Terms & Conditions - exhibiting
1. EVENTS, ORGANISERS AND VENUE
“The Event” – The Driving Instructor Show.
“The Organiser” – The above mentioned event is organised by ADI Events LTD.
“The Exhibitor” – Any company or person ordering display space at the event.
“The Stand” – Any space allocated to a company or person for the purposes of display at the event
“The Exhibition Fee or Fee” – The quoted fee for hire of The Stand
“The Exhibition Hall” – The venue chosen by the organiser to hold the event
“The Contract or Contract – terms and conditions of this agreement
2. CONFIRMATION OF PARTICIPATION
Upon submission of this signed contract with payment of the fee whether in full or required 40% of the whole agreed payment shall deem to be confirmation of participation in The Driving Instructor Show and acceptance of the Terms and Conditions herin stated. The Organiser reserves the right to accept or refuse to validate this contract without giving reason thereof. Payment in full or a minimum of the required 40% of the whole agreed payment should be made by cash, cheque, BACS or any other means agreed with the Organiser. If an invoice is required payment must be made within seven days from the date of invoice. The contract constitutes a licence to exhibit and not a tenancy.
3. ALLOCATION OF STAND SPACE
Stand spaces are assigned subject to availability. The organiser reserves the right at any time to re-arrange the stand layout or allocation and compensation will not be given. Any relocation shall be at the absolute discretion of the Organiser and the Exhibitor shall have no claim for compensation as a result of such location. Reasonable stand layout charges may be levied by the Organiser against the Exhibitor for structural alterations to the allocated stand space that are deemed necessary. Stand allocation cannot be sub-let and is not transferable unless the Organiser has agreed in writing no less than 14 days before the events opening date.
4. TERMINATION, CANCELLATION AND WITHDRAWAL
The Organiser may at any time by written notice to the Exhibitor terminate this agreement without any refund of the Exhibition fee paid or any compensation to the exhibitor or be liable for any loss or damage whatsoever sustained by the exhibitor as a result of such termination, if:
I. The Exhibitor fails to make payment due under the terms of this agreement.
II. The Exhibitor is in breach of any other terms and conditions of this agreement.
III. The Exhibitor or any of its representatives commits a criminal offence relating to the sale of any property or merchandise or to its behaviour in the exhibition hall under the law of England and Wales.
IV. If the Exhibitor wishes to terminate the Agreement, the Organiser shall be informed in writing. In the event that the organiser agrees to the exhibitors request for termination of this agreement, the exhibition fee shall be forfeited in accordance with the following schedule:
If a cancellation for any reason made by the exhibitor 90 days prior to the scheduled first day of the event the exhibitor will forfeit 40% of the fee. Cancellation made after this deadline, the Exhibitor will forfeit 100% of the fee deemed to be a lost opportunity fee. The Organiser reserves the right to re-sell the space and any payments already made over and above the applicable cancellation charges will be refunded. Should monies not, at the time of cancellation, already been paid to ADI Events LTD the cancellation fee will still apply.
5. CHANGE OF DATE OR VENUE OR EVENT CANCELLATION (Force majeure)
The Organiser reserves the right at any time to change the date and/or venue of the event or cancel it altogether if they deem it necessary by reason of fire, flood, extreme weather conditions, acts of war or violence, malicious damage, explosion, earthquake, strike, civil and/or political unrest, riot, labour dispute, power cuts or any other cause beyond the organisers control; or if the organiser for any reason deems it necessary or advisable. In such cases, the exhibitor waives any and all claims he might have against the organiser for refunds, damages or expenses. In the event that the event is cancelled by the organiser for commercial reasons such as lack of support then all sums paid by the exhibitor for the stand will be refunded. The exhibitor agrees that under these circumstances he will have no further claims against the organiser.
6. BANKRUPTCY OR LIQUIDATION
In the event of an Exhibitor becoming bankrupt or insolvent or entering into liquidation or having a receiver, administrator, sequestrator or trustee appointed over any of its assets, the Organiser shall be at liberty to terminate forthwith the contract with the Exhibitor and the terms and conditions relating to the cancellation of space set out in clause 4.IV shall apply.
The Exhibitor acknowledges that the Organiser shall not be held responsible for the failure of all or any other contracted exhibitors to attend the show or the failure of any number of visitors to attend the show for any reason beyond the reasonable control of the Organiser. Exclusion of personnel. The Organiser reserves the right in their absolute discretion to exclude or remove from the show any person whose presence is or is likely to be undesirable. The Organiser may exercise this right, even if the person is an employee, agent or contractor of an Exhibitor or otherwise in any way connected or associated with the Exhibitor.
