EXHIBITING AND ADVERTISING NOVEMBER 2015 SWINDON

Transcription

1 EXHIBITING AND ADVERTISING NOVEMBER 2015 SWINDON

2 Youthwork the Conference is an annual gathering of Christian youth workers from all over the country who come together to hear from God and find fresh vision for their ministry. The conference provides the perfect opportunity to promote your organisation to 700 delegates attending throughout the weekend. We would love to have your organisation exhibit with us, offering your resources, products and ministry to all who attend. EXHIBITION SPACE FROM 350 The best way to get your message out to delegates is to be at YC15 in person. This year, we ll be in a new venue providing a great area for delegates to browse ministry ideas and resources. ACCOMMODATION 80pp We ve gone residential! We re offering a residential weekend delegate rate of 80pp for up to 4 exhibition staff. See our terms and conditions for further information. PROGRAMME ADVERTISING FROM 150 We ll be providing a programme free to all delegates on arrival, packed full of exciting content. This is the essential guide to all that will happen at YC15. We ll have a limited number of adverts available to purchase. SCREEN ADVERTISING 90 We re offering a limited number of static adverts which will be repeated at the start of each main session. This option offers an effective, low cost way to reach delegates with key messages. POP UP BANNERS 35 If you re unable to be at YC15 in person, simply send us your pop up banner and we ll display it in a prominent position during the conference.

3 BOOKING FORM Name of Organisation: Registered Charity: Yes No If yes, please give charity number: Contact Name: Address: Phone: Website: Please indicate the quantity of each item required in the boxes below. VAT will be charged at the current rate, where applicable. I would like to book: Net Price VAT Quantity Total Cost Exhibition Space 2mx2m (includes 1 power socket) 350-3mx2m (includes 1 power socket) 450-4mx2m (includes 1 power socket) Additional Items Power 15 3 Tables Chairs Programme Advertising Inside Front Cover (105mm x 148mm + 3mm bleed) Inside Back Cover (105mm x 148mm + 3mm bleed) Full Page (105mm x 148mm + 3mm bleed) Half Page (105mm x 74mm + 3mm bleed) Additional Advertising Screen Advertising (16:9 widescreen) Pop Up Banner (maximum 850mm wide) 35 7 Return Delivery Overall Total: Please describe the products and/or services which you would be promoting/selling at the event. Please note, you will only be entitled to promote/sell the products/services shown on your application form: Declaration I have read and accept the terms & conditions of Youthwork the Conference Exhibition and agree to abide by them should my application be accepted. I have enclosed: Full payment (Cheques to Memralife Group Sort Code: , Account Number: Reference YC15) My insurance documents (detailed in the terms & conditions) A copy of my VAT exemption form (if applicable) Signed: Date: Print Name: Please return this form to the Exhibition Manager via or by post: yc@essentialeventmanagement.com Youthwork the Conference, 14 Horsted Square, Uckfield TN22 1QG

4 DECLARATION OF ZERO RATING VAT FOR CHARITY ADVERTISING We declare that the below named charity is buying from: NAME OF SUPPLIER: Memralife Group ADDRESS: 14 Horsted Square, Uckfield, East Sussex TN22 1QG The following goods or services are eligible for relief from VAT under Item 8; Schedule 8 of Zero Rate Group 15: DESCRIPTION Purchase of advertising in the Programme, Screen Advertising or through Pop up Banners at Youthwork the Conference. CONTACT NAME: POSITION IN CHARITY: CHARITY NAME: CHARITY ADDRESS: CHARITY REGISTRATION NUMBER: VAT REGISTRATION NUMBER (IF APPLICABLE): I confirm that this information is correct There are severe penalties for making a false declaration. If you are in any doubt about the eligibility of the goods or services you are buying, you should seek advice from your local VAT office before submitting this declaration.

