Exhibitor Terms and Conditions
1. Introduction and definitions
1.1 The ADI Team Congress 2023 is organized and managed by The Association of Dental Implantology Limited, a company registered in England and Wales with registration number 2260991 and registered office at c/o TC Group, The Granary, Hones Yard, 1 Waverley Lane, Farnham, Surrey, England, GU9 8BB, and a charity registered in England and Wales and having charity number 800238.
1.2 References to “Organizer” or “us” mean The Association of Dental Implantology Limited and references to “we” and “our” shall be construed accordingly.
1.3 References to “Exhibitor” or “you” means the company, body or organization that has applied for or has been allocated a stand in the Exhibition held as part of the ADI Team Congress 2023 and any employee or agent of such a company, body or person, and references to “your” shall be construed accordingly.
1.4 “Premises” means the ADI Team Congress 2023 Exhibition venue – The ICC, Birmingham: The International Convention Centre, 0 Broad St, Birmingham B1 2EA.
1.5 “Data Protection Laws” means the Data Protection Act 2018 and/or the General Data Protection Regulation (EU) 2016/679.
2. Application and payment for stand space
2.1 Applications are welcomed from dental healthcare companies and from companies that provide services to dental professionals.
2.2 Companies organizing lectures at a Birmingham venue which coincide with any of the Congress lectures (including hands-on workshops) will not be allowed to participate in the Exhibition, but will still be liable to pay for any Exhibition stand they have purchased.
2.3 The application to exhibit at the ADI Team Congress 2023 must be made by completing the stand booking form via the ADI website. The Organizer reserves the right to refuse any application without stating any reason.
2.4 The Exhibition stand application, the subsequent approval confirmation from the Organizer and these terms and conditions constitute the legally binding agreement between the Exhibitor and the Organizer.
2.5 Full payment, together with the company profile and company logo, must be provided within 14 days of making the application. If after 14 days payment has not been received the stand will be released.
3. Cancellation of a stand by an Exhibitor
3.1 If, after the allocation of a stand to an Exhibitor, such Exhibitor shall desire to cancel the stand, the Exhibitor shall remain liable to pay the full charge for the stand, unless all Exhibition stands have been sold prior to the Congress based on the floor plan published on the ADI website.
4. Promotion of the ADI Team Congress 2023
4.1 The Exhibitor will use its best endeavours to promote the ADI Team Congress 2023 to its customers who may be interested in attending the event as delegates.
4.2 The Exhibitor’s customers who wish to attend the ADI Team Congress 2023 should book via the ADI website, and they will pay the appropriate delegate booking fee.
5. Presentations on stands
5.1 Exhibitors may give presentations on their stands during the scheduled catering breaks. An Exhibitor wishing to do so must submit full details of the presentations including timings to the Organizer for approval before Monday 13 February 2023. The safety of delegates requiring access through the gangways must not be compromised and crowd control must be managed appropriately by the Exhibitor. The Organizer reserves the right to stop a presentation if in its opinion it is proving disruptive to the Exhibition.
5.2 The Organizer reserves the right to require an Exhibitor to reduce the noise levels from amplified sound on their stand if this is inconveniencing other Exhibitors or delegates. If the issue is not rectified, the Organizer may require the Exhibitor to switch off the amplified sound.
6. Speakers and Exhibitors
6.1 Views expressed by speakers and Exhibitors are their own. We cannot accept liability for advice given or views expressed by any speaker or Exhibitor at the Congress or materials provided by any speaker or Exhibitor or other party.
7. Photography, filming and mobile phones
7.1 For ADI promotional purposes, there will be an official Congress photographer, and there may be an official Congress film crew. Delegates and Exhibitors acknowledge that ADI may use the resulting photographs or recorded material on the ADI website, in its marketing and promotional materials for future Congresses, and also during future Congresses.
7.2 Exhibitors must not take photographs in the auditorium or other meeting rooms during Congress sessions.
7.3 Exhibitors must not make audio or video recordings in the auditorium or other meeting rooms during Congress sessions.
7.4 Exhibitors must not include delegates in any photographs, audio recordings or video recordings on their Exhibition stands, or in their hands-on workshops, without first having obtained permission from the delegates concerned.
7.5 Exhibitors should note that delegates have been asked not to take photographs or make audio recordings or video recordings in the Exhibition, or in the auditorium or other meeting rooms during Congress sessions.
