Terms & Conditions
1) ACCEPTANCE BY ORGANISER.
The Sponsor or Exhibitor’s participation in the Event is subject to The Organiser’s approval. The Organiser may withdraw its acceptance at any time by refunding the Total Sponsorship Fee paid if The Organiser, in its sole discretion, determines that The Sponsor or Exhibitor or its product is ineligible. The Organiser makes no warranties regarding the number of persons who will attend the Event. Event dates, hours, and venues may be modified. The Sponsor or Exhibitor shall be notified in writing of any such modification.
2) ASSIGNMENT AND USE OF EVENT SPACE
a) License Grant. The Sponsor or Exhibitor grants to The Organiser the right to use The Sponsor or Exhibitor’s name and logo in connection with the worldwide promotion and production of the Event.
b) Event Space Assignment- Use and Occupancy. The Organiser will provide publicity, branding and a table and/or space at the Event for The Sponsor or Exhibitor promotion and to host colleagues and/or clients (the ‘Sponsorship’) The total Sponsorship Fee includes use of the table and any other benefits as specified in the sponsor or exhibitor Information. The location of the table/space provided to The Sponsor or Exhibitor will be determined by The Organiser. The Organiser may alter Event layout or venue at any time. The table/space is provided for The Sponsor or Exhibitor’s use only, and The Sponsor or Exhibitor may not share, sell, assign, sublease or charge admission for entry into any portion of the space or sponsorship (including to an affiliated company) without The Organiser’s prior written consent. The Sponsor or Exhibitor’s activities must be confined within the table/space provided and must be in support of products or services directly related to The Sponsor or Exhibitor’s normal business activities. The Organiser may refuse permission to exhibit any products or services The Organiser deems objectionable or unsuitable for the Event. At the Event, The Sponsor or Exhibitor may not exchange goods or money without The Organiser’s prior written consent and The Sponsor or Exhibitor may not assist any other party in soliciting business without The Organiser’s prior consent.
c) Own Risk. The Sponsor or Exhibitor has sole responsibility for any loss of its equipment or proprietary information, or any other loss, including any subrogation claims by its insurer. Persons hosted or otherwise participating in The Sponsor or Exhibitor’s table/space are deemed the invitees or licensees of The Sponsor or Exhibitor and are not the invitees or licensees of The Organiser.
d) Third Party Contractors. Any Event venue may require The Organiser and/or The Sponsor or Exhibitor to use designated third-party contractors to provide certain services (“Required Contractors”), and The Sponsor or Exhibitor must then use only the Required Contractors for such services. Notwithstanding such designation, Required Contractors and third-party vendors listed in the Manual act solely as independent contractors, and The Organiser is not responsible for their performance, acts, or omissions.
e) Other Events and Marketing. The Sponsor or Exhibitor agrees that it may not use any of The Organiser’s event to leverage or promote any other event in which The Sponsor or Exhibitor is a sponsor, exhibitor or participant, and therefore agrees that it may not, during the period from two days before until two days after the Event conduct, promote, endorse, or sponsor any functions, classes, seminars, exhibits, or similar marketing activities within 50 miles (80 kilometres) of any event similar to the Event that is the subject of this agreement, other than The Sponsor or Exhibitor’s participation in the Event under this Agreement. During the Event, The Sponsor or Exhibitor may not promote its products or organisation within 500 yards (457 meters) of any Event locations, except (i) in advertising contained in periodicals or similar regularly published media, or (ii) as permitted by this Agreement or by The Organiser in writing.
f) Other Event Payments. The Organiser may apply any payments made by The Sponsor or Exhibitor under this Agreement to any obligation that is past due under any other event-related agreement between The Sponsor or Exhibitor and The Organiser. In such case, The Organiser will notify The Sponsor or Exhibitor of such application.
3) COMPLIANCE WITH LAWS AND RULES
a) Laws and Rules. The Sponsor or Exhibitor must comply with all applicable laws, regulations, and ordinances in connection with its participation in the Event, including, but not limited to: rules of the venue, any relevant labour union and the terms, conditions, and rules issued by The Organiser from time to time in connection with the Event.
b) Third Party Proprietary Rights. The Sponsor or Exhibitor agrees that it will not violate any proprietary rights of third parties in connection with its participation in the Event, including but not limited to: the performance, distribution, or posting of copyrighted material without a license, assignment, or other legally effective permission.
c) Taxes and Licenses. The Sponsor or Exhibitor is solely responsible for obtaining any licenses and permits, and payments of all taxes (including sales and use taxes), license fees, or other charges applicable to its participation in the Event, including taxes collected by The Organiser.
d) Health & Safety. The Sponsor or Exhibitor agrees to comply with local Health & Safety regulations and procedures, and those specified by The Organiser.
