Rules and Regulations

Ordering of space and payment of the deposit for the above Exhibition binds Exhibitors and their Contractors to these Rules and Regulations.

1) The Event
The Event will be called BoBI 2012 (Hereinafter ‘The Exhibition’).

2) Organiser
The Exhibition will be organised by Expo Management Limited, Olympus Avenue, Leamington Spa, Warwickshire, CV34 6BF (Hereinafter ‘The Organiser).

3) Dates and Opening Times
The Exhibition will be held on 14 & 15 March 2012, Hall 9 at The National Exhibition Centre, Birmingham. Opening times are:
Wednesday 14th March 1000hrs – 1700hrs
Thursday 15th March 1000hrs – 1600hrs

4) Exhibitor Eligibility
The Exhibition is open to any Company or Organisation directly involved in the UK travel & tourism industry including national and region tourist boards international and domestic hotel chains, transport providers, tourist attractions and wholesalers. It is open to any company or organisation which provides equipment or services to the group travel & tourism industry. The Organiser reserve the right to refuse participation to any Company or Organisation which in their view does not meet these criteria. The term Exhibitor in these Rules and Regulations and any other documentation issued in connection with the Exhibition refers to any Company or organisation which has requested space at the exhibition and paid the deposit on that space and has had that booking formally accepted in writing by the Organiser.

5) Visitors
Visitor entrance is restricted to persons directly involved with the industry. All visitors will have to register and official badges will be issued. Children will not be permitted on site. The general public will not be admitted. Charges will be made in respect of car parking by The NEC, Birmingham.

6) Space types (stand sharers will be permitted by prior agreement of the organiser but a minimum of 1m frontage per sharer is mandatory)
Space is available in a variety of forms:
a) Open Site – Designated sites only (minimum site is 20sqm). Site consists of carpeted area. Please note electrics must be ordered separately.
b) Shell Site - Standard: 2.5m high melamine walls, name board, carpet and a 1.8m fluorescent light mounted to the rear of the name board.

7) Payment Schedule
A deposit of 25% plus VAT booking form is needed to confirm your stand. Full balance plus VAT is due by 31st December 2011.

8) Cancellation by an Exhibitor
An Exhibitor cancelling its space booking after space has been allocated will be liable for 50% of the total cost of the space including VAT. Exhibitors cancelling after 1st October will be liable for the FULL space cost even if it is resold.

9) Cancellation of the Exhibition
In the unlikely event that the Organiser decide not to hold the Exhibition, they will be entitled to retain such funds as required 25% to cover costs incurred up to the date of announcement of cancellation and for the period of two calendar months following the announcement.

10) Insurance
Neither the Organiser, their Contractors nor the National Exhibition Centre are responsible for any loss or damage to the property of Exhibitors or their Contractors or for injury to any persons within the boundary of The NEC. Exhibitors are reminded that they are required to accept third party liability and produce evidence of suitable cover if required.

11) Subletting of Space
Subletting of any part of an Exhibitor’s space, irrespective of whether a charge has been made, to another Company, which itself is not an Exhibitor in its own right is STRICTLY FORBIDDEN. Such action will result in the Exhibitor being immediately excluded from the Exhibition and all monies paid will be forfeited. A company which is an Exhibitor in its own right may sublet part of its stand area to another Company or Group which is either 100% owned by the Exhibitor or which itself is the 100% owner of the Exhibition. Such subletting arrangements must be notified in writing to the Show Manager by 31st December 2011. An approval notice will be issued. Only if such a notice is issued will subletting be permitted. Such subletting means that the Company to whom space has been sublet is bound by these Rules and Regulations. Further, this Company may not make any direct approaches to the Event Manager, the Organiser, their Contractors or the NEC. All approaches MUST be directed through the principal Exhibitor.

12) Negotiations with NEC
No exhibitor may enter into separate negotiations with the NEC with regard to this event. Any Subsidiary Company or Parent Company of an Exhibitor which does not have a stand of its own in the Exhibition and which hires separate facilities outside of Hall 9 WILL NOT BE ENTITLED TO USE THE FACILITIES OF, OR TRADE WITHIN Hall 9.

13) Revision of layout
The Organiser reserve the right to revise the layout of the Exhibition at any time. Further, the Organiser retain the right to re-allocate an Exhibitor to another site. No such action will be taken without consultation, but such decisions are final and non-negotiable.

14) NEC Fire, Health and Safety and Working Regulations
Exhibitors MUST abide by the National, West Midlands CC, NEC and the Organiser’s fire, health and safety and working regulations and are reminded that these extend to the material used in stand construction and labour working on the Exhibitors behalf within the Halls. Remember that you are bound by the Health and Safety at Work Act of 1974 in respect of any direct employee or sub contractor working on your stand during build-up the show open period or breakdown. The onus is on the Exhibitor and its Contractors to acquaint themselves fully with these Regulations. Copies may be obtained from the Operations and Planning Dept of the NEC.

15) Gangways, Fire Protection Areas and Exits
All gangways, fire protection equipment access areas and exits MUST be kept clear at all times. No one may open or shut any of the main vehicle access doors.

