TERMS AND CONDITIONS OF CONTRACT – FOR FORUMS/SUMMITS/EVENTS OR ADVERTISEMENT ORGANISED BY FORUM EVENTS & MEDIA GROUP LTD
DEFINITIONS In these Terms and Conditions the following expressions shall have the following meanings: “The Forum or Summit” means The Forum or Summit or Event pertinent to the booking form. “Advertisement” means advert pertinent to the booking form “The Organisers” means Forum Events & Media Group Limited of Forum House, 71 Mead Lane, Hertford, Hertfordshire, SG13 7AX. “The Supplier” means any individual, partnership, company or organisation and the staff or agents of any such company or organisation contracting with the organisers as a supplier to our events and/or advertiser in our media products. “The Forum or Summit Premises” means the venue premises pertinent to the subject Forum or Summit, or such other place at which the Forum or Summit shall be held. “The Owners” means the owners of the Forum or Summit Premises and any person or company from whom the organisers shall have leased, rented, licensed or otherwise obtained possession of the Forum or Summit Premises.
SUPPLIER STAND SPACE The Organisers will have full power to determine in every respect the allocation of space and the position of stands on the Forum/Summit Premises, and the Organisers will be entitled for any reason, which in their opinion is in the general interest of the Forum/Summit to vary the layout of the Forum or the situation and shape of any particular space which has already been allotted, and the Supplier will accept the substituted space allotted to it by the Organisers.
The allotment of space on the Forum/Summit Premises by the Organisers is made only upon the Terms and Conditions as printed herein and these Terms and Conditions shall apply (to the exclusion of all other Terms and Conditions) to all contracts with the Organisers to hire stand space on the Forum/Summit Premises unless (and then only to the extent that) they are expressly excluded or varied in writing by the Organisers. Any purported qualification of these Terms and Conditions by the Supplier and any other Term or Condition, which the Supplier shall seek to impose, shall be invalid unless expressly accepted in writing by the Organisers. The Supplier shall be bound by and comply with and be deemed to have full knowledge of the Rules, Conditions and Regulations of the Owners, a copy of which may be inspected at the Organisers offices. The Supplier must bring to the notice of all agents or contractors employed by it such of the provisions of these Terms and Conditions as may affect such agents and contractors and any claim arising from the failure to give such notice shall be the sole responsibility of the Supplier.
ADVERTISE SPACE If the Organiser considers it necessary to modify the space or alter the date or position of an insertion or make any other alteration, the Advertiser will have the right to cancel if the alterations requested are unacceptable, unless such changes are due to an emergency or circumstances beyond the Organisers control.
APPLICATION & ACCEPTANCE The contract for being a Forum /Summit or Advertising supplier shall be deemed to be made when the booking confirmation has been received completed and signed by the supplier and has thereafter been accepted by the Organisers. The Organisers will accept applications by purchase order, in writing, by email or accept a deposit payment in lieu of written application and on the understanding that these Terms & Conditions shall apply.
SIGNATORIES The person or persons signing the supplier confirmation booking form on behalf of the Supplier Company shall be deemed to have full authority to do so and the Supplier shall have no right to claim against the Organisers that such person or persons did not have such authority or has left the company and shall still be permitted to attend.
APPOINTMENTS FOR FORUMS / SUMMITS Whilst every effort will be made by the Organisers to arrange the maximum number of appointments, the Organisers cannot be held responsible for any shortfall on the day of the event. Whilst every effort will be made by the Organisers to ensure that clients have the appropriate purchasing power, no responsibility can be taken, if the quality and responsibilities of any clients differs from their signed booking form.
COPY AND MATERIAL Advertising content and creatives must be supplied by the supplier prior to copy/creative date. Failure to do so will mean that at the company’s discretion existing creatives may be repeated or the advertisement omitted if no repeat creative is available. In either case the full cost of the advertisement remains payable.
The advertising agency or supplier submitting the advertisement shall indemnify the publishers in respect of costs or damages falling upon them as a result of legal actions or threatened legal actions arising from the publication of the advertisement published in accordance with the copy instructions supplied. In any case where a claim is made against the said publishers and the agency or Advertiser may eventually be liable under the terms therein, notice in writing shall be given in order that meetings shall take place before any expense is incurred or the claim is settled, defended or disposed of to his detriment.
