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Contract Conditions, Rules & Regulations
In consideration of the allotment by the Organisers (CVIAQ) of the 2013 Brisbane Truck Show of the space applied for, or such other space agreed to by the parties, hereby exhibitor agrees and undertakes to observe and comply with the requirements of the following Contract Terms and Conditions along with the Rules and Regulations as contained in the “Exhibitor Show Information” guide.
1. Exhibitor Manual
The requirements contained in the “Exhibitor Show Information” guide made available to all exhibitors prior to the show dates shall be as binding on the exhibitor as if its provisions were contained in the Contract Conditions, Rules & Regulations insofar as they may be applicable.
2. Payment Terms
(a) All payments for exhibition space, administration fees or any other show organiser related cost must be paid with all funds cleared by the due date stipulated on received Tax Invoice.
(b) No exhibitor shall enter the allocated display area or participate in any capacity at the show unless all monies due under this agreement have been paid in full.
(c) No exhibitor shall be allowed to participate unless all other monies due and payable to the CVIAQ for whatever reason have been paid in full.
(d) A Credit Card payment surcharge will apply at the rate of AMEX and Diners cards 4.5% all other Credit Cards 2.5%
3. Contractual Price
The contractual price (unless otherwise stated by the organisers) does not include the following: Connections for electricity, water, gas, waste etc; Show Advertising or any other advertising medium; Loading and handling equipment; Staffing; Construction and cleaning of exhibits; Freighting of exhibitor display equipment; Telephone or internet connection and usage.
4. Withdrawals and Cancellations
(a) The organisers may consider releasing the exhibitor from its obligations under the agreement in exceptional circumstances, and in that event the exhibitor will be liable to pay 50% of all monies due under the agreement. The Organisers cannot exercise this discretion if less than four weeks remain before the opening of the show whereupon all monies from the Exhibitor to the Organiser shall become payable forthwith.
(b) All cancellations, regardless of circumstances, will be the subject of an additional deduction of the prescribed booking administration fee from any monies refunded.
(c) No refunds shall be made unless show documentation (ie. exhibitor passes) is returned to the show organiser’s office.
5. Termination of the Agreement
(a) Following acceptance by the Organisers of the Exhibitor’s Application for Space, should the Exhibitor be then unable or unwilling to perform his part of the agreement, or fail to comply with the Contract Conditions, Rules and Regulations, or otherwise breach the agreement, the Organiser’s may terminate the Agreement by written notice to the Exhibitor and may retain any fees paid by the Exhibitor to the Organiser as liquidated damages in reimbursement of management and administration costs.
(b) The Exhibitor shall thereafter be prohibited from occupying the display space and shall immediately remove the exhibit from the show site in accordance with the Organiser’s directions.
6. Staff
(a) All stands must be manned and kept open at all times during the course of the Show, namely 10:00am to 6:00pm Thursday - Saturday and 10:00am to 4:00pm Sunday.
(b) Exhibitor passes are not to be ordered for, or given to any person other than exhibitor staff nominated on the application form. Passes will be issued only on the written authority of the exhibitor primary contact.
(c) Exhibitors must observe and comply with all the rules made by the organisers for the conduct and operation of the show and comply with all reasonable directions or requirements of any representative of the organisers.
(d) Exhibitor staff, including promotional staff, will not tout for business or approach show patrons in any area other than the area bounded by their stand.
(e) Exhibitor staff will at all times behave in a professional manner and conduct themselves so as not to cause a situation to arise where patrons are badgered, subject to high pressure sales or in any other way harassed.
(f) Behaviour of any representative or agent of the Exhibitor which could in the opinion of the Organiser jeopardise the high standard of the Show will constitute the removal from the Show of that representative or agent immediately upon the request of the Organiser.
(g) In the event of behavioural breaches by an Exhibitor/Principal he/she will be excluded further at this or future shows and will immediately vacate the venue upon receipt of the written demand of the Organiser without cause.
7. Promotional Staff Dress Code
Exhibitors shall, at all times, ensure that the dress standard of their promotional staff is appropriate for the high standards set by the event. All decisions on the standard of dress of the exhibitor staff will be made by the Show Organiser and will be final.
