South West Grid for Learning Trust: TERMS AND CONDITIONS FOR EXHIBITORS AND SPONSORS These Terms and Conditions apply to all exhibitors at SWGfL events.

Bookings

• Submitting the online booking form constitutes the Sponsor / Exhibitors’ acceptance of these terms and conditions herein.
• Stands are allocated on a first-come, first-served basis.
• The Organiser reserves the right in it's absolute discretion to refuse any application to be an Exhibitor.
• An Exhibitor / Sponsor which the Organiser is willing to accept will be notified by email of their provisional booking.
• The booking is only confirmed when the Organiser has received payment in full, in cleared funds.

Payment

• Costs are variable dependent upon the size of stand. Full details are available on the Organiser's website www.swgfl.org.uk (the "Website").
• The Exhibitor / Sponsor will be invoiced to the address provided on the online booking system.
• Payment must be made in full prior to the date of the event. The Organiser holds a strict 30-day invoice settlement period. If the Exhibitor / Sponsor fails to make their payment in full and/or on time the Organiser reserves the right to cancel their reservation and reallocate their place.
• The Organiser (without prejudice to any other right or remedy) reserves the right to add an administrative charge of £50 + VAT for each follow up on unpaid invoices.
• Payment will be made as follows:

• 50 % upon booking (non refundable deposit)

• The remaining 50% eight weeks before the event

• Please note that you will only be invoiced once, for the full amount. If you decide to cancel your booking up to 8 weeks prior to the event you will be reimbursed 50% of the amount paid.

• If the booking is made after 8 weeks prior to the event, the organiser will operate a 0-day invoice settlement period.

Health and Safety

• The Exhibitor is responsible for the Health and Safety of their staff and delegates and are expected to comply with the Health and Safety at Work Act 1974 and all other relevant legislation and regulations relating to the particular event (for example, in the erection of stands). The Exhibitor also agrees to comply with the following:  

• All regulations, instructions and guidance regarding health and safety at the event, whether supplied by the Organiser or the owner of the venue where the event is held;

• Gangways must be kept clear at all times;

• Display materials must be stored away before, after and during the event so that the space around the stand is clear; and

• All materials used must be non-flammable, to avoid risk of fire.

• The names of all Exhibitors attending are required for Health and Safety reasons and must be confirmed prior to the event. Amendments can be made by contacting the Exhibition Co-ordinator, Lisa Smith, up to two weeks prior to the event using the contact details set out in paragraph 43 of this Part A below.
• The Exhibitor accepts responsibility that all of their electrical equipment has been PAT tested in the last 12 months, or is less than 12 months old. If a circuit breaker is not used, then the Exhibitor must accept liability for any damage caused.
• The Exhibitor has responsibility to undertake their own risk assessment of the premises and their stand.

Limitation of Liability

• To the fullest extent permitted by law, the Organiser shall not be responsible for any loss or damage to property, or personal belongings, or loss of internet connectivity during the course of the events, arising from any cause whatsoever
• The Organiser's total liability to the Exhibitor in contract, tort (including negligence and breach of statutory duty), misrepresentation and/or otherwise arising under or in connection with an event booked under these terms and conditions shall be limited to the total fee payable by the Exhibitor to the Organiser for the relevant event
• Notwithstanding the provisions of paragraph 14 and 15 of this Part A above, nothing affects the Organiser's liability for death or personal injury arising from negligence, nor the Organiser's liability for fraud or fraudulent misrepresentation, nor any other liability which cannot be excluded or limited under applicable law.

 

Insurance

• The Exhibitor shall carry its own insurance to fully protect itself against public liability and all other usual risks in respect of loss, damage or injury to goods and persons and theft in connection with its attendance at the relevant event.
• The Exhibitor indemnifies the Organiser for any loss or damage suffered by the Organiser arising from the acts or omissions of the Exhibitor or its visitors servants agents employees or other personnel, including but not limited to loss of or damage to the premises where the event is held, and or to any furniture, fixtures and equipment at those premises except where such loss and damage has resulted from the negligent act or omission of the Organiser.

 Cancellation and termination by the Organiser

• The Organiser shall not be liable for failure caused by circumstances or events outside of the Organiser’s control, which shall include but not be limited to industrial action, acts of God, epidemic, pandemic, terrorism, civil commotion, rebellion, revolution, insurrection, military or usurped power or confiscation, blockage, embargo, labour dispute, strike, lockout or interruption or failure of electricity or telephone service. There will be no right of claim or refund in these circumstances
• If the circumstances referred to in paragraph 19 of this Part A above force cancellation of the event in its entirety the Organiser will make every effort to refund as much of the Exhibitor's fee as possible having regard for irrecoverable expenses incurred. The Organiser is not liable for any consequential loss suffered by the Exhibitor
• The Organiser may terminate any contract incorporating these terms and conditions with immediate effect if:
  • the Exhibitor breaches any of these terms and conditions; or
  
  • the Exhibitor goes into liquidation (except for the purposes of amalgamation or reconstruction) or receivership (including administrative receivership); or has an administrator appointed, stops or suspends payment of all or a material part of its debts or makes any arrangement or composition with its creditors.

