UK Business Shows Ltd trading as The National Neurodiversity Shows
These Terms and Conditions apply to all bookings made by exhibitors, sponsors and other commercial participants (“the Exhibitor”) for events organised by UK Business Shows Ltd trading as The National Neurodiversity Shows (“the Organiser”, “we”, “us” or “our”).
By submitting a booking form, confirming a booking in writing, making payment, or otherwise accepting a stand, sponsorship package or other participation package at one of our events, the Exhibitor agrees to be bound by these Terms and Conditions.
1. Booking and Contract
1.1 All bookings are subject to acceptance by the Organiser.
1.2 A booking shall be considered confirmed once the Organiser has accepted the Exhibitor’s booking, whether that booking is submitted through an online booking form, by email, in writing or through another agreed method.
1.3 The person submitting or confirming the booking warrants that they have authority to enter into the agreement on behalf of the Exhibitor.
1.4 These Terms and Conditions, together with the booking form, invoice and any written confirmation issued by the Organiser, form the agreement between the Exhibitor and the Organiser.
1.5 The Organiser reserves the right to refuse a booking where it reasonably considers that the Exhibitor, its products, services or proposed activities are not appropriate for the event or its audience.
2. Payment
2.1 The Exhibitor agrees to pay the full amount stated on the booking confirmation and/or invoice.
2.2 Payment must be made in accordance with the payment terms stated on the invoice.
2.3 Unless expressly stated otherwise, all prices are exclusive of VAT, which will be charged at the applicable rate.
2.4 The Exhibitor remains responsible for payment of the booking irrespective of whether it subsequently decides to attend, subject to the cancellation provisions contained within these Terms and Conditions.
2.5 Failure to make payment by the due date does not constitute cancellation of the booking.
2.6 Where payment remains outstanding, the Organiser reserves the right to withhold access to the event, stand space, seminar participation, marketing benefits, tickets or any other elements of the booking until payment has been received.
2.7 The Organiser reserves the right to recover reasonable costs incurred in pursuing overdue amounts where permitted by law.
3. Cancellation by the Exhibitor
3.1 All cancellations must be made in writing by email to the Organiser. Cancellation will take effect from the date on which written notification is received.
3.2 Where the Exhibitor cancels within 14 calendar days of making the booking, no cancellation charge will apply, provided that the cancellation is more than one month before the relevant event date. Any sums already paid will be refunded, less any separately agreed or already delivered services where applicable.
3.3 Where the Exhibitor cancels more than 14 calendar days after making the booking but more than one month before the event, 50% of the total value of the booking will remain payable.
3.4 Where the Exhibitor cancels one month or less before the event date, 100% of the total value of the booking will remain payable.
3.5 Where an invoice has already been paid, any refund due will be calculated in accordance with the cancellation charges above.
3.6 Where payment has not yet been made, cancellation does not remove the Exhibitor’s liability to pay any cancellation charge due under this clause.
3.7 Non-attendance at the event without prior written cancellation will be treated as a cancellation within one month of the event and 100% of the booking value will remain payable.
3.8 Bookings may not be transferred to another event, company or organisation without the prior written agreement of the Organiser.
4. Multiple Show Bookings and Discounts
4.1 Where an Exhibitor books multiple National Neurodiversity Shows and receives a multi-show discount, package discount or other reduced rate on the basis of booking a specified number of events, that discounted rate is conditional upon the Exhibitor maintaining the full number of event bookings required to qualify for that discount.
4.2 If the Exhibitor subsequently cancels one or more events included within the multiple-show booking and, as a result, no longer meets the number of bookings required to qualify for the original discount, the original multi-show discount will cease to apply.
4.3 The remaining event bookings will then be recalculated using the standard advertised stand price applicable at the time the original booking was made, or the applicable discounted rate for the number of shows remaining where the Exhibitor still qualifies for a lower multi-show discount.
4.4 Any difference between the amount previously invoiced or paid and the recalculated price of the remaining booking(s) will become payable by the Exhibitor and may be added to an outstanding invoice or invoiced separately by the Organiser.
4.5 Cancellation charges for the cancelled event(s) will also remain payable in accordance with Section 3 of these Terms and Conditions. Recalculation of the remaining bookings does not replace or reduce any cancellation charge otherwise due.
