Food Matters Live is organised and promoted by FM Global Ltd, hereafter called “the Organiser”.
2: PLACE, DATES, OPENING HOURS
The Exhibition will take place at ExCeL, London, from Tuesday 19th November to Wednesday 20th November 2019. Exhibition Opening Hours and Build up and Break Down information will be contained in the Operations Manual which will be issued in August 2019.
“Additional Regulations” means the regulations issued by the owner of the Hall or otherwise applicable to the Exhibition Venue.
“Operations Manual” means the manual provided to the Exhibitor by the Organiser and containing specific regulations with regard to the manner and conduct of the Exhibition.
4: TERMS AND CONDITIONS
These terms and conditions shall be deemed to include the Additional Regulations, the Operations Manual and any other terms and conditions or rules and regulations provided from time to time by the Organiser to the Exhibitor which are expressly stated to be construed as being incorporated herein.
5: CONTRACT FOR SPACE
The Contract for Space shall be subject to these terms and conditions (which shall be deemed incorporated therein).
The Contract becomes legally binding when signed by the Exhibitor. Signing the Contract implies that the Exhibitor:
• accepts the present Regulations
• undertakes to pay the full stand rental even if he is prevented from participating in the Exhibition or forgoes doing so, for whatever reason
• authorises the Organiser – or his representative – to process and convey to third parties information
supplied to him in view of his participation in this event, insofar as this information concerns the Exhibiting company and the Visitors to the event.
The Exhibitor represents warrants and undertakes to the Organiser that:
• The Exhibitor has the full power, right and authority to enter into a Contract for Space.
• The Exhibitor has the full power, right and authority to advertise or sell the Permitted Goods and
Services, including without limitation all relevant intellectual property rights.
• Provision of the Contract by the Organiser does not imply right of admission for the recipient.
• The Organiser will decide whether an Exhibitor is to be admitted or excluded. The Organiser is not
required to state reasons for his decision, which is final, nor does liability for compensation arise.
• The Exhibitor shall conduct business and distribute literature only on the stand or any other areas expressly approved by the Organiser and not in other parts of the halls and not take away buyers from the halls to other business premises.
• Only items which are in the Organiser’s opinion within the scope of the Exhibition may be exhibited or otherwise be displayed or made available from the stand.
The Exhibitor shall make payment to the Organiser in accordance with the payment schedule set out in the Contract for Sponsorship, space and shell. The Organiser reserves the right to refuse to let the Exhibitor occupy the space if the Organiser has not received all payments due from the Exhibitor by the due dates.
UK VAT is applicable to this event at the prevailing rate.
8.1: CANCELLATION BY THE EXHIBITOR
An Exhibitor who wishes to cancel his participation at the Exhibition or to reduce the area he has requested should ensure the Organiser is notified. N.B. Cancellation or reduction of space only becomes effective upon written confirmation of the Organiser.
Cancellation does not release the Exhibitor from his obligations. However, the Organiser could reduce his claims related to the contract to:
• 50% of the total cost if the Exhibitor informs the Organiser 6 months or more before the exhibition. If notice is less than 6 months, the total cost of exhibiting will be charged.
• The Organiser may dispose immediately of the floor space which becomes free and is made available through any breach of the contract, including non-observance of the payment deadlines by an Exhibitor.
• Stands booked, but remaining unoccupied (i.e. without the scheduled exhibits) 12 hours before the
Exhibition opening may be disposed of by the Organiser in favour of the Exhibition.
• For the avoidance of doubt the Organiser shall be under no obligation to accept any request by the Exhibitor to reduce the size of the Exhibitor’s booking.
8.2: CANCELLATION BY ORGANISER / FORCE MAJEURE
If at the absolute discretion of the Organiser, the Hall shall become unfit or unavailable for occupancy or it becomes impossible or impractical to hold the Exhibition for reasons beyond the control of the Organiser including (without limitation) fire, flood, storm, government intervention, malicious damage, acts of war, acts of God, strikes, riots or any other cause, the Organiser reserves the right to (but shall not be obliged to)
a. Change the location and/ or date of the Exhibition: or
b. Curtail the Exhibition: or
c. Reduce the installation period, display period or dismantling period; or
d. Cancel the Exhibition
In the circumstances specified in paragraphs (a), (b) and (c) of this section the parties agree and acknowledge that the Organiser shall not have any responsibility to the Exhibitor for refunds, additional expenses or charges or to make payment for any other loss or damage suffered by the Exhibitor.
