Sponsor & Exhibitor Ts and Cs

Please find the detailed Ts and Cs for Exhibitors and Sponsors.


For these terms and conditions the ASAP will be referred to as the “Organisers” .The term “Convention” means the event which is detailed online at https://asapconvention.org.uk/ and the term “Sponsor” means the company,firm or person described in these Terms and conditions who have completed a booking for any of the sponsorship, exhibitor, partnership or advertising packages detailed in this booklet and/or detailed on the ASAP websites.

2. General Terms and Conditions.

2.1 The completion of a booking form and/or confirmation of booking in writing (including via email) will be taken as acceptance of the terms of booking and payment and monies will become due on issuing of invoice. The Contract and these Terms and Conditions shall be construed in accordance with English law and the Parties hereby submit to the jurisdiction of the English Courts.

2.2 The person or persons signing the Contract by completing the booking form shall be deemed to have full authority to do so on behalf of the sponsoring /exhibiting company.

2.3 Certain sponsorship and exhibition packages may have their own specific terms and conditions of booking, completion of the booking form accepts all Ts and Cs as applicable and full Ts and Cs relating to packages will be provided

3. Payment Terms

3.1 All sponsorship, exhibition and advertising opportunities are non-refundable once the booking has been confirmed.

3.2 All sponsorships will be invoiced within 7 days of confirmation and payment is due on invoice.  All payments must be received prior to the event to enable attendance and under no circumstance will a sponsoring/exhibiting company by allowed to participate in the events or benefits related to their package unless full payment is made.

3.3 Where discount on advertising/packages is offered, only one lot of discount can be used, this will be taken from the highest level based on the packages being secured.  (i.e only one discount can be applied, not combined)

3.4 ASAP reserve the right to charge statutory late payment interest at the rate of 8% + base.

4. Discounted and Early Bird Rates

4.1 Early Bird rates will only be applicable for all exhibitor bookings made and where payment s received before 31st August 2019. Any bookings not settled by this date the full amount due before the discount will become due & payable immediately.

4.2 Business Partner discounted rates are only available to those companies who are ASAP Business Partners at the time of booking and on the event date.If a company does not renew their business partnership on September 1st, the full amount due for non partner company rates will become due and payable immediately.

4.3 ASAP Member discounted rates are only available to those companies who are ASAP Members at the time of booking and on the event date. If a company does not renew their membership on September 1st, the full amount due for non partner company rates will become due and payable immediately.

4.4 Early Bird Delegate attendee rates are separate to Exhibitor rates and will be available until 30th September 2019.

4.5 Early bird discounted rates will not be extended beyond the advertised dates.

5. Cancellation

5.1 In the event of cancellation prior to any invoice being settled, the company must reimburse ASAP for any expenses the organisation has incurred for their participation in the event, this includes (but not limited to) branding, printing, design etc

5.2 Refunds will not be made should any confirmed booking be cancelled after payment has been made. Credit to future events will not be made.

5.3 ASAP reserve the right to suspend or terminate any partnership arrangement in the event of a breach in code of conduct, insolvency, bankruptcy or where partnerships have been promoted incorrectly.

6. Programme and Packages

6.1 ASAP reserve the right to make changes to the events, sponsorship, advertising and exhibiting packages without notice. Any amendments will be advised accordingly.

6.2 Where a Convention package includes a direct mailing opportunity, dates are subject to availability and approval by the ASAP team. Material to be provided a minimum of 21 days prior to mailing date. Failure for content to be submitted will forfeit secured date and refunds or alternative dates will not be offered. Post event mailings included in packages must be sent within 6 weeks of event.

7. Video rights, Licenses and Electronic messaging

7.1 Photography and videos will be made at the venues during ASAP events.  This may include images or footage of exhibitors and sponsors and their representatives.  Attendance at the event gives consent to the organisers use of recordings and images for commercial and promotional purposes.

8. Exhibition and Display Materials

8.1 All items or property that are delivered, brought to, displayed at, and removed from, the Convention venues are at the exhibitor/sponsors risk and both ASAP and the venue is not liable for any loss or damage incurred. Exhibitors are responsible for arranging collection of their equipment within the time scales detailed.

8.2 All items or property that are brought to, displayed at, and removed from, the event venue are at the Sponsor’s own risk. ASAP or the venue accept no liability for loss, or damage incurred.

9. Insurance

The Sponsor shall take out and maintain at all times public liability and employee liability insurance against personal injury, death and loss of property for attendance at exhibiting events.

10. Liability

The Sponsor shall indemnify and the Organisers and affiliates including directors and shareholders against all claims, liabilities, losses, suits, damages, judgements, expenses, reasonable costs (including reasonable legal costs) and charges of any kind arising (“Loss”) out of the wilful default or negligence of the Sponsor or and of its representatives.

11. Event Attendance and engagement

If any event attracts fewer attendees than anticipated by either the organisers or sponsoring/exhibiting companies, no refund will be given. Similarly, if the event attracts more delegates than anticipated no additional charges will be incurred. ASAP make no guarantee for attendee numbers or engagement levels at its events or exhibition