1. The term ‘Organiser’ used in these conditions means Ocean Media Exhibitions Ltd or its assignees.
2. The term ‘Exhibitor’ includes any person, firm or company (including his or their servants or agents), partnership, corporation or institution to whom space is allocated.
3. The term ‘Contractors’ shall mean any person or persons, firm or company employed by the Exhibitor or Organiser during the build-up, for the fitting or painting of stands or in the supply of other services.
4. The Organiser will not accept any booking unless accompanied by a signed contract. Payment terms are specified on the contract. Exhibitors will not be allowed access to their stands unless they have paid in full, and the Organiser reserves the right to re-sell any stand not fully paid for by the due date. Payments received from exhibitors who subsequently default in any way will not be refundable unless the Organiser specifically agrees to this. Payments due in respect of late bookings must be made prior to the exhibition. In the event of late payment of cheques, or dishonoured cheques, the Organiser reserves the right to charge an administration fee of £25.00. The Organiser reserves the right to charge a 5% surcharge on the total stand price for exhibitors who do not adhere to the above payment schedule.
5. Shell scheme of a standard design will be provided for all exhibitors unless otherwise agreed. Please refer to the appropriate form, supplied by the stand contractor.
6. Exhibitors must restrict their display to the actual stand area. Exhibitors must not ‘overflow’ into aisles and exhibitors’ sales activities must be similarly restricted to the actual stand area. Exhibitors must not ‘wall off’ any otherwise open area of their stand perimeter without the approval of the organiser.
7. Exhibitors are prohibited from introducing any form of publicity material – posters, signs etc. – to any area which is not part of their stand, unless specifically agreed with the Organiser. Exhibitors must not play music on their stands or use microphones to the annoyance of other exhibitors. Background music may be played, but the Organiser reserve the right to require that it be discontinued. Exhibitors must inform the Organiser if they intend to play music on their stand, and must pay to the Organiser the appropriate Phonographic Performance Ltd fee on demand.
Exhibitors must submit in writing to the Organiser any special promotional ideas e.g. entertainment, handouts, prizes or promotional staff that they wish to have on their stand at the show.
Please be aware that all promotional ideas are subject to approval by the Organisers.
8. The exhibitors shall keep the Organiser and the venue indemnified in respect of i) any loss or damage to the property of the Organiser or the venue, and ii) all claims and demands of third parties (including servants, agents, sub contractors of the Organiser and the proprietors of the building and their servants, agents and sub contractor) in respect of damage to property or personal injury caused or occasioned by the exhibitor or any of his employees, agents of sub contractors arising out of, or in consequence of, his occupation of a site or the exhibiting of any article.
9. Exhibitors with space only stands must submit clear drawings of their stand, including all relevant measurements including height of the stand to the Organiser 12 weeks prior to the exhibition. The Organiser reserves the right to reject or require amendments to stand designs at their absolute discretion. Stands of 4 metres or above in height will be subject to an engineer’s inspection for which a fee is charged. This fee is payable by the exhibitor. Wall panels and other structures facing other exhibitors’ stands must be properly finished to a standard acceptable to the Organiser.
10. Items offered for sale at the exhibition must be bona fide products at a reasonable and sustainable wholesale price. The use of the exhibition for the “dumping” or “discounting” of artificially cheap products will not be allowed.
11. Fire Risk and Safety
Exhibitors will adhere to the regulations of the Harrogate International Centre and other Authorities concerning explosive and dangerous combustible material and undertake to effect adequate claims and associated risks. Exhibitors shall not jeopardise any current policies or licences, and shall in all cases comply with the special or any requirements of the Fire Insurances of the Harrogate International Centre or other Authorities concerned. In no circumstances shall naked lights or unprotected halogen lamps, explosives or articles of a dangerous or inflammable or objectionable nature, or temporary gas or electrical fittings, be installed or used in the Halls without the prior written permission of the Organiser, who shall be at liberty at any time to remove such articles from the Halls. It is essential that exhibitors take steps when designing and constructing their stands to ensure that the disabled are not precluded from gaining access to their stand. Exhibitors must therefore ensure that appropriate ramps are included as part of the stand design if platforms are used.
All materials used must be fire resistant and susceptible to sprinklers. All timber under 1 inch thick, boards, plywood and chipboard under three quarters of an inch thick must be impregnated to Class 1 standard and stamped BS476 (part 7) and conform to Class 1 standard. Plastics must conform to Class 1 fire regulations.
All textile fabrics used for display must be fixed securely and/or in tight pleats to a solid backing and secured three inches above floor level. No fabric must touch light fittings at any time. No lightings shall be placed so that the lighting surface is in direct contact with the stand construction or display materials.