5 TERMS & CONDITIONS CONTRACT This contract sets out the terms and conditions upon which your organisation ( you ) will attend the Exhibition at Youthwork the Conference. By signing and returning your application form you are agreeing to the terms and conditions set out here. YOUR APPLICATION Applications for all exhibition and advertising at Youthwork the Conference must be made using the Youthwork the Conference application form. We reserve the right to accept or decline any application without any given reason. If your application is accepted you will be sent a booking confirmation. Whilst all types of organisations are welcome to apply, priority will be given to those organisations involved in equipping and resourcing youth ministry. Please note, exhibition space will be limited and therefore subject to availability. COST The price you pay will be shown on your application form. All fees for rental of exhibition space and advertising at Youthwork the Conference are payable upon application. Applications will not be confirmed until full payment has been received and this could result in you missing out on a place at Youthwork the Conference. Cheques should be made payable to Memralife Group. Bank transfers should be made using the reference: YC15, Sort Code: , Account Number: Where applicable, VAT will be charged at the current rate as stated on the application form. DEADLINES All deadlines will be strictly adhered to. Failure to provide the requested items or information by the deadlines set may lead to Youthwork the Conference denying you access to the Exhibition. No refund of monies paid will be payable by Youthwork the Conference. PARTICIPATION Youthwork the Conference is in agreement with the Evangelical Alliance Basis of Faith and the Lausanne Covenant. Youthwork the Conference reserve the right to remove any item from your stand that (as our sole discretion) (a) could cause offence to attendees of the Exhibition or (b) is not suitable for the Exhibition bearing in mind the purposes of Youthwork the Conference. INSURANCE You are required to have your own public liability insurance with an indemnity limit of at least 5,000,000 per claim. Confirmation of cover in written form from your insurer must be submitted before the event. Youthwork the Conference accept no liability whatsoever for, or in respect of, any loss, damage or other liability including for any damage to, or loss (including theft) of equipment, stock, or any other item owned by, hired or loaned to you for the purposes of the Exhibition or otherwise. Youthwork the Conference strongly recommend that you arrange all risk insurance for such items for the duration of the Exhibition. It is your responsibility to ensure that all your staff have personal effects cover. Please note a certificate of Employer s Liability is not sufficient evidence of your Public Liability cover. Youthwork the Conference exclude all liability for the security of your stand and stock. You will be responsible for the security of your stand and equipment and should ensure you have the correct insurance cover in place. CANCELLATION If you wish to cancel any part of your Youthwork the Conference package, you must do so in writing addressed to the Exhibition Manager, Youthwork the Conference, 14 Horsted Square, Uckfield, East Sussex, TN22 1QG. Please note, no refund will be given. SALES & PROMOTION Any additional activities including surveys and questionnaires must be approved in writing by 18 October Please note that you will not be entitled to sell or give away food or drink for consumption on the premises with the exception of small, individually wrapped sweets. No combustible material may be used or sold at the Exhibition. Unless Youthwork the Conference have granted prior written authorisation you will not, and will procure that none of your staff will make or arrange any announcements with a microphone; signing sessions; publicised special appearances; sign-posting or activities outside of your allocated exhibition space. You may not sell, assign, rent, transfer, trade or share any part of your exhibition stand at Youthwork the Conference with any other organisation, without the prior written agreement of Youthwork the Conference. Any sound placed on your stand must be at such a volume as not to cause interference or discomfort to those around you. EXHIBITION SPACE Youthwork the Conference will provide you with a floor space as detailed in your booking confirmation and will inform you should there be any change to this. A shell scheme will not be provided. You will need to provide your own display panels to fit the given floor area. These should be no higher than 2.4 metres. Youthwork the Conference reserve the right to re-lay the stand plans and/or re-allocate, move or adjust stands as necessary and to close entrances, exits and access to the exhibition area as it deems necessary. Your stand must be erected within the area marked out by the Exhibition Manager and this will be strictly enforced. Please ensure your stand fits into the area you have booked (i.e. if you book a 2mx2m space, your shell scheme, any tables/ chairs and your staff must fit in this space). If it exceeds the area that you have booked on your application form you will be charged for any extra metres used and may be asked to remove your stand depending on the location. POWER SUPPLY One 13amp socket will be provided free of charge for each stand. Additional sockets can be requested using the attached application form, subject to availability. Please note that power may not be available in all locations and will be allocated on a first come, first served basis. The power supply is suitable for running domestic appliances such as TVs, DVDs and laptops. Extension leaders may be used but you must not daisy chain any leads or use more than 50w in total. ELECTRICAL EQUIPMENT Any electrical equipment or appliances which you propose to use at the Exhibition require a Portable Application certificate/sticker. Please bring the certificates/ stickers with you in case you are required to produce them to the Exhibition Manager. You will not be permitted to use any electrical equipment or appliances which you cannot produce a P.A.T. certificate/sticker for and this will be strictly enforced. Any equipment you wish to use that does not hold the relevant certificate/sticker will be charged 5 per item to receive a valid P.A.T. certificate/sticker.

