EXHIBITOR terms & conditions

We don’t love listing terms and conditions any more than you love reading them, but it’s the best way to ensure we both have a clear and protected experience.

Booth Design and Size

This agreement is for booth space only. All show services including but not limited to electricity, Wifi, tables, chairs and freight are the responsibility of the exhibitor and must be contracted separately with the authorised show contractors. Photo Booth Expo London, Europe & Asia t/a HH Publishing Ltd has contracted on an exclusive basis with official contractors to provide certain services for the expo. Companies other than the official contractors will not be allowed to perform these services.

Photo Booth Expo London, Europe & Asia t/a HH Publishing Ltd reserves the right to assign and change where necessary booth space. All booths are clearly defined by a stand build system that can be printed with your design, this system is provided by DecorOriginals. No booth will extend in any way beyond its contracted boundary. Exhibitor entrance and delivery of product and display items may incur additional non-optional charges. For more info contact exhibit@photoboothexpo.eu or the hotel directly.

No part of the booth including signs may be taller than eight feet unless approved in advance in writing by show management. All exhibitors shall display their products and services in a tasteful manner. Exhibitors may not attach displays to walls, structural supports, or flooring in the exhibit building, by nails, screws, bolts or any other method whatsoever, nor may the exhibitor suspend anything from the ceiling or rafters. No painting of the floor of the premises is permitted whatsoever. No exhibitor shall permit the exposure of any unfinished surface to neighbouring booths. Exhibits shall be arranged to not obstruct the general view or hide the exhibits of others.

Exhibitors may not use foggers, hazers, confetti, pyrotechnics, music, helium, sexually explicit materials or any mechanism that in the sole opinion of Photo Booth Expo London, Europe & Asia t/a HH Publishing Ltd causes any disturbance or offense to neighbouring booths or poses a potential risk to the public. Every exhibitor is responsible for cleaning their assigned space at the conclusion of the show and returning it to the same condition as they received it. Photo Booth Expo London, Europe & Asia t/a HH Publishing Ltd will invoice the exhibitor for any charges incurred for cleaning or removal of their product left behind after show breakdown. 

Any sub-letting or sharing of booth space must be pre-approved by written consent of show management.

Should any of the terms and conditions or other show rules be broken or ignored, Photo Booth Expo London, Europe & Asia t/a HH Publishing Ltd reserves the right to close the offending booth for the remainder of the show without refund of any monies to the offending exhibitor. As sub-tenants, exhibitors are required to abide by the rules and regulations of the management of the exhibition venue.

Exhibitor Badges

Staff must be pre-registered via the link sent closer to the show date and must be printed prior to the show. Four badges per 3mx3m booth are included and names will be required prior to the show. This will allow them access to all show seminars and associated events. Badges must be worn at all times to gain entrance to any part of the show.

Handing Out Company Information

Unless authorised by show management, companies may hand out marketing materials within their booths only. Handing out such materials outside your booth is strictly prohibited. Photo Booth Expo London, Europe & Asia t/a HH Publishing Ltd reserves the right to confiscate and discard any such materials.

Exhibit Set-Up

All exhibits must be set up only during the hours listed in the official expo information package.  No changes to exhibits are allowed during show hours. Exhibitors are responsible for keeping their exhibits attended during show hours. If the booth is not open at any time during the show hours, show management and their agents shall have the right to open the booth by removing any and all coverings but shall be under no liability whatsoever to the exhibitor for any losses or damages which may thereby be caused as a result of the booth being opened.

License

The exhibitor grants to Photo Booth Expo London, Europe & Asia t/a HH Publishing Ltd a fully paid, perpetual and non-exclusive license to display, use and re-produce the names, trade and product names and other proprietary property of the exhibitor in any directory (print, electronic or other) listing exhibitors at the event and to use those items in the Photo Booth Expo promotional materials. Photo Booth Expo London, Europe & Asia t/a HH Publishing Ltd may take photographs and video of the exhibitors’ booth, products, personnel and guests and use that material for any promotional purpose. Photo Booth Expo London, Europe & Asia t/a HH Publishing Ltd shall not be liable for any errors or omissions that may occur in conjunction with such promotion.

Liability, Indemnity and Catastrophe

The exhibitor explicitly assumes all risks associated with participating in this event and warrants to Photo Booth Expo London, Europe & Asia t/a HH Publishing Ltd that it maintains the proper public liability insurance and employer liability insurance for such risks. As a standard requirement of all our show exhibitors, it is necessary for you to provide proof of general liability coverage from an insurance company in good standing with minimum policy limits of £2,000,000. Photo Booth Expo London, Europe & Asia t/a HH Publishing Ltd will not under any circumstances be liable for any damages or loss of property for any reason whatsoever, including but not limited to fire, theft or damage.

Photo Booth Expo London, Europe & Asia t/a HH Publishing Ltd will under no circumstances be liable to the exhibitor and its employees, guests and others for personal injury sustained by them at the Photo Booth Expo London, Europe & Asia. The exhibitor expressly agrees to indemnify, defend and hold harmless Photo Booth Expo London, Europe & Asia t/a HH Publishing Ltd and its members, agents, officers and directors against any claims or expenses arising from the use and activities at the Photo Booth Expo London, Europe & Asia, or any act or failure to act on its part. Should any catastrophe including but not limited to earthquake, flood, fire, war, civil disturbance, curtailment of transportation, government action or any incident beyond the control of Photo Booth Expo London, Europe & Asia t/a HH Publishing Ltd prevent the show or parts of the show from taking place, Photo Booth Expo London, Europe & Asia t/a HH Publishing Ltd will not be obligated to refund exhibitor and participation fees.

Any disputes arising in any way from this agreement will be resolved by binding arbitration rather than in court. Photo Booth Expo London, Europe & Asia t/a HH Publishing Ltd and the exhibitor are independent contractors with respect to one another under the terms of this agreement. The agreement does not create in any way any employment, partnership or agency relationship between the parties.

Cancellation

ALL DEPOSITS AND PAYMENTS ARE STRICTLY NON-REFUNDABLE. Should the exhibitor decide to withdraw participation eight weeks or more before the show, Photo Booth Expo London, Europe & Asia t/a HH Publishing Ltd. shall have the right to retain, as a cancellation fee, any instalment or partial payment made by the exhibitor up to that time. If the exhibitor cancels within the eight-week period directly before the show, the full contracted amount remains due and payable.

Other

Any matters and questions not covered by this agreement are subject to the decision of Photo Booth Expo London, Europe & Asia t/a HH Publishing Ltd, which shall have full discretion in the interpretation and enforcement of all rules contained herein and the authority to make amendments hereto as it shall consider necessary. Photo Booth Expo London, Europe & Asia t/a HH Publishing Ltd reserves the right to prohibit any exhibit or part of an exhibit, which in its opinion is not suitable to or in keeping with the character of the expo. The exhibitor agrees to cease any activity Photo Booth Expo London, Europe & Asia t/a HH Publishing Ltd deems to be a violation of the terms and to follow the directives of Photo Booth Expo Team.