1. DEFINITIONS
In these Standard Terms and Conditions the word ’Sponsor/Exhibitor’ means any company, organisation or person who has applied for space allocation in an exhibition and/or to sponsor an event, or their agent,contractor or employee. The word ‘Organiser’ means The Royal College of Podiatry or its contracted PCO.
2. STAND BOOKINGS
Sponsors/Exhibitors must complete sign and return the booking form. Provisional bookings can be held for 14 working days; however no application will be considered valid until a signed booking form and full payment is received. The Organiser reserves the right to refuse any bookings at any time without stating a reason. A booking is only confirmed when accepted by the Organiser in writing.
3. PAYMENT TERMS
An invoice will be raised on receipt of a booking form and should be paid in full within 21 days of the invoice date. Where the invoice amount is not paid within the prescribed time, stands and sponsorship packages may be reallocated and any loss incurred by the Organiser by such non-payment shall be claimed from the defaulting Sponsor/Exhibitor.
4. CANCELLATION
All cancellations must be made in writing. Cancellations made within 60 days of the opening of the event will be liable to a further 50% cancellation fee. Cancellations made within 30 days of the opening of the event will be liable for payment of the total invoice amount for the original booking.
5. AMENDMENT OF EXHIBITION FLOOR PLAN
While every endeavour is made to retain the published plan of the exhibition and the sponsorship and exhibition packages, the Organiser shall be entitled to vary the layout and packages if it believes such variation to be in the general best interests of the event, including any measures necessary to ensure a Covid-safe event and in response to any emerging regulations and guidance.
6. SECURITY AND INSURANCE
Neither the Organiser nor its contractors shall be responsible for the safety and security of the exhibit or of any other property of any Sponsor/Exhibitor, its agents or employees, or for the loss, damage or destruction by theft or fire, or from any other cause, to such exhibits or other property, or for loss, damage or injury sustained by any Sponsor/Exhibitor or any other person save where proved to be caused by the negligence or breach of duty of the Organiser. The Sponsor/Exhibitor shall indemnify the Organiser and its contractors against any liability incurred by the Organiser or its contractors to third persons, as a result of any act or omission of the Sponsor/Exhibitor, its employees or agents. The Sponsor/
Exhibitor should effect its own insurance against the risk of any loss, damage or injury or liability.
7. POSTPONEMENT OR ABANDONMENT
The Sponsor/Exhibitor shall have no claim against the Organiser or its contractors in respect of any loss or damage caused by the prevention, postponement or abandonment of the event, for reasons beyond the control of the Organiser or its contractors. Should the event be cancelled, postponed or moved online for reasons beyond our control, such as a force majeure, or any governance restricting large gatherings then all monies paid will be refunded in full.
8. SUBLETTING AND SHARING OF STANDS
The Sponsor/Exhibitor shall neither share with, nor part with possession of the whole or any part of the stand allocated to it, to another organisation, company or person without the written consent of the Organiser.
9. ACCESS AND ST AND DISPLAYS
The Sponsor/Exhibitor must ensure that its stand is ready before the opening of the exhibition each day. Stands must be fully staffed and stocked at all times. The Sponsor/Exhibitor must comply with build up, breakdown and delivery times, as set out in the Sponsor/Exhibitor manual. Late build up and early breakdown creates problems in exhibition halls, contravenes health and safety regulations and is discourteous to other Sponsor/Exhibitors. If late setup is unavoidable, a suitable time slot will be allocated by the Organiser at its discretion. Exhibits are not to be removed until the exhibition is closed, and any Sponsor/Exhibitors closing the stand before that time without the permission of the Organiser will be liable for an early closing fee of 25% of the total invoice amount. The Sponsor/Exhibitor must vacate its stand, and ensure that all exhibit items are removed from the premises, within the time specified for exhibition breakdown. Any Sponsor/Exhibitor failing to do so will be liable for additional rental costs.
10. UNDESIRABLE ACTIVITIES
If it appears to the Organiser that the Sponsor/Exhibitor may be engaged in activities which it considers to be contrary to the best interests of the Exhibition or event or which appear unethical or unlawful, the Organiser may without being under any liability to refund or reduce any costs, cancel any stand booking or sponsorship package and require the Sponsor/Exhibitor to vacate the event forthwith and to refuse the Sponsor/Exhibitor the right to participate further in the event. Canvassing for orders, except by the Sponsor/Exhibitor on his own stand in the normal course of his business is strictly prohibited and in any such case the right to expulsion referred to above will be exercised at once. The distribution or display of printed or other placards, flyers or circulars or other articles except by the Sponsor/Exhibitor on its own display space is prohibited, except by prior written agreement with the Organiser.
11. SAMPLING CONSUMABLES
If the Sponsor/Exhibitor wishes to sample consumables it must ensure that it complies with sampling regulations as laid out by the venue’s contract and caterers. Consumables may be subject to corkage.
