by the Organiser in accordance with the General and Special Regulations

Laws and Other Regulations

Refers to a legal entity, administrative-territorial unit, or organisation that has obtained authorisation from the Organiser to participate in Expo 2027 Belgrade outside the section of Official Participants

Non-Official Participant

Means the State or intergovernmental organisation which has received and accepted the official invitation from the Republic of Serbia to participate in Expo 2027 Belgrade

Means the physical and online platform which will be set up by the Organiser to provide Official Participants with information, and to handle submissions and applications of Official Participants in relation to their participation in the Exhibition

Official Participant

One-stop-shop

Means “EXPO 2027 d.o.o. Belgrade“, with registered headquarters at 5 Kralja Milana Street, Belgrade-Stari Grad, the Republic of Serbia, solely owned by the Republic of Serbia and established to prepare, organise, and manage the Exhibition

Organiser

Means the Official Participants, Non-Official Participants and Concessionaires

Participant

Means the Special Regulations of Expo 2027 Belgrade listed in Article 34 of the General Regulations

Special Regulations

Control and Guide in the guidelines are marked with codes C-00 – Control and G-00 – Guide. These codes consist of a letter (C or G) and a two-digit number indicating the sequence of the mandatory or recommended actions:

C-00 – Control refers to mandatory actions or requirements that Official Participants and other persons must undertake or comply with, as described in the guidelines;

G-00 – Guide indicates recommended actions suggested to the Official Participants and other persons by the Organiser.

1.3 Control and Guides

5 GUIDELINES FOR BOOKING AND ACCOMMODATION ARRANGEMENTS FOR THE STAFF OF OFFICIAL PARTICIPANTS OF EXPO 2027 BELGRADE

The objective is to create an environment that offers comfort, convenience, and a strong sense of community for all residents of the Expo Village. While certain elements are still under development, we remain committed to providing a comprehensive range of services and amenities that support daily life and enhance the quality of stay of the Official Participants’ representatives.

The Expo Village is a residential complex comprising 1,400 accommodation units primarily intended for the accommodation of the Official Participants, and other persons in accordance with Article 12. of the Special Regulations No. 6.

The interior layout of all residential units is organised so that the first space upon entry combines the entrance hall, kitchen, dining area and living room into a single open-plan area, from which access is provided to the bedroom(s).

Depending on the type of apartment, the unit may have one, two or three bedrooms.

All Accommodation Units have a private terrace and at least one bathroom. Some of the larger two-bedroom Accommodation Units, in addition to a bathroom, also have a separate toilet, while all three-bedroom Accommodation Units have two bathrooms. Certain buildings will be entirely residential, in which case the terraces of the ground-floor Accommodation Units will be enclosed by a green belt, whereas buildings with commercial premises on the ground floor will not contain Accommodation Units at that level, as such units will start from the first floor.

The complex is architecturally organised on three slightly elevated plateaus in relation to street level. Pedestrian entrances to the buildings are located on these plateaus, ensuring that motor vehicle traffic is physically and functionally separated from pedestrian zones. The plateaus are mutually separated by internal roadways.

Fig. 1 – EXPO 2027 Complex Overview

2 expo village

EXPO Village

6 GUIDELINES FOR BOOKING AND ACCOMMODATION ARRANGEMENTS FOR THE STAFF OF OFFICIAL PARTICIPANTS OF EXPO 2027 BELGRADE

Fig. 2 – Overview of the Expo Village

The planned services and amenities include the Main Reception of the Expo Village, which will serve as the central point for the check-in and support for the Official Participants, the One-stop-shop, the Accreditation Centre, and the Lost and Found Office, where representatives of the Official Participants will be able to obtain key information, support, administrative, and other services during their stay.

In order to meet every day needs, the development plan of the Expo Village also includes various shops and retail outlets, such as a pharmacy, a supermarket, a bank, and multiple restaurants (offering both standard dining and fast-food options). In addition to the above, the provision of indoor recreational facilities, including a gym, as well as laundry services, is planned, in order to support the comfort and well-being of all representatives of the Official Participants.

With regard to mobility and access, particular attention will be paid to ensuring the proximity of taxi stands and bus terminals, to facilitate convenient and efficient transport to and from the Expo Village.

Please, note that all services described in this section are subject to further planning and development and, as such, may be subject to change. In any case, we remain fully committed to the realisation of this vision and will work towards creating a pleasant, functional, and community-oriented environment for all those who will call the Expo Village their home during EXPO 2027 Belgrade.

