Eastbourne DigiFest Exhibitor Terms and Conditions

1. Definitions

• Agreement means these Exhibitor Terms and Conditions, the Exhibitor Booking Form, and any written confirmations or schedules issued by the Organiser.

• Organiser means Switchplane Ltd, registered in England and Wales, whose correspondence address is at 24 Broad Road, Eastbourne, East Sussex, BN20 9QU.

• Event means Eastbourne DigiFest, the business and technology conference held on the date and at the venue stated on the Booking Form.

• Exhibitor means the organisation named on the Booking Form.

• Booking Form means the completed exhibitor booking form submitted to the Organiser.

• Space means the exhibition stand or area allocated to the Exhibitor.

• Charges means the fees payable as set out on the Booking Form.

• Venue means the premises at which the Event is held.
  
  

2. Booking and confirmation

A booking is not confirmed until accepted in writing by the Organiser.

The Agreement becomes binding on the date the booking is confirmed by the Organiser.

Stand allocation, inclusion in marketing materials, and exhibitor publicity will only take place once full payment of the Charges has been received.

3. Provision of the Event

The Organiser shall use reasonable endeavours to deliver the Event and provide the Space and services described in the Booking Form and exhibitor guidance.

The Organiser reserves the right to make reasonable changes to the layout, floor plan, timings, or services where required for operational, safety, or logistical reasons, provided such changes do not materially reduce the overall value of the booking.

The Organiser may subcontract elements of the Event delivery.

4. Exhibitor obligations

The Exhibitor shall:

• Use the Space to promote, demonstrate, and sell products and services in a lawful and professional manner.

• Comply with all applicable UK laws and regulations, including consumer protection and trading standards.

• Comply with all Venue rules and health and safety requirements.

• Ensure its stand, materials, and activities do not obstruct aisles, fire exits, or neighbouring stands.

• Be responsible for the conduct of its staff, contractors, and guests.

• Make good, or pay for, any damage caused to the Venue, equipment, or infrastructure.

• Occupy the Space for the full published opening hours of the Event.

• Vacate the Space within the published breakdown period.
  

The Exhibitor shall not:

• Bring or sell alcohol on site.

• Engage in misleading, offensive, unsafe, or illegal activity.

• Use excessive noise, amplification, lighting, or projections without prior consent.

• Sub-let, assign, or share the Space without written permission

• Bring hazardous items or prohibited materials onto the Venue.

Food and drink may only be provided for sampling purposes, must be appropriately wrapped, clearly labelled with allergen information, and must not contain nuts.

5. Under-18s and conduct

Under-18s may be present at the Event.

The Exhibitor must ensure that all activity, materials, demonstrations, and interactions are appropriate for a mixed-age audience.

The Organiser reserves the right to require changes to, or removal of, any stand, materials, or individuals that do not meet the standards of the Event or pose a risk to attendees.

6. Noise, safety, and stand setup

Exhibitors must be considerate of other exhibitors, speakers, and attendees.

The Organiser reserves the right to require changes to stand layout, equipment, or activities to ensure health and safety compliance, clear access routes, fire safety, and attendee comfort.

Failure to comply may result in removal of the stand or activity without refund.

7. Set-up and breakdown

Exhibitors must set up and dismantle their stands only during the published set-up and breakdown periods notified by the Organiser.

Exhibitors must not commence breakdown or remove any part of their stand before the official close of the Event without the prior written consent of the Organiser.

All stands, materials, and waste must be removed from the Venue within the published breakdown period. Any items left behind may be removed or disposed of by the Organiser or Venue, and any reasonable costs incurred will be charged to the Exhibitor.

The Exhibitor is responsible for the safety of its stand, materials, and personnel during set-up and breakdown and must comply with all health and safety and Venue requirements during these periods.

8. Charges and payment

All Charges are payable in full in advance, in accordance with the invoice issued by the Organiser.

Failure to pay by the stated due date may result in cancellation of the booking without refund.

The Exhibitor shall reimburse the Organiser for any reasonable costs incurred as a result of breach of this Agreement.

9. Cancellation by the Exhibitor

The Exhibitor has a 28-day cooling-off period from the date the booking is confirmed by the Organiser.

After the cooling-off period:

• If cancellation is received more than 8 weeks before the Event, 50 percent of the Charges will be refunded.

• If cancellation is received within 8 weeks of the Event, refunds are discretionary and only where the Organiser is able to resell the Space to another exhibitor.

Failure to attend the Event shall be treated as cancellation.

10. Cancellation or postponement by the Organiser

If the Event is cancelled or postponed due to circumstances beyond the Organiser’s reasonable control, including force majeure, the Organiser shall not be liable for any loss or damage suffered by the Exhibitor.

If the Event is cancelled and not rescheduled, the Organiser shall refund the Charges paid, less any reasonable costs already incurred.

11. Insurance and liability

The Exhibitor shall maintain public liability insurance of not less than £10,000,000 and provide evidence on request.

The Organiser’s total liability arising under this Agreement shall not exceed the Charges paid, except where liability cannot be limited under English law.

12. Indemnity

The Exhibitor indemnifies the Organiser against all claims, losses, liabilities, costs, and expenses arising from:

• The Exhibitor’s products or services

• Any sales or contractual arrangements made by the Exhibitor

• Advice or information provided by the Exhibito

• The Exhibitor’s stand, equipment, or activitie

• The conduct of the Exhibitor’s staff, contractors, or guests
  

13. Photography, filming, and marketing

The Exhibitor must provide a high-quality logo at the time of booking.

Photography and video recording will take place during the Event.

By exhibiting, the Exhibitor consents to the use of photographs, video, and recordings that may include its staff, stand, branding, or materials for marketing and promotional purposes.

Any requests to exclude individuals or stands from marketing materials must be made in writing prior to the Event.

14. Data protection

Exhibitor booking details may be shared with trusted partners and service providers solely for the purposes of Event administration, in accordance with UK data protection legislation.

15. Removal and termination

The Organiser reserves the right to remove any stand, materials, or individuals that breach this Agreement or bring the Event into disrepute, without refund.

16. General

This Agreement constitutes the entire agreement between the parties and supersedes all prior discussions or representations.

English law applies, and the parties submit to the non-exclusive jurisdiction of the English courts.

If the booking is made by one party on behalf of another, both parties shall be jointly and severally liable.