12. HEALTH and SAFETY AT WORK ACT
It is the responsibility of the Sponsor/Exhibitor to ensure that its contractors employees’ and agents’, displays and exhibits comply with current legislation regarding Health
and Safety at Work.
13. DISPOSAL OF WASTE
It is the responsibility of the Sponsor/Exhibitor to ensure that all debris and waste material arising from its own stand fitting is completely removed from exhibition area prior to the opening of the exhibition. Failure to comply with this procedure shall render the Sponsor/Exhibitor liable for the cost of clearance by the Organiser.
14. SPECIAL HAZARDS
Any exhibit that may be regarded as constituting a special risk or hazard must be notified to the Organiser at least one month in advance of the opening of the exhibition. The Sponsor/Exhibitor must at its own expense, comply with any conditions or safety precautions the Organiser, venue licensor or local authority may impose.
15. DELEGATE NUMBERS
Whilst the Organiser will make every effort to secure a high level of attendance of delegates, there can be no guarantee of delegate numbers and no discounts or refunds are available if delegate numbers do not reach the projected levels.
16. AGREEMENT
These Standard Terms and Conditions, together with the booking form, printed sales material, letter of confirmation and any subsequent agreed variations in writing and signed by the Organiser shall represent the entire Agreement between the Organiser and the Sponsor/Exhibitor and shall supersede any previous agreements or representations whether written or oral.
17. GENERAL CONDITIONS
The Organiser reserves the right to change these Standard Terms and Conditions at any time without prior notice. Any variation to these terms and conditions shall only be valid if set out by the Organiser in writing and delivered to the Sponsor/Exhibitor. These terms and conditions shall be governed by and construed in accordance with the laws of England and Wales. Disputes shall be exclusively subject to the jurisdiction of the courts of England and Wales. Agreement to these terms and conditions include specific agreement to the information provided by you on behalf of your organisation being recorded and used to communicate with you about commercial opportunities from The Royal College of Podiatry.
ABPI COMPLIANCE STATEMENT
The Royal College of Podiatry recognises that promotion of prescription medicines to members of the public is prohibited under the ABPI Code of Practice and have measures in place to ensure that all delegates are healthcare professionals. Funds generated from exhibition space and sponsorship are used solely to cover costs of the venue and logistical arrangements and do not fund any element of any social events. Support from pharmaceutical companies is clearly indicated in promotional and conference materials.
In these Standard Terms and Conditions the word ’Sponsor/Exhibitor’ means any company, organisation or person who has applied for space allocation in an exhibition and/or to sponsor an event, or their agent,contractor or employee. The word ‘Organiser’ means The Royal College of Podiatry or its contracted PCO.
2. STAND BOOKINGS
Sponsors/Exhibitors must complete sign and return the booking form. Provisional bookings can be held for 14 working days; however no application will be considered valid until a signed booking form and full payment is received. The Organiser reserves the right to refuse any bookings at any time without stating a reason. A booking is only confirmed when accepted by the Organiser in writing.
3. PAYMENT TERMS
An invoice will be raised on receipt of a booking form and should be paid in full within 21 days of the invoice date. Where the invoice amount is not paid within the prescribed time, stands and sponsorship packages may be reallocated and any loss incurred by the Organiser by such non-payment shall be claimed from the defaulting Sponsor/Exhibitor.
4. CANCELLATION
All cancellations must be made in writing. Cancellations made within 60 days of the opening of the event will be liable to a further 50% cancellation fee. Cancellations made within 30 days of the opening of the event will be liable for payment of the total invoice amount for the original booking.
5. AMENDMENT OF EXHIBITION FLOOR PLAN
While every endeavour is made to retain the published plan of the exhibition and the sponsorship and exhibition packages, the Organiser shall be entitled to vary the layout and packages if it believes such variation to be in the general best interests of the event, including any measures necessary to ensure a Covid-safe event and in response to any emerging regulations and guidance.
6. SECURITY AND INSURANCE
Neither the Organiser nor its contractors shall be responsible for the safety and security of the exhibit or of any other property of any Sponsor/Exhibitor, its agents or employees, or for the loss, damage or destruction by theft or fire, or from any other cause, to such exhibits or other property, or for loss, damage or injury sustained by any Sponsor/Exhibitor or any other person save where proved to be caused by the negligence or breach of duty of the Organiser. The Sponsor/Exhibitor shall indemnify the Organiser and its contractors against any liability incurred by the Organiser or its contractors to third persons, as a result of any act or omission of the Sponsor/Exhibitor, its employees or agents. The Sponsor/
Exhibitor should effect its own insurance against the risk of any loss, damage or injury or liability.
