EXHIBITOR AGREEMENT
Five Pillar Events Organisation
This Exhibitor Agreement (“Agreement”) is made between:
(1) Five Pillar Events Organisation (“Organiser”); and
(2) The Exhibitor identified in the Booking Form (“Exhibitor”).
Together referred to as the “Parties”.
1. Definitions
In this Agreement:
“Event” means the exhibition or event organised by the Organiser as specified in the Booking Form.
“Exhibition Space” means the stand, booth, or allocated area assigned to the Exhibitor.
“Booking Form” means the application submitted by the Exhibitor and accepted by the Organiser.
“Venue” means the location where the Event is held.
“Fees” means all charges payable by the Exhibitor.
2. Application & Acceptance
2.1 Submission of a Booking Form constitutes an offer by the Exhibitor.
2.2 A binding contract is formed only when the Organiser confirms acceptance in writing and completion of payment and contract.
2.3 The Organiser reserves the right to refuse any application without explanation.
3. Allocation of Space
3.1 The Organiser shall allocate Exhibition Space at its sole discretion.
3.2 The Organiser reserves the right to alter the layout or position of stands at any time.
3.3 The Exhibitor may not sublet, assign, or share space without prior written consent.
4. Fees & Payment Terms
4.1 The Exhibitor agrees to pay all Fees as set out in the Booking Form.
4.2 Unless otherwise agreed:
A non-refundable deposit of 50% is due upon booking
The balance is due no later than 30 days before the Event
4.3 Failure to pay on time may result in cancellation of the booking without refund.
5. Cancellation & Refunds
5.1 Bookings are non-refundable unless at the discretion of the organiser.
5.2 All deposits are non-refundable.
5.3 The Organiser may cancel the Event due to circumstances beyond its control (see Clause 14 – Force Majeure).
5.4 In such cases, liability is limited to refunding Fees paid.
6. Exhibitor Obligations
The Exhibitor shall:
6.1 Ensure all displays comply with applicable UK laws and regulations.
6.2 Not exhibit illegal, unsafe, offensive, or counterfeit goods.
6.3 Comply with all health and safety requirements, including fire regulations.
6.4 Maintain the Exhibition Space in a clean and safe condition.
6.5 Ensure staff behave professionally at all times.
6.6 Not cause nuisance, obstruction, or disruption to other exhibitors or attendees.
7. Set-Up & Breakdown
7.1 The Exhibitor must adhere to allocated set-up and dismantling times.
7.2 Early dismantling is strictly prohibited without written consent.
7.3 Any damage caused during set-up or breakdown is the Exhibitor’s responsibility.
8. Insurance
8.1 The Exhibitor must maintain adequate insurance, including:
Public liability insurance (minimum £5 million recommended)
Employer’s liability insurance (if applicable)
8.2 Proof of insurance must be provided upon request.
8.3 The Organiser shall not be liable for loss, theft, or damage to Exhibitor property.
9. Health & Safety
9.1 The Exhibitor must comply with:
The Health and Safety at Work etc. Act 1974
All Venue regulations
9.2 Risk assessments may be required prior to the Event.
9.3 The Organiser may remove any hazardous materials or activities.
10. Intellectual Property
10.1 The Exhibitor warrants that it owns or has rights to all materials displayed.
10.2 The Exhibitor indemnifies the Organiser against any IP infringement claims.
11. Marketing & Promotion
11.1 The Organiser may use the Exhibitor’s name and logo for promotional purposes.
11.2 The Exhibitor must not use the Event branding without prior consent.
12. Data Protection
12.1 Both Parties shall comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
12.2 Personal data shall only be used for purposes related to the Event.
13. Limitation of Liability
13.1 The Organiser shall not be liable for:
Indirect or consequential loss
Loss of profits, revenue, or business opportunities
13.2 The Organiser’s total liability shall not exceed the Fees paid.
13.3 Nothing in this Agreement excludes liability for:
Death or personal injury caused by negligence
Fraud or fraudulent misrepresentation
14. Force Majeure
14.1 The Organiser shall not be liable for failure to perform due to events beyond its control, including:
Natural disasters
Government restrictions
Pandemics
Venue closure
14.2 The Organiser may:
Reschedule the Event; or
Cancel and provide appropriate refunds at its discretion.
15. Termination
15.1 The Organiser may terminate this Agreement immediately if the Exhibitor:
Breaches any material term
Fails to comply with laws or regulations
Engages in unsafe or inappropriate conduct
15.2 No refund will be provided in such cases.
16. Indemnity
The Exhibitor shall indemnify and hold harmless the Organiser against any claims, damages, or losses arising from:
The Exhibitor’s use of the Exhibition Space
Breach of this Agreement
Negligence or misconduct
17. Governing Law
This Agreement shall be governed by and construed in accordance with the laws of England and Wales.
18. Entire Agreement
This Agreement constitutes the entire agreement between the Parties and supersedes all prior agreements.
19. Amendments
The Organiser reserves the right to amend these terms where reasonably necessary. Updated terms will be communicated to Exhibitors.
20. Acceptance
By signing the Booking Form or confirming participation, the Exhibitor agrees to be bound by this Agreement.
ADDITIONAL CLAUSES
21. Electrical & Equipment Safety
21.1 All electrical equipment brought by the Exhibitor must be safe, properly maintained, and compliant with UK regulations.
