Terms and Conditions

1. Purpose

This Agreement sets out the terms and conditions governing the Exhibitor’s participation in the Event.

2. Exhibitor Space and Participation

2.1 The Organiser agrees to provide exhibition space and related services as agreed.
2.2 The Exhibitor agrees to comply with all event guidelines, venue rules, and reasonable instructions issued by the Organiser.

3. Fees and Payment

3.1 The Exhibitor shall pay all agreed fees by the specified deadlines.
3.2 Failure to make payment may result in cancellation of participation without liability to the Organiser.

4. Cancellation and Changes

4.1 The Exhibitor may cancel participation in writing; fees are non-refundable unless otherwise agreed.
4.2 The Organiser reserves the right to cancel, postpone, or modify the Event. In such cases, reasonable efforts will be made to offer a refund or alternative arrangements.

5. Use of Space

5.1 The Exhibitor shall use the allocated space solely for lawful business purposes.
5.2 The Exhibitor must comply with all applicable health and safety regulations.
5.3 The Organiser reserves the right to require removal of any materials deemed inappropriate or unsafe.

6. Liability and Insurance

6.1 The Organiser shall not be liable for loss, damage, or theft of Exhibitor property.
6.2 The Exhibitor is responsible for arranging appropriate insurance coverage.
6.3 Neither Party shall be liable for indirect or consequential losses.

7. Data Protection

7.1 Compliance with Law

Each Party shall comply with all applicable data protection laws, including the UK GDPR and Data Protection Act 2018.

7.2 Roles of the Parties

(a) Each Party acts as an independent data controller in respect of personal data it collects and processes.
(b) Where the Parties jointly determine the purposes and means of processing (e.g., via lead capture tools, badge scanning, or official event apps), they act as joint controllers. Each Party is responsible for compliance with its respective obligations under applicable law.
(c) Where the Organiser processes personal data solely on behalf of the Exhibitor, it shall act as a data processor, subject to written instructions from the Exhibitor.

7.3 Collection and Use of Personal Data

(a) The Organiser may collect personal data of attendees for event administration, security, communications, and matching tools.
(b) The Exhibitor may collect personal data directly from attendees (e.g., at their booth) and is responsible for ensuring a lawful basis for such processing.

7.4 Privacy Notices

(a) The Organiser’s Privacy Notice applicable to participants is available at: [URL]
(b) The Exhibitor shall provide its own privacy information where it collects personal data independently.

7.5 Data Sharing

Any sharing of personal data between the Parties must be based on a lawful basis (such as consent or legitimate interests) and used only for agreed purposes (e.g., lead follow-up, marketing communications with consent).

7.6 Security

Each Party shall implement appropriate technical and organisational measures to protect personal data.

7.7 Data Subject Rights

Each Party shall be responsible for handling data subject requests relating to the personal data it controls.

7.8 Data Breach

In the event of a personal data breach, the affected Party shall notify the other Party without undue delay and comply with legal obligations.

8. Intellectual Property

The Exhibitor retains ownership of its materials. The Organiser may use the Exhibitor’s name and logo for event promotion.

9. Termination

Either Party may terminate this Agreement in the event of a material breach not remedied within a reasonable period.

10. Governing Law

This Agreement shall be governed by and construed in accordance with the laws of England and Wales, and the courts thereof shall have exclusive jurisdiction.

11. Entire Agreement

This Agreement constitutes the entire agreement between the Parties and supersedes all prior discussions or agreements.

Exhibitor Checklist

•  Exhibitor T&Cs read and accepted

•  Fees & Payment conditions confirmed

•  Cancellation & Refund conditions understood

•  Use of Space / Health & Safety rules acknowledged

•  Liability / Insurance arrangements confirmed

•  Privacy Notice read (URL: [Insert])

•  Data roles (Controller / Joint / Processor) understood

•  Data Sharing & Security responsibilities understood

•  Intellectual Property rights acknowledged

•  UK Governing Law confirmed