3 Planned Services and Amenities

7 GUIDELINES FOR BOOKING AND ACCOMMODATION ARRANGEMENTS FOR THE STAFF OF OFFICIAL PARTICIPANTS OF EXPO 2027 BELGRADE

Monthly accommodation price in the Expo Village

With features tailored to longer stays, the Accommodation Units are equipped to provide a consistent and comfortable home-like experience. Residents benefit from thoughtfully designed spaces that support relaxation, productivity and everyday needs throughout the duration of their stay.

The accommodation prices set out in the table above are expressed in euros and apply to fully furnished and equipped apartments with full maintenance. Specifically, the Accommodation Unit price includes:

• a single bed (90 × 200 cm), with the option to combine two beds into a double bed in the case of apartments intended for two or more persons;

• a fully equipped kitchen with appliances, cookware, a refrigerator, a dishwasher, a cooker and an oven;

• utility services within the apartment;

• individual air-conditioning units, a television with cable channels, Wi-Fi access, an iron and ironing board, as well as a hair dryer;

• weekly cleaning service, including the replacement of bed linen and towels; and

• reception and security services in each residential building.

To help you gain a clearer understanding, we invite you to explore the layouts of our Accommodation Unit types.

Unit type: One-bedroom Accommodation Unit

Maximum occupancy: 2 persons

Living room: Yes

Bedrooms: 1

Bed type: One double bed or two single beds

Balcony: Yes

Apartment size: 35–40 m²

4 Expo Village – Price Information

Type of Accommodation Unit – Apartment

Maximum Occupancy Monthly Price

1,400 EUR1 personOne-bedroom

1,500 EUR2 personsOne-bedroom

2,300 EUR3 personsTwo-bedroom

2,400 EUR

2,800 EUR

4 persons

5 persons

Two-bedroom

Three-bedroom

8 GUIDELINES FOR BOOKING AND ACCOMMODATION ARRANGEMENTS FOR THE STAFF OF OFFICIAL PARTICIPANTS OF EXPO 2027 BELGRADE

Unit type: Two-bedroom Accommodation Unit

Maximum occupancy: 4 persons

Living room: Yes

Bedrooms: 2

Bed type: One double bed and two single beds

Balcony: Yes

Apartment size: 45–55 m²

Unit type: Three-bedroom Accommodation Unit

Maximum occupancy: 5 persons

Living room: Yes

Bedrooms: 3

Bed type: Three single beds and one double bed

Balcony: Yes

Apartment size: 85–90 m²

Fig. 3– Overview of Expo Village Buildings

9 GUIDELINES FOR BOOKING AND ACCOMMODATION ARRANGEMENTS FOR THE STAFF OF OFFICIAL PARTICIPANTS OF EXPO 2027 BELGRADE

C-05 All bookings must be paid for in full prior to the arrival date, i.e. prior to moving into the Accommodation Unit.

Reservation payments may be made by any legal entity on behalf of the Official Participant.

The Organiser will endeavour to ensure that all Official Participants have an equal opportunity to book the desired Accommodation Units. Nevertheless, the “first come, first served” principle will apply, and we therefore invite you to make your reservation during Q2 2026, or at least to indicate your delegation’s indicative accommodation needs through your Country Manager.

6 Accommodation

C-01 Accommodation bookings in the Expo Village must be made via the official IP Portal: https://ipportal.rs/login, which is accessed by entering access credentials.

C-02 Each country must appoint one authorised representative whose account will have access to the IP Portal section intended for bookings. Only this designated person will be able to submit and manage accommodation bookings on behalf of the Official Participant.

C-03 The minimum booking period is one month. The authorised representative will have continuous online access to their booking profile, including the ability to adjust the arrival date and update the guest list assigned to the reserved Accommodation Unit.

C-04 The key dates are:

• Opening of reservations: as of 15 January 2026

• Move-in to accommodation: as of 15 October 2026

5 Accommodation Booking Procedure https://ipportal.rs/login

10 GUIDELINES FOR BOOKING AND ACCOMMODATION ARRANGEMENTS FOR THE STAFF OF OFFICIAL PARTICIPANTS OF EXPO 2027 BELGRADE

C-06 Booking requests must be submitted at least 20 working days prior to the move-in. Upon receipt of the request, the Organiser shall review its validity and, within 5 working days from receipt of the booking request, confirm whether the requested accommodation can be allocated. Following confirmation of the reservation request, the Official Participant shall receive an email with the following attachments:

• the Lease Agreement

• a Pro Forma Invoice

C-07 In order to complete the booking, the Official Participant must within 10 working days as of receiving the Lease Agreement and the Pro Forma Invoice, confirm the booking via the IP Portal by uploading the reservation confirmation, the signed Lease Agreement, and proof of payment of the Pro Forma Invoice. If these steps are not completed within the specified deadline, the Organiser will terminate the booking process.

The Organiser will organise the accommodation in the Expo Village in order of receipt of requests.

