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You can access the Exhibitor Terms and Conditions and the Delegate Booking Terms and Conditions.

Exhibitor Agreement - Terms and Conditions

  1. INTRODUCTION

1.1 The following terms and conditions apply to companies that book exhibition space onto all events including seminars, training workshops and conferences delivered by any company that is part of UMi. UMi refers to UMi Holdings Ltd and its subsidiary companies which includes UMi Commercial Limited.

1.2 References to “us” means UMi and references to “we” and “our” shall be construed accordingly. Reference to “you” means the entity completing a booking request and references to “your” shall be construed accordingly.

1.3 Defined terms have the meaning given to them within these Terms and Conditions.

1.4 In light of the meanings given above to "we" and "you", references to “us”, “our” and "your" shall be construed accordingly.

1.5 Written notice within this agreement includes by post and email to the other party.

1.6 Events may be physical, virtual (via UMi’s preferred event delivery platform OnAir) or hybrid. The nature of the event will be set out in all marketing materials in advance of the event taking place.

1.6.1 UMi reserves the right to move a planned event between physical and virtual delivery, with advanced notice in writing to the exhibitor, no less than 21 days prior to the event planned start date.

  1. EVENT RIGHTS
2.1 You are entitled:
  • to use the Stand Space for the duration of the Event to show the exhibits; and
  • to have a marketing entry on relative marketing materials and applications providing information about you and your exhibits.
2.2 We grant to you a non-transferable, non-exclusive, royalty free license to use the Event logos and trademarks(the "Event Marks") solely to promote your attendance at the Event.
2.3 Where you inform us, prior to entering into the Agreement, that there is a specific stand space at the Event that you would like to use, we shall use our reasonable endeavours to allocate that stand space to you. However, you acknowledge and agree that we cannot guarantee the availability of any preferred stand space.
2.4 We shall provide you with all relevant details relating to the Event (including, but not limited to, timings of the Event, rules relating to the venue and rules relating to use of the Stand Space) prior to the Event
2.5 You grant to us a worldwide, non-exclusive, royalty free, sub-licensable license to use:
  • your logos and trade marks(the "Exhibitor Marks") provided to us in accordance with Clause 3.3, during the Term (as defined at Clause 10), on the Event website and other marketing and publicity materials; and
  • the other materials and information provided to us in accordance with Clause 3.3 for inclusion in marketing materials or applications, during the Term (as defined at Clause 10).
2.6 You acknowledge and accept that we have the right to publicly announce our business relationship with you which shall include but not be limited to announcements on social media. Such announcements shall not be disparaging or otherwise adverse to your business.

3.YOUR OBLIGATIONS

3.1 You shall ensure that your exhibits are always manned by at least one member of your staff during the opening hours of the Event.
3.2 In entering into the Agreement, you warrant to us that no items exhibited by you at the Event or materials relating to your exhibits (including, but not limited to, materials promoting your attendance at the Event) shall:
  • be inaccurate, obscene, defamatory or disreputable;
  • infringe the rights of any third party;
  • otherwise be unlawful; or
  • be detrimental to us, the Event, to other exhibitors at the Event or to our general commercial interests.
3.3 You shall provide us with (i) Exhibitor Marks in a suitable format; and (ii) unless otherwise agreed the materials and information necessary to populate the Event Listing twenty-one days before the Event date (or within one day where this Agreement is entered into less than twenty-one days before the start of the Event)unless agreed otherwise. Any changes shall be notified to us no later than twenty-one days before the start of the next Event. Any materials and information provided to us shall be subject to our approval and editorial. You hereby warrant that any materials or information provided by you for inclusion in your Promotional Package shall not:
  • be inaccurate, obscene, defamatory or disreputable;
  • infringe the rights of any third party; or
  • otherwise be unlawful.

3.4 You shall ensure that your Stand Space is left in good order and in a clean condition at the end of the Event and in accordance with the rules and regulations set out to you as part of the Event.

3.5 You warrant that you will comply with (and shall procure that your employees shall comply with): (i) all relevant laws and regulations relating to your attendance at the Event; and (ii) any further specific rules which apply to the venue at which the Event is being held.

