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Full Terms and Conditions for Delegates 

 

1.             Application

1.1          In the event of conflict between these Terms and Conditions and any other terms and conditions (of the Delegate or otherwise), the former shall prevail unless expressly otherwise agreed by the Company in writing.

1.2          By taking up a delegate ticket for our event, you are agreeing to our terms and conditions.

2.             Definitions and Interpretation

2.1          In these Terms and Conditions, unless the context otherwise requires, the following expressions have the following meanings:

“Business Day”    – means, any day (other than Saturday or Sunday) on which ordinary banks are open for their full range of normal business in London;

“Company”           – means Intelligent Media Solutions Ltd, owners  of EdExec LIVE      events, a company registered in England and Wales under number 04903836         whose registered office is at 26 Poole Road, London E9 7AE

“Event”                   – means the event or events arranged and promoted by the Company;

“Delegate”             – means any individual, school or education body, or other business (which expression shall, where the context so admits, include its successors and assigns) who book event tickets with the Company.

2.2          Unless the context otherwise requires, each reference in these Terms and Conditions to:

2.2.1      “writing”, and any cognate expression, includes a reference to any communication effected by electronic or facsimile transmission or similar means;

2.2.2      a statute or a provision of a statute is a reference to that statute or provision as amended or re-enacted at the relevant time;

2.2.3       “these Terms and Conditions” is a reference to these Terms and Conditions;

2.2.4      a Clause or paragraph is a reference to a Clause of these Terms and Conditions;

2.2.5      a “Party” or the “Parties” refer to the parties to these Terms and Conditions.

2.3          The headings used in these Terms and Conditions are for convenience only and shall have no effect upon the interpretation of these Terms and Conditions.

2.4          Words imparting the singular number shall include the plural and vice versa.

2.5          References to any gender shall include the other gender.

2.6          References to persons shall include individuals, schools and any other educational establishment or event attendees.

3.             Price

All prices stated by the Company in the Quotation, unless specially stated otherwise, are exclusive of VAT which, where applicable, will be separately charged at the appropriate rate.

4.             Paid Ticket Holders

4.1          If you are unable to attend the event, then you need to let us know as soon as possible and in writing.

4.2          We will offer a full refund for cancellations made in writing at least 21 days prior the event date.

4.3          Where cancellations are made with less than 21 days days but not less than 8 days, we reserve the right to charge you a cancellation fee, regardless of whether your ticket was discounted or full price. 

1.4       Where cancellations are made within 7 days or delegate is a no-show, we reserve the right to charge you for the full, non-subsidised ticket rate, regardless of whether your ticket was discounted or full price. 

1.5       If the Delegate fails to make any payment on its due date then the Company shall, without prejudice to any right which the Company may have pursuant to any statutory provision in force from time to time, have the right to charge the Delegate interest on any sums over due until payment is made in full, both before and after any judgment, at the rate of 3% per annum over the bank of England base rate from time to time in force. 

5.             Promotional (free) ticket holders

5.1          As many of our tickets are heavily subsidised or free of charge, we require written notice at least 14 days prior the event date.  If less than 14 days’ notice is given, but more than 8 days, you will be charged a cancellation fee of £52.

5.2          If 7 days’ or less notice of your cancellation is given, you will be charged a cancellation fee of £72.

5.3          Where delegate is a no-show, an automatic invoice will be raised for the full, non-subsidised ticket rate of £92.

6.             Variation and Amendments

6.1          If the Delegate wishes to vary any details of the delegate ticket, it must notify the Company in writing as soon as possible.  The Company shall endeavour to make any required changes and any additional costs thereby incurred shall be invoiced to the delegate.

6.2          If, due to circumstances beyond the Company’s control, it has to make any change in the arrangements relating to the Event it shall notify the Delegate forthwith.  The Company shall endeavour to keep such changes to a minimum and shall seek to offer the delegate arrangements as close to the original as is reasonably possible in the circumstances.  The Company reserves the right to do the following:

6.2.1      amend any accidental error or omission in a ticket price;

6.2.2      amend any Event in order to reflect a change in the circumstances beyond the reasonable control of the Company; and

6.2.3      vary its schedule of charges from time to time.

7.             Liability and Indemnity

7.1          Where the Event is cancelled or terminated and where such cancellation or termination occurs due to reasons which are within the Company’s reasonable control, the Company shall refund to the Delegate any fees received.

