ABN Movement Disorders SIG
Exhibition Terms & Conditions
Definitions
• ORGANISER refers to The ABN Movement Disorders SIG and their appointed agents, PH Production Services (PHPS)
• MEETING refers to the ABN Movement Disorders SIG 2027
• VENUE refers to the DoubleTree Hilton, Glasgow
• EXHIBITION refers to the 2027 Meeting Exhibition, held at DoubleTree Hilton, Glasgow
• EXHIBITOR refers to the person, company, firm or other organisation contracted with the Organiser to participate in the Exhibition, including employees or agents of the Exhibitor
• EXHIBITION PORTAL is the online booking system used by the ABN Movement Disorders SIG which allows Exhibitors to book stands online
• MAIN CONTRACTOR refers to the Exhibition Contractor appointed by the Organiser
• ELECTRICAL CONTRACTOR refers to the Electrical Contractor appointed by the Organiser
• EXHIBIT means the display to be presented by the Exhibitor within their agreed space(s)
• SUB CONTRACTOR means any company employed by the Sponsor for the purpose of designing and/or building their Exhibit
Supporters of the ABN Movement Disorders SIG will be emailed with the link to the sponsorship web page and given instructions on how to book a stand via the Exhibitor Portal. Stands will be allocated on a first-come, first-served basis, with stand bookings confirmed via email.
The Sponsor will be invoiced by the Organiser. The Organiser reserves the right to refuse any booking.
Charges for sponsorship opportunities and exhibition space are detailed on the sponsorship weblink. Exhibitors present on the stand while the meeting is running must have a valid delegate pass.
An invoice will be sent by the Organiser when bookings are confirmed. Full payment will be due 30 days from the date of invoice. Bank transfer is the only payment method.
Whilst every endeavour will be made to adhere to the published floor plan of the Exhibition, the Organiser shall be entitled to alter the layout if, in its opinion, this is in the general interest of the Exhibition.
The Organiser reserves the right to cancel any booking or offer alternative facilities without any liability on its part in the event of:
• Any occurrence beyond its reasonable control which shall prevent the Organiser from performing its obligations in connection with the booking.
• The booking being, in the Organiser’s opinion, prejudicial to the reputation of the Organiser, the Venue, or third party suppliers.
• The Sponsor / Exhibitor being in arrears of payments due.
It is the responsibility of individual companies to ensure they comply with relevant regulatory or other industry codes of practice when offering sponsorship.
The facility within the Venue for the Exhibition shall be clearly designated on the exhibition plan. No further space shall be available for any other use or purpose of the Exhibitor, for example, storage of packing materials, parking of vehicles, etc.
The tenancy of the Venue for the Exhibition shall be from 1000 on Thursday 21 January 2027 until 2000 on Friday 22 January 2027. There shall be no access to the facility before and after these dates and times and no deliveries or collections of materials will be permitted before the tenancy commences. All materials must be removed from the facility by the end of the tenancy.
The Exhibitor, employees, agents and Sub Contractors may enter the Exhibition area for the purposes of building Exhibit/s, manning the Exhibition stand and dismantling Exhibit/s as per the times stated in the sponsor guide.
No Exhibitor will be permitted to install an Exhibit in such a manner as, in the opinion of the Organiser, obstructs the light or impedes the view along any open spaces or gangways.
The Venue reserves the right to examine and exclude any Exhibit.
No Exhibitor will be permitted to install display material or Exhibits that contravene security regulations as laid down by the Venue. Gangways must be kept clear and free for passage at all times and must not be littered or obstructed.
No display shall overhang gangways or project outside the individual stand space.
Stands not adhering to hall layout plans will be dismantled without consultation and taken back to recognised stand limit.
No display, stand fitting or Exhibit shall exceed the height of 2.4m.
All construction must be completed by 1600 on Thursday 21 January 2027.
In the event of an emergency or malfunction of an Exhibit during the open period of the Exhibition, the Exhibitor must seek direction from the Organiser before any repairs are undertaken. Ladders and other access equipment are not permitted to be used in the Exhibition during the open period unless any malfunction of the Exhibit shall create a danger to visitors.
All movement of and fixtures to the shell scheme must be carried out by the Main Contractor. The only permitted fork lift trucks permitted to enter the Exhibition hall during the building and break down periods shall be those of the official freight handling company, employed by the Organiser.
