Definition of terms
In these regulations the term Exhibition in all cases refers to the Trade Exhibition being held in conjunction with the 2023 Local Authority Conference of the PLSA. The term Exhibitor includes any person, firm, company or corporation and its employees and agents to whom space(s) has been allocated for the purpose of exhibiting at the Exhibition. The term Organisers means the Pensions and Lifetime Savings Association (PLSA) and Full Circle on behalf of the PLSA. The term Premises refers to those portions of De Vere Cotswold Water Park Hotel licensed to the Organisers.
Bankruptcy or liquidation
In the event of an Exhibitor becoming bankrupt or entering into liquidation (other than voluntary liquidation for the purposes of amalgamation or reconstruction) or having a Receiver appointed, the contract with such an Exhibitor will terminate forthwith, the allotment of stand space will be cancelled, and all sums paid by the Exhibitor under contract shall be forfeited.
Damage to premises
The Exhibitor shall not cause or permit any damage to the Exhibition premises, fixtures or fittings. No display or publicity material is permitted on the walls of the building. Due to the risk of damage to lighting and ventilation equipment, helium balloons cannot be allowed in the exhibition hall.
The Organisers will not give any Exhibitor exclusive rights to exhibit or display any specific product or service.
The officially appointed exhibition managers are:
Full Circle Ltd
Ben Atkinson [email protected]
The above exhibition managers have been appointed to co-ordinate all exhibition services including electricity, graphics, stand-fitting etc. It is obligatory to use the official contractors for electrical and modular system work. This includes all extra electrical work and a schedule of charges are included in the Exhibition technical manual.
Exhibitors subject to forfeiture
In the event of there being an outstanding account or claim against the Exhibitor at the end of the Exhibition the Organisers shall have the right of forfeiture on the exhibits of the Exhibitor, firm or person concerned.
Failure to vacate
If the Exhibitor, or their servants, agents or subcontractors should fail to remove all their property or otherwise fail to vacate the exhibition premises by 15:00 on Wednesday 28 June due to any cause whatsoever, the Organiser would hold the Exhibitor fully responsible for any penalties imposed by the venue owner, or any other losses and costs incurred by the Organisers as a result of the Exhibitor failing to vacate the premises by the agreed time.
1. Third party insurance
The Exhibitor is responsible for all claims arising from personal injury or damage to property arising in connection with the erection and dismantling of the Exhibitor’s stand and anything permitted, omitted or done thereon or there from during the period of the Exhibition or the set-up and dismantling periods caused directly or indirectly by the Exhibitor or any contractor, subcontractor, servant, agent, licensee or invitee of his or the act, omission or neglect of any such person or by any exhibit, machinery or other article or thing of the Exhibitor or in the possession of or use of the Exhibitor or any servant or agent of his. The Exhibitor will indemnify the Organisers in respect of each and every such claim and all actions, proceedings, costs, claims and demands in respect thereof. The Exhibitor must take out adequate insurance for all circumstances.
2. Insurance of exhibits - exhibitors’ or stand holders’ property
The Organisers do not accept responsibility for theft or any loss or damage from any cause whatsoever, in respect of any property brought to the Exhibition premises by Exhibitors or stand holders or the servants, agents, subcontractors or any other persons, and the Exhibitor or stand holder is required to indemnify the Organisers in respect of theft, loss or damage to the property etc supplied hired or lent by the Organiser (e.g. shell stand furniture etc)
3. Consequential loss
Exhibitors are advised to insure against costs and losses which they may incur in the event of the Exhibition being abandoned, cancelled or suspended in whole or in part for causes beyond the Organisers’ control since the Organisers accept no liability in such an eventuality.
No flashing lights, bright lights or noise that constitutes a nuisance to other exhibitors or visitors to the Exhibition will be permitted. All Exhibitors and staff must conduct themselves in such a manner that is not objectionable to others. Exhibitors must endeavour to conduct business on their own stands and must not, under any circumstance, canvass away from their stand. Exhibition stands must be staffed by responsible representatives during exhibition open hours. The Organisers have the right to expel or remove any person, article, display or exhibition stand, which in their opinion, is prejudicial to the interests of the Exhibition or the PLSA.
Code of conduct at PLSA events
The PLSA takes very seriously any form of inappropriate or unethical behaviour at its events. We ask that all attendees are considerate and respectful to each other, and look after one another. If you see any behaviour which you deem is inappropriate, please report it, at your earliest convenience, and in strictest confidence, to Kate Hadley, Director of Events ([email protected] or tel: 07717 895070), PLSA or Julian Mund, Chief Executive, PLSA ([email protected] or tel 07960 317497).
No food and drink may be served on exhibition stands unless it is supplied by or authorised by De Vere Cotswold Water Park. Please contact De Vere Cotswold Water Park for information at [email protected] or 01285 864 333
Service of alcohol at PLSA events
We know that an important element of hosting an exhibition stand at one of our conferences is the networking element, and the service of food and drink forms part of that. The PLSA will be hosting a Welcome Drinks Reception in the exhibition hall at the end of conference sessions on Tuesday evening, as well as a Conference Dinner on Wednesday. Whilst exhibitors are not restricted from serving alcohol during the event, we do encourage you to be mindful of serving excessive alcohol due to the sensitivities around this.
Official opening hours
Mon 26 June 17:30 – 19:00 (welcome drinks reception)
Tue 27 June 09:00 – 17:30
Wed 28 June 09:00 – 11.45
The Organisers have appointed an official photographer for the Event. Exhibitors wishing to use the services of the appointed photographer should contact the Organisers. Those Exhibitors wishing to appoint their own photographer must gain approval from the Organisers prior to the Event.
1. Use of exhibition space
Exhibitors or any other related organisation may not sub-let or share any part of the space allotted, may not represent and may not advertise or distribute literature for the products or services of any other firm or individual except as approved by PLSA.
2. Competitive activity
Organisations may not conduct any of the following acts outside their exhibition stand within the confines of De Vere Cotswold Water Park Hotel that might, in the sole judgement of the PLSA, reasonably be seen as competing with the Event during official conference open hours:
Advertisements, Canvassing amongst delegates, Conferences, Demonstrations, Displays, Entertaining, Hospitality events, Research amongst delegates, Surveys amongst delegates.
3. Promotional material
It is not possible for Exhibitors to distribute any promotional materials outside its exhibition stand. This includes the distribution anywhere in De Vere Cotswold Water Park Hotel to bedrooms or in public areas of any of the designated conference hotels.
4. Directional signage
It will not be possible for Exhibitors or any other related organisation to post, nail, screw, attach, or otherwise place any signage or other materials or devices to columns, walls, floors, or other parts of De Vere Cotswold Water Park Hotel including the immediate external area outside the venue during conference open hours.
Exhibitors must, at all times, comply with Local Authority Regulations relating to dangerous substances or power-driven machinery. All materials used in stand fitting should meet standard fireproof regulations as recognised throughout the exhibition industry and certificates should be available on request. Failure to comply with this may result in a request to remove the offending materials. It is the responsibility of Exhibitors to see that their staff are acquainted with the nearest firefighting equipment and the procedures to be followed on discovering a fire. No children under the age of 16 shall be allowed into the exhibition hall during build and breakdown.
Stand set up
Monday 26 June
13:00 – 17:00
All work must be completed to the satisfaction of the organisers by 17:00 on Monday 26 June. Please note that deliveries cannot be accepted during exhibition open hours.
Exhibitors must report to the exhibition managers before unloading commences.
Date for dismantling
Wednesday 28 June at 11:45 and must evacuate the building by 15:00.