1)      Definitions

In these Terms and Conditions the term “Exhibitor” includes all employees or agents of such, the term “Organiser” means RAIL ALLIANCE and its employees and contractors and the term “Exhibition’ means RAIL LIVE 2017

2)      Duration of Exhibition

The Exhibition will be open from 10.00 to 16.30 on Wednesday 21 June 2017and Thursday 22 June 2017 and from 10.00 to 16.00.  During these times stands and exhibits must not be covered up and staff must be in attendance.  On no account will Exhibitors be permitted to remove goods from the show ground prior to 16.00 on Thursday 22 June 2017.  Opening hours may be subject to alteration.  The Organisers reserve the right to change the dates, location and duration of the exhibition or to postpone the event without Exhibitors having the right to claim indemnity.

3)      Equipment permitted

RAIL LIVE 2017 is open to materials, machinery, appliances, apparatus, equipment and ancillary services related to the rail industry as approved by the Organisers. All exhibits must comply with all relevant current EEC legislation and carry the relevant CE marking, unless otherwise approved in writing in advance by the Organisers. Exhibitors must keep available on their stands any documentation for machinery displayed or demonstrated which is required by law to be provided to purchasers at the time of sale. 

4)      Weight limit and restrictions

On all stands and non-live demonstration areas, there is a weight limit of 10 tonnes per m2 static loading.

5)      Demonstrations

RAIL LIVE 2017 is a working demonstration show and Exhibitors may experience an element of noise or dust. Please consult your neighbouring exhibitors should you wish to discuss their intention to demonstrate.

  • Participants must demonstrate or exhibit only in allotted areas and must not operate over the walkways. Health and Safety legislation governing the operation or contractors’ plant must be strictly observed.
  • It is the responsibility of the exhibitor to erect crowd barriers around demonstration areas
  • If a demonstration area has been booked, the Exhibitor MUST inform the Organiser of their proposed demonstration
  • Appropriate PPE and safety control must be organised for working demonstration areas in line with health and safety exhibitor advice.

6)      Stand space booking term

Exhibitors must confirm their booking by email. Space will be allocated by the Organiser, as they see fit. The Organiser’s decision on space application is final. In submitting a booking form the Exhibitor agrees to be bound by all the Rules, Regulations and Details as set out in the RAIL LIVE 2017 Exhibitor Manual. The Exhibitors’ Manual will include those matters that are commercially reasonable and necessary for the efficient management of the event and for the collective benefit of all Exhibitors and Visitors.

7)      Payment for Space

Once the Contract has been accepted, Exhibitors will receive an Official Allotment for plot space from the Organisers, at which time full payment will be required. If payment is not paid within the terms stated on the invoice, the Organisers shall have the right to re-allocate the space.  An Exhibitor is liable for the cost of space booking under the terms of the “Cancellation of Space” clause.

8)      Balance of payment /Payment schedule /Cancellation

Payment must be received in full before the event (please refer to clause 7). The Organiser provides exhibition space on a space only basis. The Organiser has the right to withhold exhibiting space if payment has not been received. All payments must be paid within 14 days of booking.  Non-attendance does not constitute cancellation and does not effect your obligation to pay.

9)      Cancellation policy strictly applies

All exhibitors are liable for cancellation fees. For cancellations made 6 weeks before the 21st June 2017 exhibitors will be liable to pay to pay 50% of the total booking fee.  Cancellations made less than 6 weeks before the 21st June will be charged at 100% of the total fee.

10)   Revision of layout

Should it be necessary to revise the layout of the Exhibition for any purpose, the Organisers reserve the right to transfer an Exhibitor to an alternative suitable site.

11)   Food 

Under no circumstances must food be served from exhibitor stands unless there is a valid Food Safety Licence provided and prior permission sought from the organisers.

12)   Completion and Setting up of Exhibits

All stands and their exhibits must be completed by 18.00 on Tuesday 21st June 2017. Deliveries must be made in accordance with the Organisers’ instructions. No heavy deliveries above 7.5-tonne will be permitted on site after 18:00 on Monday the 20th June 2017 under any circumstances. This includes articulated vehicles, low loaders or any vehicle with more than two axles. 

13)   Clearance of Stands and Demonstration Space at the End of the Show

Exhibits must not be removed and displays must not be dismantled either partially or totally, before 16.00 on Thursday 22nd June 2017.