N.B. Further information is contained in the “Exhibitor Show Information” guide.
8. Displays
(a) Exhibitors must comply with the show set-up and move-out timetable.
(b) Displays are to be assembled on the Monday, Tuesday and Wednesday preceding the Show; commencing at 7.00am Monday 13th May 2013 and completed by 10.00pm Wednesday 15th May 2013. Any stand not then in position, completed and occupied shall become available for such other exhibitor as the CVIAQ shall then determine. All monies paid by the defaulting exhibitor shall be retained by CVIAQ.
(c) No person may traverse the workplace (venue) during exhibitor move in and move out periods unless they are wearing a safety vest or other compliant clothing and closed in footwear regardless of whether they are in buildings or outside areas.
(d) No children under 15 years of age are allowed on the worksite during exhibitor move in and move out periods.
(e) No domestic animals (dogs etc) may be brought onto the worksite during exhibitor move in and move out periods.
(f) No vehicles to be moved in or out of the venue between 10:00pm Wednesday 15th May and 5:00pm Sunday 19th May 2013 unless approved by the Organisers.
(g) No vehicle engines, generators, compressors, equipment or machinery to be run or demonstrated between 10:00pm Wednesday 15th May and 4:00pm Sunday 19th May 2013 without prior Organiser approval.
(h) Barbeques are not permitted at the show. This applies to exhibitor move in and move out periods as well as show opening days.
(i) Displays must be completely dismantled and removed (including indoor garden effects) by 11:00pm Monday 20th May 2013.
(j) Exhibitors will be charged for any cost of clearing their site and/or rental of building if not cleared by the time specified.
(k) No displays to be dismantled until 5:00pm on Sunday 19th May; small personal valuable hand held items (i.e. laptop computer, digital camera / camcorder) may be removed after the conclusion of the Show on each day.
(l) Any display walls proposed to be erected must not exceed a height of 2.5 metres. A maximum height of 3.6 metres is allowed subject to the mutual agreement between adjoining Exhibitors being obtained in writing prior to the show set-up period. (Note: Historical arrangements or approvals will not be considered – new approval must be obtained in writing). Any displays exceeding 3.6m in height must also have the approval of the Organisers. Exhibitors are advised that exposed faces of fixtures must be covered with paint or material unless previously arranged with adjoining Exhibitors.
(m)The Organisers reserve the right to exclude any exhibit or part of exhibit deemed unsafe, inappropriate or hazardous in any way. This includes stand signage.
(n) Exhibitors are responsible for the maintenance of their display space and must keep the space in a clean and tidy condition.
(o) Trade displays that back onto windows or open areas, must have clean un-brand back walls to their stands.
(p) No Exhibitor is permitted to charge a fee to view an exhibit.
(q) All restocking deliveries of general supplies to Exhibitor stands during the Show must be made before 9:15am. All service vehicles must be clear of the venue by 9:30am.
N.B. Further information is contained in the “Exhibitor Show Information” guide.
9. Fixtures and Fittings
(a) No display material (other than rigged banners) will be fixed to premises. The following must be adhered to in every detail:
o All rigged banners must have the approval of the BCEC Rigging Department
o Floors of the BCEC cannot be damaged in any way whatsoever. Fixtures and fittings cannot be attached to the floor.
o Adhesive tapes, glue, etc.: If used, all residues or staining and any damage to paintwork or carpet must be repaired. (This could result in complete walls requiring repainting).
o Quartz halogen lamps attached to displays must have appropriate covers attached
(b) Any damage caused to BCEC premises, or to another Exhibitor's property, will be rectified by the Exhibitor causing such damage or whose agents, employees or contractors cause such damage
(c) Under no circumstances can corrugated cardboard, polystyrene, hessian, straw, hay, coconut fibre, leaves, grasses and sticks be brought into the venue unless fire retarded. Retardation must have a flammability index of greater than 6 and proof of the item’s treatment must be supplied upon request.
10. Sharing Space
(a) The exhibitor is prohibited from sublicensing, sharing or in any way parting with possession of his display space without prior consent from the organiser. This includes renting, sharing, donating, advertising or promoting multiple brands or in any way allowing another company, organisation, club or person to display, advertise or in any way participate on the exhibitor’s display space.
