CONFERENCE & EXHIBITION (THE EVENT) TERMS AND CONDITIONS
We are delighted that you have decided to register your participation in our events. We look forward to seeing you there! By making a booking for a ticket / a sponsorship / a booth space at our events, you are entering into an agreement with the Organizer and agree to the following terms and conditions:
BOOKING, PAYMENT AND CANCELLATION TERMS
Bookings: All Bookings must be made on the Application Form online and will be acknowledged within 5 working days via a confirmation e-mail and invoice.
Payment: An invoice for the full amount owed will be issued following receipt of the completed booking form. Until full payment is received, unless prior arrangements have been made, the ‘reserved’ unpaid ticket / sponsorship / booth space will remain available for sale.
Exclusions from Exhibitor Fee: The Exhibitor Fee is for the shell space only and does not include furniture, power sockets, insurance, cleaning, loading and handling of equipment, staff, telephones etc.
Cancellations/Refunds: All cancellations must be submitted in writing, and will be subject to a US$1,000 administrative fee. No refunds will be made within 45 days prior to the event date. All refunds are at the discretion of the Organizer.
EXHIBITION STAND/SPACE ALLOCATIONS
Space dimensions: Standard Space size will be specified by each particular event.
Space/stand requirements: Your booking with us is for the shell space only.
Allocation of spaces: Spaces will be allocated on a ‘first come, first served’ basis. The organizer will do their utmost to accommodate requests made on the booking form and where they cannot they will discuss alternatives with you.
Alteration of Floorplan: The Organizer reserves the right to amend the floorplan or alter the exact location of the spaces within the floorplan to accommodate sales e.g. where an Exhibitor books more than a standard space to avoid conflicts with other exhibitors. The Organizer will endeavour to consult with the exhibitors who are directly affected whenever possible and the Exhibitor undertakes to agree to such alteration(s).
Additional Representatives: Each exhibitor package includes delegate registration for two representatives. (This includes access to all conference sessions). Additional attendees (colleagues, business partners, associates, family, friends etc.) will need to register as a delegate in the usual way, to gain access to the exhibition area and conference.
General: The Exhibitor must ensure that:
(a)The stand is fully staffed and continually kept open throughout the conference;
(b)Walkways are kept clear at all times;
(c)The space is kept clean and tidy and free from rubbish at all times;
(d)Business is conducted in an appropriate manner from the stand considering the venue, organizer, other exhibitors and visitors.
Arrangement of displays: The Exhibitor is required to arrange its displays so as not to obstruct the general view or conceal other exhibits. No signs or banners are to be placed outside of the space assigned to each exhibitor. Exhibiting representatives may not stand in the aisles or hand out materials, flyers or bags in the aisles of the exhibition area and must do so only within the allocated stand area.
Noise: Loud speakers, radios, televisions or the operation of any machinery or equipment which is of sufficient volume to be distracting to neighbouring exhibitors or conference attendees are not permitted. Public address systems used to attract the attention of visitors passing near the Exhibitor’s stand are also not permitted.
Displaying Products: If the Exhibitor is displaying products or any material which is determined, in the Organizer view, to be inappropriate, including, for example, materials that are offensive, disparaging or discriminatory, will be asked to remove its products or exhibition.
No Substitution: The Exhibitor may not substitute itself or sublease stand space.
Exhibitor property: The property of the Exhibitor is deemed to be under their responsibility, control and oversight at all times, including in transit to and from the venue and within the confines of their stand. The stand, materials, displays and equipment should not be left unattended at any time.
Please note that it is not possible to secure or lock the exhibition areas. Liability: The Organizer accepts no responsibility whatsoever for any loss of or damage to or theft of property (including materials, displays and equipment) belonging to the Exhibitor.
INSTALLATION AND REMOVAL OF EQUIPMENT
Set-up: Set-up is in 01 day just before the Show. Stands must be fully set-up and manned by 8.00am of the 1st Show Day. If an exhibitor fails to turn up, the space will be left and the Exhibitor will not receive a refund. The Exhibitor must take care when installing/dismantling their equipment and stand as not to cause damage to the venue carpet, walls, floor and stands, including all panels, fascia and lighting.
Break-down: Stand dismantling does not occur until after the exhibition closes; exhibitors must not disrupt the conference by dismantling early. All exhibitors must be packed up by 6.00pm on the final day of the Show (unless prior arrangements are made with the Organizer and venue).
