Chartered Institute of Public Finance and Accountancy
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Booking Form

Terms & Conditions

Please read the following terms and conditions and indicate you have done so by ticking the box and filling in your name and organisation at the bottom of the page.

1 DEFINITIONS
In these terms and conditions and applicationfor space: Exhibition shall mean The CIPFA 2009 Exhibition. Organisers shall mean IPF Limited, a wholly owned subsidiary of The Chartered Institute of Public Finance and Accountancy. Exhibitors shall mean any person or persons, firm or company (including his or their servants or agents) applying for and being allotted space. Exhibit shall mean any article described as such by the Exhibitor when making application for space or any article subsequently permitted by the Organisers to be shown. Contract shall mean the Contract entered into between the Exhibitor and Organisers of which these terms and conditions form a part. Stand shall mean either the Shell Stand provided by the Organisers or only agreed sites may be “space-only”. All other Exhibitors are required to use the Shell Stand where provided by the Organisers unless previously agreed in writing. Official Contractors shall mean any person or persons, firm or company employed by the Organisers in the erection, fitting or painting of stands or in the supply of other services. Hall shall mean the Central Hall 2 of Manchester Central or such other place as circumstances may cause the Exhibition to be transferred to. Authorities shall mean anybody empowered by law to make and enforce regulations for public safety.

2 OPENING HOURS
The opening hours for the Exhibition shall be as follows:

Wednesday 24 June, 08.30 – 18.00 hours
Thursday 25 June, 08.30 – 16.00 hours
The timing of the Exhibition opening hours may be changed at the Organisers discretion.

3 APPLICATION FOR SPACE AND ALLOTMENT
Applications for space must be made on the official printed form. The Organisers reserve the right to accept or reject any application, and, even where an application has been accepted, without notice to exclude or to require to be removed any Exhibit which in their opinion does not conform to these terms and conditions or any conditions incorporated herein. Application for space by the Exhibitor, and the allotment of the same by the Organisers shall constitute a contract subject to these terms and conditions or any conditions deemed to be incorporated herein.

4 ABANDONMENT AND LIMITATION
(a) In the event of any abandonment, postponement or limitation of the use of the Exhibition premises or of any of the services provided therein, resulting from circumstances beyond the control of the Organisers or intervention by an outside authority or by a decision found necessary by the Organisers, an Exhibitor or his agents or contractors shall have no claim against the Organisers in respect of any resulting loss or damage and the Exhibitor’s liability under his contract shall not be reduced.

(b) The Organisers reserve the right to alter the layout of the exhibition in any respect and at any time. Should it be necessary to rearrange the Exhibition or transfer it to another place, the Organisers shall be entitled to allot alternative Stands to Exhibitors as the Organisers may determine. They will adjust the cost of the space of any Exhibitor whose stand area is affected by such alteration, but will not be liable to make any further payment or compensation and the Exhibitor will not be entitled to withdraw from his Contract. The provisions of the Law Reform (Frustrated Contracts) Act 1943 shall not apply to the Contract or any part thereof.

5 CHARGES
The charges for the Stand (including site and Shell Stand where applicable) are as set out in this document. The Contractual Price includes:
(i) Complete Shell Stand as specified (excepton special “space only” sites);
(ii) Light fitting and floor covering as provided by Organiser; The Contractual Price does not include: connections for electricity, electric current, insurance, loading and handling equipment and staff, telephones, furniture, flowers; or the provision of anything else not expressly mentioned.

6 PAYMENTS
A non-refundable 25% deposit for the Stand applied for must accompany the application and the balance shall become payable on 26 January 2009 and must be paid by 16 February 2009. In the case of non-payment of any sum payable by the Exhibitor to the Organisers or of the breach of or non-observance by the Exhibitor of any of the terms or conditions of the Contract, the Organisers shall be entitled to re-enter upon the space and remove and exclude the Exhibitor without prejudice to the right of the Organisers to recover any monies due under this contract or under any claim for damages by the Organisers.

