All exhibiting companies must adhere to the terms and conditions as below.

For the exhibitor's handbook and logo image please see the links at the foot of the page.

Please ensure you have read and understand the following:

Terms and Conditions – IMPORTANT PLEASE NOTE

 

The following terms and conditions apply to all companies and or persons or other entities that are exhibiting at any event organised by SMB Events Limited (“Exhibitor(s)” or “you”). 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 invoiced by SMB Events Limited (“us” or “we” or “SMB Events” or “the Organiser”) upon signing or submitting the Contract Form and is payable within 30 days of the date of the invoice.

• The second payment of 60% of the Total Cost will be invoiced at any time on or after1^st March 2010 and is payable within 30 days of the date of the invoice.

• Exhibitors booking Stand Space after 1^st March 2010 must pay the Total Cost in full within 30 days of the date of the invoice or as per the date stated on the invoice, whichever is soonest.  All payments must be made in full prior to the exhibition opening. If payment is not received 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:
Alliance and Leicester
Bootle, Merseyside, GIR 0AA
Sort Code: 72-00-06
Account No: 93191589
Account Name: SMB EVENTS LTD

INSURANCE

By signing/submitting the contract the Exhibitor confirms that they have been advised by SMB Events 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 £5m Sterling (or local currency equivalent). The Exhibitor accepts that it is their responsibility to ensure their own insurance is adequate and that they must also ensure any stand sharers have the same level of cover. The Organiser will not be responsible should the Exhibitor fail to ensure they and their stand sharers are adequately insured for public liability and employer liability insurance against personal injury, death and damage to or loss of property. Neither the Organiser 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 therefore. 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 the Organiser.

CANCELLATION OR REDUCTION OF SPACE

The Exhibitor may cancel or reduce the Stand Space at any time prior to the date of the relevant event by notice in writing to the Organiser. 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 if the originally requested stand space has been reduced) if the written notice of cancellation is received by SMB Events before March 1^st  2010; and

100% of the cost of the stand  (or 100% of the cost of the number of m² of stand space if the originally requested stand space has been reduced) if the written notice of cancellation is received by SMB Events after March 1^st 2010

The Exhibitor may cancel this agreement within 14 days of signing or submitting the Contract Form by notice in writing to the Organiser in which case no cancellation charge will be applied by the Organiser.


DATA PROTECTION LEGISLATION

The Organiser will communicate with the Exhibitor using the contact details provided on the Contract Form for the purposes of the relevant event. The Organiser 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 the Exhibitor. The Exhibitor should contact the Organiser in writing if they 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 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 floorplan 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. Floorplans made available to the Exhibitor are for information purposes only and do not guarantee 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 by the organisers. The organisers endeavour where possible to ensure similar companies are not positioned in close proximity but this is not guaranteed and is dependent on the company information the organisers have at the time of allocation.

 

4c. Floorplan

 

The organisers will not be held responsible for any inaccuracies within the floorplans as supplied or published

 

4d. Show Guide

 

The organisers take no responsibility for any errors or inaccuracies 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.

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 2.5metres by 30 May 2010 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.

16. 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.

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.

January 2010