The Exhibitor identified in the Booking Form (“Exhibitor, Vendor, Trader").

Together referred to as the “Parties”.1.

 

Definitions

In this Agreement:

“Event” means the exhibition or event organised by the Organiser as specified in the Booking Form.

“Exhibition Space” means the stand, booth, or allocated area assigned to the Exhibitor.

“Booking Form” means the application submitted by the Exhibitor and accepted by the Organiser.

“Venue” means the location where the Event is held.

“Fees” means all charges payable by the Exhibitor.

 

2. Application & Acceptance

2.1 Submission of a Booking Form constitutes an offer by the Exhibitor.

2.2 A binding contract is formed only when the Organiser confirms acceptance in writing and completion of payment and contract.

2.3 The Organiser reserves the right to refuse any application without explanation.

 

3. Allocation of Space

3.1 The Organiser shall allocate Exhibition Space at its sole discretion.

3.2 The Organiser reserves the right to alter the layout or position of stands at any time.

3.3 The Exhibitor may not sublet, assign, or share space without prior written consent.

 

4. Fees & Payment Terms

4.1 The Exhibitor agrees to pay all Fees as set out in the Booking Form.

4.2 Unless otherwise agreed: A non-refundable deposit of 50%or as agreed is due upon booking.The balance is due no later than 90 days before the Event or as agreed.

4.3 Failure to pay on time may result in cancellation of the booking without refund.

4.4 Five Pillar Events operates under a strict no refund policy under any circumstances. Refunds can be made under management discussion; any administerial costs will be deducted from any refunds

4.5 Fees are fixed. Any discount will remain under management discretion. If given discount, the exhibitor is not to disclose this to other Exhibitors

 

5. Cancellation & Refunds

5.1 Bookings are non-refundable unless at the discretion of the organiser.

5.2 All deposits are non-refundable.

5.3 The Organiser may cancel the Event due to circumstances beyond its control (see Clause 14 – Force Majeure).

5.4 In such cases, liability is limited to refunding Fees paid. Any additional losses will not be covered by the organiser

5.5 The organiser is not liable for poor attendance due to factors beyond their control such as weather, travel disruptions. Refunds are not applicable in these circumstances.

5.6 The organiser is not liable to provide refunds for exhibitors who do not attend due to personal circumstances. However they may carry forward the fee for a future event but this is dependent on circumstances and availability and under organiser discretion

 

6. Exhibitor Obligations: The Exhibitor shall:

6.1 Ensure all displays comply with applicable UK laws and regulations.

6.2 Not exhibit illegal, unsafe, offensive, or counterfeit goods.

6.3 Comply with all health and safety requirements, including fire regulations.

6.4 Maintain the Exhibition Space in a clean and safe condition.

6.5 Ensure staff behave professionally at all times.

6.6 Not cause nuisance, obstruction, or disruption to other exhibitors or attendees.

 

7. Set-Up & Breakdown

7.1 The Exhibitor must adhere to allocated set-up and dismantling times.

7.2 Early dismantling is strictly prohibited without written consent.

7.3 Any damage caused during set-up or breakdown is the Exhibitor’s responsibility.

 

8. Insurance

8.1 The Exhibitor must maintain adequate insurance, including: Public liability insurance (minimum £5 million recommended)Employer’s liability insurance (if applicable)

8.2 Proof of insurance must be provided upon request.

8.3 The Organiser shall not be liable for loss, theft, or damage to Exhibitor property.

 

9. Health & Safety

9.1 The Exhibitor must comply with:The Health and Safety at Work etc. Act 1974. All Venue regulations

9.2 Risk assessments may be required prior to the Event.

9.3 The Organiser may remove any hazardous materials or activities.

 

10. Intellectual Property

10.1 The Exhibitor warrants that it owns or has rights to all materials displayed.

10.2 The Exhibitor indemnifies the Organiser against any IP infringement claims.

 

