Event Booking Terms & Conditions

In-Person Study Fairs Ts & Cs

Definitions

1.1 In these conditions the following expressions shall have the following meanings:

“Booking contract” means the form that accompanies these conditions containing the details of the Event and signed by the Exhibitor.

“Conditions” means the terms and conditions contained herein;

“Contract” means these conditions, the Booking Contract and any other communications in writing between the parties in respect of the Event and if there shall be any inconsistency these conditions together with the Booking Contract shall prevail;

“Event” means the fair, exhibition, or other occasion in respect of which the Contract is made;

“Exhibitor” means the firm, company or organisation specified in the booking Contract with whom or in whose name and on whose behalf the Contract is made;

“Exhibitor Hub” means the webpage supplied by the organisers in relation to the Event containing the timetable for delivery and collection of the Exhibitor’s equipment.

“Inflation” means increases in all usual business costs.

“Organisers” means Find A University Ltd, 77 Sidney Street, Sheffield, S1 4RG and any of its servants and agents;

“Premises” means the venue where the Event is to be held and further detailed in the Booking Contract;

“Space” means the exhibition stands and/or any other area detailed in the Booking Contract;

1.2 These Conditions shall be deemed to be incorporated in all Contracts of the Organisers for Events and the provisions of these Conditions shall prevail unless expressly varied in writing and signed by a representative on behalf of the Organisers.

1.3 If in any particular case any of these Conditions shall be held to be invalid or shall not apply to the Contract the other Conditions shall continue in full force and effect.

Bookings

2.1 No contract shall exist between the Organisers and the Exhibitor until the Booking Contract has been signed by the Exhibitor and full payment (“the Charges”) for the Event received in cleared funds by the Organisers.

2.2 The Charges (which are non-refundable except in accordance with clause 6 of these Conditions) shall be the sum specified in the Booking Contract plus any Value Added Tax payable. If a Booking Contract is received without full payment of the Charges, the Exhibitor shall have only a provisional booking, and until the Charges are accepted by the Organisers, the Organisers shall be entitled to cancel the booking.

2.3 The Organisers reserve the right to vary the details stated in the quotation, estimate or Booking Contract unless it is returned signed by the Exhibitor within seven days of despatch by the Organisers.

2.4. No refunds or discounts will be given if the Exhibitor is not allocated their stand preference, or their stand position is altered on the day of the event.

2.5. In-person event locations, dates, and numbers may be subject to change. The Organisers will provide confirmed details in advance and offer a place at a suitable alternative event if any scheduled events are not held.

Charges

3.1 The Exhibitor shall pay the Charges specified in the Booking Contract. If available, additional facilities requested by the Exhibitor subsequently will be charged for at the Organisers standard rates from time to time in force unless otherwise agreed in writing.

3.2 Unless otherwise expressly stated to be firm for an agreed period the Organiser’s charges are subject to inflation.

3.3 All Charges are exclusive of Value Added Tax (where payable) which will be charged at the standard rate.

Additional Costs

4.1 The Exhibitor agrees to pay for any additional services it requests at the Event including but not limited to extra food, drinks, power points, lighting and furniture.

4.2 In addition to the above the Exhibitor shall be liable for any loss or extra cost incurred by the Organisers through the Exhibitor’s instructions or lack of instructions or through any act or default on the part of the Exhibitor, its servants, agents or employees.

Terms of payment

5.1 Unless otherwise agreed in writing by the Organisers the Charges must be paid in full within 30 days of the invoice date.

5.2 Additional Costs are payable within 30 days of receipt of an invoice submitted by the Organisers to the Exhibitors.

5.3 Without prejudice to any other rights in these Conditions, if the sums stated in Clause 6.1 are not paid within the time limit set down the Organisers shall be entitled to cancel and determine the booking.

5.4 Without prejudice to any other rights it may have the Organisers reserve the right to charge interest at the rate specified in the Late Payment of Commercial Debts (Interest) Act 1998 or any enactment thereof on overdue accounts.