3.6 You hereby indemnify us and shall keep us indemnified against all costs, expenses, damages, claims, losses and liabilities suffered or incurred by us as a result of any breach of Condition 3.

  1. PAYMENT
4.1 Prices are set out on the booking form and/or the Event website. Payment may be made by either credit or debit card. Credit/debit card details and authorisation to deduct payment must be given at the time you submit your booking form. Please inform us at the time of your booking request if you require an invoice in respect of your booking. Invoices only refer to the currency in which payment has been made.
4.2 Available on request, payments can also be made via invoice. Payments are due within 14 days upon receipt of the invoice to the account specified on the invoice.
4.3 You shall not be permitted entry to the Event unless full payment of all outstanding fees as at commencement of the Event (plus any interest accrued on a late payment) has been received by us.
4.4 All payments made via invoice, whether from UK bank accounts or non-UK bank accounts shall be received on the due date to the account designated by us on the invoice. Any related bank fees or associated transfer fees relating to a wire transfer (whether charged by the sending or the receiving bank) shall be paid by you.
4.5 Prices may change from time to time, due to offers or incentive. If the price of a delegate place increases or decreases, you are not entitled to an adjustment in the price you paid at the time of booking.
4.6 Discounts may be offered from time to time but you may only use one discount per Event. Discounts apply to new bookings only and discount codes are only valid at the time of booking and will not be applied retrospectively.
4.7 All prices are subject to local taxes where appropriate.
4.8 Without prejudice to any other rights and remedies available to us, we shall be entitled to charge you interest on any overdue amount under this Agreement at the rate of 3% per annum above the then current base rate of the Bank of England accruing on a daily basis from the due date until the date of actual payment of the overdue amount whether before or after judgment and compounding every 90 days.
4.9 Where the cost of exhibiting at an event has been covered by a third party this will be clearly stated within the booking form. From time to time UMi deliver events on behalf of third parties, where there are no fees payable this will be covered in advance of the event taking place.
  1. CANCELLATION
5.1 If you wish to withdraw from, cancel or otherwise terminate this agreement for any reason whatsoever within the Term of the contract, it must be submitted in writing to UMi. If you wish to cancel your booking, or fail to meet any of the payment obligations (either the amount or dates of payments), then we reserve the right to apply the following cancellation charges and to re-sell the booking:
  • Up until 7 weeks prior to the event, 50% of total cost.
  • Within 7 weeks prior to the event, 100% of total cost. 

We do operate a 14 day ‘cooling off’ period:

  • except for bookings received within 5 working days prior to the event, cancellations must be received in writing within 48 hours of the booking being confirmed for a full refund.
  • where the booking is received within 5 working days prior to the event, full charges will be payable.
Any payments already made to us over and above the applicable cancellation charges will be refunded. Should monies not, at the time of cancellation, already have been paid to us the cancellation fee will still apply.
5.2 Unless otherwise agreed by us in writing, you must occupy the Stand Space by opening time on the first day of the Event. If you fail to do so for any reason you will be deemed to have cancelled your Stand Space allocation and we shall be entitled to re-allocate the Stand Space to a third party.
5.3 Unless otherwise agreed by us in writing, you shall not be permitted entry to the Event if any sums are owed by you to us. If any such sums are outstanding, you will be deemed to have cancelled your Stand Space allocation and we shall be entitled to re-allocate the Stand Space to a third party.
5.4 Where after the Agreement has been entered into the Exhibitor wishes to reduce the size of its space for the Event booked under the Agreement, then written notice of such wish must be forwarded to us in writing. There shall be no obligation on us to accept such notification of reduction. Where the reduction is accepted by us, we reserve the right to apply cancellation charges set out in Condition 6 and above to the total Contract Price according to the amount by which the original stand area booked is reduced.
  1. CANCELLATION OF EVENT OR ALTERATION OF CONTENT BY US

6.1 It may be necessary for us to alter the advertised content, timing, date and/or location of the Event. We reserve the right to do this at any time during the Term and without liability to you, provided that the Event, as altered, is substantially similar to the Event as originally advertised. We will provide you with notice of any alterations as soon as is reasonably practicable.

