The 100@Events are organised and promoted by VL Events Ltd, hereafter called “the Organiser”.
2. PLACE, DATES, OPENING HOURS
The 100@Events shall take place in different Venues based in the UK and worldwide and on different dates. The opening and closing hours may differ from time to time.
“Additional Regulations” means the regulations issued by the owner of the Venue.
“Exhibitor(s)” means the person(s) (and one or more of its colleagues) who has made an application to attend the Event and filled the form, and who has been granted to attend the Event and whose details are set out in the Application Form.
“Event” means the event(s) for which the Exhibitor has applied to attend and exhibit and which is detailed in the Application Form.
“Organiser” means VL Events Ltd.
“Application From/Contract” means the form, the application and/or the contract which binds the Exhibitor and the Organiser.
“Venue(s)” means the place where the Event(s) take(s) place.
“Company” means the company for which the Exhibitor works
“Payment Schedule” means that each Exhibitor shall pay within 30 days from invoice date in full. If the invoice date is less than 30 days from the date of the Event date itself, full payment shall be due immediately.
4. TERMS AND CONDITIONS
These terms and conditions shall be deemed to include any Additional Regulations and any other terms and conditions, or rules and regulations provided from time to time to the Organiser by the Venue or any third party and are expressly stated to be construed as being incorporated herein.
5. APPLICATION FORM
The Application Form shall be subject to these terms and conditions (which shall be deemed incorporated therein).
The contract shall become legally binding when the Application Form is filled in by the Exhibitor. Filling in the Application Form implies that the Exhibitor:
· accepts the present terms and conditions
· undertakes to pay the full invoice even if he is prevented from participating (see below) in the Event or for-goes doing so, for whatever reason
· authorises the Organiser – or its representative – to process and convey to third party’s information supplied to it in view of its participation in the Event, insofar as this information concerns the Exhibitor and its Company.
The Exhibitor represents, warrants and undertakes to the Organiser that:
· The Exhibitor has the full power, right and authority to fill in the Application Form and contract for its Company.
· The Exhibitor has the full power, right and authority to advertise or sell the permitted goods and services of its Company, including without limitation all relevant intellectual property rights.
· The Organiser shall decide whether an Exhibitor is to be admitted or excluded. The Organiser is not required to state reasons for his decision, which is final, nor does liability for compensation arise.
· Only items which are in the Organiser’s opinion within the scope of the Event may be exhibited or otherwise be displayed or made available.
The Exhibitor shall make payment to the Organiser in accordance with the Payment Schedule described above.
The Organiser reserves the right to refuse to let the Exhibitor occupy the space or attend the Event if the Organiser has not received all payments due from the Exhibitor (and its Company) by the due dates.
UK VAT will apply and will be applicable at the prevailing rate.
8.1 CANCELLATION BY THE EXHIBITOR
An Exhibitor who wishes to cancel its participation at the Event should ensure the Organiser is notified by Recorded Delivery Post.
N.B. Cancellation only becomes effective upon written confirmation of the Organiser.
An Exhibitor who wishes to cancel its participation at the Event shall be able to be replaced by one of its colleagues. Nevertheless, the Exhibitor shall inform the Organiser at least one week before the Event.
Cancellation does not release the Exhibitor from its obligations. However, the Organiser may, at its absolute discretion, reduce its claims related to the Contract and refund:
· 100% of the invoice fully paid by the Exhibitor if the Exhibitor cancels its participation to the Event in writing at least 3 months before the date of the Event.
8.2 CANCELLATION BY ORGANISER / FORCE MAJEURE
If at the absolute discretion of the Organiser, the venue shall become unfit or unavailable for occupancy or it becomes impossible or impractical to hold the Event for reasons beyond the control of the Organiser including (without limitation) fire, flood, storm, government intervention, malicious damage, acts of war, acts of God, strikes, riots or any other cause, the Organiser reserves the right to (but shall not be obliged to)
a. Change the location and/ or date of the Event: or
b. Curtail the Event: or
c. Reduce the installation period, display period or dismantling period; or
d. Cancel the Event
In the circumstances specified in paragraphs (a), (b) and (c) of this section the parties agree and acknowledge that the Organiser shall not have any responsibility to the Exhibitor for refunds, additional expenses or charges or to make payment for any other loss or damage suffered by the Exhibitor.
