SPONSOR AND EXHIBITOR BOOKINGS
All services supplied by Hemming Group Limited or its subsidiary companies (HG or the Company) are supplied on these standard terms and conditions unless specifically agreed in writing by the Company.
The Company shall send to the Customer (by email or in writing) a Proposal for the services to be provided. By accepting the Proposal, or by submitting an official order, or by making a payment, or by providing materials to enable the Company to provide the services, the Customer agrees to be legally bound by the contents of the Proposal and by these terms and conditions. Once accepted, the Proposal together with these terms and conditions, any rate-cards, technical specifications and the Rules and Regulations relating to an Event (as made available on the relevant product website and updated from time to time) shall constitute the Contract and be the entire agreement between the Company and the Customer. No amendment or variation of the Contract shall be effective unless confirmed in writing and signed by the Customer and the Company.
All amounts stated on the Proposal will be subject to VAT at the appropriate rate depending on the type of service provided, the location of the customer or the place of supply. Should the Customer fail to provide sufficient information at the time of the order to enable the Company to apply reduced or zero rated VAT to an invoice, the full rate will be applied.
It is the responsibility of the Customer to ensure that the correct invoicing details are provided at the time the Proposal is accepted and that any purchase order number or other reference to be noted on the invoice for the Customer’s accounting requirement is provided to the Company at the time the Proposal is accepted. Should the Customer fail to provide this information the Company will be under no obligation to include this information on the invoice.
Payment should be made to the bank account stated on the invoice. Payment is due within 30 days of the date of invoice unless specifically stated otherwise on the order acknowledgement. The Company reserves the right to cease, withdraw or delay further services should a Customer fail to pay any invoice by the due date for payment. Should the Customer fail to pay any invoice in full within the payment terms, all invoices issued to the Customer will become immediately payable. The Company reserves the right to charge interest at a rate of 4% over the base rate charged by HSBC Bank on any amounts unpaid by the due date and to recover any discounts previously offered against the Company’s rate-cards. Payment by credit card will carry an administration charge of 3%. Should payment be made in a different currency to that stated on the Proposal/invoice the company reserves the right to charge the Customer for any shortfall in funds received as a result of exchange differences. Bank charges are the liability of the Customer.
The Customer may only cancel the Contract in accordance with the terms set out in the Proposal or in these terms and conditions.
SERVICES RELATING TO EVENTS
Event means any exhibition, conference, seminar, awards dinner, round-table debate, meeting, or other event where the customer is provided with exhibition space or is a sponsor of any element of that event.
The Company shall use its reasonable endeavours to organise and promote the Event in a manner it considers appropriate. The Company reserves the right to amend or vary the manner and methods of such organisation and promotion as it considers appropriate. Any statements made by the Company relating to the audience and methods and timing of promotion shall constitute only a general indication of the promotion and organising strategy to be adopted and shall not amount to any representation or warranty.
The Customer shall fully comply with the Rules and Regulations relating to the Event (as published on the Event Website and updated from time to time) and shall indemnify the Company for any loss, damages or costs arising as a result of the Customers non-compliance.
In the case of exhibition space:
- The Customer shall only display exhibits described in the Proposal and which the Company deems suitable exhibits to be displayed at the event. The company reserves the right to cancel any Contract at any time without compensation should it decide in its absolute discretion that the Customer or the Customer’s exhibits are not appropriate to participate in the exhibition. In such circumstances a full refund will be made in full settlement of all liability due to the Customer.
- The Customer shall not assign, sub-let, share or grant a licence in respect of the whole or any part of any exhibition space allotted to them.
- The Company reserves the right to amend the layout of any exhibition area and transfer the Customer’s exhibition space to an alternative location within the exhibition area.
- Exhibitor cancellations will only be accepted in writing within 30 days of us receiving a signed contract to participate. After this time, 100% payment for all exhibitor pod bookings will be required, irrespective of whether an exhibitor is able to participate.
The Company shall not be responsible for loss or damage to any property, equipment, materials or effects belonging to the Customer, its agents or contractors however caused.
