Exhibition terms and conditions

You are advised to read these terms and conditions in full prior to submitting an order with the Institute of Physics ("IOP") for exhibition space at an event. These terms and conditions apply to all orders for exhibition space at an event, whether submitted by way of IOP's on-line booking system or submitted by way of an order form. Submission of an order is regarded as a firm booking (subject to availability and acceptance by IOP) and acceptance of these terms and conditions. Cancellation charges will apply to all bookings.

  

These terms and conditions were last updated on 29 May 2012.

For the purposes of these terms and conditions, the term 'you' means the person or entity placing the order and any representatives (in any capacity) of such person or entity who attends all or part of an event.

Status

Any order submitted by you shall be treated as an offer by you, in accordance with these terms and conditions, to purchase space at an exhibition event being organised by IOP. The order shall only be deemed to be accepted when IOP issues written acceptance of the order, at which point and on which date a contract shall come into existence between you and IOP. The contract shall constitute these terms and conditions, the relevant exhibition announcement and your order (in such form as accepted in writing by IOP) only, which together constitute the entire agreement between IOP and you.

Access

Your right to access the venue in relation to the event shall be strictly subject to all rules and regulations imposed by IOP and/or the relevant venue.

Access times to the venue for the event can be confirmed by IOP on request. You agree to ensure that all of your property, equipment and materials are removed from the venue before the vacation time notified to you by IOP. You agree to ensure that any waste materials produced by you in the course of the event shall be appropriately disposed by you before the vacation time and in an environmentally friendly manner. In the event that you fail to remove from the venue and/or appropriately dispose of all of your property, equipment and materials (whether waste materials or otherwise) prior to the relevant vacation time notified by IOP, then IOP shall be entitled to charge you for all costs incurred by IOP arising from such failure (including, without limitation, any charges made by the venue and IOP's own costs), plus an administration fee of £50. These charges and fee shall be payable immediately following invoice by IOP.

Neither IOP nor any of its representatives shall be responsible for any loading, unloading, delivery, erection, dismantling or removal of your property, equipment or materials at the venue. You are solely responsible for ensuring that you have properly trained, safe, sufficient and suitable equipment and personnel to unload, deliver, erect, dismantle, remove and load anything which you wish to bring to, have delivered to or remove from the venue.

You shall be responsible for supplying all equipment necessary for you to stage your exhibition, unless IOP has expressly agreed in writing to provide such equipment. In the event that you wish to use or bring any electrical equipment to the venue, you shall ensure that all such equipment has a valid PAT test certificate. IOP reserves the right to request sight of all such certificates either in advance of, or at, the event. Any equipment found not to have a valid certificate, or which appears to IOP to be unsafe in any way, must be removed from the venue immediately without liability on the part of IOP or the venue. You are also required to supply any necessary adaptors for such equipment.

You shall ensure that any equipment you use or bring will not cause any interruption or loss of power to all or part of the venue or any other exhibitor. Details of the maximum power supply for your exhibition are available from IOP on request.

You shall notify IOP as far in advance as possible if you intend to bring any potentially hazardous liquids or materials to the venue, or if you wish to use or bring any heavy equipment. IOP may require that a full risk assessment is performed in such event, and reserves the right to refuse access to such liquids, materials or equipment pending such assessment and/or if it believes in its sole discretion that they pose any unacceptable risk or are in breach of any laws, rules or regulations. Such refusal shall be without liability on the part of IOP or the venue.

You must provide IOP with a list of your attendees at the event at least 10 working days in advance of the start of the event. You shall ensure that all persons attending the event as your representatives in any capacity display at all times whilst at the venue any identification provided by IOP and/or the venue.

The exhibition space may only be occupied and used for the purposes of your business. No sub-letting, transferring, assigning or sharing of exhibition space is permitted without the express prior written consent of IOP, which may be withheld or conditioned by IOP in its sole discretion.

You shall ensure that you have all necessary licences and authorisations in relation to your exhibition, including (without limitation) any relating to the performance or playing of audio-visual materials. You shall produce all such licences and authorisations promptly on request from IOP. IOP shall be entitled to refuse, without liability on its part, to permit any part of an exhibition if it has any reason to believe that such licences and authorisation are not in place or are not valid.

