EXHIBITOR TERMS AND CONDITIONS
Thanks for deciding to book an expo space at the Careers Expo (Expo), we look forward to seeing you there!
By making a booking for a stand or booth at the Expo of your choice of venue (Venue), and paying a fee for the stand or booth (Exhibition Fee), you (the Exhibitor) are entering into an agreement between the Expo Management Company Calibre and Associates (Organiser) and agree to the following terms, which include by reference the Exhibitor Compendiums as found on the Careers Expo website:
1. HOW DO I BOOK?
1.1 All Bookings must be made on the Exhibitor Application Form on-line and will be confirmed within 3 business days via a confirmation e-mail.
2. WHAT ARE THE PAYMENT TERMS?
For bookings made prior to 1 January 2020, an invoice will be issued with full payment due 20th of the month following the date of invoice.
Bookings made between 1 January 2020 and 31 March 2020, a 50% deposit is required 7 days after booking/invoice, with the full balance due 20th month following the date of invoice. (If balance is not received by this due date, and no prior arrangements have been made, the reserved exhibition space deposit will be forfeited and the space made available for resale.
All bookings made after 1 April 2020 require full payment 7 days from the date of booking /invoice.
2.2 Exclusions from Exhibitor Fee: The Exhibitor Fee does not include insurance, cleaning, loading and handling of equipment, staff, telephones, exhibit dressing, advertising or promotional material.
3. WHAT HAPPENS IF I WANT TO CANCEL A BOOKING?
3.1 Cancellations/Refunds: All cancellations must be submitted in writing. No refunds are granted after 31 March 2020. In the event of and Act of God, natural disaster, fire, rain, wind, storm or any other unforeseen event or catastrophe, the Organiser are not obliged to refund any part of Exhibitor Fee or other monies. All refunds are at the discretion of the Organiser.
3.2 Cancellation to be made in writing: Any cancellations must be made in writing or by email to Organiser at the address specified on the website.
4. HOW ARE BOOTHS ALLOCATED?
4.1 Allocation of booths: Booths will be allocated on a ‘first come, first served’ basis.
4.2 Alteration of Floorplan: The Organiser reserves the right to amend the floorplan or alter the exact location of the booths within the floorplan to accommodate sales e.g. where an Exhibitor books more than 4 (four) booths to avoid conflicts with other exhibitors. The Organiser will endeavour to consult with the exhibitors who are directly affected whenever possible and the Exhibitor undertakes to agree to such alteration(s).
5. WHAT ARE THE SPECIFICATIONS OF THE EXPO BOOTH/SPACE?
5.1 Standard booth dimensions: Standard booth space sizes at all Venues are 3.6m x 3.6m or 12.96m². Booths include Velcro receptive wall panels and power. Carpet is supplied at the Auckland, Hamilton and Wellington only (not Christchurch).
5.2 Special booth/stand requirements: The Exhibitor must advise the Organiser of any special requirements at least 3 weeks prior to the Expo date. All special requirements are subject to approval from the Organisers.
5.3 Booth shell scheme colours: The shell scheme is black. Exhibitors wishing to use other colours need to book and pay directly with the Organiser’s nominated display company, at the sole cost of the Exhibitor. Further information is available on the Careers Expo website.
6. WHAT ARE MY OBLIGATIONS AS AN EXHIBITOR?
6.1 Responsibility: It is the Exhibitor’s responsibility to educate attendees about the industry/product/service they represents in the most positive, competent, articulate and professional manner possible. Business casual attire is appropriate (we recommend wearing comfortable shoes).
6.2 Not Permitted: Alcohol, illegal drugs, smoking, disruptive and/or disrespectful behaviour are prohibited.
6.3 No "Booth Buddies”: Booth Buddies are people (family, friends, business partners, colleagues, associates, etc.) who are not signed up to exhibit at the Expo but hang out at or near the Exhibitor’s booth with the intention of selling products or services. Booth Buddies are not permitted at the Expo.
6.4 General: The Exhibitor must ensure that:
(a) the booth is fully staffed and continually kept open throughout the course of the Expo;
(b) walkways are kept clear at all times;
(c) the space is kept clean and tidy and free from rubbish at all times;
(d) business is conducted in an appropriate manner from the booth considering the Venue, Organiser, other exhibitors and visitors.