If the Exhibition is cancelled in accordance with paragraph (d) of this section the Exhibitor agrees to accept in complete settlement and discharge of all claims against the Organiser a refund of all charges paid by the Exhibitor less all costs and expenses incurred by the Organiser in connection with the Exhibition, which expenses shall be divided between all exhibitors at the Exhibition and the Exhibitor’s share pro-rated accordingly.
In the event that the Exhibition is cancelled by the Organiser for any other commercial reason including (without limitation) the lack of support for the Exhibition the Organiser will refund to the Exhibitor all charges paid by the Exhibitor to the Organiser and the Exhibitor agrees and acknowledges that he will have no further claim whatsoever against the Organiser in respect of such cancellation.
9: STAND RENTAL
9.1: SPACE ONLY STANDS
Space only stand designs and plans, and risk assessments, must be submitted to the Organiser no later than Friday 25 October 2019. The Organiser reserves the right to ask for re-designs, or to re-position stands if the proposed design and build is not in keeping with the exhibition’s main layout criteria. Rules and regulations for stand-building will be issued in the Operations Manual.
9.2: SHELL SCHEME shell scheme comes with stand area, rear and side partitions, lighting, standard electrics, carpet, facia board, exhibitor listing. (Any extras, furniture requirements can be ordered direct through our suppliers).
The Exhibitor acknowledges that the Organiser 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 reasons.
11: PROMOTION AND REPRESENTATIONS
Whilst the Organiser shall organise and promote the Exhibition in such manner as it considers appropriate, the Organiser reserves the right to amend or vary the manner or methods of such organisation and promotion provided that the promotion of the Exhibition is not materially reduced or affected and therefore any statements made by or on behalf of the Organiser as to audience projections or methods of timing of promotion shall constitute only general indications of the Organiser’s promotion and organising strategy and shall not amount to any representation or warranty.
12: STAND ALLOCATION
The Organiser will allocate the stands taking account, as far as possible, of the special requests of the Exhibitors. The Organiser may, where necessary, re-site an Exhibitor and/or assign him another stand, without incurring any liability for compensation. The Organiser is not required to state reasons for his decision.
13: ADVERTISING – SPONSORSHIP
All sales promotion and publicity whatsoever (including the distribution of pamphlets etc.) outside an Exhibitor’s stand is prohibited, except on the publicity boards or other official frameworks available for hire from the Organiser. Exhibitors are prohibited from conducting, or permitting, any presentation, sale, advertising of products, services, brands or companies that are not participating in the Exhibition either as Exhibitors or as Co-Exhibitors.
Exhibitors are not allowed to transfer or to sublet any part of the stand they have been allocated without permission of the organiser.
Co-Exhibitors are entitled to an entry in the web site.
The Standholder is responsible for ordering all technical installations and/or other services, for stand presentation and maintenance, and is also liable for payment of the above fees. The Standholder and the Co-Exhibitors are jointly liable for the observance of all obligations.
15: WEB SITE
Entry on the website is compulsory but free of charge. Appropriate access will be sent to Exhibitors in due time. The Organiser cannot accept liability for errors or omissions.
16: STAND MANAGEMENT
16.1: STAFF ON STAND
Exhibitors must ensure that their stands are manned during the Exhibition opening hours.
Stands may not be dismantled nor exhibition materials removed until official authorisation is given by the Organiser.
17: EXHIBITOR PASSES AND INVITATIONS
Exhibitor passes for the stand staff will be allotted free of charge to the Exhibitor, in line with the stand area on the floor. An invitation link for visitors will also be supplied to the Exhibitor.
18: STAND INSTALLATIONS & DECORATION
Exhibitors may not mount any installation, decoration or demonstration on their stands that could be considered prejudicial in any way to any other Exhibitor. They must decorate them using only non-flammable or fire-retardant materials.
The Organiser reserves the right to remove or modify, at the risk and expense of the Exhibitor any installation or decoration detrimental to the general appearance of the Exhibition, or causing any danger or nuisance to other Exhibitors or to the public.
Detailed information will be provided by the regulations for stand construction and outfitting included in the Exhibitor’s Instructions .Exhibitors are liable for any damage they cause (or which a third party commissioned by them causes) to the walls, floors, pillars and installations of the exhibition halls, during the occupancy and operation of their stands.