7.6 Mobile phones must be switched off whilst in the main auditorium, to ensure there is no disruption to speakers and delegates
8. Admission to Plenary Programme
8.1 Access to the Plenary Programme for Exhibition stand personnel wearing name badges will be possible, should space permit.
8.2 Exhibition stand personnel should remain seated for the duration of the session, and only move during scheduled catering breaks, to ensure there is no disruption to speakers and delegates.
9. Occupancy of stand space for build-up
9.1 The Exhibitor, agents, employees and contractors may enter the Exhibition area for the purpose of erecting and preparing exhibits during the build-up days as follows:
Tuesday 2 May
Build contractors for space-only stands 10:00-21:00
Wednesday 3 May
Exhibitor personnel for stand dressing 10:00 – 21:00
9.2 All space-only stand construction must be completed by 21:00 on Tuesday 2 May.
9.3 All stand dressing must be completed by 11:00 on Thursday 4 May, to be ready for the Exhibition opening of 12:00 on Thursday 4 May.
9.4 In the event of an Exhibitor failing to take possession of their allocated stand by 11:00 on Thursday 4 May, the Exhibitor will not be able to exhibit at the Congress and the payment for stand space shall be forfeited by the Exhibitor.
9.5 In the event of non-payment of the full stand fee, the Organizer shall have the right to refuse to permit the Exhibitor to occupy or use the stand until all sums due to the Organizer have been paid.
10. Exhibition opening times
10.1 Stands must be open for viewing and staffed during these hours:
Thursday 4 May
12:00 – 17:30
Friday 5 May
08:00 – 17:30
Saturday 6 May
08:00 – 13:00
10.2 Exhibitors shall not interfere with the viewing arrangements by canvassing or waylaying delegates in the gangways, lobbies, or any other public parts of the Exhibition and taking them direct to their own stand, nor hand out literature or samples other than strictly within the confines of their own stand. Any Exhibitor not adhering to this rule will be warned by the Organizer, and should the behaviour continue the Organizer reserves the right to close the stand.
11. Break-down
11.1 The removal of any materials or exhibits and the dismantling of any stands cannot commence before the official Exhibition break-down, i.e. not before 13:00 on Saturday 6 May.
11.2 The Organizer’s tenancy of the Premises terminates at 23:00 on Saturday 28 May and the Exhibitor shall remove by this time all exhibits, displays, stand fittings, materials and any other items brought to the Premises by the Exhibitor.
11.3 Any costs incurred by the Organizer relating to the wear and tear to the fabric of the building, or removal of statutory fire equipment that is directly attributable to an Exhibitor or his agents shall be paid by the Exhibitor to the Organizer on demand.
12. Stand construction
12.1 For shell stands, no structure or display provided by an Exhibitor may exceed 2.4 metres in height to accord with the height of the shell stand. For space only stands, no structure or display provided by an Exhibitor may exceed 4 metres in height to accord with the height of the space only stand. No fascia, partition, structure, board or sign may be erected which the Organizer considers will dominate, screen or obscure the view of other stands or which will exceed the allocated boundaries of a stand.
12.2 For shell stands: It is not permitted to convert a shell stand to a space only stand. Exhibitors with shell scheme stands must not extend their stands beyond the boundaries of the shell scheme provided. It is not permitted to have any element of the shell scheme removed (this is to ensure stability of the shell scheme structures and also to ensure consistency throughout the event). Raised floors are not permitted on shell scheme stands, and it is not permitted to lay carpet directly on top of carpet.
12.3 For space only stands, by no later than Monday 13 February 2023: (i) you must provide the contact details of your build contractor; (ii) the build contractor must provide the Organizer with proof of their public liability insurance (copy of valid certificate); (iii) the build contractor must provide detailed plans of the Exhibition space only stand, including a coloured 3-D technical plan drawing, method statement and risk assessment (these documents will need to be approved by the Organizer’s Health and Safety Advisor and the venue).
12.4 Non-combustible material only shall be used in the construction of display units and all materials must be flame proofed in accordance with local authority regulations.
13. Packing cases
13.1 Packing cases and boxes must not be left visible on stands, nor can they or any other article be placed or stored in gangways at any time during the build-up period, or during Exhibition open hours or overnight. Any costs incurred by the Organizer in removing or storing items and cleaning gangways shall be paid by the Exhibitor to the Organizer on demand.
14. Hands-on workshops
14.1 An Exhibitor may apply to run a hands-on workshop on the morning of Thursday 4 May 2023. A hands-on workshop booking application can be made via the Congress website when booking an exhibition stand.