7 CANCELLATION OR DEFAULT BY THE EXHIBITOR
An exhibitor shall not be entitled to cancel or withdraw his application for a Stand once it has been received by the Organisers. There can be no refund of the deposit or of the balance due hereunder under any circumstances. If any Exhibitor notifies the Organisers in advance that owing to unforeseen circumstances he is unable to occupy the Stand allotted to him the Organisers may, at their discretion, cancel the allotment without prejudice to any claim by the Organisers against the Exhibitor. Should the Organisers succeed in re-letting any such Stand they may, at their discretion, relieve the Exhibitor of part of his responsibility for payment for the unused Stand.

If an Exhibitor shall fail to pay any sum due to the Organisers or shall contravene or fail to observe any of the requirements of these terms and conditions, the Organisers reserve the right to revoke his allotment of any Stand and to remove and exclude the Exhibitor, his agents and property, at his expense from the Exhibition premises and to re-allot the Stand. Such action by the Organisers shall not prejudice any other remedy they shall have against the Exhibitor nor reduce the amount payable or owing by the Exhibitor to the Organisers.

8 OCCUPATION OF STAND
Every Exhibitor shall occupy the Stand allotted to him by 08.00 hours on 24 June 2009. Should the Exhibitor fail to exhibit, the Organisers reserve the right to deal with the Stand as they think fit. Non-occupation will in no way absolve Exhibitors from their financial liabilities to the Organisers. An allotted Stand must be adequately occupied by the Exhibitor to whom it is allotted. The Organisers reserve the right to take over and clear at the Exhibitor’s expense, the Stand-fitting and Exhibits from the whole or any part of a Stand which they regard as being unsuitable or inadequately occupied. Any payment made of such a Stand will remain payable by the Exhibitor.

9 BANKRUPTCY ETC.
In the event of any Exhibitor ceasing to carry on business or committing any act of bankruptcy, or of a Company going into liquidation, the Organisers terminate the contract forthwith, and all monies paid by the Exhibitor under such contract shall be forfeited.

10 ERECTION AND REMOVAL OF EXHIBITS
Installation
Delivery and installation of exhibits by Exhibitors occupying “space only” sites may commence on 22 June 2009. Delivery and installation of exhibits by Exhibitors occupying Shell Scheme sites may commence on Tuesday 23 June 2009 at 08.00 hours.No exhibitor may enter the hall or deliver goods before the dates and times indicated without the express written permission of the Organisers.

Dismantling
Thursday 25 June 2008. Removal of exhibits by Exhibitors shall be undertaken on Thursday 25 June after 16.00 hours and removal of standfitting by official Contractors by 23.59 hours. Every Exhibitor must leave space occupied by him by the said time clear, and in a clean condition and in the event of the Exhibitor failing to comply with this condition, a charge shall be paid by the Exhibitor forthwith for every hour after the time during which the said space shall remain un-cleared and unclean, and if the Exhibitor has failed to do such work, the Organisers may arrange for such work to be done and the said charges shall be applied therefore. The charge will be equivalent to the costs incurred by the Organisers as a result of failure to comply with these rules. Any structures, goods or materials left in the premises 24 hours after the hire period will be regarded as refuse and will be disposed
of accordingly.

11 STANDS
All Exhibitors must comply with the requirements of the Manchester Central Management and/or other relevant Authority and all Exhibitors are deemed to have notice of such requirements and conditions and are bound thereby. Exhibitors must not build stands or display their goods so that, in the opinion of the Organisers, they obstruct the light or impede the view along the open spaces or gangways, or may inconvenience other Exhibitors. A drawing and details of the Organisers’ Shell Stand scheme appears in this document. No external modifications of these Stands will be permitted but the interior design or decoration will be at the discretion and expense of the Exhibitor subject to Section 8. Detailed design drawings of space only Stands giving all dimensions, together with the name and address of the Exhibitor’s Stand fitter must be submitted to the Organisers before 11 May 2009. Late submission may result in refusal to build.

12 FIRE-PROOFING
All materials used for building, decorating, draping or covering Stands or displaying exhibits must be non-flammable or made nonflammable by impregnation with fire proofing solution and bear a branding mark denoting that this has been done and in all ways comply with the requirements of all Authorities including Manchester Central and local Bye-Laws (see section 18).

