Exhibitor terms and conditions

YOUR ATTENTION IS DRAWN, IN PARTICULAR, TO CLAUSE 4 (SPONSOR /EXHIBITOR OBLIGATIONS), CLAUSE 9 (LIMITATION OF LIABILITY) AND CLAUSE 15 (LOSS OF, THEFT OF OR DAMAGE TO EXHIBITOR, SPONSOR PROPERTY) OF THESE TERMS AND CONDITIONS.  

1. Defined Terms  

Event – BEYOND 25 LIVE 

Event Marks – the Organiser’s Marks and the Designation used singularly or collectively in association with the Event or in the exercise of the rights conferred by the purchase of an exhibitor or sponsorship package  

Organiser’s Marks – the trademarks to be used for all promotion, advertising and marketing of the Event as notified to the Exhibitor or Sponsorship, together with any associated artwork, design, slogan, text or other collateral marketing signs of the Organiser that are to be used in connection with the Event 

Designation – the designation “Official Partner of BEYOND 25 LIVE” 

Sponsors/Exhibitor’s Marks – the logo(s) provided to the Organiser by the Sponsor or Exhibitor for use in connection with the marketing, promotion, and holding of the Event 

Venue – the venue at which the Event is to be held 

Organiser – National House-Building Council (NHBC)  

Sponsor or Exhibitor or “you”– any company or person buying a sponsorship package from the Organiser (Sponsor) or ordering exhibition space at the Event (Exhibitor). 

2. Exhibition application, allocation and payment  

The Sponsor or Exhibitor must apply for a stand or sponsorship package for BEYOND 25 LIVE by emailing beyond@nhbc.co.uk. 

Your place as a Sponsor or Exhibitor is only confirmed once a booking confirmation email has been sent to you from the Organiser. 

Once your place is confirmed, the Organiser will send an invoice for the full amount of the fee payable for the exhibitor or sponsorship package (the Fee) and any other sums payable to the Sponsor or Exhibitor in connection with the Event. Invoices are payable in full no later than the earlier of, 30 days from the date of the invoice and the date of the Event . 

If the Sponsor or Exhibitor fails to pay the Organiser’s invoice within the payment terms set out above, the Organiser may in writing (which includes by email) require the Sponsor or Exhibitor to forego the exhibition space allocated to them and to cancel any sponsorship package without the Organiser being under any liability to refund or abate any sums paid or due in connection with the Event. 

Exhibition spaces are assigned by the Organiser subject to availability and according to the sponsorship package or exhibitor tier purchased.  

Details of the package purchased, the Fee and any additional sums payable shall be as outlined in the booking confirmation. The Sponsor or Exhibitor shall be responsible for the settlement of contractors’ accounts in respect of items ordered in addition to those supplied in the package. The Organiser reserves the right at its discretion to alter all or some of the elements of the package set out in the booking confirmation. 

The Fee and all other sums payable in connection with the Event are quoted in GBP. Any sums transferred from outside the UK will be payable at the exchange rate applicable on the date of payment. 

If the Organiser requires the services of a third party to retrieve any overdue sums, the Sponsor or Exhibitor will be fully liable for all legal costs, court costs and professional fees. 

3. Grant of rights 

The Organiser grants and you accept a licence to use the Event Marks solely to exercise the sponsorship rights conferred by the sponsorship package you have purchased in the United Kingdom from the date of acceptance of these Terms and Conditions until the completion of the Event and in accordance with the provisions set out in these Terms and Conditions. You acknowledge and agree that the Organiser is the owner and controller of all rights in the Event Marks. You acknowledge that all rights in the Organiser’s Marks including any goodwill associated with them shall be the sole and exclusive property of the Organiser and save as expressly provided in this clause 3 you shall not acquire any rights in the Organiser’s Marks including any developments or variations of them. All intellectual property rights contained in any materials produced for the Event by or on behalf of the Organiser or jointly by the Organiser and you, shall (with the exception of the Sponsor’s/Exhibitor’s Marks) be the sole and exclusive property of the Organiser. In the event you acquire title to any such intellectual property rights by operation of law, you shall assign them to the Organiser on request whenever that request is made. 

