The following Terms and Conditions apply to the hire of exhibition space at BEVA Congress.
Interpretation and general
BEVA Congress (the “Event”) is an annual conference for equine veterinarians and the equine industry. The Event is organised by BEVA Ltd & BEVA Enterprises Ltd (the “Organisers”) and the Event takes place at the ICC, Birmingham (the "Venue").
Anyone hiring exhibition space at the Event (an “Exhibitor”) undertakes that they (together with any employees, partners, or others associated with them) will:
Comply with any Terms and Conditions specified by the management of the Venue to the extent that they are communicated to the Exhibitor either prior, or during the Event; and comply with any reasonable instructions given by the management of the Venue to the Exhibitor (or any employee, partner, or associate of the Exhibitor), either prior, or during the Event as though any such Terms and Conditions or instructions were incorporated into these Terms and Conditions.
These Terms and Conditions shall be subject to the laws of England and Wales.
All matters and questions not covered by these terms are subject to the decision of the Organisers. Exhibitors agree to abide by and conform to all additional rules and regulations from time to time adopted or prescribed by the Organisers for the management of the Event.
Stand insurance
An Exhibitor must have suitable stand insurance in place for the duration of the event (including build and breakdown). Neither the Venue nor BEVA are responsible for any loss or damage that may occur to Exhibitor property. Neither are they responsible for any third-party damage or injury that occurs as a direct result of an Exhibitor’s stand. An Exhibitor is therefore expected to have adequate insurance cover for their stand (including both Employer’s and Public Liability insurance). This may require extending the company insurance policy to cover the Exhibition or taking out special insurance for the duration of the Event.
Applications for and allocations of exhibition space
- Potential exhibitors should complete the Stand Booking Form stating preferred stand locations (if any, in preference order), stand type (shell or space), and confirming the amount of exhibition space they are seeking. The Organisers will acknowledge receipt of the Form and either confirm that those requirements can be met or contact the intending Exhibitor to discuss alternative allocations. The Organisers will issue an invoice for the cost of the stand and a deposit of 25% is required immediately to secure the booking. The remaining balance must be settled by 10 July (of the relevant year). If the stand is booked after 10 July (of the relevant year) the full cost of the stand will be due immediately. If an invoice is issued within 14 days of the commencement of the Event, the Exhibitor must pay the full value of the invoice immediately. Payment must have been received prior to the commencement of the Event or admission will be refused.
- Exhibitors must not sub-let their allocated exhibition space.
- The Organisers reserve the right to alter/change the exhibition plan and stand space/size (and if appropriate refund amounts of the stand fee to take account of any such alterations).
Competitor proximity and stand location
It is the Exhibitor's responsibility to review the stand plan to ensure their location meets their preferences, including proximity to competitors. BEVA is not responsible for managing competitor placement or stand positioning in relation to other exhibitors. Should the Exhibitor wish to relocate, we will make reasonable efforts to accommodate the request, subject to availability. However, we cannot guarantee that all requests for location changes will be fulfilled.
Hosting events
Exhibitors must not host any offsite events during the official conference open hours (events can be hosted on your exhibition stand in the exhibition hall).
Payment methods and cancellation policy
Due dates for stand payment can be seen above in the “Applications for and Allocations of Exhibition Space” section. Payment may be made using any of the methods specified on the invoice. All stand cancellations must be made in writing and sent by e-mail to both jocelyn@beva.org.uk and info@beva.org.uk. The extent to which any fees already paid/due are refundable is set out below:
- If notice of cancellation is received by the Organisers at least 112 days prior to the start of the Event, a full refund will be made less a 10% administrative charge.
- If notice of cancellation is received by the Organisers less than 112 days prior to the start of the Event, no refunds can be guaranteed, but BEVA will make every endeavour to resell the space and an administrative fee of 25% will be charged.
Exhibition setup/breakdown
- Exhibition setup: will take place on Wednesday, 9 September 2026. Access for space-only contractors (not located in the middle of a shell scheme aisle) will begin at 06:30. Contractors for shell scheme stands and space-only stands situated within shell scheme blocks will have staggered access between 12:00 and 16:00, depending on the stand's location within the exhibition hall. All Exhibitors must ensure their stand is fully set up by 18:00 on the designated setup day.
- Design and setup considerations: Exhibitors are responsible for designing their stand with appropriate consideration for the time constraints of the setup period. Additionally, each Exhibitor must ensure their stand is properly staffed during all exhibition opening hours. Non-compliance: If an Exhibitor fails to set up and staff their stand within the specified times, the Organiser reserves the right to repurpose the exhibition space for its own needs, which may include renting the space to another Exhibitor. In such cases, no refund or allowance will be provided to the defaulting Exhibitor.
- Event conclusion: At the conclusion of the Event, Exhibitors must vacate the Venue and ensure all belongings are removed by 19:30 on Saturday, 12 September 2026.
- Additional terms: Additional terms and conditions related to special features can be viewed on the Exhibitor portal.
Force majeure and other cancellation of the event
The Organisers reserve the right to cancel the Event at any time if they deem this necessary, including if the Event is interrupted and/or discontinued, or access to the Venue is prevented or interfered with by reason of any industrial dispute, act of war, civil disturbance, terrorist action, act of God, or instruction from the police, the local authority or any other governmental agency, or if the Venue is damaged whether maliciously or by accident or the management of the Venue are unable to provide the expected facilities. In the event of such cancellation, the liability of the Organisers shall be limited to refunding any fees paid by an Exhibitor in advance of the Event subject to a pro-rata reduction for that portion of the anticipated time for which the Event was scheduled to run which in fact fell before any such cancellation.