8. USE OF THE ALLOCATED STAND
I. The exhibitor shall use the allocated stand only for the purpose stated in the contract and for no other purpose whatsoever.
II. The Exhibitor is bound to exhibit the announced products and to man the stand with competent personnel during the opening hours of the event.
III. The Exhibitor is required to ensure that the stand is ready for business no less than one hour before the stated opening time of the event. The Exhibitor agrees to keep its stand open throughout the exhibition period. No stand is to be closed during the period that the event is open to visitors without prior approval of the Organiser.
IV. The official opening and closing hours must be strictly observed.
9. DISPLAY/STAND DESIGN
The Exhibitor may place promotional material and merchandise on the stand walls but are permitted to use removable adhesive fittings. The Exhibitor must not alter or tamper with the structure of the stand including carpets, lights and surrounding areas and must ensure that no fixtures that damage the stand shall be used. Failure to conform with this provision will render the Exhibitor liable for any damage incurred. The organiser reserves the right to remove any materials or literature considered to be of an obscene or objectionable nature and remove any exhibit it deems to be unsafe. Compensation will not be given. The Exhibitor shall make good, indemnify and hold both the Organiser harmless of any damage to the shell scheme or premises by the exhibitor, his agent, contractors or employees.
Any electrical equipment or appliances which the Exhibitor proposes to use for the event requires a current Portable Appliance Test (P.A.T) certificate and must be earthed. All stands, fittings and materials which the exhibitor proposes to use for the event must be fire retardant in accordance with the appropriate current legislation. The Organisers reserve the right to require the Exhibitor to remove any equipment from the stand and the venue which is not appropriately certified or which it deems unsuitable, in its absolute discretion. The Exhibitor will indemnify the Organiser against all actions, costs, claims and demands in respect of any breach of the provisions of this clause.
11. RIGHT OF ENTRY INTO EXHIBITION HALL
The right of entry to the Exhibition Venue is reserved to the Organiser and any of its duly authorised officers/representatives.
12. CONSTRUCTION OF STAND, LIGHTING AND ELECTRICITY
The Organiser has appointed an official contractor to install and dismantle your stand (shell scheme exhibitors only). The stand size, shape and included extras are detailed in the sales brochure.
Space Only Exhibitors must supply full details and plans of stand design, construction and contractors no less than 90 days prior to the show’s opening. Should the Exhibitor fail to inform the Organiser of the said details the Exhibitor and their contractors will be denied access to the venue. In the event of which the Exhibitor will have no claim whatsoever upon the Organiser for any loss of profit, loss of business or depletion of goodwill in each case whether direct, indirect or consequential, or any claims for consequential compensation whatsoever (howsoever caused) which arise out of or in connection with the event or these terms and conditions.
13. STAND FITTINGS
All materials and stand fittings must be non-flammable or impregnated with fire-proofing solution in a way as to comply with all current safety requirements.
14. HEALTH AND SAFETY
The Organiser has a reasonable expectation that the electrical, mechanical, food/drink (safe for consumption in accordance with the relevant food hygiene standards), promotional gifts and demonstrations brought on site by exhibitors is safe and suitable for use. All exhibitors are expected to satisfy this through their own checks and take safety precautions where necessary. All display systems brought on site by the exhibitor must be checked for safety by the exhibitor. Exhibitors must not overload the electrical supply and have consideration of other exhibitors. The Organiser accepts no responsibility for the correct use and installation of such equipment or promotional or demonstration food and drink brought by exhibitors and reserve the right to prevent use of such equipment or prevent the distribution of such foodstuffs considered unsafe.
The Organiser shall make best efforts to ensure the health and safety of exhibitors and visitors is protected at the event by undertaking a site specific health and safety risk assessment and work with the venue to ensure that all fire precautions, welfare facilities and general environment are acceptable. The potential hazards considered include; slips, trips and falls (potentially caused by trailing cables) tablecloths and boxes lying untidily on the floor, as well as poor ground surface and stairs; manual handling of heavy items, crushed or trapped fingers in folding display equipment, hot liquids, electrical shocks, Exhibitors are expected to take all reasonable precautions against these and similar hazards that are expected to be present by considerate use of equipment, careful moving of goods/displays and general tidiness.
