Terms and Conditions


In these Rules & Regulations, the following expressions shall have the following meanings: ‘the Exhibitor’ or ‘Partner’ shall mean any person, firm or company who has ordered display space and has been allocated display space at the Exhibition. ‘The Organiser’ and ‘The Event Manager’ shall mean Marketing Alchemy Europe Ltd. and its trading name Coactive Events. ‘The Exhibition’ shall mean the Exhibition specified in the Space Booking Form. ‘The Building’ shall mean the venue hereafter referred to as ‘The Venue’.



      By signing this agreement you also agree to abide by the rules of this Collaborative Event namely:

  1. The overall objective of the is to create a spirit of cooperation between the Exhibitor/Partners, the Organiser and Event Managers with a view to increasing sales
  2. On behalf of your company you agree to cooperate with the Organiser and the other Exhibitors/Partners in the event and share costs and marketing requirements as agreed from time to time
  3. The overall cost of the event(s) and the appropriate sharing of those costs is the sole decision of The Organiser
  4. Each Partner shall agree with the Organiser which market sectors or products they shall have exclusive rights to at the event(s) with the objective of creating an integrated workflow in the hall with only one Partner per product or market sector. Variations to this are at the sole discretion of the Organiser.
  5. No Partner may display or sell products or services at an event without prior agreement with the Organiser
  6. Agreement for a space at the event entitles the Partner to one exclusive market sector or product which is agreed by prior arrangement with the Organiser
  7. Each additional exclusive market sector or product will incur a fee in addition to the stand space
  8. Partners who market and sell multiple products will pay a share proportionate to the number of those products which is at the sole decision of The Organiser on the basis of multiple products have a higher share, less products a lower share
  9. Although partners may have similar or overlapping markets sectors or products the overall objective is to have only one company per product or market sector in the hall
  10. Each Partner will be responsible for their own marketing of the event and will jointly agree with The Organiser and the other Partners to a target number of visitor/attendee companies to the event which is their responsibility to achieve
  11. The Organiser retains the right to cancel the booking of a Partner who does not fulfill these terms in which case the terms of ‘Cancellation by an Exhibitor’ apply.
  12. Partners agree to participation in pre event conference calls with the Organiser and other Partners as well as creating and operating an integrated workflow in the hall where appropriate
  13. Upon completion of their mutually agreed target number of visitors, each Partner will receive a full list of registrations and attendee/visitor companies from the Organiser/Event manager after the event



Applications for space will only be accepted if the Exhibitor has already agreed to these Terms & Conditions and the Exhibition plan. If the Exhibitor requests display space to be booked as referenced on the Exhibition plan the Exhibitor will forthwith complete and return the Form either online or in writing to the Organiser together with the deposit referred to in Clause 4. The Organiser will then make an allocation and will forward to the Exhibitor an appropriate invoice. These Terms & Conditions shall come into force between the Organiser and the Exhibitor forthwith when space has been allocated and when notice of such allocation has been given to the Exhibitor and they apply to all further bookings made by the exhibitor when making additional reservations or deposits.



Unless agreed otherwise by both parties, payments of the total cost of the Display Space and any other items agreed shall be due prior to show dates (as above) as follows:

50% of the full cost of the space and any additional items immediately with order

100% of the full cost of the space and additional items due 1 month prior to the show dates

Amounts exclude VAT. The appropriate amount of tax payable will be calculated at the time of invoicing and such tax shall be deemed payable. Interest at the rate of 4% over the Base Rate of National Westminster Bank Plc will be charged to any account outstanding for a period exceeding 14 days after the due date or submission of invoice, whichever is the later date.

  1. The Organiser may cancel the contract upon the expiration of 14 days after the date the installment becomes due.
  2. The Exhibitor is thereafter liable for the balance of installments due under the contract, together with any other sums due and details in the Allotment Form.
  3. The Organiser may, at his sole discretion, re-let the stand/exhibition space upon expiration of 14 days after cancellation.

In the event that the Exhibitor fails to pay any sum due in the time and manner agreed herein, the Organiser may in writing require the Exhibitor to forego the display space allocated to him without the Organiser being under any liability to refund or abate charges paid or due herein.