6.2 We reserve the right to cancel the Event at any time during the Term and will provide you with notice of the same as soon as is reasonably practicable.

6.3 In the event that we cancel the Event (pursuant to Clause 6.2) or materially alter the advertised content, timing, date and/or location of the Event, you shall be entitled to either: (i) a credit for a future event held by us of your choice (up to the value of sums paid by you in respect of the Event); or (ii) terminate this Agreement with immediate effect and obtain a refund (calculated in good faith) of an amount that reflects the total sums paid by you at the date of cancellation minus the value of any rights received by you prior to the date of cancellation. Any such refund shall be paid by us, via bank transfer, upon request.

6.4 We reserve the right to remove any materials from your Exhibit or materials being used to promote your Exhibit at any time during the Event (and to recover any costs incurred by us in doing so from you) if such materials (i) are in our reasonable opinion likely to be infringing the rights of a third party, (ii) cause you to be otherwise in breach of Clause 3.2, or (iii) are, in our reasonable opinion, otherwise inappropriate for display.

6.5 You expressly acknowledge and agree that we reserve the right to alter the layout of the Event floor plan or position of any Stand Space at any time during the Term and without liability to you provided that the Stand Space continues to be substantially similar to the Stand Space as originally agreed.

  1. INTELLECTUAL PROPERTY RIGHTS

You acknowledge that all intellectual property and similar and related rights (including, without limitation, trademarks, copyright, design rights, know-how, confidential information and goodwill) in and relating to the Event and any materials provided by or produced by us in relation to the Event shall be owned by us (or the applicable third party licensor) and you undertake not to use any such rights without our prior written consent.

  1. INDEMNITY
Without prejudice to the indemnity given by you under Clause 3.6, you indemnify us and shall keep us indemnified against all costs, expenses, damages, claims, losses and liabilities made against or incurred by us (or any of our group companies) as a result of you exhibiting or advertising any goods or services at the Event or otherwise being in breach of this Agreement.
  1. LIABILITY

9.1 Subject to Clause 9.3, our aggregate liability to you, whether such liability arises in contract, tort (including negligence) or otherwise, for any damages, loss, costs, claims or expenses of any kind howsoever arising, out of or in connection with any booking made by you in relation to the Stand Space and/or your use thereof, shall be limited to an amount equal to the Fee paid by you to us in relation to this agreement.

9.2 Subject to Clause 9.3, we shall not be liable to you for (i) any loss of profit, loss of or damage to data, loss of anticipated savings or interest, loss of or damage to reputation or goodwill or; (ii) any indirect, special or consequential damages, loss, costs, claims or expenses of any kind.

9.3 Nothing in this Agreement shall limit or exclude either party's liability for:

  • death or personal injury caused by that party's negligence, or the negligence of that party's employees, agents or subcontractors;
  • fraud or fraudulent misrepresentation; or
  • any other liability which cannot be limited or excluded by applicable law.
  1. TERM AND TERMINATION
10.1 This Agreement shall remain in force for the term from submission of the booking form to the event date or final payment whichever comes later, unless terminated earlier in accordance with the provisions of this Agreement.
10.2 Either party has the right at any time to terminate this Agreement immediately by giving written notice to the other if the other:
  • has committed a material breach of any of its obligations under this Agreement (including a failure to pay any amounts due under this Agreement) and has not remedied any such breach (if capable of remedy) within fourteen (14) days of being required to do so by written notice; or
  • ceases or threatens to cease to carry on business, is unable to meet its debts as they fall due, has an order made or a resolution passed for its winding-up, has an administrator, receiver or manager appointed, makes any arrangement or composition with its creditors, or makes an application for the protection of its creditors in any way.
10.3 In addition, we shall be entitled to terminate the Agreement in the event that (i) you conduct yourself in such a way as to bring yourself, the Event, any of the other exhibitors or us into disrepute or (ii) you breach the warranties given in Clauses 3.2 and/or 3.3.
10.4 If this Agreement is terminated by us in accordance with this Clause 10:
  • (where such termination occurs prior to commencement of the Event), you shall be obliged to pay the Total Fees and any sums outstanding as at the date of termination shall be payable by you within 14 days of the date of our notice of termination; and
  • we shall be entitled to re-sell the Stand Space and/ or other areas relating to the exhibition or event allocated to you, onto a third party;
  • there shall be no obligation on us to refund any sums paid by you pursuant to Clause 4; and
  • if applicable, any of your property at the Event shall be removed by you immediately, failing which the property shall be removed by us at your expense.10.5 Termination of this Agreement by either party for any reason shall be without prejudice to any rights or obligations that may have accrued as at the date of such termination.