4.6 For example, where an Exhibitor receives a discounted rate because it books four shows and subsequently cancels one or more of those shows, the remaining stands will be recalculated using the applicable advertised price or qualifying rate for the number of shows remaining. Any additional amount resulting from that recalculation will become payable alongside any applicable cancellation charges.
5. Cancellation, Postponement or Changes by the Organiser
5.1 The Organiser reserves the right to make reasonable changes to the event where necessary, including changes to the venue, date, opening times, floor plan, stand locations, seminar programme, speakers, facilities or event format.
5.2 Where an event is postponed, the Exhibitor’s booking will normally be transferred to the rescheduled date and all payments already made will be credited towards the rescheduled event.
5.3 A change to the floor plan, stand number, seminar timetable, speaker programme, opening times or other operational aspect of the event will not normally constitute cancellation of the event or entitle the Exhibitor to a refund.
5.4 If the Organiser permanently cancels an event and does not offer a replacement or rescheduled event, the Organiser will refund amounts paid by the Exhibitor in respect of the cancelled event.
5.5 The Organiser will not be responsible for indirect or consequential losses arising from cancellation, postponement or alteration of an event, including travel, accommodation, staffing, production, marketing or other associated costs incurred by the Exhibitor.
6. Force Majeure
6.1 The Organiser shall not be liable for failure to hold an event, delay, interruption, relocation or alteration caused by circumstances beyond its reasonable control.
6.2 Such circumstances may include, but are not limited to, severe weather, fire, flood, epidemic or pandemic, acts or threats of terrorism, civil disturbance, industrial action, national mourning, government restrictions, venue closure, failure of utilities or transport systems, security concerns, or other events beyond the Organiser’s reasonable control.
6.3 Where reasonably possible, the Organiser will seek to postpone, relocate or otherwise reschedule the event.
7. Stand Allocation and Event Layout
7.1 Where a specific stand number or location has been requested or allocated, the Organiser will use reasonable endeavours to provide that location.
7.2 The Organiser reserves the right to alter the event floor plan or relocate an Exhibitor where reasonably necessary for operational, safety, accessibility or event management reasons.
7.3 Stand locations and floor plans may therefore be subject to change prior to the event.
7.4 The Exhibitor may only occupy the stand space allocated to it and must not obstruct aisles, emergency exits, neighbouring stands or other event areas.
8. Stand Sharing and Subletting
8.1 Exhibitors may not sublet, share, resell or otherwise transfer all or part of their stand to another business, organisation or individual without the prior written consent of the Organiser.
8.2 Only organisations approved by the Organiser may promote, advertise, sell or distribute products or services from the Exhibitor’s stand.
9. Exhibitor Marketing Consent
9.1 By submitting a booking form and providing the Organiser with its company name, trading name, logo, images, website details, social media details, company description or other promotional material, the Exhibitor grants the Organiser permission to use those materials for the purposes of promoting the Exhibitor, the event and The National Neurodiversity Shows.
9.2 This permission includes use across the Organiser’s websites, social media channels, email marketing, digital advertising, printed materials, event programmes, floor plans, signage, press releases, presentations and other promotional materials connected with the event.
9.3 The Exhibitor confirms that it owns, or has permission to use and provide, all logos, images, trademarks and other materials supplied to the Organiser.
9.4 The Exhibitor grants the Organiser a non-exclusive, royalty-free licence to use those materials for event-related promotional purposes.
9.5 The Organiser may continue to use photographs, videos and historical event materials after the event for the purpose of promoting previous and future National Neurodiversity Shows.
10. Company Biographies and AI-Generated Content
10.1 Where requested as part of the booking process, Exhibitors should provide a company biography or description for use within The National Neurodiversity Shows’ marketing and promotional materials.
10.2 Where an Exhibitor does not submit a company biography or description with its booking form, the Exhibitor authorises the Organiser to generate a company biography using artificial intelligence (AI) based on publicly available information about the Exhibitor, including information contained on the Exhibitor’s website and other publicly available sources.
