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In these Terms and Conditions the following definitions apply:-
“the Popup Exhibition Contract” means the Organisers’ form of agreement for the allotment of a stand or slot to exhibit at the Popup Exhibition
“the Authorities” means the relevant local, county and other public authorities and bodies relevant to the Popup Exhibition ;
“the Contract” means the Popup Exhibition Space Contract, these Terms and Conditions and the Exhibitors’ Guide which is on our website available to download for all exhibitors.
“the Exhibitor” means the person, firm or company agreeing to take a stand at the Popup Exhibition under the Popup Exhibition Space Contract;
“the Exhibitors’ Manual” means the manual produced by the Organisers in relation to the Popup Exhibition ;
“the Licence / Booking Fee” means the amount shown as the total price payable by the Exhibitor in the Popup Exhibition
“the Organisers” means AfroAsia Ultimate Ltd;
“the Venue” means the venue where the Popup Exhibition will take place.
2. RULES & REGULATIONS
The Exhibitor must comply with the requirements of all Authorities including regulatory and where applicable with all rules and regulations issued by the owner of the Venue in force at the time of the Popup Exhibition .
The Exhibitor undertakes to comply with the obligations and duties contained or referred to in this Contract including (without limitation) those contained or to be contained in the Exhibitors’ Manual.
Exemptions from any of these obligations and duties may be granted at the Organisers’ discretion. No exemption given by the Organisers will be effective unless in writing.
The Contract comprises these Terms and Conditions and Contract the Exhibitors’ Manual)except as varied in writing signed by the parties.
3. STAND ALLOTMENT
(a) A stand will be held as let for 5 days after the date it is booked, subject to these Terms and Conditions.
(i) If the signed Popup Exhibition Space Contract together with payment/part payment is not received by the Organisers within that period, the Organisers may allocate the stand elsewhere without notice to the Exhibitor.
(b) The Contract constitutes a licence to exhibit and not a tenancy. The Organisers reserve the right at any time to make such alterations in the floor plan of the Popup Exhibition as may in their opinion be necessary in the best interests of the Popup Exhibition as a whole and to alter either or both of the shape and size of the space allotted to the Exhibitor.
If, as a result, the space allotted to the Exhibitor shall be reduced significantly, a proportionate allowance will be made to the Exhibitor by adjustment of the Fee. No alteration to the space allotted will impose on the Exhibitor any greater Exhibition Fee than that shown as due during the booking of the Popup Exhibition Space Contract.
(c) The Organisers further reserve the right at any time to substitute for the stand /slot allotted a different stand/slot.
(d) Allotment of space or an exhibitions by the Organisers shall not imply that they accept the proposed exhibits, and the Exhibitor must ensure that exhibits on the allotted stand comply with these Terms and Conditions.
The Organisers reserve the right to exclude and/or require to be removed any exhibit which in their opinion is not germane to the Popup Exhibition . The decision of the Organisers as to the eligibility of the exhibits will be absolutely final and binding.
(e) The Contract is personal to the Exhibitor or and may not be assigned, subcontracted or sublet by him. Neither may the Exhibitor or , without having first obtained the consent in writing of the Organisers:-
(i) have or display on the stand or at the Popup Exhibition the goods of any other person, firm or company except where they are authorised agents or distributors for the said company, person or firm; or
(ii) display or permit to be displayed on the stand or at the Popup Exhibition the name or mark of any other person, firm or company or literature or other items relating to the goods or services of any such other person, firm or company.
(f) Notwithstanding the allocation of a stand to the Exhibitor, the Organisers reserve the right to forbid the Exhibitor to erect or occupy that or any other stand if, on the date of the opening of the Popup Exhibition , there is subsisting any material breach of the obligations of the Exhibitor under the Contract including (without limitation) failure to pay any instalment of the Exhibition Fee Fee or if there then remains outstanding any notice served by the Organisers under Rule 5(b) or Rule 6 of these Terms and Conditions .
4. CANCELLATION OF THE CONTRACT BY THE EXHIBITOR
The Exhibitor may cancel the Contract, by giving notice within 7 days of booking the stand.
