1 Allocation of Space
- The organisers will notify the exhibitor within 7 working days of receipt of an application for exhibition space whether a space has been reserved and if so provide a booking reference code which must be used in subsequent correspondence.
- If for any reason the exhibitor is not allocated a space then monies accompanying the application will be returned in full.
- The organisers reserve the right to alter the allocated stand position if deemed necessary in order to provide a viable layout.
- The organisers reserve the right to refuse any application for space without giving any reason for such rejection.
- All security details required to attend an exhibition must be provided with the application form and the organiser must be notified of any subsequent changes no later than 4 weeks prior to the event.
2 Payment for Exhibition Space
- Unless stated otherwise on the booking form/brochure provided by the organisers, the charges for exhibition space does not include any lights, panels or fittings.
- All application forms are offered, and bookings accepted solely on a payment with booking basis. The organisers reserve the right to refuse any application that does not comply with this rule.
3 Duration of the Exhibition
- The date of each exhibition will be stated in the booking form/brochure. The opening hours for each venue will normally be as follows:
Risley: 09.00 to 2.00pm; Sellafield: 09.00 to 2.00pm; Culham: 09.30 to 2.30pm; Harwell: 09.30 to 2.30pm; Dounreay: 09.00 to 2.30pm; BAE Systems Barrow: 09.00 to 2.30pm; BAE Systems Portsmouth: 09.00 to 3.00pm
- In completing the booking form the exhibitor agrees to prepare and have his/her stand available the previous afternoon (or at another time if agreed in advance with the organisers) and will man his/her stand for the duration of the exhibition and will not begin dismantling the stand until the exhibition closing time has passed.
- If the exhibition includes an evening preview reception this will be clearly indicated in the booking form brochure.
- An application to take part in the exhibition will also require that the exhibitor prepares and occupies his/her exhibition stand for the duration of the evening preview reception, where applicable, as will be indicated in subsequent correspondence.
4 Fire & Safety
- Materials used by the exhibitor in the construction and finishing of his/her stand and exhibits, or during demonstrations or dismantling must not present a fire hazard to the exhibitor, other exhibitors or the public. The use of compressed gas or other explosive or highly inflammable substances require prior approval from the organisers.
- All exhibitors’ equipment must be confined within the floor plan boundary of the stand space booked and must not offer a hazard to persons attending the exhibition or other exhibitors in any way. Passageways, stairways and fire exits shall be kept free of obstructions at all times.
- Exhibitors and their staff must conform to the accepted safety standards of the day. Equipment must conform to the relevant legislation, regulations, British or EC standards, etc. as appropriate and be maintained and operated in a safe condition. Displays involving equipment which move shall not be left unsupervised.
- All electrical equipment must be PAT tested and hold a current certificate.
- Exhibitors are responsible for ensuring they are familiar with the ‘host site’ fire evacuation procedures and site rules.
- All exhibitors should note that all venues operate a no smoking policy.
5 Preparation and Removal of Stands
- The exhibitor is required to notify the organiser at least six weeks before the exhibition if the exhibitors intended display or equipment breaches any of the following guidelines:
- Stands will be no higher than 2.5 metres (unless otherwise stated)
- Equipment will have a floor loading footprint no greater than that of a person weighing 220lbs
- Electrical requirements will not exceed that capable of being provided by one 3 three pin domestic socket outlet (normally 2 amps usage per plug).
- If there is a need to operate portable equipment, such as pumps or compressors which require a higher than normal current, exhibitors are required to inform the organisers at least 4 weeks prior to the event.
- The exhibitor will remove all packaging, display materials and any other additional presentation equipment immediately after the close of the exhibition.
- The organisers will not be responsible for the delivery, storage or transport of exhibitors’ own equipment.
6 Damage to the Exhibition Venue
- The exhibitor must avoid causing damage to the structure and finishes around and in the exhibition hall or marquee and must provide such evidence, as is required by the organiser, that appropriate and adequate insurance cover is in existence to cover any claims arising from such damage.
7 Limit of Liability
- All equipment and articles exhibited are at the sole risk, and are the sole responsibility, of the exhibitor. All exhibitors must provide their own insurance cover for fire, theft, damage or loss, incl. Public liability; as the organisers cannot be held responsible for accidents to exhibitors, exhibits or attendees.
- The organisers shall not be held responsible for the loss or damage to or the safety of any property or of any injury to the exhibitor or his/her agents or servants under any circumstances whatsoever by reason of fire, water, theft, accident and any other cause including erection, maintenance and dismantling of stands and equipment or otherwise the negligence of or breach of statutory duty by the organiser, their agents or servants.
- Whilst adequate marketing of these events will be undertaken to attract the exhibition’s target audience, the organisers cannot be held responsible for the quantity or quality of visitors if other activities, events or responsibilities, which are beyond the control of the organisers, deleteriously affect attendance.
- The organisers will not be held liable for costs associated in regard to any disruption on the day (or set up day) of all exhibitions caused by the enforcement of ‘host’ site rules and procedures or incidents.
- Should the exhibitors booking be cancelled or terminated by the organisers at short notice, liability will be limited to the value of the individual venue booking fee paid and no claims for any subsequent associated losses will be considered.
- Cancellation of any booking after the issue of an invoice will be subject to a £50+VAT administration charge
- If, following the placing and acceptance of a booking, and within six weeks of the exhibition date (including bookings taken within this six week period) the exhibitor gives notice that he/she no longer wishes to attend, then the organisers reserve the right to refuse a refund.
If cancellation occurs more than six weeks before the exhibition date then the organisers may, at their discretion, return 50% of the booking fee, minus a £50 plus VAT administration fee.
Risk and method statements may be requested by us for each venue on behalf of the host sites