Terms and Conditions for Exhibitors
The Second Convention for Celebrants, referred to as ‘The Convention’ is organised and managed by Civil Ceremonies Ltd, a company registered in England and Wales with VAT Reg No 794 8424 78 and Company Registration No: 4393760 with a registered office at 186A Station Rd, Burton Latimer, Kettering NN15 5NT.
Applications to exhibit at The Convention are made subject to these terms and conditions (which shall apply to the exclusion of any terms imposed by you). All applications to exhibit are subject to availability and you making full payment. Confirmation of your booking will be sent to you by email following receipt of your payment. Prices for exhibiting at The Convention are set out on the relevant booking form or can otherwise be obtained from us upon request. Prices may be subject to change from time to time.
What is included
An exhibitor booking includes:
• Two full delegate bookings, (access to sessions, lunch and refreshments)
• One 1metre wide covered table
• Power points can be supplied for some stands, please request in advance
• An area 2m wide for display purposes
The organiser reserves the right to decline an application to exhibit if, in their opinion, it is deemed unsuitable for the exhibition.
Changes to The Convention
It may be necessary for reasons beyond our reasonable control to alter the advertised content, timing and/or location of The Convention or the advertised speakers. We reserve the right to do this at any time. Where we alter the time and/or location, we will provide you with notice of the same and will offer you the choice of a refund or a credit for a future event (up to the value of sums paid by you in respect of The Convention) or the opportunity to exhibit at The Convention as varied. 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.
The cancellation policy is as follows:
Cancellation within 2 weeks of The Convention - no refunds apply
Cancellation within 2 to 4 weeks of The Convention - 50% refund applies
No sub-letting or transferring of stands is allowed. The contract is specific to the exhibitor and must not be assigned, sublet or shared in any way. No material can be distributed that is not related to the exhibitor and listed on the booking form.
All rights, in all presentations, documentation and materials published or otherwise made available as part of ‘The Convention (including but not limited to any documentation packs or 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 you 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.
The Content does not necessarily reflect our views or opinions. 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. You should verify the accuracy of any information (whether supplied by us or third parties) before relying on it. The Content is provided on an “AS IS” basis without any warranties of any kind (express or implied). We hereby exclude to the fullest extent permitted by law all liabilities, costs, claims, damages, losses and/or expenses arising from any inaccuracy or omission in the Content or arising from any infringing, defamatory or otherwise unlawful material in the Content. 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.
We shall not be liable to you for travel, accommodation or other costs and expenses incurred (included wasted costs and expenses) if we are required to cancel or relocate The Convention as a result of an event outside our control (including, without limitation, to acts of God, floods, lightning, storm, fire, explosion, war, military operations, acts of terrorism or threats of any such acts, any strike action, lock-outs or other industrial action and a pandemic, epidemic or other widespread illness).
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 Convention, shall be limited to the price paid by you in respect of your booking to attend or exhibit at the conference.
We shall not be liable to you for 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 any indirect, special or consequential damages, loss, costs, claims or expenses of any kind.
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 a conference.
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;
• fraud or fraudulent misrepresentation; or
• any other liability which cannot be limited or excluded by applicable law.
Public liability insurance is a requirement and the organiser accepts no responsibility for the failure of any exhibitor to arrange the required insurance cover. The organiser, exhibition hall owners and management cannot accept any liability for any loss or damage sustained from any cause whatsoever. 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.
Health and Safety
Set-up and breakdown of exhibition stands must only take place during the allocated times which will be notified to exhibitors. Exhibitors are not permitted to set up or dismantle stand displays or move merchandise within The Convention during its hours of opening. Specifically, exhibitors must not commence breakdown at the end of the exhibition before the delegates have vacated the area. 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. Exhibitors must not block the front of a neighbouring stand with their displays nor arrange their stand in such manner as to block the aisle in front of it, or any adjacent stand.
Exhibitors must not cause any aisle or emergency exit to be blocked in any way by their goods, displays or staff. 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 will be removed by the organisers. All fittings, fixtures and products must remain within the allocated stand area.
Any images of the exhibition taken by the official Convention photographer remain the property of the organiser, and the organiser reserves the right to use any such images to promote future Conventions..
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. No voice amplifiers are to be used by any exhibitor. Any use of pre-recorded music or video material must be registered with the Performing Rights Society.
Code of Conduct
Stands must be staffed at all times throughout the opening hours of the exhibition.
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.
Whilst participating in the exhibition, exhibitors must not conduct their business in a manner that could bring the reputation or integrity of The Convention into disrepute. The organisers reserve the right to stop or remove any act, display item or person deemed to be inappropriate or to be detrimental to its interests.
Exhibitors are responsible for any damage caused to the fabric of the exhibition hall by their activities while participating in the exhibition.
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.
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.
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. 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.
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.
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. 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.
These Terms and Conditions (together with any documents referred to herein or required to be entered into pursuant to these Terms and Conditions) contain the entire agreement and understanding between us and supersede all prior agreements, understandings or arrangements (both oral and written) relating to the subject matter of these Terms and Conditions and any such document.
You acknowledge that in exhibiting at The Convention you have not relied on, and shall have no remedy in respect of, any statement, representation, warranty, understanding, promise or assurance (whether negligently or innocently made) of any person other than as expressly set out in these Terms and Conditions. These Terms and Conditions shall not create, nor shall they be construed as creating, any partnership or agency relationship between us.
You accept that communication with us may be electronic. We may contact you by e-mail or provide you with information by posting notices on our website. You agree to this electronic means of communication and you acknowledge that all such communications that we provide to you electronically comply with any legal or contractual requirement that such communication be made in writing.
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.