Couriers and transportation of equipment: The Exhibitor is responsible for arranging couriers and transportation of exhibition equipment and exhibitors to the venue. Exhibitors must make their own arrangements for storing equipment/materials prior, during and after the Event.
Responsibility for loss/damage if caused: The Exhibitor will be solely responsible for the cost of remedying any damage and repairs howsoever caused to the venue carpet, walls, floor and all property damaged or destroyed by an Exhibitor must be replaced to its original condition at the expense of the Exhibitor.
EXHIBITOR HEALTH & SAFETY OBLIGATIONS
Legal Compliance: All exhibitions must meet the current applicable regulations of Vietnam.
Venue Compliance: The Exhibitor must, at all times, comply with the venue’s regulations and policies including any laws applying to the venue.
INSURANCE, PUBLICITY AND DATA PROTECTION
Insurance: By completing and submitting the Exhibitor Application Form, the Exhibitor agrees to protect and cover the Organizer and the venue from all claims, demands, damages, and liability of any kind, including loss, damage or destruction of property, breach of contract, injury, negligence, abuse or wilful misconduct on the part of any party. The Exhibitor, at its sole expense, must take out all necessary insurance, including Public Liability insurance.
The Organizer’s Insurance: Neither the Organizer nor the venue owners provides insurance for the benefit of exhibitors. Exhibitors who wish to carry insurance on their property or for any other purpose must do so at their own expense.
Data Protection: Booking a space deems consent to receive promotional material about the Event and the Organizer's products.The Organizer will commit to pass on exhibitor information and promotional materials prior to, during and after the Event as agreed within the exhibition and sponsorship packages. Marketing and Publicity: The Organizer will produce an official programme listing exhibitors for the exhibition and will feature all exhibitors on the Show website and any conference publicity. The Organizer accepts no responsibility for any misdescription or any other error. The Organizer give no warranty as to the type or extent of the promotion of the exhibition or as to attendance numbers at the event.
Consent to use image: By making a booking for a space, a sponsorship the Exhibitor gives consent to the Organizer to take and use photographs, images and any video footage of the Exhibitor, or the space during the Show for any of the Organizer's promotional purposes inperpetuity in any media without any payment to the Exhibitor.
Exhibitor use of photos for marketing purposes: The Exhibitor is permitted to take a reasonable amount of photographs for their own promotional and marketing use provided that the Exhibitor does not infringe the Organizer’s intellectual property rights it holds in connection with the Event.
BREACHING THE TERMS AND CONDITIONS
Unsuitable exhibitors: The Organizer have the right to prohibit, prevent or remove any part of any exhibit deemed unsuitable or inappropriate for the purpose of the Event.
Failure to comply: In the case of any failure of any Exhibitor to comply with these terms and conditions, the Organizer may cancel the Exhibitor’s booking or may, during the staging of the Event, eject any Exhibitor from the venue. No refund or compensation will be payable to the Exhibitor if cancellation or expulsion occurs.
Consequences of ejection: If the Exhibitor is ejected from the Event venue, or their booking is cancelled, the Exhibitor will then be prohibited from occupying any stand/space. If the Exhibitor is at the time occupying a stand, the Exhibitor must immediately remove all their exhibits from the venue in accordance with the Organizer's directions. The Exhibitor will be responsible for all costs incurred by the Exhibitor and the Organizer in enforcing this clause.
Liability: The Participants / Sponsors / Exhibitors will be liable to the Organizer for all losses, unpaid accounts, interest, damages, costs, charges,fees and expenses incurred by the Organizer as a result of your failing to comply with these terms and conditions.
Alterations to terms and conditions: The Organizer reserves the right to alter these terms and conditions at any time and for any reason.
Alterations to dates, venues, agenda of the event:The Organisers reserve, in their absolute discretion, the right to alter the dates, venues, agenda of the Event and will use all reasonable endeavours to provide The Participants / Sponsors / Exhibitors with reasonable prior notice of the change and will work with you to accommodate the change. No refunds will be given for any change.
ACCEPTANCE: The Participants / Sponsors / Exhibitors and all other related people have read the terms and conditions and understands that this agreement is legally binding between the Organizer and The Participants / Sponsors / Exhibitors and all other related people.
Thank you for reading. By agreeing to these terms and conditions you will help to ensure great events!