7.2          Except in respect of death or personal injury caused by the Company’s negligence, the Company shall not by reason of any representation, implied warranty, condition or other term, or any duty at common law or under the terms of the Agreement, be liable for any loss of profit or any indirect, special or consequential loss, damage, costs, expenses or other claims (whether caused by the Company’s servants or agents or otherwise) in connection with the performance of obligations arising under these Terms and Conditions.

7.3          The Delegate shall indemnify the Company against all damages, costs, claims and expenses incurred by it arising from loss or damage to any equipment (including that of third parties) caused by the Delegate or its agents or employees.

7.4          The Company shall not be liable to the Delegate or be deemed to be in breach of the Agreement by reason of any delay in performing, or any failure to perform, any of the Company’s obligations if the delay or failure was due to any cause beyond the Company’s reasonable control.

8.             Term, Cancellation and Termination

8.1          If the Delegate wishes to cancel their ticket, they may do so at any time by written notice to the Company provided that:

8.1.1      Cancellation has occurred at least 14 days prior to the Event date;

8.1.2      if the cancellation notice is received by the Company less than 14 days before the start date of the Event, a fee shall become immediately due and payable to the extent that the same has not already been received by the Company;

8.1.3      if the cancellation notice is received by the Company 7 days or less before the start date of the Event, or delegate is a no show at the event, a fee equal to the full, non-subsidised ticket rate shall become immediately due and payable to the extent that the same has not already been received by the Company;

8.1.4    If the delegate fails to attend and fails to submit the appropriate cancellation request, an automatic invoice will be raised for the full, non-subsided ticket rate, payable to the extent that the same has not already been received by the Company;

9.             Effects of Termination

Upon the termination of the Agreement for any reason:

9.1          any sum owing by either Party to the other under any of the provisions of these Terms shall become immediately due and payable;

9.2          all Clauses which, either expressly or by their nature, relate to the period after the expiry or termination of the Agreement shall remain In full force and effect;

9.3          termination shall not affect or prejudice any right to damages or other remedy which the terminating Party may have in respect of the event giving rise to the termination or any other right to damages or other remedy which any Party may have in respect of any breach of the Agreement which existed at or before the date of termination;

9.4          subject as provided in this Clause 10 and except in respect of any accrued rights neither Party shall be under any further obligation to the other.

10.          No Waiver

No failure or delay by either Party in exercising any of its rights under the Agreement shall be deemed to be a waiver of that right, and no waiver by either Party of a breach of any provision of the Agreement shall be deemed to be a waiver of any subsequent breach of the same or any other provision.

11.          Further Assurance

Each Party shall execute and do all such further deeds, documents and things as may be necessary to carry the provisions of the Agreement into full force and effect.

12.          Costs

Subject to any provisions to the contrary each Party to the Agreement shall pay its own costs of and incidental to the negotiation, preparation, execution and carrying into effect of the Agreement.

13.          Assignment and Sub-Contracting

13.1       The Company shall be entitled to perform any of the obligations undertaken by it through any other member of its group or through suitably qualified and skilled sub-contractors.  Any act or omission of such other member or sub-contractor shall, for the purposes of the Agreement, be deemed to be an act or omission of the Company.

14.          Time

14.1       The Parties agree that all times and dates referred to in the Agreement shall be of the essence of the Agreement.

15.          Your Information / Data

15.1     Information submitted to us during the delegate registration process will remain your property.  However, in carrying out our duties, we have legitimate interest in maintaining our database with submitted delegate information.

15.2     We maintain our database in line with GDPR expectations at all times with respect to collection, processing and storage.

15.3     We will use your submitted information to contact you about current and upcoming events, and other carefully selected information which we believe could be of interest to you.  For further information on how we use your personal information, please see our Privacy Policy.

16.          Notices

16.1       All notices under the Agreement shall be in writing and be deemed duly given if signed by, or on behalf of, a duly authorised officer of the Party giving the notice.

16.2       Notices shall be deemed to have been duly given:

16.2.1   when delivered, if delivered by courier or other messenger (including registered mail) during normal business hours of the recipient; or

16.2.2   when sent, if transmitted by facsimile or e-mail and a successful transmission report or return receipt is generated; or

16.2.3   on the fifth business day following mailing, if mailed by national ordinary mail, postage prepaid; or

16.2.4   on the tenth business day following mailing, if mailed by airmail, postage prepaid.