16) Use of Live Music/lighting
The Organiser reserve the right to prohibit any activity, which in their opinion is causing annoyance to other Exhibitors or Visitors. Under certain circumstances the use of live music within the show will only be permitted (approved within 30 days of the show opening) with written permission of the Event Manager. All applications must be dated and contain details of the suggested plan of when and where the music will be played. This includes the use of microphones, buzzers, sirens, bells, video film, music (live or recorded) flashing lights, over bright lights, lasers or smoke machines. It also includes the use of personnel roaming the exhibition on behalf of an Exhibitor distributing literature of any promotional items. Such activities must only take place within the boundary of an Exhibitor’s stand. Where neighbouring stands cannot mutually agree on a satisfactory level for such activities the Show Manager will act as an arbiter. Their decision is final and non-negotiable. All unauthorised music being played within the show may be stopped immediately without the written consents of the Organiser.

17) Trading
Where an Exhibitor wishes members of a dealer or agent to staff or work from their stand, these persons are considered by the Show to be temporary staff of the Exhibitor and are therefore bound by the Rules and Regulations of the Show. The Exhibitor MUST issue them with an Exhibitor’s Pass. They may only trade from the stand of the Exhibitor who has provided them with a pass. ANYONE FOUND TRADING NOT IN POSSESSION OF AN EXHIBITOR’S PASS, OR TRADING ANYWHERE OTHER THAN THE NOMINATING EXHIBITOR’S STAND, WILL BE REMOVED FROM THE EXHIBITION.

18) Security
Although the Halls are covered 24 hours per day by NEC security personnel, Exhibitors are reminded that neither the Organiser, their Contractors or the NEC can be held liable for any theft or damage to any Exhibitors stand, exhibits or property. Any instances of theft or damage MUST be reported to the Event Manager immediately.

19) Rubbish
Any items of rubbish must be placed in the gangways and clearly identified as rubbish. No rubbish may be placed in a gangway during the period commencing one hour before the show opens until it closes each day. No responsibility can be taken for material which is inadvertently removed as rubbish. The costs of removing excess quantities of rubbish will be re-charged.

20) Music and Performing Rights
The use of recorded or published music or video requires licences by the Performing Right Society and Phonographic Performance Limited. This is a legal requirement. A copy of the regulations relating to this and an application form is available within the manual. A signed copy and correct fee must be returned to the Organiser.

21) Completion of Stands
Stands must be capable of installation and completion within the specified build-up times which are:
Open sites: Monday 12th March 2012, 0800hrs – 1800hrs & Tuesday 13th March 2012, 0800hrs – 1800hrs
Shell Scheme sites: Tuesday 13th March 2012, 1200hrs – 1800hrs
ALL STANDS MUST BE COMPLETE by 0900hrs, Wednesday 14th March 2012. Exhibitors whose stands are not complete by the due time will be surcharged for not complying with this rule. No vehicles will be allowed into the Hall on 14th March or at anytime during the period the show is open.

22) Removal of Stands
All stands must be completely removed between the period of 1700hrs – 2200hrs on the 15th March 2012. There is no breakdown on Friday for this event.

23) Stand Construction – Labour
Stand construction should be carried out by members of BECA and all labour must conform with the NEC working regulations. The name address telephone number and contact person of the Contractor(s) must be notified to the Show Manager by 1st November 2011. Entry passes will ONLY be issued to Companies so registered. The principle contractor is responsible for providing official passes to any sub-contractors, which they engage to carry out work on their behalf.

24) Open sites – Build up Specific Regulations
Monday 12th March 2012, 0800hrs – 1800hrs & Tuesday 13th March 2012, 0800hrs – 1800hrs

25) Open Sites - Specific Regulations
a) No hospitality suite or structure may occupy more than 50% of the stand area.
b) No structure or wall may exceed 4m in height. If the stand is bordered by 2.5m high Shell Scheme walling any structure which can be seen above the 2.5m height must be fully furnished as for walls (see Regulation 29).
c) Any structure, dividing wall or display bordering another stand is subject to the specific rules (see Regulation 29).
d) No large exhibit may be positioned more than 1m above ground level without the authority of the Event Manager. Such requests must be received in writing by 31st January 2012. Such display must ensure that there is no possibility of visitors falling off plinths or access stairs accidentally.
e) No part of any structure display or exhibit may extend beyond the borders of the stand.
f) No material may be affixed to any part of the Hall’s structure including the pillars the walls of the roof structure or the floor.
g) No display material may be affixed to any structure, display or exhibit above a height of 4m.
h) Any moving display film or video must be positioned so that visitors can watch the display without blocking the gangways.
i) Any display which features moving parts must be fitted with protection devises to ensure that no damage or injury to third parties and their property occurs and in accordance with NEC Regulations concerning fire and safety.
j) Where shell scheme walls form a boundary to your stand you may affix displays to the panels provided such fixing is by means of double sided adhesive tape, Velcro or sticky pads. The use of adhesives, screws, pins, nails etc. is prohibited and the costs of repairing damaged panels will be re-charged.
k) All stand designs must be approved by the Event Manager. THREE copies of drawings via email showing plan and elevations must be forwarded to the Event Manager by 23rd January. (This applies to Open Sites only)
l) If sub contractors are being used to design your stand or construct displays on it, full details of the Company must be provided as per Regulation 23