4) CANCELLATION OR POSTPONEMENT OR VARIATION OF DAYS
a) Termination. The Organiser may take possession of table/space and terminate The Sponsor or Exhibitor’s participation in the Event upon The Sponsor or Exhibitor’s failure to meet any obligations under the Agreement, including but not limited to The Sponsor or Exhibitor's failure to (i) pay for the Sponsorship or related services, (ii) attend the event, (iii) violate The Organiser's standards of conduct (including, but not limited to, engaging in violent, illegal, threatening, or discriminatory conduct). All payments to The Organiser are deemed fully earned and non-refundable when due. The amounts due from The Sponsor or Exhibitor under this Agreement as of the effective date of any termination belong to The Organiser and represent an agreed measure of compensation and are not to be deemed or construed as a forfeiture or penalty.
b) Cancellation. The Organiser may cancel all or postpone any part of the Event for any reason beyond its reasonable control. The Sponsor or Exhibitor shall not have any claim against The Organisers in respect of any loss or damage whatsoever in the consequent of the Event failing or not taking place for whatsoever reason, including but not limited to natural or public disaster, domestic or international epidemic or pandemic, domestic or international acts of terrorism, wartime, act of God, venue construction, insufficient participation, market fluctuations, government regulation, or similar reasons, or the Event venue being or becoming wholly or partially unavailable for the holding of the Event for whatsoever reason. If by re-arrangement or postponement of the period of the Event or by substitution of an alternative venue for the Exhibition or by means of any other reasonable matter or thing the Event can be held the contracts for the Sponsorship or Exhibition space shall be binding upon all parties save that the same shall be deemed to be varied so as to allow for any necessary change in venue, dates or period of the Event, sponsorship, stand size, location, or virtual event replacement or otherwise.
5) ORGANISER MATERIALS.
Operational communiques and any other methodologies and planning materials distributed to The Sponsor or Exhibitor related to the planning or execution of the Event (“Organiser Materials”) are owned exclusively by and are confidential information of The Organiser. The Organiser grants to The Sponsor or Exhibitor a revocable, non-transferable, nonexclusive license, on an “AS IS” basis to use such Organiser Materials solely in connection with The Sponsor or Exhibitor’s participation in the Event. Upon completion of the Event or earlier termination of this Agreement, The Sponsor or Exhibitor must promptly return the Organiser Materials, to The Organiser upon The Organiser’s written request. The Sponsor or Exhibitor may use, but may not sell, lease or rent, lists of Event exhibitors or attendees without The Organiser’s prior written permission.
6) LIMITATION OF LIABILITY; INDEMNITY
a) Under no circumstances will The Organiser, its affiliated entities and individuals, or the venue of the Event and its affiliated entities and individuals (the “Event Providers”) be liable for lost profits or other indirect, incidental, consequential, or exemplary damages for any of their acts of omissions in connection with the Event, whether or not such Event Provider has been apprised of the possibility of such damages or lost profits. In no event, will The Organiser’s aggregate liability hereunder, or otherwise in connection with the Event, exceed the amount actually paid to it by The Sponsor or Exhibitor for the Sponsorship. The Organiser is not liable for any errors in any listing or descriptions or for omitting The Sponsor or Exhibitor from the Event show guide or other materials.
b) The Sponsor or Exhibitor acknowledges that The Organisers shall not be held responsible for the failure of all or any other contracted sponsors or exhibitors to attend the Event or the failure of any number of attendees to attend the Event for any reason.
c) None of the Event Providers are liable to The Sponsor or Exhibitor for any damage, loss, harm, or injury to the person, property, or business of The Sponsor or Exhibitor, or any of its visitors, officers, agents, employees, or other representatives, resulting from theft, fire, earthquake, water, unavailability of the venue or intermediate staging facilities, insufficient participation, accident, or any other reason in connection with the Event or any planning meetings, demonstrations, or staging’s, except to the extent such liability arises directly from the wilful misconduct of the Event Providers against whom liability is sought to be assessed.