Without prejudice to the other terms and conditions, you shall provide such information as IOP may require in order to perform its obligations under these terms and conditions.

Materials

You shall ensure that any logos, displays, posters, visual aids, leaflets, handouts or other materials which you display or distribute at the event relate to your business only and are not illegal, defamatory, obscene, offensive, contrary to any rules or regulations of the venue or infringing of any third party rights. You shall indemnify, and keep indemnified, IOP in the event of any breach of this section. IOP reserves the right, without liability on its part, to prevent you displaying and/or distributing at the venue anything which IOP believes may breach this section.

Payment

The fees due from you in relation to the event shall be calculated on the basis set out in the relevant exhibition announcement. All fees must be paid in full and in cleared funds within 30 days of the date of IOP's invoice. If requested by you, IOP may (at its sole discretion) agree to staged payments on the following terms:

  1. 10% of the total invoice value is due within 30 days of the date of IOP's invoice;
  2. 40% of the total invoice value is due three months prior to the first day of the event at which you have booked space;
  3. 50% of the total invoice is due six weeks prior to the first day of the event at which you have booked space.

Without prejudice to its other rights and remedies, IOP reserves the right to withdraw its agreement to staged payments at any time by written notice to you, in which event the remaining balance shall become due within 14 days of the date of IOP's written notice.

If you submit your order less than 30 days prior to the first day of the relevant event, then payment of all amounts due must be made in full and in cleared funds prior to attending the event.

IOP reserves the right to cancel any order without warning or liability at any time prior to the start of the event if all amounts due have not been paid by the relevant due date. In the event of cancellation by IOP for non-payment, this shall be treated as a cancellation by you and the cancellation charges set out in the Cancellation Policy below shall apply.

Payment can be made using one of the following methods:

  • Cheque - made payable to the Institute of Physics in either Pound Sterling, Euros (to the rate of 1.3) or US Dollars (rate of 1.66), and posted to Conferences Department, Institute of Physics, 76 Portland Place, London W1B 1NT, United Kingdom.
  • Bank transfer - payable to the Institute of Physics, HSBC Bank Plc, 62 George White Street, Cabot Circus, Bristol, Avon BS1 3BA, UK. Please include your name, invoice number, and event you are attending when making payment.
    • £ Sterling - Payments to Institute of Physics - Conferences, account number 42476045, sort code 40-14-13, IBAN: GB30MIDL 401413 42476045, Bic Code: MIDLGB22, Swift code: MIDL GB21 03B
    • € Euro - Payments at exchange rate 1.3 to account number 69704675, sort code 40-05-15, IBAN: GB75MIDL 400515 69704675, Swift: MIDL GB 22.
    • $ US Dollar - Payments at exchange rate of 1.66 to account number 69705561, sort code 40-05-15, IBAN: GB15MIDL 400515 69705561, Swift: MIDL GB 22
  • Credit or debit card - via the secure payment site RBS WorldPay (Visa, MasterCard, AMEX, Solo and Maestro)
  • Cash - in special circumstances and with the prior written agreement of IOP, by cash on arrival at the event.

If you use our on-line booking system, all order details, including payment details, shall be sent via a secure WorldPay server.

VAT

Value Added Tax (VAT) is payable by all exhibitors whether from UK, Mainland Europe or overseas, save where they produce in advance to IOP a valid VAT exemption certificate. Charges shown or quoted are exclusive of VAT unless otherwise indicated. Where VAT is applicable it is calculated at the then current standard rate. If the rate is altered as a result of government legislation charges may be adjusted accordingly. IOP's VAT registration number is 461-6000-84.

Cancellation Policy

All cancellations must be given in writing to IOP. E-mail shall not be sufficient for these purposes.

For any cancellation by you the following cancellation charges shall apply:

  • if the written cancellation is received by IOP at least three months prior to the first day of the relevant event, a cancellation charge of 10% of the total invoice value shall be immediately payable;
  • if the written cancellation is received by IOP less than three months, but at least six weeks, prior to the first day of the relevant event, a cancellation charge of 50% of the total invoice value shall be immediately payable;
  • if the written cancellation is received by IOP less than six weeks prior to the first day of the relevant event, or you do not attend the event without giving written notice of cancellation, a cancellation charge of 100% of the total invoice value shall be immediately payable.