Health and Safety
Space only exhibitors and their contractors must ensure safe working practices, and the Organiser reserves the right to require an exhibitor to submit a Risk Assessment in respect of his stand. You are also required to sign and return the Health & Safety Declaration form which is included in your exhibitor manual.
It is a legal requirement that children under the age of 16 are not allowed in the halls during build up and breakdown of the show. Any children within the halls during the build up and breakdown periods of the show will be asked to leave the premises immediately. On the final open day of the exhibition all children under the age of 16 must have left the halls before 4.00pm. During the open period of the exhibition, children are allowed within the halls when accompanied by a responsible adult, but if they are based on an exhibitor’s stand they must not leave the stand area unless accompanied by an adult.
It is a condition of this contract that Exhibitors arrange adequate insurance to protect themselves and others attending the show. The minimum limit of Public Liability expected is £2 million. To provide you with this level of cover and further additional covers, the Organiser has arranged for Exhibitors to be covered under their insurance policy for a participation fee. An “Evidence of Insurance as an Exhibitor” document, summarising the cover provided, will be issued by email when payment of the Insurance Participation Fee is made with your invoice. Please note that payment of the Insurance Participation Fee must be made before the event commences. Standard limits are:
|Cover Headings||Standard Limits|
|Exhibitor Expenses||GBP 20,000|
|Exhibitor Liability||GBP 2,000,000
any one occurrence
Brief Summary of the Cover
Loss of irrecoverable expenses sustained as a result of cancellation, abandonment, curtailment, postponement or removal to alternative premises; inability to open or keep open your stand/space due to damage to Exhibitor Property at the Venue, in transit to the Venue or damage to the Venue itself; late or non-arrival of Exhibits or of your staff/representatives; failure to vacate the Venue within the contracted time; reasonable additional costs and expenses incurred in avoiding or diminishing a loss; for reasons beyond your control.
Physical loss of or damage to property for which you are responsible, including exhibits, stands, displays, equipment, furnishings, stationery, promotional literature, being brought to the venue for the purposes of the Exhibition.
Legal liability to pay compensation, legal costs and expenses as a result of accidental death or injury to a third party and/ or damage to their property at the Venue.
If you believe you already have adequate Public Liability cover in place you will receive email instructions as to how this can be uploaded onto InEvexco Ltd’s portal. This will then be reviewed by InEvexco Ltd, who are a specialist insurance broker and who administer the Organiser’s Exhibitor insurance. This should be uploaded at least 30 days prior to the exhibition opening. If for any reason your Public Liability cover is deemed inadequate by InEvexco Ltd then they will inform you why this is the case and what you need to do to satisfy the Organiser’s condition regarding insurance. If you disagree with InEvexco Ltd’s decision you will be allowed to make use of InEvexco Ltd’s complaints procedure.
Please do not send any insurance documentation to the Organiser. A full specimen policy wording, showing the terms, conditions and exceptions of the cover and the Exhibitors Insurance Product Information Document is available from InEvexco Ltd via their website www.inevexco.co.uk/event-exhibition-organisers. This service is provided on a non-advised basis and you should make sure that the minimum limits are sufficient for your needs.
The Organiser accepts no liability in contract, tort, negligence, statutory duty or otherwise (to the maximum extent permitted by applicable law) arising out of the use of, quality, fitness for purpose or access to or provision of the insurance policy by InEvexco Limited. The Organiser has no responsibility to you for, and hereby disclaims all liability arising from, the acts or omissions of InEvexco Limited or any third parties required to provide the insurance policy and related services hereunder.
The Organiser requires Exhibitors to have adequate Public Liability insurance cover when they exhibit at its events. This is incidental to the services the Organiser provides as the event organiser. InEvexco Limited are authorised and regulated by the Financial Conduct Authority (FCA) to provide relevant insurance mediation services, under number 579079. The FCA’s register can be accessed through www.fca.gov.uk.
13. Abandonment and Limitation
If the exhibition is abandoned by reason of war, fire, national emergency, labour dispute, strike, lock-out, civil disturbance, inevitable accident, the non-availability of the Exhibition premises, or any other cause not within the control of the Organiser whether ejusdem generis or not, the Organiser will at their entire discretion repay the rental paid by the Exhibitor, or part thereof less any expenses incurred by or on behalf of the Organiser, but shall be under no obligation to repay the whole or part of such rental, and shall be under no liability to the Exhibitor in respect of any such actions, claims, losses (including consequential losses), costs or expenses whatsoever which may be brought against or suffered or incurred by the Exhibitor, as a result of the happening of any such events.