10.3 The AI-generated biography may be used across The National Neurodiversity Shows’ website, social media channels, event listings, show guides, programmes, email marketing and other promotional materials in the same way as a biography supplied directly by the Exhibitor.
10.4 The Organiser will use reasonable endeavours to ensure that any AI-generated biography accurately represents the Exhibitor. However, the Exhibitor remains responsible for notifying the Organiser promptly if any information contained within the biography is inaccurate or requires amendment.
10.5 The Organiser reserves the right to edit, shorten, reformat or make minor amendments to biographies supplied by Exhibitors, or generated on their behalf, where reasonably necessary for consistency, formatting, available space or marketing purposes, provided such amendments do not intentionally materially alter the meaning of the information.
10.6 By submitting its booking, the Exhibitor accepts that where no company biography is supplied, an AI-generated biography may be created and published on its behalf in accordance with this section.
11. Amendments to Exhibitor Information
11.1 Following confirmation of a booking, the Exhibitor is responsible for ensuring that all information and materials supplied to the Organiser are accurate and up to date, including, but not limited to, the Exhibitor’s company biography, company logo, seminar title, seminar description, speaker information, speaker biography and any other marketing or event information supplied in connection with the booking.
11.2 The Exhibitor will be permitted one amendment free of charge to the information or materials supplied following confirmation of the booking.
11.3 After the first amendment has been made, any subsequent request to amend, replace or update information or materials will be subject to an administration fee of £50 + VAT per amendment request.
11.4 For the purposes of this section, an amendment request may include changes to the Exhibitor’s company biography, logo, seminar information, speaker details or other information that requires the Organiser to update its records, website, marketing materials, event programme or other event-related content.
11.5 Where multiple changes are submitted together as part of the same amendment request, these will be treated as one amendment and one administration fee will apply. Where changes are submitted separately or at different times, each request will be treated as a separate amendment and the £50 + VAT administration fee will apply to each request.
11.6 The Organiser cannot guarantee that amendments requested after any published artwork, print, production or submission deadline will be reflected in printed show guides, signage, programmes, marketing materials or other materials that have already entered production.
11.7 The administration fee is payable regardless of whether the requested amendment is capable of being reflected across all previously published or produced materials.
12. Photography and Filming
12.1 Photography and filming may take place throughout the event.
12.2 The Exhibitor acknowledges that its stand, branding, staff and representatives may appear incidentally or directly in photographs and video footage captured at the event.
12.3 The Organiser may use event photography and video footage for legitimate promotional, editorial and marketing purposes relating to The National Neurodiversity Shows and its future events, subject to applicable data protection law.
12.4 Exhibitors are responsible for ensuring that their own photography or filming activities are carried out appropriately and do not interfere with other exhibitors, visitors or the operation of the event.
13. Exhibitor Conduct
13.1 Exhibitors and their representatives must conduct themselves in a professional, respectful and appropriate manner throughout the event.
13.2 The National Neurodiversity Shows are intended to provide a welcoming and inclusive environment. Discriminatory, abusive, threatening, intimidating, harassing or otherwise inappropriate behaviour will not be tolerated.
13.3 Exhibitors must follow all reasonable instructions issued by the Organiser, venue management, security personnel or emergency services.
13.4 The Organiser reserves the right to require an Exhibitor or any of its representatives to leave the event where their conduct is considered unsafe, disruptive, unlawful or materially damaging to the event or its attendees.
13.5 Where an Exhibitor is removed for a breach of these Terms and Conditions, no refund will be due.
14. Products, Services and Claims
14.1 Exhibitors are solely responsible for the products, services, information, advice and promotional claims they provide at the event.
14.2 Exhibitors must ensure that all statements, claims and promotional materials are accurate, lawful and capable of substantiation where required.
14.3 Exhibitors must not present products or services in a manner that is misleading or make medical, therapeutic, educational or other professional claims that they are not legally entitled or appropriately qualified to make.
14.4 Participation in The National Neurodiversity Shows does not constitute endorsement, accreditation or approval by the Organiser of an Exhibitor or its products, services, methods or claims.
14.5 The Organiser reserves the right to require the removal of material, products, displays or activities which it reasonably considers inappropriate, misleading, unsafe, offensive or inconsistent with the nature of the event.
