EXHIBITOR GUIDELINES

The IRRV conference and exhibition programme is now the most successful and influential marketing tool in its business sector.These guidelines are issued in order that all participants benefit from their involvement and that maximum co-operation is achieved for mutual success.

1 PLEASE READ THE TERMS AND CONDITIONS PROVIDED BELOW AND WITH YOUR EXHIBITOR MANUAL.

2 Build-up/Breakdown

With more and more demand for exhibition space it is important that build-up and breakdown times are adhered to.This avoids obstruction to stands during exhibition times and allows your sub-contractors to work unhindered.No build-up or breakdown outside the published hours will be permitted.

3 Deliveries

For delivery and collection of equipment,stand graphics,sales literature etc.,please arrange for a member of your own staff to be on hand.Unfortunately we cannot accept responsibility for deliveries or for safe storage of materials.Please mark all packages clearly with your company details and the IRRV event you are attending.

4 Identification

No person can be admitted to the exhibition hall during the period of the exhibition (including build-up/breakdown)except on production of a valid pass which will be provided in advance. Persons below the age of 16 will not be admitted under any circumstances during build-up and breakdown.In the past we have had instances of non-participants entering the exhibition to distribute sales leaflets and meet delegates.This practice is unfair to the genuine exhibitors and a formal means of identification is the best method of protecting your interest.

5 Exhibition Sites

Exhibition sites may not be shared by two or more companies,and any stand reserved may only be used for the promotion of,or dissemination of material for,any other organisation, company or individual with the prior approval of the organisers.

6 Stand Payment

All charges in connection with space only and shell schemes, must be settled in full prior to arrival on site. Exhibitors will not be permitted to build or occupy their stand unless these payments have been made.

7 Literature Distribution

Distribution of literature should be confined to exhibition stands or within specified exceptions where sponsorships apply. Casual leafleting is not acceptable.

8 Design Guidelines

The IRRV has produced guidelines on how their image is to be reproduced on signage, literature, on conference materials or on goods.To ensure conformity, the layout, quality and style of any sponsorship text, material or goods should be agreed with the IRRV in advance. A copy of the guidelines is available from Tregartha Dinnie Ltd.

9 Social Programme

We would be grateful if social events organised independently which call upon delegates' time could be ‘managed’ by consultation with the IRRV. This will help ensure the success of all aspects of conference.

10 Alcohol

We remind exhibitors that the sale of alcohol from stands is prohibited.The use of alcohol as part of hospitality in moderation is permitted.Exhibitors are reminded,however,that they are responsible for the behaviour of their staff and customers where such hospitality is extended. The organisers reserve the right to curtail any activities which in their opinion are causing disturbance,inconvenience or upset to delegates and/or other exhibitors.

11 Activities

The organisers reserve the right to curtail any activities which in their opinion are causing disturbance,inconvenience or upset to delegates and/or other exhibitors.

12 Exhibitor Help Desk

Tregartha Dinnie staff are available throughout the build up and during the exhibition to deal with any enquires you may have regarding the exhibition.The Exhibition Help Desk is situated in or just outside the Exhibition Area and all inquires should be made here.The IRRV Help Desk is situated near the registration area and is for delegate inquires only.

13 Conference Passes

Exhibitors will be provided with 2 complimentary passes per stand.Any further passes must be requested from the IRRV and a charge may be levied.

If you are in any doubt on the application of these guidelines please call Vicki Parry or Victoria Foskett on 01908 306 500 .We hope that we will be able to help in making your successful and profitable for you.

TERMS AND CONDITIONS

These terms are issued by Tregartha Dinnie on behalf of the IRRV

1 DEFINITIONS

In these Terms & Conditions ‘organiser ’ means Tregartha Dinnie,,‘exhibitor ’ means any person,company or organisation and the staff or agents of any such company or organisation who takes stand space.‘THE PREMISES ’ means any such venue as the Exhibition or Conference Organisers may determine for Exhibition purposes.‘THE HALL OWNERS ’ means The Conference venue or any other relevant body or person having jurisdiction over the premises.

2 SECURITY & INSURANCE

Each exhibitor or exhibiting organisation is responsible for the security and insurance of his/her/their own stand and exhibits for his/her/their own employees insurance cover.In no circumstances will the organisers or Hall Owners or Exhibition Organisers accept responsibility or be liable for loss or damage whatsoever or however arising.

3 PAYMENT PROCEDURE

The rent of the stand spaces contracted by Exhibitors is payable to the IRRV as detailed in the Promotional Pack.
a) The payment as detailed must be paid by the due date stated and is non- refundable.
b) The final settlement date will be stated on the invoice.
c) If the total sum or balance is not paid on the final settlement date,the Organisers reserve the right to cancel the application,re-allocate the stand and retain the payment.
d) Foreign Exhibitors are requested to pay sterling draft in London.

STAND PAYMENT

All charges in connection with space only and shell schemes must be settled in full prior to arrival on site.Exhibitors will not be permitted to build or occupy their stand unless these payments have been made.

4 EXHIBITIONS LAYOUT

The organiser reserves the right to alter the layout of the exhibition at any time in any respect.

5 FINAL DETAILS

Final details not included within this pack will be forwarded to you 2 weeks before the event.

