Terms of Business

Networking Expo 2011 – Terms and Conditions
PURPOSE OF EXHIBIT
The Richmond Business Expo 2011 (‘Exhibition’) is a business development and networking event that has been created and delivered by the thebestofrichmond. The Exhibition is staged in conjunction with networking and is designed to promote business in Richmond Borough. Exhibitors may approach visitors to create awareness, stimulate enquiries or sell their products and services.
ASSIGNMENT OF EXHIBIT SPACE
Exhibition space will be assigned in the order reservations are received. thebestofrichmond shall use its best efforts to locate the stand in one of the locations designated by Exhibitor elsewhere in this agreement. Notwithstanding the above, thebestofrichmond reserves the right to change location assignments when such action is deemed to be in the best interest of the Exhibition. Instances involving relocation of a stand due to unforeseen circumstances, force majeur, or acts of God or war shall be governed by the provision "Cancellation, Postponement, or Relocation of Exhibition" below. The Exhibitor agrees that its exhibit shall be admitted into the Exhibition and shall remain for the day solely on strict compliance with all the rules herein described. thebestofrichmond reserves the right to reject, eject, or prohibit any exhibit in whole or in part, or any Exhibitor with cause if the exhibit is unsuitable to or not consistent with the character of the Exhibition. thebestofrichmond's liability for rejection with cause shall be limited to a refund to the Exhibitor of the amount of rental unearned at the time of ejection. However, if an exhibit or Exhibitor is ejected for violation of these rules or for any other stated reason, no return of rental shall be made.
RENTAL OF SPACE AND ITS USE
Rental includes the following exhibit equipment: 8'-high back and side wall, plus a sign featuring the Exhibitor's company name. Hanging Signs: All hanging signs require written approval from thebestofrichmond. Standard Exhibits: Regular and specially built back walls including signs may not exceed an overall height of 8'. Signs must be at least 3' from ends of exhibit. No displays or obstructions may be placed in normal aisle area. Special designs may be submitted to thebestofrichmond for approval.
SUBLETTING OF SPACE
The Exhibitor shall not assign, sublet, or apportion the whole or any part of the space assigned or have representatives, equipment, or materials from firms other than its own in the Exhibit Space without written consent of thebestofrichmond. Only one company shall be considered as the Exhibitor; any other company or unity in the Exhibit Space shall be considered a subsidiary or affiliate.
INSTALLATION AND DISMANTLING
The Exhibitor explicitly agrees that in the event it fails to install its products in assigned Exhibit Space or fails to remit payment for required space rental at time specified, thebestofrichmond shall have the right to take possession of said space and lease same or any part thereof to such parties and upon such terms and conditions as it may deem proper. In addition, the Exhibitor shall not dismantle or otherwise interfere with the orderly conduct and display of the Exhibits until the Exhibition Floor is finally closed to visitors.
FIRE AND SAFETY REGULATIONS
Exhibitors shall not pack merchandise in paper, straw, excelsior, or any other readily inflammable material. All cartons stored in the Exhibit Building shall be emptied of contents. Exhibitors shall use no inflammable decoration or covering for display fixtures, and all fabrics or other material used for decoration or covering shall be flameproof. If required by local law or ordinances, Exhibitor shall have on hand in its Exhibit Space a notarized affidavit establishing that its display materials have been treated during the last year by an approved chemical. All wiring devices and sockets shall be in good condition and meet the requirements of local law.
UNION LABOUR
If required by local ordinances, Exhibitors must comply with all union regulations applicable to installation, dismantling, and display of the Exhibits.
EXHIBITOR CONDUCT
The prior written consent of thebestofrichmond is required for the employment or use of any live model, demonstrator, solicitor, or device for the mechanical reproduction of sound. Such employment or use shall be confined to the Exhibit Space. thebestofrichmond, in its sole and absolute discretion, may withdraw its consent at any time, in which event the Exhibitor shall terminate such activity immediately. All promotional plans must be submitted to thebestofrichmond for approval. Distribution of pamphlets, brochures, or any advertising matter must be confined to the Exhibit Space. Exhibitors are prohibited from bringing alcoholic beverages into the Twickenham Stadium. Exhibitors shall refrain from any action that will distract attendees from attendance at the Exhibit during open hours. Exhibitors shall not lead attendees from one Exhibit Space to another. Exhibitors or any of their representatives shall not conduct themselves in a manner offensive to standards of decency or good taste.
FILM, SOUND DEVICES, AND LIGHTING
If images, loudspeakers, or sound devices are used, the Exhibitor agrees to comply with thebestofrichmond requirements for the operation of the equipment. Equipment will only be permitted if tuned to conversational level and is not objectionable to neighbouring Exhibitors. Operating equipment that emits excessive noise must be run intermittently for specific demonstrations only. thebestofrichmond reserves the right to restrict the use of glaring lights or objectionable lighting effects.
CONTRACTOR SERVICES AND INFORMATION
Where an Official Contractor has been designated to perform services for an Exhibitor—such as the rental of furniture, setup of exhibits, electrical work, plumbing, labour, or any other service—no Exhibitor or representative shall contract for such services with other than the said Official Contractor unless permission has been secured in writing in advance from thebestofrichmond. thebestofrichmond assumes no responsibility or liability for any of the services performed or materials delivered by the contractors.
STORAGE
Exhibitors will not be permitted to store packing crates and boxes in the stand or the Twickenham Stadium during the Exhibition. It is the Exhibitor's responsibility to mark and identify all crates and boxes. Crates and boxes not properly labeled may be destroyed. No trunks, cases, or packing material shall be brought into or out of the Exhibit Space during Exhibit Hours.
