HOSPACE Knowledge and Connections for Technology, Finance, and Revenue Management Professionals. Thursday 2nd November 2017 EXHIBITOR MANUAL

Transcription

1 HOSPACE 2017 Knowledge and Connections for Technology, Finance, and Revenue Management Professionals Thursday 2nd November 2017 EXHIBITOR MANUAL Lancaster London Hotel Lancaster terrace, London W2 2TY Tel: +44 (0) #HOSPACE2017 #HOSPACE - 1 -

2 TABLE OF CONTENTS 1.0 Important Dates Exhibition Management Enquiries Advertising Badges & Passes Build up & break down Car Parking & Access Conference Gala Dinner Delegate list Delegate extras Delivery & collection Procedures Drinks Reception Workshops & Techincal Updates Professional Advisors Entrepreneur / Small Businesses Electrics Emergency/evacuation procedures Exhibition Admission Furniture services Hotel Accommodation Internet Connection Noise Levels Payment for Exhibition Space Photography Press Releases & Social Media HOSPA 300 Presentations Security Insurance Sponsorship Opportunities Stand space information Stand cleaning & rubbish Website Listings Terms & Conditions Exhibition Layout

3 1.0 IMPORTANT DATES Action Deadline Tick List PAYMENT REQUIRED Payment of exhibition package invoice required in full (please see invoice for full payment details) (ALL payments MUST be received by Monday 2 nd October) Monday 2 nd October Submit up to Date Company Logo (electronic copy) for Website listing and promotional material 25 th August Workshop & Technical Updates 30 minutes Title and outline of case-study based session for promotional material (Only for exhibitors who ordered a 22 nd Sept separate workshop) Provide names for Exhibitor badges/passes X 4 for Premium Exhibitors, x 2 for Regular Exhibitors, x 1 for Entrepreneur 29 th Sept Exhibitors and x 1 for Professional Advisors Submit quarter page advert (electronic copy see section 4.0, page 5 for full details / spec) 29 th Sept Furniture requirements If you wish to order additional furniture for your stand 13 th Oct Sponsorship opportunities Please see the available Sponsorship opportunities on the website: 13 th Oct Provide names for any invited guest Day and Dinner passes (additional to 4 included for Premium Exhibitors, 2 for Regular Exhibitors, 1 for Entrepreneur Exhibitors and 1 for Professional Advisors) Confirm names for Gala dinner: 4 for Premium Exhibitors, 2 for Regular Exhibitors, 1 for Entrepreneur Exhibitors and 1 for Professional Advisors plus any additional invited guests (additional dinner tickets available at 125 per person to exhibitors) Please include any details of dietary requirements Details of goods being delivered Please see Section 11 for details 20 th Oct 20 th Oct 27 th Oct - 3 -

4 2.0 EXHIBITION MANAGEMENT We are committed to making your experience at HOSPACE 2017 as successful as possible. This document aims to contain everything you need to know in order to plan your event effectively. Should you have any queries whatsoever, please contact one of the Event Organisers: Exhibition and Conference Sponsorship Jane Pendlebury Charlotte Pratt Jane Pendlebury Charlotte Pratt Operations Geoff Royle Bookings 3.0 ENQUIRIES Charlotte Pratt Suzie Rose Any enquiries before Friday 27 th October should be addressed to the Organisers above or by post to: HOSPACE Longdene House Haslemere Surrey GU27 2PH Tel: Any queries after Friday 27 th October should be directed to: Jane Pendlebury Charlotte Pratt Or Geoff Royle OR HOSPACE c/o Gareth Bush Lancaster London Lancaster Gate London W2 2TY Tel: +44 (0) NB During conference/exhibition opening hours, no telephone messages will be taken on behalf of Exhibitors in the Organiser s office. No tannoy messages can be broadcast

