Exhibitor Terms & Conditions
EXHIBITOR TERMS & CONDITIONS
These Terms and Conditions are by and between Microlise Limited, a company registered in England under registration number 3037936; and The Exhibitor, as defined in Section 1 below. By accepting the application, both the Organiser and the Exhibitor accepts these terms and conditions in their entirety.
1. Definitions
In this agreement:
“Exhibitor”
shall mean the business or person(s) whom have made a successful application to exhibit at the Show per these Terms and Conditions. This includes all employees, representatives or agents of the exhibitor.
“Organiser”
shall mean Microlise Limited or any employee or agent of that company.
“Show”
shall mean the Microlise Transport Conference, 2026
2. Duration of Show
The Show will be open from 07.30 on 12th May 2026 through to 16:00 on the same day.
3. Permitted Exhibits
Exhibitors are provided with all display items within their exhibitor package. Additional related displays will only be permitted if they are in the sole opinion of the Organiser, consistent with the theme of the Show. All exhibits must comply with current EC legislation and carry the relevant CE / UKCA marking.
The Exhibitor shall indemnify the Organiser and hold it harmless against any damage caused by any added fixtures and/or equipment.
Exhibitors are formally prohibited from exhibiting illegal products or products from illegal activities, and from engaging in any misleading or unfair advertising. It is also forbidden for any person not authorised by law to offer services or products relating to regulated activities. Exhibitors who violate these provisions may be prosecuted without prejudice to the measures that the Organiser may take to put an end to this violation.
4. Standfitting and Other Regulations
Exhibitors must comply with all standfitting and exhibit regulations and restrictions as defined in the Exhibitor information pack. All Exhibitors shall comply with the Show rules set out within the Exhibitor information pack.
5. Space Allocation
Space will be allocated in order of receipt of application and the Organiser will make every effort to allocate space as close as possible to that requested by the applicant.
In order to secure your space, the exhibitor registration form must be completed (a link can be found in your exhibitor package document). If registration is not received within 7 days of the application the Organiser reserves the right to reject the application.
6. Payment Terms
Payment must be made upon the earlier of (a) 30 days post the invoice submission date; or (b) on 10th April 2026. Failure to pay in accordance with this Section 6 means that the Organiser may, in its sole discretion reallocate the requested space to another Exhibitor.
Cancellation fees may apply in the event of (a) failure to make payment by the deadlines stipulated in this Section 6; or (b) cancellation on or post 10th April 2026.
All Cancellation fees will be payable within 30 days of the invoice submission date in accordance with Section 19.
7. Revision of Layout
Should it be necessary to revise the layout of the Show for any reason, the Organiser reserves the right to transfer an Exhibitor to an alternative site. In this case the Organiser will work with the Exhibitor to ensure that the alternative site is as suitable as possible.
8. Setting up of Stand Exhibits
All stands and their exhibits must be completed by 07:15 on 12th May 2026. Vehicular exhibits will be allocated definitive arrival / set up times and muster points on 10th May 2026. These instructions must be adhered to.
Failure to comply with this Section 8 may result in the exhibit being excluded from the exhibition without any compensation or refund of any kind.
Any installation of machines or equipment that can only be set up or assembled by using the exhibition space of other Exhibitors must be authorised by the Organiser and be done on the date it specifies.
9. Clearance of Stands and Exhibits
Exhibits must not be removed nor displays dismantled, either partially or totally, before 16:00 on Tuesday 12th May 2026. All exhibits and display material must be removed as soon as possible after this time, and in any case by 18:00 on 12th May 2026. The Exhibitor is responsible for leaving their space as clear as they find it. Failure to do so by the declared deadline may incur a charge for clearance, reparation and storage.
The Exhibitors accept the sites in the condition in which they find them and must leave them in the same condition. Any damage, in particular to the premises and facilities in which the Show is held, caused by an Exhibitor or by his installations, equipment, or goods shall be borne by that Exhibitor.
10. Prohibition of Sub Letting
Exhibitors must not loan, sub-let or grant licenses in respect of the whole or any part of the space allotted to them without the express permission of the Organiser. Nor may any Exhibitor display any product that it normally does not sell or represent without the express permission of the Organiser.
11. Protection of Exhibits
All exhibits must be properly protected so as to comply with current Health and Safety legislation and to afford visitors, or any persons whosoever, a safe environment in which to view the exhibits.
12. Insurance and Indemnities
The Exhibitor will fully indemnify and hold harmless the Organiser against any claim or action on account of any injury or damage being caused or occasioned by Exhibitor to any person(s) whatsoever in the event of breach of Sections 3, 4, 8, 9, 11 and/or 15.
Notwithstanding the indemnity hereby given, the Exhibitor undertakes to arrange the appropriate third-party insurance for a minimum sum of £5,000,000 per occurrence and in the aggregate. It is the Exhibitor’s responsibility to effect insurance on his own property and exhibits.
