Biz Expo is operated by BCS Sales Recruitment Ltd. Reg No 570136

Terms and Conditions of Booking

General regulations
BCS Sales Recruitment Ltd is the organiser of the Biz Expo Ireland events and alone is empowered to accept or reject bookings for space and allocate stands within events. Its decisions are final. The signed Exhibition Contract (Terms & Conditions of Booking) constitutes a legally binding contract with the Exhibitor. Exhibitors must comply with the relevant venue terms and conditions. The burden of any obligations placed on the Organiser (or any of its affiliates) under those venue terms and conditions shall apply to the Exhibitor mutatis mutandis.

Booking of stand space
To book exhibition space, a signed booking form/contract or email of agreement must be returned to the Organiser. Completion of the booking contract or emailing your agreement with the booking contract is binding confirmation of your company’s commitment to take the space booked and of your acceptance of these booking terms and conditions, including the cancellation policy. Payment of the amount indicated on the booking form/contract is due under the credit terms described on the booking form. Once a booking form signed by the exhibitor or email of agreement is received by Organiser, this is a firm commitment on the part of the Exhibitor to take part in the Exhibition and acceptance of these Terms and Conditions of Booking. Upon receipt by the Organiser of a signed booking form or email of agreementfrom the exhibitor, there shall be a contract between the Organiser and the Exhibitor, to which these Terms & Conditions shall apply.

By signing and submitting the booking contract or emailing agreement, the exhibitor accepts the following without reservation: (i) the terms and conditions of the booking contract, (ii) all regulations contained in these terms and conditions, the exhibitors’ manual and any reasonable instructions subsequently issued by the organisers, (iii) all regulations laid down by any local authority applicable to the event, (iv) all regulations laid down by the venue including but not limited to security, health and safety, fire and traffic and all current Health & Safety regulations.

A booking should be followed by a payment of deposit and no stand may be set up at the event until balance is paid in full. 

Cancellation or non-participation
The Exhibitor agrees that reducing or cancelling its booking after a booking contract has been agreed shall be liable for payment of the total amount due under the original booking. Should an exhibitor chose not to occupy stand space booked by him/her, the exhibitor will be liable for the entire costs of the space booked by him/her. In the case of non-participation by an exhibitor, the full amount of the booked space is due.

Sub letting
No Exhibitor will be permitted to sub-let any space allotted to them or allow their space to be shared or used by any other person, firm or company without prior written consent of the Organiser.

Stand Allotment & Exhibition Floorplan
Exhibition space at an event is secured by completing and signing a booking form or emailing agreement and returning this to the Organiser. Upon receipt by the Organiser of a signed booking form or email of agreement, the Organiser will allocate an exhibition stand within the event. The Organiser reserves the right at any time to make such alterations in the floor plan of the Exhibition. The Organiser further reserves the right at any time to substitute a different stand for that allotted.  Requests for location will be taken into account where possible but cannot be guaranteed. The Organiser reserves the right to change the allocation of any stand in case of unforeseen and/or unavoidable circumstances, beyond its reasonable control.

Health & Safety
It is the responsibility of the exhibitor to ensure that its staff and any supplier/contractor working on his behalf are familiar with and abide by all current Irish and European health and safety regulations. The exhibitor is responsible for the health and safety of his stand during installation, use and dismantling.

Distribution of advertising matter & sale of raffle tickets
Exhibitors are not allowed to distribute leaflets and advertising material of any kind anywhere within the exhibition area, except at their own stands. They must not approach visitors in the gangways or open spaces, or do anything that may cause disruption. Exhibitors may not distribute any material which relates to products or services by another company. The display of banners and other advertising material is permitted on their own stand space only. No Exhibitor shall conduct a competition/raffle unless permission has been obtained from the Organisers in writing prior to the event.