14.2 Hands-on workshop room hire will be sold on a first come first served basis. There is a limit of one hands-on workshop per Exhibitor. A waiting list will be maintained in case a previously booked room becomes available.
14.3. The Organizer will charge an Exhibitor a fee to hire a hands-on workshop room. The Organizer will invoice the Exhibitor for its hands-on workshop, with strict payment terms of 14 days. The Organizer reserves the right to decline a workshop booking application should payment not be received in accordance with these terms.
14.4 The Organizer will provide a room with basic AV. The Exhibitor is wholly responsible for devising their hands-on workshop, including its content, provision of workshop speakers, staff and relevant materials and equipment, set-up of the workshop room, and delivery and disposal of workshop materials.
14.5 The deadline for provision of information required for the Congress website (including title, abstract, timings, speaker photo and company logo) is Friday 18 November 2023. The Organizer will review the hands-on workshop information to ensure the workshop will be suitable for the Congress. The ratio of time in the workshop between hands-on and lecture content is to be at least 75:25. The Organizer reserves the right to decline a workshop booking application should this deadline not be met or should it deem the workshop not to be suitable for the Congress.
14.6 Attendance at hands-on workshops is limited to Congress delegates. Delegates will be able to book to attend hands-on workshops at the point when delegate booking opens on the Congress website. The Organizer will retain all delegate booking fees.
14.7 Subject to receiving permission from hands-on workshop delegates, the Organizer will provide to Exhibitors in advance of the Congress the contact details of the delegates who have booked to attend their hands-on workshop, for the purpose of providing them with relevant information to enhance their educational experience.
14.8 Exhibitors are wholly responsible for providing any necessary PPE to their workshop participants and should instruct delegates in advance if they need to bring any of their personal equipment, e.g. loupes.
14.9 The Exhibitor must provide a risk assessment to the Organizer no later than Monday 13 February 2023.
14.10 Exhibitors are required to contact the official Congress suppliers for their electrical, furniture, refrigeration and additional catering and AV requirements for hands-on workshops.
14.11 Exhibitors will have access to their hands-on workshop room for set-up between 14:00 and 21:00 on Tuesday 3 May 2023, by which time set-up must be completed.
14.12 The hands-on workshop will be run at 09:30 – 12:30 for all delegates.
14.13 The Exhibitor shall deliver their hands-on workshop in accordance with the information provided to the Organizer pursuant to clause 14.5, subject to any amendments agreed following such review.
14.14 The Organizer will provide lunch and tea/coffee for delegates and companies during delegate registration and lunch time from 12:30 to 14:00.
14.15 Exhibitors will be wholly responsible for ensuring that only delegates who have booked to attend their workshop actually do so on site. The Organizer will provide the means to scan delegates to check their booking status and to register their attendance.
14.16 Exhibitors will be wholly responsible for issuing CPD certificates to delegates who attend their hands-on workshops.
14.17 The Exhibitor is wholly responsible for decontamination of materials and for returning the workshop room to its original state.
14.18 The Exhibitor is wholly responsible for any damage caused to the venue.
14.19 Break-down must be completed and the room vacated by 22:00 on Thursday 4 May 2023.
14.19 The Exhibitor accepts and acknowledges that delegates who book to attend its hands-on workshop may attend the Congress in reliance upon the Exhibitor’s workshop taking place and being conducted by the Exhibitor in accordance with these terms. The Exhibitor will indemnify and keep indemnified on demand and hold harmless the Organizer from and against all claims, demands, losses, expenses and damages suffered or incurred by it in respect of any claims by delegates arising out of or in connection with any failure by the Exhibitor to hold and conduct its workshop in accordance with these terms, subject only to such failure being as a result of the postponement or abandonment of the Congress by the Organizer.
15. Health and Safety
15.1 Each Exhibitor must comply with the Health and Safety at Work Act 1974, and any regulations and applicable standards made thereunder.
16. Security and insurance
16.1 Each Exhibitor is responsible for the security of their own goods and for their own insurance cover. It follows that Exhibitors are required to effect appropriate insurance for build-up/breakdown days in addition to the Exhibition open days. In no circumstances will the Landlord of the Premises or the Organizer accept responsibility or be liable for any loss whatsoever.
17. Lighting and water services
17.1 In no circumstances may the Exhibitors interfere in any way with electric lighting or water services in the building. Any alterations or additions or adjustments required must be referred to the Organizer for its approval and handled by the Organizer's appointed electrical and water engineers.