The Organiser does not accept any responsibility for loss of any property or vehicles on any stand or anywhere else in the exhibition or in the course of its delivery or removal there from any cause whatsoever. In any case the Organiser’s total liability in respect of all claims, losses or damages, whether arising from contract, tort, negligence or otherwise, under or in connection with the Show shall be limited to the amount paid by the Exhibitor to participate to the event.
13. Bankruptcy
In the event of an Exhibitor becoming bankrupt or making any arrangement or composition with its creditors or suffering the service of a winding up petition or winding up order or it passing a winding up resolution or notice of dissolution then in that event the Organiser may by written notice to the Exhibitor determine the contract and all monies paid shall be forfeited to the Organiser who may in its sole discretion re-let or otherwise deal with the defaulting Exhibitor’s site.
14. Abandonment or Interruption of Exhibition
If for any reason beyond the control and not resulting from any act or omission of the Organiser it shall become impracticable to hold the exhibition or necessary to interrupt it or close it prematurely, the Organiser may take such action as it deems necessary giving such notice to Exhibitors as is possible. In any such case the decision of the Organiser shall be final and the Exhibitor shall not be entitled to any compensation or to return of any monies paid or deposited. If the exhibition be abandoned, interrupted or prematurely closed for any reason other than the above then the Exhibitors shall be entitled to the return of all deposits paid to the Organiser but to no other compensation.
15. Advertising Material
Under no circumstances will exhibitors be allowed to distribute advertising or printed material from anywhere other than their stand, nor in any manner as to cause annoyance or disturbance to other Exhibitors.
All decisions to prohibit any advertising material, method or devices that may be considered to cause an annoyance or disturbance will be final and at the sole discretion of the Organiser. For the avoidance of doubt, the flying of gas or air filled balloons is strictly prohibited.
16. Exhibition Services
The Organiser undertakes to make all reasonable attempts to provide necessary services for the smooth operation of the Show but accept no responsibility for breakdown or failure of such services or for any delays during the delivery and collection periods.
17. Admission
Admission to the Show will be restricted to the persons who, in the opinion of the Organiser, have a legitimate professional interest in the subject of the Show. The Organiser reserves the right to refuse admission to any person or persons to the Show without assigning any reason.
The Organiser reserves the right to refuse entry or to have any Exhibitor temporarily or permanently expelled if their presence, behaviour, or attire is detrimental to the image, tranquillity, safety of the Show or the other Exhibitors, the public, the Organiser, or the physical integrity of the site.
The Exhibitor shall ensure that:
– its participation is neutral in terms of political, ideological, or religious expression.
– that it does not cause any nuisance (visual, sound, odour or any other nature) to the organisation of the Show, to neighbouring Exhibitors, or to the public, whether in its exhibition space, in the advertising space allocated within the venue, or in the area surrounding the Show.
Otherwise, the Organiser reserves the right to impose penalties, including denial of access.
18. Delegate Data
Where the option is purchased, Exhibitors may hold devices used to scan Delegate badges in order to capture contact information. The Organiser will provide scanned Delegate information no later than 48 hours after the conclusion of the event.
Captured data is to be used only for the purpose of post-event follow up. It does not constitute the opt-in of a Delegate to be added to any mailing list or subscribe to ongoing email marketing, nor for Delegate information to be shared with any third-party entity, including any data transfer outside of the UK.
19. Right of Rejection
The Organiser reserves the right to prohibit in whole or in part, and reject any Exhibitor in the event of failure to comply with these terms and conditions and/or all site rules and regulations.
There shall be no return of payment if such rejection or prohibition is deemed necessary by the Organiser.
20. Cancellation
A request for cancellation must be submitted by registered post. In order to compensate the Organiser for its costs as a consequence of the cancellation, the Exhibitor agrees that the Organiser shall retain 50% of the space charge if the cancellation is accepted before 13th March 2026 and 100% of the space charge if the cancellation is accepted after 13th March 2026.
21. Withdrawal
In the event of withdrawal or failure to occupy the exhibition space for any reason whatsoever, the amounts paid and/or remaining due in part or in full shall be forfeited to the Organiser, even if another Exhibitor uses the exhibition space.
If an Exhibitor does not occupy their Exhibition Space for any reason whatsoever before 07:15 on 12th May 2026, they shall be deemed to have withdrawn.
22. Security
The Exhibitor is required to comply with the security measures imposed by venue’s owners or administrator, the administrative or judicial authorities, as well as any security measures taken by the Organiser, and to allow their verification.
The Organiser reserves the right to deny entry to or expel any person, visitor, or Exhibitor whose presence or behaviour might jeopardise the safety, tranquillity, or image of the Show and/or the physical integrity of the site.