Event: International Robotics and Tech Exhibition
Dates: Saturday 13th & Sunday 14th March 2027
Venue: Exhibition Hall, London Central Mosque, Regent's Park, LondonThese Terms and Conditions ("Terms") govern the booking and use of exhibition space at the International Robotics and Tech Exhibition (the "Event"). By submitting an exhibitor application and/or paying the required fees, the Exhibitor enters into a legally binding contract with the Event Organiser ("Organiser").
2.1. All bookings are subject to acceptance by the Organiser. The Organiser reserves the right to reject any application at its absolute discretion. 2.2. A booking is not confirmed until the Organiser has issued a written confirmation and the Exhibitor has paid the required deposit/full fee. 2.3. The Organiser reserves the right to alter the Stand location or size if necessary, provided it makes reasonable efforts to consult the Exhibitor and maintain a comparable footprint.
3.1. Payment: Full payment for the Stand must be received by 1st February 2027. The Organiser reserves the right to withhold the Stand allocation until payment is cleared. 3.2. Cancellation by Exhibitor: If the Exhibitor cancels their booking, no refunds will be issued. If the Exhibitor wishes to transfer their Stand to another entity, this is subject to the Organiser’s prior written approval and may incur an administrative fee. 3.3. Cancellation by Organiser: If the Organiser cancels the Event (other than under Force Majeure), the Exhibitor’s liability is limited to a full refund of all fees paid. The Organiser shall not be liable for any consequential losses, travel, or accommodation costs.
4.1. The Stand is to be used exclusively for the exhibition of the Exhibitor’s own products, services, and promotional materials as agreed in the booking form. 4.2. Subletting any part of the Stand or sharing the space with third parties without prior written consent from the Organiser is strictly prohibited. 4.3. Exhibitors must not obstruct aisles, fire exits, or common areas. All displays must remain within the boundaries of the allocated Stand. 4.4. The dimensions of the Stand provided in the floor plan are approximate. The Organiser is not liable for minor discrepancies in space allocation.
Given the specific cultural and religious nature of the venue, strict adherence to the following is mandatory: 5.1. Respectful Conduct: The Event is held at the London Central Mosque. Exhibitors, their staff, and representatives must conduct themselves with the utmost respect at all times. 5.2. Dress Code: All exhibitor staff must adhere to a modest dress code while on the venue premises (shoulders and knees must be covered). 5.3. Prohibited Items: The display, distribution, or sale of alcohol, pork products, or any materials deemed offensive to Islamic values or the general public is strictly prohibited. 5.4. Noise and Nuisance: Exhibitors must not use amplified sound, loud music, or engaging in aggressive sales tactics that may cause a nuisance to other exhibitors or Visitors. 5.5. Breach of these venue-specific rules may result in immediate removal from the Event without refund.
6.1. Exhibitors must comply with all UK Health and Safety at Work etc. Act 1974 regulations and the specific safety directives of the London Central Mosque. 6.2. Robotics and Tech Demos: Any live demonstrations of robotics, AI, or hardware must be fully risk-assessed. Moving machinery must be safely contained (e.g., using physical barriers) to prevent injury to Visitors, particularly children. 6.3. Lasers, flashing lights, or high-decibel audio used in demonstrations must be pre-approved by the Organiser and must not pose a risk to public safety or trigger medical conditions (e.g., epilepsy). 6.4. Exhibitors must ensure all electrical equipment is PAT tested and complies with UK safety standards. Overloading power sockets is strictly forbidden.
7.1. The Exhibitor must hold, and maintain throughout the Event, Public Liability Insurance with a minimum coverage of £2,000,000 (Two Million Pounds) per occurrence. 7.2. Proof of insurance must be provided to the Organiser upon request prior to the Event.
8.1. Exhibitors may only access the venue for setup and dismantling at the times specified in the Exhibitor Manual. 8.2. The Stand must be fully dismantled and removed by the end of the Event. Any items left behind will be considered abandoned, and the Exhibitor will be liable for any disposal or storage costs incurred by the venue. 8.3. Exhibitors must leave the Stand and surrounding areas clean and free of damage.
9.1. The Exhibitor grants the Organiser the right to use the Exhibitor’s name, logo, and provided descriptions in Event marketing, press releases, and the Event programme. 9.2. The Exhibitor warrants that they own or have the necessary licenses for all intellectual property, images, and materials displayed on their Stand, and that these do not infringe on any third-party rights.
10.1. The Organiser accepts no liability for loss, theft, or damage to the Exhibitor’s property, stands, or equipment, whether caused by negligence or otherwise. Exhibitors are responsible for insuring their own goods. 10.2. The Exhibitor agrees to indemnify and hold harmless the Organiser, the London Central Mosque, and its trustees against any claims, liabilities, damages, or expenses (including legal fees) arising from the Exhibitor’s breach of these Terms, negligence, or actions on the Stand.
11.1. Neither party shall be liable for any delay or failure to perform its obligations if such delay is caused by an event beyond its reasonable control, including but not limited to acts of God, pandemics, government restrictions, strikes, or venue closure. 11.2. In the event of a Force Majeure cancellation, the Organiser’s sole obligation is to refund the Stand fee. No other compensation will be payable.
12.1. The Organiser reserves the right to terminate this agreement immediately, remove the Exhibitor from the Event without refund, and bar them from future events if the Exhibitor breaches any of these Terms, engages in illegal activities, or violates the venue's code of conduct.
13.1. These Terms shall be governed by and construed in accordance with the laws of England and Wales. 13.2. Any disputes arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.