Conferences South West Limited – Terms & Conditions for Sponsors and Exhibitors
‘Organisers’ means Conferences South West Limited (CSW) or their designated representatives. ‘Sponsor’ and ‘Exhibitor’ includes any person, firm or company, corporation, institution, association or committee to whom space is allocated. ‘Venue’ refers to the location where the conference is being held. ‘Exhibit building’ is the host hotel/convention facilities. ’Exhibit Space’ means the area allocated to the Sponsor or Exhibitor by the Organisers.
Applications for Sponsorship or Exhibition space at CSW conferences should be made on the official booking form. Both are allocated on a strictly ‘first-come, first-served’ basis.
An invoice will be issued on receipt of the booking form and payment should be made in accordance with the terms thereon. If the event is within 30 days of the stand or sponsorship package being booked, full payment will be required with the booking. Government legislation allows us to charge you interest of 8% over the prevailing NatWest base rate on all overdue invoices. However, we do not want to, so please do not make us.
- Assignment of exhibit space
The Organisers shall assign the Exhibit Space to the Exhibitor for the period of the Exhibition (provided the Exhibition Building is made available to the Organisers). Such assignment is made for the period of this Exhibition only and does not imply that the same or similar space be held or offered for future exhibitions. Every endeavour is made to preserve the published layout of the conference area and exhibitions. Should it be necessary to revise the layout for any purpose, the Organiser reserves the right to transfer an Exhibitor to an alternative suitable site. The Organisers reserve the right to withdraw its acceptance of this Application/Contract if it determines in its sole discretion that the Exhibitor is not eligible to participate or the Exhibitor’s product or services is not eligible to be displayed in this Exhibition.
- Exhibitors must abide by the set-up and breakdown times as stated by the Organisers. Exhibition stands should be manned during all refreshment breaks and events scheduled in the Exhibition area. Under no circumstances can a stand be broken down until after the close of the conference, unless with prior written agreement from the Organisers.
6.Prohibition of transfer
Sponsors and Exhibitors may not assign or share or grant licences of any part of the Sponsorship or Exhibit space without the prior written consent of the Organisers, which it may withhold at its sole discretion. If such consent is given, the Exhibitor shall assume full responsibility for the conduct of the assignee and all its representatives, and the Exhibitor shall not charge its assignee more than a proportionate share of the exhibit fee based upon the amount of Exhibit Space assigned.
- Use of Exhibit space
Merchandise, signs, decorations or display fixtures shall not be pasted, taped, nailed or tacked to walls. No Exhibit, merchandise or equipment shall be left in any aisle, but shall be confined to Exhibit Space. No signs or advertising devices shall be displayed outside Exhibit Space or projecting beyond limits of Exhibit Space as to interfere with any neighbouring Exhibit or fire exit. Nor may any cards, advert, or printed matter of firms who are not bona fide Sponsors or Exhibitors be exhibited in or distributed from, any area of the Conference.
- Exhibitor conduct
Exhibitor and its representatives shall not congregate or solicit trade in the aisles. The prior written consent of the Organisers is required for the employment or use of any live model, demonstrator or solicitor. Such employment or use shall be confined to the Exhibit Space. The Organisers, in its sole and absolute discretion may withdraw its consent at any time, in which event Exhibitor shall terminate such activity immediately. The distribution of pamphlets, brochures or any advertising matter must be confined to the Exhibit Space. Exhibitors are prohibited from bringing alcoholic beverages into the Exhibit Area other than unopened items for prizes. Exhibitor shall not lead attendees from one Exhibit Space to another. Exhibitors or any of its representatives shall not conduct itself in a manner offensive to standards of decency or good taste. No photographs shall be taken without prior consent of the Organisers.
Sponsors or Exhibitors wishing to cancel a booking must do so in writing to the Organisers. Receipt of such will be confirmed in writing by return. As the Organisers incur considerable costs prior to the conference including marketing, promotion and administration expenses, the following charges for cancellations will apply: a) 50% of total cost if cancelled up to 30 days, b) The full cost of the booking is payable for cancellations within 30 days of the event.
In the event of an Exhibitor or Sponsor becoming bankrupt, or going into liquidation, or having an administrator or receiver appointed, or entering into a voluntary arrangement, the contract with the Sponsor or Exhibitor may be terminated at the option of the Organisers and the full contract price will be due and payable with immediate effect.
- Registration of Staff
Staff from Sponsors and Exhibitors who wish to attend the conference sessions must apply to the Organisers to obtain permission to register as full conference delegates, unless a specific prior arrangement has been made with the Organisers.