11. Marketing & Promotion

11.1 The Organiser may use the Exhibitor’s name and logo for promotional purposes.

11.2 The Exhibitor must not use the Event branding without prior consent.

11.3 Under Five Pillar events conditions for bookings, all booked exhibitors have an obligation to promote their presence at the event and the event details itself on social media

11.4 All booked exhibitors must have a social media page to promote the events

 

12. Data Protection

12.1 Both Parties shall comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

12.2 Personal data shall only be used for purposes related to the Event.

 

13. Limitation of Liability

13.1 The Organiser shall not be liable for:Indirect or consequential lossLoss of profits, revenue, or business opportunities

13.2 The Organiser’s total liability shall not exceed the Fees paid.

13.3 Nothing in this Agreement excludes liability for: Death or personal injury caused by negligence. Fraud or fraudulent misrepresentation1

 

4. Force Majeure1

4.1 The Organiser shall not be liable for failure to perform due to events beyond its control, including:Natural disasters, Government restrictions, Pandemics, Venue closure

14.2 The Organiser may: Reschedule the Event; or Cancel and provide appropriate refunds at its discretion.

 

15. Termination

15.1 The Organiser may terminate this Agreement immediately if the Exhibitor: Breaches any material termFails to comply with laws or regulations Engages in unsafe or inappropriate conduct

15.2 No refund will be provided in such cases.

 

16. IndemnityThe Exhibitor shall indemnify and hold harmless the Organiser against any claims, damages, or losses arising from: The Exhibitor’s use of the Exhibition Space Breach of this Agreement Negligence or misconduct

 

17. Governing Law

This Agreement shall be governed by and construed in accordance with the laws of England and Wales.

 

18. Entire Agreement. This Agreement constitutes the entire agreement between the Parties and supersedes all prior agreements.

 

19. Amendments

The Organiser reserves the right to amend these terms where reasonably necessary. Updated terms will be communicated to Exhibitors.

 

20. Acceptance

By signing the Booking Form or confirming participation, the Exhibitor agrees to be bound by this Agreement

 

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ADDITIONAL CLAUSES

 

21. Electrical & Equipment Safety

21.1 All electrical equipment brought by the Exhibitor must be safe, properly maintained, and compliant with UK regulations.

21.2 The Organiser reserves the right to require Portable Appliance Testing (PAT) certificates.

21.3 The Organiser may prohibit the use of any equipment deemed unsafe.

21.4 The Exhibitor is responsible for ensuring compatibility with Venue power supply and for providing appropriate cables and adapters.​

 

22. Food & Beverage Vendors (If Applicable)

22.1 Exhibitors providing food or drink must comply with all relevant UK food safety legislation, including registration with their local authority.

22.2 The Exhibitor must hold appropriate food hygiene certification.

22.3 The Exhibitor shall ensure:Proper food handling and storageTemperature control compliance, Hygiene and safe handling of food Clear allergen information in accordance with UK law

22.4 The Organiser reserves the right to inspect food operations and remove any vendor failing to meet standards without refund.

 

23. Security & Access Control

23.1 The Organiser may provide general security at the Event but accepts no responsibility for individual stands or property.

23.2 The Exhibitor is responsible for securing its own goods and equipment.

23.3 The Exhibitor must comply with all access procedures, including: Accreditation or badge systemsSet-up and breakdown access times

 

24.4 The Organiser reserves the right to refuse entry or remove any person for security, safety, or behavioural reasons.

 

25. Media, Filming & Photography

25.1 The Organiser may film, photograph, or record the Event.

25.2 The Exhibitor grants the Organiser a royalty-free, perpetual licence to use such media for marketing and promotional purposes.

25.3 The Exhibitor must obtain consent from individuals they photograph or record where required by law. This contract serves as a request for consent, by signing this the exhibitor agrees to be filmed, photographed.