19: EXHIBITORS’ INSTRUCTIONS
Exhibitors will receive, a full Operations Manual including information such as:
• Floor plan of the Exhibition
• Dates and procedure for receipt of goods
• General information and site regulations
• List of official contractors
• All necessary order forms for other services
20: OTHER POWERS AND DISCRETION OF ORGANISER
The Organiser reserves the right to:
• Refuse any person admission to the Exhibition without need for explanation.
• Remove from the stand or the Hall at the risk and expense of the Exhibitor any exhibit, fitting or machinery or other items which the Exhibitor fails to remove in accordance with or which do not comply with these terms and conditions.
• Remove the Exhibitor from the Hall at any time if the Exhibitor is in breach of any of these terms and conditions or if in the opinion of the Organiser, the Exhibitor is behaving in a violent, threatening, abusive, immoral or otherwise inappropriate manner.
• Change or vary these regulations at any time, or permit exceptions in special circumstances.
21: EXHIBITOR’S LIABILITY FOR LOSS, DAMAGE AND INDEMNITY
All exhibits, fittings and all other items brought into the Exhibition by the Exhibitor or the invitees of the Exhibitor shall be at the sole risk of the Exhibitor. The Organiser shall not be responsible for any loss or damage to such exhibit, fittings or items however caused.
22: LIMITATIONS OF ORGANISER LIABILITY
The Organiser accepts no responsibility in the event of cancellation, abandonment, postponement or curtailment, in whole or in part, of the Exhibition in the event of causes outside the reasonable control of the Organiser.
The Organiser , their employees or agents shall not be liable for the safety of Exhibitors, their employees, agents, contractors or invitees during the exhibition (including build up and breakdown), nor for any exhibits, articles or other property of whatever kind brought into the Exhibition by Exhibitors, their employees, agents, contractors, invitees, or members of the public. The Organiser declines all liability for loss, disappearance, damage or theft.
The Exhibitor shall have suitable and current insurance throughout the term of the exhibition with a limit of not less than £2m of public liability and loss or damage to Exhibits or other property of the Exhibitor. Insurance is NOT provided by the Organiser, nor included as part of the stand package.
The Organiser will not provide Exhibitor’s records to 3rd parties except to organisations contracted by the Organiser to provide a service on its behalf.
The Organiser will not provide visitor data to 3rd parties or to Exhibitors.
Exhibitors may collect visitor data from those visitors who visit their stands and who wish to supply it. Exhibitors are not allowed to collect visitor data at the Hall entrances, theatres, or in any other circumstances.
25: ADDITIONAL REGULATIONS AND FIRE PRECAUTIONS
The Exhibitor must comply with all statutory local and other regulations or requirements and by-laws which affect or apply to the Exhibition or the Hall and in particular any fire regulations. All materials used on the stand must be non-flammable. The Exhibitor must comply with and observe the additional regulations and stand fitting regulations, copies of which are available from the Organiser and all other instructions and regulations laid down by the Hall owner and local authority from time to time.
26: HEALTH & SAFETY
Exhibitors and their main contractors are expected to ensure that they provide a safe place and system of work as is their legal duty under the Health & Safety at Work Act 1974. Exhibitors and their main contractors are responsible for all activities that take place on their stand throughout the event, and any actions that could affect others on their stand. FM Global Ltd is committed to providing,
maintaining and promoting, so far as is reasonably practicable, the highest stands of Health, Safety & Welfare at all our events. A compulsory Health and
Safety Declaration will be included in the Operations Manual and must be returned to the Organiser by all exhibitors.
27: MODIFICATIONS OF THE REGULATIONS
The Organiser is empowered to rule on all situations not covered by the present Regulations, and make any modifications or additions to them, as he deems fit. Such modifications or additions shall have immediate effect.
The Exhibitor’s Manual as well as various circular letters sent to Exhibitors, constitutes an integral part of the present Regulations.
28: INFRACTIONS OF THE REGULATIONS
Any infraction of any clause of the present Regulations will be penalised by the temporary or definitive expulsion of the offender, without entitling him to any claim for reimbursement or compensation.
In signing the contract, Exhibitors declare the acceptance of these Regulations and authorise the Organiser in their name and on their behalf to arrange the Exhibition according to above conditions and rules.
In the event of disagreement and before resorting to litigation, the Exhibitor undertakes to submit his complaint to the Organiser. When any dispute cannot be settled amicably, the parties expressly agree to elect to be domiciled in England for jurisdictional purposes and undertake to be bound by the decisions of the Courts of England. Only English law is applicable.