15. Sales and Activities at the Event
15.1 Exhibitors wishing to sell products or services at the event are responsible for complying with all applicable laws and regulations.
15.2 Any competitions, prize draws, demonstrations, sampling, fundraising or similar activities must comply with applicable legal and venue requirements.
15.3 Activities that may create excessive noise, congestion, health and safety concerns or disruption to neighbouring exhibitors require prior approval from the Organiser.
16. Health, Safety and Accessibility
16.1 Exhibitors are responsible for ensuring that their stand, equipment, displays and activities comply with applicable health and safety legislation and venue requirements.
16.2 Exhibitors must not obstruct emergency exits, fire equipment, walkways or accessibility routes.
16.3 Electrical equipment brought into the venue must be safe, properly maintained and compliant with any requirements imposed by the venue.
16.4 The Organiser or venue may require Exhibitors to provide risk assessments, method statements, electrical testing documentation or other safety information where appropriate.
16.5 Exhibitors should give appropriate consideration to accessibility when designing and operating their stands.
17. Insurance
17.1 Exhibitors are responsible for maintaining appropriate insurance for their participation in the event, including public liability insurance and, where applicable, employer’s liability, professional indemnity and product liability insurance.
17.2 The Organiser may request evidence of appropriate insurance prior to or during the event.
17.3 Exhibitors are responsible for insuring their own stock, equipment, displays and personal belongings.
18. Loss, Damage and Security
18.1 Exhibitors are responsible for their own property, stock, equipment and belongings at all times.
18.2 To the extent permitted by law, the Organiser accepts no responsibility for theft, loss or damage to Exhibitor property except where directly caused by the Organiser’s negligence.
18.3 Exhibitors will be responsible for damage caused by them, their staff, contractors or representatives to the venue, fixtures, fittings or equipment and may be charged for the reasonable cost of repair or replacement.
19. Set-Up and Breakdown
19.1 Exhibitors must comply with the set-up, access, opening and breakdown times communicated by the Organiser.
19.2 Stands must be fully prepared before the event opens to visitors.
19.3 Exhibitors must not dismantle or substantially pack away their stand before the official event closing time unless authorised by the Organiser.
19.4 All property, waste, displays and materials belonging to the Exhibitor must be removed within the time specified by the Organiser or venue.
20. Seminar and Speaking Slots
20.1 Where an exhibition stand or package is advertised as including, or being eligible for, a seminar or speaking slot, all seminar slots are strictly subject to availability and are not automatically included or confirmed when an exhibition stand is booked.
20.2 A seminar or speaking slot will only be considered confirmed once the Organiser has expressly confirmed the slot to the Exhibitor in writing.
20.3 Seminar slots are allocated subject to availability, capacity, scheduling and the requirements of the individual event. The booking of an exhibition stand does not guarantee that a seminar slot will remain available.
20.4 Where seminar availability has been exhausted, the Exhibitor will remain responsible for the full cost of the exhibition stand or package booked, and the absence of an available seminar slot will not constitute grounds for cancellation, refund or reduction in the booking price.
20.5 Where a seminar slot has been confirmed, the Organiser reserves the right to determine and, where reasonably necessary, amend the seminar time, room allocation or running order.
20.6 Speakers must provide requested titles, descriptions, biographies, photographs, presentations and other materials by any deadlines specified by the Organiser.
20.7 The Exhibitor is responsible for ensuring that seminar content is accurate, lawful, appropriate and does not infringe the rights of any third party.
20.8 The Organiser reserves the right to refuse, cancel or require amendments to seminar content which it reasonably considers inappropriate, misleading, unlawful, excessively promotional or inconsistent with the nature, audience or values of The National Neurodiversity Shows.
20.9 Failure to provide the required seminar information or materials by the specified deadline may result in the seminar slot being withdrawn without refund or compensation and without affecting the Exhibitor’s obligation to pay the full value of its exhibition stand booking.
21. Event Attendance and Commercial Results
21.1 Any visitor numbers, attendance figures, demographic information, marketing reach or other statistics provided by the Organiser are supplied in good faith based on information available at the time.
21.2 The Organiser does not guarantee a particular number of visitors, enquiries, leads, sales, contracts, contacts or other commercial outcomes as a result of exhibiting.