d) The Sponsor or Exhibitor agrees to defend, indemnify, and hold harmless the Event Providers, their nominated agents and those lawfully in the venue from and against any claim, loss, liability, or damage suffered due to the negligence or misconduct of The Sponsor or Exhibitor or its guests or agents or The Sponsor or Exhibitor’s breach of any commitment made hereunder. The Sponsor or Exhibitor must maintain proper insurance coverage for its property and liability, and The Sponsor or Exhibitor represents and warrants that it has obtained adequate insurance to cover its potential liability hereunder. The Sponsor or Exhibitor will provide a copy of the insurance certificate to The Organiser fourteen (14) days prior to the Event date at the latest. If The Sponsor or Exhibitor fails to provide The Organiser with proof of its having obtained insurance coverage within this deadline, The Organiser, in its sole discretion, may terminate this Agreement with The Sponsor or Exhibitor. In such a circumstance, the Total Sponsorship Fee shall not be refunded.
e) The Sponsor or Exhibitor shall be fully responsible to pay for any and all damages to property owned by venues contracted by The Organiser, its owners or managers, which results from any act or omission of The Sponsor or Exhibitor. The Sponsor or Exhibitor agrees to defend, indemnify and hold harmless, the venue, its owners, managers, officers or directors, agents, employees, subsidiaries and affiliates, from any damages or charges resulting from The Sponsor or Exhibitor's use of the property. The Sponsor or Exhibitor's liability shall include all losses, costs, damages, or expenses arising from or out of or by reason of any accident or bodily injury or other occurrences to any person or persons, including The Sponsor or Exhibitor, its agents, employees, and business invitees which arise from or out of The Sponsor or Exhibitor 's occupancy and use of the Event Venue or any part thereof.
The Sponsor or Exhibitor acknowledges that the Event may be recorded or reproduced, and The Sponsor or Exhibitor authorises The Organiser and its designees to record, transcribe, modify, reproduce, perform, display, and distribute in any form and for any purposes any such recording of the Event, and agrees to execute any additional release presented by The Organiser, its licensees, or permittees, in connection with such activity. The Sponsor or Exhibitor hereby releases The Organiser and its designees from and waives all claims it or its employees or agents may possess, now or in the future, in connection with such activities, and The Sponsor or Exhibitor specifically waives any statutory restriction on waivers of future claims or moral rights.
Information supplied by The Organiser in relation to the Event is accurate to the best of its knowledge and belief but shall not constitute any warranty or representation by The Organiser and any inaccuracy or mistake therein or omission there from shall not entitle The Sponsor or Exhibitor to cancel its booking.
Any notice required or permitted to be given by either party to the other under these terms and conditions shall be in writing addressed to that other party at its registered office or principal place of business or such other address as may at the relevant time have been notified pursuant to the provision to the party giving the notice.
No waiver by The Organiser of any breach of the Agreement by The Sponsor or Exhibitor shall be considered as a waiver of any subsequent breach of the same or any other provision.
If any provision of these terms and conditions is held by any competent authority to be invalid or unenforceable in whole or in part the validity of the other provisions of these terms and conditions and the remainder of the provision in question shall not be affected thereby.
This Agreement will constitute the entire agreement between The Sponsor or Exhibitor and The Organiser concerning its subject matter and may only be modified in a writing signed by The Organiser. The Organiser’s rights under this Agreement are not deemed waived except as specifically stated in writing and signed by an authorised representative of The Organiser. If any term of this Agreement is declared invalid or unenforceable, the remainder continues in full force and effect. The Organiser may assign this Agreement or its rights or responsibilities hereunder to any other party. The Sponsor or Exhibitor may not assign this Agreement to any other party, including a successor in interest, in the event of a merger or sale of assets, without the prior written consent of The Organiser, in which circumstance The Sponsor or Exhibitor must guarantee performance of the assigned obligations. This Agreement is binding upon the heirs, successors, and permitted assigns of The Sponsor or Exhibitor. This Agreement will be governed by the laws of England and Wales without regard to conflict of law principles. The parties hereby consent to the exclusive jurisdiction of England or Wales for resolution of any disputes arising out of this Agreement. The prevailing party in any legal action to enforce or interpret this Agreement shall be entitled to recover reasonable attorney’s fees and costs.
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