Terms and conditions – Exhibitors 2017-10-17T09:01:03+00:00

By completing a booking form or taking stand space at the show, you agree to bound by the terms and conditions below. If you do not agree with the stated terms and conditions, please contact Instantfocus Ltd on 01484 482005.

In these rules and regulations, The Home Office; The Health & Safety Inspectorate and any other Government Department or any other competent authority having jurisdiction in the premises. The ‘Contract’ or ‘Booking Form’ means the agreement for the allotment of space at the Exhibition made between the Exhibitor and the Organisers. The ‘Exhibitor’ means all employees, servants and the agents of any company, partnership, firm or individual to whom space has been allocated for the purpose of exhibiting. The ‘Organiser’ means Instantfocus Ltd. The term ‘Product’ shall be taken to mean any exhibit to be shown at the Exhibition. The ‘Rental’ means the license fee shown as the total cost payable by the exhibitor in the Contract. Rules and regulations means the terms and conditions set out herein. The ‘Company’ shall mean EventCity and all land owned by EventCity, including all car parks and exhibition halls not being used for the Manchester Bike Show.

The Exhibitor must comply with the requirements of all local, county and other public authorities and where applicable with the regulations issued by the authorities in force at the time of the Exhibition. Exemptions from any rules and regulations laid out below may be granted at the Organiser’s discretion. No exemption given by the Organisers will be effective unless it is in writing.


No stand will be held as let until the Exhibitor has returned a booking form to the Organiser. This booking form then acts as a Contract between the Organiser and the Exhibitor.

The Contract constitutes a license to exhibit and not a tenancy. The Organiser reserves the right at any time to make such alterations in the floor plan of the Exhibition as may in their opinion be necessary, as a whole and to alter the shape, size or position of the space to the exhibitor. If as a result the space allotted to the Exhibitor shall be reduced, a proportionate reduction will be made to the Exhibitor by adjustment of Rental. No alteration to the space allotted will be made in such a way as to impose on the Exhibitor any greater liability for rental than the undertaken contract.

Where an Exhibitor is the selling agent in the United Kingdom for another company or companies and intends to show their products, he must state on the Booking Form their name(s) and undertake to confine exhibits to the goods of these firms and of his manufacture.

Exhibitors are not allowed to sublet the stand allotted to them or permit the stand to be utilised by any other person or company without the Organiser’s prior consent in writing.

Without the written consent of the Organisers, no name(s) other than that of the company, its trade name(s), trademarks, the companies it represents in c) or has borrowed equipment from may be displayed on the stand, nor may any literature or handbills in respect of any goods other than those of the Exhibitor be displayed or distributed.

The Exhibitor shall pay the rental charges payable under the contract as follows: Full payment, including VAT, is required to secure your site for stands under £500 + VAT. For stands costing above £500 + VAT, a 50% deposit is required to secure your space. You will receive an invoice for the remaining balance of 50% which will need to be paid by 01/03/2018. If you book less than four weeks before the show (after 23/02/2018) then the balance must be settled in full. Under certain circumstance, payment schedules may be altered at the Organisers discretion. In no circumstances will an Exhibitor be permitted to erect or occupy his stand or suite if the Rental has not been paid in full. Should an Exhibitor be prevented from occupying his suite for this reason, all Rental paid shall be forfeited and the balance of the whole Rental due under the Contract shall be recoverable forthwith by the Organisers as agreed liquidated damages in event that the space has not been let to an alternative Exhibitor despite reasonable efforts to do so by the Organisers.

Without prejudice to the rights and remedies of the Organisers in respect of any breach of the Contract of the part of the Exhibitor, the Organisers may at their discretion allow the Exhibitor to withdraw from the Exhibition subject to the following conditions:

The Exhibitor must give written notice to the Organisers that he desires to withdraw and if the Organisers allow such withdrawal they will notify the Exhibitor of the decision in writing.

Any such notification by the Organisers to the Exhibitors will constitute a cancellation of the Contract.

In the event of cancellation of the Contract, the Exhibitor shall pay to the Organisers a sum of money as agreed liquidated damages and the Organisers shall notify the Exhibitor of this sum in its notification. The sum shall be calculated in accordance with the table set out herein:

Date of receipt by the Organisers Proportion of of cancellation of contract value
Before 23/02/2018 50%
On or after 23/02/2018 100%

Upon payment of such consideration to the Organisers by the Exhibitor credit being given by the Organisers for all rental already paid by the Exhibitor the Contract shall be cancelled and neither party shall have any further claim against the other.