The Organisers take all reasonable steps to ensure the safety and security of people and belongings at the event. The exhibitor shall be wholly responsible for the safety and security of their own exhibits, personal belongings and agents and employees and the Organiser shall have no responsibility in the case of injury or loss to the exhibitor or its agents or employees caused by their own actions.
15. INSURANCE, LIABILITY AND RISKS
The Exhibitor shall insure, indemnify and hold the Organiser and Venue harmless in respect of costs, claims, demands and expenses to which it may be subjected to as a result of loss or injury arising to any person howsoever caused while the said persons are upon or examining or passing the said exhibition hall and surrounding areas. The liability of the employees, agents or exhibits shall be the responsibilities of the exhibitor. Therefore, the Exhibitor is advised to seek the relevant insurance in relation to the participation in the event.
All connections to electricity supplies can only be made by the official contractor and must have been ordered and paid for in full in advance with the Organisers. No generators will be permitted for use in the venue.
17. COOKING, SALE OF FOOD AND DRINK
I. The Exhibitor is not permitted to cook on the venue
II. The Exhibitor is not permitted to sell any food or drinks on the venue
As there will be no facilities available for the storage of empty or non-useable cartons and packaging, cases and crates, Exhibitors are required to store such items away from the stand. Such items cannot be left in any part of the venue.
19. INDEMNITY OF THE ORGANISER
I. Under no circumstances shall the Organiser make good or accept responsibility or liability however arising in respect of any damages or theft or loss of any property, goods, articles or things whatsoever placed, deposited, brought into or left upon the premises either by the exhibitor for his use or purpose or by any other persons and the exhibitors must indemnify and hold the Organiser and its servants, agents and officers harmless in respect thereof.
II. The Organiser, its agents and employees, shall not be liable for the safety and security of Exhibitors and their staff, agents, contractors and guests, during the event, not for exhibits, materials and other properties, including personal belongings, brought into the exhibition hall by the Exhibitor, its staff, agents, contractors and guests.
III. The Exhibitor shall be solely responsible for all insurance both for their safety and the loss or damage of their exhibits or goods.
20. PHOTOGRAPHY OF STANDS AND EXHIBITS
The Organiser reserves the right to disallow or bar the Exhibitor, its staff, contractor or guest from taking photographs or video/film recordings of another stand and its exhibits. The Organiser reserves the right to remove such staff, contractor or guest from the event and confiscate the devices recording medium used in the unauthorised photography.
21. USE OF PHOTOGRAPHS, ETC. BY THE ORGANISER
The Organiser shall have the right without reference to the Exhibitor to use any of the photographs, slides, video tape or digitally recorded material taken or made at or near the Exhibitors stand(s) and the Exhibitor shall have no claims or demands whatsoever against the Organiser for such use.
22. AMMENDMENTS, APPLICATIONS AND INTERPRETATION OF THE TERMS AND CONDITIONS
I. The Organiser reserves the right to add, alter or expunge any of these terms and conditions at any time.
II. In the event of any dispute as to the interpretation of these terms and conditions as a result of their translation into a foreign language, the English version shall be taken as authentic.
III. The Contract shall be constructed in accordance with and governed by English law and the parties submit to the exclusive jurisdiction of the English Courts.
23. LIMITATION ON LIABILITY
The Organiser shall not be liable to the Exhibitor for loss of profit, loss of business or depletion of goodwill in each case whether direct, indirect or consequential, or any claims for consequential compensation whatsoever (howsoever caused) which arise out of or in connection with the event or these terms and conditions.
The Organisers liability to an Exhibitor shall be limited to the amount paid by the Exhibitor to the Organisers in any event.
The Organiser shall not be in breach of this agreement, or liable for any failure or delay in performance of any obligations under this agreement arising from or attributing to acts, events, omissions or accidents beyond their reasonable control. The Organiser cannot be held responsible for any third party including, but not limited to venues, performers, promoters, sponsors, exhibitors, artists and speakers. Nothing in these terms and conditions excludes or limits or seeks to exclude or limit the Organisers liability for death or personal injury caused by its negligence or under section 2(3) of the Consumer Protection Act 1987 or for fraud or fraudulent misrepresentation for any matter which would render this clause unenforceable. The Organiser will not be liable for any printing errors appearing in literature associated with the event.
If any part of this agreement (Terms and Conditions of exhibiting) is found to be unenforceable the remainder shall still bind the parties.