21.2 The Organiser reserves the right to require Portable Appliance Testing (PAT) certificates.
21.3 The Organiser may prohibit the use of any equipment deemed unsafe.
21.4 The Exhibitor is responsible for ensuring compatibility with Venue power supply and for providing appropriate cables and adapters.
22. Food & Beverage Vendors (If Applicable)
22.1 Exhibitors providing food or drink must comply with all relevant UK food safety legislation, including registration with their local authority.
22.2 The Exhibitor must hold appropriate food hygiene certification.
22.3 The Exhibitor shall ensure:
Proper food handling and storage
Temperature control compliance, Hygiene and safe handling of food
Clear allergen information in accordance with UK law
22.4 The Organiser reserves the right to inspect food operations and remove any vendor failing to meet standards without refund.
23. Security & Access Control
23.1 The Organiser may provide general security at the Event but accepts no responsibility for individual stands or property.
23.2 The Exhibitor is responsible for securing its own goods and equipment.
23.3 The Exhibitor must comply with all access procedures, including:
Accreditation or badge systems
Set-up and breakdown access times
24.4 The Organiser reserves the right to refuse entry or remove any person for security, safety, or behavioural reasons.
25. Media, Filming & Photography
25.1 The Organiser may film, photograph, or record the Event.
25.2 The Exhibitor grants the Organiser a royalty-free, perpetual licence to use such media for marketing and promotional purposes.
25.3 The Exhibitor must obtain consent from individuals they photograph or record where required by law.
25.4 The Exhibitor may not film or photograph other exhibitors or attendees for commercial purposes without prior consent.
26. Branding & Conduct
26.1 The Exhibitor shall not display or distribute any materials that are:
Offensive, discriminatory, or unlawful
Politically extreme or inciting hatred
26.2 The Organiser reserves absolute discretion to remove any materials or displays deemed inappropriate.
27. Waste Management & Environmental Responsibility
27.1 The Exhibitor is responsible for removing all waste from their stand.
27.2 Waste must be disposed of in accordance with Venue policies.
27.3 The Organiser reserves the right to charge for excessive waste or cleaning.
28. Compliance with Laws
28.1 The Exhibitor shall comply with all applicable UK laws and regulations, including (but not limited to):
Consumer protection laws
Trading standards regulations
Health and safety legislation
28.2 Any breach may result in immediate removal without refund.
29. No-Show & Late Set-Up Penalties
29.1 The Exhibitor must occupy their Exhibition Space by the designated set-up deadline.
29.2 Failure to do so may result in the Organiser:
Reallocating the space without notice
Denying entry to the Exhibitor
29.3 In the event of a no-show:
All Fees remain payable in full
No refunds shall be issued
29.4 If the Exhibitor arrives late:
The Organiser is not obliged to provide additional time
Access may be refused if it disrupts the Event
29.5 The Organiser reserves the right to charge reasonable additional costs incurred due to late arrival.
30. Early Departure Penalty
30.1 Exhibitors must not dismantle or vacate their stand before the official closing time.
30.2 Breach of this clause may result in:
A financial penalty of up to [£X or % of stand fee]
Exclusion from future events
30.3 This clause is necessary to maintain event quality and visitor experience.
31. Binding Booking Form Clause
31.1 The Booking Form forms an integral part of this Agreement.
31.2 Submission of a Booking Form constitutes:
A legally binding offer
Acceptance of all terms within this Agreement
31.3 Electronic acceptance (including email confirmation or online checkout) shall have the same legal effect as a signed document.
31.4 In the event of conflict, this Agreement shall prevail over the Booking Form unless expressly stated otherwise.
32. Right to Refuse or Remove Exhibitors
32.1 The Organiser reserves the absolute right to:
Refuse entry
Remove an Exhibitor
Shut down any stand
Where the Exhibitor:
Breaches this Agreement
Poses a safety risk
Damages the reputation of the Event
32.2 No refunds shall be given in such circumstances.
33. Reputation & Non-Disparagement
33.1 The Exhibitor shall not engage in any conduct that may harm the reputation of the Organiser or Event.
33.2 The Exhibitor agrees not to make defamatory or damaging public statements, including on social media.
33.3 Breach may result in:
Immediate removal
Exclusion from future events
Potential legal action
34. Exclusivity & Product Restrictions (Optional but Powerful)
34.1 The Organiser reserves the right to:
Limit the number of exhibitors in similar categories
Grant exclusivity to certain vendors
34.2 The Exhibitor may only display and sell products approved in advance.
34.3 Sale of unauthorised goods may result in immediate removal without refund.
35. Payment Enforcement
35.1 All payments must be made in cleared funds.
35.2 Late payments may incur:
35.3 The Organiser reserves the right to:
Withhold access to the Event
Cancel participation without refund
Until full payment is received.
36. Debt Recovery
36.1 The Exhibitor shall be liable for all reasonable costs incurred in recovering unpaid Fees, including:
Legal fees
Collection agency fees
36.2 This clause survives termination of the Agreement.
Exhibitor Terms & Conditions (Summary)
By booking a stand with Five Pillar Events Organisation, you agree that:
Your booking is legally binding once accepted
All fees are non-refundable except where stated
You must comply with all health & safety and legal requirements
You must hold appropriate insurance
The Organiser may: Change layouts
Refuse or remove exhibitors
Cancel or reschedule events
You are responsible for:Your property
Your staff
Your compliance with UK law
No-shows and early departures are not permitted and may result in penalties
Full terms are available upon request and form part of your contract