Exhibitor, Sponsor and Hosted Meetings Terms & Conditions

1. Definitions

In these Terms and Conditions: “Event” means any exhibition, conference, hosted meetings programme or related activity organised by Existem Events Ltd (“Existem”). “Participation” means any form of commercial involvement in an Event, including (without limitation) exhibition space, sponsorship, hosted meetings, advertising or branding. “You” means the contracting company, together with its employees, agents and representatives.

2. Formation of Contract

Your order constitutes an offer to purchase Participation. A binding contract is formed only when Existem confirms acceptance in writing. These Terms, together with your order form and any specific agreement, constitute the entire contract between the parties.

3. Payment and VAT

Fees are payable in accordance with the booking form. Orders placed within thirty (30) days of the Event must be paid in full prior to the Event. Late payments will accrue interest and recovery costs under the Late Payment of Commercial Debts (Interest) Act 1998. Payments are non-refundable except as expressly set out below.

All fees are exclusive of VAT unless stated otherwise. UK companies will be charged VAT at the prevailing rate. Companies established outside the UK are generally outside the scope of UK VAT and will not be charged VAT, but remain responsible for any local taxes that may apply.

4. Cancellation by You

Any cancellation must be in writing to sales@hellopartner.com. The following charges apply: more than six months before the Event: 50% of fees due; three to six months before the Event: 75% of fees due; within three months of the Event: 100% of fees due. Any reduction in the scope of your Participation shall be treated as a cancellation of that portion and subject to the cancellation charges above. These charges are agreed by the parties to be a genuine pre-estimate of loss.

If Existem resells any cancelled exhibition space or sponsorship package, the cancellation charge shall be reduced by the amount actually received from such resale. However, in all cases a minimum of twenty-five percent (25%) of the total contract value shall remain payable by You as an administration fee. These charges are agreed by the parties to be a genuine pre-estimate of loss.

5. Cancellation or Alteration by Existem

Existem may alter the advertised date, format, content or venue of the Event. Where the Event remains substantially similar, no refund shall be due. If the Event is cancelled or materially altered, You may elect either (a) to apply fees paid as credit towards a future event, or (b) to terminate and receive a refund of sums paid, less the value of any services or benefits already delivered (including pre-event marketing or branding). Refunds shall be issued within sixty (60) days. Existem may terminate immediately, without refund, in the event of Your non-payment, material breach, or conduct likely to bring the Event or Existem into disrepute.

6. Participation Rules

You shall comply with all applicable laws, venue rules, health and safety requirements, equality and anti-harassment policies, and Existem’s code of conduct. Sub-letting or transferring Participation is prohibited without prior written consent. Where exhibition space is included, all stand designs, contractors and equipment must be approved by Existem and conform to safety standards. Exhibitors must supply stand graphics and related artwork by the deadlines specified by Existem or its contractors. Late submissions may attract a late processing fee of £150, payable directly to the appointed contractor. You are responsible for the cost of remedying any damage caused by You, your agents or contractors.

7. Hosted Meetings

Where your package includes hosted meetings, You agree to attend and participate in good faith, in accordance with the schedule and format notified by Existem. Substitution of delegates is subject to Existem’s prior approval. Failure to attend or misuse of meeting entitlements may result in forfeiture of those entitlements without refund.

8. Pass Policy

Complimentary passes are allocated strictly as per your package. Retailer/publisher passes are restricted to eligible categories and may not be transferred to agencies, networks or SaaS providers. Complimentary passes allocated in your package must be registered no later than thirty (30) days before the Event; any unregistered passes will expire at that point and cannot be reinstated. Unauthorised passes may be revoked and deemed used. Additional passes may be purchased at discounted rates as per your schedule of benefits.

9. Side Events

Existem welcomes networking and gatherings around the Event; however, any sponsor, exhibitor, or partner wishing to host or promote a related activity (“Side Event”) – including mixers, dinners, gatherings, or parties – must first obtain written approval from Existem.

Approved Side Events must align with the Event’s values and take place only within pre-agreed time slots – before, during, or after show hours – that do not conflict with the official agenda.

Side Events must be open only to registered Event delegates or those working for the company organising the side event.

Side Events organised by non-sponsors or non-exhibitors will not be approved. Once approved, Existem may, at its discretion, promote the Side Event free of charge for selected sponsorship tiers or for a nominal fee for others.

Please note that any unauthorised or unapproved Side Event – or attendance at such an event – will result in immediate cancellation of participation without refund, and will render your company ineligible to sponsor, exhibit, or attend any future Hello Partner events.

10. Intellectual Property

You warrant that all content supplied by You does not infringe third-party rights and is not unlawful, defamatory or offensive. You grant Existem a non-exclusive, worldwide licence to use Your name, logo and materials for the promotion and staging of the Event. Existem grants You a non-exclusive licence to use the Event’s name, logo and trademarks in accordance with brand guidelines supplied by Existem. Prior approval is not required, but Existem may withdraw this licence if, in its reasonable opinion, the use is misleading or detrimental to the Event’s reputation. Each party retains ownership of its own intellectual property.

11. Insurance and Liability

You shall maintain public liability insurance of not less than £5,000,000 (or USD equivalent) and provide evidence upon request. You shall indemnify Existem against all claims, damages, losses and expenses arising from Your Participation, including damage to the venue, breach of these Terms or negligence. Existem’s total liability under this contract is limited to the total fees paid by You, except in respect of death, personal injury or fraud. Existem shall not be liable for loss of profits, goodwill, business opportunities or consequential losses.

12. Data Protection

Existem shall process personal data in accordance with UK data protection law and its Privacy Policy. Personal data will not be shared with sponsors or partners for marketing purposes without a clear lawful basis, and where required, the consent of the data subject. Where data is transferred outside the UK or European Economic Area, Existem shall ensure appropriate safeguards are in place in compliance with UK GDPR.

Where a delegate consents to have their badge scanned by You or your representatives during the Event, Existem will provide You with the delegate’s name, company, job title and contact details. By scanning a delegate’s badge, You acknowledge and agree that: (a) the delegate has consented to the transfer of their personal data to You for the purposes of post-event follow-up; (b) You will act as an independent data controller in respect of that personal data; and (c) You shall process such personal data strictly in accordance with applicable data protection laws, and only for the purpose for which consent was obtained. You shall indemnify Existem against any loss or liability arising from Your failure to comply with this obligation.

13. Confidentiality

Each party shall keep the other’s confidential information secure and use it only for the purpose of fulfilling this contract, save where disclosure is required by law.

14. Force Majeure

Existem shall not be liable for any failure or delay in performance caused by events beyond its reasonable control, including (without limitation) natural disasters, strikes, terrorism, pandemics or government action.

15. General

These Terms prevail over any other terms You seek to impose. No partnership, joint venture or agency relationship is created. Neither party may assign its rights or obligations without the other’s written consent. If any provision is held invalid, the remaining provisions remain in full force. A waiver of any right is only effective if in writing. A person who is not a party to this contract shall have no rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any of its terms.

16. Governing Law

This contract shall be governed by and construed in accordance with English law, and the courts of England and Wales shall have exclusive jurisdiction.

Contact
Hello Partner (Existem Events Ltd)
1 Victoria Street
Bristol
BS1 6AA
UK
Email: sales@hellopartner.com