Friday 29th August 2008

Farnborough 2008 NWAA Exhibitors' Terms and Conditions

Introduction

Please note that all completed booking forms must be received by the North West Aerospace Alliance, hereafter to be referred to as NWAA, no later than the1st April 2008.

NWAA Terms and Conditions

Please read the following before completing the Booking Form. If you have any queries please contact the NWAA Admin Centre.

On acceptance of a fully completed Booking Form from a NWAA member company wishing to be an exhibitor on the NWAA group stand at the above show, a signed copy of these terms and conditions shall be deemed as a contract being formed between the NWAA, and the exhibitor.

This contract cannot be transferred wholly or in part to a third party without the prior consent of the NWAA.

Guidelines for UK Export Controls

All exhibitors and visitors are strongly advised to ensure that they have all necessary trade control licences in place for any business that may be conducted at this event, in line with their statutory legal requirements under the UK’s Trade in Goods (Control) Order 2003 and Trade in Controlled Goods (Embargoed Destinations) Order 2004. Anyone with any queries on this should contact the Export Control Organisation at the department for Business and Regulatory Reform ( BERR ) (Tel: +44 (0)20 7215 2423).
The NWAA accepts no legal responsibility for any actions resulting in prosecutions arising from a failure to obtain necessary trade control licences from the British Government

1. Payments Schedule

All invoices must be paid in full by the due date. Failure to do so will be regarded as a breach of contract. The NWAA reserves the right to withdraw the company from the group stand if payments are not received as follows: (Exercising of this right by the NWAA will not relieve the company of the obligation to pay outstanding amounts)

• 20% of the total price of the chosen Exhibition Package will be invoiced upon booking to secure the place. This is a non-refundable deposit.
• 50% of the total price of the chosen Exhibition Package must be paid no later
than 31st March 2008.
• The remaining 30% must be paid no later than 31st May 2008. N.B. EXHIBITOR PASSES AND ANY OTHER TICKETS WILL ONLY BE RELEASED ONCE FULL PAYMENT HAS BEEN RECEIVED.
• All additional costs incurred will be invoiced as required and should be paid no later than the due date shown on the invoice.

A mandatory Administration fee of £100 plus VAT will be added to the cost of each Exhibition Package. This fee will be refunded in full (after the Air Show) provided the company complies fully with the above payment schedule, plus adheres to the reply deadlines for all NWAA forms/paperwork.

2. Variation of Costs

Movement in exchange rates and VAT charges can affect costs. The NWAA reserves the right to amend charges where necessary.

3. Participation Withdrawal by a Member Company

Any company wishing to pull out at any time will still be liable for the cost incurred by the NWAA at that date. An indication is as follows:

• 20% of total costs is a non-refundable deposit
• 30% of total cost to be paid by company if cancellation is made after the 31/1/2008
• 50% of total cost to be paid by company if cancellation is made after the 31/3/2008
• 80% of total cost to be paid by company if cancellation is made after the 30/4/2008
• 100% of total cost to be paid by company if cancellation is made after the 30/6/2008

4. Unavoidable Adjustments to Stand

The NWAA reserves the right to change the design, layout and orientation of the stand, including the positioning of exhibitors, at any time during the planning of the event up to the first day of the show should this become necessary. In the event of this occurrence, it will be done where possible with full consultation of the company.

5. Stand Staffing and Display Obligations

5.1.1 Any company taking space at the show must ensure that its area is staffed at all times. If this is not possible, then the NWAA must be notified and prior arrangements be made.

5.2 Any Company and/or sub contractors exhibiting on the NWAA stand must not take part in any activity (either directly or indirectly) which, in NWAA’s reasonable opinion, brings or is likely to bring the Services of NWAA or their Clients into disrepute.

5.3 Displays must be erected before 18.00pm on Saturday 12th July 2008. No further construction work, stand fit or deliveries will be permitted on Sunday 13th July, as a security search will be carried out prior to the opening of the Exhibition (however, exhibitor access to the site will still be permitted for ‘stand-dressing’ etc).

5.4 Displays must not be positioned less than 0.5m from the edge of the stand to avoid damage from site cleaning equipment.

5.5 No cash/credit transactions can take place on the stand at any time during the show. This activity is reserved for external exhibitors only.

5.6 Any Company taking space on the stand must provide staff on the setting-up days and break-down days, unless prior arrangements are made with the NWAA (who may then charge for this facility, depending upon the scale of the task).

5.7 Any MOD Contractor must obtain permission from the MOD itself if it wishes to display any MOD related product either wholly, in part or in literature and graphics. The Home Office reserves the right to remove any such items from display (See Exhibitor Regulations to follow).

5.8 Any Company taking stand space will have its name and logo erected on an overhead angled fascia containing lighting above their space. This will be provided by the NWAA at no extra cost to the company.

5.9 All display items must be detailed on the relevant Questionnaire (to follow) and returned to the NWAA for authorisation. Any exhibits which are not authorised or which do not comply with the rules of the event organisers or which are considered to be unsuitable, at the sole discretion of the NWAA, will not be allowed onto the stand.

5.10 Members of staff from the Company must behave in a way that will not cause a nuisance to any other exhibitors including other NWAA members on the stand.
This includes loud noise, untidy stand areas, and misuse of communal stand areas.

5.11.1 Member companies are responsible for the display of their exhibits and graphics during the course of the show. The member company is also responsible for any
damage caused to the stand structure and/or platform and will be liable for any costs incurred as a result of this damage.

5.12 The Company must adhere to any other stand regulations required to ensure the smooth running of the group stand.

6. Insurance

6.1 The Company must insure its products for theft or damage during transit and whilst at the show. The NWAA must see proof of this before the event (See Questionnaire to follow.

6.2 The NWAA is not responsible for the loss or damage of the Company's product/s or display item/s from the stand.

6.3 The NWAA will provide Public Liability Insurance in relation to accident, injury, loss and damage on or to the stand only, NOT IN RESPECT OF ANY DISPLAY ITEMS PROVIDED BY THE COMPANY. The company must ensure that this is covered in its own insurance (See Exhibitor Regulations to follow).

7. Administration

7.1 ALL forms issued to the company by the NWAA must be returned on the due date as requested by the NWAA. Any company failing to do so will be in breach of contract and their Administration fee will be retained by the NWAA. By signing up to the stand, it is deemed, you, the exhibitor, agree to abide by these terms.

7.2 The Company must familiarise itself with the Show Organiser’s Terms and Conditions, in particular with issues such as technical requirements and safety regulations. These will be provided by the NWAA to follow.

8. Transport

8.1 The NWAA is not responsible for the transport of exhibits to and from events. A group shipment service to the show is available to the company and full details will be available in due course. BUT it is the company’s responsibility to make the NWAA aware of their wish to be included in the group shipment. It is not the NWAA’s responsibility if the company misses deadlines etc.

8.2 The Company must ensure that all consignments are labelled correctly showing the Hall and Stand number, and detailing all contents as having a nil commercial value. It is the Company’s responsibility to make sure that all necessary licenses for import and export are provided.

9. Cancellation of Event

When an event is postponed or cancelled beyond the control of the NWAA, the NWAA will make all reasonable efforts to reclaim any fees from the organisers and contractors and refund fees net of any administration charges incurred by the NWAA.

10. Termination of the Contract

The Company acknowledges that the NWAA can terminate the contract between the NWAA and the company at any time if:
• The company becomes insolvent, or has a receiver appointed
• The event is postponed or cancelled (see section 9).