Terms and Conditions

Bideford Business Expo 2018 Terms & Conditions

1. Definitions

For the purposes of these terms and conditions ‘Event’ shall mean ‘Bideford Business Expo’ (sometimes referred to as BBXpo); ‘Organisers’ shall mean ‘Need it Find it; ‘Exhibitor’ shall mean any person(s), business, company or organisation (including their/its employees, associates, representatives or agents) requesting and being allocated an exhibition stand space at the Event; ‘Advertiser’ shall mean any person(s), business, company or organisation (including their/its employees, associates, representatives or agents) requesting and being allocated advertising space in the online and printed Event guide; ‘Contract’ shall mean the Contract entered into between the Exhibitor and the Organisers and/or the Advertiser and the Organisers of which these terms and conditions form a part; ‘Venue’ shall mean the Venue at which the Event is held and shall include any representative(s) of the Venue.

2. Requests for Exhibition Stand Space

Exhibitors must request Exhibition stand space by completing the online form on the needitfindit.uk web site. The Organisers reserve the right to accept or reject any request. Application for stand space by the Exhibitor and the allocation of stand space by the Organisers shall constitute a Contract subject to these terms and conditions and any regulations deemed to be incorporated herein.

3. Requests for Advertising Space

Exhibitors must request Advertising space in the online and printed Event guide by completing the online form on the needitfindit.uk web site. The Organisers reserve the right to accept or reject any request. Application for advertising space by the Advertiser and the allocation of advertising space by the Organisers shall constitute a Contract subject to these terms and conditions and any regulations deemed to be incorporated herein.

4. Stand and Advertising Charges

i) The Contractual Price for Exhibition Stands includes the area of Stand space only as specified on the order form. All displays, pop-up banners and exhibition materials are to be provided by the Exhibitor. The amount of space advertised is approximate and the Organisers reserve the right to amend the size of space allotted to each Exhibitor as they like. 

The use of the Venue’s own tables and chairs can be provided free of charge if reserved in advance on the online order form, subject to availability. The Organisers will make every attempt to provide these at the Event but cannot guarantee this.

The Contractual Price does not include electricity or insurance. An electricity supply can be provided at an extra cost as specified on the online order form. 

ii) The Contractual Price for advertising space in the online and printed Event guide includes advertising space as specified on the order form.

Advertisers can provide their own artwork providing it meets the specifications and sizes advised or can provide text to be laid out as the Organisers determine. Advertisers agree to provide all advertising copy and materials by the deadline advised. Copy and materials received after the deadline may not be included.

5. Payments

All stand rental and/or advertising space charges are payable in full within 14 days of date of invoice. VAT is not applicable.

6. Cancellation or Reduction of Stand Space or Advertising

If an Exhibitor cancels or reduces stand space or Event guide advertising space after an application has been accepted by the Organisers, they must immediately inform the Organisers in writing and shall become liable for the full amount due.

If the Organisers can re-sell the stand space and/or advertising space, they will consider refunding some or all of the charges at their discretion.

7. Postponement or Abandonment

The Organisers expressly exclude any liability in respect of any actions, claims, losses (including without limitation consequential losses), damages, costs or expenses whatsoever which may be brought, suffered or incurred by the Exhibitor or its employees, sub-contractors or agents as a result of the prevention, postpone or cancellation of the Event or the Venue becoming wholly or partially unavailable for the running of the Event. The Organisers shall be under no liability to the Exhibitor in respect of any actions, claims, losses (including consequential losses), costs or expenses whatsoever which may be brought against or suffered or incurred by the Exhibitor as the result of the happening of any such events as described in this paragraph. If, at the sole discretion of the Organisers, rearrangement or postponement of the period of the Event, or by substitution of another Venue or by any other reasonable manner the Event can be carried out, this Contract shall be binding upon the parties, except as to size and position of stands, as to which any modifications, substitutions or rearrangement they consider necessary shall be determined by the Organisers