In the event of you breaching these terms and conditions or in the event of your bankruptcy, you entering into liquidation, you having a receiver, administrator or trustee appointed over any of your assets or you entering into any composition or compromise with your creditors, IOP reserves the right to cancel your order immediately without liability to you. Any such cancellation shall be deemed to be a cancellation by you and the cancellation charges above shall apply.

IOP is not under any obligation to resell any exhibition space cancelled by you. However, in the event that IOP does resell such space, then the cancellation charge payable by you shall be reduced by the amount IOP actually receives from the re-sale of the space. However, notwithstanding the amount IOP actually receives, the cancellation charge payable by you shall not be reduced below 10% of the total invoice value, which shall remain payable by you in all circumstances. This 10% charge shall be payable by you to cover IOP's administration costs in dealing with your cancellation and reselling the space. IOP shall refund the relevant reduction in the cancellation charge within 30 days of the end of the relevant event.

Any payments made by you in cleared funds in relation to the cancelled order prior to the cancellation shall be taken as payment (or part payment as the case may be) of the relevant cancellation charge set out above. In the event that the payments already made by you in cleared funds in relation to the cancelled order exceed the relevant cancellation charge set out above, then IOP shall issue a credit note and refund payment to you within 30 days of receipt of your written cancellation.

Any reduction by you of your requirements for the event shall be treated as a cancellation of those requirements, and shall be subject to the cancellation charges set out above in relation to the charges for the requirements cancelled.

You agree that the above cancellation charges are a genuine and reasonable estimate of the costs which will be incurred by IOP in administering your booking and cancellation and the loss it would suffer in trying to resell the exhibition space.

Event Cancellation

IOP reserves the right to cancel or postpone any event at any time and at its sole discretion. In the event of a cancellation or you being unable to attend any re-arranged date for the event, IOP will refund any payments paid by you in relation to the relevant event and this refund (if any) shall be the full extent of IOP's liability to you arising out of such cancellation or postponement. If you have not made any payments in relation to the relevant event, then IOP shall have no liability to you arising out of such cancellation or postponement. In the event of cancellation or postponement, IOP will use reasonable endeavours to alert those who have booked to exhibit and details of any cancellation or postponement will be posted on the appropriate event website. You are responsible for checking this information prior to the event.

Changes

IOP reserves the right to make alterations to the programme, date and/or venue of an event at any time without prior notice. In exceptional circumstances, IOP also reserves the right to relocate or amend your booked exhibition space at any time and for any reason (including, without limitation, due to legal or regulatory requirements, venue rules and regulations or safety requirements). IOP shall use reasonable endeavours to ensure that, in the event of relocation, the relocation has been discussed with you and any substitute space is of equivalent size to your originally booked space (subject to availability). IOP also reserves the right to amend or reconfigure the exhibition space in the vicinity of your booked exhibition space. All of IOP's rights under this section may be exercised without liability on its part.

Publicity

You agree to provide to IOP promptly on request a profile of your company or organisation (of less than 50 words), the URL to your website and a high resolution version of your logo. You grant IOP a non-exclusive, worldwide, royalty free licence to use such materials for promoting the exhibition and the related event.

Warranty

IOP warrants that it shall use reasonable endeavours to perform its obligations under the contract with reasonable skill and care. Except as expressly set out in these terms and conditions, all warranties, conditions and other terms implied by statute or common law are, to the fullest extent permitted by law, excluded from the contract.

Liability

you and your representatives are required to comply with all the rules and regulations governing the access and use of the applicable venue. IOP reserves the right, in its sole discretion and without liability, to require the removal of any of your representatives who fail to comply with such rules and regulations or commit any breach of these terms and conditions.

You are fully responsible for the health and safety or your representatives attending the event and IOP shall not be liable for any death or personal injury suffered by any of them during the event (subject to the other terms and conditions set out here).

You must insure and keep insured any property or equipment that you or any of your representatives bring to the venue, and any such property and equipment is brought to, and left, at the venue at your risk. IOP shall not in any circumstances assume any liability for such property or equipment.