  1. No exhibitor will be allowed in the hall without prior payment in full
  2. Exhibitors who book a series of events and receive a discount will forfeit that discount if they fail to pay for and attend all the originally booked events.



In the event of the Exhibitor cancelling this Agreement at any time any sums paid as referred to in Clause 4 shall be forfeit to the Organiser. In addition the Exhibitor shall be liable for 50% of the balance of the total sum payable if cancellations advised more than one month and l00% of the balance of the total sum payable if cancellation is advised less than one month before the Exhibition. The date of cancellation shall be the date that the Organiser receives the notice in writing from The Exhibitor. The Exhibitor shall be liable to reimburse to the Organiser any costs and expenses arising directly as a result of such withdrawal or failure to exhibit. In the event of the Exhibitor becoming bankrupt or making a composition with his creditors or going into liquidation or being under any appointment of a receiver, the Organiser reserves the right to cancel any display space allocation without being under any liability to refund or abate any charges paid or due herein..



All exhibits must be on view and in the charge of a competent representative of the exhibitor during the whole of the time that the Exhibition is open.


Exhibits shall be arranged so as not to obstruct the general view or hide the exhibits of others or obstruct gangways and open spaces. Plans for specially built booths or displays must be submitted to the Organiser for approval prior to the commencement of the Exhibition. The Organiser reserves the right to relocate the Exhibitor if, in its absolute discretion, it thinks such reallocation is necessary in the best interests of the Exhibition. The Organiser shall without notice be entitled to access at all reasonable times to the stand.



Collaborative events are dependent on successful pre-event marketing by the participants. It is therefore an essential condition of your contract for this Coactive Event that all participants market the event equally to their database with an agreed target of registered visitor companies each through the Coactive Events web site. Recommended marketing methods include:

  1. Email
  2. Postal mailings
  3. Telephoning your contacts
  4. Social media
  5. Press Releases
  6. Inclusion in blogs/web sites
  7. Inclusion in the integrated workflow in the hall
  8. Forwarding your logos, text and videos for inclusion on the Coactive Events site

The organisers reserve the right to cancel the participation of exhibitors that do not contribute sufficiently to the overall marketing effort. Please ensure you advise the organisers fully on your marketing plans.



The installation of exhibits may be commenced as specified in the Exhibitor’s manual and must be completed and ready for inspection by 9 a.m. on the advertised opening day.   Exhibitors are held responsible for any damage done or caused by the transportation, installation or handling of their goods and should effect insurance against such risks. The Exhibitor must remove all loose packing material and all empty packing cases from the Building daily until 9 a.m., and no packing or unpacking may be done after that hour. No exhibit may be packed, removed or dismantled from the Building prior to the advertised closing time on the date of closing, save with the written authority of the Organiser. Every Exhibitor is responsible for the removal of his property (including rubbish) from the Building and/or Grounds, and unless such goods are removed on the closing date of the Exhibition, they will be sold or disposed of without notice being given and any charges incurred passed to the Exhibitor. If a stand remains beyond the tenancy hours the Organisers will knock it down and dispose of it.The Exhibitor shall make good and indemnify the Organiser for any damage to the premises or to any shell scheme provided by the Organiser whether such damage is caused by the Exhibitor, his agents, contractors or employees. The Organiser shall not in any event be held responsible for any restrictions or conditions which prevent the construction, erection, completion, alteration or dismantling of stand, or for the entry, siting or removal of exhibits, or for the failure of any service provided in the Building, or for the cancellation of or part time opening of the exhibition either as a whole or in part or for the amendments or alterations to all or any of the Rules & Regulations caused by circumstances not under their control.