You grant and the Organiser accepts a worldwide, sub-licensable, non-exclusive, royalty free licence to use the Sponsor’s/Exhibitor’s Marks for the delivery of the Event, to promote and exploit the Event in any media including by use on promotional material and merchandising. You warrant and undertake to the Organiser that you have full authority to grant the licence set out in this clause 3, and you have and will maintain all the necessary powers, authority and consents to enter into and fully perform your obligations under these Terms and Conditions. You represent and warrant to the Organiser that you own or are solely entitled to use the Sponsor’s/Exhibitor’s Marks and any other material supplied to the Organiser in relation to the Event and the Organiser shall be entitled to see evidence to this effect on request. You represent and warrant to the Organiser that the Organiser’s use of the Sponsor’s/Exhibitor’s Marks in accordance with this clause 3 will not infringe the rights of any third party. 

4. Sponsor/Exhibitor obligations 

You shall use the Event Marks and other branding materials provided by the Organiser in accordance with the Organiser's guidelines and instructions. You shall comply with all applicable laws relevant to the exercise of your rights and the performance of your obligations under these Terms and Conditions and with the rules and policies of the Venue. You shall not use the Event Marks or any part of them or anything confusingly similar to them in your trading or corporate name or otherwise except as authorised under these Terms and Conditions. You shall assist the Organiser in protecting the Event Marks and not knowingly cause or permit anything that  may prejudice or harm: (i) the Event Marks, or the Organiser’s title to the Event Marks;  and/or (ii)the image of the Event, the Organiser or the Venue. You shall notify the Organiser of any suspected infringement of the Event Marks but you shall not take any steps or action whatsoever in relation to that suspected infringement unless requested by the Organiser to do so. 

At all times, prior to, or during the Event, you shall not (and procure that your representatives shall not) display, assert or give the impression that the Organiser has in any way approved, endorsed, or accepted your products or services. Except in relation to Event Marks and other branding materials provided by the Organiser which you are permitted to use in accordance with the Organiser's guidelines and instructions, all other marketing, press or publicity materials, referencing the Organiser, the Organiser’s trademarks and/or NHBC Accepts must be expressly approved by the Organiser in writing in advance of the Event. 

The Sponsor or Exhibitor agrees to use its Exhibition space at the Venue solely for the purpose of promoting its existing product lines or services and shall not be used for any other business purposes. The Sponsor or Exhibitor is prohibited from launching or releasing any new product lines or services at the Event unless it has obtained the Organiser’s prior written approval in relation to the specific new product or service it wishes to promote at the Event. In the event the Organiser provides its written approval, it will likely be subject to strict conditions which the Sponsor or Exhibitor must always adhere to during the Event.

5. Sponsor or Exhibitor cancellation 

In the event of the Sponsor or Exhibitor giving written notice at any time prior to the Event, of the intention to cancel their participation in the Event, the Organiser will have absolute discretion to deal with the exhibition space as it thinks fit, without being under any liability to refund or abate any charges paid or due herein except as provided below. Once an exhibition space booking form has been received, any Sponsor or 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:-  

1. Cancellations received on or before 28 February 2025 –cancellation fee = 50% of the sum of the Fee and any other sums paid in connection with the Event.  
2. Cancellations received after 28 February 2025 – cancellation fee = 100% of the sum of the Fee and any other sums paid in connection with the Event.  

In the event of the Sponsor or Exhibitor becoming bankrupt, going into liquidation, being under any appointment of a receiver or suffering any similar or equivalent event, the Organiser reserves the right to cancel any exhibition space without being under liability to refund or abate any Fees or other sums paid or due herein. 

6. Change of date/Event cancellation 

The Organiser reserves the right at any time and for any reason to change the date and/or location of the Event or to cancel it altogether. In such cases, the Organiser will refund any Fees and any other sums paid by the Sponsor or Exhibitor to the Organiser in connection with the Event, but the Organiser will not be liable for any other costs, expenses, losses, or expenditure incurred by the Sponsor or Exhibitor.  

7. Amendments to the Event 

The Organiser reserves the right to hold the event virtually or adopt a hybrid of in-person and virtual sessions. The decision to alter how the event is delivered will be at the sole discretion of the Organiser, however, the Organiser will consider any government guidelines in place at the time of the decision. No refunds will be given if the Sponsor or Exhibitor decides to no longer exhibit if the Event is moved to a virtual platform. 

