Exhibitor Terms and Conditions – 2024

This document details the agreement between Connect Publications (Scotland) Ltd, owner of Scottish Dental (the Organiser), and any company, individual, partnership or organisation (Exhibitor) that participates in the Scottish Dental Show 2024 (the Exhibition). These terms and conditions apply to the exclusion of any others unless expressly agreed in writing.

Exhibitor Guide

The Organiser shall send a final Exhibitor Guide to the Exhibitor no later than two weeks before the designated Exhibitor setup date set out in the opening times clause to this Agreement. The Exhibitor Guide contains detailed information on contractors, scheduled arrival and departure times, and all other operational information related to the Exhibition. It is the responsibility of the Exhibitor to make their own arrangements for the provision of the additional services detailed in the guide, if required. This guide is shared in the form of an email from Event Coordinator, Susie van der Post.

Exhibiting

Stands must be staffed at all times throughout the opening hours of the Exhibition.

Any failure by an Exhibitor to furnish their stand by the opening time of the Exhibition will be deemed as a cancellation, and the Organiser will be entitled to reallocate the space without refund.

Exhibitors must not block the front of a neighbouring stand with their displays nor arrange their stand in such a manner as to cause visitors to block the aisle in front of it, or any adjacent stand.

Marketing

By completing the Booking Confirmation Form as an Exhibitor or speaker at the Exhibition, you agree that any marketing activity you undertake regarding your presence at the Scottish Dental Show will not damage the event’s reputation or that of our brands, including, but not limited to, manipulation of supplied brand assets and texts. 

Upon receipt from you of any corporate images (logos etc) and contact/profile information, you agree that Scottish Dental and Connect Publications (Scotland) Ltd may use these materials to promote your participation in the Exhibition on our website and/or on social media accounts at our discretion.

Entitlements

The stand cost includes the following:

• Floor space
• ‘Shell’ stand construction
• One table*
• Two chairs*
• Car parking
• All electricity supplies
• Exhibitor passes for staff.

A programme listing is subject to booking a stand two weeks before the programme copy deadline of 15 March 2024.

The cost specifically excludes audio-visual requirements, additional furniture, telephone, and insurance, and any other additional services as may be required by individual Exhibitors.

The boundaries of the stand are delineated by the shell scheme construction and do not include any aisle space whatsoever. Displays must not be placed anywhere other than within the perimeter of the stand.

* must be left on the stand at the end of the Exhibition. If items are found to be missing, The Exhibitor may be liable for the costs incurred.

Exhibition prices 2024

Alterations to bookings

In the event that an Exhibitor wishes to alter the listed goods and services between the time of booking and the Exhibition itself, they must notify the Organiser in writing. Permission to display additional goods and services may be given at the sole discretion of the Organiser.

Should an Exhibitor wish to alter the size or location from that listed on the booking form the change(s) must be agreed in writing with the Organiser.

If an Exhibitor wishes to decrease the size of the stand, the Organiser, at its discretion, will reduce the size where possible; however, The Exhibitor will still be contractually obliged to pay the original stand price, as stated on the original signed contract.

Under no circumstances must a stand be sublet, shared, or transferred without the prior consent of the Organiser. All requests must be made in
writing. The Exhibitor is still liable for the full price of the stand to be paid to the Organiser. The Exhibitor is responsible for collecting any owed money from companies who sublet, share or transfer to/on their stand.

Booking

The submitted contract becomes legally binding when the Organiser acknowledges receipt of a completed booking form by raising an invoice for the payment. Our payment terms are 30 days from invoice except, when the booking is within 30 days from the published event dates then payment terms are immediate.

The contract must state clearly the nature of all goods and services to be promoted at the Exhibition. Only those goods and services entered on the booking form may be displayed.

The Organiser reserves the right to decline an application to exhibit if, in their opinion, it is deemed unsuitable for the Exhibition.

Cancellation

Upon receipt of the stand booking confirmation form The Exhibitor agrees to adhere to the schedule of payments as itemised on the application form and the subsequent invoice. In the event of cancellation by an Exhibitor, the cancellation fees are as follows.

• 30% if you cancel 200 days before the event
• 70% if you cancel 120 days before the event
• 100% if you cancel 28 days before the event

In the event of non-compliance with the schedule of payments for any reason whatsoever except where non-compliance is a result of any act or omission of the Organiser, the Organiser shall immediately notify the Exhibitor of any non-compliance and give the Exhibitor 14 working days to rectify the breach, should the Exhibitor continue to be in breach following expiration of the 14 working days, the Organiser at its sole discretion may:

• Cancel the booking without return of deposits and/or
• Relocate the stand to another position and/or alter the size of the stand.