Cancellations and reductions

6.1 No refunds will be issued by the Organisers after they sign the Contract should they subsequently be unable to attend.

6.2 Should the Exhibitor request any reduction in the Space originally stated in the Booking Contract, the full charge will be payable without the application of any reduced or special rates.

6.3 In the event that the Organisers are able to re-let the whole or any part of the Space cancelled by the Exhibitor then the Organisers will, after receipt of actual payment for the use thereof credit to the Exhibitor a sum equal to the amount received by the Organisers for such re-letting net of all costs incurred by the Organisers in organising and administering such replacement provided that such sum shall not in any event exceed the Charges paid or payable by the Exhibitor to the Organisers.

6.4 In-person event locations, dates, and numbers may be subject to change. The Organisers will provide confirmed details in advance and offer a place at a suitable alternative event if any scheduled events are not held.

6.5. Should an Exhibitor be unable to exhibit at the Event directly due to governmental restrictions related to Coronavirus, the Organisers will offer a place at a suitable alternative event.

Responsibilities of Exhibitor

7.1 The Exhibitor Shall:

7.1.1 acquaint themselves with all safety and evacuation procedures;

7.1.2 act at all times in a careful and peaceful manner and cause no damage to any persons or property that may be on the Premises during the Event;

7.1.3 ensure that any electrical wiring installation required is carried out by a qualified contractor approved in advance in writing by the competent authorities;

7.1.4 forthwith upon conclusion of the Event remove all property belonging to the Exhibitor and all refuse and waste materials which may have accumulated in and on the Premises during the Event. In default, the Organisers are entitled to remove such property and waste materials and refuse and the Exhibitor shall indemnify the Organisers in respect of the cost thereof. The Organisers do not accept responsibility or liability whatsoever for any goods or property of any person left in or upon the Premises after the expiration of the Event;

7.1.5 take all precautions possible to abide by all fire regulations, whether statutory or otherwise, and leave all fire points and accessories unobstructed and available for immediate use.

7.1.6 keep all staircases, gangways, passages, entrances or exits within the Premises free from obstruction at all times;

7.1.7 not apply paint, lacquer, adhesives or other coating to building columns and floors or to standard booth equipment within the Premises. No bills, signs, floor coverings or other articles shall be pasted, nailed, taped or otherwise attached to walls, floors, ceilings, columns, partitions or trim except under direction and with written consent of the Organisers;

7.1.8 not do or permit anything which may infringe the wine, beer, spirit or other licences relating to the Premises;

7.1.9 not do or permit within the Premises:

(i) anything which shall be in any way a nuisance or, which is in the opinion of the Organisers, contrary to the character of the Event;

(ii) any entertainment or other activity for which a special licence is required;

7.1.10 Ensure that any distribution of advertising and printed materials from their Space does not cause annoyance or disturbance to other exhibitors and shall not distribute any material in the neighbourhood of entrances and exits. In the event of complaints, the matter shall be referred to the Organisers for their decision. Exhibits or other devices which emit sound must be operated and controlled so that there is no disturbance to other exhibitors.

7.1.11 not erect his display goods in such a manner as, in the opinion of the Organisers, obstructs the light or impedes the view along the open spaces of gangways, or to occasion inconvenience or otherwise affect the display of other exhibitors.

7.1.12 conform to the timetable given in the Exhibitors Hub for the arrival, installation, erection and removal of their wares;

7.1.13 not bring any explosives, inflammable fluids or combustible materials of any nature including decorative materials in any stand or booth, or stored within the area of the Event.

7.2 The Exhibitor must comply with all reasonable instructions given by the Organisers or the authorities of the Event and/or Premises and must observe all regulations issued by the site authorities for exhibition organisers, stand holders, exhibitors and contractors, which regulations shall be deemed to be incorporated in any contract between the Exhibitor and the Organisers.

7.3 The Exhibitor shall ensure its servants, agents, employees do not commit any act of racial or sexual harassment or do anything which may bring the Organisers into disrepute and guarantees to pay for any loss caused if this undertaking is breached.

