Supported by Headline Sponsors:
oxford *2nd october 2020 POSTPONED
The Kassam Stadium
Oxford OX4 4XP
10am - 3:45pm
Terms & Conditions (v1.0)
By Completing the BOOKING FORM, you as Exhibitor or Sponsor agree to keep to the Terms & Conditions as set out below:
1.1/ The Expo – the event organised by the organiser
1.2/ The Organiser – the company that organises the Expo, namely The Best of Bristol & Bath Ltd t/a Get Connected Company number 5585559 VAT reg no.871374118.
1.3/ The Exhibitor – Any company, organisation or person who orders stand space or promotion/Sponsorship at the Expo and will include (where appropriate) any employees and agents acting on behalf of the company
1.4/ Force Majeure Events – The Parties shall not be liable for any failure of or delay in the performance of this agreement for the period that such failure or delay is beyond the reasonable control of a party, materially affects the performance of any of its obligations under this agreement, and could not reasonably have been foreseen or provided against, but will not be excused for failure or delay resulting from only general economic conditions or other general market effects. Force Majeure events will include (but are not limited to) war, disease, viral epidemic, viral pandemic, riots, fire, flood, hurricane, typhoon, earthquake, lightning, explosion, strikes, lockouts, slowdowns, prolonged shortage of energy supplies, and acts of state or governmental action prohibiting or impeding any party from performing its respective obligations under the contract
1.5/ Booking Form – the form completed by the Exhibitor to order their Exhibition Space or Sponsorship which is attached to these Terms & Conditions to form the Contract
1.6/ The Booking Fees – the amount invoiced for the Stand, Sponsorship or promotion at the Expo
2.0/ Exhibitor Agreement
2.1/ The Exhibitor agrees to uphold all of the rules and regulations adopted by the Organiser, which are also subject to any changes made by the organiser before, during and after the event.
3.0/ Application/Allocation of Stand Space
3.1/ Applications for Stand Space can be made in either of these two ways:
1/ through the completion of the Booking Form, which includes agreement to these Terms & Conditions
2/ through an email from The Exhibitor and acknowledged by the Organiser, which must include acknowledgement and written agreement to these Terms & Conditions
4.1/ If the Exhibitor cancels the Stand booking, it needs to have written acknowledgement from the Organiser (by email or otherwise) of acceptance of the cancellation or it will not be deemed valid.
4.2/ The Exhibitor can cancel the booking with the following conditions:
If cancellation occurs prior to 90 days before date of event: All fees returned except for a 25% cancellation fee of the total cost of the booking fees
If cancellation occurs between 90 days and 30 days before date of event: All fees returned except for a 50% cancellation fee of the total cost of the booking fees
If cancellation occurs within 30 days of the date of the event then this will incur a fee of 100% of the total cost of the booking fees
The reason for charging the cancellation fees as set out above is that the Organiser will incur loss by administration costs and further costs for remarketing the Exhibitor’s Stand
4.3/ If there are outstanding amounts due from Exhibitor by the Expo date, the Organiser has the right to cancel the Exhibitor’s Stand space (while the Exhibitor will still be liable for the Booking Fees in full) and use the Stand Space for any other purposes.
4.4/ The Organiser has the right to cancel the Expo completely for any reason with 60 days written notice and if there are no new arrangements made for a similar event in it’s place (see Postponement of Expo) then 100% of the Booking Fees will be refunded to the Exhibitor.
5.0/ Postponement by reason of a Force Majeure Event or other reason
5.1 If the Organiser has to change the date, Venue, duration or any other aspects of the Expo by reason of a Force Majeure Event or any other reason that materially affects the performance of any of its obligations under this agreement the Organiser may re-arrange an event similar to the original Expo in the same or another venue in a reasonable time, and this contract will remain in force, and the Organiser shall be under no obligation to return the Booking Fees.
6.1/ Payment in full of the Booking Fees is due within 30 days of order – or immediately on receipt of invoice if less than 30 days before the date of the Expo.
7.0/ Subletting and Assignment
7.1/ The Exhibitor must not sublet the Stand Space or assign any rights under this agreement without written permission from the Organiser.
8.0/ Indemnity and Liability
8.1/ The Exhibitor will agree to indemnify and hold blameless the Organisers, Venue, other Exhibitors, Delegates, their employees and agents, against all claims and charges resulting from the occupancy of the Venue for the purposes of the Expo, for all damages to their property, personal injuries or death incurred by the Exhibitor’s staff or agents for whom they are responsible. The Exhibitor is advised to hold their own insurance to cover all risks to Property and Persons at the Expo.
8.2/ Nothing in this Contract will limit or exclude the liability of the Organiser for personal injury or death caused by negligence of the Organiser or it’s Staff or agents.
8.3/ The Exhibitor is liable for any damage caused to the fabric of the building acting as the venue for the Expo. No materials can be applied to the building.
8.4/ The organiser shall not be liable to the Exhibitor for any damage or loss directly or indirectly due to a Force Majeure Event
8.5/ The Exhibitor will agree to take responsibility for and indemnify the Organiser against any claim, fees or royalties due to any artist, Performing Rights Society or other such representative for the reproduction of their work in connection with their presence at the Expo
8.6/ No liability will be accepted under any conditions beyond the direct control of the Expo Management for any further problems related to the expo or the Exhibitors whether before, during of after the Expo. The Expo management is not responsible for the content or conduct of the Exhibitors.
8.7/ All property of the Exhibitor at the Expo is there at the Exhibitor’s own risk, and the Organiser assumes no responsibility for any damages or losses to it incurred.
9.0/ Change to Stand Layout
9.1/ The organiser will make all reasonable efforts to keep any specific Stand Locations that are agreed with the Exhibitor in place. However if the organiser deems it necessary then the location of any Exhibitor Stand can be moved from the original agreed location. If this changes the size of the Stand or advantage of location then the organiser may reduce the Booking Fee accordingly within reason.
10.0/ Stand Set-up
10.1 The Exhibitor must have the Stand set-up completed by the time the Expo opens to the public for Health & Safety reasons or they must stop with set-up and consult the Organiser before continuing if allowed.
11.0/ Removal of Stand equipment
11.1/ The Exhibitor agrees not to begin to dismantle or remove their Stand equipment before the Expo closes to the Public without prior consent of the Organiser. The organiser reserves the right to stop exhibitors leaving before 3.45pm or end of the Expo. This is to ensure the health & safety of all people at the Expo. If an Exhibitor begins to dismantle their stand before this time, they agree to pay a fine of £100 to the event Charity.
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