In each case notices shall be addressed to the most recent address, e-mail address, or facsimile number notified to the other Party.

17.          Severance

In the event that one or more of the provisions of the Terms and Conditions is found to be unlawful, invalid or otherwise unenforceable, that / those provision(s) shall be deemed severed from the remainder of the Terms.  The remainder of the Terms and Conditions shall be valid and enforceable.

18.          Dispute Resolution

18.1       The Parties shall attempt to resolve any dispute arising out of or relating to the Agreement through negotiations between their appointed representatives who have the authority to settle such disputes.

19.          Law and Jurisdiction

19.1       These Terms and Conditions and the Agreement (including any non-contractual matters and obligations arising therefrom or associated therewith) shall be governed by, and construed in accordance with, the laws of England and Wales.

19.2       Subject to the provisions of Clause 18, any dispute, controversy, proceedings or claim between the Parties relating to these Terms and Conditions (including any non-contractual matters and obligations arising therefrom or associated therewith) shall fall within the jurisdiction of the courts of England and Wales.

Terms and Conditions for Exhibitors

This document details the agreement between Intelligent Media Ltd (the organiser) and any company, individual, partnership or organisation (exhibitor) that participates in EdExec LIVE (the exhibition). These terms and conditions apply to the exclusion of any others unless expressly agreed in writing.

1. Exhibitor Manual

An Exhibitors Manual is provided to each exhibitor which contains detailed information on contractors, scheduled arrival and departure times, and all other operational information related to the exhibition. It is the responsibility of the exhibitor to make their own arrangements for the provision of the additional services detailed in the manual, if required.

2. Exhibiting

a. Stands must be staffed at all times throughout the opening hours of the exhibition.

b. Any failure by an exhibitor to furnish their stand by the opening time of the exhibition will be deemed as a cancellation, and the organiser will be entitled to reallocate the space without refund.

c. Exhibitors selling food items must be in possession of current food hygiene certification and may require permission from the venue caterers. Any applicable concession fees will be the financial responsibility of the exhibitor; EdExec LIVE will invoice you for these.

d. Exhibitors must not block the front of a neighbouring stand with their displays nor arrange their stand in such manner as to cause the public to block the aisle in front of it, or any adjacent stand.

3. Marketing

a. Where agreed by completion of the Marketing Terms and indicated in the Order Form, the Exhibitor and/or speakers shall comply with the terms of the Marketing Terms.

b. Failure by Exhibitors and/or speakers to comply with the Marketing Terms may result in at the organisers option (i) cancellation of a speaking slot or booked stand; and/or (ii) the organiser terminating the contract without refunding any deposits or payments made in respect of the contract and any further payments due under the contract will still be due and payable; and/or (iii) where a discount or complimentary rate has been offered, being liable to pay the full standard price charged for the relevant package ordered.

c. The Marketing Terms do not apply when it is indicated on the Order Form that they are not applicable.

4. Entitlements

a. The stand cost includes floor space and exhibitor passes for staff (as detailed in the exhibitor’s manual). Programme listing are subject to booking stand prior to the copy deadline.

b. The cost specifically excludes electricity supplies, furniture, telephone, car parking and insurance, and any other additional services as may be required by individual exhibitors.

c. The boundaries of the stand are delineated by the floorplan and do not include any aisle space whatsoever. Displays must not be placed anywhere other than within the perimeter of the stand.

5. Alterations to Bookings

a. In the event that an exhibitor wishes to alter the listed goods and services between the time of booking and the exhibition itself, they must notify the organiser in writing. Permission to display additional goods and services may be given at the sole discretion of the organiser.

b. Should an exhibitor wish to alter the size or location from that listed on the application form the change(s) must be agreed in writing with the organiser.

c. If an exhibitor wishes to decrease the size of the stand, the organiser, at its discretion, will reduce the size where possible; however, the exhibitor will still be contractually obliged to pay the original stand price, as stated on the original signed contract.

d. Under no circumstances must a stand be sublet, shared or transferred without the prior consent of the organiser. All requests must be made in writing via recorded delivery. The exhibitor is still liable for the full price of the stand to be paid to Intelligent Media Ltd. The exhibitor is responsible for collecting any owed money from companies who sublet, share or transfer to/on their stand.