5 4.0 ADVERTISING A quarter page advertisement in the conference edition of the HOSPA publication (The Overview) is included in the Exhibitor s Package. Please submit finished copy in the following format to the Organisers (hospa@hospa.org) by 22 nd September: JPEG or PDF format ¼ page A4 = 133mm (h) x 90mm (w) 300 dpi CYMK colour PORTRAIT orientation 5.0 BADGES & PASSES The Organisers will provide, the following free of charge: 4 x pre-printed exhibitor s badges for the full day of the conference/exhibition (including all F&B) and awards dinner for Premium Exhibitors 2 x pre-printed exhibitor s badges for the full day of the conference/exhibition (including all F&B) and awards dinner for Regular Exhibitors 1 x pre-printed exhibitor s badge for the full day of the conference/exhibition (including all F&B) and awards dinner for Entrepreneur Exhibitors 1 x pre-printed exhibitor s badge for the full day of the conference/exhibition (including all F&B) and awards dinner for Professional Advisors These badges must be worn at all times during the exhibition. The pre-printed badges should be ordered by 29 th September. Delegate names may have been submitted at the time of booking however for any missing names, please use the HOSPACE 2017 Exhibitor Booking Form which may be found at Once completed, please to hospa@hospa.org or suzie.rose@hospa,org. If you require additional exhibitor representatives, these may be acquired and charged at 195 (+ VAT) each for a day only pass. Please use the booking form to order any additional places. 6.0 BUILD UP & BREAK DOWN Build Up Exhibitors must be in position by 07.45am on the morning of Thursday 2nd November, as welcome tea & coffee will be served in the exhibition area on delegate arrival to maximise exhibitor delegate exposure. Exhibitors will be allowed access to the exhibition area from 6.00am on Thursday 2nd November. If you require more time to assemble your stand, please contact the event management team in advance. Please see the section on Loading and Access for details on access to the hotel

6 Break Down Currently, we are working on the assumption that stands can be broken down early on Friday 3 rd November. However, this is dependent on the availability of the exhibition area on that date. If the exhibition area is required by the hotel on Friday 3 rd November, stands will have to be dismantled on the evening of Thursday 2 nd November. The hotel has agreed to store all equipment overnight for collection on the morning of Friday 3 rd November. For opening times and full programme, please see for up to date details. 7.0 CAR PARKING & ACCESS Westbourne Suite: (Conference) Access to the Westbourne suite is via the Westbourne Suite ramp located off Lancaster Terrace. This ramp must be strictly used for loading and unloading only. Vehicles must be removed once unloaded and the ramp must not be used for parking or storage neither must it be obstructed, in any way, during a function/event. The largest vehicle that will be allowed on the Westbourne ramp must not exceed 7.5 tonnes. Nine Kings Suite: (Main Entrance to Event: Exhibition, Professional Advisors Area & Entrepreneurs Area) Loading and unloading between the hours of 07.00hrs and 21.00hrs can be via Fire Exit/Access to the Westbourne Street (Riggers Door). Please note that single yellow line with one chevron loading/unloading parking restrictions apply Monday Saturday 07.00hrs 19.00hrs. Parking dispensations can be applied for with City of Westminster either by calling or parkingpermissions@westminister.gov.uk or via Westminster Council web page - Alternatively, the Loading Bay may be used; the largest vehicle that will be allowed in the Loading Bay must not exceed 18 tonnes. The entrance is 21ft wide, 4 metres high. If access to the Loading Bay is required between the hours of 07.00hrs to 17.00hrs permission must be agreed with the Event Manager. Once unloaded vehicles must be immediately removed, as this area is in constant use and cannot be used to park and store equipment or vehicles. Royal Lancaster London is subject to noise abatement orders therefore loading and unloading of vehicles, between the hours of 21.00hrs and 07.00hrs, must only take place via the Hotel s Loading Bay on Lancaster Terrace. The Hotel will seek compensation, from the Exhibitor for any fines imposed, by the City of Westminster or private legal action taken, due to non-compliance with the noise abatement orders that are in place