(b) Where two or more Exhibitors and or Brands share display space, the principal exhibitor shall be liable to pay for the floor space / booth site and a booking administration fee. The companies sharing the site with the principal exhibitor must register as an exhibitor in their own right and be liable to pay to the organiser an exhibitor registration fee of $900.00 + GST (non member rate) or $450.00 + GST (member rate) plus a booking administration fee of $425.00. If the principle exhibitor wishes to display multiple brands that fall under the principle exhibitors company ABN the principle exhibitor is liable to pay to the organiser a booking administration fee of $450.00 for each brand name.
Please Note: unless registered as a shared exhibitor or brand, representatives of that company or brand will not be covered under the CVIAQ complimentary public liability nor will they be listed in the official show guide. Failure to register with CVIAQ will be deemed deceitful and they will jeopardise their welcome to attend any future Brisbane Truck Show.
(c) The definition of Sharing: a company that has product on a principal exhibitors stand with company representatives promoting, demonstrating and selling that product.
(d) Principal exhibitor displaying, promoting and advertising multiple brand names
(e) Stand sharing requires prior approval of the organisers.
11. Noise
a) Exhibitors must not make use of any microphone, sound amplification or musical instrument without the prior consent of the organisers.
b) The organiser will stop any display or demonstration conducted by the exhibitor if, in the opinion of the organiser, the display or demonstration is creating a disturbance or disruption to the show.
c) Noise emission level from Exhibitor's stands must be kept below the OECD excessive noise pollution level of 63 decibels. No live music is permitted without the prior approval of the organisers.
12. Alcohol / Hospitality Lounges
(a) Alcohol is not permitted on Exhibitor stands.
(b) Exhibitor Lounges will be provided for use by Exhibitors and their invited guests only.
13. Sales
a) Sales shall not be made and orders shall not be taken for goods or services outside of the show opening and closing hours (10:00am to 6:00pm Thursday - Saturday and 10:00am to 4:00pm Sunday).
b) Exhibitors shall display and/or sell only new units/merchandise.
c) Any second-hand vehicles or equipment on display must not be for re-sale and should be included in the display for testimonial purposes only. Any exceptions must have the Organiser's prior approval.
14. Insurance / Liabilities
(a) The Exhibitor, its agents and employees, agrees to keep the Organisers, its employees and agents indemnified against all or any losses, damages, claims, actions, suits, proceedings, demands, costs and expenses for which the Organisers may be or become liable arising out of the participation in the Show by the Exhibitor, its employees and agents or the exhibit itself.
(b) The organiser has arranged complementary public liability insurance for all exhibitors through its event insurance policy. There will be no need for exhibitors to provide an insurance certificate of currency to the organisers.
(c) The Organisers shall be under no liability to the exhibitors, their servants or agents, invitees or licensees howsoever caused for the loss or damage to exhibits or other property of the exhibitor, their servants, agents, invitees, or licensees however caused unless such liability is caused by the negligence of the organisers. The exhibitor is advised to take out all necessary insurances.
(d) The Exhibitor is responsible for all damage to property arising in connection with the exhibitor’s display area howsoever caused, directly or indirectly by him or any contractor, sub contractor, servant, agent, licensee or invitee of his or any act of omission of any such person or by an exhibit, machinery or other article or thing in his possession.
(e) Any damage caused by the Exhibitor to the site or elsewhere in the show precinct, shall be made good by and at the expense of the Exhibitor.
(f) The Organisers shall not be liable for any loss, storage or misdelivery of exhibits and no responsibility whatsoever shall lie with the Organisers in relation to exhibits regardless of the circumstances giving rise to any loss or damage.
15. Workplace Health & Safety
The Exhibitor, its agents and contractors must comply with the provisions of the Workplace Health and Safety Act 2011, its regulations and standards. The Exhibitor, its agents and contractors must obey the directives of the Organisers and their Workplace Health and Safety officers.
16. Electrical
(a) Exhibitors must utilise the authorised Exhibition Display contractor (Moreton Hire) for the connection of electrical services to their stand. Exhibitors may use their own electrical contractor for any other power requirements for their stands but subject at all times to the overall co-ordination and supervision of Moreton Hire.