If the Exhibition is abandoned, cancelled or suspended in whole or in part by reason of war, fire, national emergency, labour dispute, strike, lockout, civil disturbance, inevitable accident, the non-availability of Exhibition premises, or any other cause not within the control of the Organisers, or the Organisers in its sole discretion at anytime determines that the event is not financially viable the Organisers may at their entire discretion repay the rental paid by the exhibitor, or part thereof, but shall by under no liability to the Exhibitor in respect of any actions, claims, losses (including consequential losses), costs or expenses whatsoever which may be brought against or suffered or incurred by the Exhibitor, as a result of the happening of such events.

The Organisers will use all their reasonable endeavours to ensure the supply of the services of EventCity and of those mentioned in the Exhibitors Manual, but as the supply of such services is not within the control of the Organisers they shall not incur any liability to an Exhibitor for loss or damage if any such services shall wholly or partially fail or cease to be available nor shall the Exhibitor be entitled to any allowance in respect of Rental due or paid under the contract.

The Organisers will not be liable for any damages the Exhibitor, his servants or agents may sustain in respect of the infringement of any of its copyrights, trademarks, patents or any other intellectual or industrial rights arising out of his participation.


The exhibition will be open daily to the public on Saturday & Sunday 24th & 25th March 2018. Opening hours are 9.30am to 5.00pm each day.

All dust covers must be removed and stands ready for display purposes by 9.30hrs on each public open day. No stand shall be covered up or closed during the exhibition before the official closing time. Build-up: Friday 23
rd March 2018: 9.00hrs–20.00hrs. Break-down: Sunday 25th March 2018: 17.30hrs–22.00hrs. All stand fitting and exhibits must be removed from the hall by 22.00hrs on Sunday 25th March 2018.


It is the responsibility of the Exhibitor to ensure that the gangways in front of his stand are kept free from obstruction during the whole of the time that the building is open for the purpose of the exhibition. At no time must any gangway be blocked or obstructed.

The Organisers will provide a cleaning service for accessible floor space at no extra cost to the Exhibitor. The Exhibitor is required to place all rubbish from his stand accessible for the cleaners each evening. The Exhibitor is responsible to see that his stand is clean and in good order at all times. In the event that the Exhibitor fails to do this to the satisfaction of the Organiser the Organiser reserves the right to clean and tidy the Exhibitor’s stand at the Exhibitor’s expense.

Waste material: In accordance with compliance of the Environmental Protection Act 1980, each Exhibitor is responsible for the removal and safe disposal of any waste materials left after the exhibition. Any cost for the removal of materials or waste left on site by the Exhibitor or their appointed contractors will be borne by the Exhibitor.

Exhibitors shall at times observe the following:

Fireproofing: All materials used for the construction or display shall conform to the materials guidelines. (Refer to the Exhibitor Manual, page 8, paragraph 27).

Cloth materials used in decoration of stands shall be stretched against solid backing, shall not hang loose and shall be at least 6 inches clear of the floor.

All furniture used in the exhibition hall shall confirm to BS 5852 1990 Section 4 .

No naked lights may be exhibited or used in the exhibition hall without the written permission of the Organisers.

Exhibitors shall not interfere with the fire extinguishers placed in the halls by the venue’s fire officers.

Exhibitors must ensure that their stand personnel are familiar with the use of such equipment and that they have been made aware of the fire procedure for the event as detailed in the Exhibitor Manual (page 8, paragraph 27).

Exhibitors must ensure that their stand staff are familiar with the location of fire and emergency exits and assembly points, as well as the location of firefighting equipment.

Instantfocus Ltd have appointed an official lifting contractor for the safe lifting of exhibits and stand fittings within the exhibition. For safety reasons, the use of mechanically operated lifting equipment within the exhibition halls, other than that carried out by the official lifting contractor, is strictly prohibited.

The supply of mains services is the responsibility of the appropriate official venue contractors and will be carried out in accordance with their own individual terms and conditions.


All electrical installation must be undertaken by the official contractor as listed in the Exhibitor Manual (page 8, paragraph 23), which will be issued on receipt of a signed booking form, and the Exhibitor will be responsible for settling accounts direct with the contractor. The Exhibitor shall not use sound amplification equipment unless the sound is contained within the area of space allotted to him. The Exhibitor shall ensure that no leads connected to any device shall be taken outside the area contributed to the Exhibitor’s allotted space. The Exhibitor must seek his own license as required for the legal transmission of any copyrighted material whatsoever. A Phonographic license for the event as a whole is not in force and the Organiser accepts no responsibility for the Exhibitor’s actions.