- Indemnity and limitation of liability
Neither the Organisers, the sponsoring Education Association or Special Interest Group, Region or Chapter, nor the Exhibit Building, nor any of its officers, agents employees or other representatives shall be held liable for, and they are hereby released from liability for, any damage, loss, harm or injury to the person or property of the Exhibitor or any of its visitors, officers agents, employees or other representatives, resulting from their theft, fire, water or accident or any other cause. The Exhibitor shall indemnify, defend and protect the Organisers and the Exhibit Building and save the Organisers and the Exhibit Building, harmless from any and claims, demands, suits, liability damages, loss, costs, legal fees and expenses of any kind which might result from or arise of any action or failure to act on the part of the Exhibitor or its officers, agents, employees or other representatives.
Exhibitors and sponsors are responsible for arranging appropriate insurance cover in connection with their attendance at the conference, including prevention, postponement or abandonment. The Organisers cannot be held liable for any loss, liability or damage to personal property. It is the responsibility of the Exhibitor to maintain proper insurance cover for its property and liability.
- Fire & Safety
Exhibitors and Sponsors must comply with any reasonable instructions given by any authority regarding fire precautions and safety. All decorations, displays and exhibits, together with incidental fittings, must conform fully to the regulations and requirements of local authorities, and must be non-flammable or treated for fire prevention by an approved method.
- Alterations & Disclaimer
The Organisers reserve the right to make alterations to the conference programme, venue and timings at any time. In the unlikely event of the programme being cancelled by the Organisers, a full refund will be made. Liability will be limited to the amount of the fee paid by the sponsor or exhibitor. Whilst the Organisers will make every effort to secure a high level of attendance of delegates to the conference, no guarantee of delegate numbers can be given and no discounts or refunds are available if delegate numbers do not reach the projected levels.
- Cancellation of the Conference
In the event of it being found necessary for whatever reason that the Conference and Exhibition shall be postponed, abandoned or altered in any way in whole or in part, or if the Organisers find it necessary to change the dates of the Event, the Organisers shall not be liable for any expenditure, damage or loss incurred by the Sponsor or Exhibitor. In the event of cancellation the Exhibitor or Sponsor will be refunded any monies paid. If by re-arrangement or postponement of the period of the Event, or any other reasonable manner, the event can take place, the contract between the Organisers and the Sponsors shall remain in force. In no case shall the amount of the refund to the Sponsor or Exhibitor exceed the amount of Sponsorship or Exhibitor fees paid.
- Information and Copyright
Information supplied by the Organisers in relation to any conference is accurate to the best of their knowledge and belief, but shall not constitute any warranty or representation. Any inaccuracy, mistakes or omission in such information shall not entitle the Sponsor or Exhibitor to cancel his contract. All information and data relating to the event is the copyright of the Organiser and cannot be passed on to any third party for any purpose. Lists and information relating to participants may only be used in relation to the Sponsor’s presence at the event.
- Websites & Links
The conference and associated CSW websites may link to other websites and networking tools, provided for the convenience of the users. The contents of these websites are maintained by their owners, for which CSW takes no responsibility; neither can responsibility be taken for contents of any website linking to this website.
- Agreement to terms and conditions and rules
Exhibitor agrees to observe and abide by the foregoing Terms, Conditions and Rules and by such additional Terms, Conditions and Rules made by CSW from time to time for the efficient sale or operation of the Exhibit, including but not limited to, those contained in this contract. In addition to the Organisers right to close an Exhibit and withdraw its acceptance of this Application/Contract, the Organisers in its sole judgment may refuse to consider for participation in future Exhibits a Sponsor or Exhibitor who violates or fails to abide by all such Terms, Conditions and Rules. There is no other agreement or warranty between the Exhibitor and the Organisers except as set forth in this document. The rights of the Organisers under this contract shall not be deemed waived except as specifically stated in writing and signed by an authorised representative of the Organisers.
In the event of an exhibitor wishing to dispute or complain about any aspect of the conference, this must be made in writing to firstname.lastname@example.org within 7 days of the event, after which claims will not be accepted.
21.1 Governing Law
These terms and conditions (and the Organisers contract with the Sponsor or Exhibitor) shall be governed by and construed according to English law and the parties submit to the exclusive jurisdiction of the English courts.
If any provision of these terms and conditions is or becomes invalid, illegal or void, that shall not affect the validity and legality of the other provisions.
No failure or delay by the Organisers to exercise any right or remedy provided under these terms and conditions or by law shall constitute a waiver of that or any other right or remedy, nor shall it preclude or restrict the further exercise of that or any other right or remedy. No single or partial exercise of such right or remedy shall preclude or restrict the further exercise of that or any other right or remedy.
21.4 Third Parties
None of the provisions of these terms and conditions are intended to confer a benefit on or be enforceable by any third party under the Contracts (Rights of Third Parties) Act 1999 or otherwise.
If you have any questions or queries regarding these Terms and Conditions, please contact:
Conference & Events Coordinator
Conferences South West Limited
Tel: 0845 3307715