All exhibiting companies, sponsors, supporters and associates must adhere to the terms and conditions as below.

Terms and Conditions – IMPORTANT PLEASE NOTE

 

The following terms and conditions apply to all companies and/or persons and/or other entities that are exhibiting (“Exhibitor(s)” or “you”) at any event organised by What’s on 4 Limited (company number 05701576) of White Cottage, Bramley Green, Tadley, Hampshire, RG26 5AJ   (“us” or “we” or “What’s on 4” or “the Organiser”). By submitting the Contract Form and clicking on the button marked "I Accept" or by signing the Contract Form you agree to these terms and conditions. Please note that if you do not agree to the following terms and conditions, you will not be able to submit the Contract Form. In the case of any inconsistency between these terms and conditions and any content on our website, these terms and conditions shall prevail. You should print a copy of these terms and conditions for future reference.

 

Please ensure you have read and understand the following:

 

PAYMENT TERMS, INSURANCE AND CANCELLATION POLICY

 

PAYMENT TERMS

 

• The first invoice of 40% of the Total Cost (as set out in the Contract Form) will be payable to What’s on 4 upon signing or submitting the Contract Form. You may pay either by paypal or by direct bank transfer, the account details for which are set out below.

• The second payment of 60% of the Total Cost will be invoiced at any time on or after 1^st September 2011 and is payable within 14 days of the date of the invoice date.

• Notwithstanding the above, Exhibitors booking Stand Space after 1^st September 2011 must pay the Total Cost in full within 14 days of the date of the invoice or by the date stated on the invoice, whichever is the soonest.  All payments must be made in full prior to the exhibition opening. If payment is not received by the due dates your reservation will be cancelled and the payment of any refund will be at our complete discretion.

Bank transfer - If you wish to make payment by bank transfer the account details are:
sort code 309053, account number 03008374

INSURANCE

By signing/submitting the contract you confirm that you have been advised by What’s on 4 to take out and maintain at all time, public liability and employer liability insurance against personal injury, death and damage to or loss of property for a limit of indemnity not less than £5 million. You accept that it is your responsibility to ensure that your own insurance is adequate and that any stand sharers have the same level of cover. What’s on 4 will not be responsible should you fail to ensure that you and/or your stand sharers are adequately insured for public liability and employer liability insurance against personal injury, death and damage to or loss of property. Neither What’s on 4 nor the venue will be held responsible for any loss of property or stock left in the building during the previous night or indeed on the day of the event. Adequate insurance cover is strongly recommended. Your current insurance policy may well be sufficient however please ensure you seek the advice of your insurance provider. For further details and information on event insurance providers please contact What’s on 4.

CANCELLATION OR REDUCTION OF SPACE

You may cancel or reduce the Stand Space at any time prior to the date of the relevant event by notice in writing to What’s on 4 at This e-mail address is being protected from spambots. You need JavaScript enabled to view it . The following cancellation fees will apply:

• 40% of the Total Cost of the stand (as set out in the Contract Form) (or 40% of the cost of the number of m² of stand space by which your originally requested stand space has been reduced) if the written notice of cancellation is received by What’s on 4 before September 1^st  2011; and

 

• 100% of the Total Cost of the stand (as set out in the Contract Form) (or 100% of the cost of the number of m² of stand space by which your originally requested stand space has been reduced) if the written notice of cancellation is received by What’s on 4 on or after September 1^st  2011.

 

What’s on 4 will refund the amount paid by you up to that date for the relevant event less the applicable cancellation fee within 30 days of receipt of your notice of cancellation.

 

If upon booking none of your preferred stands as requested by you on your Contract Form are available, you may notify What’s on 4 of this and your desire to cancel by emailing This e-mail address is being protected from spambots. You need JavaScript enabled to view it within 7 days of the date of your booking and a full refund will be made, subject to the terms below.

Notwithstanding the above, on receipt of your notice of cancellation, What’s on 4 may charge you an administration fee of up to 10% of the total cost payable for the requested stand(s)/Stand Space.

 

You may cancel this agreement within 14 days of you signing or submitting the Contract Form by notice in writing to What’s on 4 at This e-mail address is being protected from spambots. You need JavaScript enabled to view it (provided that such notice arrives with What’s on 4 no later than 1^st September 2011) in which case no cancellation charge will be applied and a full refund of all monies received by What’s on 4 up to that date will be provided.

 

Other than as provided in this section entitled “Cancellation or reduction of space” and clause 16a below, you shall not in any circumstances be entitled to any refund of the amount paid by you.


DATA PROTECTION LEGISLATION

What’s on 4 will communicate with you using the contact details provided on the Contract Form for the purposes of the relevant event. What’s on 4 shall be entitled to pass on all contact details to the event contractors and to third parties who provide goods and services that may be of interest to you. You should contact What’s on 4 in writing at This e-mail address is being protected from spambots. You need JavaScript enabled to view it if you wish to opt out of having personal contact details used in any of the ways listed above.

