Exhibition terms and conditions
Subject to the terms and conditions set out in this Agreement, Primary Care Respiratory Society UK (PCRS) 'Host Organiser' grants to your company 'Exhibitor' the rights set out in schedule 1 of this the exhibition agreement.
Terms and Conditions of the Agreement
1. Definitions
In this Agreement, the following words and phrases shall have the following meanings:
"Agreement" | means the terms and conditions set out in this document; |
"Conference" | means PCRS Respiratory Conference 2024 to be held 19-21 September at Telford International Centre; |
“Exhibition” | means the Exhibitors’ Exhibition being held in conjunction with the Conference; |
"Host Organiser" | means Primary Care Respiratory Society UK, registered at Tennyson House, Cambridge Business Park, Cambridge, England, CB4 0WZ (Company number: 4298947); |
"Premises" | means the areas of Telford International Centre, licensed to the Host Organiser for the purposes of the Conference and Exhibition; |
"Price" | means the amounts specified for exhibiting at the Conference; |
“Exhibitor” | means your company; |
"Exhibitor Rights" | means the rights granted to the Exhibitor by the Host Organiser in relation to the Conference and Exhibition as set out in schedule 1; and |
"Trade Space" | means the area of the event specifically designated to the Exhibitor Rights by the Host Organiser for their own stand / exhibit in terms of their agreed support and as outlined in prospectus |
2. Installation and Removal of Exhibits
In advance of the Exhibition, the Exhibitor will be advised by the Host Organiser of when they may enter the Premises and commence installation of exhibits within their exhibit booth. Exhibitors are prohibited from commencing such installation until the date and time nominated to them by the Host Organiser.
The Host Organiser will use reasonable endeavours to adhere to the nominated date and time but accept no liability for any costs, claims or expenses arising from any variation to such date and/or time and time shall not be of the essence in this respect. Exhibits that do not reasonably satisfy the Host Organiser shall be modified forthwith by the Exhibitor in such manner and within such time as the Host Organiser may require.
No Exhibitor shall erect any sign, stand, wall or any obstruction, which in the reasonable opinion of the Host Organiser interferes with any other Exhibitor or exhibit or which may be considered a health and safety risk. The display size and content must be approved by the Host Organiser.
It is the responsibility of the Exhibitor to keep and leave their Trade Space clean and tidy at all times during the Exhibition and after dismantling. The Exhibitor is responsible for the safety of its materials, products, display and stand.
All exhibits, displays, stand fittings and materials must be removed from the Premises by the time and date notified by the Host Organiser, for which time shall be of the essence. Removal of exhibits and dismantling may not commence until after the official closing time of the Exhibition. Any dismantling and removal shall be carried out by skilled contractors approved in advance by the Host Organiser and shall be completed to the Host Organiser’s satisfaction and at the Exhibitor's expense.
If an Exhibitor is in default of any provision of these conditions, the Host Organiser shall have the right to cause any exhibits, displays, stand fittings and materials and any third party equipment and machinery to be removed and stored at the expense and risk of the Exhibitor, irrespective of who may be the owner. Any special arrangements for installation or removal of exhibits must be agreed in advance with the Host Organiser. The Host Organiser shall assume no liability or risk whatsoever for any objects (including machinery, equipment etc.) which are brought to the Premises by the Exhibitor.
3. Stand Construction and Services
The Host Organiser will appoint official contractors for all booth piping and draping. One display table and one 500 watt electrical socket are included in the Price of the Exhibition Package. All other services related to the set-up and maintenance of the booth shall be at the Exhibitor’s expense. Exhibitors will use their own contractors for installation of prefabricated displays within their designated booth area. All contractors must be notified in writing to and approved by the Host Organiser.
4. Application
All exhibits will conform to the most recent ABPI code of practice for the pharmaceutical industry.