Such notice must be given in writing via email with letter attachment or sent by recorded delivery to the Organisers.
The Organisers shall be entitled to retain or (if not already paid) require payment forthwith of the deposit together with any further payment due under the cancellation dates and fees listed in this clause.
Cancellation dates and Fees.
Initial deposit 25% non-refundable plus the appropriate cancellation fee shown below:
Cancellation with at 3 months notice 25% of stand space
Cancellation with at least 4 months notice 50% of stand space
Cancellation with 5 months notice or less 75% of stand space
For the avoidance of doubt, but save as set out in clause 6 below, the above dates and fees cannot be changed and do not relate to, and are not affected by, any payment plan that may have been agreed by the Exhibitor withthe organisers for the purpose of assisting the Exhibitor with payment for their Popup Exhibition stand space.
(a) The Exhibitor shall pay the Exhibition Fee Fee to the Organisers in full or by the instalments and by the dates set out in the payment schedule agreed.
(b) If the Exhibitor fails to pay in full or pay any Instalment on the due date for payment, the Organisers may at any time thereafter either:-
(i) by notice to the Exhibitor declare the balance remaining unpaid of the Exhibition Fee Fee immediately payable, whereupon the Exhibitor shall pay such balance to the Organisers forthwith on demand; or
(ii) terminate the Contract forthwith by notice to the Exhibitor served at any time after the due date in clause 4 for payment.
(c) If the Organisers terminate the Contract under Rule 5(b)(i), the Exhibitor shall pay to the Organisers forthwith on demand by way of agreed liquidated damages for the loss of the Exhibitor’s booking under the Contract (but without prejudice to the Organisers’ other rights hereunder) a sum calculated as follows:-
(i) the Exhibition Fee Fee less such parts thereof as may have already been paid to the Organisers; and
(ii) interest if any is mentioned payable under Rule 5(e);
(d) If the Contract is terminated by the Organisers under Rule 5(b)(ii), the Organisers shall further, against the
sum payable under Clause 5(c), allow to the Exhibitor an amount equal to 20% of the net sum received by the
Organisers from the reallocation of the stand allocated to the Exhibitor (after the deduction of all costs
expended in relation to the reallocation of the stand) if such reallocation is made to an intending Exhibitor
not otherwise exhibiting at the Popup Exhibition . This allowance shall not exceed the balance of the Licence Fee
unpaid and shall be allowed only after receipt by the Organisers of the sums due under Rule 5(c).
(e) The Exhibitor shall pay to the Organisers on demand all sums overdue, from the due date for payment set out in clause 4
(f) The Exhibition Fee may be varied by the Organisers at any time to take account of any increase or decrease in the rate of value-added tax applicable to the Contract and payments to be made thereunder.
(g) By way of security for any sums from time to time due hereunder to the Organisers from the Exhibitor, the Organisers shall have a lien on all goods and other items of the Exhibitor from time to time in the possession of the Organisers or under their control.
The Organisers shall be entitled, after giving notice to the Exhibitor, to sell all or any such goods or other items and to apply the proceeds of sale first in payment of the costs of sale and secondly in satisfaction or part satisfaction of such sums and the Organisers shall account to the Exhibitor for any balance remaining of such proceeds of sale.
(h) We reserve the right to pass any outstanding debt by an Exhibitor over to a Collections Agency.
In this instance the full cost of the recovery of this money by the said Legal Collections Agency will be passed on in full to the Exhibitor and form part of the outstanding debt.
6. ALTERATION OF POPUP EXHIBITION DATES
The Organiser reserves the right to alter the Popup Exhibition Dates as set out in the Popup Exhibition Space Contract at
any time provided that:
(i) any alteration does not result in the Popup Exhibition being moved by more than 12 (twelve) months; and
(ii) no alteration is made to the dates within 30 (thirty) days of the first open day of the Popup Exhibition .