6 TERMS & CONDITIONS FITTINGS All stands, fittings and materials, which you propose to use at the Exhibition, must be fire-retardant in accordance with the requirements of all the appropriate authorities. As per the requirements of the venue, appropriate certification must be available on request and it is your responsibility to ensure that you have it with you. Youthwork the Conference reserve the right to ask you to remove any item which may be deemed non-fire retardant and for which you do not have appropriate certification with you. If you have fire-proofed items after purchase you will need to bring official confirmation detailing when, in the last twelve months, the fire-proofing was undertaken and which product was used. You will be responsible for providing table cloths, backdrops and display boards for your stand. Tables and chairs may be booked using the attached booking form, subject to availability. All fittings should be of professional exhibition standard and comply with the requirements set out above. All articles, goods, advertisements, signs and other materials exhibited must comply with the law and be free from any offensive or defamatory images, words or statements. They must not infringe any copyright, trademark, design, patent or other intellectual property right and must comply with any statutory provisions or regulations relating thereto. Youthwork the Conference reserve the right to ask you to remove anything from your stand which is not appropriately certified or which it deems unsuitable, in its absolute discretion. You will indemnify Youthwork the Conference against all actions, costs, claims and demands in respect of any breach of the provisions of this clause. You will immediately remove any item from your stand when requested to do so by a member of the Conference Management. ACCOMMODATION Youthwork the Conference will provide a discount code for residential weekend delegate tickets at 80pp. Further information, along with the discount code, will be sent to you on confirmation of your exhibition booking. Please note, the discount code is only valid for a maximum of 4 exhibition staff; any additional exhibition staff must pay the full residential weekend delegate rate, available on the YC15 website. SET UP Set up will take place between 9am-2pm on Friday 13 November. Any organisation arriving after 3pm will not be permitted to set up until the exhibition area closes for the first main session at 8pm. You will be responsible for the delivery, erection, manning, dismantling and removal of your stand and material on your allocated space. Please note we are unable to accept early deliveries. The safety of this area is your responsibility and Youthwork the Conference accepts no liability in this respect. Youthwork the Conference and the Conference Centre reserve the right to alter and/or close a stand which, in their responsible opinion, is unsafe. Under 16s will not be permitted in the exhibition whilst set up takes place. OPENING TIMES During the Exhibition, you must ensure that your stand is staffed during all opening times, including Sundays. The opening times of the Exhibition will be provided via . The Exhibition Manager reserves the right to close down your stand if it is left unattended during the opening hours given. BREAKDOWN Stands must not be dismantled before the Exhibition closes on Sunday 15 November. All delegates must have left the Exhibition and an announcement made before stands can start to be dismantled. You are responsible for removing all exhibits and all rubbish from your allocated space and for ensuring this space is delivered back to Youthwork the Conference in good order and clean condition. Youthwork the Conference reserve the right to charge you a fee for removing any such material or cleaning the space, in the event that this clause is not complied with. Under 16s will not be permitted into the Exhibition whilst breakdown is taking place. POP UP BANNERS Banners should be no more than 850mm wide. You will be responsible for delivering/sending your banner to Youthwork the Conference and further information will be available once your application has been accepted. Youthwork the Conference will place your banner in an area deemed suitable and no guarantee will be given as to where this will be. Youthwork the Conference will return your banner via an appropriate delivery service within 28 days however; this is subject to payment by you as highlighted on your application form. Youthwork the Conference accept no responsibility for the safe return of your banner. PROGRAMME ADVERTISING All accepted advertisements will be displayed in the Youthwork the Conference programme, distributed free to all delegates. Full page adverts should be provided as 148mmx148mm with 3mm bleed. Half page adverts should be provided as 148mmx74mm with 3mm bleed (landscape). Adverts should be provided as a JPEG file by 18 October Any adverts received after this date may not be included. Youthwork the Conference reserves the right to refuse to show adverts if it deems them, in its absolute discretion, unsuitable. SCREEN ADVERTISING All accepted advertisements will be shown on the Youthwork the Conference big screen before main sessions. Adverts should be provided as 16x9 for wide screen. They should be single screen, static adverts and should not include animation or audio. Please provide via WeTransfer or Dropbox by 18 October Any adverts not received by this date will not be shown. Youthwork the Conference reserves the right to refuse to show adverts if it deems them, in its absolute discretion, unsuitable. ACCURACY OF INFORMATION All the information provided to you in this application pack is currently correct, however, things can and do change and Youthwork the Conference reserve the right to make any necessary changes including, but not limited to, programme or venue changes, without prior notice. Attendee figures quoted in publicity are an estimate of anticipated attendance. No refund shall be given if attendee figures prove to be lower than those publicised.

