BBTS Conference 2016

Exhibition Terms and Conditions 

1. Definitions

i. The Exhibition means the BBTS Annual Conference to cover the period 13th - 15th September at the Scottish Event Campus, Glasgow

ii) “The Organiser” shall mean BBTS

iii) “The Exhibitor” means the company, firm, person, association  or organisation to whom space has been allocated for the purpose of exhibiting at the Exhibition

iv) “The Premises” means the Scottish Event Campus, Glasgow or such other venue of the Exhibition of which the Exhibitor may subsequently be notified.

2. Booking and allocation of display space

i) Bookings will only be accepted after the Exhibitor has registered via the booking form found in the Exhibitor Brochure

ii) Upon the Exhibitor’s request for display space to be booked with reference to the display space plan and the Organiser’s approval, the Exhibitor will immediately complete, sign and return the Exhibition Contract for space/shell to the Organiser. An invoice for a 25% deposit (+ vat) will be sent with a copy of the terms and conditions. 

Terms of payment
Final balance must be made by cheque or bankers draft drawn on a UK bank in STERLING ONLY and made payable to BBTS Enterprises Ltd to be paid by 21st August 2016. All payments are to include VAT, payable by all national and international companies. Full payment must be received by this date.  On receipt by the Organiser of the signed Exhibition contract for Space, the Terms and Conditions will be sent to the Exhibitor and will come into force between the Organiser and the Exhibitor.  We the Organiser reserve the right to restrict any exhibitor/exhibit deemed objectionable, or offensive to delegates or other exhibitors.

iii) In the event that the Exhibitor fails to pay any sum due in the time and manner agreed herein the Exhibitor will not be permitted to exhibit. In the event that the Exhibitor shall commit a serious or persistent breach of any of the other terms and conditions herein, the Organiser may in writing determine the booking whereupon the Exhibitor shall be liable to pay a cancellation charge calculated as provided in Condition 20 below in such sum as would be due on a withdrawal at the date of the determination.

3. Display Space and Display Arrangement

i) For shell scheme stands, a standard shell scheme package will be provided by the Organiser.  Full details will be provided in the letter of invite, the BBTS website and in the BBTS exhibitor manual.

4. Use of Display Space

i) The Exhibitor agrees not to assign or SUBLET any display space allocated without prior written consent from the Organiser nor to display or advertise goods or services other than those manufactured or carried by the Exhibitor in the normal course of business

ii) Sales by auction are prohibited

iii) Under no circumstances may packing materials of any kind be left in the aisles or on the stands

5. Exhibitor Appointed Representative

i) The Exhibitor must name at least one person to be a representative in connection with the installation, operation and removal of his exhibits

ii) The person or persons so appointed shall be deemed to be authorised to enter into such agreements with the organiser as may be necessary on behalf of the Exhibitor.

6. Requirements 

Exhibitors will strictly observe and perform and give all notifications and information required by the Organisers or the HIC under the terms of the Licence Agreement and regulations under which the Organiser is permitted to mount the exhibition. 

7. Electric Lighting and Power

i) Full details will be provided in the Exhibitor  manual

8. Height Limitations

i) Full details will be provided in the Exhibitor  manual

9. Music

i) Full details will be provided in the Exhibitor manual

10. Noise and Material Pollution

i) Full details will be provided in the Exhibitor manual

11. Exhibitor and Contractor passes

i) Full details will be provided in the Exhibitor manual

12. Cleaning

i) The Organisers will arrange for the daily cleaning of public areas outside Exhibition opening hours

13. Catering

i) Full details will be provided on the application form for personnel and in the exhibitor manual for stand catering

14. Security

i) No overnight security is provided within the exhibition area

15. Removal of Exhibits

i) No exhibit shall be packed, removed or dismantled prior to 1400h on September 23rd 2016.  For the benefit of attendees and other exhibitors, all stands must be staffed during the exhibition core hours.  Full details will be provided in the Exhibitor manual which will be available online.

16. Opening Hours

i) Full details will be provided in the Exhibitor manual.  Self build stands will be required to build on 20th September 2016. 

17. The BBTS conference Exhibitor Manual

i) All exhibitors will be provided with access to an online manual which lists details of authorised contractors appointed by the Organiser.  It also contains specific regulations relating to the build-up, breakdown and conduct of the Exhibition

ii) The Exhibitor agrees to abide by these regulations

18. Limitation of Liability

i) The Organiser, the Organiser’s agents and employees shall not be liable for any loss, theft or damage to Exhibitors’ property during the term of this agreement from any cause whatsoever

ii) Information given by the Organiser about the Exhibition is accurate to the best of the Organiser’s knowledge but does not constitute any warranty or representation by the Organiser, and any mistake or omission does not entitle the Exhibitor to cancel any booking made.