In the event of an alteration of the Popup Exhibition Dates, the Organisers may change any cancellation dates set out in clause 4 and the instalments and dates for payment set out in the payment schedule of the Popup Exhibition Space Contract and will notify the Exhibitor accordingly
7. BREACH OF CONTRACT
(a) Without prejudice to their rights under Rule 5(b), the Organisers may terminate the Contract forthwith by
notice to the Exhibitor:-
(i) If the Exhibitor shall in the opinion of the Organisers become or threaten to become insolvent or shall commence or suffer the commencement of proceedings against it by reason of insolvency; or
(ii) if the Exhibitor shall fail to make payment of any Instalment on or before the due date for payment; or
(iii) if the Exhibitor shall be in breach of any other of its obligations under the Contract and, if the breach is capable of remedy, shall have failed to remedy the breach within 14 days after the service of notice upon it by the Organisers specifying the breach complained of and requiring it to be so remedied.
(b) Termination under this Clause or Clause 5 shall be without prejudice to the rights of the parties in respect of any antecedent breach of contract or to those provisions of the Contract intended to subsist after termination.
(c) If the Contract is terminated by the Organisers, the Organisers shall be entitled (without prejudice to their
other rights) to:-
(i) require the Exhibitor to remove forthwith from the Venue all property of the Exhibitor or its
contractors at a time stated by the Organisers or, at risk and cost of the Exhibitor, to remove such
property and deliver or dispatch it to the address of the Exhibitor given in the Popup Exhibition Space
(ii) erect on the stand a board or other device carrying the name, title and/or marks of the Exhibitor.
(d) The Exhibitor shall reimburse to the Organisers on demand all legal and other costs incurred by the Organisers in connection with the termination of the Contract or the enforcement of the Organisers’ rights hereunder and any costs incurred by the Organisers in the dressing, furnishing or alteration of the stand vacated by the Exhibitor in order to maintain an orderly and visually pleasing Popup Exhibition .
8. CANCELLATION OF POPUP EXHIBITION
(a) If the Popup Exhibition is abandoned, cancelled or suspended in whole or in part by reason of war, fire, national emergency, labour dispute, strike, lockout, civil disturbance, inevitable accident, the non-availability of the Popup Exhibition premises, or any other cause not within the control of the Organisers whether ejusdem generis or not, the Organisers shall be under no obligation to repay the whole or part of the Booking Fee, and shall be under no liability to the Exhibitor in respect of any such abandonment, cancellation or suspension. In such event, the Organisers reserve the right to change the Venue for the Popup Exhibition and to substitute the new Venue for the Venue named in the Popup Exhibition Space Contract.
(b)If the Organisers come to believe at any time up to 14 days before the Popup Exhibition that the holding of the Popup Exhibition is unprofitable for the Organisers or not in the best interests of the industry concerned, the Organisers may cancel the Popup Exhibition .
(c) If the Organisers cancel the Popup Exhibition under this subclause, the Organisers shall promptly notify the Exhibitor of cancellation and shall within 30 days refund to the Exhibitor such part of the Exhibition Fee may then have been paid, in full settlement of the Exhibitor’s rights against the Organisers under the Contract or otherwise in relation to the Popup Exhibition .
9. FAILURE OF SERVICES
The Organisers will endeavour to ensure the supply of the services of the Venue and of those mentioned in the Exhibitors’ Manual but as the supply of such services is not within the control of the Organisers they shall not incur any liability to an Exhibitor for any loss or damage if any such services shall wholly or partially fail or cease to be available nor shall the Exhibitor be entitled to any allowance in respect of the Exhibition Fee due or paid under the Contract.
10. INTELLECTUAL PROPERTY RIGHTS
The Organisers will not be liable for any damages, costs or other liabilities, the Exhibitor, his servants or agents may sustain in respect of the infringement of any intellectual property rights of the Exhibitor arising out of his participation in the Popup Exhibition.
11. RIGHTS OF ORGANISERS AND VENUE OWNERS
The Organisers and the owners of the Venue or of interests therein and those authorised by them respectively have the right to enter the Venue at any time to execute works, repairs and alterations and for other purposes. No compensation will be payable to the Exhibitor for damage, loss or inconvenience so caused.
12. AMENDMENTS, APPLICATIONS AND INTERPRETATION OF THE TERMS AND CONDITIONS
(a) The Organisers reserve the right to add to, alter or expunge any of these Terms and Conditions at any time.
