Terms and Conditions to Sponsor and Exhibit
Sponsor and Exhibitor Agreement
Terms and Conditions
1. Agreement for Space
1.1 The organisation detailed in the Sponsorship and Exhibitor Booking Form (“Exhibitor”) shall submit an application for exhibit space to the Association for Geographic Information, whose registered address is Lancaster Court, 8 Barnes Wallis Road, Fareham Hampshire PO15 5TU, registered in England & Wales under number 2445202 (“AGI”). The Exhibitor shall provide its logo and corporate description in accordance with the Sponsorship and Exhibitor Booking Form (the “Booking Form”).
1.2 The completion and submission of the Booking Form by the Exhibitor (when accepted by AGI by email) constitutes an agreement for the right to use the space subject to the terms of the Booking Form and this Sponsorship and Exhibitor Agreement (collectively, the “Agreement”).
1.3 AGI retains the right to determine the eligibility of any company as an Exhibitor, or the eligibility of any product for exhibit, for whatever reason.
1.4 Neither AGI nor the venue owners (or their respective agents or employees) (collectively “Hosts”) shall be liable for damages or loss arising from AGI’s exercise of 1.3 above.
2. Application/Agreement and Right of Refusal
2.1 Payment for the sponsorship or exhibitor package is required 30 days from invoice OR in advance of commencement of the event. Failure to pay in accordance with this provision may result in the exhibition space being reallocated to another exhibitor.
2.2 AGI may, in its sole judgment, within thirty (30) days of receipt, reject the Exhibitor’s application, in which case any fees submitted by the Exhibitor to AGI will be returned. AGI will not be liable for any damages or costs incurred by such rejection. AGI reserves the right to take action as necessary to ensure compliance with the terms of the Agreement.
3. Liability and Insurance
3.1 The Exhibitor shall be liable and responsible for all software programs, data, equipment, brochures, materials, exhibits, and other property (“Show Materials”) of the Exhibitor, its employees, contractors, or agents at all times.
3.2 Hosts assume no liability whatsoever for loss or damage through any cause, of Show Materials or other goods, hand‐carried items, exhibits, or other materials owned, rented, or leased by the Exhibitor. If insurance for such loss or damage is desired, it must be obtained independently by the Exhibitor and at the Exhibitor’s sole cost.
3.3 Exhibitor will, to the extent allowed by law, indemnify Hosts against, and hold them harmless from any and all claims, actions, or liabilities whatsoever resulting from the act, omission, default or negligence of the Exhibitor, it’s employees, contractors and agents, including, but not limited to, personal injury (other than that caused by Hosts own negligence) or loss or damage to equipment, materials, or exhibits.
3.4 Each Exhibitor must have in place adequate insurance (including but not limited to public liability insurance and employer’s liability insurance) to cover its obligations under the Agreement. AGI reserves the right to verify that the Exhibitor has in place such adequate insurances.
4.1.1 Once registered for a single day event (excluding the annual conference, GeoCom) Exhibitor may cancel by providing AGI with written notice 14 (fourteen) days prior to the first day of the event and receive a full refund minus an administration fee of £50+VAT and the removal of any multiple-event discounts that may have been applied. Exhibitor shall not be entitled to a refund where a notice of cancellation is received by AGI after this date.
4.1.2 Once registered for GeoCom, Exhibitor may cancel by providing AGI with written notice 60 (sixty) days prior to the first day of the event and receive a full refund minus an administration fee of £50+VAT. Exhibitor shall not be entitled to a refund where a notice of cancellation is received by AGI after this date.
4.2 If we or the venue are prevented or hindered from hosting the event by any circumstance beyond our reasonable control we may, without being liable for any loss or damage suffered by you or anyone else, re-locate your event to another venue in the same locality, or terminate the contract forthwith by giving you notice.
5. Shipment and Installation of Exhibits
5.1.1 For a single day event (excluding the annual conference, GeoCom), at least 48 hours prior to the event Exhibitor will be supplied with the delivery details for any show material to be sent via courier to the venue.
5.1.2 For GeoCom, on confirmation Exhibitor will be supplied with the delivery details for any show material to be sent via courier to the venue.
5.2 AGI is not responsible for any of the services performed or materials delivered by any contractor whether recommended by AGI or not. No exhibitor shipments will be accepted by AGI.
6. Multiple Exhibitors in Same Space
6.1 Exhibitors shall not, in any way, assign, sublet, share, or apportion all or any part of the exhibit space allotted to any other party without the prior written consent of AGI.
7. Legal compliance and use of Exhibit Space
7.1 Exhibitor must comply with all laws and regulations. In addition, Exhibitor shall comply (and ensure its employees or agents comply) with any rules, requirements or regulations notified to Exhibitor by the Hosts including any health and safety requirements.
7.2 In addition, Exhibitors must comply with the following:
7.2.1 Signage: signs attached to the exhibit fixture are permitted to a maximum height of their exhibit area, if a maximum height is given.
7.2.2. AGI reserves the right to restrict exhibit area activity noise, operation, or materials that, in AGI’s opinion, unduly interfere with other Exhibitors or event operation. Failure of the Exhibitor to comply with the Host’s instructions may result in termination of that activity, operation or materials; in such circumstances no reimbursement of fees will be made to the Exhibitor.