If the Event is cancelled in accordance with paragraph (d) of this section the Exhibitor agrees to accept in complete settlement and discharge of all claims against the Organiser a refund of all charges paid by the Exhibitor less all costs and expenses incurred by the Organiser in connection with the Event, which expenses shall be divided between all exhibitors at the Event and the Exhibitor’s share pro-rated accordingly.
In the event that the Event is cancelled by the Organiser for any other commercial reason including (without limitation) the lack of support for the Event, the Organiser shall count the payment made by the Exhibitor for the Event cancelled for another Event organised by the Organiser in the future or the Organiser may refund to the Exhibitor all charges paid by the Exhibitor to the Organiser and the Exhibitor agrees and acknowledges that it will have no further claim whatsoever against the Organiser in respect of such cancellation.
The Exhibitor acknowledges that the Organiser shall not be held responsible for the failure of all or any other Contracted exhibitors to attend the Event or the failure of any number of attendees and guests to attend the Event for any reasons.
10. PROMOTION AND REPRESENTATIONS
Whilst the Organiser shall organise and promote the Event in such manner as it considers appropriate, the Organiser reserves the right to amend or vary the manner or methods of such organisation and promotion provided that the promotion of the Event is not materially reduced or affected and therefore any statements made by or on behalf of the Organiser as to audience projections or methods of timing of promotion shall constitute only general indications of the Organiser’s promotion and organising strategy and shall not amount to any representation or warranty.
Exhibitors are not allowed to transfer or to sublet any part of the area they have been allocated to any other Exhibitor or third party without permission of the Organiser.
12. EXHIBITORS’ INSTRUCTIONS
Exhibitors shall receive the necessary instructions from the Organiser regarding the Event.
13. OTHER POWERS AND DISCRETION OF ORGANISER
The Organiser reserves the right to:
· Refuse any person admission to the Event without need for explanation
· Remove the Exhibitor from the Venue at any time if the Exhibitor is in breach of any of these terms and conditions or if in the opinion of the Organiser, the Exhibitor is behaving in a violent, threatening, abusive, immoral or otherwise inappropriate manner.
· Change or vary these regulations at any time, or permit exceptions in special circumstances
14.1 The Organiser shall be entitled to terminate the Contract with the Exhibitor in the event that the Exhibitor:
(a) commits a material breach of any of its obligations under the Contract (which shall include a breach by the Exhibitor of its payment obligations and (if such breach is remediable) fails to remedy that breach within a period of fourteen (14) days after being notified in writing to do so;
(b) goes into liquidation, whether compulsory or voluntary, or if an administrator or receiver is appointed over the whole or any part of its assets or any similar occurrence under any jurisdiction affects it; or
(c) ceases or threatens to cease to carry on business or is unable to meet its debts as they fall due.
14.2 If this Contract is terminated by the Organiser in accordance with the above:
(a) the Organiser shall be entitled to re-sell the ticket allocated to the Exhibitor to another Exhibitor;
The Organiser reserves the right to exercise a general lien over any or all property of the Exhibitor at the Event in respect of all monies, of whatever nature including in respect of claims for damages, which may at any time be due or payable by the Exhibitor to the Organiser in connection with the Event.
15 EXHIBITOR’S LIABILITY FOR LOSS, DAMAGE AND INDEMNITY
All type of items (products, etc…) brought into the Event by the Exhibitor shall be at the sole risk of the Exhibitor. The Organiser shall not be responsible for any loss or damage to such exhibit, fittings or items however caused.
The Exhibitor shall ensure that the space occupied by it is returned in good order and clean condition at the end of the Event. In the event of any failure to do so, the Organiser may elect to carry out these obligations itself and at its election retain or dispose of any items remaining at the space and the Exhibitor shall be liable to the Organiser for any costs so incurred by the Organiser.
16 LIMITATIONS OF ORGANISER LIABILITY
The Organiser accepts no responsibility in the event of cancellation, abandonment, postponement or curtailment, in whole or in part, of the Event in the event of causes outside the reasonable control of the Organiser.