(b) In the event of any dispute as to the interpretation of these Terms and Conditions as a result of their translation into a foreign language, the English version shall be taken as authentic.
(c) Each Exhibitor must bring to the notice of all agents or contractors employed by him such of the provisions of these Terms and Conditions as may affect such agents or contractors, and any claim arising from the failure of the Exhibitor to give such notice shall be the sole responsibility of the Exhibitor concerned.
(d) The Contract shall be constructed in accordance with and governed by English law and the parties submit to the exclusive jurisdiction of the English Courts.
(e) All agreements, consents, notices, individual permits and special arrangements must be in writing, signed by the party or parties giving the same and, in the case of service on the Exhibitor, may be served by email attaching formal letter to the email and in no other format;( words in the body of an email do not suffice), or the same by first class signed for post to the address given on the Allotment Form or by sending the same by facsimile transmission to the fax number so given. Any communication so transmitted shall be deemed to be served on the day of transmission provided that a signed copy of the fax is sent by first class post on the same day to the person to be served. Any communication sent by first class post shall be deemed to be served three following the date of posting.
13. OPENING HOURS
(a) The Popup Exhibition will be open to visitors for the period and during the opening hours stated in the Exhibitors Manual.
(b) All dust covers must be removed and stands ready for display purposes by the readiness time stated in the Exhibitors Manual on the day.
No exhibits shall be removed from their positions until the close of the Popup Exhibition without the Organisers’ permission in writing, nor shall any stand be covered up or closed during the Popup Exhibition before the official closing time.
13. ADMISSION TO THE POPUP EXHIBITION
(a) The Organisers reserve the right to expel from or refuse to admit to the Popup Exhibition premises any person at
any time notwithstanding that person’s possession of an official pass or ticket.
(b) The Organisers will issue official tickets of admission and no other form of admission ticket will be valid.
No Exhibitor will be admitted to the Popup Exhibition without producing to the gate officials the Exhibitor’s pass issued to them by the Organisers, who reserve the right, at their discretion, to withdraw the pass issued to any person if complaints have been received concerning that person’s conduct.
It is the responsibility of the Exhibitor to ensure that gangways in front of the allocated stand are kept free from
obstruction during the whole of the time the building is open for the purpose of the Popup Exhibition .
16. DIRECTIONAL SIGNS
The Organisers reserve the right to affix stand numbers or directional signs on any stands in any position.
17. ADVERTISING IN THE VENUE
The Exhibitor is not allowed to place or affix advertisements anywhere in the building except on the allotted stand.
Exhibitors should only distribute matter in relation to their own goods. Such matter may only be distributed from
the allotted stand. Distribution of such matter from gangways or any areas outside the allotted stand is not
18. OFFICIAL CATALOGUE
An official catalogue will be issued. The Organisers will not accept responsibility for any omission, misquotations or
other errors which may occur in the compilation of the catalogue.
19. ELIGIBILITY OF EXHIBITS
(a) Exhibits must fall within the defined scope of the Popup Exhibition and may represent all forms of goods, services, materials, machinery, plant equipment and ancillary services related to the Popup Exhibition as approved by the Organisers and Authorities. Exhibitors may be asked to provide details of the types of products or service they intend to display.
(b) Exhibitors are not allowed to sub-let the stand allotted to them nor to permit the stand to be utilised by
any other person or company without the Organisers prior consent in writing.
(c) Where Exhibitors wish to use borrowed equipment on the allotted stand to demonstrate their own products,
the display of the name of the firm lending the equipment is not permitted without the written consent of
the Organisers, unless that firm is also exhibiting.
20. CONDUCT OF EXHIBITORS
Every Exhibitor shall ensure that the allotted stand is open to view and staffed by competent representatives during the Popup Exhibition hours. In the event of an Exhibitor failing to open the allotted stand or uncover exhibit thereon, the Organisers may do so or arrange for the stand and exhibits to be removed and the Exhibitor shall be liable for any charges that may thereby be incurred. The Organisers will not be liable for any losses, including consequential losses, sustained by the Exhibitor as a result of this action.
