EXHIBITOR TERMS OF BUSINESS
The Big Bolton Expo is a Business Development Expo and Networking Event . The Big Bolton Business Conversation is a networking conference. Both events are organised by Quantum Event Management Ltd (Quantum Events) and are designed to promote business growth, whether that’s as an exhibitor or attendee.
Completion and submission to us of the online booking form constitutes your order for the Services referred to in the booking form on the terms set out below. We will acknowledge receipt of on-line orders electronically but all such orders are subject to our written acceptance.
Acceptance of all orders will be by issue of the relevant invoice. The prices payable for the Services are as set out on our website. All prices are shown exclusive of VAT unless otherwise stated.
A VAT invoice for all orders placed will be sent to you by email.
In order to keep costs to a minimum and reasonable rates for Exhibitors, we require all stands to be paid within 30 days of the invoice date or within 7 days if it is deemed the event is approaching being fully booked or within 2 months of the exhibition taking place.
Payments can be made by cheque made payable to Quantum Event Management Ltd or by bank transfer and the bank details for this payment will be on the invoice.
Cancellation of any portion of the Application/Contract by the Exhibitor will be accepted only at the discretion of Quantum Events. Deposits/payments are otherwise non-refundable. Except as the Exhibitor’s rental obligation may be reduced as set forth in the preceding sentence, the Exhibitor is responsible for total stand rental irrespective of the reason for the cancellation by the Exhibitor including the failure of an exhibit to arrive for any reason.
ASSIGNMENT OF EXHIBIT SPACE
Exhibition space will be assigned in the order reservations are received. Quantum Events will attempt to locate stands in line with preferences expressed by the Exhibitor. Quantum Events reserves the right to change location assignments when such action is deemed to be in the best interest of the Exhibition. Instances involving relocation of a stand due to unforeseen circumstances, force majeur, or acts of God or war shall be governed by the provision “Cancellation, Postponement, or Relocation of Exhibition” below. The Exhibitor agrees that its exhibit shall be admitted into the Exhibition and shall remain for the period of the event solely on strict compliance with all the rules herein described. Quantum Events reserves the right to reject, eject, or prohibit any exhibit in whole or in part, or any Exhibitor with cause if the exhibit is unsuitable to or not consistent with the character of the Exhibition. Quantum Events’ liability for rejection with cause shall be limited to a refund to the Exhibitor of the amount of rental unearned at the time of ejection. However, if an exhibit or Exhibitor is ejected for violation of these rules or for any other stated reason, no return of rental shall be made.
RENTAL OF SPACE AND ITS USE
Rental includes the following exhibit equipment: Approx 6ft x 4ft floor space, 4ft x 1.5ft table with chairs and cloth. All hanging signs require written approval from Quantum Events. No displays or obstructions may be placed in normal aisle areas. The maximum number of people (including staff and associates) is 4 for a single stand or 6 for a double stand.
SUBLETTING OF SPACE
The Exhibitor shall not assign, sublet, or apportion the whole or any part of the space assigned or have representatives, equipment, or materials from firms other than its own in the Exhibit Space without the written consent of Quantum Events. Only one company shall be considered as the Exhibitor; any other company or unity in the Exhibit Space shall be considered a subsidiary or affiliate.
INSTALLATION AND DISMANTLING
The Exhibitor explicitly agrees that in the event it fails to install its products in assigned Exhibit Space or fails to remit payment for required space rental at time specified, Quantum Events shall have the right to take possession of said space and lease same or any part thereof to such parties and upon such terms and conditions as it may deem proper. In addition, the Exhibitor shall not dismantle or otherwise interfere with the orderly conduct and display of the Exhibits until the Exhibition Floor is finally closed to visitors.
FIRE AND SAFETY REGULATIONS
Exhibitors shall not pack merchandise in paper, straw, or any other readily inflammable material. All cartons stored in the exhibition venue shall be emptied of contents. Exhibitors shall use no flammable decoration or covering for display fixtures, and all fabrics or other material used for decoration or covering shall be flameproof. If required by local law or ordinances, the Exhibitor shall have on hand in its Exhibit Space a notarised affidavit establishing that its display materials have been treated during the last year by an approved chemical. All wiring devices and sockets shall be in good condition and meet the requirements of local law.
If required by local ordinances, Exhibitors must comply with all union regulations applicable to installation, dismantling, and display of the Exhibits.
The prior written consent of Quantum Events is required for the employment or use of any live model, demonstrator, solicitor, or device for the mechanical reproduction of sound. Such employment or use shall be confined to the Exhibit Space. Quantum Events, in its sole and absolute discretion, may withdraw its consent at any time, in which event the Exhibitor shall terminate such activity immediately. Distribution of pamphlets, brochures, or any advertising matter must be confined to the Exhibit Space. Exhibitors bringing alcoholic beverages into the exhibition venue must gain the permission to do so from Quantum Events. Exhibitors shall refrain from any action that will distract attendees from attendance at the Exhibit during open hours. Exhibitors shall not lead attendees from one Exhibit Space to another. Exhibitors or any of their representatives shall not conduct themselves in a manner offensive to standards of decency or good taste.