6.5 Arrangement of displays: The Exhibitor is required to arrange his/her/its displays so as to not obstruct the general view or conceal other exhibits. No signs or banners are to be placed outside of the booth assigned to each exhibitor. Exhibit personnel may not stand in the aisles or hand out materials, flyers or bags in the aisles of the Expo and must do so only within the allocated booth area.
6.6 Disturbance: Loud speakers, radios, televisions or the operation of any machinery or equipment which is of sufficient volume to be distracting to neighbouring exhibitors or Expo attendees are not permitted. Public address systems used to attract the attention of visitors passing near the Exhibitor’s booth are also not permitted.
6.7 Fund Raising: Fund raising for non-profit groups or charities will be permitted only with written permission from the Organiser.
6.8 Displaying Products: If the Exhibitor is displaying products or any material which is determined, in the Organiser’s discretion, to be inappropriate, including, for example, materials that are offensive, disparaging or discriminatory will be asked to remove its products or exhibit.
6.9Materials and Packing: All materials used in the Expo must be non-flammable and non-conforming materials must be removed immediately from the Venue. All packing containers are to be removed from the Expo floor and must not be stored under tables or behind displays.
6.10 Liquor Laws: As the Expo is aimed at visitors who may be under 18, and in order to comply with Venue Liquor Licensing requirements, no alcohol is served from the booth or included in any prize draws.
6.11 No Substitution/Sublease: The Exhibitor may not substitute him/her/itself or sublease booth space.
6.12 Exhibitor responsible for own property: The property of the Exhibitor is deemed to be under his/her/its custody, control and oversight at all times, including in transit to and from the Expo and within the confines of their booth. The booth, materials, displays and equipment should not be left unattended at any time. The Exhibitor is wholly responsible for the security of his/her/its materials during set up, Expo hours and pack out/dismantling.
6.13 Liability: The Organiser accepts no responsibility whatsoever for any loss of or damage to or theft of property (including materials, displays and equipment) belonging to the Exhibitor.
7. SET-UP/PACK-IN AND PACK OUT/DISMANTLING
7.1 Set-up: Set-up times will be advised in the exhibitor compendium for each venue. If the Exhibitor does not arrive (or call the Organiser) by 9:30am on the first day of the event, his/her/its booth space(s) will be given to a wait-listed exhibitor and the Exhibitor will not receive a refund, unless prior arrangements have been made with the Organiser. The Exhibitor must take care when installing/dismantling his/her/its equipment and stand as not to cause damage to the Venue carpet, walls, floor and booths, including all panels, fascia and lighting.
7.2 Dismantling: Booth dismantle does not occur until after the Expo closes; exhibitors must not disrupt the Expo by dismantling early.
7.3 Pack Out deadline: All exhibits must be packed out by 8.00pm on the final day of the Expo (unless prior arrangements are made with the Organisers).
7.4 Couriers and transportation of equipment etc. The Exhibitor is responsible for arranging couriers and transportation of exhibition equipment and exhibits to the Expo.
7.5 Storage of equipment etc. The Exhibitor must make his/her/its own arrangements for storage of exhibits and equipment prior, during and after the Expo.
7.6 Responsibility for loss/damage if caused: The Exhibitor will be solely responsible for the cost of remedying any damage and repairs howsoever caused to the Venue carpet, walls, floor and. All property damaged or destroyed by an Exhibitor must be replaced to its original condition at the expense of the Exhibitor.
8. WHAT ARE MY HEALTH & SAFETY OBLIGATIONS?
8.1 Legal Compliance: All exhibitions must meet current Building Act 2004, Health & Safety in Employment Act 1992 and New Zealand Fire Safety regulations.
8.2 Venue Compliance: The Exhibitor must, at all times, comply with the Venue’s regulations and policies including for example a strict a no smoking and any other laws applying to the Venue.
9. WHAT INSURANCE MUST I HAVE?
9.1 Exhibitor to indemnify: By completing and submitting the Exhibitor Application Form, the Exhibitor agrees to indemnify and hold harmless the Organiser and the Venue from all claims, demands, damages, and liability of any kind, including loss, damage or destruction of property, breach of contract, injury, negligence, abuse or wilful misconduct on the part of any party.
9.2 Organiser does not insure: Neither the Organiser nor the Venue owners provides insurance for the benefit of exhibitors. Exhibitors who wish to carry insurance on their property or for any other purpose must do so at their own expense.