7 8.0 CONFERENCE GALA DINNER The Conference Gala Awards Dinner will be held on Thursday 2nd November. The Exhibitor Packages include the following: 4 dinner reservations for Premium Exhibitors 2 dinner reservations for Regular Exhibitors 1 dinner reservation for Entrepreneur Exhibitors 1 dinner reservation for Professional Advisors Which includes a 3-course dinner and a half bottle of wine per person. As last year, the evening will include the Professional of the Year awards, where a nominated Finance, Revenue and IT Professional is presented with a prestigious award. Dress code: Business, however, some guests prefer to dress up a little in the evening. Additional tickets are available at a cost of (+ VAT) each or tables of 10 are available at (+ VAT). Please reserve additional spaces before 20 th October using the HOSPACE 2017 Exhibitor Booking Form which may be found on the website DELEGATE LIST The details of all delegates and speakers at the Conference will be provided as a PDF file. Information provided will be name, job title and company. Exhibitors must be registered with the Data Protection Act before they can utilise this information. Please note that, due to the historically late booking pattern this list will not be fully complete until 27 th October DELEGATE EXTRAS Visitors to the conference and exhibition will each receive a welcome pack which includes the conference edition of the HOSPA publication (The Overview) with the exhibitors adverts published within. This edition will also be circulated to all HOSPA Members and contacts. Exhibitors are invited to sponsor gifts, which will be available to delegates. Please see further details, plus details of other sponsorship opportunities available at and call Jane Pendlebury or Charlotte Pratt to discuss further. Once agreed sponsored gifts for the delegates should be sent directly to the hotel (clearly marked for the attention of Gareth Bush/HOSPACE 2017: 2 nd November ) to be received no later than 30 th October (please see section 2 for full address details)

8 11.0 DELIVERY & COLLECTION PROCEDURES All packages must be clearly labelled (please see section 2 for full address details) and may not be delivered before Friday 27 th October. All items are to be removed by exhibitors or collection is to be made or arranged for no later than Friday 3 rd November. Any packages left for collection on this date must be boxed securely and clearly marked as to who is collecting them and where they are going DRINKS RECEPTION A drinks reception will be held from 6pm to 6:45pm on Thursday 2 nd November in the Westbourne Suite area further details will be confirmed shortly WORKSHOPS AND TECHNICAL UPDATES Companies who have opted to host a 30-minute educational case-study based workshop should provide an outline of the session to the Organisers as early as possible, 22 nd September at the very latest, for use in promotional material. Details of the timings of these workshops will be notified direct to the participating company once title and sub-text have been received. Delegates will attend the sessions on a first-come-first-served basis (i.e. no booking required). If the session title and 3 lines of sub-text ARE NOT provided by the required date then advertising space for your session will be omitted PROFESSIONAL ADVISORS HOSPACE 2017 sees the introduction of the Professional Advice Centre. An opportunity for accountants, legal professionals, property experts and banks plus a range of consultants and industry bodies to assist the HOSPACE delegates with their queries. We will provide a table, chairs and a foamex board with your company logo. Refreshments will be available all day. Additional delegate passes may be purchased at the reduced members rates. Awards dinner tickets may also be purchased separately. Please use the HOSPACE 2017 Exhibitor Booking Form which may be found at to purchase additional tickets. Please see the floorplan for further details on the location of the Professional Advisors area 15.0 ENTREPRENEURS / SMALL BUSINESSES This is an ideal opportunity for small and start-up businesses to create awareness and generate sales leads at the leading industry conference and exhibition. Your company - 8 -

9 will appear in all the digital listings for HOSPACE and you will have access to a list of attendees at the conference and exhibition. We will provide a tall table & chair, with space for one pop-up banner stand and 1 full day (including all F&B) and awards dinner ticket for 2nd November. Refreshments will be available all day. Additional delegate passes may be purchased at the reduced members rates. Awards dinner tickets may also be purchased separately. Please use the HOSPACE 2017 Exhibitor Booking Form which may be found at to purchase additional tickets ELECTRICS All allocated stand spaces have access to electricity sockets/power points either directly or via extension cables provided by the hotel. NB some Entrepreneur stands have limited power availability, please call for further details Exhibitors must ensure that all electrical displays comply with Local Authority Rules & Regulations EMERGENCY/EVACUATION PROCEDURES Sirens and indicators will announce a potential fire safety situation. These will, initially, be muted to allow an immediate investigation to take place. A continuous alarm sound will signal an evacuation of the building. Those people in the Nine Kings and Westbourne Suites will be advised by the public-address system and trained hotel staff will assist in the evacuation from the suites to the designated assembly point. It is a legal requirement that a corridor of a minimum of 2 metres in width is left free of obstruction around any designated fire exit either as a straight run or chicane. No fire exit may be obstructed in any way or blocked open. This applies during the set up for event/functions as well as during the actual event/function EXHIBITION ADMISSION Exhibitors are requested to adhere to the admission times for build-up and break down. See the section on Build up and Break down (section 6, page 5). Exhibitors wishing to gain access outside of these times will require the permission of the Organisers. Additional exhibitor representatives (in addition to the 4 for Premium Exhibitors, 2 for Regular Exhibitors, 1 for Entrepreneur Exhibitors and 1 for Professional Advisors permitted) will be charged at 195 (+ VAT) for day only passes. Day & Dinner exhibitor passes can also be purchased at the rate of 310 (+ VAT). Please click here to order any additional places. Staff are requested to wear badges/passes at all times