Every care is taken to avoid mistakes but the Organiser cannot accept liability for any errors due to third parties, subcontractors or inaccurate copy instructions.
The supplier warrants that the advertisement does not contravene any Act of Parliament nor is it in any way illegal or defamatory or an infringement of any party’s rights or an infringement of the British Code of Advertising Practice.
PAYMENT TERMS & CONDITION FOR FORUM/SUMMIT & EVENTS Payment terms are strictly 28 days from date of invoice. Payments terms will state a deposit of 20% and balance of 80% or full due with immediate effect if the Forum / Summit is booked within 3 months of the event date. Payments must be received prior to attending the event, failure to do so, may result in the supplier being refused entry.
PAYMENT TERMS & CONDITIONS FOR ADVERTSING Payment terms are strictly 28 days from date of invoice and /or publication date and / or start of digital campaign. Failure to pay accounts in accordance to our terms and conditions may result in a surcharge of 5% of gross rate one month or more after due date.
CANCELLATION BY THE SUPPLIER OF FORUM / SUMMIT & EVENTS The Supplier will not be at liberty to cancel once the Organisers have accepted it without loss of deposit and a penalty clause.
All cancellations must be received in writing from the supplier and will be deemed to take effect from the date of receipt.
Cancellation Clause for Forums / Summits %
More than 180 working days prior to the event 0%
180 to 90 working days prior to the event 50%
91 working days or less prior to the event 100%
CANCELLATION BY SUPPLIER OF ADVERTISEMENT Can only be accepted in writing. Advertisements cannot be cancelled after cancellation deadlines. Cancellation dates are 20 weeks prior to publication unless advised otherwise in writing at the time of booking. Any cancellation of contract or series bookings, or part thereof, will deem the Supplier liable to payment of the difference in the contract or series rate, if any.
FORCE MAJEURE & ARRANGEMENT In the event of any abandonment, postponement or limitation of the use of the Forum/Summit Premises or external publishing contractors of any of the services provided therein, resulting from unforeseen circumstances, force majeure or by reason of strikes, lockouts or other labour troubles, war, Act of God, or action of the Owners, intervention by government authority or an outside authority or by a decision found necessary by the Organisers for reasons beyond their control, the Supplier or his agents or contractors shall have no claim against the Organisers in respect of any resulting loss or damages and the Supplier’s liability under its contract shall not be reduced.
INSTALLATION & DISMANTLING (Only applicable for suppliers bringing their own stand and equipment) The Supplier is responsible for ensuring that all stand fitting and exhibits are erected or constructed and maintained to reasonable and proper standards of construction, have regard to planning, fire and other regulations of local or other authorities and without damage to the Premises. The Supplier must arrange and pay for the conveyance of goods to and from its stand space in the Forum/Summit and for their installation and subsequent removal and disposal. Any property belonging to the Supplier or its agents and remaining after the end of the dismantling period may be removed and sold or otherwise disposed of by the Organisers at the Supplier’s expense. A copy of liability insurances will be submitted to Forum Events & Media Group Ltd prior to attendance.
CLAIMS, INDEMNITY & INSURANCE (Only applicable for suppliers bringing their own stand and equipment) The Supplier shall indemnify and keep the Organisers indemnified from and against all losses (including consequential and indirect loss), charges, claims, liabilities, actions and expenses whatsoever which the Organisers may suffer or incur or which may be made against the Organisers in connection with or arising out of: The occupation by the Supplier of an allotted stand space or of any act, omission or negligence of the Supplier or its agent or any person acting under the direction of the Supplier or on the Supplier’s behalf. Without prejudice to the above paragraph, any injury or loss to any person or damage to or loss of any property caused, directly or indirectly, by the Supplier or its agent or any person acting under the direction of the Supplier or on the Supplier’s behalf, and any alleged defamation or libel or any alleged breach of infringement of any copyright, trade name, trademark or patent by the Supplier during the period of its occupation of any allotted stand space or otherwise in connection with the Forum / Summit / Event. © Forum Events & Media Group Ltd