8. Subletting 

No part or whole of any space may be sublet by the Sponsor or Exhibitor without the prior written permission of the Organiser. 

9. Limitation of liability 

Nothing in these terms and conditions shall limit or exclude a Sponsor’s, an Exhibitor’s or the Organiser’s liability for (ii) death or personal injury caused by their negligence, or the negligence of their employees agents or subcontractors; (ii) fraud or fraudulent misrepresentation; (iii) indemnification obligations under clause 10 below; or (iv) any other liability which cannot be excluded by applicable law. Except as otherwise provided under this clause 9, under no circumstances shall the Organiser be liable to any Exhibitor or any Sponsor for any of the following, whether in contract, tort (including negligence) or otherwise: loss of revenue or anticipated revenue; loss of savings or anticipated savings; loss of business opportunity; loss of profits or anticipated profits; wasted expenditure; loss of, theft of or damage to property; or any indirect or consequential losses. Except as otherwise provided under this clause 9, the Organiser’s maximum liability for any and all claims in contract, tort (including negligence) or otherwise, however arising, under or in connection with the Event and/or these Terms and Conditions, shall be limited to the Fee paid by the Exhibitor or the Sponsor to the Organiser (the Cap), always provided that where any sums are refunded to the Sponsor or the Exhibitor pursuant to these Terms and Conditions, the Cap shall be reduced by the amount of such refund.  

10. Indemnity 

The Sponsor or Exhibitor shall defend, indemnify and hold harmless the Organiser from any loss, liability, claim or demand, including reasonable legal fees incurred by the Organiser, arising from any claim whatsoever made by a third party  in connection with the participation at the Event by the Sponsor or Exhibitor, their agents, contractors or employees, including, but not limited to, any claim that use of the Sponsors/Exhibitor’s Marks at the Event infringes intellectual property rights of any third party.  

11. Breach of Terms and Conditions, governing law and jurisdiction 

If the Sponsor or Exhibitor is in breach of any of the Terms and Conditions contained herein, the Organiser reserves the right, without notice to the Sponsor or Exhibitor, to offer the space to another company, person or other third party or use it in any manner it deems fit. In such circumstances, the Sponsor or Exhibitor shall not be entitled to a refund of any sums paid to the Organiser in connection with the Event and they shall be fully liable to pay the Fee and any other sums payable in connection with the Event. These Terms and Conditions and any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with them or their subject matter shall be governed by and in accordance with the law of England and Wales. The Courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with these Terms and Conditions.  

12. Event filming and on-demand playbacks 

For promotional purposes, there will be a professional photographer and video production taking place during the event. The Organiser will process personal data in accordance with the Organiser’s Privacy Policy which can be found at: www.nhbc.co.uk/legal/privacy-policy.  

13. Data protection 

By sponsoring or exhibiting at BEYOND 25 LIVE Sponsors and Exhibitors agree to comply with all applicable data protection laws, including the obligation to obtain consent from our delegates if they wish to contact them regarding their own products or services. The Organiser will be processing all personal data on grounds of Legitimate Interest and in accordance with the Organiser’s Privacy Policy, which can be found at: www.nhbc.co.uk/legal/privacy-policy. 

14. User conduct  

In connection with the Event, you must not post, link to, or otherwise publish any user generated content that is not your own original work, may be seen as threatening, offensive, libellous, indecent or otherwise unlawful or is discriminatory in nature for example, comments which make attacks on the grounds of race, religion, sex, gender, sexual orientation, disability or age; or personally attacks any Event speaker or any other individual participating in the Event. 

15. Loss of or damage to Exhibitor, Sponsor property 

Without limiting the generality of clause 9 (Limitation of liability), the Organiser shall not be liable for any loss of, theft of or damage to a Sponsor’s or Exhibitor’s physical property, goods or materials. 

If you have any questions about these Terms and Conditions, please contact: NHBC Events Team at beyond@nhbc.co.uk. Or write to us at NHBC, NHBC House, Davy Avenue, Knowlhill, Milton Keynes, MK5 8FP, marked for the attention of the NHBC Events team.