BSSW May 2020 Exhibitor Terms and Conditio…

BSSW 20 th May 2020 Exhibitor Terms and Conditions


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 – from 2019, we introduced 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 Data Protection Act 1998 and will hold your information and use the same solely for the purposes of this agreement or informing you about future events or services that may be of interest to you. BSSW will not pass your information onto any third party (other than is necessary for it to carry out its obligations under this agreement) without your express permission.

4 Cost and Payment

4.1 BSSW is registered for VAT. All costs are exclusive of any VAT that may apply.

4.2 The cost does not include accommodation, travel arrangements or other costs relating to your involvement in the event, unless specifically agreed.

4.3 You, the exhibiting company agree that you have fully agreed either verbally, by email or other means to have booked your exhibition stand and to pay within 14 days of receiving BSSW’s invoice for the event.

5 Cancellation

5.1 You may cancel this agreement subject to the following cancellation charges:

Time cancellation requested

Cancellation cost

Cancellation request received eight or less weeks before the event date

100% of the cost

Cancellation request received prior to eight weeks before the event date

50% of the cost

5.2 If you wish to cancel this agreement you must do so in writing and such request shall not be deemed valid until such request has been received and acknowledged in writing by BSSW.

5.3 If the event is cancelled for any reason, BSSW’s total liability shall be limited to repaying the cost to you.

5.4 In addition, BSSW shall be entitled to terminate this agreement with immediate effect if you are in breach of any other term of this agreement or enter into any insolvency proceedings without any liability to You but without prejudice to any of BSSW other rights under this agreement, including but not limited to its rights under clause.

5.5 In the event that this agreement is terminated for any reason whilst your materials are at the venue you will be responsible for removing the same at your cost and making good any damage caused.

6 Liability

6.1 Each party shall be liable to the other for death or personal injury caused by their negligence.

6.2 You are responsible for obtaining insurance (including but not limited to employee and public liability insurance of no less than 5 million pounds and any other policies you deem necessary) for any liabilities or losses you may incur by reason of this agreement, your materials or your attendance at the event.

6.3 You agree to fully indemnify BSSW for any liabilities that may incur due to your breach of this agreement.

6.4 BSSW hereby excludes liability of any indirect or consequential loss, including but not limited to loss of profits, contracts or goodwill, whether arising from negligence, breach of contract or however.

6.5 BSSW will not be liable in the event that any services are unavailable at the venue or for damage or loss to your property or materials through fire, theft, accident, or any other cause, whether the result of negligence or otherwise.

6.6 With the exception of death or personal injury or other liabilities, which it would be unlawful to limit or exclude, in any other event BSSW liability under this agreement shall be limited to £500,000.

7 General

7.1 You may not sublet, assign or apportion any part of this agreement nor represent advertise or distribute literature or materials for the products or services of any other third party except as approved in writing by BSSW.

7.2 No amendment or variation to this agreement shall be binding unless expressly agreed in writing by BSSW.

7.3 No failure or delay by BSSW in exercising any of its rights or remedies under the agreement shall operate as a waiver of those rights or remedies.

7.4 Pursuant to your booking, we may need to collect and keep personal information about you including your name, address, telephone number, credit card or payment details, and the names of all stand and/or ticket allocations. We may need to disclose your personal information as required by law

or as permitted under the Data Protection Act and the Freedom of Information Act. Our Privacy Policy outlines how we will handle your personal information.

7.5 If any provision of this agreement is found by any court, tribunal or administrative body of competent jurisdiction to be unenforceable or invalid for any reason, that provision is to be severed from the agreement and the remaining provisions of this agreement will otherwise remain in full force.

7.6 This agreement shall be governed by the laws of England and Wales and the courts of England and Wales shall have exclusive jurisdiction to determine any disputes arising from this agreement.


1. In connection with, and as a condition of, the attendance at the event, the undersigned confirms, acknowledges and agrees as follows: 2. Neither Showcase Events Limited nor any of its officers, directors, employees or representatives, in any way recommends or endorses any products, investments or business opportunity which may be discussed at the event. 3. Any investment or purchase decisions of yours are yours alone and such decision would in no way be influenced by any prior relationship or dealing with Showcase Events Limited or any of its officers, directors, employees or representatives. 4. The information provided at this event is intended for a general audience and does not purport to be, specific advice tailored to any individual. 5. There is no guarantee that the methods presented will be successful for you. 6. You agree to hold Showcase Events Limited and its presenters completely free from any liability resulting from your attempts to use the methods that are presented. 7. While the parties putting up presentations (the ‘presenters’) at the seminars, keynotes and workshops etc. are participating with the consent of BSSW (Showcase Events Limited), BSSW (Showcase Events Limited), assumes no responsibility for the accuracy or appropriateness of any information provided at the event by the presenters. 8. Should you choose to enter into any contractual relationships with any of the presenters or exhibitors at or subsequent to the event, you do so at your own risk, and acknowledge that BSSW, has neither responsibility for, nor liability with regards to, any contracts or relationships entered into between the undersigned and any third-party presenters. In consideration for the opportunity to attend the keynotes/seminars/workshops, you release and discharge BSSW (Showcase Events Limited), its affiliates, officers, directors, employees and representatives and their representative heirs, successors and assigns for any and all claims which you may otherwise have arising out of or in any way related to participation in the event or any relationships (contractual or otherwise) entered into with any presenter at such event.

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