13 EXHIBITION BUILDING
Exhibitors must not cut or alter the floor or in any way alter the structure of the exhibition building. The Organisers expressly disclaim all responsibility in this connection.

14 OBSTRUCTION
Exhibitors must undertake at all times not to obstruct, by their goods or in any other way, gangways or open spaces, and no sign or structure may be hung or projected over gangways or open spaces. The removal of obstructions or offending structures must be undertaken forthwith by the Exhibitor on notification by the Organisers and in default the necessary action will be taken at the Exhibitor’s expense.

15 LIGHT, POWER AND OTHER SERVICES
All electrical work must be carried out by the official contractor. Any additional requirements should be ordered direct from the official electrical contractor. The cost of electricity, water and other services and fittings other than the general lighting and heating of the Halls, shall be borne by Exhibitors requiring the same. Exhibitors shall make payment as the Organisers may direct for electrical current consumed. All electric fittings and devices must comply with the regulations of Manchester Central and any other appropriate Authority.

16 STAND MAINTENANCE AND CLEANING
Exhibitors shall maintain their exhibits in good repair and appearance to the satisfaction of the Organisers throughout the period of the Exhibition. Gangway cleaning is arranged daily by the Organisers.

17 OFFICIAL CONTRACTORS
Exhibitors may only use the Official Contractors appointed by the Organisers for the following services they may require: catering, electrics, telephones. The Organisers reserve the right to change or appoint additional Official Contractors as may be found necessary. Exhibitors must submit to the Organisers 6 weeks before the opening day of the Exhibition the names and addresses of the contractors they propose to employ to carry out the interior decoration and fitting out of their allotted Shell Stand. The Organisers reserve the right to refuse admission to the Exhibition premises to any Contractor or subcontractor not previously notified to them.

18 FIRE RISKS AND SAFETY
Exhibitors will adhere to the Regulations of Manchester Central and other Authorities concerning explosive and dangerous combustible materials and undertake to effect adequate insurance in respect of third party claims and associated risks. Exhibitors shall not jeopardise any current insurance policies or licenses, and shall in all cases comply with the special or any requirements of the Fire Insurance offices, Manchester Central or other Authorities concerned. In no circumstances shall naked lights or lamps, explosives or articles of a dangerous or inflammable or objectionable nature, or temporary electrical fittings, be installed or used in Manchester Central without the written permission of the Organisers, who shall be at liberty at any time to remove such articles from the Exhibition areas.

Smoking
Smoking is prohibited in any part of the Manchester Central or premises of which the Exhibition areas form a part.

19 CINEMATOGRAPHY APPARATUS, ETC.
No cinematography apparatus or film, radio, television, gramophone or any other apparatus which reproduces words or actions or persons or things shall be introduced into Manchester Central without the permission of the Organisers. When permission is granted by the Organisers, the following conditions apply:
(i) Only non-flammable film may be used.
(ii) The projector housing and covering must be of non-flammable material.
(iii) Adequate soundproofing of sound films is essential.
(iv) Seating, if any, must meet the requirements of Manchester Central.
(v) Details of all arrangements must be submitted to the Organisers for approval before work is put in hand.
(vi) The regulations laid down by the Performing Rights Society governing the playing of words or music have been observed.

20 EXHIBITS
All Exhibits are subject to the approval of the Organisers. Every Exhibit must be open to view and every Stand adequately staffed during the opening hours of the Exhibition. All Exhibits (whether moving or not) must be adequately protected from any danger, at the Exhibitor’s expense, in such a manner as to meet with the requirements of the Authorities and Organisers. Exhibitors agree to indemnify the Organisers against any claims arising in respect of their Exhibitors or the use of their
Stands whether under the Patents and Designs Act or the Trade Mark Act or from any alleged breach of copyright or passing off or otherwise howsoever. All goods delivered to the Exhibition must enter by specified entrances and must be accompanied or received by a representative of the Exhibitor. Empty cases and packing must not be stored on Stands or in Offices. Cases and packing not removed from the premises by 08.00 on 24 June 2009, will be disposed of by the Organisers as they think fit.