SUBJECT TO THE OTHER PROVISIONS OF THIS SECTION (LIABILITY), IOP SHALL ONLY BE LIABLE TO YOU AND YOUR REPRESENTATIVES FOR PROVEN DIRECT LOSSES SUFFERED DUE TO THE NEGLIGENT ACTS OR OMISSIONS OF IOP AND IOP'S LIABILITY FOR THESE PROVEN DIRECT LOSSES IN RELATION TO EACH EVENT IS LIMITED IN TOTAL TO THE AMOUNT ACTUALLY PAID BY YOU TO IOP FOR THE RELEVANT EVENT. IOP EXPRESSLY EXCLUDES ANY LIABILITY FOR ANY PROPERTY DAMAGE OR LOSS INCURRED AT ANY TIME IN RELATION TO THE EVENT. IOP SHALL NOT BE LIABLE (WHETHER SUCH LIABILITY ARISES DUE TO NEGLIGENCE, BREACH OF CONTRACT, MISREPRESENTATION, OR OTHERWISE) FOR ANY DIRECT LOSSES OR DAMAGES WHICH IT HAS NOT EXPRESSLY ASSUMED LIABILITY FOR ABOVE OR FOR ANY INDIRECT OR CONSEQUENTIAL LOSSES OR DAMAGES, IN EACH CASE, EVEN IF SUCH LOSS WAS REASONABLY FORESEEABLE OR IOP HAD BEEN ADVISED OF THE POSSIBILITY OF YOU INCURRING THE SAME. IN ADDITION, IOP SHALL NOT BE LIABLE (WHETHER SUCH LIABILITY ARISES DUE TO NEGLIGENCE, BREACH OF CONTRACT, MISREPRESENTATION, OR OTHERWISE) FOR ANY CLAIMS FOR LOSS OF USE, PROFIT, BUSINESS OR DATA OR FOR DAMAGE OR LOSS SUFFERED BY YOU AS A RESULT OF AN ACTION BROUGHT BY A THIRD PARTY, IN EACH CASE WHETHER DIRECT, INDIRECT OR CONSEQUENTIAL AND EVEN IF SUCH LOSS WAS REASONABLY FORESEEABLE OR IOP HAD BEEN ADVISED OF THE POSSIBILITY OF YOU INCURRING THE SAME.

NOTHING IN THESE TERMS AND CONDITIONS IS INTENDED TO LIMIT OR EXCLUDE ANY LIABILITY WHICH IOP IS NOT ABLE TO LIMIT OR EXCLUDE BY LAW INCLUDING, BUT NOT LIMITED TO, LIABILITY FOR ANY FRAUDULENT MISREPRESENTATION AND/OR FOR ANY DEATH OR PERSONAL INJURY CAUSED BY ITS NEGLIGENCE.

YOU SHALL INDEMNIFY IOP, AND KEEP IOP INDEMNIFIED, FOR ANY COSTS, LOSSES, OR DAMAGES THAT IOP SUFFERS, INCURS OR PAYS TO THE VENUE, ACCOMMODATION OR ANY OTHER SUPPLIER CONNECTED TO THE EVENT ARISING FROM OR CONNECTED TO: (I) ANY BREACH BY YOU OR YOUR REPRESENTATIVES OF ANY RELEVANT RULES AND REGULATIONS RELATING TO THE VENUE OR THE EVENT; (II) ANY DAMAGE DONE TO THAT VENUE OR ANY EQUIPMENT THEREON (WHETHER PROVIDED BY IOP, THE VENUE OR OTHERWISE) BY YOU OR YOUR REPRESENTATIVES, INCLUDING, BUT NOT LIMITED TO, ANY EQUIPMENT PROVIDED FOR THE EVENT; AND (III) ANY INJURY SUFFERED BY ANY PERSON, ANIMAL OR ITEM CAUSED BY OR IN CONSEQUENCE OF ANY ACT OR OMISSION OF YOU OR YOUR REPRESENTATIVES.