There is no storage space available within the Venue for packing materials. All packing materials must be stored away from the Venue. There will be a charge issued for any materials left behind after 2000 on Friday 22 January 2027.
Space only Exhibitors shall submit plans of their stand/s to the Organiser for approval by the Organiser. The plan must show the floor plan and elevations of the stand structures, the location of any features and the position of the main electrical connection.
All electrical power services must be ordered through the Electrical Contractor appointed by the Venue. A schedule of available services and applicable charges will be provided to Exhibitors.
Exhibitors may supply their own electrical fittings, provided these are complete, ready-made units such as showcases, signs or similar equipment that are ready for connection to the mains supply.
All electrical installations must comply with the relevant Institute of Electrical Engineers (IEE) standards and the Venue’s regulations. All installations are subject to inspection and testing by the appointed Electrical Contractor before power can be connected.
The Exhibitor will be responsible for ensuring compliance with all Health and Safety Regulations imposed by the Organiser and the Venue. A Risk Assessment will be required from the Exhibitor prior to the meeting.
All stands must be complete and ready for the Exhibition opening by 1600 on Thursday 21 January 2027.
Removal of Exhibits and dismantling of stands may not commence until 1700 on Friday 22 January and must be completed by 2000 on this day.
Where the Risk Assessment for the exhibition build period is provided by a Sub-Contractor, the Exhibitor remains responsible for ensuring that all applicable rules, requirements and timings are adhered to. The Exhibitor will also be responsible for any breaches of Health and Safety Regulations arising from the activities of its Sub-Contractors, in relation to the Venue or the Organiser.
Anyone requiring access to the exhibition area during the build and dismantling periods must wear a high-visibility waistcoat at all times and carry out their activities in accordance with their Risk Assessment.
Where an Exhibitor appoints a Sub-Contractor to provide services during the meeting, the Exhibitor is responsible for ensuring that the Sub-Contractor is appropriately registered and complies with all Rules and Regulations set out by the Organiser, as well as all applicable licensing, health and safety legislation.
Sub-Contractors appointed by an Exhibitor for the construction and installation of their exhibit will be granted access to the exhibition area on Thursday 21 January 2027, at an allocated set-up time which will be confirmed by email, and on Friday 22 January 2027 between 1700 and 2000.
Sub-Contractors who require access to the exhibition area during the open period to provide on-site or stand-by support must be in possession of a valid Exhibitor Badge.
Exhibitors are participants in the event and are responsible to the Organiser for their conduct and the management of their exhibition stands.
Exhibitors must respect the shared nature of the exhibition hall and ensure that their activities do not disrupt, interfere with, or adversely affect other exhibitors or their business. All marketing and sales activities must be confined to the exhibitor’s allocated stand or designated area.
Where an exhibitor causes persistent disruption to other exhibitors or delegates, the Organiser reserves the right to remove the exhibitor’s stand from the exhibition. In such circumstances, no refund will be provided.
Nightly stand cleaning is included in the charge for stand space, but Exhibitors are responsible for ensuring that stands are maintained in a clean and orderly state.
No substances of a dangerous, explosive or objectionable nature may be brought on to the premises without prior written consent. Permission to bring in any compressed gases, regardless of whether volatile or not, must be sought in advance from the Organiser.
Broadcasting from Exhibition stands is not permitted by the Organiser. Requests to include a broadcast must be submitted to the Organiser in advance and permission will be granted at the discretion of the Organiser.
It is the Exhibitor’s responsibility to obtain any licenses relating to the showing of footage or recorded materials from their stand
Exhibitors can only distribute food and/or drink from their stands that has been sourced from and provided by the venue.
All materials used in construction work, displays, etc., must be effectively fireproofed, or made of non-flammable materials. Counter backs and curtains must be cut off at least 150mm clear of the floor. Packing materials, litter, etc must be removed from the Exhibition area. Fire extinguishers are available within the Exhibition area. The Exhibitor must comply with any instructions given by The Venue, the Local Authority and the Organiser to avoid the risk of fire.
Sub-letting or licensing the use of stand space is not permitted, neither may the products or services of firms not exhibiting in their own right be promoted or displayed as Exhibits, except where the Exhibitor is the authorised selling agent for such products or firms, or express written permission has been obtained from the Organiser.