7.2.3 Sale of equipment and services in exhibit area: no sales that result in the exchange of merchandise and/or money are permitted in the event facility without AGI’s prior written approval.
7.2.4. All items to be given to attendees as "giveaway items" must have the prior written approval of AGI. AGI reserves the right to prohibit distribution of any items not previously approved.
7.2.5. All activities must be confined to the Exhibitor's assigned exhibit area. Distribution of literature or promotional items outside the confines of the contracted exhibit area is prohibited without prior written approval from AGI.
7.2.6. Exhibitors may not conduct raffles, prize drawings, or other such activities without prior written approval from AGI.
7.2.7. Exhibitor must not solicit for money any person using the venue.
7.2.8. Exhibitor agrees not to sponsor group functions, such as speeches, hospitality suites, or other activities, during exhibit hours that conflict with any officially programmed conference event.
7.2.9. Meetings or other sales‐type activities in the exhibit hall during setup, prior to, or after Exhibit hours, are not permitted.
7.2.10. Only registered conference attendees at a single day event (excluding the annual conference, GeoCom) and registered conference and exhibition attendees at GeoCom are invited to attend the conference or exhibitor area.
7.2.11. Food items, liquor, beverages and other refreshments are prohibited from being brought into the venue.
7.2.13. All exhibit staff must wear suitable attire and conduct themselves in a professional manner at all times.
7.2.14 No film, videos or photos may be taken of the interior of the venue without the written permission of Hosts.
7.3 Failure by Exhibitor (including exhibitor's agents, employees, and contractors) to comply with any of the provisions of this agreement may result in the immediate removal of exhibitor from the conference in its entirety or any part thereof as AGI, in its sole discretion, decides. Exhibitor will be liable for all related costs and expenses.
8. Minimum Age Policy
Minors’ attendance must be specifically approved by AGI prior to the event.
9. Fire, building or health and safety regulations
9.1 All Exhibit decorations and materials must conform to any applicable fire, building or health and safety regulations or laws.
9.2 Combustible or explosive materials and substances may not be used. Exhibitor must not bring into the venue any hazardous substance, article or equipment. If any such items may be hazardous then Exhibitor shall ensure that any requirements imposed by law or by Hosts in relation to its transportation, storage, or use are complied with.
9.3 All packing materials must be stored in an appropriate area by the stand.
10. Care of Premises
10.1 Exhibitor shall ensure that no materials are pasted, nailed, or otherwise affixed to the structure, surfaces or other contents of the venue in a way that might mark, soil, deface or damage the venue’s structure, contents, equipment or furnishings. Damage or cleaning of exhibit space or any part of the exhibit hall caused by the Exhibitor, it employees, agents or a contractor engaged by the Exhibitor is the full responsibility of the Exhibitor.
10.2 Before leaving the venue, Exhibitor shall ensure that its exhibit area is clean, undamaged and free from rubbish. It shall remove any items brought into the venue by it.
10.3 If Exhibitor fails to comply with this clause 10, Hosts may do all that is necessary to ensure compliance. Such actions shall be at Exhibitor’s expense.
11. Exhibitor Identification Badges
11.1 Exhibitor Identification Badges (“Badges”) will be furnished to designated Exhibitors and will be available at the registration desk on arrival.
11.2 Badges shall be visibly displayed by all Exhibitor representatives at all times within the exhibit area.
11.3 Badges are allocated at exhibitor registration and are non‐transferable between attendees.
11.4 Badges must be worn at all times.
12. Exhibitor ‐ Appointed Contractors
12.1 Any Exhibitor using an independent contractor agrees to defend, indemnify, and hold harmless Hosts and other exhibitors from any and all liability for any act or omission by the independent contractor causing damage to the venue, the venue’s contents, exhibitor’s property and/or any personal property.
12.2 Any Exhibitor using the services of an independent contractor assumes all liability for the acts of that contractor under this contract. The Exhibitor agrees to provide all outside contractors working for them with a complete copy of event rules and regulations, as well as ensure their activities conform to same.
13. Undesirable Activities
Exhibitor may not promote or distribute promotional material regarding other trade shows or conferences that are not held in conjunction with the event without Hosts’ written consent
14. Force Majeure
A party shall not be liable to the other if it is prevented from the performance of its obligations under this Agreement (except payment obligations) by an event that arises from or is attributable to acts, events, omissions or accidents beyond its reasonable control. A party that claims to be affected by such matters will promptly notify the other party.
15. Law and Venue
This Agreement shall be construed under the law of England and Wales and the parties hereby agree to submit to the exclusive jurisdiction of the English Courts.
16. Code of Conduct
The AGI seeks to promote diversity and inclusivity in the UK’s geospatial industry. It is committed to hosting events free from discrimination of sex, gender reassignment, disability, age, race, religion or belief and sexual orientation. Harassment or offensive behaviour of any nature will not be tolerated by AGI. Inappropriate conduct could result in exclusion from the event, without refund, at the discretion of the organising committee.
If you have any concerns or queries regarding the code of conduct please do not hesitate to contact a member of the AGI council or events action working group. Alternatively please email us at: firstname.lastname@example.org
Version 1.0. Dated 24 May 2021