PHOTOGRAPHS
No photographs shall be taken without the prior consent of thebestofrichmond and/or the Exhibitors involved.
LIABILITY AND INSURANCE
All property of the Exhibitor remains under its care, custody and control in transit to and from the Twickenham Stadium, during installation and removal, and while it is within the confines of the Twickenham Stadium. Neither thebestofrichmond or the management of the Twickenham Stadium nor any of the officers, staff members, or directors of any of the same are responsible for the safety of the property of Exhibitors from theft, damage by fire, accident, vandalism, or other causes, and the Exhibitor expressly waives and releases any claim or demand it may have against any of them by reason of any damage to or loss of any property of the Exhibitor, except where the damage or loss is due to the gross negligence or willful misconduct of thebestofrichmond, the management of the Twickenham Stadium, or their agents or employees, arising out of thebestofrichmond’s, the managers of the Twickenham Stadium’s duties and responsibilities under this agreement. Exhibitors understand that neither thebestofrichmond or the Harlequins Rugby Club carry business interruption and/or property damage insurance coverage for loss or damage of Exhibitor's property. The Exhibitor agrees to obtain the following insurance during the dates of the Exhibition, including move-in and move-out periods and shall be prepared to furnish a certificate of insurance to thebestofrichmond if requested: (a) Commercial general liability insurance coverage including protective and contractual liability for bodily injury and property damage; (b) Employers liability insurance.
HOLD HARMLESS AND INDEMNIFICATION
This agreement shall not constitute nor be considered a partnership, joint venture, or agency relationship between thebestofrichmond or the Harlequins Rugby Club. Exhibitors hereby agree to indemnify, hold harmless and defend thebestofrichmond, the Twickenham Experience, and their respective officers, directors, and employees (Indemnities) from and against any and all liability, responsibility, loss, damage, cost, or expense of any kind whatsoever as they arise (including but not limited to court costs, interest and legal fees) which the Indemnities may incur, suffer, be part to, or be required to pay, incident to or arising directly or indirectly from any intentional or negligent act or omission or breach of these terms, conditions, and rules, or violation of any ordinance or statute by Exhibitors or any of its employees or agents. The Exhibitor assumes full responsibility and liability for the actions of its agents, employees, and independent contractors, whether acting within or without the scope of their authority, and agrees to indemnify, hold harmless, and defend the Indemnities as expenses arise, from responsibility or liability resulting directly or indirectly, or jointly, from other causes that arise because of the acts or omission of its agents, employees, or independent contractors whether acting within or without the scope of their authority. thebestofrichmond hereby agrees to indemnify, hold harmless and defend the Exhibitor and its respective officers, directors, and employees (Indemnities) from and against any and all liability, responsibility, loss, damage, cost, or expense of any kind whatsoever as they arise (including but not limited to court costs interest and attorney's fees) which the Indemnities may incur, suffer, be part to, or be required to pay, incident to or arising directly or indirectly from any intentional or negligent act or omission or breach of these terms, conditions, and rules, or violation of any ordinance or statute by thebestofrichmond or any of their employees, or agents. thebestofrichmond assumes full responsibility and liability for the actions of its agents and employees, and independent contractors, whether acting within or without the scope of their authority, and agrees to indemnify, hold harmless, and defend the Indemnities as expenses arise, from responsibility or liability resulting directly or indirectly, or jointly, from other causes that arise because of the acts or omission of their agents, employees, or independent contractors whether acting within or without the scope of their authority.
CANCELLATION, POSTPONEMENT, OR RELOCATION OF EXHIBITION
In the event that any unforeseen occurrence, force majeur, or acts of God or war, shall render the fulfillment of this agreement impossible by thebestofrichmond, the parties shall mutually amend or terminate the agreement at thebestofrichmond's option. In such circumstances, thebestofrichmond's sole responsibility to Exhibitors shall be a full refund of all rental fees paid by Exhibitors. No monies will be returned should the dates or location of the Exhibition be changed by thebestofrichmond, but Exhibitors will be assigned space that the Exhibitors agree to use under these same rules and regulations. thebestofrichmond shall not be financially liable in the event the Exhibition is interrupted, cancelled, moved, or dates changed except as provided herein.
EXHIBITOR CANCELLATION
Cancellation of any portion of the Application/Contract by the Exhibitor will be accepted only at the discretion of thebestofrichmond and then only based upon the following refunds: Prior to or on 29 January, 2011: 80% refund of deposit on cancelled space; after 29 January, 2011, but before or on 19 February, 2011: 20% refund of deposit on cancelled space; after 19 February, 2011: no refund. Except as the Exhibitor's rental obligation may be reduced as set forth in the preceding sentence, the Exhibitor is responsible for total booth rental irrespective of the reason for the cancellation by the Exhibitor including the failure of an Exhibit to arrive for any reason.
AGREEMENT OF TERMS, CONDITIONS, AND RULES
Exhibitor agrees to observe and abide by the foregoing Terms, Conditions and Rules and by such additional Terms, Conditions, and Rules made by thebestofrichmond from time to time for the efficient or safe operation of the Exhibition, including, but not limited to, those contained in this Contract. In addition to thebestofrichmond's right to close an Exhibit and withdraw its acceptance of this application/Contract, thebestofrichmond in its sole judgment may refuse to consider for participation in future Exhibits an Exhibitor who violates or fails to abide by all such Terms, Conditions, and Rules. There is no other agreement or warranty between the Exhibitor and thebestofrichmond except as set forth in this document. The rights of thebestofrichmond and the Exhibitor under this Contract shall not be deemed waived except as specifically stated in writing and signed by an authorized representative of the respective parties.