11 FORCE MAJEURE

11.1 We shall not be deemed to be in breach of this Agreement or otherwise liable to you for any failure or delay in performing any of our obligations under this Agreement as a result of an event or series of connected events outside of our reasonable control and/or the reasonable control of our sub-contractors and/or suppliers as applicable (including, without limitation, strikes or other industrial disputes, failure of a utility service or transport network, act of God, war, riot, civil commotion, terrorism, malicious damage, compliance with any law or governmental order, rule, regulation or direction, accident, breakdown of plant or machinery, fire, flood, pandemic or storm) (a "Force Majeure Event").

11.2 Our performance under this Agreement shall be deemed to be suspended for the period that a Force Majeure Event continues, and you agree that we may have an extension of time for performance for the duration of that period, including where appropriate by an extension to the Term. We will use reasonable commercial endeavours to find a solution by which our obligations under this Agreement may be performed despite the Force Majeure Event.

12 ANTI-BRIBERY AND CORRUPTON

12.1. You warrant that you shall:
  • comply with all applicable laws, statutes and regulations relating to anti-bribery and anti-corruption including but not limited to the Bribery Act 2010;
  • comply with such of our anti-bribery and anti-corruption policies as are notified to it from time to time; and
  • report to us any request or demand for any undue financial or other advantage of any kind received by or on behalf of you in connection with the performance of this Contract.

12.2 Breach of this clause 12 shall be deemed a material breach of this Contract.

  1. INSURANCE

13.1 Exhibitors must hold their own public liability insurance and, if applicable, employer’s liability insurance. Certificates should be available for inspection if required.

13.2 In the event that you fail to provide evidence of satisfactory insurance arrangements we shall be entitled to forthwith re-allocate the Stand Space to a third party.

  1. GENERAL

14.1 This Agreement contains the entire agreement and understanding between the parties and supersedes all prior agreements, understandings or arrangements (both oral and written) relating to the subject matter of this Agreement.

14.2 This Agreement shall not create, nor shall it be construed as creating, any partnership or agency relationship between the parties.

14.3 You are not permitted to re-sell, transfer, assign or otherwise dispose of any of your rights or obligations arising under this Agreement.

14.4 The parties acknowledge and agree that execution of this Agreement on submission of the booking form shall be effective execution under the laws of England and Wales in accordance with the provisions of the Electronic Communications Act 2000 as may be amended from time to time.

14.5 This Agreement and the rights and obligations of both parties shall be governed by, and construed in accordance with, the laws of England and Wales, and the parties irrevocably agree to submit to the exclusive jurisdiction of the courts of England and Wales.

 

Delegate Booking - Terms and Conditions

  1. INTRODUCTION

1.1 The following terms and conditions apply to Delegates that book onto events, seminars, training workshops and conferences delivered by any company that is part of UMi. UMi refers to UMi Holdings Ltd and its subsidiary companies which includes UMi Commercial Limited.

1.2 References to “us” means UMi and references to “we” and “our” shall be construed accordingly. Reference to “you” means the individual or business completing a booking request and references to “your” shall be construed accordingly.

1.3 Events may be physical, virtual (via UMi’s preferred event delivery platform OnAir) or hybrid. The nature of the event will be set out in all marketing materials in advance of the event taking place.

1.3.1 UMi reserves the right to move a planned event between physical and virtual delivery, with advanced notice in writing to the delegate, no less than 21 days prior to the event planned start date.