Major events

The Organiser is not liable for any short notice changes including, but not limited to, moving the date of the event, changing shell scheme layouts or event cancellation, caused by government guidance regarding current or future pandemics.

The Event(s)

Scottish Dental Show, 31 May and 1 June 2024. Venue: Braehead Arena, King’s Inch Rd, Glasgow G51 4BN

Opening Times

• Exhibitor setup Thursday 30 May 2024, 08:00 – 18:00
• Show day one Friday 31 May 2024, 08:00 – 18:30
• Show day two Saturday 01 June 2024, 08:00 – 15:30

Insurance

Public liability insurance is a requirement of this Exhibition. The level of cover required is determined by the requirements of the Exhibition Hall owners and the minimum level of public liability cover Exhibitors are required to have is £10,000,000 (£10 million).

Security services are provided throughout the Exhibition and build-up period, but while every reasonable precaution is taken, Exhibitors are advised to take common-sense precautions regarding the safety of their effects at all times.

The Organiser accepts no responsibility for any loss or damage to property of any Exhibitors from any cause whatsoever. However, it is essential for Exhibitors to report immediately to the Organiser any loss sustained. The Organiser accepts no responsibility for Exhibitors goods left at the Exhibition hall at the end of the Exhibition.

The Organiser accepts no responsibility for the failure of any Exhibitor to arrange the required insurance cover.

Health and Safety

Details of the Organiser’s allocated contractors are given in the Exhibitors Guide. Any other contractors employed on site for the purposes of stand construction or connection of utilities must gain the permission of the Organiser and in turn the venue.

Set-up and breakdown of Exhibition stands must only take place during the allocated times as given in the Exhibitors Guide. Exhibitors are not permitted to set up or dismantle stand displays or move merchandise within the hall while it is open to visitors. Specifically, Exhibitors must not commence breakdown of the stand or displays at the end of Exhibition before the visitors have vacated the hall.

Children under 16 are not permitted to be in the hall during build-up or break-down. The presence of such children would negate the insurance cover of all parties present in the hall at the time and must be absolutely avoided.

Children are permitted to attend the event on days which are open to the public, but must be supervised by a parent or guardian at all times, and are prohibited (with the exception of infants) from attending education sessions for
their safety and comfort.

Exhibitors must not cause any aisle or emergency exit to be blocked in any way by their goods, displays or staff. In case of any dispute, the decision of the duty fire officer is final.

Exhibitors must not bring explosives, dangerous or harmful substances into the Exhibition. No naked flames, fireworks etc are allowed, and any item or device deemed unsafe by the duty fire officer will be removed by the Organisers or the fire officer.

Exhibitors must seek the permission of the Exhibition hall (via the Organiser) should they wish to bring any animal into the Exhibition.

While on site the designated Health and Safety Officer has final say on any issues of Health and Safety, all Exhibitors must adhere to their guidance.

Fire Regulations

Any goods attached to your stand will constitute part of your stand and will be subject to the following regulations:

All timber under 25mm thick must be impregnated to Class 1 standard. Treated boards have BS476-Part 7 Class 1 marked on them. Boards, plywood, and chipboard must be treated if under 18mm thick. The exception to this is MDF due to its density.

All textiles must be flameproofed or purchased already treated with approved chemicals. Fabric used within stands must be fixed taut or in tight pleats (not draped) to a solid backing and secured 70mm from floor level, away from light fittings.

All fittings, fixtures and products must remain within your stand area, and no empty boxes or packing materials can be stored on your stand.

Exhibitors should note the specific fire evacuation procedures that apply to the Exhibition hall as contained within the Exhibitors Manual.

Photography

Any images of participants taken by the official Exhibition photographer remain the property of the Organiser, and the Organiser reserves the right to use any such images in perpetuity.

Exhibitors may not take photographs/video footage without prior written consent of the Organiser.

Intellectual Property

Neither party will acquire any right, title, or interest in any copyright, patent, trade secret, trademark and any other intellectual property or proprietary rights belonging to the other party.

Admission

The organiser reserves the right to refuse admission to any member of the public or any exhibitor staff member.

Badges / Passes

Exhibitor badges are issued by the Organisers for the use of Exhibitors and their staff. These must be completed with the name of the individual. Upon the signing of this agreement, the Organiser shall provide and furnish the Exhibitors and their staff with 10 complimentary badges per 6×2 stand space. Additional badges may be provided at no extra cost to the Exhibitor. All badges must be registered in advance.

Badges are strictly non-transferable. The Organiser reserves the right to refuse admission of any individual in possession of an Exhibitor badge, who is not directly involved with an exhibition stand.