Exhibitors and all persons for whom they may be considered responsible in any way whatsoever, must conduct themselves in such a manner as shall not be objectionable to any other Exhibitor, Exhibitor’s employee, visitor or the Organisers, and shall not create any disturbance or obstruction.
Any person who does not comply with these requirements shall be liable, at the discretion of the Organisers, to be removed from the Popup Exhibition buildings and refused re-admission during the period of the Popup Exhibition.
Exhibitors must conduct their business only from their stand and must not, under any circumstances, canvas visitors in the aisles, or in any other areas. Exhibitors should only distribute advertising matter in relation to their own goods. Such matter may only be distributed from the allotted stand. Distribution of such matter from gangways or any areas outside the allotted stand is not permitted.
No item of stand stock sold during the Popup Exhibition may be removed before the Popup Exhibition is finished, without the written permission of the Organisers.
21. WORKING MACHINERY AND EXHIBITS
Moving machinery shall, at the expense of the Exhibitor, be installed and protected to the satisfaction of the
Organisers, the Venue and the Authorities. If such machinery shall, in the opinion of the Organisers, be too noisy or
cause annoyance to other Exhibitors or to visitors, it shall be switched off on request by the Organisers.
No motors, engines, furnaces, contrivances or power-driven machinery may be exhibited in operation as operating exhibits be of a nature likely to cause danger, to other Exhibitors or visitors.
Safety devices may be removed only when the machines are not in operation and not connected to the source of
power and only for the purpose of showing a visitor the and construction of the uncovered part or parts. In
such a case, however, the safety devices which are removed must be placed immediately beside the machine.
22. VIDEO AND CINEMATOGRAPH DISPLAYS AND AMPLIFIERS
(a) Cinematographs and Photographic slides may not be used without the written consent of the Organisers.
Where permission is granted, the following conditions will apply:-
(i) Non-flammable film must be used.
(ii) The projector housing and covering must be of non-flammable material in accordance with the
requirements of the Authorities and the Venue.
(b) Where sound film or video is used, adequate soundproofing must be carried out so that no annoyance is
caused to Exhibitors and visitors on adjacent stands.
(c) Any seating must be in accordance with the all applicable regulations of the relevant Authorities.
(d) The placing of the equipment shall be arranged in such a way the obstruction of gangways is not caused by
persons viewing the display.
NB. See also 35(f)
(a) All efforts to advertise, promote sales and operate exhibits must be conducted so as not to cause any
danger, annoyance or inconvenience to other Exhibitors and visitors.
(b)Any practice resulting in a complaint from a fellow Exhibitor or visitor which, in the opinion of the Organisers exposes them to annoyance or danger will be prohibited.
(c) No competitions or the like may be held without the written permission of the Organisers.
(a) The Exhibitor exhibits entirely at its own risk and the Organisers accept no liability, whether in contract or
in tort (including negligence), to the Exhibitor arising out of or in connection with the Popup Exhibition or the acts
or omissions of the Organisers or its officers, servants, subcontractors, agents or visitors in relation thereto
save as regards the contractual obligations of the Organisers hereunder.
In particular (but without limitation) the Organisers do not accept responsibility for the performance by any Popup Exhibition contractor in carrying out his obligations to the Exhibitor or for any other act or omission of any such contractor, whether or not the contractor has been appointed as the exclusive provider of any class of goods or services to theExhibitor.
(b) All conditions and warranties, express or implied, statutory or otherwise, in relation to the performance by
the Organisers of its obligations hereunder are hereby excluded except as expressly stated herein. The
Exhibitor acknowledges that, in entering into the Contract, it has not relied upon any representation made
by or on behalf of the Organisers not contained in the Contract.
(c) The liability of the Organisers, whether in contract or in tort (including negligence), and any liability the
Organisers may have for the acts or omissions of its officers and servants in relation to such contractual
obligations, arising out of or in connection with the performance of its contractual obligations hereunder
shall not exceed one half of the Exhibition Fee actually paid by the Exhibitor to the Organisers under the
Contract. The Organisers shall in no event be liable for any indirect or consequential loss of profit.