The normal height limit on display spaces or other items is 2.5 metres. Any Exhibitor wishing to construct a display of over 2.5 metres must submit a proposal plan for consideration by the Organisers and obtain their approval.

Each Exhibitor exhibits entirely at his/her own risk. The Exhibitor is responsible for all claims arising from personal injury or damage arising in connection with the erection and dismantling of the Exhibitor’s stand and anything permitted, omitted or done thereon or there from during the period of the exhibition of the construction and dismantling periods caused directly or indirectly by the Exhibitor or any contractor, subcontractor, servant, agent, licensee or invitee of his or the act, omission or neglect of such person, or by the exhibit, machinery or other article of the exhibitor or any servant or agent of his. The Exhibitor will indemnify the Organisers in respect of each and every such claim, and all actions, proceedings, costs, claims and demands in respect of all such claims.

The Organisers will take such precautions as they may consider advisable for the precaution of all articles exhibited, but will not at any time be responsible for the loss of, or damage to, or safety of any exhibit, empty cases, tools or other property of the Exhibitor or any other person under any circumstances whatsoever. All Exhibitors will be expected to effect their own insurance against fire and loss and shall claim against such insurance wherever possible in priority to making any permitted claim against the Organiser.

Each Exhibitor must hold a General Third policy of insurance to cover his legal liability for negligence for an indemnity of at least £2,000,000.

In the event of any person sustaining loss, injury or damage by any machine, implement or article belonging to an Exhibitor, the said Exhibitor shall relieve the Organisers of all claims, actions or suits made or expenses incurred in connection therewith.

The Exhibitors hereby agree to free the Organisers and EventCity of all responsibility for loss or damage arising directly through any Act of God, War, Strikes, Lockouts, Trade Disputes, Fire, Flood, Drought or from riots or similar commissions within or without the hall or premises, or any other causes beyond the Organiser’s control or owing to the inability to procure materials or articles except at enhanced prices due to any of the foregoing causes.

The Organisers have arranged for the Exhibitors to be offered a comprehensive low-cost policy to cover the above requirements. Contact Stewart Miller Insurance for details (See Exhibitor’s Manual, page 5, paragraph 8 for contact details).

General: Instantfocus Ltd will provide a basic level of security within the exhibition centre throughout build-up, the open period and break-down. All measures practical will be taken to protect the goods and possessions of each Exhibitor. However, neither Instantfocus Ltd, nor EventCity will accept any responsibility for the loss or damage of any goods, exhibits or personal effects. Exhibitors and contractors are advised not to leave valuable items unattended at any time.

Insurance: It is the responsibility of each Exhibitor to ensure that any goods, exhibits and personal effects belonging to their company, staff and appointed contractors are insured against any loss or damage whatsoever.

It is a strict condition of exhibiting that each Exhibitor submits the following detailed scalable stand designs for inspection before the end of February 2017.

Please send to: Instantfocus Ltd, 26 Westgate, Honley, Holmfirth, West Yorks, HD9 6AA:
3 copies of a plan view clearly showing the overall dimensions of the stand, position of all major exhibits, and all walling and audiovisual equipment

3 copies of each open elevation showing the heights of each element, graphics and logos.

All stands incorporating steps, stairs, platforms over 600mm, raised seating or multiple decks must also submit:

3 copies of calculations/drawings that prove the structural ability of any of the above mentioned structures.

Detailed construction details for these structures.

Exhibiting company name.

Stand number.

Designer’s details and contact name.

The scale used.


The quantity of petroleum spirit or other flammable liquid in the tank of any vehicle shall not exceed 5 litres (1 gallon) or the minimum consistent with the performance of the vehicle, whichever is the less; the arrangements for replenishing the tanks shall be to the satisfaction of the local authority andreplenishment shall not take place whilst the public are on the premises. Any static vehicle for exhibition must have its tank drained, filler cap sealed and shut and battery terminals disconnected. For safety reasons, the use of mechanically operated lifting equipment within the exhibition halls other than that carried out by the official lifting contractor is strictly prohibited.

By completing a booking form or taking stand space at the show, you agree to bound by the above terms and conditions. If you do not agree with the stated terms and conditions, please contact  Instantfocus Ltd on 01484 482005.

All pre paid tickets will be delivered by email by noon on Friday 23rd March – cash and card box office available on the day Dismiss