Terms and Conditions for Exhibitors

The South Western Branch of the Chartered Institute of Housing makes available exhibition spaces and accommodation, subject to the conditions below.

1. Booking of exhibition space is for a stand at the venue. Whilst preferences about stand location will be taken into account, the final location of any stand is the decision of the organisers. Time/date of booking will be a material consideration in any decision.
2. Exhibition stands can only be erected on the day the exhibition opens, and between the hours of 8am and 11am. A health and safety method statement will be required from exhibitors before the Event.
3. Exhibition stands cannot be disassembled until the conference finishes as the exhibition surrounds the main conference hall and consequent noise will disrupt the proceedings. The organisers reserve the right to clear the exhibition area if noise affect presentations to delegates
4. A deposit of £150 per stand will be charged to exhibitors and refunded to those who comply with conditions 2 and 3 above
5. No furniture or equipment will be provided in the stand space. Exhibitors must make their own arrangements, and which may be with our contractor employed at the arena, if contacted in advance. (Warwick Corporate Events, 0845 351 0392, e-mail exhibitions@wce.co.uk)
6. The event organisers will use reasonable efforts to ensure that the conference and exhibition goes ahead as planned, but take no responsibility for cancellation due to fire, flood, any natural disaster, problems with the hotel or contractors, or any other unforeseen event
7. No guarantees are given as to the number or nature of delegates who may attend
8. All fees must be paid before 15th August. Cancellations made after 15th August will not be eligible for any refund of fees paid
9. Exhibition staff are asked to attend the exhibition opening
10. If exhibitors expect to have a member of staff on the stand during the conference, either the daily rate, or the overnight rate must be booked for that person. Passes will be issued to all exhibitor staff, must be available at all times, and access to the exhibition hall and meals will not be possible without the pass. A maximum of two staff will be allowed the concessionary rate that is available to exhibitors. This applies whether a single or double stand is booked. If an exhibitor requires more than two staff at a stand they must be booked as delegates. We are happy to change the name of an exhibitor after 15th August for a fee of £30.
11. Exhibition staff, booked in at the concessionary rate, are not entitled to attend group seminars but are welcome to attend keynote sessions
12. Exhibition staff MUST take lunch at 12.00 noon, and have left the restaurant by 1.00 p.m.
13. If accommodation is booked with the exhibition space, the accommodation fee covers the room and all meals.
14. Exhibitors are not to place information on seats in the arena, except by arrangement. Exhibitors can only have publicity material placed in delegate packs if major sponsors.
15. Prizes won by delegates and offered by exhibitors will not be announced from the main stage
16. All fees quoted in this booking form are exclusive of VAT, which will be added. VAT No 233845950
17. The Event may be recorded (images and/or sound) and the booking of any stand and/or individuals to attend this Event is on the understanding that consent is given to the use of any recorded images and sound for whatever purpose is deemed appropriate by the Chartered Institute of Housing, including publicising the Event in the future
18. Any booking is covered by the laws of England

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