terms & conditions

Exhibitor Agreement


4th – 5th of April 2020

Event Terms & Conditions


‘EVENT’ – the event specified in the Confirmation Form.

‘EXHIBITOR’ shall include all employees, servants and agents of any company or individual to whom stand/lecture/workshop space has been allocated for the purpose of exhibiting.


‘VENUE’ means the venue at which the Event is to take place.

2. Promotion and Marketing of the Event the Organizers shall be entitled to use and reproduce the Exhibitor’s name, trademark and logo in connection with the promotion and production of the Event.

3. The cost of exhibiting is as set out in the Order Confirmation Form.

4. Application for Stand Space/Lecture/Workshop must be made on the official Application Form through the web-site form. Stand space will be allocated on a ‘first come – first served’ basis, and where possible, in accordance with the Exhibitor’s choice and preference.

The Order Confirmation form must list all firms being represented by the Exhibitor. The Organizers shall reserve the right to refuse any application for stand space or prohibit any exhibit without assigning any reason for such refusal or prohibition. Should it be necessary to revise the layout of the Event for any purpose, the Organizers reserve the right to alter the positions of stands as, in their opinion, may be required in the best interest of the Exhibitors.

5. Payment. 

The Exhibitor agrees that all exhibit fees related to exhibiting at the Event, or any other amounts owed to the Organizers, must be paid to the Organizers prior to the Exhibitor’s setting up at the Event. 

For reservation is 50 % of full amount is required within one week after the registration and the remaining amount 1 month prior to event has to be fully paid.

If the Exhibitor fails to pay any or all such fees in accordance with payment deadlines, the Organizer reserves the right to reassign or cancel the Exhibitor’s Space. 

•In the event that the Exhibitor wishes to cancel it must do so in writing within 30 days of the date of the Order Confirmation form and will be liable to pay 50% of the overall costs specified therein. Any cancellation thereafter shall incur liability for all costs specified therein.

•The Organizer reserves the right to change the Date, Time and the Location of the Event.

•In the event that the Organizer cancels the Event, the full cost relating to the cancelled Event will be returned to the Exhibitor within 30 days of cancellation.

•The Organizer may offset the amount of exhibit fees owed by the Exhibitor against any amount owed by the Organizer to the Exhibitor. Full payment of all exhibit fees due must accompany each application without which the Organizer will not permit the Exhibitor to set up.

The exhibitors have to set up on Friday the 3rd of April 2020 starting from 3pm to 10pm on the day before the Event is due to begin. 

The Event dates: 4th – 5th of April 2020

The Event opening hours: |1000AM – 900PM|

•In the event of an Exhibitor failing to take possession of his allocated stand space, the Organizers reserve the right to re-allocate or otherwise deal with the stand space as they decide. The charges for such allocated stand space will nevertheless remain due to the Organizers. The Organizers shall have the right to refuse to permit the Exhibitor to occupy or use the stand space until all the sums due to the Organizers from the said Exhibitor have been paid.

•The Exhibitor agrees that the Organizers may record, broadcast or take photographs or video of the Exhibitor’s Event stand space, exhibit, and exhibit personnel as part of the recording or broadcasting of the Event in general and not solely the Exhibitor, and the Exhibitor authorizes such for any promotional use by the Organizers.

•Any images of participants, stands, lecturers taken by the official Event photographer remain the property of the organizer, and the organizer reserves the right to use any such images to promote future Events.

•The organiser reserves the right to refuse admission to any member of the public or any exhibitor staff member.

•Annoyance. The Organizers reserve the right to regulate any activity on the part of any Exhibitor that may cause annoyance to other Exhibitors or visitors to the Event. This includes the handing out of advertising material.

•Failure to Vacate. If the Exhibitor should fail to remove all his property or otherwise fail to vacate the Event premises by the end of tenancy due to any cause whatsoever, the Exhibitor shall be fully responsible for any penalties imposed by Venue, or any other losses and costs incurred by the Organizers. As a result of the Exhibitor failing to vacate the premises by the agreed time, the Organizers may remove any property of the Exhibitor left in the Event hall by the Exhibitor after the said time and the costs of such removal shall be paid by the Exhibitor to the Organizers on demand.

•Security staff will be on duty throughout the period of tenancy of the Event but shall be under no liability for loss or damage.

•Health & Safety. All personnel entering the Body & Soul Expo event space must comply with all current health and safety legislation. Risk Assessments should be provided by all Exhibitors prior to the event.

•Data protection. The Exhibitor shall comply with all applicable requirements of the Data Protection Legislation in its collection, use, processing and storage of personal data from attendees to the Event or otherwise. The parties acknowledge that, in respect of such personal data, for the purposes of the Data Protection Legislation, the Exhibitor is the Data Controller. Without prejudice to the generality of this clause, the Exhibitor shall ensure that it has all necessary appropriate consents and notices in place.

•The Organizers do not accept responsibility for any theft, loss or damage from any cause whatsoever, in respect of any property brought to the Event premises by the Exhibitor.