No Exhibit shall be allowed to be removed before the close of the Exhibition, and the Organiser shall have a lien on any exhibit or material of the Exhibitor for any money owed to them by the Exhibitor, whether in respect of Stand rent, goods supplied, work done, or other expenses, including liquidated damages, and shall be entitled to enforce such lien by sale of any goods subject thereto as the Organisers see fit.

21 CONDUCT OF EXHIBITORS
Exhibitors shall not make retail sales from Stands without written permission from the Organisers. Exhibitors and their representatives, agents, staff and contractors, must comply with the direction of the Organisers given as they may think fit from time to time, the terms and conditions of Manchester Central or other appropriate Authority for places of public entertainment. All the said directions, terms and conditions may be varied from time to time without notice to the Exhibitor and such variation shall be deemed to be part of this business. Exhibitors shall conduct themselves in a manner not objectionable to other Exhibitors, to visitors or to the Organisers. In the event of these terms not being observed, the Organisers shall be entitled forthwith to terminate the Exhibitor’s license to occupy the Stand. Exhibitors are not allowed to fix advertisement upon any part of the Hall or Conference venue. Distribution of literature or publications by Exhibitors are strictly prohibited unless this is conducted upon their own Stand. Exhibitors are permitted to have literature distributed by the Organisers, at the Organiser’s discretion, in the delegates pack, which must be arranged in compliance with deadline dates set by the Organisers.

22 CATERING ETC.
Manchester Central, the proprietors of the Hall require that all items for consumption on the premises by eating or drinking shall be obtained solely from the Official Contractors for catering. The Exhibitor will not allow or suffer to be done anything which shall be a nuisance or an infringement of any of the licensing laws or suffer to allow any betting or gambling to take place during the period ofthe Exhibition. Exhibitors shall not dispense alcoholic refreshments when principal conference sessions are taking place.

23 RISKS AND INSURANCE
All Exhibits and articles brought into Manchester Central by the Exhibitor or his staff or contractors shall be at the sole risk of the Exhibitor or contractors. The Organisers shall not be responsible for any loss or damage occasioned thereby by any causes whatsoever. The Organisers shall not be liable for any loss, delay, damage, costs, expenses or monies paid in respect of the postponing, abandoning, cancelling, transferring or curtailing of the Exhibition by reason of fire, storm, tempest, riot, war, strike, lock-out, trade dispute, process of law or for any other cause beyond their control, or without prejudice to the generality of the foregoing any other case of any nature whatsoever and the Organisers may vary or determine the contract without liability by giving the Exhibitor notice in writing to that effect. The Organisers shall not be liable for any loss or damage whatsoever caused by or arising out of their act or omission or otherwise of the Organisers’ servants, agents, contractors, invitees, licensees or any goods or things of whatsoever nature brought in or upon the building by or with the Authority or for the benefit of the Exhibitor. The Exhibitor hereby indemnifies and shall keep indemnified the Organisers against any action, liability, costs, claims or expenses arising out of any act or omission of whatever nature by the Exhibitor or his servants, agents, contractors or invitees or licensees within the Halls or in other parts of the building, or howsoever otherwise in
connection with the Exhibition. Before the commencement of the Exhibition, the Exhibitor shall insure his legal liability for negligence under a General Third party Policy
and submit the said policy to the Organisers if requested.

24 INTERPRETATION AND ALTERATIONS
The Organisers reserve the right to alter, amend, or add to any of these terms and conditions for the better conduct of the Exhibition, and to waive any of these terms
and conditions in particular cases. No waiver or indulgence in relation to any particular case shall be a waiver in relation to any other matter involving that Exhibitor or any other Exhibitor and any such waiver or indulgence shall be without prejudice to any remedy which may be available to the Organisers in relation to that Exhibitor. Should any questions arise whether provided for in these terms or not the decision of the Organisers shall be final. The Exhibitor undertakes not by any act or omission to do anything which would lead to the cancellation by the Manchester Central of its contract with the Organisers. The descriptive headings in these terms and conditions are for reference only and are not part of the contract.