Stand Bookings Terms and Conditions
The booking form, these terms and conditions and the Exhibitor Manual (sent out after booking accepted and Show Pack (sent out in the month of the event) together constitute a legally binding agreement and will be the entire contract between the Horticultural Trades Association (HTA), Garden Industry Manufacturers Association (GIMA) and the party applying for a trade stand and signing the booking form (Exhibitor).
DEFINITIONS:
The following definitions shall apply in these booking terms and conditions (Terms):
Data Protection Laws means all applicable data protection, privacy and/or data security directives, law, regulations as well as binding rulings and regulatory guidance of or by any judicial or administrative body from time to time, including (to the extent the following are applicable and in force from time to time), the Data Protection Act 2018, the GDPR (and any laws and regulations that implement, supplement or amend the GDPR), the UK GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003.
Event means the Garden Press Event which shall take place between 17-18 February 2025.
Intellectual Property Rights means patents, rights to inventions, copyright and related rights, trade marks, trade names, domain names, rights in get-up, rights in goodwill or to sue for passing off, unfair competition rights, rights in designs, rights in computer software, database rights, topography rights, moral rights, rights in confidential information (including knowhow and trade secrets) and any other intellectual property rights, in each case whether registered or unregistered and including all existing and future rights capable of present assignment, applications for and renewals or extensions of such rights, and all similar or equivalent rights or forms of protection in any part of the world.
Venue means the venue, being 52 Upper Street, Islington, London N1 0QH.
Application for Trade Stand: All applications for the trade stand must be made by completing the booking form and by paying the appropriate deposit. The booking form must be signed by the Exhibitor, such signature being an acceptance of these Terms.
All applications for a trade stand must be made on or before 1 February 2025. HTA/GIMA may, in their sole discretion, decide to accept any late applications.
HTA/GIMA cannot be held responsible for the non-arrival of booking information. If the Exhibitor has not heard from HTA/GIMA within 14 days of submitting the booking form, then please contact the HTA/GIMA Events Team on 0333 0033 550 or email events@hta.org.uk.
Right to Refuse: HTA/GIMA reserves the right to refuse any application, whether received prior to the closing date for applications or not and is not obliged to give any reason for such refusal. HTA/GIMA also reserves the right to cancel any application which it may have previously been accepted, and to request the removal of any Exhibitor if its stand is not of sufficient quality or contains materials likely to cause offence. There shall be no obligation on HTA/GIMA to provide reasons for exercising such discretion.
2026 Event: As an exhibitor at the 2025 Event, the Exhibitor will have the option to exhibit at the 2026 Event, subject to its acceptance with these Terms.
Payment of Trade Stand Fee: A stand deposit payment must be paid when the booking is accepted by HTA/GIMA. HTA/GIMA will issue an invoice for the remaining stand balance on Friday 1 November 2024 and must be paid within 30 days. Bookings made on or after Friday 1 November 2024 will not be eligible to pay for a deposit and instead the total trade stand fee must be paid when the booking is accepted by HTA/GIMA.
Public Liability Insurance: Exhibitors must have in place public liability insurance covering the Event period of not less than £10,000,000 (ten million pounds) in respect of any one occurrence or all occurrences of a series consequent on one original cause arising out of or in connection with the Event. Exhibitors must provide HTA/GIMA with up-to-date evidence of their public liability insurance, failure to provide all necessary information by the deadline set within the Exhibitor Manual could prevent the Exhibitor from exhibiting at the Event.
Employers’ Liability Insurance: Exhibitors must have in place employers liability insurance covering the Event period of not less than £10,000,000 (ten million pounds). Exhibitors must provide HTA/GIMA with up-to-date evidence of their employers’ liability insurance, failure to provide all necessary information by the deadline set within the Exhibitor Manual could prevent the Exhibitor from exhibiting at the Event.
Allocation of Trade Stand: Please note that specific trade stands cannot be selected, as stand allocation is carried out by HTA/GIMA. HTA/GIMA reserves the right to re-position any stand at any time before or during the Event. HTA/GIMA does not offer exclusivity of any product or service and does not undertake to limit the number of stands selling or showcasing similar or identical products.
Cancellation of Trade Stand Booking by Exhibitor: Cancellation of a trade stand booking by an Exhibitor for any reason whatsoever, must be made in writing to events@hta.org.uk and any cancellation will forfeit the deposit already paid.
The following refunds will be applicable if the trade stand fee has already been paid:
- Up to 31 October 2023, refund of 50% of the stand costs; and
- 1 November 2024 onwards: no refund.
HTA/GIMA reserves the right to re-let the cancelled space as soon as HTA/GIMA receives the cancellation notice from the Exhibitor.