The Exhibitor shall be responsible for any loss, damage or other liability in respect to themselves, their employees, sub-contractors, agents or their equipment if they are deemed by the Organiser to be responsible for such loss or damage and must arrange Public Liability – limit of indemnity €2,600,000 any one occurrence and Employers Liability – limit of indemnity €13,000,000 any one occurrence and this must be specifically extended to indemnify the Organisers, its agents and servants against any claim in relation to any such loss, damage or liability that may arise for the duration of the exhibition. Exhibitors must provide the Organisers with sight of said Insurance Certificates upon request. Further, the Exhibitor indemnifies the Organiser for any loss or damage the Organiser suffers as a result of the Exhibitors’ failure to comply with these terms and conditions and the venue’s terms and conditions.

Stand setup, Staffing of stands, Early Removal & Litter
All Exhibitors must have their stands setup by times indicated in their setup pack for the Exhibition. Exhibitors may not fix any exhibits, literature or products to the stand-fitting provided, except through the use of the approved fixing equipment e.g. double sided tape to fix literature to stand-fitting, picture hooks to hang from top of stand-fitting or gutter bolts slotted into the poles of stand-fitting and fit 2×1 laths where the exhibit can then be attached. Any damage caused by Exhibitors to stand-fitting, furniture, carpet or other hired items will be the responsibility of the Exhibitor. The Exhibitor must keep their stand and exhibits attended by a member of their staff at all times and keep their stand adequately stocked with their exhibits and display material properly arranged and on view during the opening hours. Exhibitors/Sponsors are not permitted to breakdown and/or remove their stand from the exhibition until the exhibition has closed to the public at the designated time.The Exhibitor is asked to clean their stand area daily. They must keep and maintain their stand in a good and clean condition to the satisfaction of the Organisers during the Exhibition. No cartons or rubbish may be left in the gangways during the Exhibition. Exhibitors must dispose of their own cartons and rubbish at their own expense.

Security & Insurance
Each exhibitor is responsible for the security and insurance of his/her own display and its contents at all times. The exhibitor agrees that he has made provision for adequate insurance, inclusive of Public Liability and Employer cover. While the Organiser will provide General Security for the overall site it is the responsibility of each Exhibitor to secure their own stand and contents. The Organiser will not be responsible for any loss or damage arising from any source whatsoever.

Participants must arrange adequate travel, personal liability and health insurance prior to the event. The Organiser is not responsible for any third-party costs relating to an exhibitor’s attendance.

Obstruction, Annoyance & Undesirable Activities
All Exhibitors, their representatives or employees must conduct themselves in an appropriate manner. No Exhibitor will be allowed to cause any annoyance to neighbouring Exhibitors. Should they be objectionable or likely to cause obstruction as may be considered by the Organisers, they shall be liable to be expelled forthwith from the Exhibition and shall not be permitted to return during the remainder of the event. Exhibitors shall not cause damage to the venue and/or other exhibits, displays or structures and shall make good any such damage at their own expense. The Organiser may stop any demonstration or display which may be causing excessive noise, vibration, smell, smoke that may be considered a nuisance. At the request of the Organiser, the Exhibitor must stop the use of microphones, amplifiers, musical instruments, tape players, radios, loud-speakers, film equipment and unspecified others. The Organiser reserves the right to expel a participant from further participation should we, at our sole discretion, deem the participant’s behaviour inappropriate or offensive to other participants or to other exhibitors. No refund of fees paid will be given to a participant who has been expelled from an event. If it appears to the Organiser that the Exhibitor may be engaged in activities which are deemed to be contrary to the best interests of the Exhibition/Event or which appear to be unethical or to be in breach of the law, the Organiser may, without being under liability to refund or abate any charges, cancel any stand allocated and refuse the Exhibitor the right to participate further at the event.

