In all clauses and conditions, the term ‘Organiser’ shall refer to all executives, employees (including temporary employees) subcontractors, agents or other individuals affiliated to EBME.co.uk Ltd.

1. Stand Application/Allocation

  • The Exhibitor/Sponsor must apply for a stand by completing the online form at http://ebmeseminar.com/exhibitor-registration
  • Upon receipt of the online booking the Organiser will send an invoice to the Exhibitor. Payment terms are 30 days. For bookings taken after 1st March* please send either a cheque or make payment within seven days of the on-line booking.
  • Stands are assigned subject to availability. The Organiser reserves the right at any time to re-arrange the stand layout or allocation and compensation will not be given.

Standard exhibition spaces are 2.5m wide by 2m deep and larger exhibition spaces are 3m wide by 2m deep.  Each stand space will be clearly marked out.  Where the allocated stand space is exceeded, or where walkways / aisles are impeded because of the Exhibitors display, the Organiser will require the Exhibitor to remove as much of their exhibition as necessary to keep within the allocated space or keep aisles clear.
Where available, Exhibitors may book 2 stands if they require a double sized stand. No further discounts are available for multiple stand purchases.

2. Payment
If the Exhibitor fails to pay any sum due in the time and manner agreed herein, the Organiser may in writing require the Exhibitor to forego the stand allocated without the Organiser being under any liability to refund or abate sums paid or due herein.
All costs are quoted in UK Sterling. Any sums transferred from outside the UK will be payable at the exchange rate applicable on the date of payment.
Where transfers or payments attract bank charges, the Exhibitor will meet all the charges and ensure the full amount is paid in UK Sterling.  If the full amount is not received, it is the exhibitors responsibility to investigate and rectify the situation.
If the Organiser requires the services of a third party to retrieve any overdue sums, the Exhibitor will be fully liable for all legal costs, court costs and professional fees.

3. Exhibitor Cancellation
In the event of the Exhibitor giving written notice at any time prior to the Event of his intention to cancel his exhibition space, the Organiser will have absolute discretion to deal with the display space as they think fit, without being under any liability to refund or abate any charges paid or due herein except as provided below. Once a stand booking has been received, any Exhibitor who subsequently decides for any reason to withdraw from the event shall immediately inform the Organiser in writing and shall be liable to pay the following cancellation charges plus VAT:-

  • Cancellations received on or before 31st January* – 50% (Half of the sum paid.)
  • Cancellations received after 31st January*  – 100%

In the event of the Exhibitor becoming bankrupt, going into liquidation or being under any appointment of a receiver, the Organiser reserves the right to cancel any exhibition space without being under liability to refund or abate any charges paid or due herein.

4. Change of Date or Venue/Event Cancellation
The Organisers reserve the right at any time to change the date and/or venue of the Event or to cancel it altogether if they deem it necessary by reason of fire, flood, extreme weather conditions, acts of war or violence, malicious damage, explosion, earthquake, strike, civil disturbances, political unrest, riot, labour dispute, power cuts or any other cause beyond the Organiser’s control; or if the Organiser for any other reason deems it necessary or advisable. In such cases, the Exhibitor waives any and all claims he might have against the Organiser for refunds, damages or expenses. In the event that the Event is cancelled by the Organiser for commercial reasons such as lack of support then all sums paid by the Exhibitor for the stand will be refunded. The Exhibitor agrees that under these circumstances he will have no further claims against the Organiser.

5. Exhibitor Passes
Exhibitor passes are required for the duration of the seminar. They will be found at your stand.

6. Display/Stand Design
The Event will be open to visitors during the times advertised and the Exhibitor must ensure that their stand is ready before the start of registration. The venue will be available for setting up of your allocated exhibition space 7am - 9am on the day of the exhibition.  Where access is required for setting up the evening before the event, this can be organised for 7-8pm by prior arrangement only – please contact This email address is being protected from spambots. You need JavaScript enabled to view it. regarding this. Please note that the build-up of stands has to be completed within these set up times.

Stands must be staffed at all times.

7. Equipment
All stands, fittings and materials which the Exhibitor proposes to use for the Event must be fire-retardant in accordance with the appropriate legislation.
The Organiser reserves the right to require the Exhibitor to remove anything from its stand which is not appropriately certified or which it deems unsuitable, in its absolute discretion. The Exhibitor will indemnify the Organiser against all actions, costs, claims and demands in respect of any breach of the provisions of this clause.

8. Removal of Exhibits
No exhibit may be dismantled, packed away or removed until the Event has terminated. The Exhibitor must ensure that all exhibits are dismantled and removed from the exhibition area by 6.00pm on the day of the event and all collections from the hotel have been completed by 3pm the following day. Failure to do so may render the Exhibitor liable for all costs incurred in storing and handling the said exhibits together with additional site rental costs imposed by the venue and/or their contractors.

9. Subletting
No part or whole of any site may be sublet by the Exhibitor without the prior written permission of the Organisers.

10. Canvassing
Canvassing for orders and the distribution or display of printed materials, except by the Exhibitor on his own stand, is strictly prohibited unless by prior agreement with the Organisers.  If the Exhibitor is in breach of this provision he may be asked to surrender the said display/printed materials and the right of expulsion may be exercised.

11. Disturbances
The Exhibitor must ensure that any sound coming from his stand is kept to a volume that does not cause any annoyance to other exhibitors. In case of any dispute, the Organiser’s decision is final.

12. Insurance and Security
The Exhibitor should ensure that all items on his stand are covered by full and comprehensive insurance and that valuables are locked away at all times. The Organiser cannot accept responsibility for any losses incurred. The Exhibitor is required to effect public liability insurance in accordance with clause 13.

13. Limitation on Liability
The Organiser shall not be liable to the Exhibitor for loss of profit, loss of business or depletion of goodwill in each case whether direct, indirect or consequential, or any claims for consequential compensation whatsoever (howsoever caused) which arise out of or in connection with the Event or these terms and conditions.
The Organiser shall not be in breach of this agreement, or liable for any failure or delay in performance of any obligations under this agreement arising from or attributable to acts, events, omissions or accidents beyond their reasonable control. The Organiser cannot be held responsible for any third party including, but not limited to venues, performers, promoters, sponsors, exhibitors, artists and speakers.
Nothing in these terms and conditions excludes or limits or seeks to exclude or limit the Organiser’s liability for death or personal injury caused by its negligence or under section 2(3) of the Consumer Protection Act 1987 or for fraud or fraudulent misrepresentation or for any matter which would which would render this clause unenforceable.
The Organiser will not be liable for any printing errors appearing in any literature associated with the event.

14. Indemnity
The Exhibitor shall defend, indemnify and hold harmless the Organiser from any loss, liability, claim or demand, including reasonable legal fees, made by any third party arising from any cause whatsoever in connection with the participation at the Event by the Exhibitor, his agents, contractors or employees.


15. Breach of Terms and Conditions
If the Exhibitor/Sponsor is in breach of any of the Terms and Conditions contained herein, the Organiser reserves the right, without notice to the Exhibitor to offer the stand/sponsorship to another company or use it in any manner it deems fit. This shall not be construed as affecting the responsibility of the Exhibitor to pay the full amount specified by the contract. Any dispute or enforcement shall be settled under English Law.

* Denotes the year of the current event.

version 1.23

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