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  1. Definitions
    ‘Organisers’ means Petrospot Limited or their designated representatives. ‘Sponsor’ and 'Exhibitor' includes any person, firm or company, corporation, institution, association or committee to whom space is allocated. ‘Venue’ refers to the location where the event is being held.
  2. Applications
    Applications for Sponsorship or Exhibition space at Petrospot events should be made on the official booking form. Both are allocated on a strictly ‘first-come, first-served’ basis
  3. Payments
    An invoice will be issued on receipt of the booking form and payment should be made in accordance with the terms thereon. If the event is within 28 days of the stand or sponsorship package being booked, full payment will be required with the booking.
  4. Cancellations
    Sponsors/Exhibitors wishing to cancel a booking must do so in writing to Petrospot Limited. Receipt of such will be confirmed in writing by return. Petrospot Limited incurs considerable costs prior to the event including marketing, promotion and administration expenses, so the following charges for cancellations will apply:
    • 25% of total cost if cancelled up to 16 weeks prior to the event
    • 60% of total cost if cancelled between 16 and 8 weeks prior to the event
    • 100% of the total cost is payable for cancellations within 8 weeks of the event
  5. Bankruptcy
    In the event of an Exhibitor or Sponsor becoming bankrupt, or going into liquidation, or having an administrator or receiver appointed, or entering into a voluntary arrangement, the contract with him may be terminated at the option of Petrospot Limited and the full contract price will be due and payable with immediate effect.
  6. Sub–Letting or Shared Stands
    An exhibitor may only sub–let or share a stand with the prior written consent of Petrospot Limited.
  7. Prohibition of transfer
    Sponsors may not assign or share or grant licenses of any part of the Sponsorship. Nor may any cards, advert, or printed matter of firms who are not bona fide Sponsors be exhibited in or distributed from, any area of the event.
  8. Registration of Staff
    Staff from Sponsors and Exhibitors who wish to attend conference sessions (where applicable) at the event must register as full delegates, unless a specific prior arrangement has been made with the Organisers.
  9. Amendment of Site Plan
    Every endeavour is made to preserve the published layout of the event area and exhibition space. Should it be necessary to revise the layout for any purpose, the Organiser reserves the right to transfer an Exhibitor to an alternative suitable site.
  10. Stand Building
    Standard exhibition sites for events are 3m width x 2m depth, unless otherwise stated. Included with the space is a table with 2 chairs. Electrical supply and additional furniture may be hired at additional cost to the Exhibitor. Exhibitors must abide by the set-up and breakdown times as stated by the Organiser. Exhibition stands should be manned during all refreshment breaks and events scheduled in the Exhibition area. Under no circumstances can a stand be broken down until after the close of the event.
  11. Liabilities
    While the Organisers shall endeavour to protect property at events, it must be understood that the management of the Venue, the Organisers and any Official Contractor cannot accept liability for loss or damage sustained, occasioned by any cause whatsoever. Exhibitors and Sponsors agree to indemnify and hold Petrospot Limited harmless against any and all loss, liability, damage, costs, expense, claims, proceedings and actions arising out of any negligent act or omission of Exhibitor / Sponsor or Exhibitor's / Sponsor’s Employees; including any breach of these terms and conditions by Exhibitor / Sponsor or Exhibitor's / Sponsor’s Employees. Petrospot Limited's maximum liability shall not exceed the amount paid by the Exhibitor or Sponsor in connection with the Contract.
  12. Insurance
    Exhibitors and sponsors are responsible for arranging appropriate insurance cover in connection with their attendance at the event, including prevention, postponement or abandonment. Petrospot Limited cannot be held liable for any loss, liability or damage to personal property.
  13. Fire & Safety
    Exhibitors and Sponsors must comply with any reasonable instructions given by any authority regarding fire precautions and safety. All decorations, displays and exhibits, together with incidental fittings, must conform fully to the regulations and requirements of local authorities, and must be non-flammable or treated for fire prevention by an approved method.
  14. Alterations & Disclaimer
    Petrospot Limited reserves the right to make alterations to the event programme, venue and timings at any time. In the unlikely event of the programme being cancelled by Petrospot Limited, a full refund will be made. Liability will be limited to the amount of the fee paid by the sponsor or exhibitor. Whilst the Organisers will make every effort to secure a high level of attendance of delegates to the event, no guarantee of delegate numbers can be given and no discounts or refunds are available if delegate numbers do not reach the projected levels.
  15. Cancellation of the Event
    In the event of it being found necessary for whatever reason that the Event shall be postponed, abandoned or altered in any way in whole or in part, or if the Organisers find it necessary to change the dates of the Event, the Organisers shall not be liable for any expenditure, damage or loss incurred by the Sponsor. In the event of cancellation of the Event, the Sponsor will be refunded 50% of the total invoiced amount of its sponsorship. Where settlement of the total invoiced amount by the Sponsor remains outstanding, either prior to or after the scheduled dates of the event, the Sponsor is liable for payment of 50% of the total invoiced sum. If by re-arrangement or postponement of the period of the Event, or any other reasonable manner, the event can take place, the contract between the Organisers and the Sponsors shall remain in force.
  16. Information and Copyright
    Information supplied by the Organisers in relation to any event is accurate to the best of their knowledge and belief, but shall not constitute any warranty or representation. Any inaccuracy, mistakes or omission in such information shall not entitle the Sponsor or Exhibitor to cancel his contract. All information and data relating to the event is the copyright of the Organiser and cannot be passed on to any third party for any purpose. Lists and information relating to participants may only be used in relation to the Sponsor’s presence at the event.
  17. Websites & Links
    The event and associated Petrospot Limited websites may link to other websites and networking tools, provided for the convenience of the users. The contents of these websites are maintained by their owners, for which Petrospot Limited takes no responsibility; neither can responsibility be taken for contents of any website linking to this website.
    If you have any questions about these Terms & Conditions, please contact us at info@petrospot.com.

Registered office address:

Petrospot Limited
Petrospot House
Trinity Way
Somerville Court
Adderbury, OX17 3SN

Company Registration:  4768142  Registered in England and Wales.  Tel: + 44 01295 814455  Email: accounts@petrospot.com