EXHIBITOR TERMS AND CONDITIONS

Definitions

‘The Event’

Paediatric Continence Care Conference

12th October 2026

‘The Organiser’

ERIC (The Children’s Bowel & Bladder Charity)

‘The Exhibitor’

Any person, firm, company, association or organisation and its employees, servants or agents to whom display space or a sponsorship package is allocated at the Event.

Stand Application/Allocation

Companies wishing to exhibit must complete the online booking form.  No application will be considered valid until a booking form is received and the booking confirmed.

The Organiser reserves the right to refuse any application or prohibit any exhibit without assigning any reason for such refusal or prohibition.

Stands are assigned subject to availability.  The Organiser reserves the right to alter the layout or allocation of the stands and compensation will not be given.

Payment Terms

An invoice will be issued and payment should be made within 30 days. If the event is within 30 days of the stand or sponsorship package being booked, full payment will be required with the booking.

Cancellation

In the event of the Exhibitor giving written notice at any time prior to the Event of an intention to cancel the stand/sponsorship or fails to occupy the stand space by the morning of the Event, the Organiser will have absolute discretion to deal with the display space as it thinks fit, without being under any liability to refund or rebate any charge paid or due herein, except as provided below.

Once a stand booking form has been received, any Exhibitor who subsequently decides for any reason to withdraw from the Event shall immediately inform the Organiser in writing and shall be liable to pay the following cancellation charges, plus VAT:

• Cancellations on/ before 30th April 2026 = 25%
• Cancellations received between 1st May and 31st August 2026 = 50%
• Cancellations on/ after 1st September 2026 = 100%

Change of Date/Venue or Cancellation

The Organiser reserves the right at any time to change the date and/or venue of the Event or to cancel it altogether if it is deemed necessary for any cause beyond the Organiser’s control; or if the Organiser for any other reason deems it necessary or advisable.  In such cases, the Exhibitor waives any and all claims he might have against the Organiser for refunds, damages or expenses.

In the event that the Event is cancelled for commercial reasons such as lack of support then all sums paid by the Exhibitor for the stand/sponsorship will be refunded.  The Exhibitor/Sponsor agrees that under these circumstances he/she will have no further claims against the Organiser.

Bankruptcy or liquidation

In the event of an Exhibitor becoming bankrupt or entering into liquidation or having the receiver appointed, the contract with such an Exhibitor will terminate forthwith, the allotment of stand space will be cancelled and all sums paid by the Exhibitor under contract shall be forfeit.

Installation & Removal of Exhibits/ Delivery & collection

Exhibitors will not be able to set up their stand until the morning of 12th October 2026 unless special arrangements have been made with the Organiser.

No stand may be dismantled, packed away or removed until the exhibition at the Event is closed.

The Exhibitor must ensure that all exhibits are removed from the premises on the 12th October 2026.  Goods cannot be stored at the hotel and the hotel is not responsible for any goods left on site. The hotel may need to dispose of any items left on site after the event has finished.

Deliveries and collections must be accompanied by the correct hotel forms. Without prior notice the hotel cannot accept more than 4 x A4 size boxes. Deliveries will only be accepted at the Security office located at the rear of the hotel and will not be accepted more than two working days prior to the event date.

Display/Stand Design

All stands consist of a 5ft table and 2 chairs. Any Exhibitor who wants to build/ bring their own stand must obtain approval from the Organiser at least 30 days prior to the Event.

The Event will be open to visitors during the times advertised and the Exhibitor must ensure the stand is ready 30 minutes before the opening time.  Stands must be fully staffed at all times during Exhibition opening hours.

The Exhibitor must not alter or tamper with the structure of the stand area, including flooring, lights and electrical sockets, and must ensure that nails or screws are not used.  Exhibitors must keep within their designated exhibition space and keep gangways clear at all times.

The Exhibitor must ensure that any sound coming from his stand is kept to a volume that does not cause annoyance to other Exhibitors.

The Organiser reserves the right to remove any materials or literature considered to be of an obscene or objectionable nature and remove any exhibit it considers unsafe.  Compensation will not be given.

Subletting

No part or whole of any site may be sublet by the Exhibitor without the prior written consent of the Organiser.

Electrical Requirements

Exhibitors are permitted to use small electrical items such as laptops subject to the items being PAT tested.  Larger machinery may be permitted but the Exhibitor must obtain approval from the Organiser at least 30 days prior to the Event.

Insurance and Security

The Exhibitor should ensure that all items on the stand are covered by full and comprehensive insurance, and that valuables are kept secure.  The Organiser cannot accept responsibility for any losses incurred.

The Exhibitor should ensure he/she has adequate insurance to cover all liabilities and rights.

The Exhibitor will indemnify the Organiser for any damage to the premises by the Exhibitor, his agents, contractors, or employees.

Limitation on Liability

The Organiser, its agents and employees shall not be liable for any loss, theft, damage or injury to persons or property during the terms of this agreement from any cause whatsoever.

Risk assessment

All exhibiting companies will be asked to complete a risk assessment in relation to the event as a whole.

Post conference delegate lists

You will receive a final delegate list with name, job role, organisation name and email address after the event. Should you wish to use any of this personal data for direct marketing purposes, it is your responsibility to obtain consent from the delegate prior to this.