Booking Terms and Conditions
All bookings are subject to the following terms and conditions
General:
- All measurements quoted are approximate.
- No distribution of alcohol and/or glass items will take place at the Fair.
- A maximum of two staff members are allowed per indoor stall; or four staff for double stand / brand activation bookings. Additional staff members may be requested in advance and will incur extra an extra charge of £50 + VAT per person.
- Persons attending the Fair will at all times: behave in a responsible manner whilst on the Imperial College London (ICL) campus; not inconvenience either their organisers of the fair or any other exhibitors in any way; comply with the policies of Imperial College Union and Imperial College London (copies available on request). Failure to do so may result in removal from the Fair without prior notice or recompense.
- Exhibitors and their staff must conform to relevant legislation, regulations, British or EEC standards etc. as appropriate.
- Exhibitors are required to provide information on all displays including dimensions before Imperial College Union will accept the booking.
- All off-loading and loading of exhibits will normally be carried out by the exhibitor and not by staff of Imperial College Union or other organisers
- Once exhibitors have off-loaded, vehicles should be removed from the ICL campus. There is no parking available on the day. Advance deliveries cannot be accepted.
- Displays involving equipment which moves shall not be left unsupervised.
- Exhibits will be constructed in locations allocated by the organisers and kept within the space parameters.
- Information and goods (including, but not limited to flyers, products etc.) may only be distributed from the appropriate stall location.
- Third party material may not be distributed.
- All electrical fittings, wiring and appliances shall be constructed and maintained in a safe condition. Particular attention must be paid to the nature of temporary wiring and the need not to overload electrical sockets. Risk Assessments/RAMS reports are required and sign off lies with Imperial College Union.
- Loose packages must be removed once exhibition stands have been assembled.
- All exhibitors should note that ICL and ICU operate a strict no-smoking policy on campus; including outdoor areas and within all buildings.
- Exhibitors exhibit entirely at their own risk. ICL and ICU are not liable for any losses or damage to persons or property which may occur. Insurance against such contingencies is recommended.
- Exhibitors must also indemnify ICL and ICU against all costs, claims and liabilities sustained by any persons or to any property as a result of their actions.
Bookings, Payments and Cancellations
- VAT applicable at standard rate to all prices. Cheques should be made payable to Imperial College Union (ICU).
- Pricing is exclusive of agency commission. If a commissionable rate is required, please contact unioncoms@imperial.ac.uk to discuss.
- Confirmation of bookings is subject to ICU Regulations and procedures.
- A confirmation email will be sent to you within three weeks from receipt of the booking form.
- Payment needs to be made in full before the date of the fair.
- Failure to pay in full will risk loss of the stall in question. Any stalls lost through non-payment will be invoiced as cancelled bookings (see cancellation charges).
- Cancellation Charges. The following cancellation rates apply for companies withdrawing within these periods: These charges still apply if invoice for stall remains unpaid at time of cancellation.
- Six (6) weeks prior to the Fair: 50%
- Four (4) weeks prior to the Fair: 75%
- Two (2) weeks prior to the Fair: 100%
- Failure to comply with any aspect of these Terms & Conditions/Code of Practice will result in the removal of permission to exhibit. Neither ICL or ICU will refund any payments under these circumstances.
- All details are correct at time of publishing. However they may be subject to change without notification.