7 TERMS & CONDITIONS LIABILITY Youthwork the Conference shall not be in breach of this agreement, nor liable for any failure or delay in performance of any obligations under this agreements arising from or attributable to acts, events, omissions or accidents beyond its reasonable control (Force Majeure Event), including but not limited to any of the following: Acts of God, explosions, floods, tempest, fire, accident, war or threat of war, sabotage, insurrection, civil disturbance, any acts, restrictions, regulations, byelaws, prohibition or measures of any kind on the part of any governmental, parliamentary or local authority, import or export regulations or embargoes, strikes, lock-outs or other industrial actions or trade disputes or any power failure whatsoever or howsoever caused. To the fullest extent permitted by law, Youthwork the Conference s total liability under or in connection with this agreement shall be limited to the amount paid by you under this agreement or any relevant insurance maintained by Youthwork the Conference. In relation to specific heads of liability that may form part of Youthwork the Conference s total liability; its liability shall be limited as follows: in respect of any breach by it of the terms of this agreement, limited to the amount paid by you under this agreement; in respect of any negligence by it in connection with this agreement, limited to the amount paid by you under this agreement or the level of any relevant insurance that Youthwork the Conference has in place (whichever is the lowest reasonable in the circumstances); in respect of any liability for property that is covered by Youthwork the Conference s insurance, the level of the relevant insurance held by Youthwork the Conference; In respect of any other liability, the amount paid by you under this agreement. The relevant insurance Youthwork the Conference has in place is summarised in Schedule 2 which is available on request. If you have an obligation to Youthwork the Conference to insure against a risk, Youthwork the Conference will have no liability whatsoever for or in relation to any loss or damage that fails to be covered by the insurance so required, whether or not you actually take out the insurance. Youthwork the Conference shall not be liable to you for loss of profit, loss of business or depletion of goodwill in each case whether direct, indirect or consequential, or any claims for consequential compensation whatsoever (howsoever caused) which arise out of, or in connection with, these terms and conditions. In the event that the Conference Centre is not able to provide Youthwork the Conference anything they require to put on the event (including but not limited to the space required for the event), either for the whole or part of the duration of the event, Youthwork the Conference may at its absolute discretion refund you the whole or part (on a pro-rate basis) of your payment, and in these circumstances Youthwork the Conference shall not be liable to you for any loss in excess of this refund or partial refund. Nothing in these terms and conditions excludes or limits or seeks to exclude or limit Youthwork the Conference s liability for death or personal injury caused by Youthwork the Conference s negligence or under section 2 (3) of the Consumer Protection Act 1987 or for fraud or fraudulent misrepresentation or for any matter which would render this Clause unenforceable. DISPUTE In all matters of dispute at the Exhibition in the first instance, you should put your complaint in writing, setting out the circumstances in full, addressed to Youthwork the Conference Director, 14 Horsted Square, Uckfield, TN22 1QG. The Youthwork the Conference Director will carefully consider your letter and write to you setting out their decision. If you are unsatisfied with this response, you should refer the matter to the Chartered Institute of Arbitrators for mediation or Arbitration. GOVERNING LAW AND JURISDICTION This agreement and any disputes arising out of or in connection with its subject matter are governed and construed in accordance with the law of England. The parties to this agreement hereby irrevocable agree that the Courts of England have exclusive jurisdiction to settle any dispute or claim that arises out of or in connection with this agreement. If any provision of this agreement (or any part of any provision) is found by a court or other authority of competent jurisdiction to be illegal, invalid or unenforceable, that provision or part provision shall, to the extent required, be deemed not to form part of this agreement, and the validity and enforceability of the other provisions of this agreement shall not be affected.