7. POSTPONEMENT OR ABANDONMENT
The Sponsor/Exhibitor shall have no claim against the Organiser or its contractors in respect of any loss or damage caused by the prevention, postponement or abandonment of the event, for reasons beyond the control of the Organiser or its contractors. Should the event be cancelled, postponed or moved online for reasons beyond our control, such as a force majeure, or any governance restricting large gatherings then all monies paid will be refunded in full.
8. SUBLETTING AND SHARING OF STANDS
The Sponsor/Exhibitor shall neither share with, nor part with possession of the whole or any part of the stand allocated to it, to another organisation, company or person without the written consent of the Organiser.
9. ACCESS AND ST AND DISPLAYS
The Sponsor/Exhibitor must ensure that its stand is ready before the opening of the exhibition each day. Stands must be fully staffed and stocked at all times. The Sponsor/Exhibitor must comply with build up, breakdown and delivery times, as set out in the Sponsor/Exhibitor manual. Late build up and early breakdown creates problems in exhibition halls, contravenes health and safety regulations and is discourteous to other Sponsor/Exhibitors. If late setup is unavoidable, a suitable time slot will be allocated by the Organiser at its discretion. Exhibits are not to be removed until the exhibition is closed, and any Sponsor/Exhibitors closing the stand before that time without the permission of the Organiser will be liable for an early closing fee of 25% of the total invoice amount. The Sponsor/Exhibitor must vacate its stand, and ensure that all exhibit items are removed from the premises, within the time specified for exhibition breakdown. Any Sponsor/Exhibitor failing to do so will be liable for additional rental costs.
10. UNDESIRABLE ACTIVITIES
If it appears to the Organiser that the Sponsor/Exhibitor may be engaged in activities which it considers to be contrary to the best interests of the Exhibition or event or which appear unethical or unlawful, the Organiser may without being under any liability to refund or reduce any costs, cancel any stand booking or sponsorship package and require the Sponsor/Exhibitor to vacate the event forthwith and to refuse the Sponsor/Exhibitor the right to participate further in the event. Canvassing for orders, except by the Sponsor/Exhibitor on his own stand in the normal course of his business is strictly prohibited and in any such case the right to expulsion referred to above will be exercised at once. The distribution or display of printed or other placards, flyers or circulars or other articles except by the Sponsor/Exhibitor on its own display space is prohibited, except by prior written agreement with the Organiser.
11. SAMPLING CONSUMABLES
If the Sponsor/Exhibitor wishes to sample consumables it must ensure that it complies with sampling regulations as laid out by the venue’s contract and caterers. Consumables may be subject to corkage.
12. HEALTH and SAFETY AT WORK ACT
It is the responsibility of the Sponsor/Exhibitor to ensure that its contractors employees’ and agents’, displays and exhibits comply with current legislation regarding Health
and Safety at Work.
13. DISPOSAL OF WASTE
It is the responsibility of the Sponsor/Exhibitor to ensure that all debris and waste material arising from its own stand fitting is completely removed from exhibition area prior to the opening of the exhibition. Failure to comply with this procedure shall render the Sponsor/Exhibitor liable for the cost of clearance by the Organiser.
14. SPECIAL HAZARDS
Any exhibit that may be regarded as constituting a special risk or hazard must be notified to the Organiser at least one month in advance of the opening of the exhibition. The Sponsor/Exhibitor must at its own expense, comply with any conditions or safety precautions the Organiser, venue licensor or local authority may impose.
15. DELEGATE NUMBERS
Whilst the Organiser will make every effort to secure a high level of attendance of delegates, there can be no guarantee of delegate numbers and no discounts or refunds are available if delegate numbers do not reach the projected levels.
16. AGREEMENT
These Standard Terms and Conditions, together with the booking form, printed sales material, letter of confirmation and any subsequent agreed variations in writing and signed by the Organiser shall represent the entire Agreement between the Organiser and the Sponsor/Exhibitor and shall supersede any previous agreements or representations whether written or oral.
17. GENERAL CONDITIONS
The Organiser reserves the right to change these Standard Terms and Conditions at any time without prior notice. Any variation to these terms and conditions shall only be valid if set out by the Organiser in writing and delivered to the Sponsor/Exhibitor. These terms and conditions shall be governed by and construed in accordance with the laws of England and Wales. Disputes shall be exclusively subject to the jurisdiction of the courts of England and Wales. Agreement to these terms and conditions include specific agreement to the information provided by you on behalf of your organisation being recorded and used to communicate with you about commercial opportunities from The Royal College of Podiatry.
ABPI COMPLIANCE STATEMENT
The Royal College of Podiatry recognises that promotion of prescription medicines to members of the public is prohibited under the ABPI Code of Practice and have measures in place to ensure that all delegates are healthcare professionals. Funds generated from exhibition space and sponsorship are used solely to cover costs of the venue and logistical arrangements and do not fund any element of any social events. Support from pharmaceutical companies is clearly indicated in promotional and conference materials.