THIS IS AN R18 EVENT. YOU MUST PROVIDE AN ACCEPTABLE FORM OF ID. THESE ARE NZ DRIVERS LICENSE, PASSPORT, OR 18+ CARD. NO I.D. MEANS NO ENTRY. NO REFUND WILL BE PROVIDED FOR ANYONE THAT CAN'T PROVIDE I.D. WHEN REQUESTED.
Exhibitor T&C's Thanks for deciding to book a space at the Hawke’s Bay Vape Day Expo, we look forward to seeing you there! By making a booking for a stand or booth at the Expo, and paying a fee for the stand or booth (Exhibition Fee), you (the Exhibitor) are entering into an agreement between the Expo Management Company Hawke’s Bay Vapour (Organiser) and agree to the following terms, which include by reference the Exhibitor Compendiums as found on the Hawke’s Bay Vape Day website: 1. HOW DO I BOOK? 1.1 All Bookings must be made on the Exhibitor Application Form on-line and will be confirmed within 3 business days via a confirmation e-mail. 2. WHAT ARE THE PAYMENT TERMS? 2.1. Once your booking is confirmed you’ll be sent a 7 day invoice, which can be paid via internet banking or paypal. 2.2 Exclusions from Exhibitor Fee: The Exhibitor Fee does not include insurance, cleaning, loading and handling of equipment, staff, telephones, exhibit dressing. It ONLY INCLUDES what is listed in the packages you have purchased. 3. WHAT HAPPENS IF I WANT TO CANCEL A BOOKING? 3.1 Cancellations/Refunds: All cancellations must be submitted in writing. No refunds are granted after August 31 2018. In the event of and Act of God, natural disaster, fire, rain, wind, storm or any other unforeseen event or catastrophe, the Organiser are not obliged to refund any part of Exhibitor Fee or other monies. All refunds are at the discretion of the Organiser. 3.2 Cancellation to be made in writing: Any cancellations must be made in writing or by email to Organiser at the address specified on the website - firstname.lastname@example.org 4. HOW ARE BOOTHS ALLOCATED? 4.1 Allocation of booths: Booths will be allocated on a ‘first come, first served’ basis. 4.2 Alteration of Floorplan: The Organiser reserves the right to amend the floorplan or alter the exact location of the booths within the floorplan to accommodate sales e.g. where an Exhibitor books more than 4 (four) booths to avoid conflicts with other exhibitors. The Organiser will endeavour to consult with the exhibitors who are directly affected whenever possible and the Exhibitor undertakes to agree to such alteration(s). 5. WHAT ARE MY OBLIGATIONS AS AN EXHIBITOR? 5.1 Responsibility: It is the Exhibitor’s responsibility to educate attendees about the industry/product/service they represents in the most positive, competent, articulate and professional manner possible. 5.2 Not Permitted: Alcohol (only available from the bar), illegal drugs, smoking, disruptive and/or disrespectful behaviour are prohibited. VAPING IS ALLOWED INSIDE THE VENUE. Selling e-liquid containing THC or CBD is not yet legal in New Zealand and cannot be sold or supplied at the event. 5.3 General: The Exhibitor must ensure that: (a) the booth is fully staffed and continually kept open throughout the course of the Expo; (b) walkways are kept clear at all times; (c) the space is kept clean and tidy and free from rubbish at all times; rubbish bins are supplied. (d) business is conducted in an appropriate manner from the booth considering the Venue, Organiser, other exhibitors and visitors. (e) all staff must be over the age of 18 5.4 Arrangement of displays: The Exhibitor is required to arrange his/her/its displays so as to not obstruct the general view or conceal other exhibits. 5.5 Liquor Laws: As the Expo is aimed at visitors who are over 18, and in order to comply with Venue Liquor Licensing requirements, no alcohol is served from the booth other then at the bar provided or included in any prize draws. 5.6 No Substitution/Sublease: The Exhibitor may not substitute him/her/itself or sublease booth space. 5.7 Exhibitor responsible for own property: The property of the Exhibitor is deemed to be under his/her/its custody, control and oversight at all times, including in transit to and from the Expo and within the confines of their booth. The booth, materials, displays and equipment should not be left unattended at any time. The Exhibitor is wholly responsible for the security of his/her/its materials during set up, Expo hours and pack out/dismantling. 5.8 Liability: The Organiser accepts no responsibility whatsoever for any loss of or damage to or theft of property (including materials, displays and equipment) belonging to the Exhibitor. 6. SET-UP/PACK-IN AND PACK OUT/DISMANTLING 6.1 Set-up: Set-up times will be advised in the exhibitor compendium. If the Exhibitor does not arrive (or call the Organiser) by 9:30am on the first day of the event, his/her/its booth space(s) will be given to a wait-listed exhibitor and the Exhibitor will not receive a refund, unless prior arrangements have been made with the Organiser. The Exhibitor must take care when installing/dismantling his/her/its equipment and stand as not to cause damage to the Venue carpet, walls, floor and booths, including all panels, fascia and lighting. 6.2 Dismantling: Booth dismantle does not occur until after the Expo closes; exhibitors must not disrupt the Expo by dismantling early. 6.3 Pack Out deadline: All exhibits must be packed out by 9.00pm on the final day of the Expo (unless prior arrangements are made with the Organisers). 6.4 Storage of equipment etc. The Exhibitor must make his/her/its own arrangements for storage of exhibits and equipment prior, during and after the Expo. 6.5 Responsibility for loss/damage if caused: The Exhibitor will be solely responsible for the cost of remedying any damage and repairs howsoever caused to the Venue carpet, walls, floor and. All property damaged or destroyed by an Exhibitor must be replaced to its original condition at the expense of the Exhibitor. 