10 All conference delegates and exhibition visitors will be registered at the HOSPACE Reception and will not be able to enter the exhibition or conference without a visitor s badge FURNITURE SERVICES The exhibition area is open plan. The furniture supplied is as follows: 1. Premium & Regular Exhibitors = One trestle-style table and two bistro-style chairs - supplied free of charge 2. Entrepreneurs / Small Businesses = One tall table & chair 3. Professional Advisors = One table, 3 chairs and a Foamex board with your company logo High podium tables, bar stools, and bistro tables and chairs will be spaced around the exhibition area for delegates to use for lunch and refreshment breaks. Please contact Suzie Rose (Hospa@hospa.org) if you wish to order additional furniture or screens for your stand HOTEL ACCOMMODATION It is the responsibility of each exhibitor to arrange/confirm any accommodation requirements using the dedicated link provided by the Royal Lancaster. All charges must be settled in accordance with Hotel Policy at the time of booking. Please note, NO reservations can be made through HOSPA, only through the hotel, to qualify for the negotiated rates. Please see here for further details: INTERNET CONNECTION Free Wi-Fi is available for all participants and delegates during the event. This is for normal use, should more bandwidth be required, this may be purchased at an additional cost via the hotel. Network login details are as follows: Network name: HOSPA Password: Hospace NOISE LEVELS Royal Lancaster London is subject to noise abatement orders therefore loading and unloading of vehicles, between the hours of 21.00hrs and 07.00hrs, must only take place via the Hotel s Loading Bay on Lancaster Terrace. Exhibitors are kindly requested to consider other Exhibitors and visitors to the event and keep the level of noise that any exhibit or display may emit to a minimum

11 23.0 PAYMENT FOR EXHIBITION SPACE The Organisers reserve the right to refuse admission to the exhibition to any Exhibitor who has failed to pay their exhibition stand invoice in full. Please ensure all invoices are paid within 30 days of date of invoice. ALL payments MUST be received by Monday 2 nd October 24.0 PHOTOGRAPHY Details will be updated shortly 25.0 PRESS RELEASES & SOCIAL MEDIA Exhibitors are encouraged to submit newsworthy information and photos for inclusion in press releases. Press releases and social media updates are being sent out by HOSPA frequently in the months prior to the Conference & Exhibition. Please note that the hashtags are #HOSPACE2017 and #HOSPACE. Tweets will be featured on the website before and during the event CLIENT ENDORSEMENT HOSPA 300 A five-minute opportunity for one of your clients to endorse your company on the main stage 1. Maximum of 5 minutes exactly (with a 30 second warning and a final 10 second count down 2. 5 presentation slides only (plus 1 cover slide if required) 3. Maximum of 2 people presenting 4. If power point presentations are to be used, they must be submitted by Thursday 26 th October as USB sticks will NOT be accepted on the day. Exhibitors will be advised of their time slot by Friday 13 th October SECURITY Whilst every endeavour is made to safeguard visitors and Exhibitors property, both personal and commercial, occasionally a loss may occur. Neither the Organisers nor the hotel can be held responsible for any loss or damage to Exhibitor s property. Exhibitors are advised not to leave their stands unmanned during the show or during the set-up and breakdown periods or to leave valuables unattended. Valuable items should be removed from the stand during unmanned hours

