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. Exhibitors should note conditions regarding vehicle parking.

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 9am and 5pm. 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. Exhibitors may unload equipment on the Wednesday until 4.00 p.m. but must ensure their vehicles are taken off site. Exhibitors may bring vehicles on site again on Friday after the conference closes to collect equipment. No parking is allowed on either day. Parking between these visits is the reponsibility of the exhibitor. Travel arrangements will be provided to allow exhibition staff who have booked hotel accommodation with the Chartered Institute of Housing to travel from their hotel to the Palace
6. Other than two chairs, 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, 08453510392, e-mail Polly Wilson)
7. 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
8. No guarantees are given as to the number or nature of delegates who may attend
9. All fees must be paid before 1st January. Cancellations made after 1st January will not be eligible for any refund of fees paid
10. Exhibition staff are asked to attend the exhibition opening
11. 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 1 January for a fee of £30.
12. Exhibition staff, booked in at the concessionary rate, are not entitled to attend group seminars but are welcome to attend keynote sessions
13. Exhibition staff MUST take lunch at 12.00 noon, and have left the restaurant by 1.00 p.m.
14. If accommodation is booked with the exhibition space, the organisers will provide that hotel accommodation, but it may not be at the Palace Hotel. The accommodation fee covers the room and all meals. Accommodation booked for each person is for two nights. A special rate has been negotiated which means it is not possible to have one person stay for one night, and then a change in personnel with a second person in the same room for the second night.
15. Exhibitors are not to place information on seats in the arena, except by arrangement. Exhibitors can only have publicity material placed in delegate packs (limited to 12 organisations per delegate pack) if major sponsors.
16. Prizes won by delegates and offered by exhibitors will be advertised via the housekeeping message system run on screens around the main arena, and will not be announced from the main stage
17. All fees quoted in this booking form are exclusive of VAT, which will be added. VAT No 233845950
18. 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
19. Any booking is covered by the laws of England