Exhibitor terms

Exhibitor terms


In these rules and regulations the term Exhibitor includes all employees or agents of such and the term Exhibition shall be deemed to mean the exhibition named on the Stand Space Application/Contract.

Duration of Exhibition

The exhibition will be open on the days specified in the exhibition brochure.

Charges for Space

Charges include the cost of shell stands only where specified. The charges and any contract arising therefrom are based on current labour rates and may be subject to alteration in the event of any substantial changes therein. Value Added Tax at the standard rate, applicable to the relevant country, is chargeable on space and shell scheme charges.

Stand Construction

The organisers have appointed official contractors who will be the sole contractors for the construction and erection of the shell scheme stands.

Allotment of Space

When space has been offered, each exhibitor will receive a confirmation that the space is held. An invoice will be raised and upon receipt of payment the space will be confirmed. No space is confirmed without payment. The exhibitor by making payment is giving a formal acceptance of the area allotted and the terms and conditions contained in the rules and regulations forming part of the contract between the Organisers and the Exhibitors. The Exhibition Booking Form must contain all the information requested.

Revision of Layout

Should it be necessary to revise the layout of the exhibition for any purpose, the organisers reserve the right to transfer an exhibitor to any mutually agreeable alternative site.

Payment of Space

The payment of the deposit amount of 25%, depending on the time of booking, must be forwarded to the organisers immediately on receipt of the deposit invoice. The balance amounts of the total cost are due and payable on the dates indicated. The final amount is always due and payable at least 60 days prior to the opening of the exhibition. Where payment is not made in accordance with the Terms and Conditions, the deposit may be forfeited and the space re-allocated. Any loss incurred by the Organisers by reason of such non payment must be paid by the defaulting applicant.

Completion of Exhibits

All stands and their exhibits must be completed by the opening time on the first day of the exhibition.

Dismantling of Exhibits

Exhibits must not be removed and displays must not be dismantled either partially or totally, before the closing time of the last day of the exhibition. All exhibits and display material must be removed as soon as possible and by the time indicated in the Exhibitors’ Manual.

Unoccupied Space

Where space applied for and granted is not occupied by the Exhibitor, the Exhibitor shall pay to the Organisers a sum in liquidated damages equal to the reservation cost. The Organisers reserve the right to re-allocate or otherwise deal with this space as they so decide.

Prohibition of Transfer

Exhibitors may not assign, sub let or grant licences in respect of the whole or any part of the space allotted to them without the express permission of the Organisers.

Fire Risks and Safety

Exhibitors will adhere to all fire and safety regulations which affect the Exhibition. Aisles and fire exits must be kept clear of exhibits, displays and other obstructions.

Protection of Exhibits

All exhibits must be properly protected so as to avoid danger to any person or persons visiting or taking part in the Exhibition. The Organisers shall be indemnified by the Exhibitor against any claim or action on account of any injury or damage being caused, or occasioned by any exhibit to any persons whatsoever.

Exhibitor’s Liabilities

Any Exhibitor hereby accepts liability for all acts or omissions of himself, his servants, contractors, agents and visitors and undertakes to indemnify the Organisers. To keep them indemnified against all liability in respect thereof and against all actions, suits, proceedings, claims, demands, costs and expenses whatsoever, which may be taken or made against the Organisers or incurred or become payable by them arising therefrom or in respect thereof including any claims arising out of the supply by the Exhibitor of samples of any kind whatsoever whether such samples be sold or given away free and including any legal costs and expenses and any compensation costs and disbursements paid by the Organisers on the advice of counsel to compromise or settle any such claims. Notwithstanding the indemnity hereby given, the Exhibitor undertakes to arrange appropriate third party liability insurance.

Insurance Liability

Neither the Organisers not the hall owners will be responsible for the safety of any exhibit or property of any Exhibitor, or any other person, for the loss or damage of, or destruction to same, by theft or fire or any other cause whatsoever, or for any loss or damage whatsoever sustained by the Exhibitor by reason of any defect in the building caused by fire, storm, tempest, lightning, national emergency, war, labour disputes, terrorism, strikes or lock outs, civil disturbances, explosion, inevitable accident, force majeur, or any other cause not within the control of the Organisers or for any loss or damage occasioned, if by reason of happenings of any such event, the opening of the exhibition is prevented or postponed or delayed or abandoned, or the building becomes wholly or partially unavailable for the holding of the Exhibition. The Exhibitor agrees and undertakes to insure in their full replacement value the contents of his stand and all associated ancillary equipment and materials.