Loss or damage to property

8.1 The Exhibitor shall indemnify the Organisers and keep the Organisers indemnified against all losses, costs (on a full indemnity basis) claims, demands, awards and expenses arising directly or indirectly from or as a result of:

8.1.1 the Exhibitor’s use of the Space and Premises including any damage caused to building, floors, walls, columns or to standard booth equipment or to other exhibitors’ property.

8.1.2 any claim as a result of or partly as a result of:

(i) the negligence of the Exhibitor, its servants, agents or employees; or

(ii) any breach by the Exhibitor of any of these Conditions; or

(iii) the supply of food or beverages by the Exhibitor or any person directly or indirectly under the control of the Exhibitor;

(iv) the supply by the Exhibitor of samples of any kind whatsoever, whether such samples be sold or given away free.

8.2 The Exhibitors use all amenities and facilities of the Organisers at their own risk and the Organisers do not accept responsibility for the loss of or damage to any property brought onto the Premises by the Exhibitor.

8.3 In no event shall the Exhibitor have any claim for damages of any kind against the Organisers in respect of any direct or indirect loss or damage incurred by the Exhibitor upon the postponement, cancellation or change of venue of the Event. If in the opinion of the Organisers, rearrangement or postponement of the period of the Event, or by substitution of another hall or building or any other reasonable manner the Event can be carried through, the contract shall be binding upon the parties, except as to size and position of stands, as to which any modification, substitution, or rearrangement they consider necessary shall be determined by the Organisers.

8.4 The liability of the Organisers to the Exhibitor for any loss or damage of whatsoever nature and howsoever caused shall be limited to and in no circumstances shall exceed the Charges paid by the Exhibitor or where the Organiser’s liability is covered by an appropriate insurance policy, such liability shall not exceed the single incident limit specified in that policy. For the avoidance of doubt nothing in these Conditions shall have the effect of excluding or restricting the Organiser’s liability to the Exhibitor for death or personal injury caused by the negligence of the Organisers.

8.5 The Exhibitor must take out suitable insurance regarding the liabilities arising from the above Clauses which may not be covered by the Exhibitor’s existing policies in the sum of £5,000,000 for any one occurrence but unlimited in total.

Consequential loss

The Organisers shall not be liable for any costs, claims or damages or expenses arising out of any tortuous act or omission or any breach of contract or statutory duty calculated by reference to profits, income, production or accruals or loss of such profits, income, production or accruals or by reference to accrual of such costs, claims, damages or expense on a time basis.

Force Majeure

The Organisers shall not incur any liability to the Exhibitor if it is unable to perform its obligations under this Contract by reason of any cause or circumstances outside its control including but not limited to strikes, lock-outs, accidents, war, fire, flooding, reduction in or failure of power supplies, students’ demonstrations and sit-ins, non-availability of the Premises, or any other cause. The Organisers may at their entire discretion repay the Charges paid by the Exhibitor or part thereof, but shall be under no obligation to repay the whole or part of such Charges, and shall be under no liability to the Exhibitor in respect of any actions, claims, losses (including consequential losses), costs, expenses whatsoever which may be brought against or suffered or incurred by the Exhibitor, as the result of the happening of any such events. If the Organiser is required to cancel an event, we reserve the right to run the Event on a different day in an alternative venue and will offer this as an alternative to the original Event. The Organiser shall not be required to offer refunds to Exhibitors should they not wish to attend the alternative event.

Rights reserved and miscellaneous

11.1 The Organisers reserve the right to refuse admittance to or to refuse to serve any person or to expel any person from the Premises at its discretion.

11.2 Without the previous consent in writing of the Organisers neither the Exhibitor (its employees, agents or sub-contractors) shall:

11.2.1 display any flags, banners, emblems, or other decorations inside or outside any part of the Premises;

11.2.2 bring food and/or drink on to the Premises;

11.2.3 bring any pet (except guide dogs) onto the Premises.