6 INSURANCE

Exhibitors shall be responsible for arranging their own insurance and shall keep the organiser indemnified in respect of a)any loss or damage to any property of the organiser;b)all claims and demands by third parties (including servants and agents or loss of or damage to property caused by or occasioned by the exhibitor,or any of his/her employees or servants agents or agents or property,arising out of or in consequence of his/her occupation of the stand or exhibition of an article or process or thing or otherwise howsoever.The Organiser shall be under no liability for risk of any kind pertaining to personal injuries to exhibitors,their servants or agents or loss or damage to their property in their custody.The exhibitor shall make good any damage done by him/her,his/her servants or agents to the premises or any furniture or fixtures therein damaged by fire caused upon his/her site.The organiser reserves the right to the sight of any insurance policy prior to the exhibition.

7 EXHIBITORS NAMEPLATES

No exhibitors nameplates,signposts or notice boards will be allowed outside the allocated stand,without permission.

8 OPENING HOURS

Stands must be open in accordance with the published daily opening hours of the exhibition and remain open continuously until the closing times.

9 INSTALLATIONS OF EXHIBITS

All goods delivered to the exhibition premises must be accompanied by or received by a representative or exhibitor.Advance notice is required of any large items of equipment.

10 CLEARANCE OF EXHIBITS

No stand,exhibits or materials may be removed before the official closing time of the exhibition.In the event of the exhibitor failing to clear his/her exhibits and fittings by the prescribed times,a charge shall be paid by the exhibitor forthwith for every hour after the time during which the said space shall remain uncleared and unclean,and if the exhibitor has failed to do such work, the Organiser may arrange for such work to be done and the said charge shall be applied thereafter.The charge will be equivalent to the costs incurred by the organiser as a result of failure to comply with these conditions.

11 IDENTITY OF PERSONS

Contractors badges will be supplied free of charge -additional exhibitors badges will be supplied.

12 SHELL SCHEME AND STAND FITTING

a) Any exhibitors bringing an exhibit/stand fitting higher than 2.5m should check with the Organiser that there will be sufficient ceiling clearance. Exhibitors will be held responsible for any damage to the covering of their stands,and will be re-charged at replacement value.Any exhibits that are likely to be heavier than average should be checked with the Organiser.
b) Any additional work an exhibitor may require on interior decoration and fitting out may be carried out by a contractor of the Exhibitors choice and at the exhibitors expense.It should be provided in the style decided by the organiser and must not be removed.
c) No part of any stand may overhang any gangway or exceed the allocated boundaries of the stand space.Exhibitors must not display their goods so that, in the opinion of the Organiser,they distract the light or impede the view along open spaces or gangways or inconvenience other exhibitors.
d) No petrol,spirit or other hazardous spirit,liquid or vapour is to be brought into the exhibition premises unless previously approved in writing by the Organiser.
e) All materials used for building,decorating or covering stands must be non- inflammable or impregnated with fire-proofing solution in a way as to which to comply with the requirements of the Authorities.
f) Empty cases,cartons and packing must be removed from the premises for storage or during the access period of the exhibition left in gangways for clearance by the organisers staff.

13 CONDUCT OF EXHIBITORS

Any exhibitor displaying equipment operating a sound system of any type will demonstrate only at low volume and will,if required by the Organiser,cease from playing.Likewise if it is considered that they continually hinder or annoy other exhibitors.

14 GENERAL

a) Each exhibitor is bound in all aspects by these Terms and Conditions and in addition,shall be bound by and comply with and be expected to have full knowledge of the rules,conditions and regulations of the hall owners.
b) Each exhibitor must bring to the notice of all agents or contractors employed by him/her such of the provisions of these Terms and Conditions and any claim arising from failure of the exhibitor to give such notice shall be sold responsibility of the exhibitor concerned.
c) Any complaint must be submitted in writing to the Exhibitions Organiser or representative of the organiser within 7 days of the start of the exhibition.A complaint made or addressed in any other manner will not be considered. d)The Organiser reserves the right to waive,add to or alter any of these Terms and Conditions in the interest of the exhibition either generally or in any particular case.

15 UNFITTED STANDS/OPEN STANDS

Exhibitors occupying these stands will be expected to comply with the Terms and Conditions governing the exhibition and,in addition,submit to the organiser not less than 6 weeks prior to the opening of the exhibition a detailed plan of their stand,list of contractors and materials to be used and exhibits on display.Unless a stand is designed as unfitted or open,then the shell scheme is compulsory.

16 REGULATIONS

Exhibitors shall observe and conform to all rules,regulations,orders and bye- laws affecting the use of the Exhibition Venue and with all requirements of the Authorities.

17 REFUNDS

In the event of the abandonment of the Exhibition by the Organiser,the Organiser shall be entitled to retain or receive on account of working expenses, 25%of the rent paid or contracted to be paid by the Exhibitor.The balance shall be repaid by the organiser of the exhibition to the Exhibitor.

18 DEPOSITS

Following receipt of invoice a 10% non-returnable deposit is due where applicable on early booking discounts, immediately in order to confirm your stand reservation.

19 BALANCES

Are due within fourteen days of the final invoice date or immediately if within three weeks of the event.If a balance is not received by that time,and without good reason, communicated in writing to the Organisers, the Organisers reserve the right to re-sell the exhibition stand and retain all deposits.

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Ibex House, 5 Keller Close, Kiln Farm, Milton Keynes. MK11 3LL. Tel - 01908 306500

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