The Exhibitor may not, except with the prior written consent of the Host Organiser, display directly or indirectly, advertise, acknowledge, or give credits to any products other than their own or their named principal's. If the Exhibitor fails to comply with the relevant paragraphs of this clause, the Host Organiser reserves the right to have any relevant product removed from the Premises or to have any relevant section of the Exhibitor's display removed or covered.
Neither the Host Organiser’s logo, nor Exhibitor’s logo, should appear on the other party’s written material or in online information without the other party’s written permission.
The Host Organiser reserves the right to change the Exhibition floor layout if necessary. The Host Organiser reserves the right to amend or alter the exact location of the Exhibitor's Trade Space due to unforeseen circumstances and the Exhibitor undertakes to agree to any alteration and to move to the Trade Space re-allocated by the Host Organiser.
5. Obstruction of Gangways and Open Spaces
The Exhibitor will not display exhibits in such a manner as to obstruct the light or impede or project over gangways or affect the displays of neighbouring Exhibitors. Gangways and aisles must at all times be kept clear and free for passage. All emergency exits and access to service areas are to be kept clear at all times. They must not be restricted or rendered unrecognisable. Public gangways shall remain the means of escape even during installation and dismantling periods. Any Exhibitor who does cause any such obstruction or nuisance will be notified by the Host Organiser and asked to rectify such obstruction or nuisance immediately. Any Exhibitor who continues to cause such obstruction or nuisance after notice has been given will be liable to have his exhibit closed by the Host Organiser at the Exhibitor's expense and risk.
6. Electrical Requirements
Full lighting and power services will be made available to the Exhibitor through the official Conference electrical contractor. One 500 watt socket (suitable for laptop/phone charger) and a five foot florescent strip light will be provided to each Exhibitor; all additional electrical services shall be through the official service provider and at the Exhibitor’s expense. A schedule of these services will be provided to the Exhibitor prior to the Exhibition. The Exhibitor may provide its own electrical fittings where such fittings are in the form of made up units, showcases and/or signs complete and ready for connection to the mains supply, provided such fittings are in good and working order and conform to the conditions concerning electrical appliances as specified by the appropriate authority and other statutory bodies and are approved by the Host Organiser. Any electrical devices which interfere with radio or television systems must be switched off immediately if requested by the Host Organiser. The use of electrical appliances including pots, coffee makers, immersion heaters and/or electrical heaters with unguarded elements, is not permitted. The host organiser reserves the right to disconnect a connection if it is felt to be unsafe.
7. Fire Precautions
In accordance with the requirements of the appropriate authority, all material used in construction of the stand or exhibits, and all display materials etc. must be effectively fire-proofed or made of non-flammable materials in accordance with the standards of the relevant authority. Fire extinguishers will be provided by the Premises in the Exhibition areas as required by the relevant regulations. The Exhibitor must comply with all instructions given by the appropriate authority or Premises to avoid the risk of fire. The Exhibitor must familiarise itself with the safety regulations and procedures in place at the Premises. The Exhibitor shall procure that all fire, health and safety, building control and other regulations are complied with at all times during the Exhibition.
8. Damage to the Premises
No nails, screws or other fixtures may be driven into any part of the Premises, including the floors. Nor may any part of the Premises be damaged or disfigured in any way. No alteration of the Premises, technical equipment, fixtures, facilities or furniture shall be made without the prior written approval of the Host Organiser. Should the Exhibitor be responsible for any such damage or alteration, the Exhibitor will be invoiced for any repair charges incurred by the Host Organiser.
9. Cleaning
The Host Organiser will arrange for the daily cleaning of the aisles, outside the Conference opening hours. The exhibit stands will not be cleaned unless specifically requested from the Host Organiser by the Exhibitor and paid for by the Exhibitor.
10. Security Services
The Host Organiser will arrange for an on-site security service to be provided outside of the Conference hours, but accepts no liability for any loss or damage caused by on-site security unless due to the negligence or fault of the Host Organiser.
