1. Memo Events Ltd trading as B2BX and B2B Expos (“Event Organiser”). For the avoidance of doubt, by entering into a contract as an exhibitor or sponsor at the B2B Expos (“Event”) you do so with the Event Organiser.
2. A completed booking form is required for all businesses wishing to exhibit at the Event. By completing a booking form you agree to pay in full the total of your invoice order value unless you cancel as per these terms and conditions (Clause 6).
3. Stand transfer requests less than 2 weeks prior to the Event will be liable for the full amount of charges plus an additional £100 transfer fee and cancellations between 8 weeks and 4 weeks prior to the Event will be subject to a £50 transfer fee. Transfer requests must be made in writing and are deemed to take effect on confirmation from the Event Organiser.
4. All charges will be invoiced upon receipt of a completed booking form issued by the Event Organiser.
5. Payment for sponsorship, exhibition space, advertising or any other services related to the Event must be received on or before the due date shown on the invoice, unless otherwise agreed in writing by the Event Organiser. Any agreed payment plan must be adhered to in full. Failure to make payment by the due date will constitute a breach of these Terms and Conditions and may be treated as a cancellation in accordance with Clause 6. The Event Organiser reserves the right to cancel the booking, resell the stand or sponsorship, and recover any cancellation fees or outstanding sums due. Non-payment, failure to attend the Event, or failure to occupy a booked stand does not release the exhibitor or sponsor from their obligation to pay the amounts due under these Terms and Conditions.
6. Cancellation less than 4 weeks prior to the Event will be liable for the full amount of charges and cancellations between 8 weeks and 4 weeks prior to the Event will be subject to a 50% cancellation fee. Cancellations must be made in writing and cancellation is deemed to take effect on receipt of the cancellation letter or email sent to the Event Organiser. All other cancellations may be subject to a £50+VAT admin fee to cover the administration time associated with your booking.
7. The Event Organiser reserves the right to charge interest on any overdue invoices at a rate of 8% per annum above the Bank of England base rate, together with any reasonable administration, debt recovery and legal costs incurred in recovering outstanding sums.
8. In the event that an exhibitor or sponsor becomes bankrupt, goes into liquidation or in the event that a receiver is appointed, the Event Organiser reserves the right to cancel any stand, exhibition space or sponsorship without being under liability to refund or rebate any charges paid or due herein.
9. The Event Organiser reserves the right at any time to change, update or alter the floorplan if deemed necessary. Compensation will not be given.
10. The Event Organiser accepts no accountability if an exhibitor stand is located next to or near another stand/exhibit that the exhibitor deems as a competitor. It is the exhibitor’s responsibility to review the current exhibitor list on the website to ensure a stand’s suitability in respect of location.
11. The Event Organiser reserves the right at any time to change the type of stand furniture as advertised if deemed necessary. Compensation will not be given.
12. The Event Organiser reserves the right at any time to change the date and/or the venue, or to cancel the Event altogether, if deemed necessary by reason of fire, flood, extreme weather conditions, acts of war or violence, malicious damage, explosion, earthquake, strike, civil disturbances, political unrest, riot, labour dispute, power cuts or any other cause beyond the Event Organiser’s control; or if Memo Events Limited for any other reason deem it necessary or advisable. In such cases, the exhibitor or sponsors waives any and all claims they might have against the Event Organiser for refunds, damages or expenses. In the event that the Event is cancelled, the Event Organiser will make every attempt to postpone or reschedule the Event. If an exhibitor decides to withdraw from the rescheduled Event, due to the changes to the original event venue/date/location, the exhibitor will only be entitled to a 50% refund at the discretion of the Event Organiser.
13. In the event that the Event is cancelled by the Event Organiser for commercial reasons, such as lack of support/interest, then all sums paid by the exhibitor/sponsors for the stand/sponsorship will be refunded in full on completing a refund request form. Refunds can take up to 60 working days to process depending on how many refunds are due. The exhibitor/sponsors agree that under these circumstances that they will have no further claims against the Event Organiser.
14. The Event Organiser reserves the right, at its absolute discretion, to refuse, cancel or terminate any booking, or remove any exhibitor, sponsor, representative or exhibit from the Event where it reasonably believes that the products, services, behaviour or activities are unsuitable, unlawful, offensive, misleading, unsafe or otherwise likely to damage the reputation, operation or integrity of the Event. No compensation or refund shall be payable in such circumstances where the exhibitor or sponsor is in breach of these Terms and Conditions.
15. The Event Organiser, its appointed photographers and videographers may photograph, film or otherwise record the Event. By attending the Event, exhibitors, sponsors, their employees, contractors and representatives consent to the use of such images and recordings by the Event Organiser for marketing, promotional, editorial and commercial purposes in any media without payment or further consent.