6. Force Majeur

a. Neither party is responsible for any failure to perform its obligations under this contract, if it is prevented or delayed in performing those obligations by an event of force majeure.

b. Where there is an event of force majeure, the party prevented from or delayed in performing its obligations under this contract must immediately notify the other party giving full particulars of the event of force majeure and the reasons for the event of force majeure preventing that party from, or delaying that party in performing its obligations under this contract and that party must use its reasonable efforts to mitigate the effect of the event of force majeure upon its or their performance of the contract and to fulfil its or their obligations under the contract.

c. Upon completion of the event of force majeure the party affected must as soon as reasonably practicable recommence the performance of its obligations under this contract. Where the party affected is the contractor, the contractor must provide a revised programme rescheduling the works to minimise the effects of the prevention or delay caused by the event of force majeure.

d. An event of force majeure does not relieve a party from liability for an obligation which arose before the occurrence of that event, nor does that event affect the obligation to pay money in a timely manner which matured prior to the occurrence of that event.

e. The contractor has no entitlement and the project company has no liability for: i. any costs, losses, expenses, damages or the payment of any part of the contract price during an event of force majeure; and ii. any delay costs in any way incurred by the contractor due to an event of force majeure.”

7. Cancellation

a. Upon acceptance of the signed contract the exhibitor agrees to adhere to the schedule of payments as itemised on the application form and the subsequent invoice. In the event of cancellation by an exhibitor the cancellation fees are as follows.
i. 40% if you cancel 250 days before the event
ii. 70% if you cancel 120 days before the event
iii. 100% if you cancel 45 days before the event

b. In the event of non-compliance with the schedule of payments for any reason whatsoever, the organiser may, at its sole discretion
i. Cancel the booking without return of deposits and/or
ii. Relocate the stand to another position and/or
iii. Alter the size of the stand.

8. Booking

a. The submitted contract becomes legally binding when the organiser acknowledges receipt of a completed contract by raising an invoice for the payment. The organiser reserves the right to decline an application to exhibit if, in their opinion, it is deemed unsuitable for the exhibition.

9. The Event(s)

i. EdExec LIVE North 
Date: 28th April 2022
Place: Radisson Blu Hotel, Manchester Airport, M90 3RA

ii. EdExec LIVE South 
Date: 9th June 2022 
Place: 30 Euston Square, RCGP Building, London, NW1 2FB

10. Insurance

a. Public liability insurance is a requirement of this exhibition. The level of cover required is determined by the requirements of the exhibition hall owners and is detailed in the Exhibitors Manual for each Exhibition. The organiser, exhibition hall owners and management, official contractors and local authority cannot accept any liability for any loss or damage sustained from any cause whatsoever.

b. Security services are provided throughout the exhibition and build-up period, but whilst every reasonable precaution is taken, exhibitors are advised to take common-sense precautions regarding the safety of their effects at all times.

c. The organiser disclaims responsibility for any loss or damage to property of any exhibitors from any cause whatsoever. However, it is essential for exhibitors to report immediately to the organiser any loss sustained. The organiser accepts no responsibility for exhibitors’ goods left at the exhibition hall at the end of the exhibition.

d. The organiser accepts no responsibility for the failure of any exhibitor to arrange the required insurance cover.

11. Health and Safety

a. Details of the organiser’s allocated contractors are given in the Exhibitors Manual. Any other contractors employed on site for the purposes of stand construction or connection of utilities must gain the permission of the organiser and in turn the venue.

b. Set-up and breakdown of exhibition stands must only take place during the allocated times as given in the Exhibitors Manual. Exhibitors are not permitted to set up or dismantle stand displays or move merchandise within the hall while is it open to the delegates. Specifically, exhibitors must not commence breakdown at the end of an exhibition before the public have vacated the hall.

c. Children under 16 are not permitted to be in the hall during build-up or break-down. The presence of such children would negate the insurance cover of all parties present in the hall at the time and must be absolutely avoided.

d. Exhibitors must not cause any aisle or emergency exit to be blocked in any way by their goods, displays or staff. In case of any dispute the decision of the duty fire officer is final.

e. Exhibitors must not bring explosives, dangerous or harmful substances into the exhibition. No naked flames, fireworks etc are allowed, and any item or device deemed unsafe by the duty fire officer will be removed by the organisers or the fire officer.

f. Exhibitors must seek the permission of the exhibition hall (via the organiser) should they wish to bring any animal into the exhibition.

g. While onsite the designated Health & Safety officer has final say on any issues of Health and Safety, all exhibitors must adhere to their guidance.