11. Cancellation of the Conference
In the event that the Conference has to be cancelled (for reasons other than those outlined in clause 13 below), the Host Organiser will refund to the Exhibitor that proportion of the Price it is able to recover under its insurance. The total liability of the Host Organiser is limited to that refund only and it shall not be liable for any other loss, cost or expense, howsoever arising.
12. Cancellation policy
Should the sponsor wish to cancel or alter any sponsorship agreements, notice of cancellation or amendment must be made in writing to Kim Esslemont ([email protected]).
The following cancellation policy applies to any sponsorship opportunities in relation to the Conference that have been agreed in writing:
- 50% if the cancellation is made by the sponsor on or before 26th June 2024 (85 days prior to the Conference)
- 100% if the cancellation is made by the sponsor on or after 27th June 2024
13. Contingency
Whilst it is the intention of the host organiser to deliver the conference as a live face to face event, the host organiser will endeavour to move the Annual Conference online if specific Government restrictions or advice make it unsafe or illegal for the event to go ahead. In these circumstances, we will work with the exhibitor to deliver the agreed commercial content online via the PCRS virtual conference website (available via pcrs-uk.org).
In the event that the host organiser decides to move to an online conference, the host organiser will refund the exhibitor as follows:
- Exhibition stand - 80% refund on full price
14. Conditions of payment
Payment of the Price in respect of the Exhibitor Rights will be made by the Exhibitor to the Host Organiser as per the payment terms set out on the invoice.
The Exhibitor and the Host Organiser each confirm that this funding is not linked in any way to the prescription, supply, administration, recommendation, purchase or sale of any medicine by the Host Organiser, any of its employees or any attendees at the Conference or otherwise.
15. Method of Payment
In accordance with this clause, the Exhibitor shall make all payments to the following account:
Bank name: Unity Trust Bank
Account Name: Primary Care Respiratory Society UK
Account Number: 20239424
Sort Code: 60-83-01
IBAN Number: GB93NWBK60023571418024
SWIFTBIC: NWBKGB2L
16. Failure to Pay
If the Exhibitor fails to pay any instalment of the contract Price specified, the Host Organiser may serve written notice on the Exhibitor requiring payment of the outstanding amount within 7 days. If the outstanding amount is not paid within 7 days, for which purposes time shall be of the essence, the Host Organiser will be entitled to terminate the Exhibitor's contract under these Conditions and all money paid by the Exhibitor up to the date of termination (in accordance with the conditions of payment clause) will be forfeited. If, at the date of termination, the Exhibitor has not paid any amount that is required to have been paid in accordance with the clause, the Host Organiser may recover that unpaid amount from the Exhibitor. In addition, the Host Organiser will be entitled to charge interest on any outstanding amount at the rate of 2% above the Bank of England base rate from the due date until such payment is fully paid.
17. Liability
The Host Organiser will use reasonable endeavours to protect the Exhibitor's property during the Exhibition. The Host Organiser accepts no liability, other than as stated below in this clause 17, for any loss or damage (including consequential or indirect loss or damage or loss of profit, revenue, contract or guarantee) sustained or occasioned from any cause whatsoever. The Exhibitor will be responsible for all damage and for any loss or injury caused by them or their agents or employees and the Exhibitor will indemnify Host Organiser against all claims and expenses arising there from.
The Host Organiser will only be liable for loss or damage which the Host Organiser themselves or one of their agents or representatives has caused due to the Host Organiser's fault or negligence. The Host Organiser's aggregate liability for all claims shall be limited to loss or damage actually suffered by the Exhibitor and shall not exceed the amount paid by the Exhibitor to the Host Organiser under these Conditions at the time at which the claim is made. Neither the Host Organiser nor the Exhibitor excludes or limits liability for death or personal injury arising from a breach of their duty.