25.4 The Exhibitor may not film or photograph other exhibitors or attendees for commercial purposes without prior consent.​​

 

26. Branding & Conduct

26.1 The Exhibitor shall not display or distribute any materials that are:Offensive, discriminatory, or unlawfulPolitically extreme or inciting hatred

26.2 The Organiser reserves absolute discretion to remove any materials or displays deemed inappropriate.

 

27. Waste Mana gement & Environmental Responsibility

27.1 The Exhibitor is responsible for removing all waste from their stand.

27.2 Waste must be disposed of in accordance with Venue policies.

27.3 The Organiser reserves the right to charge for excessive waste or cleaning.

 

28. Compliance with Laws

28.1 The Exhibitor shall comply with all applicable UK laws and regulations, including (but not limited to):Consumer protection laws Trading standards regulations, Health and safety legislation

28.2 Any breach may result in immediate removal without refund.

 

29. No-Show & Late Set-Up Penalties

29.1 The Exhibitor must occupy their Exhibition Space by the designated set-up deadline.

29.2 Failure to do so may result in the Organiser:Reallocating the space without notice, Denying entry to the Exhibitor

29.3 In the event of a no-show:All Fees remain payable in full. No refunds shall be issued

29.4 If the Exhibitor arrives late:The Organiser is not obliged to provide additional time, Access may be refused if it disrupts the Event

29.5 The Organiser reserves the right to charge reasonable additional costs incurred due to late arrival.

 

30. Early Departure Penalty

30.1 Exhibitors must not dismantle or vacate their stand before the official closing time.

30.2 Breach of this clause may result in: A financial penalty of up to [£55 or 20% of stand fee whichever is greater] Exclusion from future events

30.3 This clause is necessary to maintain event quality and visitor experience.

 

31. Binding Booking Form Clause

31.1 The Booking Form forms an integral part of this Agreement.

31.2 Submission of a Booking Form constitutes: A legally binding offer, Acceptance of all terms within this Agreement

31.3 Electronic acceptance (including email confirmation or online checkout) shall have the same legal effect as a signed document.

31.4 In the event of conflict, this Agreement shall prevail over the Booking Form unless expressly stated otherwise.​

 

32. Right to Refuse or Remove Exhibitors

32.1 The Organiser reserves the absolute right to: Refuse entry Remove an Exhibitor, Shut down any stand Where the Exhibitor: Breaches this Agreement Poses a safety risk, Damages the reputation of the Event

32.2 No refunds shall be given in such circumstances.

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33. Reputation & Non-Disparagement

33.1 The Exhibitor shall not engage in any conduct that may harm the reputation of the Organiser or Event.

33.2 The Exhibitor agrees not to make defamatory or damaging public statements, including on social media.

33.3 Breach may result in:Immediate removal, Exclusion from future events, Potential legal action

 

34. Exclusivity & Product Restrictions

34.1 The Organiser reserves the right to:Limit the number of exhibitors in similar categories Grant exclusivity to certain vendors

34.2 The Exhibitor may only display and sell products approved in advance.

34.3 Sale of unauthorised goods may result in immediate removal without refund.

 

35. Payment Enforcement

35.1 All payments must be made in cleared funds.

35.2 Late payments may incur:

35.3 The Organiser reserves the right to: Withhold access to the Event, Cancel participation without refund Until full payment is received.

 

36. Debt Recovery

36.1 The Exhibitor shall be liable for all reasonable costs incurred in recovering unpaid Fees, including:Legal fees Collection agency fees

36.2 This clause survives termination of the Agreement.

 

 

Exhibitor Terms & Conditions (Summary) By booking a stand with Five Pillar Events Organisation, you agree that: Your booking is legally binding once accepted, All fees are non-refundable except where stated, You must comply with all health & safety and legal requirements. You must hold appropriate insurance

The Organiser may: Change layouts, refuse or remove exhibitors, cancel or reschedule events.

You are responsible for: Your property, Your staff, Your compliance with UK lawNo-shows and early departures are not permitted and may result in penalties.