Should it be necessary to cancel, abandon, postpone or limit the duration of an Event, or limit the use of any premises or should the Company fail to provide any element of the services therein, the Customer or its agents or contractors shall have no claim against the Company in respect of any loss, damages or costs and the Customer’s liabilities shall not be reduced.
The Company accepts no responsibility for any delay or non-delivery of goods and materials or for any delay or prevention of work caused for reasons beyond its control, including strike, lockout, labour disturbance or restriction or by failure of the Customer, its agents or contractors to give instructions or supply the necessary documentation in due time.
The Customer accepts liability for all acts or omissions by itself, it’s officers, employees, contractors, agents, and visitors and indemnifies the Company against all losses, damages, claims, demands and costs which may be made against the Company including any costs paid by the Company on the advice of Counsel to compromise or settle any such claims. The Customer shall ensure that its officers, employees, contractors, agents, and visitors are fully aware of the Rules and Regulations of the Event and that they fully comply with all Health and Safety requirements.
The Customer undertakes that throughout the period of the Event, it will hold insurance cover for a minimum of £10 million in respect of third party liability and employer’s liability, and adequate insurance to cover the loss of its property, equipment, materials and effects howsoever caused.
In the case of sponsorship agreements:
100% payment is payable immediately upon receipt of the invoice which will be issued upon receipt of a signed contract.
Refunds for the payments of invoices (or acceptance of non-payment of the invoice) will only be issued to event sponsors when the following clause applies:
If the live event at Swansea Arena is cancelled or postponed due to reasons beyond our control, sponsors and exhibitors will still be given their agreed package of branding and visibility during our Virtual Event Week from 23-27 May 2022 PLUS their onsite package will be rolled over in full for the next live event. When such a date is confirmed, if a sponsor or exhibitor is unable to attend the new dates then a 50% refund will be made.
SERVICES RELATING TO ADVERTISING
Advertising means any advert, insertion, promotional message, editorial or advertorial copy, customer or product branding, sponsorship message, video, product placement or other communication appearing in a newspaper, newsletter, publication, catalogue, website, email message, web-link or on signage, equipment, consumables, or giveaways at an Event.
The Customer warrants that all advertising materials it will submit to the Company for publication will fully comply with the UK Code of Non-broadcast Advertising and Direct & Promotional Marketing (CAP Code), will contain legal, decent, honest and truthful material, will not infringe the rights of any third-party or contravene any legislation or contain any defamatory material. The Customer agrees to indemnify the Company against all losses, damages and expenses arising from a breach of this warranty.
The Company reserves the right to refuse, amend, withdraw or otherwise deal with all advertising submitted in its absolute discretion and without explanation.
The Company will not be liable for any loss arising from late publication, or error, or the failure of an advertisement to appear.
The Customer must supply advertising copy to the Company in advance of the copy deadline and without application from the Company. In the event of full copy instructions not being received by the copy deadline, the Company reserves the right to repeat copy previously used or otherwise fill the space. Copy must conform to the standard technical specifications of the relevant media. Any additional work involved in converting to this standard will be charged to the Customer.
Should the Customer cancel an advertising Contract more than three months before the scheduled publication date a 25% cancellation charge shall apply. Customers cancelling less than three months before the scheduled publication date shall be liable for the full cost of the Contract. Should an Contract be cancelled part way through a series of advertisements, the Company shall have the right to charge the Customer the full rate-card price for any advertising services already provided by the Company.
Voucher copies of publications will only be provided if specifically requested.
No delay in exercising or non-exercise by any party of any right, power or remedy provided by law or under this agreement shall impair such right, power or remedy or operate as a waiver or release of that right.
Any agent who shall accept a Proposal with the Company on behalf of a Customer shall be held jointly and severally liable with the Customer in respect of all matters relating to the agreement.
If at any time any provision of the agreement is or becomes illegal, invalid or unenforceable in any respect that shall not affect or impair the legality, validity or enforceability of any other provision of the agreement.
This agreement shall be governed by and construed in accordance with the laws of England and be subject to the exclusive jurisdiction of the English courts.