12 28.0 INSURANCE Whilst every precaution is taken to protect your property during the event, we are not responsible for any loss or damage and we recommend that you arrange insurance cover offered by specialist insurance companies. You are also responsible for insuring against any legal liability incurred in respect of injury or damage to property belonging to third parties. In addition to this, you should protect your expenditure against Abandonment and Cancellation Curtailment of the event due to reasons beyond our control SPONSORSHIP OPPORTUNITIES There are opportunities available for exhibitors to extend brands, enhance show presence, network and achieve more business through the many and varied sponsorship opportunities available. Please see the sponsorship brochure on for more information or call Jane Pendlebury or Charlotte Pratt to discuss before 6 th October STAND SPACE INFORMATION Please note that the conference space is OPEN PLAN. Dimensions Premium Exhibitors - Open-plan space of 5m x 3m (approximately) Regular Exhibitors - Open-plan space of 3m x 3m (approximately) Height restrictions: Height of all stands restricted to 5m. Each main exhibition stand space includes: Electricity power 1 x trestle-style table and 2 x bistro-style chairs It is suggested that Exhibitors bring pop-up stands as appropriate. Exhibitors should provide their own dividers or wall panels if they are required. Please see the section on Furniture (section 18) for details on furniture provided or to order additional furniture. Exhibitors are kindly requested to keep their exhibition display within the designated area and to ensure walkways are clear of obstacles at all times. Entrepreneurs / Small Businesses Space for one tall table, one chair and a pop-up banner Professional Advisors Bistro style table and chairs in a café setting

13 31.0 STAND CLEANING & RUBBISH The hotel will ensure that the exhibition area is swept and cleaned prior to opening WEBSITE LISTINGS Exhibitors receive a listing on the HOSPACE website ( and in published materials as part of the Exhibitor package. Please provide an electronic copy of your upto-date company logo before 25 th August TERMS & CONDITIONS Please see the end of this manual for a full list of Terms and Conditions. Your agreement to these is agreed upon receipt of your booking form EXHIBITION LAYOUT See diagram below for the layout of the 2017 exhibition