The Exhibitor shall comply fully with all statutes, rules, regulations, bylaws or other requirements whether for ensuring safety or for any other purpose whatsoever affecting the use of the Building. The Exhibitor will comply with all the requirements of the health and safety executive, of the Police and Fire Authorities and of the Council as licensing authority, obtaining all licenses, consents and approvals as may be necessary. All inflammable materials shall be fireproofed or otherwise processed against fire in accordance with any statutory or local regulations or requirements to which the Exhibition may be subject



If it appears to the Organiser that the Exhibitor may be engaged in activities which are deemed to be contrary to the best interests of the Exhibition or which appear unethical or to be in breach of the law, the Organiser may, without being under any liability to refund or abate any charges paid or due herein, cancel any display space allocation which may have been made to the Exhibitor and require him forthwith to vacate the display space allocated to him and refuse the Exhibitor the right to participate further in the Exhibition. Canvassing for orders, except by the Exhibitor on his own stand in the normal course of his business is strictly prohibited, and in any such case the right of expulsion will at once be exercised. The distribution or display of printed or other placards, handbills or circulars or other articles except by the Exhibitor on his own display space is prohibited. The following are excluded from the Exhibition: explosives, detonating or fulminating compounds and all dangerous or harmful substances, including primings, matches and similar objects can only be exhibited in the form of imitations, and on the condition that they contain no inflammable matter. Only goods described at time of application may be displayed on stand, and any goods not approved by the Organiser must be removed from the Building. Copyright and Provisional Patent Protection: No object exhibited may be photographed, drawn copied or reproduced in any manner without the written consent of the Organiser. No gas canisters are allowed in the hall, unless prior written arrangements have been made with the Organiser.



The Organiser, its agents or employees shall not be liable for any loss, theft damage or injury to persons or property from any cause whatsoever during the Exhibition or while based at the Organiser' premises. Information given by the Organiser about the Exhibition is accurate to the best of their knowledge, but does not constitute any warranty or representation by the Organiser, and therefore any mistake or omission, does not entitle the Exhibitor to cancel his space booking.



The Exhibitor shall defend the Organiser from and indemnify the Organiser against any liability for injury to persons or damage to property arising from any cause whatsoever in connection with the participation in the Exhibition by the Exhibitor, his agents, contractors or employees.



The Exhibitor shall without prejudice to his liability to indemnify the Organiser under Clause 11 effect and maintain at his sole expense with a reputable insurance company such comprehensive insurances as are necessary to cover any liability arising under Clause 11. Such insurance cover shall not be less than ONE MILLION Pounds (£1,000,000) in respect of any one incident and written proof of such cover shall be supplied to the organiser a maximum of one week before the event, failure to provide written proof of cover will result in forfeiture of your exhibition space or exhibition stand and any payment for such space or stand.

 Exhibitors are also advised to take out suitable insurance against losses and wasted expenditure in the event of the exhibition having to be abandoned or curtailed. In addition to this Exhibitors and contractors are specifically warned against the possibility of pilferage, theft or loss of goods during the build-up and breakdown periods and are strongly recommended to effect insurance to cover such risks and to ensure further that all valuable items on their stands are adequately safeguarded at all times.


It should be clearly understood that all property is the sole responsibility of the exhibitor or other person to whom it belongs.  The Organiser will not be responsible for loss of or damage to, or safety of, the property of any exhibitor, his staff or any person in any circumstances whatsoever.



In the event that the premises where the Exhibition is to be held shall, in the sole determination of the Organiser, become unfit or unavailable for occupancy, or shall be substantially interfered with by reason of fire, flood, pest or any other such cause or as a result of government intervention, malicious damage, acts of war, explosion, acts of God, strike, lockout, labour dispute, picketing, embargo, injunction, not or any cause or agency, over which the Organiser has no control, or should the Organiser decide that owing to any such cause or agency it is necessary or advisable to curtail, relocate or change the date of the Exhibition or reduce the planned period of preparation, display or dismantling, the Exhibitor waives any and all claims he might have against the Organiser for refunds, damages or expenses. Under any of these circumstances the Organiser reserves the right without being under any liability to the Exhibitor for refunds, additional expenses or otherwise, to change the location and or date of the Exhibition upon reasonable notice to the Exhibitor.



In the event of the cancellation of the Exhibition by the Organiser as a result of the circumstances specified in Clause 15, the Organiser shall be entitled to retain or receive on account of working expenses 50 per cent of the total sum payable for space by the Exhibitor and any balance of the total sum paid by the Exhibitor shall be repaid by the Organiser to the Exhibitor. In the event that the Organiser, for commercial reasons such as lack of support, cancels the Exhibition then all charges paid by the Exhibitor will be refunded, less 25% for working expenses. The Exhibitor agrees that under these circumstances he will have no further claim against the Organiser.