12. Fire Regulations

a. Any goods attached to your stand will constitute part of your stand and will be subject to the following regulations:
i. All timber under 25mm thick must be impregnated to Class 1 standard. Treated boards have BS476-Part 7 Class 1 marked on them. Boards, plywood, chipboard must be treated if under 18mm thick. The exception to this is MDF due to its density.
ii. All textiles must be flame proofed or purchased already treated with approved chemicals. Fabric used within stands must be fixed taut or in tight pleats (not draped) to a solid backing and secured 7 cm from floor level, away from light fittings. 
iii. All fittings, fixtures and products must remain within your stand area, and no empty boxes or packing materials can be stored on your stand.

b. Exhibitors should note the specific fire evacuation procedures that apply to the exhibition hall as contained within the Exhibitors Manual.

13. Photograph

a. Any images of participants taken by the official Exhibition photographer remain the property of the organiser, and the organiser reserves the right to use any such images to promote future Exhibitions.

b. Exhibitors may not take photographs/video footage without the written consent of the organiser.

14. Admission

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

15. Badges / Passes

a. Exhibitor badges are issued by EdExec LIVE for the use of exhibitors and their staff. These must be completed with the name of the individual and the stand number.

b. Badges are strictly non-transferable. The organiser reserves the right to refuse admission of any individual in possession of an exhibitor badge, who is not directly involved with an exhibition stand.

16. Noise Levels

a. Exhibitors must ensure that CD/iPods, videos, televisions and any other sounds emanating from their stands are kept to a level that does not cause disturbance to other exhibitors or to performers. In case of dispute, the organiser’s decision is final.

b. No voice amplifiers are to be used by any exhibitor.

c. Any use of pre-recorded music or video material must be registered with the Performing Rights Society. d. Exhibitors must not cause any obstruction or disturbance to the neighbouring or adjoining premises to the exhibition hall in the process of moving into or out of the exhibition hall.

e. During the Exhibition there will be louder performance sessions on the stage; these will all be done within the health and safety guidelines. These will run through designated times on each day, any loss of trade to an exhibitor due to the volume of these will not be the responsibility of the organiser.

17. Code of Conduct

a. Whilst participating in the exhibition, exhibitors must not conduct their business in a manner that could bring the reputation or integrity of The EdExec LIVE into disrepute. The organiser reserves the right to stop or remove any act, display item or person deemed to be inappropriate or to be detrimental to its interests.|

b. Exhibitors are responsible for any damage caused to the fabric of the exhibition hall by their activities while participating in the exhibition.

c. Exhibitors are responsible for any waste material left behind at the end of the exhibition. Any costs incurred by the venue in the specific disposal of such materials will be passed on to the exhibitor.

18. Misc

a. The agreement is not conditional upon the presence or absence of any other exhibitor, and any reference to such a circumstance does not constitute any part of the agreement.

b. The agreement is onerous upon the organiser to provide the exhibitor with an amount of space and shell scheme within the exhibition. However, the organiser reserves the right to change the position or number of that stands space within the exhibition.

19. Disclaimer

a. Information is given by the organiser in good faith and to the best of their knowledge at that point in time. Any subsequent changes cannot be taken as cause to cancel the booking, likewise no omission or error on the part of the organiser can be held against them.

b. The organiser reserves the right to alter the overall layout of the exhibition if necessary, which in turn may affect the location and dimensions of individual stands. In the event that re-allocation of stand space is necessary for any reason, the organiser will undertake as far as possible to allocate the closest equivalent stand. This eventuality does not constitute a violation of the contract and does not permit the exhibitor to revoke that agreement.

c. The organiser will act at all times in the best interests of the exhibition and in doing so may from time to time alter the details of these terms and conditions if required.

d. In the case of any breach of contract the organiser reserves the right to remove items or people from the exhibition and/or revoke the contract without prejudice to the right to recover any monies owed to the organiser.

e. In the event of postponement or abandonment by the organiser the exhibitor shall not have any claim against the organiser. Any failure to settle a dispute related to these terms and conditions will be resolved in a court of law.