FILM, SOUND DEVICES, AND LIGHTING
If images, loudspeakers, or sound devices are used, the Exhibitor agrees to comply with Quantum Events’ requirements for the operation of the equipment. Equipment will only be permitted if tuned to a conversational level and is not objectionable to neighbouring Exhibitors. The use of lasers must agreed in advnace with Quantum Events. Quantum Events reserves the right to restrict the use of glaring lights or objectionable lighting effects.
CONTRACTOR SERVICES AND INFORMATION
Where an Official Contractor has been designated to perform services for an Exhibitor — such as the rental of furniture, setup of exhibits, electrical work, plumbing, labour, or any other service — no Exhibitor or representative shall contract for such services with other than the said Official Contractor unless permission has been secured in writing in advance from Quantum Events. Quantum Events assumes no responsibility or liability for any of the services performed or materials delivered by the contractors.
Exhibitors will not be permitted to store packing crates and boxes at the stand or the venue during the Exhibition. It is the Exhibitor’s responsibility to mark and identify all crates and boxes. Crates and boxes not properly labelled may be destroyed. No trunks, cases, or packing material shall be brought into or out of the Exhibit Space during Exhibit Hours.
LIABILITY AND INSURANCE
All property of the Exhibitor remains under its care, custody and control in transit to and from the venue, during installation and removal, and while it is within the confines of the Centre. Neither Quantum Events or the management of the venue nor any of the officers, staff members, or directors of any of the same are responsible for the safety of the property of Exhibitors from theft, damage by fire, accident, vandalism, or other causes. The Exhibitor expressly waives and releases any claim or demand it may have against any of them by reason of any damage to or loss of any property of the Exhibitor, except where the damage or loss is due to the gross negligence or willful misconduct of Quantum Events, the management of the venue, or their agents or employees, arising out of Quantum Events’, the managers of the venue’s duties and responsibilities under this agreement. Exhibitors understand that neither Quantum Events or the Bridge Conference Centre carry business interruption and/or property damage insurance coverage for loss or damage of Exhibitor’s property. The Exhibitor agrees to obtain the following insurance during the dates of the Exhibition, including move-in and move-out periods and shall be prepared to furnish a certificate of insurance to Quantum Events if requested: (a) Commercial general liability insurance coverage including protective and contractual liability for bodily injury and property damage; (b) Employers liability insurance.
HOLD HARMLESS AND INDEMNIFICATION
This agreement shall not constitute nor be considered a partnership, joint venture, or agency relationship between Quantum Events or the Bridge Conference Centre. Exhibitors hereby agree to indemnify, hold harmless and defend Quantum Events and the Bridge Conference Centre, and their respective officers, directors, and employees (Indemnities) from and against any and all liability, responsibility, loss, damage, cost, or expense of any kind whatsoever as they arise (including but not limited to court costs, interest and legal fees) which the Indemnities may incur, suffer, be part to, or be required to pay, incident to or arising directly or indirectly from any intentional or negligent act or omission or breach of these terms, conditions, and rules, or violation of any ordinance or statute by Exhibitors or any of its employees or agents. The Exhibitor assumes full responsibility and liability for the actions of its agents, employees, and independent contractors, whether acting within or without the scope of their authority, and agrees to indemnify, hold harmless, and defend the Indemnities as expenses arise, from responsibility or liability resulting directly or indirectly, or jointly, from other causes that arise because of the acts or omission of its agents, employees, or independent contractors whether acting within or without the scope of their authority. Quantum Events hereby agrees to indemnify, hold harmless and defend the Exhibitor and its respective officers, directors, and employees (Indemnities) from and against any and all liability, responsibility, loss, damage, cost, or expense of any kind whatsoever as they arise (including but not limited to court costs interest and attorney’s fees) which the Indemnities may incur, suffer, be part to, or be required to pay, incident to or arising directly or indirectly from any intentional or negligent act or omission or breach of these terms, conditions, and rules, or violation of any ordinance or statute by Quantum Events or any of their employees, or agents. Quantum Events assumes full responsibility and liability for the actions of its agents and employees, and independent contractors, whether acting within or without the scope of their authority, and agrees to indemnify, hold harmless, and defend the Indemnities as expenses arise, from responsibility or liability resulting directly or indirectly, or jointly, from other causes that arise because of the acts or omission of their agents, employees, or independent contractors whether acting within or without the scope of their authority.
