Microsoft Word - BSSW 19 June 2019 Exhibitor Terms and Cond…

Microsoft Word - BSSW 19 June 2019 Exhibitor Terms and Cond…

BSSW 19 th June 2019 Exhibitor Terms and Conditions

1.General

1.1 The event organiser, Showcase Events Limited (07672842) is trading as Business Showcase South West (BSSW). Stand numbering is subject to change. Final stand numbering will be confirmed with Exhibitors approximately 2 weeks prior to the event. Though the numbering may change, your stand position will stay the same. 1.2 Please Note - for 2019, we are introducing a charge for exhibitors requiring electricity and parking because of significant increased costs. The Wi-Fi remains free as does the exclusive Exhibitors and VIP Drinks Event for 3m or 6m stand holders. The electric/parking is selected if required during the furniture order/risk assessment online form a few weeks prior to the event. 1.3 You understand that you may have chosen a stand space which does not have an actual wall behind it and that BSSW recommend that you bring ‘pull-up’ banner stands or, ideally, a standard ‘pop-up’ exhibition stand to make the best of the space.

1.4 Exhibition layout as depicted in the published floor plans and exhibition layout as illustrated at any time on our website may be subject to alteration before the event.

1.5 BSSW retains the right to reject any sponsor or exhibitor or any equipment or stand that it deems inappropriate.

1.6 Any representations by BSSW regarding the event, including but not limited to the number of expected delegates or circulation of promotional material are provided as estimates only and BSSW will have no liability for the same.

1.7 All Exhibitor bookings (including Promotional Options and Sponsorship/Partnership Packages) and delegate tickets are non-transferable and may not be sold or transferred by you.

1.8 Attendees for the speeches are admitted on a first come, first served basis and admission to the event is not guaranteed. Sometimes they are ticketed. We do not guarantee that there will be places at the speeches on the day and all exhibitors and day delegates attend at their own risk of there being insufficient places. 1.9 Exhibitors, sponsors and delegates are prohibited from making audio and visual recordings of the event. Still cameras (non-professional) are permitted but images may only be used for private purposes and not public display with the consent of the owner of the premises where the event is held. Exhibitors/sponsors and delegates consent to film, photographic and sound recordings of the event and for these recordings and photos to be used by BSSW. If we photograph or film you, or interview you on camera for a testimonial or similar, you release us fully to use the material for promotional and similar purposes. 1.10 Although we will endeavour to adhere to the publicised contents of the events and/or seminars, you accept that at our sole discretion, we have the right to alter elements of the event, including any advertised appearances. 1.11 To the fullest extent permitted by law BSSW shall not be liable for the acts, omissions or default of those providing services in connection with the event or any liability for any injury, damage, loss, delay or additional expenses which are incurred at or in association with this event. Where legislation implies any condition or warranty which cannot be excluded or modified, that condition or warranty will be deemed to be included in this agreement. However, our liability for any breach of such condition or

warranty will be limited, at our option, to the resupply of the services or the cost of having the services supplied again.

1.12 BSSW will not share your personal information with third parties except with professionals needed to manage the event. The information provided at the point of exhibitor booking marked for ‘Public’ availability is separate to that and is made available to visitors of our website and in other publicity materials. BSSW may email you prior to and after the event, but will not sell your personal information to third parties. We do not take any responsibility for emails sent by third parties/affiliates or people you meet with or share information with at the event.

2. Your obligations

2.1 You must provide any trademarks or logo image (in the format required by BSSW) and other details or information requested by BSSW (such as the correct use of your name, trademarks etc.) to BSSW, within 14 days of completing your booking. You hereby agree to grant BSSW a royalty free, non- exclusive licence to use such logos, trademarks, names and other intellectual property or other information provided for the purpose of advertising and promoting the event or any other matter relating to the Event (including for the avoidance of doubt any post event materials). BSSW may limit the number of colours used for the printing of your logos. 2.2 At the request of BSSW you must provide details of all sponsorship or exhibition materials you intend to use at the event, which shall be subject to the approval of BSSW. Space may be limited depending on the venue and BSSW reserves the right to limit the amount of materials and their size. 2.3 You are responsible for setting up (including but not limited to providing your own staff and delivery equipment) any exhibition or promotional materials at least one (1) hour before the start of the event. You must ensure that the venue is cleared of your materials within two (2) hours of the end of event, unless otherwise agreed. If you fail to remove all materials in accordance with this clause then BSSW reserves the right to destroy the same, without any liability to you, and charge You for any disposal costs.

2.4 You agree that you will not dismantle or remove such materials until the end of the event and ensure that during the event any exhibition stand is fully staffed with competent personnel.

2.5 Delivery of your materials will not, unless otherwise agreed, be allowed prior to the date that the event starts.

2.6 No part of your materials may be pasted, nailed, or otherwise affixed to walls, doors or other surfaces in a way that damages or defaces the venue, equipment or furnishings and any allocated space must be kept clean and tidy at all times (including, for the avoidance of doubt, following removal of your materials at the end of the event). You will be liable for any and all damage or untidiness caused from your failure to observe this clause. 2.7 You must ensure that your activities are confined to your allotted space and that all gangways and aisles are kept clear at all times. You are responsible for ensuring that your activities and materials do not cause any danger, offence, annoyance or inconvenience to others.

2.8 You must not advertise or operate any competition, lottery or draw without prior written approval.

2.9 If you are allocated badges these must be worn at all times during the event.

2.10 In addition to these terms and conditions you also agree to comply with any law or regulation of any competent authority (including but not limited to health and safety and fire regulations) and any

rules, regulations, instructions and terms given or imposed by the owner or provider of the venue and, if applicable, any third party managing the event.

2.11 You warrant and confirm that all materials you use or provide will not infringe any intellectual property of any third party, are accurate and not offensive, indecent, defamatory or threatening and agree to fully indemnify BSSW against any claim, damages, costs or other liability incurred by BSSW in the event that anyone alleges infringement of this clause.

3 BSSW rights and obligations

3.1 BSSW will have complete discretion to determine the allocation of floor space and reserves the right to amend or revise the floor plan. In the event that the space allotted to you needs to be reduced the parties will negotiate in good faith a reduction in the cost. 3.2 BSSW reserves the right to postpone, relocate the venue or alter the times and/or date of the event. Such changes shall not affect the validity of this agreement, however BSSW shall, as far as is reasonable, ensure that any such changes do not substantially affect your rights.

3.3 BSSW reserves the right to refuse entry to the venue and/or require you to immediately remove any material or personnel.

3.4 BSSW will at all times comply with the >Page 1 Page 2 Page 3 Page 4 Page 5

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