8. Insurance and Liability

The Exhibitor agrees and acknowledges that it is responsible for safeguarding its possessions, materials and property during the Event. The Exhibitor shall be responsible and liable for any loss (including consequential losses), damage or claims arising out of injury to members of the public or damage to any person’s property, materials or possessions by reason of the works, acts or omissions of the Exhibitor, its employees, servants or agents and for any loss or damage (including without limitation consequential losses) caused to the venue, any furniture and/or fittings supplied within the cost of participation and to any third parties howsoever arising as a result of the acts or omissions (or failure to act) of the Exhibitor, its employees, sub-contractors or agents. The Organisers reserve the right to make any changes to the show features and schedule without notice. The Organisers expressly decline any responsibility for the safety of possessions, materials or property of the Exhibitor or their employees, contractors, suppliers and agents or any other person, for loss, damage, destruction by theft, fire or any other cause. This is whether by reason of any defect at the venue caused by fire, storm, lightning, explosion, national emergency, war, labour disputes, strikes, lock-outs, civil disturbance, inevitable accident, any adverse publicity, criticism or adverse comment regarding the Event made in any newspaper or otherwise published, poor attendance at the Event by visitors or the press, force majeure or for any other cause not within the control of the Organisers whether of the same kind or not. The Organisers expressly do not take responsibility for any consequence of cancellation, postponement or abandonment of the Event and all Exhibitors are advised to adequately insure against all their liabilities. 

The Exhibitor agrees and undertakes to secure its own insurance to cover all other liabilities and risks including personal, public and product liability claims. 

9. Public liability / Product Liability Insurance

Every Exhibitor is required to be covered by £2 million public liability/products liability insurance as appropriate in force on the day of the Event. Exhibitors must provide documentary proof of this to the Organiser.

Exhibitors without adequate insurance must purchase the required insurance for the Event. Exhibitors who do not provide the required proof of insurance will be denied entry to the Event and forfeit the full cost of their Stand space.

10. Occupation of Space

Every Exhibitor shall occupy the space allocated to them on the day of the Event. The Organisers reserve the right to deal with the space as they think fit should an Exhibitor not attend the Event.

11. Sub–Letting or Shared Stands

An Exhibitor may only sub–let or share a stand with the prior written consent of the Organisers.

12. Stand Building and Removal

Exhibitors shall observe dates and times advised to them by the Organisers for setting up and dismantling Stands.

Every Exhibitor must leave their Stand space clear at the end of the Event and not leave any unwanted materials or rubbish in the venue.

Exhibitors must not dismantle or remove displays or exhibits before the Event’s official closing time.

13. Compliance

All Exhibitors must comply with all relevant local authority trading and other requirements and all Exhibitors are deemed as having notice of such requirements and regulations.

Any food provided by Exhibitors at the Event must comply with the Food Safety Act.

14. Obstructions

Exhibitors must ensure that their Stands or displays do not obstruct aisles, gangways, entrances or exits or cause inconvenience to other Exhibitors or Event visitors. Stands must not obstruct light or impede the view along aisles.

15. Damage to Venue 

No nails, screws, bolts or other fixtures may be driven into any part of the venue, including floors. Nor may any part of the venue be damaged or disfigured in any way. Should any such damage or disfigurement occur, the Exhibitor responsible shall be directly liable for any reparation charges incurred by the venue owners.

16. Light, Power and Other Services

All electrical work must be carried out by the official contractor. The cost of electricity, other than the general lighting and heating of the hall shall be borne by the Exhibitors requiring the same. 

17. Fire Regulations

Exhibitors must adhere to the regulations of the Venue and take notice of any instructions given by the representatives of the Organiser or Venue in writing or verbally before or at the Event. All materials used for constructing, decorating or covering stands must be non-flammable.

18. Exhibits

All exhibits are subject to the approval of the Organisers. Every exhibit must be open to view and every stand adequately staffed during the open hours of the Exhibition.

All exhibits must be adequately protected from any damage, at the Exhibitor’s expense, in such manner as to meet the requirements of the Venue and Organisers.

Exhibitors agree to Indemnify the Organisers against any claims arising under the Patents and Designs Act or the Trademarks Act.

All goods delivered to the Exhibition must be accompanied or received by a representative of the Exhibitor. No exhibit shall be removed before the close of the Event. The Organisers shall have a lien on any exhibit or materials of the Exhibition for any money owed to them by the Exhibitor.

19. Conduct of Exhibitors

Exhibitors and their employees, representatives and agents must conduct themselves in a manner not objectionable to other Exhibitors, visitors or the Organisers. In the event of this regulation not being observed, the Organisers shall be entitled to terminate the Exhibitor’s licence to occupy their Stand space immediately.

Exhibitors must abide by all instructions outlined in the Exhibitors’ Instructions distributed before and at the Event.

20. Interpretation and Alterations

The Organisers reserve the right to alter, amend or add to any of these terms and regulations at any time and to waive any of these terms and regulations in particular cases. Should there be any questions concerning these terms and conditions, the decision of the Organisers shall be final.