  1. BOOKING AND ONLINE ACCOUNTS

2.1 You may request a delegate place at the Event online by completing the online booking form and submitting it.

2.2 All booking requests at the Event are subject to availability.

2.3 When you request a delegate place for an Event online you may be given a unique username and/or password giving you access to an online website account (your “Account”). You must keep your username and password confidential at all times, as you are responsible for all activities undertaken through your Account. You agree to log-off from your Account at the end of each session and to email us immediately at events@weareumi.co.uk if you become aware of any unauthorised use of your username/password and/or Account. We cannot and are not liable for any loss or damage arising from your failure to comply with these requirements

  1. PRICES AND PAYMENT
3.1 Prices are set out on the booking form and/or the Event website. Payment may be made by either credit or debit card. Credit/debit card details and authorisation to deduct payment must be given at the time you submit your booking form. Please inform us at the time of your booking request if you require an invoice in respect of your booking. Invoices only refer to the currency in which payment has been made.
3.2 Prices may change from time to time, due to offers or incentive. If the price of a delegate place increases or decreases, you are not entitled to an adjustment in the price you paid at the time of booking.
3.3 Discounts may be offered from time to time but you may only use one discount per Event. Discounts apply to new bookings only and discount codes are only valid at the time of booking and will not be applied retrospectively.
3.4 All prices are subject to local taxes where appropriate.3.5 Where the cost of attending an event has been covered by a third party this will be clearly stated within the booking form. From time to time UMi deliver events on behalf of third parties, where there are no fees payable this will be covered in advance of the event taking place.
  1. CHANGES TO THE EVENT AND CANCELLATION POLICY
4.1 It may be necessary for reasons beyond our reasonable control to alter the advertised content, timing and/or location of the Event or the advertised speakers. We reserve the right to do this at any time and, where we alter the time and/or location of the Event, we will provide you with notice of the same and will offer you the choice of either a credit for a future event of your choice (up to the value of sums paid by you in respect of the Event) or the opportunity to attend the Event as varied.
4.2 In the case of cancellations, they must be submitted in writing to UMi. If you wish to cancel your booking, or fail to meet any of the payment obligations (either the amount or dates of payments), then then we reserve the right to apply the following cancellation charges and to re-sell the booking:
  • Up until 7 weeks prior to the event, 50% of total cost.
  • Within 7 weeks prior to the event, 100% of total cost. We do operate a 14 day ‘cooling off’ period:
  • with the exception of bookings received within 5 working days prior to the event, cancellations must be received in writing within 48 hours of the booking being confirmed for a full refund.
  • where the booking is received within 5 working days prior to the event, full charges will be payable.
Any payments already made to the us over and above the applicable cancellation charges will be refunded. Should monies not, at the time of cancellation, already have been paid to us the cancellation fee will still apply.
4.3 If you are unable to attend the Event, we try in most circumstances to allow substitute delegates to attend in your place. A cost of 10 GBP plus VAT may be applied to each amendment requested within 10 days of the Event.
4.4 Your Event badge is personal to you and once you have received your Event badge onsite it cannot be amended, substituted, or reissued to a third party.
4.5 We shall not be liable to you for travel, accommodation or other costs and expenses incurred (included wasted costs and expenses) by delegates if we are required to cancel or relocate the Event as a result of an event outside our reasonable control (including, without limitation, due to acts of God, severe weather, fire, explosion, military or terrorist acts (or threats of any such acts), any industrial action or widespread illness).
4.6 Where you receive a credit in accordance with Clause 4.1 such credit must be used by you to book a delegate place at an event within 18 months from the date of issue. Following such 18-monthperiod the credit will expire, and no refunds will be made.
  1. CONTENT

5.1 All rights in all presentations, documentation and materials published or otherwise made available as part of the Event (including but not limited to any audio or audio-visual recording of the Event) (“Content”) is owned by us or is included with the permission of the owner of the rights. No (i) photography, filming or recording; or (ii) republication, broadcast or other dissemination of the Content is permitted. You shall not distribute, reproduce, modify, store, transfer or in any other way use any of the Content (save that use by the relevant delegate for internal business purposes shall be permitted), and in particular (but without limitation) you shall not (and shall procure that each of your delegates shall not):

  • upload any Content into any shared system;
  • include any Content in a database;
  • include any Content in a website or on any intranet;
  • transmit, re-circulate or otherwise make available any Content to anyone else;
  • make any commercial use of the Content whatsoever; or
  • use Content in any way that might infringe third party rights or that may bring us or any of our affiliates into disrepute.