In the event that the type of accommodation requested is unavailable, the Organiser will offer a similar type of accommodation in accordance with the available capacities. If the Expo Village is unable to provide accommodation, the Organiser will provide free assistance to the representatives of the Official Participants by referring them to the One-stop-shop, which can provide information to the Official Participants on other available capacities outside the Expo Village, while the Participants remain responsible for booking and contracting accommodation outside the Expo Village.

C-08 In order to confirm the booking, the Official Participant is required to provide the Organiser with a signed Lease Agreement and:

1. proof of payment of an advance in the amount of 20% of the total rent for the booked period (bank statement or other evidence), if more than 20 days remain until move-in, provided that the remaining 80% of the total rent for the reserved period must be paid by the Official Participant to the Organiser’s account no later than 20 days prior to move-in; or

2. proof of payment of an advance in the amount of 100% of the total rent for the reserved period (bank statement or other evidence), if 20 days or fewer remain until move-in.

C-09 In the event that the Official Participant:

1. cancels a confirmed booking more than 20 days prior to the move-in, the Organiser will fully refund the paid advance amount to the Official Participant;

2. cancels a fully paid booking 20 or fewer days prior to the move-in, the Organiser will retain the amount of rent for one month of stay;

3. fails to pay the full amount of rent no later than on the 20th day prior to the move-in, the Organiser will retain the paid advance amount.

Please note that bookings that are not fully prepaid in advance do not guarantee the availability of the accommodation on the intended date.

Bookings without prior notice, i.e. on the day of arrival (“walk-in bookings”), are also possible, subject to accommodation availability and provided that the full rent for the reserved period is paid prior to the move-in.

6.1 Payment

11 GUIDELINES FOR BOOKING AND ACCOMMODATION ARRANGEMENTS FOR THE STAFF OF OFFICIAL PARTICIPANTS OF EXPO 2027 BELGRADE

C-12 A member of the Organiser’s staff shall escort the representative of the Official Participant to the allocated Accommodation Unit. Upon entering the Accommodation Unit, the representative of the Official Participant shall sign an inventory and condition handover form, thereby confirming:

• the contents of the Accommodation Unit

• the condition of the Accommodation Unit

The above procedure shall be carried out only at the beginning of the booking, i.e. upon the arrival of the first guest, as well as upon the return of the Accommodation Unit by the Official Participant’s state delegation to the Expo Village and shall not be repeated in the event of a change of guests within the same booking.

C-10 Upon arrival at the Expo Village, representatives of Official Participants are required to register at the Main Reception, located on the ground floor of the central area of the Expo Village and available 24/7. Clear and visible signage will be provided.

C-11 At the reception, each Official Participant must verify their identity by presenting a valid personal identification document, after which they will receive information about their Accommodation Unit, together with all the details relevant for their stay in the Expo Village.

7 Check-In to the

Fig. 4– Overview of the Main Reception and Entrance A

Main Reception

Entrance A

7.1. Entering the Accommodation Unit

12 GUIDELINES FOR BOOKING AND ACCOMMODATION ARRANGEMENTS FOR THE STAFF OF OFFICIAL PARTICIPANTS OF EXPO 2027 BELGRADE

As delegation sizes and performer requirements vary, early requests and close coordination with your Country Manager will assist in timely planning and appropriate allocation of accommodation.

Accommodation for the National Day will follow a different length-of-stay model from monthly bookings, as stays will be organised on a weekly basis around each country’s designated National Day. The entire booking process will be closely coordinated with your Country Manager in order to ensure precise planning and full support.

The Expo Village forms an integral part of the overall Expo complex; however, as it is located outside the Expo Site zone, which requires a ticket or official accreditation for access, it will have its own dedicated Security Control Centre.

The commercial zone of the Expo Village (Retail Area) will have open access, without any movement restrictions.

In addition to regular police patrols, Expo Village security officers will also monitor and patrol the Expo Village area.

Each building entrance will be monitored by security personnel. Any person entering a residential building must present official Expo 2027 accreditation. Residents of the Expo Village may receive visitors, provided that such visits are announced in advance to the security officers and that visitors are registered in the visitor log.

Official Participants may submit enquiries to the Organiser regarding the content of these guidelines, any ambiguities relating to procedures and rules, or any issues when using the IP Portal by contacting us through Country Manager assigned to your country.

8 National Day

9 Safety

10 Contact Details

13 GUIDELINES FOR BOOKING AND ACCOMMODATION ARRANGEMENTS FOR THE STAFF OF OFFICIAL PARTICIPANTS OF EXPO 2027 BELGRADE

Below are illustrations of the Expo Village Accommodation Units.

11 Renders

Fig. 5 – Illustration of an Accommodation Unit in the Expo Village