Exhibitor & Commercial Partnership Terms

Last updated: 23 August 2026.

1. Parties and business purpose

UKIEE 2027 is organised by UK Petroleum Co. Ltd (the “Organiser”).

These terms apply to organisations applying to exhibit physically at UKIEE 2027 and/or enter a commercial partnership arrangement. Commercial participation is business-to-business. The applicant confirms that it is acting for business or professional purposes and that the person submitting or accepting an arrangement has authority to bind the participating organisation.

2. Event status, dates and venue

UKIEE 2027 is currently planned for 27-29 April 2027 in London. Venue arrangements with Magazine London are being finalised and remain subject to contractual completion. Until the Organiser issues written confirmation, the venue, exact dates, access times, floorplan, stand location, programme, feature areas, services and operational arrangements remain subject to change. An application or invoice request does not itself guarantee a specific venue, date, stand position, feature position or programme opportunity.

3. Application and binding confirmation

Registration forms, enquiries, proposals, quotations and preliminary discussions are non-binding. The Organiser may review relevance, availability, compliance, technical suitability, credit status and event fit before accepting an application. A signed registration form is an offer by the applicant to participate. Participation becomes binding when the Organiser issues written acceptance or a Participation Confirmation identifying the accepted package and fee. No payment is required to create the binding booking unless the written confirmation expressly states otherwise; payment is a contractual obligation that follows acceptance, and non-payment does not cancel or release the participant from the confirmed booking or sums due. If there is any conflict, the order of precedence is: (1) the Organiser’s written Participation Confirmation/agreement accepted through the application process; (2) any written package or deliverables schedule expressly incorporated into it; (3) these terms.

4. Fees, VAT and payment

All exhibition-space and commercial-partnership prices published in the UKIEE 2027 registration form are inclusive of VAT. Unless a written quotation expressly states otherwise, the confirmed fee is the VAT-inclusive amount payable. The standard payment schedule for confirmed exhibition and commercial-partnership fees is:

For a booking confirmed after an instalment date, all instalments that would already have fallen due become payable within 7 days of confirmation. The Organiser may withhold benefits, suspend work, reallocate space or terminate participation for non-payment. Bank charges, currency costs, taxes and third-party charges are the participant’s responsibility unless expressly included. Statutory interest and recovery costs may be charged on overdue commercial debts where legally available.

5. Exhibitor space and package basis

Exhibition space is allocated subject to availability and the final floorplan. Space-only participation covers the confirmed floor area and only those additional items expressly listed in the Participation Confirmation. A standard shell package, where offered, is subject to the final shell contractor specification. If the shell specification or final shell price has not been fixed when an application is submitted, selection of a shell preference is not binding until the applicant receives and accepts the final written shell specification and price. The applicant may elect space-only instead where available.

6. Additional exhibitor services

Unless expressly included, exhibitor-specific power, additional electrical distribution, AV, screens, enhanced internet/Wi-Fi, furniture, graphics, rigging, catering, freight, lifting, storage, waste, compressed air, water, specialist cleaning and other technical or venue services are charged separately. Services may be supplied by mandatory or exclusive venue contractors. Quotations, deadlines and technical conditions may apply. Once an exhibitor approves a bespoke third-party service and the Organiser or venue commits the cost, that cost becomes non-cancellable and payable in full.

7. Floorplan, stand location and operational changes

The Organiser may reasonably alter the floorplan, stand numbering, stand location, entrances, aisles, feature locations, meeting areas or operational arrangements to meet venue, safety, production, commercial or visitor-flow requirements. A particular neighbouring exhibitor, footfall level, entrance position or visitor route is not guaranteed. Any material reduction in contracted floor area will be addressed by an appropriate price adjustment or alternative allocation.

8. Exhibitor build, safety and insurance

Exhibitors and their contractors must comply with the exhibitor manual, venue rules, build and breakdown times, fire and structural requirements, electrical rules, accessibility requirements, risk assessments, method statements, security requirements and all reasonable organiser instructions. Exhibitors remain responsible for their staff, contractors, equipment, demonstrations and stand activity. Evidence of adequate public liability and other insurance may be required at the level specified in the exhibitor manual or venue rules. The Organiser may stop unsafe or non-compliant work or demonstrations without liability.

9. Exhibitor content, products and claims

All products, technologies, services, demonstrations, claims, graphics and promotional materials must be lawful, accurate and relevant to the accepted participation scope. The exhibitor warrants that it owns or has permission to use all submitted intellectual property. Misleading technical, investment, environmental, performance, regulatory or availability claims are prohibited. The Organiser may require amendment or removal of unsuitable, unsafe, infringing or misleading material.