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15 HOSPACE 2017 EXHIBITION STANDARD TERMS AND CONDITIONS 1. DEFINITIONS. In these Terms and Conditions the term Exhibitor means any person, firm or company who has made application for and who has been granted space in the Exhibition. The term Exhibition means HOSPACE The term Organisers means HOSPA or its lawful assigns. The term space means the area in the Exhibition applied for or allotted to the Exhibitor. The term Exhibition Services means services which are inclusive within the m2 space rate such as publicity material, security, cleaning, traffic management, exhibition catalogue listing and any other services which the organiser may from time to time offer at their discretion. 2.THESE TERMS AND CONDITIONS shall be construed in accordance with English law. The Exhibitor also agrees that this contract is subject to the terms of the agreement between the Organisers and the venue owner under which the Organisers have licensed the premises of which the space is part. 3. SIGNATORIES The person or persons signing the Contract to Exhibit Form on behalf of the Exhibitor shall be deemed to have full authority to do so on behalf of the Exhibitor and the Exhibitor shall have no right to claim against the Organisers that such person or persons did not have such authority. 4. LICENSOR AND LICENSEE. Upon acceptance of the Booking Form by the Organisers there shall be an agreement between the Organisers and the Exhibitor subject to these Terms and Conditions. As regards any space allotted the relationship of licensor and licensee shall exist between the Organisers and the Exhibitor. In case of non-payment of any sum due from the Exhibitor (whether formally demanded or not) or of any other breach or non-observance by the Exhibitor of any of these Terms and Conditions the Organisers shall have the right to revoke his licence and re-enter upon the allotted space to remove and exclude the Exhibitor and all persons therefrom without prejudice to the right to recover all sums payable by the Exhibitor hereunder and without prejudice to any other right or remedy available to the Organisers. 5. PAYMENT TERMS. Each Exhibitor is responsible for settling all accounts for ancillary charges and expenses incurred in connection with HOSPACE 2017, which are initiated by him, his agent, representative or contractor and must discharge all such liabilities forthwith when called upon to do so. All payments are due by the end of August 2017, or within 30 days of receipt of the invoice. All accounts must be fully cleared prior to the 2 nd October The Organisers reserve the right to cancel the exhibitor s space. Additionally, the Organisers reserve the right to close, have removed or confiscate any stand and/or exhibits belonging to any Exhibitor who has not fulfilled his obligations relating to payments. 6. CANCELLATION OF SPACE. (i) In the event that an Exhibitor either wishes to cancel his space booking after acceptance by the Organisers or fails to meet any of the payment obligations (whether as to the amounts or dates of payment) detailed herein or in the Space Application Form then the Organisers reserve the right (but without being obliged to do so and without prejudice to any other right or remedy available to the Organisers) to apply cancellation/reduction charges and to reallocate such space. 7. DURATION OF EVENT. Details of Exhibition hours are given in the Exhibitor Manual. During these times, stands must be manned by the exhibitor s staff. 8. EXHIBIT PROFILE/REMOVAL OF EXHIBITS Only exhibits pertaining directly to the Hospitality Industry will be allowed. The Organisers reserve the right to have removed from the hall any exhibit or item complementary to an exhibit not conforming in their opinion to this Regulation. The Organisers reserve the right to require the Exhibitor to remove any exhibit or category of exhibit if the Organisers in their absolute discretion consider that the same is libellous of an obscene nature or may infringe the rights of any third party or which the Organisers consider in their absolute discretion to be undesirable or detrimental to the Exhibition, other exhibitors or the general commercial interests of the Organisers or any associated company. 9. RELOCATION. For the avoidance of doubt any contract between the Organisers and the Exhibitor for space is only for the area of such space and no acceptance by the Organisers of the Exhibitor s Contract to Exhibit Form or allocation of the Exhibitor s name to any particular part of any Exhibition floor plan or stand number will constitute any agreement warranty or representation by the Organisers that the Exhibitor is entitled to exhibit at the Exhibition in such particular location and the Organisers reserve the right without being required to give notice to the Exhibitor to alter the layout of the Exhibition floor plan or position of any stand at any time. 10. OTHER EXHIBITORS. Whilst the Organisers shall act in good faith, the name of any exhibitor which may appear on any floor plan or stand number or any statement made by or on behalf of the Organisers that any exhibitor is booked to attend the Exhibition provisionally or otherwise shall not constitute any warranty representation or undertaking by the Organisers that any such exhibitor will attend the Exhibition or attend at any particular location. 11. SPACE NOT OCCUPIED. The Exhibitor must occupy the space allotted to him by show opening time on the first day of the Exhibition. Any Exhibitor failing to do so will be deemed to have cancelled his space booking. In this event the Terms and Conditions relating to Cancellation will apply and the Organisers may resell or reallocate such space. 12. PROMOTION AND REPRESENTATIONS. (i)whilst the Organisers shall use their reasonable endeavours to organise and promote the Exhibition in such manner as they consider appropriate the Organisers reserve the right to amend or vary the manner or methods of such organisation and promotion and therefore any statements made by or on behalf of the Organisers as to audience projections or methods or timing of promotion shall constitute only general indications of the Organisers promotion and organising strategy and shall not amount to any representation or warranty. (ii)any application for stand space or any acceptance thereof by the Organisers shall not be conditional on the presence or location or absence of any other exhibitor at or from the same or any other Exhibition and any reference to such conditionality shall not apply to any contract for space between the Organisers and the Exhibitor for Exhibition stand space. 13. ASSIGNMENT. The Exhibitor shall not be entitled to assign sublet or grant licences in respect of the whole or any part of the Space allocated to him, or assign or otherwise deal with his rights and obligations hereunder nor may any cards advertisements or printed matter of persons who are not bona fide Exhibitors be exhibited or distributed on any stand. This shall not apply to persons firms or companies being subsidiaries agents or principals of the Exhibitor (iii)the Organisers their servants or agents shall not be liable for any loss or damage (including consequential or indirect loss or damage) suffered by the Exhibitor his agents, contractors or invitees whether such loss or damage arises from breach of a duty in contract or tort or in any other way (including loss or damage arising from the Organisers negligence) and which shall include (but not by way of limitation) loss of profits; loss of contracts, loss of or damage to property or goods of the Exhibitor or any other person, or (but only so far as such injury is not caused by the Organisers negligence) personal injury to the Exhibitor or any other person. (iv)the Organisers shall not in any event be held responsible for any restriction or conditions which prevent the construction, erection, completion, alteration or dismantling of stands or the entry, siting or removal of exhibits, or for failure of any services or amenities provided or contracted to be provided by the venue owner or other third parties. (v)the Organisers shall not be liable in respect of any contract entered into between the Exhibitor and any official contractor appointed by the Organisers for the negligence or default of any such contractor, its servants or agents. 14. EXCLUSION OF PERSONNEL. The Organisers reserve the right in their absolute discretion to exclude or remove from the Exhibition any person whose presence is or is likely to be undesirable and the Organisers may exercise such rights notwithstanding that any person is the servant agent or contractor of the Exhibitor or otherwise in any way connected or associated with the Exhibitor. 15. ERECTION OF STANDS. All Stands - No Exhibitor will be permitted to display any exhibit in such a manner as in the opinion of the Organisers obstruct the light or impede the view along the open spaces or gangways or to occasion inconvenience or otherwise affect the display of other exhibitors. 16. FIRE PRECAUTIONS. All materials used for building, decorating or covering stands must be of non-flammable material. Exhibitors must comply with all instructions given by the relevant authorities to avoid the risk of fire or any other risk. 17. DANGEROUS MATERIALS