Exhibitors are responsible for arranging appropriate insurance to meet the requirements of these Terms and Conditions. We recommend that Exhibitors obtain suitable cover through a specialist exhibition insurance provider.
Exhibitors will be required to provide proof of Public Liability Insurance to the Organiser prior to the meeting.
The Organiser accepts no liability for any loss of or damage to property brought onto the Exhibition premises by an Exhibitor or their contractors, regardless of the cause.
The Exhibitor agrees to release and indemnify the Organiser against any loss of or damage to Exhibits or other property brought onto the Exhibition premises, whether or not such property belongs to the Exhibitor.
The Exhibitor must ensure that all Exhibits and other property brought to the Exhibition are adequately insured on a full ‘All Risks’ basis, for a sum insured equal to the full replacement value of the property. The insurance should be held in the joint names of the Exhibitor and the Organiser.
Where requested, the Exhibitor must provide the Organiser with satisfactory evidence that the required insurance cover is in place and remains valid for the duration of the Exhibition.
The Organiser shall not be liable for any claim arising from death, personal injury or damage to property in connection with the erection, use or dismantling of an Exhibitor’s stand, or from any act or omission by the Exhibitor or their contractors during the Exhibition, build-up or breakdown periods.
The Exhibitor shall indemnify and hold harmless the Organiser against any such claims, including all associated actions, proceedings, costs, expenses, demands and liabilities arising from or in connection with them.
The Exhibitor is responsible for arranging and maintaining adequate insurance to cover all such claims and liabilities, and accepts full responsibility for any liability arising from its activities or those of its contractors.
The Organiser will provide a site security service during the period of the tenancy but shall be under no liability for loss or damage.
For the purposes of security, Identification badges must be worn at all times by all Exhibitors and Sub Contractors within those parts of the Venue being used for the conference and Exhibition. Admission to these areas will not be permitted to personnel without badges.
No painting is to be carried out in the Exhibition area without sufficient protective coverings.
The fixing of display material to the shell scheme will be permitted only by methods laid down by the Organiser.
The Exhibitor shall be responsible for any damage caused to the facilities or the furnishings, equipment or any part of the Venue or grounds, by the act or neglect of the Exhibitor, Sub Contractor or guest of the Exhibitor and shall pay to the Organiser on demand the amount required to make good or remedy any such damage and for any loss of business caused as a result
If the Exhibition is postponed, cancelled or abandoned due to circumstances beyond the Organiser’s reasonable control, including but not limited to war, fire, storm, explosion, national emergency, labour dispute, strike, civil disturbance, or the partial or total unavailability of the Exhibition premises, the Organiser shall not be liable to the Exhibitor for any claims, losses, costs or expenses arising from or in connection with such circumstances.
Where the Exhibition can reasonably proceed through a rearrangement or postponement of the Exhibition dates, relocation to alternative premises, or any other reasonable arrangements, all contracts for Exhibition space shall remain binding on the parties.
In such circumstances, the Organiser reserves the right to modify, substitute or rearrange the size or location of Exhibition space where reasonably necessary to facilitate the Exhibition. Any such changes will be determined by the Organiser.
If the Exhibitor, agents or Sub Contractors, should fail to remove all property or fail to vacate the Exhibition premises by 2000 on Friday 22 January 2027, the Exhibitor shall be fully responsible for any penalties arising as a result. The Organiser may remove items left at the Venue by the Exhibitor and/or Sub Contractor after the said time and the costs of such removal shall be paid by the Exhibitor to the Organiser on demand.
If any provision of these Terms and Conditions is found by a court or other competent authority to be invalid, unlawful or unenforceable, either in whole or in part, that provision shall be deemed modified or removed to the extent necessary. The validity and enforceability of the remaining provisions shall not be affected.
The Organiser will give due and reasonable consideration to the interests of Exhibitors in the management and conduct of the Exhibition.
If any matter arises that is not specifically addressed in these Terms and Conditions, the Organiser reserves the right to make a decision on the matter. Where, in the Organiser’s reasonable opinion, an immediate decision is necessary to ensure the proper and orderly conduct of the Exhibition, the Organiser’s decision shall be final and binding.