14. The Organiser reserves the right to cancel, postpone or change the date and/or location and venue of the exhibition or of any exhibitor’s stand, and shall be under no liability in respect of such expenditure, liability or loss incurred by the exhibitors. Exhibitors should indemnify themselves against such risk in respect of any loss they are likely to incur as a result of such change, or of cancellation.
15. The Organiser shall be entitled to terminate this agreement if the exhibitor:-
a) Is in breach of any of the terms of this agreement
b) Commits any act of bankruptcy
c) If a company, goes into liquidation, receivership, or administrative receivership, whether voluntarily or compulsory.
16. Conduct at the Exhibition
For the duration of the Exhibition period, Exhibitors agree to procure that they and their employees, agents or stand sharers shall not:
a) Adopt unusual promotional plans without the approval of the Organiser;
b) Obstruct the view of or otherwise distract adjacent exhibits by the arrangement or operation of sound, lighting or other equipment;
c) Permit raffles, donations or other promotional measures that require members or guests to be present at a specified location and time;
d) Remove their stand from the Exhibition prior to the termination of the Exhibition; or
e) Operate in any manner objectionable to other exhibitors or to Ocean Media Exhibitions Ltd. Anyone behaving in such a manner will be removed from the halls and not be allowed to return.
17. Non Payment
In the case of non payment of any sum payable by the Exhibitor to the Organiser or the breach or non-observance by the Exhibitor of any of the terms and conditions of these Regulations or other contract from time to time between the Exhibitor and the Organiser may at their absolute discretion take any of the following courses of action (or such combination of such courses of action as seen to the Organisers reasonable in all circumstances)
To revoke the allocation of the stand/space, remove the stand and remove the exhibitor, his agents and property at his expense from the exhibition premises.
To charge interest on the amount outstanding at a rate of 4% over the of Bank of England base rate
To vary the allocation of stand/space and relocate the Exhibitor to some other part of the Exhibition Hall.
18. Exhibitors shall not introduce onto their stand any product other than those produced sold by the Exhibitor, and must not sub-let any part of their stand without prior written consent from the Organiser. The rights of an Exhibitor will not be assignable to any other person, company or partnership.
19. Official Contractors
Exhibitors may only use the Official Contractors appointed by the Organiser for the following services they may require: catering, electrics, lifting, air conditioning, additional stand cleaning, and additional security, and telephone, water and waste connections. The Organiser reserve the right to change or appoint additional Official Contractors as may be found necessary or desirable.
The Organiser reserve the right to refuse admission to the Exhibition premises any contractor or subcontractor not previously notified to them, or who is in the Organiser’s opinion not qualified to undertake the works expected of them.
20. Exhibitors are prohibited from bringing their own food and drink into the exhibition.
21. Exhibitors are prohibited from breaking down their stand before close of business on the last day, and may not bring boxes, etc, into the exhibition nor remove items from the exhibition before closing time.
22. Neither the Organiser nor his Agent shall be responsible for errors or omissions in the exhibition catalogue, and no refunds will be offered in this respect.
23. In the event of the exhibitor cancelling his stand cancellation must be in writing with proof of receipt and the following payment
Terms shall apply:
(1)Withdrawal from the contract up to 28th Febuary 2018 25% of the Contract Price.
(2)Withdrawal between 1st March 2018 and 31st May 2018 50% of the Contract Price.
(3)Withdrawal between 1st June 2018 100% of the Contract Price.
24. Signing the contract constitutes a legally binding contract between the Organiser and the Exhibitor, within the terms of these Terms and Conditions. The Organiser makes no representations or guarantees in respect of customer flow to individual stands at the exhibition. Nothing said or implied by any member of the Organiser’s staff shall constitute any part of this contract.
25.Interpretation and Alterations
The Organisers reserve the right to alter, amend or add to any of these terms and regulations for the better conduct of the Exhibition and to waive any of these terms and regulations in particular cases. Should any question arise whether provided in these terms or not, the decision of the Organiser shall be final. The Exhibitor undertakes not by any act or omission to do anything which would lead to the cancellation by Harrogate International Centre of its contract with the Organiser. The descriptive headings in these regulations are for reference only and are not part of the contract.
26. This contract and/or stand space shall not be assigned to a third party without the express written permission of the Organiser, but the Organiser may assign all of its rights and the benefit of this Contract to any third party provided that it gives written notice of such assignment to the Exhibitor within 21 days after that assignment.
27. The exhibitor expressly acknowledges that no representations, whether oral or in writing express or implied, have been made concerning the amount of business to be gained from the exhibition, or the number of buyers who will attend the exhibition. The exhibitor further acknowledges that this document together with the Contract for Space constitutes the entire agreement between the parties.
28. This contract shall be governed by and construed according to English law.