Noise Levels

Exhibitors must ensure that music, videos, televisions, and any other sounds emanating from their stands are kept to a level that does not cause disturbance to other Exhibitors or to speaker sessions. In case of dispute, the Organiser’s decision is final.

No voice amplifiers are to be used by any Exhibitor.

Any use of pre-recorded music or video material must be registered with the Performing Rights Society by the Exhibitor.

Exhibitors must not cause any obstruction or disturbance to the neighbouring or adjoining premises to the Exhibition Hall in the process of moving into or out of the Exhibition Hall.

During the Exhibition there will be louder performance sessions in the speaker rooms; these will all be done within the health and safety guidelines. These will run through designated times on each day, any loss of trade to an Exhibitor due to the volume of these will not be the responsibility of the Organiser.

Code of Conduct

While participating in the Exhibition, Exhibitors must not conduct their business in a manner that could bring the reputation or integrity of the Scottish Dental Show into disrepute. The Organiser reserves the right to stop or remove any act, display item or person deemed to be inappropriate or to be detrimental to its interests.

Exhibitors are responsible for any damage caused to the fabric of the Exhibition hall by their activities while participating in the Exhibition.

Exhibitors are responsible for any waste material left behind at the end of the Exhibition. Any costs incurred by the venue in the specific disposal of such materials will be passed on to The Exhibitor.

Misc

The agreement is not conditional upon the presence or absence of any other Exhibitor, and any reference to such a circumstance does not constitute any part of the agreement.

The agreement is onerous upon the Organiser to provide The Exhibitor with an amount of space and shell scheme within the Exhibition. However, the Organiser reserves the right to change the position or number of that space within the Exhibition.

Disclaimer

Information is given by the Organiser in good faith and to the best of their knowledge at that point in time. Any subsequent changes cannot be taken as cause to cancel the booking, likewise no omission or error on the part of the Organiser can be held against them.

The Organiser reserves the right to alter the overall layout of the exhibition if reasonably required, which in turn may affect the location and dimensions of individual stands. In the event that re-allocation of stand space, if reasonably required, the Organiser will undertake as far as possible to allocate the closest equivalent stand and equivalent location at no extra cost to the Exhibitor.

This eventuality does not constitute a violation of the contract and does not permit the exhibitor to revoke that agreement. The Organiser will act at all times in the best interests of the Exhibition and in doing so may, from time to time, alter the details of these terms and conditions if required.

In the case of any breach of contract, the Organiser reserves the right to remove items or people from the Exhibition and/or revoke the contract without prejudice to the right to recover any monies owed to the Organiser.

On termination or expiry of this Agreement, the following provisions shall continue in force: 

• Photography
• Intellectual Property
• Advertising and Marketing
• Third Party Rights
• Confidentiality.

Termination or expiry of this Agreement shall not affect any rights, remedies, obligations or liabilities of the parties that have accrued up to the date of termination or expiry, including the right to claim damages in respect of any breach of the Agreement which existed at or before the date of termination or expiry.

Confidentiality

Each party undertakes that it shall not at any time disclose to any person any confidential information concerning the business, affairs, customers, clients or suppliers of the other party, except for the circumstances permitted below in sub-sections (A-C):

1. To its employees, officers, representatives, contractors, subcontractors or advisers who need to know such information for the purposes of exercising the party’s rights or carrying out its obligations under or in connection with this agreement. Each party shall ensure that its employees, officers, representatives, contractors, subcontractors or advisers to whom it discloses the other party’s confidential information comply with the confidentiality provisions to this Agreement
2. As may be required by law, a court of competent jurisdiction or any governmental or regulatory authority
3. No party shall use any other party’s confidential information for any purpose other than to exercise its rights and perform its obligations under or in connection with this agreement.

Waiver

1. A waiver of any right or remedy is only effective if given in writing and shall not be deemed a waiver of any subsequent right or remedy
2. A delay or failure to exercise, or the single or partial exercise of, any right or remedy shall not waive that or any other right or remedy, nor shall it prevent or restrict the further exercise of that or any other right or remedy.

Severance

If any provision or part-provision of this Agreement is or becomes invalid, illegal, or unenforceable, it shall be deemed deleted, but that shall not affect the validity and enforceability of the rest of this Agreement.

If any provision or part-provision of this Agreement is deemed deleted as set out in the above severance provision, the parties shall negotiate in good faith to agree a replacement provision that, to the greatest extent possible, achieves the intended commercial result of the original provision.

Applicable Law 

This Agreement shall be governed by and construed in accordance with the laws of Scotland and the parties to this Agreement agree to submit to the jurisdiction of the Scottish courts.

Updated: 19 January 2024