RULES AND REGULATIONS

1. Acceptance of Contract

Once the Contract Form has been submitted or returned by the Exhibitor, the terms and conditions set out herein will be deemed to have been accepted by the Exhibitor.

2. Space Allocation

The Organiser reserves the right to revise the floor plan and to locate or relocate the Stand Space for an Exhibitor as may be required. If a stand relocation is necessary the Organiser will notify the Exhibitor in writing at any point prior to the date of the event. Floor plans made available to the Exhibitor are for information purposes only and do not guarantee that an Exhibitor will be located in the area shown on the floor plan or that a particular company will be located next to or near to an Exhibitor.

3. Stands not occupied

In the event of an Exhibitor not taking up his Stand Space at least 1 hour before the Exhibition opening time on the opening day of the event, the Exhibitor will be deemed to have cancelled his Stand Space and the Cancellation Fee (as set out above) will be payable and the Organiser shall be entitled to reallocate the Stand Space, as it considers appropriate.

4. Stand Sharers

If Exhibitors wish another company, person or entity to share their Stand Space this must be agreed in advance with the Organiser. The Exhibitor shall not assign, sublicense or underlet or divide any Stand Space without the prior written consent of the Organiser.

 

4b. Exclusivity

 

No exhibitor has ‘exclusivity’ over any other regarding the showcasing of a particular brand or product unless this has been agreed in writing in advance by the Organiser. The Organiser endeavours where possible to ensure similar companies are not positioned in close proximity to each other but this is not guaranteed and is dependent on the company information the Organiser has at the time of allocation.

 

4c. Floorplan

 

The Organiser will not be held responsible for any inaccuracies or omissions within the floor plans as supplied or published.

 

4d. Show Guide

 

The Organiser takes no responsibility for any errors, inaccuracies or omissions within the ‘Show Guide’.

5. Exhibitors Handbook

The Organiser will produce an Exhibitors Handbook providing technical and publicity details for the event. The Exhibitor accepts that he will be bound by any rules and regulations set out in the Exhibitors Handbook, and by the amendments and additions which may be made by the Organiser at any time.

6. Health and Safety Regulations and Health & Safety at Work Act

The Exhibitor must ensure that all of its employees, contractors, sub-contractors and agents comply with the regulations of the Health & Safety at Work Act 1974.

There will be event managers present onsite at the event who will ensure that a safe working environment is created from the start of the exhibit build-up through to the exhibit break-down and including the show opening period. The Exhibitor and its employees, contractors, subcontractors and agents must comply with all requests from the event manager/organisers and failure to do so will result in the Exhibitor and/or contractor being asked to leave the exhibit area. No equipment of a hazardous or dangerous nature is to be used or employed without the consent in writing of the Organiser, the venue and where appropriate the local authorities. The Organiser accepts no responsibility in the event of failure to give the necessary permission. Fireworks, matches, harmful substances, explosives, detonating equipment and primings must not be brought to the event. The Exhibitor must comply with the fire regulations of the local and exhibition authorities and with building regulations.

 

7. Exhibits

Exhibitors must ensure that exhibits and equipment keep within the stand boundaries and do not obstruct gangways. Exhibitors are not permitted to distribute literature beyond the boundaries of their stand space or in any other part of the venue. No exhibit of any kind, which in the view of the Organiser, will become a nuisance to other exhibitors or visitors will be permitted. Exhibitors must stop immediately at the request of the Organiser any act which in the opinion of the Organiser contravenes this condition and may be a nuisance to other exhibitors or visitors. Any failure to comply with any such requests by the Organiser shall entitle the Organiser to close the stand. The Exhibitor shall be liable to the Organiser for all expenses incurred and any loss resulting. The Exhibitor is also responsible for the removal of rubbish and waste materials on or around its stand, both pre-show and as break down commences.

8. Build-up, Exhibiting, Breakdown

Build-up, exhibiting and breakdown hours will be specified by the Organiser. Exhibit breakdown shall not begin before the close of the Exhibition and must be completed by the end of the Breakdown period. The Exhibitor shall be liable for all storage and handling charges for failure to remove exhibit material or property belonging to the Exhibitor by the end of the Breakdown period.

9. Damage to Venue and Exhibit Hall

The Exhibitor is liable for any damage caused by it, its employees, its contractors, sub-contractors and agents to the exhibit hall or other areas of the venue including outside areas, and all inside walls, flooring, fixtures and fittings.

10. Space Only Designs and Height Limitations

Exhibitors must submit designs for space only stands or those stands that they wish to build higher than 2.5 metres by 30 August 2011 for the Organiser’s approval and consent. All stands must comply with local authority and venue owner requirements and be without detriment to neighbouring exhibitors.

11. Exhibition Contractors

Exhibitors should ensure that only those contractors listed in the Exhibition Handbook may be used unless the Organiser’s prior written consent has been obtained.