(d) The Organisers have no liability to the Exhibitor for the performance by other persons at the Popup Exhibition of
their obligations to the Organisers.
(e) The Exhibitor shall hold harmless and indemnify the Organisers from and against all actions, proceedings,
losses, claims, demands and liabilities (including costs on an indemnity basis) suffered or incurred by the
Organisers arising out of or in connection with any act or omission of the Exhibitor or its officers, servants,
contractors, agents or visitors.
(f) The provisions of this clause shall not apply to exclude or restrict the liability of the Organisers for death or
personal injury resulting from negligence of the Organisers.
(g) Every exhibitor is under obligation to obtain and provide insurance liability for product, public and professional liability as is applicable.
(a) It is the responsibility of the Exhibitor to ensure that it takes out and maintains insurance to cover its losses
or liabilities arising out of or in connection with the Popup Exhibition including:
(i) insurance of the Exhibitor’s property;
(ii) liability for injury sustained by employees or third parties including public , product and employee liabiilty insurance.
(iii) liability for loss or destruction of or damage to property of the Venue, the Organisers and any third
(iii) insurance against losses arising out of the cancellation of the Popup Exhibition due to causes beyond the
control of the Organisers.
(b) If The Organisers have arranged for insurance to be made available to persons exhibiting at the Popup Exhibition by the party named in the Popup Exhibition Space Contract , such insurance to be at the request and cost of the person requiring insurance.
(c) Please note that the Exhibitors’ Manual may include further provisions regarding the insurance obligations of
26. CHARACTER OF EXHIBITS
The Organisers reserve the right to refuse accommodation for any exhibit the character of which, in the opinion of
the Organisers and/or the Venue is unsuitable or unsafe for the site allocated to the Exhibitor or might constitute a
27. DANGEROUS MATERIALS OR EXHIBITS
(a) No naked lights, oil lamps or temporary gas or electrical fittings may be used in the Popup Exhibition building,
unless agreed in writing by the Organisers in conjunction with the Venue and/or the Authorities.
(b) No petrol, dangerous gases or highly flammable substances are allowed in the building, unless agreed in
writing by the Organisers in conjunction with the Venue and/or Authorities.
(c) The Exhibitor must conform to the conditions concerning explosives and dangerous combustible materials as
laid down by the Authorities.
(d) The Exhibitor shall do nothing to jeopardise the current insurance policies or the licences of the Venue or
the Organisers and the Exhibitor shall in all cases comply with any requirements of the Fire Officer or other
(e) Non-flammable material must be used for lamp shades. Celluloid or any other highly flammable exhibits
may only be shown under special conditions approved by the Organisers and then only in limited quantities.
(f) Equipment involving the use of lasers may not be exhibited without the prior written agreement of the
Organisers. Such laser installations must comply with Guidance Note P.M. 19 “Use of Lasers for Display
Purposes” from the Health and Safety Executive. A rehearsal before the Popup Exhibition opens may also be
(g) Sources of ionising radiations (e.g. X Ray equipment or any radio-active materials), shall not be brought on
to the premises.
28. FIRE PRECAUTIONS
The Exhibitor shall observe the following provisions:-
(a) Fireproofing. All display equipment brought to the venue must be made from fireproofed materials and fire safe to the satisfaction of the Authorities. Cloth materials used in the decoration of stands must be non-flammable and stretched against
solid backing. Counter backs and curtains shall be cut off at least 150 mm (six inches) clear of the floor.
(b) Flammable Goods. Explosives or highly flammable substances may not be exhibited or brought into the
Popup Exhibition venue.
(c) No naked lights or lamps may be used during the period of the Popup Exhibition or the periods of
fitting up and dismantling, except when permission is given in writing by the Organisers after obtaining the
approval of the Authorities and the Venue.
(d) Fire Extinguishers. Fire Extinguishers are distributed throughout the Venue to meet statutory
requirements. If required, Exhibitors must agree to have an Extinguisher in a prominent position on their
stand. Exhibitors must acquaint themselves with the position of the nearest fire alarm station in the
Popup Exhibition building.
