EXHIBITOR/SPONSOR TERMS AND CONDITIONS
Thanks for deciding to sponsor and/or book a vendor space at Project Beauty Expo.
This document details the agreement between Project Beauty Media Group, LLC. (the organizer) and any company, individual, partnership or organization (exhibitor) that participates in the Project Beauty Expo (the exhibition). These terms and conditions apply to the exclusion of any others unless expressly agreed in writing.
All table bookings must be submitted via Exhibitor Application Form online.
Upon acceptance of the signed contract, the exhibitor agrees to make their respective payment as itemised on the application form within 10 business days of submission. If a payment schedule is needed, please contact the organizer for an arrangement.
The submitted contract becomes legally binding when the organizer acknowledges receipt of a completed contract.
The contract must state clearly the nature of all goods and services to be promoted at the exhibition. Only those goods and services entered on the application form may be displayed.
The organizer reserves the right to decline an application to exhibit if, in their opinion, it is deemed unsuitable for the exhibition.
The exhibitor and or sponsorship does not include insurance, cleaning, loading and handling of equipment, table staff, table decorations or table promotional material.
Alterations to Bookings
In the event that an exhibitor wishes to alter the listed goods and services between the time of booking and the exhibition itself, they must notify the organizer in writing. Permission to display additional goods and services may be given at the sole discretion of the organizer.
Should an exhibitor wish to alter the size or location from that listed on the application form the change(s) must be agreed in writing with the organizer.
If an exhibitor wishes to decrease the size of the table, the organizer, at its discretion, will reduce the size where possible; however the exhibitor will still be contractually obliged to pay the original table price, as stated on the original signed contract.
Under no circumstances must a table be sublet, shared or transferred without the prior consent of the organizer. All requests must be made in writing via recorded delivery. The exhibitor is still liable for the full price of the table to be paid to Project Beauty Media. The exhibitor is responsible for collecting any owed money from companies who sublet, share or transfer to/on their table.
In the event of cancellation by an exhibitor, the payments received are non-refundable. The organizer will allow exhibitor to apply the face value of the canceled table toward the purchase of a new table for the following calendar year event. The exhibitor will be subject to pay the difference. Organizer reserves the right to change the geographic location of event and cost of table bookings.
In the event of non-compliance with payment for any reason whatsoever, the organizer may, at its sole discretion:
Cancel the booking without return of payments and/or
Relocate the table to another position and/or
Alter the size of the table
Tables must be staffed at all times throughout the opening hours of the exhibition.
Any failure by an exhibitor to furnish their table by the opening time of the exhibition will be deemed as a cancellation, and the organizer will be entitled to reallocate the space without refund.
Exhibitors must not block the front of a neighboring table with their displays nor arrange their table in such manner as to cause the public to block the aisle in front of it, or any adjacent table.
Public liability insurance is a requirement of this exhibition. The level of cover required is determined by the requirements of the exhibition space owners and is detailed in the Exhibitors Manual for each Exhibition. The organizer, exhibition space owners and management, official contractors and local authority cannot accept any liability for any loss or damage sustained from any cause whatsoever.
Security services are provided throughout the exhibition and build-up period, but whilst every reasonable precaution is taken, exhibitors are advised to take common-sense precautions regarding the safety of their effects at all times.
The organizer disclaims responsibility for any loss or damage to property of any exhibitors from any cause whatsoever. However, it is essential for exhibitors to report immediately to the organizer any loss sustained. The organizer accepts no responsibility for exhibitors goods left at the exhibition space at the end of the exhibition.
The organizer accepts no responsibility for the failure of any exhibitor to arrange the required insurance cover.
Health and Safety
Details of the organizer’s allocated contractors are given in the Exhibitors Manual. Any other contractors employed on site for the purposes of table construction or connection of utilities must gain the permission of the organizer and in turn the venue.
Set-up and breakdown of exhibition tables must only take place during the allocated times as given in the Exhibitors Manual. Exhibitors are not permitted to set up or dismantle table displays or move merchandise within the space while is it open to the public. Specifically, exhibitors must not commence breakdown at the end of an exhibition before the public have vacated the space.
Children under 18 are not permitted to be in the space during build-up or break-down. The presence of such children would negate the insurance cover of all parties present in the space at the time and must be absolutely avoided.