The infringement of any of the terms of this Agreement will subject the Exhibitor to the forfeiture of his space and to the removal of himself, his employees and his goods from the Building, without liability attaching to the Organiser in any way whatsoever in consequence of such removal, nor shall such removal release the Exhibitor from any payment for which he may still be liable. The question as to whether any such terms have been infringed, and whether the Exhibitors space has been forfeited, and whether he, his employees and his goods shall be removed is to be determined according to the sole discretion of the Organiser. The Organiser reserves the rights to interpret amend and enforce these Rules & Regulations, as it deems proper to assure the success of the Exhibition.



Exhibitors must hire at their own expense from the nominated Venue or Organiser’s Electrical Contractor, any extra electrical connections (which are not included in the stand package), sockets, spot lights, fluorescent tubes etc. in accordance with the regulations separately issued by the Organiser, and are deemed to have notice of such regulations and are bound thereby. The Organiser’s own electricians will make such connections, at the Exhibitors expense. In the event of Exhibitors erecting pre-wired stands, the Organiser in addition to reserving the right to charge a connection fee, also, in the interests of safety reserve the right to determine whether the wiring of such stand is properly carried out in accordance with the Institute of Electrical Engineers Rules and Regulations for this class of work, and where any pre-wired stand falls below this standard, the Organiser reserves the right to refuse to carry out the electrical connection. The Organiser shall be the sole Contractor in respect of any plumbing work required to be undertaken on any exhibition stand (subject to availability) and will quote Exhibitors for their requirements. Electrics must follow EVA Electrical Regs.



The floor of the Building must not be cut or damaged, nor shall any structural portion of the Building, nor any barriers erected by the Organiser be in any way interfered with, nor shall any stand or exhibit be in any way attached to the floors or structural portion of the Building or barriers without written permission having been previously obtained from the Organiser. The Exhibitor must use spreader plates for any large/heavy equipment.



The caterers nominated by the Venue or Organiser have the sole rights for the sale or distribution of food, drink, confectionery or tobacco. No Exhibitor shall sell, give away or otherwise distribute any such article without the written consent of the Organiser.


  1. NOISE

Exhibitors using audio visual aids or machinery, which create excessive noise sufficient to disturb adjacent Exhibitors, may be asked to cease such activities in the interest of the overall Exhibition. This may be overcome through the use of a booth rendered soundproof to the satisfaction of the Organiser. Exhibitors providing music on their stands (whether live or by means of a TV, video, slide tape presentation, record / tape player, etc.) must obtain a license from the Performing Right Society and Phonographic Performance Ltd.



The Exhibitor shall not assign or sub-let any space allocated or any part thereof without the written consent of the Organiser. In the event of any such sub-letting the Exhibitor will be held responsible and accept full responsibility for the observance of and compliance with these regulations by the persons to whom any space may be sub-let.



This contract shall be deemed to have been made at Coactive Events and the Exhibitor and Organiser hereby agree that all claims or disputes arising out of this contract or the performance or non-performance thereof arising out of the Exhibition itself shall be referred to a single arbitrator to be agreed upon by the parties hereto in accordance with and subject to the provisions of the Arbitration Act 1950 or any statutory modification or re­enactment thereof.


The parties agree that:
This Agreement together with any applicable Acceptance Document constitutes the entire agreement between the parties and shall apply to the exclusion of all other terms, conditions or representations, whether oral or written, including any terms or conditions which the Exhibitor may purport to apply under any purchase order, acceptance document or similar document
Neither party has been induced to enter into any Contractual Document in reliance upon, nor have they been given, any warranty, representation, statement, agreement or undertaking of any nature whatsoever other than as are expressly set out in these Terms & Conditions and, to the extent that any of them have been the relevant party unconditionally and irrevocably waives any claims, rights or remedies which it might otherwise have had in relation thereto;


The Organiser is Marketing Alchemy Europe Ltd.,

Registered Office: Victoria House, Love Lane, Romsey Hampshire