CANCELLATION, POSTPONEMENT, OR RELOCATION OF EXHIBITION
In the event that any unforeseen occurrence, force majeur, or acts of God or war, shall render the fulfilment of this agreement impossible by Quantum Events, the parties shall mutually amend or terminate the agreement at Quantum Events’ option. In such circumstances, Quantum Events sole responsibility to Exhibitors shall be a full refund of all rental fees paid by Exhibitors. No monies will be returned should the dates or location of the Exhibition be changed by Quantum Events, but Exhibitors will be assigned space that the Exhibitors agree to use under these same rules and regulations. Quantum Events shall not be financially liable in the event the Exhibition is interrupted, cancelled, moved, or dates changed except as provided herein.
AGREEMENT OF TERMS, CONDITIONS, AND RULES
Exhibitor agrees to observe and abide by the foregoing Terms, Conditions and Rules and by such additional Terms, Conditions, and Rules made by Quantum Events from time to time for the efficient or safe operation of the Exhibition, including, but not limited to, those contained in this Contract. In addition to Quantum Events’ right to close an Exhibit and withdraw its acceptance of this application/Contract, Quantum Events in its sole judgment may refuse to consider for participation in future Exhibits an Exhibitor who violates or fails to abide by all such Terms, Conditions, and Rules. There is no other agreement or warranty between the Exhibitor and Quantum Events except as set forth in this document. The rights of Quantum Events and the Exhibitor under this Contract shall not be deemed waived except as specifically stated in writing and signed by an authorized representative of the respective parties.
Quantum Events provides a range of services to market local business in the Bolton area. The Big Bolton Expo has been created to provide networking and business development opportunities to all businesses in the borough. In the course of marketing and promoting The Big Bolton Expo, we will ask visitors to the site to register to attend or ask for further information in relation to exhibiting.
- What type of information is collected and how long is it retained?
We collect certain personal information about you when you register to attend or exhibit. When you register with us, a unique username and password may be provided to you to enable you to access the website. The information we collect may include, but is not limited to, your name, address, bank account details, credit card details, telephone number, email address and work details.
We do not collect any sensitive personal information such as information on your racial or ethnic origins, political opinions, religious beliefs, trade union affiliations, sexual life, health or criminal history.
- How is information collected?
We may collect personal information about you from the following sources:
4.1 Personal details registered by yourself e.g. to receive email or SMS message updates or information;
4.2 Information about your visits to the website;
4.3 Analysis of visitor traffic using cookies and standard weblogs.
When you view the website by hypertext link from another website or when you hypertext link to another website from the website, we may store the names of such websites for our own internal administration.
- How long is the information retained by us?
We only collect information which is necessary for the operation of the web site and for the provision of the exhibition. We will not keep your personal information for longer than necessary to provide services or as required by law.
- How is the information used?
We use the personal information which we collect to operate the website and to provide services and send you details of goods and services, where you have given us your consent to do so.
By registering at the event, all exhibitor details will be shared among other exhibitors but no third party outside of connection to the Big Bolton Expo. All exhibitors will receive a full contact list of fellow exhibitors and attendees for use as follow up after the Expo.
- Accessing and amending your personal information
You may request a copy of all your personal information held by us by contacting Quantum Events Data Protection Compliance Officer, 2 Barnside Close, Bury BL9 5JS. Quantum Events will charge a £10 administration fee for providing the copies.
We will amend any incorrect personal information held by us. We will remove your personal information from our records within 30 days of receiving your notification to do so, subject to any legal requirements to retain such information. Please notify Quantum Events Data Protection Compliance Officer, if you believe your personal information held by us is incorrect or you wish to remove your personal information from our records.
- Disclosure to Third Parties
We will not disclose your personal information to any third parties apart from where you have given us your consent to do so. However, if you register to participate in a Quantum Events event via the website your details may be disclosed to other participants in Quantum Events event or to members of the public as part of a directory and/or database.
We may ask you to give your consent for us to disclose your personal information to other companies in our group or other selected third parties who may contact you to let you know about goods or services which may be of interest to you.
We may provide sales, traffic and demographic statistics and other related information to third parties but these statistics will not contain any information which could be used to identify any individual customer.
We reserve the right to access and disclose to third parties your personal information to comply with applicable laws and lawful authority requests, to safeguard the proper operation of our systems and to protect ourselves and our customers.
If you submit personal information through the website, then you give consent to the use of the personal information by Quantum Events and/or other companies selected by us for the purposes described.
- Transfer of personal information outside the European Economic Area (“EEA”)
We will not transfer your personal information outside the EEA except to countries and organisations compliant with the EEA’s Safe Harbour conditions.
- Protection of personal information
We use up to date industry procedures to secure your personal information held by us from unauthorised access, use, disclosure or loss. We may also protect the security of your personal information during transmission using Secure Sockets Layer (“SSL”)/encryption software.
We do not specifically collect personal information about children and request that children obtain their parents’ consent before providing personal information. We recommend that parents actively monitor their children’s use of the Internet and the website.
- External Web Sites