7. WHAT ARE MY HEALTH & SAFETY OBLIGATIONS? 7.1 Legal Compliance: All exhibitions must meet current Building Act 2004, Health & Safety in Employment Act 1992 and New Zealand Fire Safety regulations. 7.2 Venue Compliance: The Exhibitor must, at all times, comply with the Venue’s regulations and policies including for example a strict a no smoking and any other laws applying to the Venue. 8. HOW WILL THE ORGANISER USE MY PERSONAL INFORMATION? 8.1 Privacy Act 1993: The Organiser complies with the Privacy Act 1993. Booking a space deems consent to receive promotional material about the Expo and the Organiser’s products. The Organiser will only pass on Exhibitor’s information to third parties for the sole purpose of organising the Expo. If the Exhibitor wishes to opt out of receiving such information please indicate on the Exhibitor Booking Application. 8.2 Access to personal information: All personal information provided by exhibitors on the Exhibitor Application Form will be held by the Organiser. Under the Privacy Act 1993, exhibitors have the right to access and correct their personal information. 9. WHAT MARKETING OF THE EXPO WILL BE DONE BY THE ORGANISERS? 9.1 Official Programme: The Organiser may produce an official programme listing exhibitors for the Expo and will feature all exhibitors on the Expo website. The Organiser accepts no responsibility for any misdescription or any other error. The Organiser gives no warranty as to the type or extent of the promotion of the Expo or as to attendance numbers at any Venue. This does not include the advertising available in the Advertising Packages 9.2 Consent to use image: By making a booking for a space the Exhibitor gives consent to the Organiser to take and use photographs, images and any video footage of the Exhibitor, or the space during the Expo for any of the Organiser’s promotional purposes in perpetuity in any media without any payment to the Exhibitor. 9.3 Exhibitor use of photos etc. for marketing purposes: The Exhibitor is permitted to take a reasonable amount of photographs for his/her/its own promotional and marketing use provided that the Exhibitor does not infringe the Organiser’s intellectual property rights it holds in connection with the Expo. 10. WHAT HAPPENS IF I BREACH THESE TERMS AND CONDITIONS? 10.1 Unsuitable exhibits: The Organiser has the right to prohibit, prevent or remove any part of any exhibit deemed unsuitable or inappropriate for the purpose of the Expo. 10.2 Failure to comply: In the case of any failure of any Exhibitor to comply with these terms and conditions, the Organiser may cancel the Exhibitor’s booking or may, during the staging of the Expo, eject any Exhibitor from the Venue. No refund or compensation will be payable to the Exhibitor if cancellation or expulsion occurs. 10.3 Consequences of ejection: If the Exhibitor is ejected from the Expo Venue, or their booking is cancelled, the Exhibitor will then be prohibited from occupying any booth space. If the Exhibitor is at the time occupying a booth, the Exhibitor must immediately remove all his/her/its exhibits from the Venue in accordance with the Organiser’s directions. The Exhibitor will be responsible for all costs incurred by the Exhibitor and the Organiser in enforcing this clause 12. 11. GENERAL 11.1 Governing Law: These terms and conditions are governed by the laws of New Zealand. 11.2 Intellectual property: Hawke’s Bay Vapour or The Company as applicable, own, or exclusively license in New Zealand, all intellectual property rights (including patents, copyright, designs (registered or not), trademarks (registered or not) and service marks) in or relating to the Products and the naming rights to the “Hawke’s Bay Vape Day 2018”. The Exhibitor agrees at all times to respect the validity and ownership of such rights and the goodwill attached to those rights and not to do or omit to do any act or thing or allow any act or thing to occur which may put in jeopardy the validity or ownership of those rights. 11.3 Exhibitor liable for losses: The Exhibitor will be liable to the Organiser for all losses, unpaid accounts, interest, damages, costs, charges, fees and expenses incurred by the Organiser as a result of the Exhibitor failing to comply with non-assignment provisions of these terms and conditions. 11.4 Alterations to terms and conditions: The Organiser reserves the right to alter these terms and conditions at any time and for any reason. 11.5 Alterations to dates of Expo: The Organiser reserves, in its absolute discretion, the right to alter the dates of the Expo and will use all reasonable endeavours to provide the exhibitors with reasonable prior notice of the change of date and will work with exhibitors to accommodate the change. No refunds will be given to Exhibitors for any change of date.
ACCEPTANCE: The Exhibitor has read the terms and conditions and understands that this agreement is legally binding between the Organiser and the Exhibitor.
Thank you for reading. By agreeing to these terms and conditions you will help to ensure a great Careers Expo experience for everyone involved.
10 November 2018 STRICTLY R18, please bring I.D.
EXPO A&P Showgrounds, Kenilworth Road, Hastings Gates Open at 1 PM AFTER PARTY The Cabana, Shakespare Road, Napier Doors Open at 6 PM
T&C's Apply - For more information, click here. This is strictly an R18 Event, no refund will be given to anyone who fails to produce I.D.