16. Exhibitors or sponsors who fail to attend the Event, fail to occupy their booked stand, or otherwise do not participate without cancelling in accordance with Clause 6, will not be entitled to any refund and will remain liable for the full amount of all charges due under their booking.
17. The exhibitor must comply with the risk control measures that form the part of the risk assessment for the venue, under the Health and Safety at Work Regulations 1999.
18. Unless caused by our own negligence, the Event Organiser accepts no liability for damage to, or loss of, any property or articles or things whatsoever, placed or left at the venue or any part thereof, by an exhibitor/sponsor, or by any individual attending the Event.
19. The Event will be open to visitors during the advertised times and exhibitors must ensure that their stand is ready at least 15 minutes prior to the opening of the Event. Stands must be fully staffed and occupied for the visitor opening hours.
20. Exhibitors may place promotional material and merchandise on the stand walls (if available), but are only permitted to use removable adhesive fittings, as detailed in the Exhibitor Handbook provided the Event Organiser.
21. The exhibitor must not alter or tamper with the structure of the stand, including carpet, shell scheme, fascia, electrical fittings or lighting. Failure to conform to this provision will render the exhibitor liable for any damage incurred. The Event Organiser reserves the right to remove any materials or literature considered to be of an obscene or objectionable nature and remove any exhibit it considers to be unsafe. Compensation will not be given.
22. The exhibitor shall make good and indemnify the Event Organiser, for any damage to the venue/shell scheme/furniture or Event equipment by the exhibitor, their agents or employees.
23. At the end of the Event, exhibitors are responsible for removing any property used by them in connection with their participation with the Event. The exhibitor is liable for all storage and handling charges resulting from failure to remove all equipment from the venue.
24. The Event Organiser will use reasonable commercial efforts to promote and market the Event. However, the Event Organiser does not guarantee any minimum level of visitor attendance, footfall, exhibitor engagement, enquiries, leads, sales or return on investment. No refund, compensation or reduction in charges shall be payable on the basis of visitor numbers or commercial outcomes.
25. Exhibitors/sponsors agree to support the Event in respect of promotion to help raise the awareness of the Event, and agree to reasonably use all of the resources provided in the Exhibitor Handbook and Exhibitor Resource Packs to promote their attendance/stand/involvement with the Event.
26. The Event Organiser will not accept delivery of any exhibitor products or equipment unless this has been pre-arranged. Exhibitors wanting to have items delivered to the event, prior to the event, must arrange this with the venue directly. The venue accepts no responsibility for the loss or damage to items shipped or couriered directly to the hosting venue.
27. Exhibitors are encouraged to arrange independent Public and Employees Liability for the Event. You can arrange exhibitor insurance with Event Insurance Online. This is optional, however the Event Organiser accept no responsibility to any damage or injuries that occur on an exhibitor’s exhibition stand or within their exhibition space, especially if injury or damage is caused by an item or exhibit associated with their exhibition stand/space.
28. Canvassing for orders and the distribution or display of printed materials, except by the exhibitor on their own stand, is strictly prohibited. If the exhibitor is in breach of this provision they may be asked to surrender the display/printed materials and the right of removal may be exercised.
29. Exhibitors, sponsors and their representatives must conduct themselves professionally at all times and must not engage in behaviour that is abusive, threatening, discriminatory, intimidating, disruptive or otherwise likely to bring the Event into disrepute. The Event Organiser reserves the right to require any individual to leave the Event without compensation if, in its reasonable opinion, their conduct is unacceptable.
30. The Event Organiser does not guarantee any minimum number of visitors, meetings, enquiries, leads, sales, business opportunities or return on investment arising from participation in the Event.
31. To the fullest extent permitted by law, the total liability of the Event Organiser arising out of or in connection with the Event or these Terms and Conditions shall not exceed the total amount paid by the exhibitor or sponsor under the relevant booking. Nothing in these Terms and Conditions excludes or limits liability for death or personal injury caused by negligence, fraud or any other liability that cannot lawfully be excluded or limited.
32. If an exhibitor would like to raise a complaint regarding the Event Organiser or the Event, they should forward their comments to B2B Expos trading as Memo Events Limited. Contact details for B2B Expos trading as Memo Events Limited can be found on the Contact Us page on the B2B Expos website or you can email support@b2bexpos.co.uk.
33. The Event Organiser reserves the right to amend these Terms and Conditions from time to time. Any amendments shall apply to bookings made after the revised Terms and Conditions are published. The version of the Terms and Conditions in force at the time a booking is accepted shall apply to that booking unless otherwise agreed in writing by both parties.
34. Personal information supplied by exhibitors and sponsors will be processed by the Event Organiser in accordance with applicable UK data protection legislation and the Event Organiser's Privacy Policy.
35. These terms and conditions must be complied by all exhibitors, including staff and agents, and any dispute or enforcement shall be settled under English Law and referred to the Courts of England & Wales.
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