11.3 In the event that the Organiser provides its consent to the Exhibitor providing food or beverages this consent shall be conditional on and subject to the Exhibitor (and its employees, agents or sub-contractors, as appropriate):

11.3.1 obtaining all appropriate Local Authority registrations and any other third party consents or registrations needed for the provision of food and beverages at the Premises;

11.3.2 having in place public liability insurance cover of at least £5million in respect of any one incident; and

11.3.3 providing the Organisers with a list of all persons who will be involved in the preparation and/or provision of the food and beverages (including details of all such persons qualifications appropriate to the provision of catering facilities).

11.4 The Exhibitor shall not use the Premises for the holding of any sale by auction unless approved in writing by the Organisers nor for the purpose of any gaming, wagering, betting or game of chance, nor for cooking or self-catering.

11.5 Smoking is prohibited in the Premises.

11.6 Exhibitors may take photographs of their stands, but must obtain permission from individuals who might be present in the photographs.

11.7 Should it be necessary to revise the layout of the Event for any purpose, the Organisers reserve the right to transfer the Exhibitor to an alternative suitable site.

Default or insolvency of exhibitor

12.1 If the Exhibitor which shall include its employees, agents or sub-contractors shall be:

12.1.1 in breach of any of its obligations under the Contract; or

12.1.2 be found to have participated in any illegal activity on the Premises during the Event; or

12.1.3 reasonably deemed by the Organisers to be unable to pay its debts as they fall due.

then in any such case the Organisers in its absolute discretion and without prejudice to any other right or claim may by notice in writing determine wholly or in part any and every contract between the Organisers and the Exhibitor and may (without prejudice to the Organiser’s right subsequently to determine the Contract for the same cause should it so decide) by notice in writing withdraw all or such part of the Facilities as it may decide at any stage prior to or during the Event.

12.2 If the Organisers terminate the Contract under Clause 12.1 above the Organisers shall retain all sums paid by the Exhibitor up to the date of termination.

General

13.1 Nothing in these Conditions shall operate to confer upon the Exhibitor or any other person a tenancy or exclusive occupation of the whole or any part of the Premises.

13.2 The Organisers reserve the right for operational reasons to vary the Space and Premises to be used by the Exhibitor at its discretion both before and during the period of hire.

13.3 No waiver by the Organisers of any of its requirements or of any of its rights shall release the Exhibitor from the full performance of its remaining obligations under the Contract.

13.4 Both parties shall fully comply with all statutory legislation applicable to the Contract.

13.5 Neither party may assign or sub-contract all or any part of any benefit of or interest, right or licence in or arising under this Contract without the prior consent of the other party.

13.6 Nothing in this Contract shall constitute or be deemed to constitute a partnership or other form of joint venture between the parties or constitute or be deemed to constitute either party the agent or employee of the other for any purpose whatsoever.

13.7 No person who is not a party to this Contract is entitled to enforce any of its terms, whether under the Contracts (Rights of Third Parties) Act 1999 or otherwise.

13.8 The Contract shall be governed by and construed in accordance with English law and the Organisers and the Exhibitor agree to submit to the exclusive jurisdiction of the English.

Postgraduate Marketing Conference Ts & Cs

Definitions

1.1 In these conditions the following expressions shall have the following meanings:

“Booking contract” means the form that accompanies these conditions containing the details of the Event and signed by the Delegate.

“Conditions” means the terms and conditions contained herein;

“Event” means the conference, fair, exhibition, or other occasion in respect of which the Contract is made;

“Delegate” means the individual specified in the booking Contract with whom or in whose name and on whose behalf the Contract is made;

“Delegate Hub” means the webpage supplied by the organisers in relation to the Event containing the timetable for the Event.

“Inflation” means increases in all usual business costs.

“Organisers” means FindAUniversity Ltd, 77 Sidney Street, Sheffield, S1 4RG and any of its servants and agents.

“Premises” means the venue where the Event is to be held and further detailed in the Booking Contract.

1.3 If in any particular case any of these Conditions shall be held to be invalid or shall not apply to the Contract the other Conditions shall continue in full force and effect.