19. Indemnity

i)  The Hirer shall effect full public liability insurance covering relation to the Event for the Period of Hire in the sum of at least five million pounds for any one event leading to an insurance claim and the Hirer shall on request produce the relevant policy or policies of such insurance to HIC for inspection together with evidence that the same are in force and the relevant premium has been paid and allow HIC to take copies thereof.

ii) The Exhibitor undertakes to indemnify and keep indemnified the Organiser against all actions, expenses, costs, charges or claims for which the Organisers or any of the Organiser’s contractors may become liable in consequence of damage or injury to any personal or other property occasioned by or arising out of the act, default or negligence of the Exhibitor or their employees.

20. Cancellation by the Exhibitor

i) Once a display space allocation has been made in accordance with condition 2 above, any Exhibitor who subsequently decides for any reason to withdraw from the Exhibition or reduce the display space allocation made shall immediately inform the Organiser in writing.  Upon cancellation, which shall be deemed to be the date the letter is sent, the Exhibitor shall be liable to pay the following cancellation charges:

Withdrawal before 25 June = 75% refund,  

27 June - 8 August = 25% refund 

8 August - 21st September = no refund 

ii) In the event of the Exhibitor giving written notice at any time prior to the Exhibition of the intention to take possession of the display space by the day prior to the opening of the Exhibition, the Organiser will have absolute discretion to deal with the display space as is thought  fit without being under any liability  to refund

21. Change of location, curtailment or change of date of Exhibition

i) In the event that the premises shall, in the sole determination of the Organiser, become unfit or unavailable for occupancy by reason of fire, flood, tempest, terrorism acts of God or as a result of government intervention, malicious damage strike, lockout , labour dispute, picketing, injunction or riot for which the Organiser has no control or should the Organiser decide that it is necessary or advisable to curtail, relocate or change the date of the Exhibition or reduce the planned period for preparation, display or dismantling, the Organiser shall incur no liability for consequential loss, damage or expense howsoever caused or incurred

ii) Under any of these circumstances, the Organiser reserves the right to change the location and/or date of the Exhibition upon reasonable notice to the Exhibitor

22. Insurance

i) To protect the interest of Exhibitors and the Organiser’s own position, it is a requirement for all Exhibitors to have minimum insurance cover for the following risks:

Loss of expenses and or commitments caused by cancellation, curtailment, abandonment, postponement, failure to vacate (no later than 2200h on Friday 23rd September 2016), or delayed transportation at or  to the event

Insurance must cover physical loss or damage to the exhibition stand or shell hired for the event.

23. Law applicable

i) These terms and conditions and any contract concluded herein will be governed by English & Welsh Law.24. Security. No overnight security within the exhibition is provided by the centre but the hall will be locked secure at the end of each day.

26. Floor Plan   

Whilst every endeavour is made by the BBTS to avoid amending the published copy of the floor plan, the BBTS reserves the right to do so if it is believed to be in the best interests of the exhibition, ensuring however that any such changes are minimal.

27.  Private/social/commercial events policy

Exhibiting companies may host private/social events during the conference, providing any such event takes place outside of the scientific programme hours AND outside the exhibition opening hours and does not clash with a BBTS organised social event.

28. Exhibitor passes

The exhibiting company is entitled to an allocation of complimentary exhibitor passes, two  per day up to 18sqm, four per day up to 24sqm and six per day up to 36sqm. 

Passes will gain entry into the exhibition and conference sessions, plus catering, excluding the gala dinner ticket. The exhibiting company will not exceed their allocated complimentary passes.

Additional personnel wishing to attend the exhibition only, must register and pay on the day. Costs will be provided when registering. Access for these personnel can only be gained with a day registration lanyard. It is essential that these personnel are sensitive to the BBTS conference Code of  Practice (Terms & Conditions) which equally do not condone the wearing of company badges in this capacity of non stand personnel, the issue of social invitations to chosen delegates or the targeting of delegates to discuss commercial issues

29. Enforcement of the Terms & Conditions

We the BBTS will take a disapproving view of any exhibitor, or 3rd party working on behalf of a company, who does not conform to the BBTS code of Practice which is these Terms and Conditions.  We reserve the right to restrict and /or dismiss at any time any company in breach of them. The exhibiting company is responsible for the conduct of its stand personnel, 3rd party contractors, and any other suppliers appointed on its behalf.  It is the responsibility of the exhibiting company to ensure that these terms and conditions are adhered to by all, and disseminated to its staff and affiliates.