Postponement or Abandonment

In no event shall the Exhibitor have any claim for damages of any kind against the Organisers or the hotel in respect of any loss or damage consequential upon the prevention, postponement or abandonment of the Exhibition, where it becomes wholly or partially unavailable for the holding of the Exhibition for reasons beyond the Organiser’s control, and the Organisers shall be entitled to retain such part of all sums paid by the Exhibitors as the Organisers consider necessary. If, in the opinion of the Organisers, re-arrangement or postponement of the period of the Exhibition, or by substitution of another venue or any other reasonable manner, the Exhibition can be carried through, the contract for space shall be binding upon the parties, except as to size and position of stands, as to which any modifications, substitutions, or re-arrangement they consider necessary shall be determined by the Organisers.

Advertising Matter

The Exhibitor may distribute advertising and printed materials from his stand but must not distribute such material in the neighbourhood of entrances and exits, not in such a manner as to cause annoyance or disturbance to other Exhibitors. In the event of other devices which emit sound, they must be operated and controlled so that there is no disturbance to other Exhibitors.

Removal of Exhibits

No exhibits will be allowed to be removed from the Exhibition without an official pass obtainable from the Organisers. In the event of any amounts due to the Organisers from the Exhibitor, the exhibits shall be subject to a lien.

Electrical Fittings and Supplies

Lighting, power plugs, power mains and motors will be available at charges obtainable from the Organisers and the Official Contractors appointed by them. Full details, plus scales of charges will be issued to the Exhibitor prior to the Exhibition.


The Organisers reserve all photographic rights for the Exhibition and will appoint Official Photographers who will undertake photography for any Exhibitor at a reasonable charge. Exhibitors who wish to make their own arrangements for photographing their stand must apply to the Organisers for their permission.


The Exhibitor shall be responsible for the removal from the Exhibition premises and storage of all crates and empty cartons not required on their stand.


Admission to the Exhibition shall be restricted to those exhibitors who, in the opinion of the Organisers, have a legitimate professional interest in the subject of the Exhibition. The Organisers reserve the right to refuse application to exhibit without assigning any reason.

Right of Rejection

Exhibits are admitted to the Exhibition, and shall remain there, solely on strict compliance with these Rules and Regulations. The Organisers reserve the right to prohibit in whole or in part and reject any Exhibitor or his representatives in the case of failure to comply with the Rules and Regulations. There shall be no return of payment if such rejection or prohibition is deemed necessary by the Organisers.

Cancellation of Space

In exceptional circumstances the Organisers will be prepared to consider cancellation of their Contract with Exhibitors, but only if the following conditions are complied with :

a) That the request for cancellation is submitted by registered post

b) That the request is received at least two months prior to the opening of the Exhibition

c) That the Organisers are able to re-let the cancelled space in its entirety

d) That the reason given for the request of cancellation is, in the opinion of the Organisers, well founded.

e) That the Exhibitor agrees to pay whatever amounts have been invoiced i.e. 25%, 50% or 100% at the time of the requested cancellation.

Badges and Passes

Exhibitor badges will be issued to all Exhibitors. All stand personnel must wear or show their badges at all times to gain admission to the Exhibition.

Conduct of Exhibitors and Representatives

a) Annoyance: The Organisers reserve the right to stop any activity on the part of any Exhibitor that may cause annoyance to other Exhibitors or visitors. Business must be conducted only from the Exhibitor’s own stand and under no circumstances may this be carried out from the gangway or elsewhere in the Exhibition.

b) Microphones: The use of microphones is not permitted.

c) Gangways: Any encroachment upon gangways or passages shall be deemed to be a breach of contract and articles or goods found therein during the period of the Exhibition may be removed by the organisers or their agents and the organisers shall not be responsible for any loss thereto occasioned by such removal.

d) Publicity Material: Any publicity material shall be displayed and/or given away only from the Exhibitor’s own stand.

Amendment of Rules

The Organisers reserve the right to alter, add to, or amend any of these Rules and Regulations. Should any question arise whether provided of in these Conditions or not, the decision of the Organiser shall be final. No alteration, addition, amendment, or waiver to or of these Rules and Regulations shall operate to release any Exhibitor from his contract. The descriptive headings to these Rules and Regulations are merely for reference and do not form part of the Contract between the parties.