(b) All specified electrical equipment, tools, appliances, lights and leads used on the Brisbane Truck Show site must be in current test and tagged in accordance with the Work Health and Safety Act 1995, its regulations and standards, and Australian/NZ Standard 3760 2003 In-service Safety inspection and testing of electrical equipment. Any equipment found to be untagged must be tested and tagged or removed from the Show site immediately. Quartz halogen lamps must have appropriate covers attached.
(c) All persons must, when using any electrical equipment: follow safe working practices at all times; whenever possible keep electrical leads off the floor; not allow any motorised equipment to drive over leads; wear the appropriate personal protective equipment.
N.B. Further information is contained in the “Exhibitor Show Information” guide.
17. Fire Safety
(a) Display material must not be attached to, or obstruct fire hose reels or interfere with the efficiency of same. Clear and unobstructed access to fire fighting equipment must be maintained at all times.
(b) Smoking is not permitted within buildings.
(c) Fire hazardous materials are to be avoided when displays are being planned. No volatile or dangerous goods to be stored. All fuel tank filler caps must be locked or secured for the duration of the Show. Queensland Fire and Rescue Authority regulations requiring the use of fire retardant materials must be observed.
N.B. Further information is contained in the “Exhibitor Show Information” guide.
18. Security
(a) Security will commence 7:00am Monday 13th May and continue for 24 hours per day until 11.59pm Monday 20th May 2013.
(b) Exhibitors are responsible for the security of their stand.
(c) The Organisers will not accept responsibility for loss or damage to exhibitors' property and exhibitors are warned to insure and take precautions against theft or damage to displays, equipment, etc. (see condition 14 - ‘Insurance’).
(d) Exhibitors are advised to be present on their stands during all hours that the show is open to exhibitors and contractors (refer Exhibitor Manual).
(e) Items other than small personal valuable hand held items (i.e. laptop computer, digital camera / camcorder) may not be removed after the conclusion of the Show on each day unless written permission is obtained from the Organisers and under the supervision of the Organiser’s security officers. Forms will be available from the Show Organiser’s office and must be lodged with the Organisers.
19. Force Majeure
(a) If the holding of the show or the supply of any services by the Organisers is prevented, postponed, or abandoned by reasons of fire, storm, national emergency, labour dispute, strike, lockout, civil disturbance, explosion, inevitable accident or any cause not within the control of the organiser whether of the same sort or not, or the show becomes wholly or partially unavailable for the holding of the show, the Organisers at their absolute discretion, return a part of the costs of space paid to the Exhibitor. In any such case, the Organisers shall not be liable in any way whatsoever for any expenditure or liability or loss, including consequential loss incurred by the exhibitor.
(b) The Organisers reserve the right to postpone the holding of the show on the dates presently arranged and to hold the same on other dates.
(c) In the event of the show being cancelled the liability of the Organiser to the Exhibitor shall cease on the refunding of the aforesaid site space fees.
(d) The Organiser does not warrant or guarantee, and specifically excludes, any liability to the Exhibitor in relation to:
o Any difference between the estimated and actual number of visitors to the show
o Any difference between the estimated and actual number of exhibitors or sponsors, or the identity of exhibitors or sponsors at the show
o Timeliness or quality of services, or failure or deficiency in the provision of services, that are the responsibility of the show venue and its appointed contractors
o Cancellation, postponement, part time opening or relocation of the show
o Cancellation, postponement, part time opening or relocation of any conference, seminar or speaker program that is scheduled to run in conjunction with the show, or the failure of any speaker to appear at the show or related event
o Any event or circumstances outside the Organiser’s control which impacts upon, prevents or limits the operation of the show or the performance of the Organiser’s obligations under this show contract
20. Show Contract Conditions, Rules & Regulations
(a) The requirements contained in the document in the exhibitor information and order kit available to all Exhibitors prior to the show dates, and any other published material pertaining to the show, shall be as binding on the exhibitor as if its provisions were contained in these Contract Conditions, Rules and Regulations insofar as they may be applicable.
(b) The Organisers reserve the right to amend, alter, add to or change the Contract Conditions, Rules and Regulations appearing herein at any time at their absolute discretion.
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