Cancellation by the Exhibitor

• Cancellations can be made by contacting the Exhibition Co-ordinator, [Lisa Smith] using the contact details in paragraph 43 of this Part A below and will incur the fees below to cover the reasonable costs of the Organiser:-

• Upon booking the exhibitor will be liable for 50% of the full amount. Therefore cancellations received up to 8 weeks before the event will still be liable for this amount

• Cancellations received after 4 weeks prior to the event will be liable for 100% of the full amount

• Cancellations can only be made in writing to Lisa Smith, the Exhibition Co-ordinator using the contact details set out in paragraph 43 of this Part A below.

• The Organiser reserves the right of discretion to reallocate the stand to another applicant in these circumstances.

Intellectual Property

• All materials without limitation, including speaker notes, photographs, videos, images and logos published, produced, taken by, manipulated in any way or provided as a service by the Organiser are copyright of the Organiser and may not be copied or reproduced without appropriate permissions
• The Organiser is not liable for the views and advice provided at the event by the speakers to the delegates

Data Protection

• All personal data provided by the Exhibitor to the Organiser will remain confidential and not used for any other purpose other than correspondence to them from the Organiser.

Delegate Access and Dietary Requirements

• Lunch is not provided by the organiser for exhibitors. There will be a facility at the venue where exhibitors may purchase food and beverages.
• Exhibitors are not permitted to obtain food or beverages from the designated delegate dining and refreshment areas. Any exhibitors found to be doing so will be liable for a £22.50 delegate fee charge
• The Exhibitor should include any special dietary requirements at the time of booking. The Organiser will use their best endeavours to accommodate those requests but no assurances can be made.

Exhibition

• There is access at the venue for unloading. After unloading, Exhibitors will be given directions to parking away from the venues.
• Parking is available at your own risk and subject to charges outlined in the online booking system, where applicable.
• Timings for the setting up of stands will be made available to Exhibitors at least two weeks prior to the events.
• All stands, associated materials, litter and/or any item not pertaining to the venues and/or organiser must be removed from the premises at the end of the day. Any remaining will incur an additional charge of £50 per day to cover reasonable expense incurred for removal and/or storage.
• The Organiser reserves the right of discretion in allocating stand location.
• No sub-letting of exhibition space is permitted without prior consent from the Organiser's Exhibition Co-ordinator, Lisa Smith, who can be contacted using the contact details set out in paragraph 43 of this Part A below.
• The Exhibitor must return any furniture used in the same condition as it was received, with the exception of fair wear and tear.
• The Organiser reserves the right to remove any exhibit in its discretion, including without limitation a stand that causes offense and/or is morally unacceptable etc.

Venue-specific information

UWE Exhibition and Conference Centre

• UWE-specific information. Please note that the Exhibition and Conference Centre has a suspended floor that could be damaged if its maximum load capacity of 500kg per sqm is exceeded. All operations and work equipment must be planned and selected so as not to exceed this weight limit (N.B. to include both load and trolley carrying load) . For this reason only hand pallet trucks will be permitted within the building).38 All exhibitors must have completed set up of their stands before 8am on conference day. Entry on the day of the conference will be from 7am. Entry the day before will be available at times to be advised.
• All exhibitors must have completed set up of their stands before 8am on conference day. Entry on the day of the conference will be from 7am. Entry the day before will be available at times to be advised.
• Access will be available to the venue the day prior to the event.
• The exhibitor/sponsor must make the venue aware of all contractors hired by the exhibitor/sponsor as a result of entering into this Agreement ie stand fitters, staging, AV suppliers etc. Contractors may be required to attend an induction to UWE’s working practices and standards.
• Exhibitors are not permitted to pack up prior to the advertised conference closing time.

Attendance

• The Organiser cannot be held responsible for the failure of delegates and/or speakers to attend.

Contact details

• Should you need to contact Lisa Smith, the Exhibition Co-ordinator, please do so either by email to lisa.smith@swgfl.org.uk , by telephone to +44 0845 6013203 or by post to SWGfL Project Office, Belvedere House, Woodwater Park, Pynes Hill, Exeter, EX2 5WS.

Jurisdiction And Applicable Law

• These terms and conditions and any matter arising from or in connection with these terms shall be governed by and construed in accordance with the law of England and Wales.
• The Exhibitor irrevocably agrees that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim that arises out of, or in connection with, these terms and conditions or their subject matter.