Merchandise and display material
- Responsibility of exhibitors: Exhibitors are fully responsible for the safety, legality, and appropriateness of all merchandise, promotional materials, and sales activities conducted within their stand. The Organiser will only permit commercial partners who legally trade within the UK (or relevant region) to advertise products and services. Under no circumstances should commercial partners encourage unlawful activities, such as promoting unlicensed products or encouraging lay dental technicians to perform Category 3 procedures. In cases of uncertainty, Exhibitors must consult the Organiser, who will make the final decision.
- Prohibited material and activities: The Organiser reserves the right to intervene if they deem any displayed materials or activities to: Pose a risk to the health and safety of Exhibitors or attendees; Contravene the Terms and Conditions of the Venue; Risk damage to the structure or fabric of the Venue; Cause offense or distress to other Exhibitors, the Organiser, or members of the public; Be unsuitable for the nature of the Event; Encourage unlawful behavior.
- Organiser actions: If any materials or activities violate these terms, the Organiser will request the Exhibitor to cease the activity and remove any offending items from the Venue. Failure to comply may result in one or more of the following actions by the Organiser: Removal of the offending materials or items from the Venue; Ejection of the Exhibitor, their partners, employees, or associates from the Event; Revocation of the Exhibitor’s stand, with the Organiser reserving the right to repurpose the exhibition space.
- Refusal of admission: The Organiser reserves the right to refuse admission to any Exhibitor (or their partners, employees, or associates) if it is determined that the Exhibitor intends to display dangerous or objectionable materials. Exhibitors unsure about the appropriateness or acceptability of their materials or activities must discuss their concerns with the Organiser prior to the Event.
Consent to use of name
By submitting a Stand Request Form and applying to hire a stand at the Event, the Exhibitor consents to the use of their name on the Organisers' website and in any promotional materials produced or distributed by the Organisers in connection with the Event.
- Editorial control: The Organisers retain full editorial control over any advertising materials supplied by the Exhibitor for inclusion on the Organisers' website or in the Event programme.
- Use of event branding: The Organiser will provide Exhibitors with approved marketing materials for use in their own promotional activities. If an Exhibitor, or any of their employees, agents, or associates, wishes to use alternative marketing materials that include the BEVA Congress name or logo, prior written permission must be obtained from the Organisers.
- Distribution of promotional materials: Exhibitors may distribute their own promotional materials only within their assigned exhibition space. Any Exhibitor found distributing materials outside their designated stand area will be subject to an additional fee, determined based on the extent of the activity.
Furniture and equipment
- Included and excluded items: No furniture or additional equipment is provided to an Exhibitor as part of the stand fee, except for shell scheme stands. Shell scheme stands will receive a shell structure with silver-grey loop nylon backing boards, 1x 500-watt plug socket, 1x fluorescent lighting tube, and the company name printed on the front fascia panel as part of their package. Any additional stand requirements not included in the stand price must be arranged through the designated contractor, with information and deadlines available on the Exhibitor SharePoint Site.
Responsibility for Equipment and Furniture: All other equipment and furniture, whether brought to the Event by the Exhibitor or obtained through a contractor (including suppliers recommended by the Organisers), are the sole responsibility of the Exhibitor.
- Logistics and transport: Exhibitors are responsible for arranging and covering all costs associated with transporting display and sales materials to and from the Venue, moving these materials into and out of their allocated exhibition space, and assembling and disassembling displays.
- Payment and deadlines for additional features: Any additional features purchased, such as furniture, must be paid for by the deadlines specified on the Exhibitor SharePoint Site. If an Exhibitor fails to make payment by the specified deadlines, the Organiser or the appointed contractor may impose a late payment fee or, in some cases, decline to provide the service.
Safety, security and liability
- Exhibitors must not block aisles or fire doors, must not occupy any area outside their hired space, and must comply with any directions from the Organisers or the management of the Venue.
- The Organiser in conjunction with the Venue will seek to control access to the Event and reserve the right to refuse admittance to an Exhibitor (or person connected with an Exhibitor), if the Organisers considers it necessary for the safety and comfort of others attending the Event.
- The Organiser will take out a suitable public liability insurance policy in relation to the Event. However, this will not extend to insuring Exhibitors’ goods and display materials against theft or damage.
- Neither the Venue nor Organiser are responsible for any loss or damage that may occur to Exhibitors’ property. Exhibitors’ must have adequate stand insurance cover (including both Employer’s and Public Liability insurance), this may mean extending the company policy to cover the Exhibition, or, taking out special insurance for the duration of the Event.
- The Organisers and/or Venue reserve the right to charge an Exhibitor for any loss or damage to any part of the structure or fabric of the Venue caused by any actions of the Exhibitor (or the employee partner or other associate of an Exhibitor).
Refuse and waste
Exhibitors are responsible for removing all their waste. The Organisers and or Venue reserve the right to charge an Exhibitor if waste is left within an Exhibitor’s stand for the cost of removing and disposing of such waste.
Data sharing
To facilitate the successful execution of the event, we will share your data with carefully selected partners. This collaboration is essential in order to plan and prepare and to ensure safety.