9.3 Exhibitor to insure: The Exhibitor, at its sole expense, must take out all necessary insurance, including Public Liability insurance for a minimum indemnity of $1,000,000.00. The Organiser may ask for a copy of the insurance policy at any time.
10. HOW WILL THE ORGANISER USE MY PERSONAL INFORMATION?
10.1 Privacy Act 1993: The Organiser complies with the Privacy Act 1993. Booking a space deems consent to receive promotional material about the Expo and the Organiser’s products. The Organiser will only pass on Exhibitor’s information to third parties for the sole purpose of organising the Expo. If the Exhibitor wishes to opt out of receiving such information please indicate on the Exhibitor Booking Application.
10.2 Access to personal information: All personal information provided by exhibitors on the Exhibitor Application Form will be held by the Organiser. Under the Privacy Act 1993, exhibitors have the right to access and correct their personal information.
11. WHAT MARKETING OF THE EXPO WILL BE DONE BY THE ORGANISERS?
11.1 Official Programme: The Organiser may produce an official programme listing exhibitors for the Expo and will feature all exhibitors on the Expo website. The Organiser accepts no responsibility for any misdescription or any other error. The Organiser gives no warranty as to the type or extent of the promotion of the Expo or as to attendance numbers at any Venue.
11.2 Consent to use image: By making a booking for a space the Exhibitor gives consent to the Organiser to take and use photographs, images and any video footage of the Exhibitor, or the space during the Expo for any of the Organiser’s promotional purposes in perpetuity in any media without any payment to the Exhibitor.
11.3 Exhibitor use of photos etc. for marketing purposes: The Exhibitor is permitted to take a reasonable amount of photographs for his/her/its own promotional and marketing use provided that the Exhibitor does not infringe the Organiser’s intellectual property rights it holds in connection with the Expo.
12. WHAT HAPPENS IF I BREACH THESE TERMS AND CONDITIONS?
12.1 Unsuitable exhibits: The Organiser has the right to prohibit, prevent or remove any part of any exhibit deemed unsuitable or inappropriate for the purpose of the Expo.
12.2 Failure to comply: In the case of any failure of any Exhibitor to comply with these terms and conditions, the Organiser may cancel the Exhibitor’s booking or may, during the staging of the Expo, eject any Exhibitor from the Venue. No refund or compensation will be payable to the Exhibitor if cancellation or expulsion occurs.
12.3 Consequences of ejection: If the Exhibitor is ejected from the Expo Venue, or their booking is cancelled, the Exhibitor will then be prohibited from occupying any booth space. If the Exhibitor is at the time occupying a booth, the Exhibitor must immediately remove all his/her/its exhibits from the Venue in accordance with the Organiser’s directions. The Exhibitor will be responsible for all costs incurred by the Exhibitor and the Organiser in enforcing this clause 12.
13.1 Governing Law: These terms and conditions are governed by the laws of New Zealand.
13.2 Intellectual property: Calibre and Associates or The Company as applicable, own, or exclusively license in New Zealand, all intellectual property rights (including patents, copyright, designs (registered or not), trademarks (registered or not) and service marks) in or relating to the Products and the naming rights to the “ Careers Expo”. The Exhibitor agrees at all times to respect the validity and ownership of such rights and the goodwill attached to those rights and not to do or omit to do any act or thing or allow any act or thing to occur which may put in jeopardy the validity or ownership of those rights.
13.3 Exhibitor liable for losses: The Exhibitor will be liable to the Organiser for all losses, unpaid accounts, interest, damages, costs, charges, fees and expenses incurred by the Organiser as a result of the Exhibitor failing to comply with non-assignment provisions of these terms and conditions.
13.4 Alterations to terms and conditions: The Organiser reserves the right to alter these terms and conditions at any time and for any reason.
13.5 Alterations to dates of Expo: The Organiser reserves, in its absolute discretion, the right to alter the dates of the Expo and will use all reasonable endeavours to provide the exhibitors with reasonable prior notice of the change of date and will work with exhibitors to accommodate the change. No refunds will be given to Exhibitors for any change of date.
ACCEPTANCE: The Exhibitor has read the terms and conditions and understands that this agreement is legally binding between the Organiser and the Exhibitor.
Thank you for reading. By agreeing to these terms and conditions you will help to ensure a great Careers Expo experience for everyone involved.