12. Electrical / Telephone Installations

Only the electrical contractor appointed by the Organiser may fit or connect electrical installations. The Exhibitor shall contract directly with an electrical contractor. The Organiser does not accept any responsibility for failure of the electrical equipment, installation or supply. Items requiring an electricity supply may not be brought to the venue without the prior written consent of the Organiser.

13. Phonographic Performance and Performing Rights

Exhibitors that play music on stand are advised that the Organiser does not hold a licence for the performance of music and under the conditions of the 1988 Copyright Designs and Patents Act. Exhibitors must apply for licences from both Phonographic Performance Ltd and The Performing Rights Society or contact the venue directly.

14. Intellectual Property Rights

The Organiser may list exhibitors in printed material prepared and distributed prior to or at the event. The Organiser is not liable for errors or omissions contained in such information. Unless otherwise stated, the copyright for any such publications belongs to the Organiser and may not be reproduced in any medium without the written consent of the Organiser. The Organiser may wish to photograph exhibit stands or features and reserves the right to do so for the purposes of promoting future events. Exhibitors wishing to photograph stands or features may do so with the consent of the Organiser.

15. Force Majeure

If the Organiser decides for reasons beyond its control that an event needs to be cancelled, postponed or suspended, due in whole or part to the venue becoming unavailable, war, fire, national emergency, labour dispute, strike, lock-out, civil disturbance or any other matter beyond the control of the Organiser, the Organiser will not be held responsible for any direct, indirect or consequential loss incurred by the Exhibitor. All monies received or due from the Exhibitor and all other exhibitors will be applied by the Organiser in discharge of all expenses incurred by the Organiser in connection with the promotion and/or proposed holding of the event (to the extent that the Organiser is not reimbursed by an insurance against such risk) and any balance will be returned to the Exhibitor (pro-rata to the amount paid by each exhibitor) but the Organiser will have no other liability to the Exhibitor.

16a. Cancellation of Event

If the Organiser determines that there is insufficient support for an event, it has the right at all times to cancel or suspend the event without notice. In the event of such a cancellation the Exhibitor shall receive a full refund for the cost paid by the Exhibitor for the stand. Any liability of the Organiser shall be limited to such refund. The Organiser shall not be responsible for any losses (whether direct, indirect or consequential) incurred by an Exhibitor as a result of such cancellation.

 

16b. Amendment to venue, time and date of event

 

The Organiser reserves the right to change the venue, time and date of any event as it sees fit for any reason. The Organiser shall not be liable to provide you with a refund in the event of such a change, nor shall it be liable for any losses (whether direct, indirect or consequential) incurred by the Exhibitor as a result of such change.

 

17. Limitations of Liability and indemnity

Whilst every reasonable precaution is taken by the Organiser to ensure security and safety at the event, the Organiser shall not in any way be liable for any loss or damage sustained or occasioned from any cause whatsoever in relation to the event, save that nothing in this contract shall be deemed to limit the liability of any person for death or personal injury caused by negligence.

 

Notwithstanding the foregoing, any claim against the Organiser arising from an event or its conduct must be notified in writing to the Organiser within six calendar months from and including the last day of the relevant event and the Organiser shall not be liable to the Exhibitor:

(a) for any purely economic loss for consequential or indirect losses or for any loss of profit or opportunity;

(b) for any loss which the Organiser is unable to recover from any third party (in circumstances where it was the act omission negligence or default of that third party which gave rise to the claim against the Organiser) or from any insurer (where the claim is insured); and

(c) for any loss exceeding a sum equal to the Total Cost (as set out in the Contract Form) paid by the Exhibitor.

 

The Exhibitor will indemnify the Organiser and hold the Organiser harmless, against and from any and all losses, damages, costs and expenses incurred by the Organiser resulting from (i) any claim made in respect of damage to persons and property caused by the Exhibitor, the Exhibitor’s stand, installation, furnishings exhibits or staff or contractors or subcontractors or agents, (ii) any breach of the terms and conditions of this contract by the Exhibitor, (iii) any claim for copyright infringement, for which the Organiser may be sued or held liable, (iv) for any acts of omissions of the Exhibitor or its staff or contractors or sub-contractors or agents in connection with the event during the period of occupation or otherwise. The Organiser similarly does not accept any responsibility for Exhibitor’s failure to arrange sufficient insurance cover.

18. The Venue

If required by the Organiser, the Exhibitor will comply with all reasonable requests of the Organiser to satisfy any requirement of the venue owner.

19. The Venue Rules

The Exhibitor agrees to be bound by any rules and regulations imposed by the venue owner when attending the Exhibition (including during ‘Build Up’ and ‘Break Down’.

20. Governing Law

The validity, construction and performance of the contract and these rules and regulations shall be governed by English Law and the Exhibitor hereby submits to the jurisdiction of the English Courts.

 

 

May  2011