Cancellation or Alteration of the Event by HTA/GIMA: HTA/GIMA reserves the right to cancel or to alter the Event to an equivalent standing at any time. If HTA/GIMA cancels or postpones the Event in circumstances where the Exhibitor is not in breach of these Terms, the liability by HTA/GIMA to the Exhibitor will be limited to refunding the trade stand fee paid. HTA/GIMA will not be responsible for any transport, accommodation or other costs and expenses incurred by the Exhibitor as a result of the cancellation or postponement.
Stand Set-up and Dismantling: Stand set-up (build up) is on Monday 17 February 2025. On the set-up day the venue is open between 08.00 – 18.00. Exhibitors wanting to come to the venue outside these times should apply to HTA/GIMA for permission in writing to events@hta.org.uk.
The dismantling of trade stands must not take place before 16.30 on Tuesday 18 February 2025. All trade stands and equipment must be removed from the venue no later than 19.00 on Tuesday 18 February 2025.
Sub-letting or Sharing of Trade Stands: No sub-letting or sharing of stand space is allowed unless agreed with HTA/GIMA. Any Exhibitor sharing a stand will be requested to the leave the Event and will forfeit all fees paid.
Nuisance: Exhibitors are not allowed to use any public address equipment and HTA/GIMA will stop any activity that may cause a nuisance or is deemed by HTA/GIMA to be offensive to neighbouring exhibitors or the public.
Health and Safety: The Exhibitor must ensure its stand complies with current health and safety and fire safety regulations.
Disclaimer of Liability: HTA/GIMA and its officers shall not be responsible for any accident, damage or loss, however caused, that may occur to the Exhibitor, or its staff or any article or property brought onto the venue brought by the Exhibitor. The Exhibitor shall indemnify HTA/GIMA from and against all actions, suits, expenses and claims on account of any damage or injury however caused. Nothing in these Terms limits any liability which cannot legally be limited, including but not limited to liability for: (a)death or personal injury caused by negligence; (b) fraud or fraudulent misrepresentation; and (c)breach of the terms implied by section 12 of the Sale of Goods Act 1979 or section 2 of the Supply of Goods and Services Act 1982 (title and quiet possession).
Intellectual Property: HTA/GIMA grants to the Exhibitor an irrevocable, royalty free licence for the duration of the Event in relation to all Intellectual Property Rights in the HTA/GIMA marks and branding in order to publicise the Exhibitor’s participation in the Event.
The Exhibitor grants to HTA/GIMA an irrevocable, royalty free licence from the point the booking is accepted until the end of the Event in relation to all Intellectual Property rights in the Exhibitor’s marks and branding, in order for HTA/GIMA to publicise the Exhibitor’s participation in the Event.
General Conduct: Any abusive or threatening behaviour by the Exhibitor or an associated person of the Exhibitor may result in them being removed from the Event and the stand being closed for the duration of the Event. The Exhibitor and all of its personnel will comply with the HTA/GIMA Visitor Policy, a copy of which will be provided.
Relevant Laws: Exhibitors must comply with all relevant consumer laws and trading standards legislation, as well as all relevant guidance, rules and regulations which apply to the Exhibitor’s use of the Venue for the Event.
Exhibitor Mandatory Forms: Failure to provide all necessary information by the deadline set for any mandatory form required by HTA/GIMA, including but not limited to any forms relating to the CDM Regulations, Insurance and Risk Assessment and Method Statement (RAMS), could prevent the Exhibitor from exhibiting at the Event.
Show Guide Entry: If the Exhibitor fails to submit information for the Show Guide Entry, HTA/GIMA will use the contact information entered on this booking form in the Show Guide.
Under 18's: The Event is a trade event and strictly no person under 18 years of age will be admitted to the Venue, including babies in arms.
Animals: Unless otherwise agreed by HTA/GIMA in writing, animals are not permitted in the Venue, with the exception of guide dogs and other assistance animals.
Noise: The Client shall use reasonable endeavours to ensure that noise is kept to a minimum and does not cause a nuisance to neighbouring residents. HTA/GIMA shall implement an overnight noise abatement policy and shall enforce a noise curfew within the outdoor facilities between the hours of 22.30 hours and 07.00 of each day of the Event.
Personal Data: Each party hereby acknowledges and agrees that, in relation to any personal data disclosed to that party (including any personal data contained in any contact details), that it shall receive the personal data as a data controller and shall comply in all respects with its obligations as a data controller under the Data Protection Laws.
Force Majeure: Neither party shall be in breach of the agreement or otherwise liable for any failure or delay in the performance of its obligations if such delay or failure results from events, circumstances or causes beyond its reasonable control. The time for performance of such obligations shall be extended accordingly. If the period of delay or non-performance continues for 4 weeks, the party not affected may terminate these by giving 7 days' written notice to the affected party.
Variation: No variation of these Terms shall be effective unless it is in writing and signed by both parties.
Third Party Rights: Unless it expressly states otherwise, this agreement does not give rise to any rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any term of this agreement.
Jurisdiction and Governing Law: These Terms and any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with them shall be governed by and construed in accordance with the law of England and Wales. Each party irrevocably agrees that 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.