An Exhibitor committing a breach of any of the afore-mentioned provisions will be liable for all claims, loss and
damage thereby caused and will indemnify the organiser and venue in respect thereof.
An official Photographer will be appointed for Exhibitors who desire their stands or goods photographed. No other
Photographer except permitted press will be allowed to take photographs, draw, copy or reproduce any stand or article in the Venue without the permission of the Organisers.
All food and drink for serving to visitors to stands or to be consumed within the Venue must be obtained from the official Venue Caterer.
Exhibitors are responsible to the Organisers for seeing that their stand is maintained in a clean state throughout the
period of the Popup Exhibition . Exhibitors must clean and clear the area of their stand accordingly such stand cleaning must be done safely and without obstruction to other exhibitors and without damage to the venue.
32. OTHER SERVICES
Other than Site-only stand construction and Shell stand interiors, Exhibitors may only use the official Contractors
appointed by the Organisers for the services they may require. The Organisers reserve the right to change or
appoint additional official Contractors as may be found necessary.
STAND & CONSTRUCTION
33. SHELL STANDS
(i) The stands, which will be provided by the Organisers, will be in accordance with the specification given in the Exhibitors’ Manual which will be sent to all Exhibitors. The conditions governing all additional items for the stands are also contained in the Exhibitors’ Manual.
(ii) All additional stand fixtures and fittings must be contained within the stand space and confines allocated. i.e. no fittings may exceed the height and width specified by the Organisers.
34. SPACE-ONLY SITES
(a) Exhibitors must make their own arrangements for stand and construction. All stands on Space-only
sites will be subject to the approval of the Organisers, although the Exhibitor has freedom of and
choice of stand fitting contractor provided that the contractor selected is party to the terms of the Working
Rule Agreement for the Popup Exhibition Industry currently in force.
(b) Special permission must be obtained from the Authorities through the Organisers where an Exhibitor intends
(i) Erect a stand other than the pop up stand provided as part of fees where it is not a space only exhibition.
(ii) Erect any stand of such construction or containing any area where:-
(a) Provision is made for a closely seated audience.
(b) Any part of the stand or exhibit exceeds 3 m in height.
(c) Foundation or cutting of the floor is required for space only venues.
NB. Approval has to be given by the appropriate Authorities and organiser for the variation in structure Approval of one does not imply approval of the other. Approval for the structure is conditional upon satisfactory inspection on site.
In either case three copies of plans with structural calculations must be submitted to the Organisers, for distribution to the Authorities. Exhibitors are reminded that they must satisfy the Organisers that the erection and demolition of the stands can be safely carried out within the allotted time.
(c) All standfitting is backed-up to present a clean appearance from gangways and adjoining stands.
TheExhibitor erecting a stand over 2.5 m in height is responsible for ensuring that the rear of any dividing walls over this height is backed-up and decorated where visible from adjoining stands.
(d) The Organisers reserve the right to prevent work being carried out by, or on behalf of, any Exhibitor who
has not complied with these Terms and Conditions, including the requirement to submit stand
drawings in accordance with the terms above.
(e) A stand number panel which must be of the uniform (as specified by the Organisers) is to be
displayed to each open side of the stand.
(h) Only those modular systems which are being manufactured in accordance with the Working Rule Agreement for the Industry are acceptable.
35. ALL STANDS
(a) The approval of the Organisers, which will not be withheld unnecessarily, must be obtained for alterations to stands
(b) The Organisers may, at the expense of the Exhibitor, remove or alter anything in, on or forming part of any stand, if, in their opinion, it is desirable to do so in the interests of the Popup Exhibition .
(c) All electrical installations must be carried out by the Contractor appointed by the Organisers and approved by the Venue owners for the area in which the stand is situated.
(d) Where illuminated fascia boards are used on stands, the lighting thereof shall be of sufficient power to light the fascia board only, and must not cause any spill of light on to neighbouring stands.
(e)No flashing lights will be permitted other than for safety reasons. The Organisers reserve the right to disconnect the electrical supply to any illuminated fascia or display which, in their opinion, is causing a nuisance to any other Exhibitor.