Bookings

2.1 No contract shall exist between the Organisers and the Delegate until the Booking Contract has been signed by the Delegate.

2.2 The Charges (which are non-refundable) shall be the sum specified in the Booking Contract plus any Value Added Tax payable.

2.3 The Organisers reserve the right to vary the details stated in the quotation, estimate or Booking Contract unless it is returned signed by the Delegate within seven days of despatch by the Organisers.

2.4. The Organisers reserve the right to alter the event timetable, talk titles and speakers for equivalent topics and speakers. No refunds or discounts will be given if this occurs.

Charges

3.1 The Delegate shall pay the Charges specified in the Booking Contract. If available, additional facilities requested by the Delegate subsequently will be charged for at the Organisers standard rates from time to time in force unless otherwise agreed in writing.

3.2 Unless otherwise expressly stated to be firm for an agreed period the Organisers’ charges are subject to inflation.

3.3 All Charges are exclusive of Value Added Tax (where payable) which will be charged at the standard rate.

Additional Costs

4.1 The Delegate agrees to pay for any additional services it requests at the Event including but not limited to extra food, drinks and power points.

4.2 In addition to the above the Delegate shall be liable for any loss or extra cost incurred by the Organisers through the Delegate’s instructions or lack of instructions or through any act or default on the part of the Delegate, its servants, agents or employees.

Terms of payment

5.1 Unless otherwise agreed in writing by the Organisers the Charges must be paid in full within 30 days of the invoice date.

5.2 Additional Costs are payable within 30 days of receipt of an invoice submitted by the Organisers to the Delegate.

Cancellations and reductions

6.1 No refunds will be given for cancellations.

6.2 In the event that the Organisers are able to re-let the Space cancelled by the Delegate then the Organisers will, after receipt of actual payment for the use thereof credit to the Delegate a sum equal to the amount received by the Organisers for such re-letting net of all costs incurred by the Organisers in organising and administering such replacement provided that such sum shall not in any event exceed the Charges paid or payable by the Delegate to the Organisers.

Responsibilities of Delegate

7.1 The Delegate Shall:

7.1.1 acquaint themselves with all safety and evacuation procedures;

7.1.2 act at all times in a careful and peaceful manner and cause no damage to any persons or property that may be on the Premises during the Event;

7.1.3 The Organisers do not accept responsibility or liability whatsoever for any goods or property of any person left in or upon the Premises after the expiration of the Event;

7.1.4 take all precautions possible to abide by all fire regulations, whether statutory or otherwise, and leave all fire points and accessories unobstructed and available for immediate use.

7.1.5 keep all staircases, gangways, passages, entrances or exits within the Premises free from obstruction at all times;

7.1.6 not do or permit anything which may infringe the wine, beer, spirit or other licences relating to the Premises;

7.1.7 not do or permit within the Premises:

(i) anything which shall be in any way a nuisance or, which is in the opinion of the Organisers, contrary to the character of the Event;

(ii) any entertainment or other activity for which a special licence is required;

7.1.8 not bring any explosives, inflammable fluids or combustible materials of any nature including decorative materials into the area of the Event.

7.2 The Delegate shall ensure its servants, agents, employees do not commit any act of racial or sexual harassment or do anything which may bring the Organisers into disrepute and guarantees to pay for any loss caused if this undertaking is breached.

Loss or damage to property

8.1 The Delegate uses all amenities and facilities of the Organisers at their own risk and the Organisers do not accept responsibility for the loss of or damage to any property brought onto the Premises by the Delegate.

8.2 In no event shall the Delegate have any claim for damages of any kind against the Organisers in respect of any direct or indirect loss or damage incurred by the Delegate upon the postponement, cancellation or change of venue of the Event. If in the opinion of the Organisers, rearrangement or postponement of the period of the Event, or by substitution of another hall or building or any other reasonable manner the Event can be carried through, the contract shall be binding upon the parties.