10. Subletting and representation

Stand space, badges, partnership rights and benefits may not be sold, assigned, shared or sublet to another organisation without prior written approval. Co-exhibitors, represented brands, agents and group companies must be disclosed where required and may be subject to additional fees or approval.

11. Commercial partnership scope

Commercial-partnership fees cover only the deliverables expressly stated in the written Participation Confirmation or deliverables schedule. Commercial partnership does not include exhibition space unless exhibition space is expressly listed in writing. Partnership opportunities remain subject to availability and may include Principal Event Partnership, Project & Procurement Exchange, Vendor Readiness & Qualification Hub, Energy Solutions Clinic, Consortium & Delivery Hub, Energy Project Delivery Forum, Technical Demonstration Area, Project Meeting Centre, International Project Supply Activity, Project Owner Briefings or an approved bespoke activation.

12. Partnership branding and production

Commercial partners must provide approved logos, copy, artwork and other materials by the stated deadlines. Late materials may result in reduced or omitted deliverables without refund where production deadlines have passed. Bespoke fabrication, printing, AV, hospitality, special branding and other third-party activation costs are additional unless expressly included. Once authorised and committed, bespoke third-party costs are payable in full even if the partner later cancels.

13. Editorial independence, meetings and data

Commercial partnership does not confer procurement preference, supplier approval, guaranteed meetings, editorial control, guaranteed speaking access, a keynote, panel seat, award, research endorsement, exclusivity or unrestricted access to visitor, delegate, exhibitor or speaker data unless a specific right is expressly stated in writing. Programme contributions remain subject to relevance, balance, capacity and editorial approval. Personal information is shared only in accordance with applicable data-protection law and the UKIEE Privacy Policy.

14. Participant cancellation – single booking-wide rule

A confirmed participant may cancel only by written notice to info@ukpetroleum.com. The cancellation charge applies to the total confirmed participation fee as one booking. It is not apportioned between floor space, shell or stand package, commercial-partnership rights, feature associations, branding or other included components.

Cancellation charges become immediately due whether or not all instalments have already been paid. Payments received are credited against the cancellation liability and any outstanding balance remains payable. Approved bespoke third-party costs already committed are payable in full in addition. A request to reduce, downgrade, split or remove part of a confirmed booking is not automatically accepted and does not create a right to a proportional refund; unless the Organiser agrees a written variation, the original confirmed fee remains payable.

15. Substitution and company changes

An exhibitor or partner may request substitution by another group company or another organisation. Substitution is subject to the Organiser’s written approval, relevance and compliance review. A name change, acquisition or corporate restructuring should be notified promptly. Approval of a substitute does not automatically transfer programme positions, exclusivity or other rights that were specific to the original organisation.

16. Organiser postponement or date change

If the Organiser postpones the event or changes the dates, confirmed participation and payments will normally transfer to the rescheduled event. If the rescheduled opening date is more than 90 days later than the originally confirmed opening date, a participant that cannot reasonably attend may, within 14 days of the postponement notice, elect either (a) transfer to the new dates, (b) a credit toward the next UKIEE event, or (c) cancellation and refund of event participation fees paid, less any participant-specific bespoke third-party costs already approved and irrecoverably committed.

17. Venue relocation

The Organiser may relocate UKIEE within Greater London where reasonably necessary. A relocation to a venue that provides materially comparable event capability does not by itself entitle a participant to cancel without charge. If relocation materially reduces a specific contracted deliverable and no reasonable substitute is available, the Organiser will discuss an appropriate adjustment, substitute benefit or credit.

18. Organiser cancellation

If the Organiser cancels UKIEE 2027 and does not offer a rescheduled event under clause 16, the Organiser will refund participation fees actually paid for undelivered event participation, less any participant-specific bespoke third-party costs expressly authorised by that participant and already irrecoverably committed. The Organiser will not be liable for travel, accommodation, visa, staffing, shipping, lost opportunity, loss of profit or other consequential costs, subject to liabilities that cannot lawfully be excluded.

19. Events beyond reasonable control

Neither party is liable for failure or delay caused by events beyond reasonable control, including severe weather, fire, flood, epidemic or pandemic, terrorism, war, civil disorder, government action, venue closure, transport disruption, utility failure, industrial action, cyber incident or similar event. The Organiser may postpone, relocate, reconfigure or modify the event where reasonably necessary. If the event is ultimately cancelled and not rescheduled within 12 months, the Organiser will account for fees paid and may retain a fair proportion corresponding to services already delivered and documented non-recoverable external costs, to the extent permitted by law.