Cancellation or Change of Location or Date of Exhibition
(i) If by any reason outside the Organiser’s reasonable control the event or any part thereof is prevented from being held in a particular location or on a particular date, the Organiser shall be entitled at its absolute discretion to cancel, relocate or change the day of all or any part of the Exhibition and in such event any refund of payments to the Exhibitor shall be at the absolute discretion of the Organiser.
(ii) The Exhibitor hereby acknowledges that in the event any of the circumstances referred to in (i) above occurs, it shall have no right to any refunds, damages of expenses.
(iii) Any change decided by the Organiser of the location of the Exhibition within a 50km radius of the location initially foreseen shall not give the Exhibitor any right of cancellation of its participation. Any change by the Organiser of the date of the Exhibition within a 30-day period before or after the date initially foreseen shall not give the Exhibitor any right of cancellation.
(iv) In such a circumstance, the Organiser will use its best endeavours to either (i) reschedule the event at a different date, time and/or location or (ii) provide the Exhibitor with the option to exhibit at one of the Organisers’ other events. In all circumstances, the Exhibitor will be obliged to pay the contract price in full and will not be entitled to any refund or rebate on any funds paid under the booking contact.

Force Majeure 
(i) The Organiser shall be entitled to suspend the performance of the contracts with the Exhibitors for the duration of the force majeure or to terminate the contracts completely or partially at any time with immediate effect, it being understood that it shall not be under any obligation to compensate Exhibitors.
(ii) If the Exhibtion is cancelled, delayed, moved or shortened by an unforeseen event or by force majeure, the Organiser shall under no circumstances be held liable and the amounts paid by exhibitors shall in any case be retained by the Organiser, whereby the latter shall not be required to provide any repayment of compensation. In such a circumstance, the Organiser will use its best endeavours to either (i) reschedule the event at a different date, time and/or location or (ii) provide the Exhibitor with the option to exhibit at one of the Organisers’ other events. In all circumstances, the Exhibitor will be obliged to pay the contract price in full and will not be entitled to any refund or rebate on any funds paid under the booking contact.
(iii) The following shall, among other things, be considered as cases of force majeure: fire, war, natural disasters, dangerous weather conditions, public safety, government action, strikes and any other case of force majeure (included decisions concerning the Exhibition taken by the owner or manager of the venue) that renders the occupation of the stand or the organisation of the Exhibition significantly more difficult or impossible.

Fire precaution
Materials used for decorating or covering stands or displays must be of non-flammable material. Exhibitors must comply with all instructions from relevant authorities to avoid the risk of fire or other risk

Publishing of Information
The Organiser is allowed to publish any details available about an exhibitor who has signed a Booking Contract for an exhibition stand, on a list of exhibitors for its events and share such details with the general public and registered attendees via its website, newsletter lists and social media. The Organiser may take visual or audio/visual images at the event and use them for marketing and promotional purposes in the future. Some of these images may include identifiable images of personnel assigned by the exhibitor to attend the stand or the exhibition in general. The Organiser’s lawful basis for processing these images is under GDPR Article 6 (1) f – “processing is necessary for the purposes of the legitimate interest pursued by the controller”. It is up to the exhibitor to ensure that any personnel assigned to the stand are aware of our purpose of usage for images and audio/visual images at our events.

Nothing in the Exhibition may be photographed, drawn, written or copied without written permission from the Organisers. The contract is personal to the parties and may not be assigned in any way. No waiver by the organiser of any breach of the contract by the exhibitor shall be considered as a waiver of any subsequent breach of the same or any other provision. The parties will attempt in good faith to negotiate a settlement to any claim or dispute between them arising out of or in connection with the contract. The Organiser may change these Conditions from time to time at its sole discretion. If any provision of these conditions is held by any competent authority to be invalid or unenforceable in whole or in part, the validity of the other provisions of these conditions and the remainder of the provision in question shall not be affected.

Governing Law
This Agreement and the rights of the parties hereunder shall be governed and construed in acceptance with the laws of the Republic of Ireland, exclusive or conflict or choice of law rules. Nothing in this paragraph will preclude the parties from seeking other remedies from a court of appropriate jurisdiction.