18. Indemnity
18.1 The Exhibitor shall keep the Organizer indemnified in respect of (a) any loss or damage to any property of the Organizer, (b) all claims and demands of third parties (including its servants and agents, other exhibitors and their servants or agents, and members of the public) in respect of personal injuries or loss or damage to property arising out of any article, process or thing related to his occupation of an Exhibition stand or holding or conduct of a hands-on workshop. The Exhibitor shall make good any damage done by it, its servants or agents to the Premises or any furniture or fixtures therein and damage caused by fire to the site.
19. Further Regulations
19.1 Exhibitors must at all times and in all circumstances comply with the ICC Birmingham rules and regulations in force at the time of the Exhibition.
19.2 The Organizer reserves the right to introduce further reasonable rules and regulations in respect of the Exhibition which shall be communicated to all Exhibitors in good time in advance of the Congress.
19.3 Exhibitors must be aware that ICC Birmingham, its contractor(s), or franchisees(s) have sole rights for the sale or distribution of any article of food, drink or tobacco.
20. Postponement, abandonment or restrictions
20.1 In the event of the Exhibition or any hands-on workshop being postponed or abandoned due to any cause whatsoever outside the direct control of the Organizer, including but not limited to the Premises being unavailable for use in a manner reasonably required for the Congress due to fire, flooding, explosion, war or pandemic or restrictions imposed by Government or any other competent authority, the Exhibitor shall be entitled to a refund of all sums paid by it to the Organizer in respect of the Exhibition and/or the affected hands-on workshop. The Organizer’s liability to the Exhibitor shall be limited to such refund and the Organizer shall not be under any liability whatsoever in respect of any other expenditure, time, liability, losses or damages incurred by the Exhibitor.
20.2 The Organizer reserves the right to amend the format, lay-out and content of the Congress and to impose further requirements in respect of Exhibitors, their stands and hands-on workshops and in respect of delegates to the extent reasonably necessary to comply with any restrictions imposed by Government or any other competent authority. In particular, but without limitation, such requirements may relate to social distancing, apparatus and equipment such as barriers and masks, hygiene, testing or vaccination in respect of the Covid-19 pandemic. In such circumstances, the Congress shall proceed subject to such further requirements and the Exhibitor shall fulfil its obligations as Exhibitor and/or hands-on workshop provider.
21. Discretionary power of Organizer
21.1 The Organizer reserves the right to alter, add or amend any of the terms and conditions in the interest of the Exhibition and the hands-on workshops. Should any questions arise, whether provided for in these terms and conditions or not, the decision of the Organizer shall be final.
21.2 ADI reserves the right to make adjustments to the Exhibition floor plan in advance of the Congress.
22. Data protection
22.1 We will only use the information you provide for the purpose of organizing the ADI Team Congress 2023 and related purposes including:
Updating and enhancing our records;
Analysis to help us manage our business;
Legal and regulatory compliance.
Our business may be audited or checked by our accountants or the Charity Commission or other regulatory organizations. All such third parties are required to maintain confidentiality in relation to your personal data.
22.2 You have a right of access under Data Protection Laws to the personal data we hold about you. We seek to keep that personal data correct and up to date and for no longer than reasonably necessary. You should let us know if you believe the information we hold about you needs to be corrected or updated.
22.3 The Exhibitor will have the opportunity to hire a barcode scanner system, which will enable you to scan the badges of those delegates attending your Exhibition stand who provide their consent thereto. The Exhibitor shall not (and shall procure that none of its employees or contractors shall) scan the badge of a delegate without first obtaining their consent to do so. The Exhibitor shall treat all such contact details as private and confidential and take such action as may be necessary to safeguard them accordingly; shall use such contact details only to contact delegates in respect of their hands-on workshop (if any) or in respect of goods or services related to the content of the Congress; and shall not provide any such contact details to any third party.
22.4 Delegates at the point of booking for the ADI Team Congress 2023 will be asked whether they wish their postal address details to be supplied to companies exhibiting at the Congress. Note that delegates may decide not to provide consent or to withdraw any such consent previously given, in which case the Organizer will not be able to provide you with their address details following the Congress.
22.5 You undertake to comply fully with clause 22.3 and all Data Protection Laws in respect of all and any such information provided to you and shall fully indemnify the Organizer against all and any losses, claims, damages, fines, interest, penalties, costs, sanctions or liability arising out of any breach of clause 22.3 or of such laws by you.