(e) The Exhibitor will be responsible for any charges of the Authority should the stand require such attention.
(f) Exhibitors wishing to utilise any sound amplification equipment must seek permission of the Organisers and if necessary provide full details of the equipment to be employed.
(g) The Organisers accept no responsibility or liability for small variations in the layout positioning of stands.
36. DELIVERY OF EXHIBITS
Deliveries must be arranged to ensure that all exhibits (other than those which are small or have special values) are installed and arranged by 10.00 hours /10am on the day the Popup Exhibition opens.
Exhibitors must comply with the Set-up Timetable and Delivery Schedule published in the Exhibitors’ Manual.
Under no circumstances will the Organisers accept or sign for any goods, exhibits or other material on behalf of an Exhibitor.
37. REMOVAL OF EXHIBITS
i. All exhibitors and other property of the Exhibitor, his servants, agents, employees and contractors, must be removed from the Popup Exhibition premises before the time and date specified in the Exhibitors Manual .
ii. The Organisers shall be entitled, if, in their reasonable opinion, the Exhibitor will be unable for any reason to comply with this condition, to remove and despatch such exhibits and property at the risk and expense of the Exhibitor to the address of the Exhibitor stated on the Contract as provided when booking the stand.
iii. Immediately after the Popup Exhibition closes, Exhibitors will be permitted to remove portable exhibits and personal effects from their stands under the supervision of authorised members of their staff. Portable exhibits should be removed to ensure their safety.
iv. Exhibitors, their agents or contractors, are responsible for the complete removal from the Venue and outside areas of all goods and materials used by them, together with all rubbish. Should any Exhibitor, agent or contractor fail to remove any exhibit, stand, wires, ropes, or any rubbish within the time stipulated, then the Exhibitor shall indemnify the Organisers in respect of any claim thereby occasioned for failure to give possession of any part of the
v. Venue on the due date, and the Organisers shall be entitled but not obliged to remove such materials as they consider necessary.
vi. The Exhibitor shall be liable for all loss and costs thereby occasioned.
vii. The Organisers reserve the right to specify the time at which individual stands and exhibits shall be removed. Notwithstanding instructions issued specifically for the closing night of the Popup Exhibition , the security of exhibits, stands, furniture, etc during the takedown period is wholly the responsibility of the Exhibitor, his agent or contractor and the Organisers will not be responsible for any loss or damage that occurs.
i. Exhibitors are responsible for the cost of making good, restoring or renewing in all cases of damage or dilapidation to the Venue or any part thereof, whether caused by themselves, their agents or contractors or by any person or persons employed or engaged on their behalf by any such agent or contractor.
ii. Exhibitors occupying stands are also responsible for the cost of making good, restoring or renewing any damage or dilapidation to returnable stand structures, floor coverings, light fittings, or any part thereof, whether caused by themselves, their agents or contractors or by any person or persons employed or engaged on their behalf by any such agent or contractor. The cost of making good damage will be assessed and charged to the Exhibitor. The Organisers in conjunction with the Venue, will inspect every site before erection and after removal of the stand.
iii. Dilapidations include (by way of example only) marks caused by paint, distemper, mortar or any other adhesive substance, bolt, screw or nail holes; battens, boarding, or any other material or substance attached or adhering to walls, floors or any parts of the building; loose wire or other things left behind.
iv. The cost of making good will be assessed by the Venue and charged to the Exhibitor by the Organisers.
v. In their own interests, Exhibitors should satisfy themselves as to the condition of their site, both before erection and after clearance.
39. LABOUR DISPUTES
If the Organisers shall be of the opinion that any stand fitting, constructional or display work brought into the Popup Exhibition or carried out at the Popup Exhibition is being or may be or is proposed to be or has been carried out in such a manner or upon such terms or by such persons that there is a risk of a strike or stoppage of work by any persons or of any industrial dispute or labour difficulties the Organisers in their absolute discretion may, if the work is being or maybe or is proposed to be carried out, require the Exhibitor to stop or not to carry out the work or to cause it to be carried out in a different manner and in any event the Organisers may terminate the licence of any Exhibitor by immediate notice to the said Exhibitor.