In the event of it being necessary for any reason whatsoever for the Conference or the Exhibition to be abandoned, postponed or altered in any way, in whole or in part, or if it is necessary for the Host Organiser to change the dates of the Conference or Exhibition or vary the hours the Exhibition is open, the Host Organiser shall not be liable for any expenditure, damage or loss incurred in connection with the Conference or Exhibition, incurred by the Exhibitor, except the Price paid under this Agreement. The Host Organiser shall not be liable for any loss which the Exhibitor or any third party may incur due to the intervention of any authority which prohibits the Exhibition or restricts the use of the Premises or any part thereof in any manner whatsoever. The Host Organiser reserves the right to alter the programme of the Conference without prior notice such amendments remaining subject to the terms of this Agreement. Exhibitors are recommended to take out appropriate Exhibition and attendee insurance cover.
18. Insurance
The Exhibitor shall be responsible for arranging appropriate insurance cover to protect themselves fully against all risks at the Exhibition. The Exhibitor's particular attention is drawn by the Host Organiser to the following (non-exhaustive) list of examples:
Abandonment, Cancellation or Curtailment Insurance: As per the liability Clause above, in the event of abandonment, cancellation or curtailment of the Exhibition, the Host Organiser will not be liable for any expenditure, damage or loss incurred in connection with the Conference or Exhibition, incurred by the Exhibitor, except the Price paid under this Agreement.
Public Liability: Liability to the public may arise out of the Exhibitor's activities and should be covered by insurance.
Property Insurance: The Host Organiser shall not be liable for any property lost by the Exhibitor or any property damaged during or in connection with the Exhibition.
Legal Liability: The Exhibitor shall be responsible for insuring their legal liability arising out of this Agreement.
19. Data Protection
Each party shall comply with its obligations under the Data Protection Act (DPA) 2018, and any other relevant regulations and legislation in relation to the storage and processing of data (together, Data Protection Legislation). Each party acknowledges that it will each be acting as a data controller for the purposes of the Data Protection Legislation. Any personal data collected by the Host Organiser from staff or contractors from the Exhibitor will be processed in Accordance with the Host Organiser’s privacy policy.
20. General Conditions
The Host Organiser is responsible for the control of the area of the Premises designated for the Exhibition and Conference. Each Exhibitor is responsible for the control and supervision of its own Trade Space. The decision of the Host Organiser is final and binding on any question not specifically covered in these Conditions.
The Exhibitor must comply in all respects and at all times with the requirement of the appropriate regulatory authorities. The Exhibitor must also comply with the terms of Agreement by which the Host Organiser may occupy the Premises and with the policies of insurance affected by the Host Organiser and as intimated to the Exhibitor.
21.Coronavirus
The Exhibitor is expected to take all necessary measures to prevent the spread of COVID-19 via the current government recommended practices.
Please note, the following disclaimer will be added to all conference materials, both printed and online.
"Sponsors have had no input into the agenda of the conference, with the exception of the satellite symposium sessions, for which the sponsoring companies are fully responsible. A full list of conference exhibitors will be available at www.pcrs-uk.org/conference-exhibitors"
Schedule 1: Exhibitor Rights
The Conference and the Exhibitor Rights provides a platform for companies to provide information on their respiratory related services and products to the Conference delegates.
Exhibition package includes:
a. Exhibition space and complimentary shell scheme, inclusive of:
- One 500 watt socket (suitable for phone chargers, laptops);
- One five foot florescent strip light; and
- One table (6ft x 2ft 6 inches) and two chairs
b. Free registration inclusive of refreshments and lunch and access to all programme sessions for agreed number of exhibitors (excluding accommodation and dinner) for the duration of the Conference. Additional exhibitors (up to a maximum of three named exhibitors) will be charged at the standard commercial rates;
c. Exhibitor listing on the PCRS website to include your logo and company profile, with a link to your company website; the listing will be shared with delegates before the conference takes place to maximise networking opportunities; and
d. Ability to scan delegate badges using QR codes, subject to permission by the delegate, to access delegate approved contact information.