Terms & Conditions

Terms & Conditions

Please read the following very carefully

By completing and signing the Expo Booking Form you agree to adhere to and respect the Terms and Conditions set out in this document.

The Exhibitor agrees to abide by all rules and regulations adopted by South West Business Expo (SWBE) and sponsors and agrees that SWBE shall have the final decision in adopting any rule or regulation deemed necessary prior to, during and after the show.

The Exhibitor shall not assign any rights under this agreement or sublet the space without the prior written permission of SWBE which permission may be withheld without giving any reason. This includes staff, promotional material and branding for any company not named on the booking form.

The Exhibitor accepts all risks associated with the use of the exhibit space and environs. The Exhibitor shall not make any claim or demand or take any legal action, whatsoever, against SWBE, the show sponsors or the facility in which the show is held, for any loss, damage or injury howsoever caused, to the Exhibitor, its officers, employees, agents or their property.

The Exhibitor agrees to indemnify and hold harmless SWBE, show sponsors and the facility, their respective officers, agents and employees, against all claims, costs and charges of every kind resulting from their occupancy of the exhibit space or its environs, for personal injuries, death, property damages or any other damage sustained by the exhibitor or its officers, agents, employees or those for whom in law they are responsible, or SWBE or a delegate to the show.

All of the Exhibitor’s property at the show shall be at the sole risk of the Exhibitor and SWBE assumes no responsibility for loss or damage thereto.

Exhibitors may only undertake exhibition activity within the boundaries of their own stand.
 Exhibitors found leafleting  or canvassing outside their stand, or otherwise causing harassment to either delegates or other Exhibitors, will be removed from the exhibition hall, without recompense.

Each Exhibitor exhibits at its own risk. The Exhibitor is responsible for and shall indemnify SWBE (the Organiser) in respect of all claims (whether arising from personal injury or damage to property or otherwise) arising in connection with the erection and dismantling of the Exhibitor’s Stand and anything permitted, omitted or done thereon or there from during the period of the Exhibition or during the construction and dismantling periods arising directly or indirectly by the act, omission or neglect of activity or other article or thing of the Exhibitor or in the possession or use of the Exhibitor.
The Organiser will take such precautions as it may consider appropriate for the proper running of the Exhibition, but will not at any time be responsible for the loss of, or damage to, or safety of any stand, exhibit, materials or other property of an Exhibitor or any other person under any circumstances.
ALL Exhibitors must hold a Public Liability policy of insurance providing cover of at least £5,000,000, and this must be produced prior to the exhibition upon request. All Exhibitors are advised to effect their own insurance against all relevant risks.
Any stand playing music must have its own PPL certificate and must not annoy or inconvenience any other stand-holder or delegate.

The Exhibitor is liable for any damage it may cause to the facility or to any property of SWBE, its agents or any other exhibitor. The Exhibitor may not apply paint, lacquer, adhesive or other coatings to the facility or to the property of SWBE, its agents or any other Exhibitor. Exhibitors are expressly forbidden to alter any aspect of the as-built stand without written permission from SWBE.


Terms of payment are those stated below. Non-payment of any part of the Contract Price or of any other sums properly due from the Exhibitor to SWBE will give SWBE all or any of the following rights, which are in addition to any other rights SWBE may have:

(a)   To impose a surcharge of 8% above the Bank of England official dealing rate;
(b)   To recover additional costs including any legal costs incurred in the collection of monies due to SWBE;
(c)   To prohibit the Exhibitor from erecting and/or occupying the space or stand allocated;
(d)   To use the allocated space in such a way as SWBE thinks fit and to recover from the Exhibitor any expense in doing so;
(e)   To exercise a general lien on all the Exhibitor’s property in or about the Exhibition premises;
(f)    To treat the Contract as determined.

The full cost will be invoiced on acceptance of application by SWBE, with payment due within 7 days (or immediately on receipt of invoice if less than 60 days before the show opening date). SWBE reserves the right to alter the rates charged for any aspect of participation at Expo.

SWBE may terminate this Contract if:  The Exhibitor fails to observe or perform any of the Contract terms and conditions; The Exhibitor becomes bankrupt or makes an arrangement or compromise with his creditors or, being a Company, enters into liquidation whether compulsory or voluntary (save for the purposes of amalgamation and/or reconstruction) or suffers the appointment of a receiver, administrative receiver or administrator, or enters into or suffers any similar insolvency procedure under any jurisdiction.

The Exhibitor may give written notice of his intention to withdraw prior to 60 days before the show – which SWBE in its discretion may permit by written confirmation – subject to the payment of 50% of the total contract price by the Exhibitor to SWBE as consideration for release from the Contract.

If the Exhibitor cancels the booking or bookings within 60 days of the show opening date, this will incur a fee of 100% of the total cost of the booking, payable immediately.

Since withdrawal will cause SWBE loss and further costs in reselling the stand, SWBE is entitled to charge cancellation fees as set out above. These are intended purely to compensate SWBE, and once paid, SWBE will acknowledge that the exhibitor has no further liabilities to SWBE in relation to this exhibition.

Exhibitors are advised that the set-up time will be on the day from 0730 – 0945. Exhibits can be dismantled after 1600 when the Expo closes. It is forbidden to dismantle before this time for health and safety reasons. The organisers reserve the right to stop exhibitors from leaving before 1600. Please note if you dismantle your stand before 1600, your business will be fined £250, with the proceeds going to our Expo Charity.

Please also make sure you take away ALL your things from your stand, anything left behind including boxes of leaflets, brochure etc will be thrown out and you will fined £250 with the proceeds going to our Expo Charity.

All exhibitors have a responsibility to ensure the health, safety and welfare of themselves and others. The organisers shall not be held responsible by any exhibitor or their staff/agents or members of the public for any injury or loss due to negligence or unsafe displays. All exhibitors are required to have carried out an assessment of the potential risks associated with their activities.

Exhibitors must provide fire safety equipment appropriate to their activities. In particular, all exhibitors that cook on site must have adequate fire fighting equipment including fire blankets. The organisers shall not be held responsible for loss or damage of stock or equipment, howsoever caused, during the Business Show.

Limited electrical supplies are available. These must be booked and paid for on your booking form. Extension leads if required (from the supplied unit) are the responsibility of the exhibitor and are not available from the organisers. Please advise if you are using power hungry products, as specific electrical supplies will have to be organised.

Exhibitors may NOT bring their own generators onto site. All electrical equipment must be certified and have a current PAT certificate. The certificate should be brought with you on the day. Please note that non PAT tested equipment cannot be used under any circumstances.

In the event that the facility in which the show is to be held or is held is destroyed or becomes unavailable for occupancy, for reasons beyond the reasonable control of SWBE and sponsors, or if for any reason SWBE is unable to permit the exhibitor to occupy the facility or the space, or if the show is cancelled, postponed or curtailed for any reason, SWBE and sponsors will not be responsible for any loss of business, loss of profits, damage or expense of whatever nature that the exhibitor may suffer. The reasons listed include, but are not limited to, such reasons as: casualty, explosion, fire,  lightning, flood,  weather, epidemic, earthquake or other event, acts of public enemies, riots or civil disturbances, strike, lockout or boycott or other force majeure event. Exhibitors are advised to take out appropriate insurance to cover all eventualities. Any refunds due will be paid minus an administrative deduction to cover costs incurred.

This contract shall be governed and construed in accordance with the laws of England and the parties agree to submit to the non-exclusive jurisdiction of the English courts. This contract is assignable by SWBE to another company. SWBE reserves the right to refuse any application.