Exhibitors must not cause any aisle or emergency exit to be blocked in any way by their goods, displays or staff. In case of any dispute the decision of the duty fire officer is final.
Exhibitors must not bring explosives, dangerous or harmful substances into the exhibition. No naked flames, fireworks etc are allowed, and any item or device deemed unsafe by the duty fire officer will be removed by the organizers or the fire officer.
Exhibitors must seek the permission of the exhibition space (via the organizer) should they wish to bring any animal into the exhibition.
While onsite the designated Health & Safety officer has final say on any issues of Health and Safety, all exhibitors must adhere to their guidance in the Exhibitors Manual.
Any goods attached to your table will constitute part of your table and will be subject to the following regulations:
All textiles must be flame proofed or purchased already treated with approved chemicals. Fabric used within tables must be fixed taut or in tight pleats (not draped) to a solid backing and secured 7 cm from floor level, away from light fittings.
All fittings, fixtures and products must remain within your table area, and no empty boxes or packing materials can be stored on your table.
Exhibitors should note the specific fire evacuation procedures that apply to the exhibition space as contained within the Exhibitors Manual.
Any images of participants taken by the official Exhibition photographer remain the property of the organizer, and the organizer reserves the right to use any such images to promote future Exhibitions.
The organizer reserves the right to refuse admission to any member of the public or any exhibitor staff member.
Badges / Passes
Exhibitor badges are issued by Project Beauty Expo for the use of exhibitors and their staff. These must be completed with the name of the individual and the table number.
Badges are strictly non-transferable. The organizer reserves the right to refuse admission of any individual in possession of an exhibitor badge, who is not directly involved with an exhibition table.
Exhibitors must ensure that CD/iPods, videos, televisions and any other sounds emanating from their tables are kept to a level that does not cause disturbance to other exhibitors or to performers. In case of dispute, the organizer’s decision is final.
No voice amplifiers are to be used by any exhibitor.
Exhibitors must not cause any obstruction or disturbance to the neighbouring or adjoining premises to the exhibition space in the process of moving into or out of the exhibition space.
During the Exhibition there will be louder performance sessions on the stage; these will all be done within the health and safety guidelines. These will run through designated times on each day, any loss of trade to an exhibitor due to the volume of these will not be the responsibility of the organizer.
Code of Conduct
Whilst participating in the exhibition, exhibitors must not conduct their business in a manner that could bring the reputation or integrity of Project Beauty Expo into disrepute. The organizer reserves the right to stop or remove any act, display item or person deemed to be inappropriate or to be detrimental to its interests.
Exhibitors are responsible for any damage caused to the fabric of the exhibition space by their activities while participating in the exhibition.
Exhibitors are responsible for any waste material left behind at the end of the exhibition. Any costs incurred by the venue in the specific disposal of such materials will be passed on to the exhibitor.
The agreement is not conditional upon the presence or absence of any other exhibitor, and any reference to such a circumstance does not constitute any part of the agreement.
The agreement is onerous upon the organizer to provide the exhibitor with an amount of space and shell scheme within the exhibition. However, the organizer reserves the right to change the position or number of that tables space within the exhibition.
Information is given by the organizer in good faith and to the best of their knowledge at that point in time. Any subsequent changes cannot be taken as cause to cancel the booking, likewise no omission or error on the part of the organizer can be held against them.
The organizer reserves the right to alter the overall layout of the exhibition if necessary, which in turn may affect the location and dimensions of individual tables. In the event that re-allocation of table space is necessary for any reason, the organizer will undertake as far as possible to allocate the closest equivalent table. This eventuality does not constitute a violation of the contract and does not permit the exhibitor to revoke that agreement.
The organizer will act at all times in the best interests of the exhibition and in doing so may from time to time alter the details of these terms and conditions if required.
In the case of any breach of contract the organizer reserves the right to remove items or people from the exhibition and/or revoke the contract without prejudice to the right to recover any monies owed to the organizer.
In the event of postponement or abandonment by the organizer the exhibitor shall not have any claim against the organizer. Any failure to settle a dispute related to these terms and conditions will be resolved in a court of law.
Thank you for reading.
ACCEPTANCE: The Exhibitor has read the terms and conditions and understands that this agreement is legally binding between the organizer and the Exhibitor.
By agreeing to these terms and conditions you will help to ensure a great experience for everyone involved. We look forward to seeing you there!