5.2 The Content does not necessarily reflect our views or opinions.

5.3 Suggestions or advice contained in the Content should not be relied upon in place of professional or other advice. Whilst we take reasonable care to ensure that the Content created by us is accurate and complete, some of it is supplied by third parties and we are unable to check its accuracy or completeness.

5.4 To the extent that any Content is made available by us online we reserve the right to suspend or remove access to such Content at any time.

  1. PUBLICITY RIGHTS
You acknowledge that we shall be entitled to record, film or photograph the Event and agree to waive any rights arising under the laws of any jurisdiction. You grant to us an irrevocable, worldwide, royalty-free license to make such use of your name, voice, biography and likeness in any media and any recording, filming or photography of the Event as is reasonably required in connection with the exploitation, advertising and promotion of the Event. To opt out of this, please contact the event organiser via email –[email protected]
  1. LIABILITY

7.1 Subject to Clause 7.4, our aggregate liability to you, whether such liability arises in contract, tort (including negligence) or otherwise, for any damages, loss, costs, claims or expenses of any kind howsoever arising, out of in connection with any booking (or requested booking) made by you or otherwise in relation to the Event, shall be limited to the price paid by you in respect of the applicable Confirmed Booking.

7.2 Subject to Clause 7.4, we shall not be liable to you for (i) any loss of profit, loss of or damage to data, loss of anticipated savings or interest, loss of or damage to reputation or goodwill or; (ii) any indirect, special or consequential damages, loss, costs, claims or expenses of any kind.

7.3 You agree to indemnify us, our staff and our affiliates and to hold us harmless to the fullest extent permitted by law, against all loss, costs, claims or expenses of any kind arising from any act or omission by you (including your delegates) during or otherwise in relation to the Event.

7.4 Nothing in this these Terms and Conditions shall limit or exclude either party's liability for:

  • death or personal injury caused by that party's negligence, or the negligence of that party's employees, agents or subcontractors; subcontractors.
  • fraud or fraudulent misrepresentation; or
  • any other liability which cannot be limited or excluded by applicable law.
  1. GENERAL
8.1 These Terms and Conditions (together with any documents referred to herein or required to be entered into pursuant to these Terms and Conditions, including without limitation any booking form) contains the entire agreement and understanding between us and supersedes all prior agreements, understandings, or arrangements (both oral and written) relating to the subject matter of these Terms and Conditions and any such document.
8.2 These Terms and Conditions shall not create, nor shall they be construed as creating, any partnership or agency relationship between us.
8.3 Save as set out in Clause 4.3 you are not permitted to re-sell, transfer, assign or otherwise dispose of any of your rights or obligations arising under these Terms and Conditions.
8.4 You agree that, unless otherwise set out in this Agreement or agreed in writing between us: (i) the terms of this Agreement; and (ii) all technical, financial, and other information or data provided to you by or in respect of UMi or the Event in connection with this Agreement (together the “Confidential Information”); shall be treated in the strictest confidence by you. Unless otherwise approved in writing by UMi, you shall not share the Confidential Information with any other party. The restrictions set out in this clause 9.6 shall not apply to any Confidential Information that (i) is or subsequently becomes available to the general public other than through a breach of this Agreement by you; or (ii) is developed through your independent efforts without reference to the
Confidential Information: or (iii) that you rightfully receive from a third party without restrictions as to its use.
8.5 These Terms and Conditions and the rights and obligations of both parties shall be governed by, and construed in accordance with, the laws of England and Wales and both parties irrevocably agree to submit to the exclusive jurisdiction of the courts of England and Wales in respect of any dispute which arises hereunder
  1. PRIVACY POLICY

9.1 Please click here for our privacy policy. You agree (and shall be responsible for ensuring that each of your guest delegates consent to the fact).

ACCESSIBILITY

10.1 UMi makes every effort to ensure events are as accessible as possible to all delegates, specific accessibility can be found on an event by event basis within our bookings form.

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