20. Non-payment, breach and organiser termination

The Organiser may suspend or terminate participation, remove branding, close a stand or reallocate space where the participant fails to pay, materially breaches these terms, provides materially misleading information, acts unlawfully, creates a safety risk, causes serious disruption or creates a material reputational or compliance risk. Where termination results from the participant’s breach, amounts already paid are not refundable. Termination does not prejudice any accrued payment obligation, cancellation charge under clause 14, approved committed third-party cost, interest or recovery cost otherwise due under these terms or the Participation Confirmation.

21. Attendance and commercial outcomes

The Organiser does not guarantee visitor numbers, audience profile, stand traffic, meetings, leads, sales, contracts, investment, publicity, media coverage, procurement outcomes, supplier approval or the attendance of any particular organisation or person. Planning targets, forecasts and expected attendance are estimates and not warranties.

22. Intellectual property and organiser marketing

Each party retains ownership of its intellectual property. The participant grants the Organiser a non-exclusive, royalty-free licence for the event cycle to use approved names, logos, descriptions, photographs and supplied materials for administering and promoting the participant’s confirmed UKIEE participation. The Organiser will not knowingly alter a trade mark in a misleading manner. Participants may describe themselves only by the exact confirmed status granted in writing.

23. Photography and recording

Event areas may be photographed, filmed or recorded for operational, editorial and promotional purposes. Participants must not record confidential meetings or another party’s stand, presentation, staff or materials where recording is prohibited or consent is required. Specific recording restrictions notified by the venue or Organiser must be followed.

24. Data protection

Personal information is processed in accordance with the UKIEE Privacy Policy. Participation does not provide unrestricted access to event databases. Each participant is independently responsible for lawful use of contact information it receives through enquiries, badge scanning, meetings or other permitted channels.

25. Compliance and ethics

Participants must comply with applicable law and relevant sanctions, anti-bribery, competition, advertising, employment, health and safety, product, environmental-claims and data-protection requirements. Improper inducements, harassment, discriminatory conduct and attempts to improperly influence procurement or editorial decisions are prohibited.

26. Liability

Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation or any liability that cannot lawfully be excluded. Subject to that, the Organiser’s aggregate liability arising from a participant’s confirmed exhibition or commercial-partnership arrangement will not exceed the total participation fees actually paid to the Organiser under that arrangement. The Organiser is not liable for indirect or consequential loss, loss of profit, loss of business, loss of anticipated savings, travel costs, accommodation costs or loss caused by a participant’s own equipment, contractor or systems.

27. Participant responsibility and claims

The participant is responsible for loss, damage, claims or costs caused by its own staff, contractors, stand, equipment, products, materials, demonstrations or breach of these terms, to the extent caused by the participant. The participant must promptly notify the Organiser of any incident, claim or regulatory issue connected with its participation.

28. Confidentiality

Each party must protect confidential commercial, technical and project information received from the other and use it only for the relevant event or business discussion, except where disclosure is authorised, already public, independently obtained or required by law. UKIEE does not replace a project-specific NDA; parties should execute an appropriate NDA before disclosing information requiring additional protection.

29. Notices

Formal notices concerning booking, cancellation or termination must be in writing. Participant notices should be sent to info@ukpetroleum.com. Accounts and invoice queries should be sent to accounts@ukpetroleum.com. A notice is treated as received when actually delivered to the relevant mailbox, subject to normal evidence of transmission and any bounce-back or delivery failure.

30. Assignment and third parties

The participant may not assign its confirmed participation without the Organiser’s written consent. The Organiser may appoint venue, production, registration, marketing, technology and other contractors to deliver the event. No person who is not a party to the confirmed arrangement has rights under it except where expressly stated.

31. Entire agreement, severability and waiver

The confirmed Participation Confirmation/agreement, incorporated schedules and these terms constitute the commercial participation agreement and supersede prior discussions about the same confirmed package. If any provision is found invalid or unenforceable, the remainder continues in force. Failure to enforce a provision immediately does not waive it.

32. Governing law and jurisdiction

These terms and each confirmed exhibition or commercial-partnership arrangement are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction, unless the written agreement expressly states otherwise.

33. Questions

Participation and cancellation questions: info@ukpetroleum.com
Accounts and invoices: accounts@ukpetroleum.com