21.3 The Exhibitor acknowledges that commercial success at the event depends on numerous factors outside the Organiser’s control.
22. Data Protection
22.1 Both parties must comply with applicable UK data protection legislation, including the UK GDPR and Data Protection Act 2018.
22.2 Where Exhibitors collect personal information from visitors, including through competitions, mailing lists, lead-generation forms, QR codes or other methods, the Exhibitor is responsible for ensuring that such information is collected and processed lawfully.
22.3 Visitor or attendee information supplied by the Organiser, where applicable, must only be used for the purposes and in the manner expressly permitted by the Organiser and applicable law.
23. Third-Party Contractors and Services
23.1 Any services supplied directly by the venue or a third-party contractor may be subject to separate terms and charges.
23.2 Unless expressly stated otherwise, the Organiser is not responsible for agreements entered into directly between an Exhibitor and a third-party supplier.
24. Breach of Terms
24.1 If the Exhibitor materially breaches these Terms and Conditions, the Organiser may take reasonable action including requiring the breach to be remedied, removing prohibited materials, withdrawing specific event privileges or, in serious circumstances, requiring the Exhibitor to leave the event.
24.2 Where participation is terminated because of the Exhibitor’s material breach, no refund will be payable and any outstanding sums due under the booking will remain payable.
25. Limitation of Liability
25.1 Nothing in these Terms and Conditions excludes or limits liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation.
25.2 Subject to clause 25.1, the Organiser will not be liable for indirect or consequential loss, loss of profits, loss of business, loss of anticipated savings, loss of opportunity or loss of goodwill arising from the Exhibitor’s participation or inability to participate in the event.
25.3 Subject to clause 25.1, the Organiser’s total liability arising out of or in connection with an Exhibitor’s booking shall not exceed the total amount paid or payable by the Exhibitor to the Organiser in respect of the relevant event.
26. Intellectual Property
26.1 The National Neurodiversity Shows name, branding, logos, event materials and other intellectual property belonging to the Organiser may not be reproduced or used in a manner suggesting endorsement, partnership or sponsorship without prior permission.
26.2 Exhibitors may identify themselves as an exhibitor at the relevant National Neurodiversity Show and may use promotional materials specifically supplied or approved by the Organiser for that purpose.
27. General
27.1 If any provision of these Terms and Conditions is found to be invalid or unenforceable, the remaining provisions will continue in full force and effect.
27.2 A failure or delay by the Organiser in enforcing any provision shall not constitute a waiver of its rights.
27.3 No variation to these Terms and Conditions will be effective unless agreed in writing by the Organiser.
27.4 These Terms and Conditions may be updated from time to time. The terms applicable to an Exhibitor’s booking will be those supplied or made available at the time the booking is entered into, unless a subsequent amendment is expressly agreed between the parties.
28. Governing Law and Jurisdiction
28.1 These Terms and Conditions and any dispute or claim arising from them shall be governed by the laws of England and Wales.
28.2 The courts of England and Wales shall have jurisdiction to determine any dispute or claim arising in connection with these Terms and Conditions.
Booking Acceptance
By submitting a booking form, confirming a booking in writing or making payment for an exhibition stand, sponsorship package or other participation package, the Exhibitor confirms that:
- it has read and accepts these Terms and Conditions;
- the person making the booking has authority to bind the Exhibitor;
- it accepts the payment and cancellation provisions contained within these Terms and Conditions;
- it understands that any seminar or speaking slot associated with a stand is subject to availability and is not automatically confirmed by booking the stand;
- it grants the Organiser permission to use the company name, logo, biography and other materials supplied for event marketing and promotional purposes;
- where no company biography is supplied with the booking, it accepts that the Organiser may create and use an AI-generated company biography in accordance with these Terms and Conditions;
- it understands that one post-booking amendment to its supplied information is permitted free of charge, after which subsequent amendment requests will incur an administration fee of £50 + VAT per request; and
- where a multi-show discount has been applied, it accepts that cancellation of part of that booking may result in the remaining bookings being recalculated at the applicable rate in accordance with Section 4.
UK Business Shows Ltd
Trading as The National Neurodiversity Shows