The Organiser , their employees or agents shall not be liable for the safety of Exhibitors, their employees, agents, Contractors or invitees during the Event nor for any exhibits, articles or other property of whatever kind brought into the Event by Exhibitors, their employees, agents, Contractors, invitees, or members of the public. The Organiser declines all liability for loss, disappearance, damage or theft.
The Exhibitor shall have suitable and current insurance throughout the term of the Event which shall cover any loss or damage incurred by the Exhibitor, the Venue or to other property of the Exhibitor. Insurance is NOT provided by the Organiser, nor included as part of the Event.
The Organiser shall not provide Exhibitor’s records to 3rd parties except to organisations contracted by the Organiser to provide a service on its behalf.
The Organiser shall not provide visitor data to 3rd parties or to Exhibitors.
Exhibitors may collect visitor data from the guests who visit them at the Event and during the Event.
19 INTELLECTUAL PROPERTY RIGHTS
The Exhibitor acknowledges that all intellectual property and similar and related rights (including, without limitation, trademarks, copyright, design rights, know-how, confidential information and goodwill) in and relating to the Event shall be owned by the Organiser and undertakes not to use any such rights, without the express prior written consent of the Organiser.
Information the Exhibitor supplies to VL Events Ltd may be used for publication (where you provide details for inclusion in our directories or catalogues and on our websites) as well as to provide you with services and also information about our products or services in the form of direct marketing activity by phone, fax or post.
21 ADDITIONAL REGULATIONS AND FIRE PRECAUTIONS
The Exhibitor must comply with all statutory local and other regulations or requirements and by-laws which affect or apply to the Event or the Venue and in particular any fire regulations. All materials used at the Event must be non-flammable. The Exhibitor must comply with and observe the additional regulations and stand fitting regulations and all other instructions and regulations laid down by the venue owner and local authority from time to time.
22 HEALTH & SAFETY
Exhibitors are expected to ensure that they provide a safe place and system of work as is their legal duty under the Health & Safety at Work Act 1974. Exhibitors are responsible for all activities that take place throughout the Event, and any actions that could affect others at the Event. VL Events Ltd is committed to providing, maintaining and promoting, so far as is reasonably practicable, the highest stands of Health, Safety & Welfare at all our events.
23 MODIFICATIONS OF THE REGULATIONS
The Organiser is empowered to rule on all situations not covered by the present Regulations, and make any modifications or additions to them, as it deems fit. Such modifications or additions shall have immediate effect.
24 INFRACTIONS OF THE REGULATIONS
Any infraction of any clause of the present Regulations shall be penalised by the temporary or definitive expulsion of the offender, without entitling him/her to any claim for reimbursement or compensation.
In filling the Application Form (the contract), Exhibitors declare the acceptance of these Regulations and authorise the Organiser in their name and on their behalf to arrange the Event according to above conditions and rules.
The Application Form (contract) shall, subject to any obligations of the Exhibitor under the contract which expressly or implied, continue and remain in force until the close of the Event unless terminated earlier in accordance with the provisions of the Contract.
In the event of disputes and before resorting to litigation, the Exhibitor undertakes to submit its complaint to the Organiser.
When any dispute cannot be settled amicably, the parties expressly agree to elect to be domiciled in England for jurisdictional purposes and undertake to be bound by the decisions of the Courts of England. Only English law is applicable.
27.1 Confidential Information. Each party shall maintain secret and confidential all information obtained from the other pursuant to and in the course of and prior to and in contemplation of the Contract. The Exhibitor agrees to disclose such information only to those of its employees who need to know the same and the Exhibitor shall procure that all employees who have access to such information shall be made aware of and subject to these same obligations. This Condition shall survive expiry or termination of the Contract.
27.2 The validity construction and performance of these terms and conditions or other linked regulations shall be governed by English Law and shall be subject to the exclusive jurisdiction of the English Courts.
27.3 Nothing in the Contract shall constitute or be construed as constituting a partnership or joint venture between the parties or shall authorise the Exhibitor to enter into Contractual relationships or incur obligations on the Organiser's behalf.
27.4 Third Party Rights. Notwithstanding any other provision of the Contract, none of the terms of the Contract shall be relied upon or enforceable under the Contracts (Rights of Third Parties) Act 1999 by any third party who is not a party to the Contract.