26) Shell Scheme Sites - Build Up Specific Regulations
Tuesday 13th March 2012, 1200hrs – 1800hrs
Wednesday 14th March 2012, 0700hrs – 0900hrs

27) Shell Scheme Sites - Stand regulations
a. No hospitality suite, office or structure may occupy more than 25% of the stand area.
b. No structure or wall may exceed 2.5m in height.
c. No large exhibit may be positioned more than 0.5m above ground level without the authority of the Event Manager. Such requests must be received in writing by 31st January 2012.
d. No part of any structure, display or exhibit may extend beyond the borders of the stand.
e. No material may be affixed to any part of the hall’s structure including the pillars, the walls, the roof structure or the floor.
f. No material may be affixed to any structure, display or exhibit above a height of 2.5m.
g. Any moving display, film or video must be positioned so that visitors can watch the display without blocking the gangway.
h. Any display which features moving parts must be fitted with protection devices to ensure that no damage or injury to third parties and their property occurs and in accordance with the NEC Regulations concerning fire and safety.
i. Where shell scheme walls form a boundary to your stand you may fix displays to the panels provided such fixing is by means of double sided adhesive tape, Velcro or sticky pads. The use of adhesives, screws, pins, nails etc. prohibited and the costs of repairing damaged panels will be re-charged.
j. If sub contractors are being used to design your stand or construct displays on it fully details of the Company must be provided as per Regulation 23.

28) Specific Regulations – All Stands
a. No one is allowed to interfere or amend any Shell Scheme structure, carpeting, electric, water and waste services. Any such work must be carried out by the Official Contractor appointed by the Organiser for this Exhibition.
b. Exhibitors whose stands are not complete by 0900hrs on 14th March 2012 will be surcharged.

29) Specific Regulations – Walls, Structures, Display Bordering another Exhibitor or Gangway Where an Exhibitor decides to build a wall, structure or display (hereinafter “the wall”) against the boundary edge of its stand and that of another Exhibitor, or next to a gangway, the following regulations apply:
a. The wall must be no more than 4m high and must be designed and constructed in such a manner that it is entirely self supported and cannot collapse or be moved accidentally. No support for the wall may encroach onto another Exhibitor’s stand or gangway.
b. The side of the wall FACING another Exhibitor or gangway must be FULLY finished. Minimum standard is subdued colours of art felt or dense emulsion paint.
c. Plans of the wall and its construction together with the name etc of the Contractor MUST be forwarded for approval to the Event Manager by 23rd January 2012.
d. A letter must be written to the Exhibitor(s) against whose stand wall will be built informing them of the intention to erect a wall. A copy of the drawing and details of the finish, which will be applied to the side facing the Exhibitor, must be included. A copy of this letter must also be lodged with the Event Manager.
e. Where two adjacent Exhibitors decide to jointly build a wall between their stands one of the Exhibitors must be nominated as responsible for the wall and must carry out Regulation 29.
f. Display of Equipment/Services Produced or Provided by another Company

30) You may only display products/services which are products/provided by another Company provided you are an official dealer for those products/services or where those products/services are incorporated into your products.
a. Supply Services

31) Where the Organiser have appointed Official Contractors for the supply of services to the Exhibition ONLY these suppliers should be used. Lifting of equipment in the hall may only be carried out by the appointed Contractor.
a. Support and Contractors Vehicles

32) Support and contractors vehicles will be allowed to enter the Hall during build up provided they have the official pass prominently displayed. Vehicle entry is subject to contract. Such vehicles are subject to the following rules:
a. Maximum unloading time in Hall – 1hour
b. Articulated vehicles will NOT be allowed into the Halls
c. No vehicle may be parked with the engine running
d. No vehicle may be parked blocking any gangway, aisle or another Exhibitor’s stand
e. The driver of the vehicle must remain with the vehicle at all times whilst it is in the Hall and must comply with any instructions issued by the Show Marshals or NEC security.
f. The keys must be left in the ignition and the driver’s door left unlocked so the vehicle can be moved in emergencies.
g. Breakdown

33) Breakdown Thursday 15th March 1700hrs – 2200hrs
There is no breakdown on the Friday for this event.
No exhibitor may remove items on display from their stands before 1700hrs on the 15th March

34) Exhibitors Manual An Exhibitor’s Manual will be made available online. Extracts from the manual, where applicable, will also be supplied to appointed designers and contractors. Instructions contained within the Exhibitor’s manual form part of these Rules and Regulations and are being binding on all Exhibitors and their Contractors.
a. Queries on Regulations Any queries on the Regulations should be addressed to the Event Manager.
b. Changes to the Regulations The Organiser reserve the right to change these Rules and Regulations without notice and on any matters arising, whether covered by the Rules and Regulations or not, their decision is final.

35) Copyright Best of Britain & Ireland 2012 – Issue 1, 25th May 2011