16 The following are excluded from the Exhibition: explosives, detonating or fulminating compounds, and all dangerous or harmful substances, including primings, fireworks, etc. Primings, fireworks, matches and similar objects can only be exhibited in the form of imitations, and on condition that they contain no inflammable matter. 18. INAPPROPRIATE IMAGES Exhibitors are required to prevent any inappropriate images being visible on the exhibition stand, in the conference area including all electronic devices. 19. ATTENDANCE. The Exhibitor acknowledges that the Organisers shall not be held responsible for the failure of all or any other contracted exhibitors to attend the Exhibition or the failure of any number of attendees to attend the Exhibition for any reason. 20. POSTPONEMENT OR ABANDONMENT. The Exhibitor shall not have any claim against the Organisers in respect of any loss or damage whatsoever consequent upon the Exhibition failing (for whatsoever reason) to be held or the Exhibition venue being or becoming wholly or partially unavailable for the holding of the Exhibition for whatsoever reason. If by re- arrangement or postponement of the period of the Exhibition or by substitution of an alternative venue for the Exhibition or by means of any other reasonable matter or thing the Exhibition can be held the contracts for space shall be binding upon all parties save that the same shall be deemed to be varied so as to allow for any necessary change in venue, dates or period of the Exhibition, stand size, location or otherwise. 21. INDEMNITY. The Exhibitor shall fully and effectually indemnify the Organisers against all costs claims demands proceedings and losses whatsoever made against or incurred by the Organisers as a result of the Exhibitor exhibiting advertising promoting selling or supplying any goods or services at the Exhibition. 22. BANKRUPTCY. In the event of the Exhibitor becoming bankrupt committing any act of bankruptcy going into liquidation or having a Receiver or Administrator appointed in respect of any of its assets then the Organisers reserve the right to terminate the contract with the Exhibitor forthwith and the Terms and Conditions relating to Cancellation shall apply. 23. FORCE MAJEURE. The Organisers shall not be liable to the Exhibitor by reason of any cancellation or part time opening of the Exhibition, either as a whole or in part, for any non performance of their obligations under this contract or for any amendments or alterations to all or any of the Rules or Regulations of the Exhibition in each case to the extent that such occurrence is due to circumstances not within their control. 24. GROUP STANDS. Contracting parties for group stands are responsible for ensuring that all Exhibitors within their group are fully aware of, and agree to abide by these Terms and Conditions and by regulations outlined within the Exhibitor Manual of the Exhibition. 25. DATA PROTECTION - PRIVACY By signing the Contract to Exhibit Form the Exhibitor is consenting, under all relevant data protection legislation, to the Organiser communicating with Exhibitors by telephone, fax, and by post and using its personal information for the following purposes, namely: for the Organiser s internal purposes which will include accounts processing, internal analysis of Exhibitors, inviting Exhibitors to other events organised by the Organiser or its group, disclosure of information to contractors who provide services in respect of the Exhibition (including but not limited to shell scheme, security, registration, cleaning and freight contractors, caterers and electricians), disclosure to direct mailing contractors and disclosure or transfer of Exhibitor s personal data to members of the Organiser s group worldwide to allow the group to further develop its business and its services to Exhibitors. The Organiser may also pass Exhibitor details to third parties who provide goods and services likely to be of interest to Exhibitors. Please contact the Organiser in writing if you do not wish your personal information to be used in any of the ways mentioned above. 26. WAIVER. The failure of the Organisers at any time to enforce any provision of these Terms and Conditions or the Rules and Regulations shall not affect their right thereafter to require complete performance by the Exhibitor nor shall the waiver of any breach of any such provision be taken as or held to be a waiver of any subsequent breach or be a waiver of the provision itself