Interim summary — last updated 17 July 2026. This page is not the complete exhibitor contract. Physical and live remote exhibiting will be governed by a separate written agreement issued before payment or confirmation. The signed agreement will take priority over this summary.
1. Enquiry and approval
An exhibitor enquiry is non-binding and does not reserve space, a stand location, a remote-hub slot, presentation time or any other inventory. The organiser may assess sector relevance, organisation status, proposed content, technical readiness, capacity and event fit before offering an agreement.
2. Confirmation
Exhibiting is confirmed only after the organiser has issued an agreement, the authorised exhibitor has signed or otherwise accepted it, required information has been supplied and applicable payments have been received. Verbal discussions and draft layouts are not confirmations.
3. Venue, stand and remote-hub allocation
Until the venue and final layout are confirmed, stand dimensions, location, contractor specifications, furniture, power, internet, build hours, breakdown hours and final prices remain unavailable. The organiser may make reasonable changes to allocations, layouts, schedules or technical arrangements where necessary. No specific location or audience flow is guaranteed unless expressly stated in the signed agreement.
4. Package inclusions and additional services
The agreement will identify the included space, digital profile, passes, equipment, connectivity, promotion, remote availability period and other deliverables. Items not expressly included are the exhibitor’s responsibility and may attract additional venue, contractor or organiser charges.
5. Fees, VAT and payment
The agreement will state fees, VAT treatment, deposit, instalments, deadlines, late-payment consequences and any security or damage charges. Failure to pay may result in suspension, reallocation or termination. The exhibitor remains responsible for taxes, bank charges and third-party costs unless expressly included.
6. Cancellation and changes
The signed agreement will specify exhibitor cancellation charges, refund eligibility, substitution, downsizing, postponement, relocation, event cancellation and force-majeure arrangements. Because capacity and services are committed in advance, cancellation charges may increase as the event approaches.
7. Exhibitor materials and intellectual property
The exhibitor must submit accurate, lawful and authorised logos, descriptions, images, brochures, videos, presentations and claims by the stated deadlines. The exhibitor warrants that it has the necessary rights and permissions. The organiser may edit for format, reject unsuitable material or remove content that is unlawful, misleading, unsafe, infringing or inconsistent with the event scope.
8. Operational, health and safety requirements
Physical exhibitors must comply with venue manuals, contractor rules, risk assessments, method statements, fire, electrical, structural, accessibility, security, waste and build requirements. Exhibitors are responsible for their staff, contractors, equipment and stand activity. Required insurance and evidence will be specified in the final agreement.
9. Live remote exhibiting
Remote exhibitors must provide prepared and authorised representatives, suitable equipment, stable internet access and approved materials during confirmed availability periods. The organiser will manage access, scheduling and technical operation of the UKIEE Remote Exhibitor Hub, but does not guarantee continuous connectivity, visitor requests or presentation time. Remote exhibitors manage their own representatives, presentations and business conversations.
10. Data protection and visitor information
Exhibitors will not receive unrestricted access to the visitor or delegate database. Contact information may be shared only where a visitor submits an enquiry, requests follow-up or provides the necessary permission. Each exhibitor is independently responsible for handling received information lawfully, transparently and securely.
11. Conduct and prohibited activity
Exhibitors must not make false availability, performance, investment, environmental or regulatory claims; misuse another party’s intellectual property; harass visitors; conduct unlawful sales; offer improper inducements; or disrupt the event. The organiser may require correction, suspend an activity or terminate participation.
12. No guaranteed results
The organiser does not guarantee visitor numbers, stand traffic, video-chat requests, leads, meetings, sales, contracts, publicity, investment, speaking opportunities or the attendance of a particular organisation or person.
13. Liability, insurance and force majeure
The final agreement will set out insurance requirements, responsibility for property and equipment, indemnities, liability limitations and events outside reasonable control. Nothing will exclude liability that cannot lawfully be excluded.
14. Final agreement
Prospective exhibitors must review the complete agreement, package schedule, venue rules and technical requirements before signing or paying. Only those documents and written allocation notices confirm the final arrangement.