8.3 The liability of the Organisers to the Delegate for any loss or damage of whatsoever nature and howsoever caused shall be limited to and in no circumstances shall exceed the Charges paid by the Delegate or where the Organiser’s liability is covered by an appropriate insurance policy, such liability shall not exceed the single incident limit specified in that policy. For the avoidance of doubt nothing in these Conditions shall have the effect of excluding or restricting the Organiser’s liability to the Delegate for death or personal injury caused by the negligence of the Organisers.

Consequential loss

Force Majeure

The Organisers shall not incur any liability to the Delegate if it is unable to perform its obligations under this Contract by reason of any cause or circumstances outside its control including but not limited to strikes, lock-outs, accidents, war, fire, flooding, reduction in or failure of power supplies, students’ demonstrations and sit-ins, non-availability of the Premises, or any other cause. The Organisers may at their entire discretion repay the Charges paid by the Delegate or part thereof, but shall be under no obligation to repay the whole or part of such Charges, and shall be under no liability to the Delegate in respect of any actions, claims, losses (including consequential losses), costs, expenses whatsoever which may be brought against or suffered or incurred by the Delegate, as the result of the happening of any such events.

Rights reserved and miscellaneous

11.1 The Organisers reserve the right to refuse admittance to or to refuse to serve any person or to expel any person from the Premises at its discretion.

11.2 Without the previous consent in writing of the Organisers neither the Delegate (its employees, agents or sub-contractors) shall:

11.2.1 display any flags, banners, emblems, or other decorations inside or outside any part of the Premises;

11.2.2 bring food and/or drink on to the Premises;

11.2.3 bring any pet (except guide dogs) onto the Premises.

11.3 In the event that the Organisers provide its consent to the Delegate providing food or beverages this consent shall be conditional on and subject to the Exhibitor (and its employees, agents or sub-contractors, as appropriate):

11.3.1 obtaining all appropriate Local Authority registrations and any other third party consents or registrations needed for the provision of food and beverages at the Premises;

11.3.2 having in place public liability insurance cover of at least £5million in respect of any one incident; and

11.4 The Delegate shall not use the Premises for the holding of any sale by auction unless approved in writing by the Organisers nor for the purpose of any gaming, wagering, betting or game of chance, nor for cooking or self-catering.

11.5 Smoking is prohibited in the Premises.

Default or insolvency of delegate

12.1 If the Delegate which shall include its employers, agents or sub-contractors shall be:

12.1.1 in breach of any of its obligations under the Contract; or

12.1.2 be found to have participated in any illegal activity on the Premises during the Event; or

12.1.3 the Organisers have reasonable grounds to anticipate that the Delegate will have difficulties in paying its debts as they fall due.

then in any such case the Organisers in its absolute discretion and without prejudice to any other right or claim may by notice in writing determine wholly or in part any and every contract between the Organisers and the Delegate and may (without prejudice to the Organiser’s right subsequently to determine the Contract for the same cause should it so decide) by notice in writing withdraw all or such part of the Facilities as it may decide at any stage prior to or during the Event.

12.2 If the Organisers terminate the Contract under Clause 12.1 above the Organisers shall retain all sums paid by the Delegate up to the date of termination.

General

13.1 Nothing in these Conditions shall operate to confer upon the Delegate or any other person a tenancy or exclusive occupation of the whole or any part of the Premises.

13.2 The Organisers reserve the right for operational reasons to vary the Space and Premises to be used by the Delegate at its discretion both before and during the period of hire.

13.3 No waiver by the Organisers of any of its requirements or of any of its rights shall release the Delegate from the full performance of its remaining obligations under the Contract.

13.4 Both parties shall fully comply with all statutory legislation applicable to the Contract.

13.5 Neither party may assign or sub-contract all or any part of any benefit of or interest, right or licence in or arising under this Contract without the prior consent of the other party.

13.7 No person who is not a party to this Contract is entitled to enforce any of its terms, whether under the Contracts (Rights of Third Parties) Act 1999 or otherwise.

13.8 The Contract shall be governed by and construed in accordance with English law and the Organisers and the Delegate agree to submit to the exclusive jurisdiction of the English.

Event Booking Contract Conditions