YOU MUST PUT IN PLACE APPROPRIATE INSURANCE TO COVER ANY COSTS, LIABILITIES OR OTHER LOSSES THAT YOU MAY SUFFER OR INCUR ARISING OUT OF THESE TERMS AND CONDITIONS (INCLUDING, WITHOUT LIMITATION, THE INDEMNITY ABOVE), ANY CANCELLATION OF ANY EVENT FOR ANY REASON, ANY DAMAGE OR LOSS TO YOUR (OR YOUR REPRESENTATIVE'S) PROPERTY OR YOUR INABILITY TO ATTEND THE EVENT FOR ANY REASON (INCLUDING ANY REASON BEYOND YOUR CONTROL). THE APPROPRIATE INSURANCE WHICH YOU MUST PUT IN PLACE MUST INCLUDE, BUT IS NOT LIMITED TO, PUBLIC LIABILITY INSURANCE WITH A LIABILITY LIMIT OF AT LEAST £5,000,000 (FIVE MILLION) PER EVENT. YOU ACKNOWLEDGE THAT IOP SHALL NOT BE LIABLE FOR ANY COSTS OR LOSSES ARISING DUE TO SUCH CANCELLATION OR INABILITY TO ATTEND, SAVE TO THE EXTENT EXPRESSLY SET OUT IN THESE TERMS AND CONDITIONS, AND THEREFORE IT IS YOUR RESPONSIBILITY TO ENSURE YOU HAVE APPROPRIATE INSURANCE. YOU SHALL PRODUCE COPIES OF SUCH INSURANCES TO IOP PROMPTLY ON REQUEST.

Data Protection

The information given to IOP by you will be recorded in IOP databases and will be used for marketing, administration and promotional purposes. If you do not wish to receive further correspondence from IOP which does not relate to the event then please email conferences@iop.org.

IOP may also share this information with its event sponsors and its group companies in order for them to contact you about other products and services which may be of interest to you. IOP may also share this information with providers of services relating to the event (e.g. venues and hotels) for purposes of fulfilling your booking. These providers, group companies and sponsors may not be located in the European Economic Area, and you expressly agree to the transfer of your information to these persons.
IOP is not responsible for the acts or omissions of any third party to whom it is entitled to pass your information under this section (Data Protection).
Unless IOP receives an explicit written request in advance from you confirming that you do not want to share your contact information, a list of all exhibitors and e-mail addresses may be included in the delegate packs.

In addition, you acknowledge that IOP and/or its representatives and/or any delegate and/or attendee at the event may take photographs and/or video footage of all or part of it. IOP may then include any of these photographs and/or video footage on any of its websites and/or other promotional materials, at its discretion; unless it receives an explicit written request from you confirming that you do not want IOP to use any images identifying you.

You are also referred to our privacy policy on the event website which forms part of these terms and conditions http://www.iop.org/privacy/index.html.

General

These terms and conditions apply to your order to the exclusion of any other terms that you seek to impose or incorporate, or which are implied by trade, custom, practice or course of dealing. You acknowledge that you have not relied on any statement, promise or representation made or given by or on behalf of IOP which is not set out in the contract.

Nothing in the contract is intended to, or shall be deemed to, constitute a partnership or joint venture of any kind between the parties, nor constitute either party the agent of the other party for any purpose. No party shall have authority to act as agent for, or to bind, the other party in any way.

A person who is not a party to the contract shall not have any rights under or in connection with it.

Any variation, including the introduction of any additional terms and conditions, to the contract, shall only be binding when agreed in writing and signed by a duly authorised representative of IOP.

If a court or any other competent authority finds that any provision of the contract (or part of any provision) is invalid, illegal or unenforceable, that provision or part-provision shall, to the extent required, be deemed deleted, and the validity and enforceability of the other provisions of the contract shall not be affected.

A waiver of any right under the contract is only effective if it is in writing and shall not be deemed to be a waiver of any subsequent breach or default. No failure or delay by a party in exercising any right or remedy under the contract or by law shall constitute a waiver of that or any other right or remedy, nor preclude or restrict its further exercise. No single or partial exercise of such right or remedy shall preclude or restrict the further exercise of that or any other right or remedy.

Governing Law

These terms and conditions are governed by English Law and the Courts of England and Wales shall have exclusive jurisdiction to determine any disputes which may arise under them.

Should you require clarification on any aspect of the event or these terms and conditions please contact IOP using the details below:

Conferences Department
Institute of Physics
76 Portland Place
London
W1B 1NT
Tel: +44 (0)20 7470 4800
Fax: +44 (0)20 7637 4266
E-mail: conferences@iop.org

Documents

Key dates

  • Abstract submission deadline (posters):
    27 February 2017
  • Early registration deadline:
    27 February 2017
  • Accommodation booking deadline:
    12 March 2017
  • Registration deadline:
    31 March 2017