All exhibits and display material must be removed as soon as possible after this time. All exhibitors are responsible for leaving their space as clear as they found it and instructing all contractors and suppliers to remove their rubbish and fill holes. Failure to do so, by the declared deadline, will incur a charge for clearance, reparation and storage. All exhibits, hospitality units and materials must be completely removed from the site by 18.00 Friday 23rd June 2017 unless prior arrangement has been made with the organiser.

14)   Sub-letting

Exhibitors may not sub-let or grant licences in respect of the whole or any part of the space allotted to them without the express written permission of the Organisers. Exhibitors are not allowed to use or display third parties’ products in any way, on their stand or demonstration areas unless those third parties are Exhibitors with their own stand space in their own right at the show or the Exhibitor is an official dealer of the third parties’ product/s or if the Exhibitor is a hire company for the product. Third parties include associated companies of the Exhibitor. Exhibitors must apply to the Organisers for Co Exhibitor status for third party products / services including components and attachments, as detailed in the Exhibitors’ Manual. The Organisers reserve the right to refuse access or demand the removal of any product that in its reasonable opinion comes within the ambit of the restrictions stated above.

15)   Protection of Exhibits

All exhibits must be properly protected so as to comply with current Health and Safety Executive legislation, RAIL LIVE 2017 Safety Officers will be on-site to enforce compliance. The Organisers shall be indemnified by the Exhibitor against any claim or action on account of any injury or damage being caused or occasioned by an exhibit or to any person or persons whatsoever.

16)   Insurance Liability – Responsibilities

Every participating Exhibitor(s) accepts liability for all acts or omissions of himself, his servants, contractors, agents and visitors and undertakes to indemnify the Organisers and keep them indemnified against all liability in respect thereof and against all actions, suits , proceedings, claims, demands, costs and expenses whatsoever which may be taken or made against the Organiser and including any legal costs and expenses and any compensation costs disbursements paid by the Organiser on advice of Counsel to compromise or settle any such claims.

Notwithstanding the indemnity hereby given, the participating exhibitor undertakes to arrange the appropriate insurance with a level and extent of cover that shall be approved by the Organisers (including without limitation, normal product and public liability and employee liability insurance) and shall on demand produce to the Organisers a copy of the policy and evidence that it is in force and the insurers are not entitled to exercise subrogation rights against the Organisers. It is the participating Exhibitor(s) responsibility to effect insurance on their own exhibits and property. Loss, damage, injury or death: The Organisers do not accept any responsibility from any cause whatsoever for damage to stands or loss of any property or vehicles on any stand or anywhere else in the Exhibition or in the course of its delivery or removal, or injury or death to any individuals howsoever caused.

17)   Bankruptcy

In the event of an Exhibitor (being an individual) becoming bankrupt or making any arrangement or composition with his or her creditors or where the Exhibitor is a Company or partnership suffering the service of a Winding Up petition or Winding Up Order or is passing a Winding Up resolution or Notice of Dissolution otherwise than for the sole purpose of amalgamation or reconstruction then in the event the Organiser may by written notice to the Exhibitor determine the contract any monies paid by the Exhibitor shall be forfeited to the Organiser who may in its discretion re-let or otherwise deal with the defaulting Exhibitor’s site.

18)   Abandonment, Postponement or Interruption of exhibition

If for any reason beyond the control and not resulting from any act or default of the Organisers it shall become impracticable to hold the Exhibition or necessary to interrupt it or close it prematurely, the Organisers may take such action as they deem necessary giving such notice to Exhibitor(s) as is possible. In any such cases the decision of the Organisers shall be final and the Exhibitor(s) shall not be entitled to any compensation or to the return of any monies paid or deposited.

If the Exhibition be abandoned, interrupted or prematurely closed for any reason other than the above or in circumstances such as shall enable the Organisers to reclaim the rent paid for the use of the premises, then the Exhibitor(s) shall be entitled to the return of all deposits and other monies paid to the Organisers but to no other compensation.

19)   Advertising matter

Under no circumstances will Exhibitors be allowed to distribute advertising and printed material from anywhere other than their stand, nor in any such manner as to cause annoyance or disturbance to other Exhibitors. In the event of complaints, the matter shall be referred to the Organisers for the decision. Exhibits or other devices which emit sound must be operated and controlled so that there is no disturbance to other Exhibitors and/or Visitors. The flying of gas or air filled balloons is subject to written permission of the Organisers and written clearance and approval of the CAA. Any company, organisation or individual who wishes to sponsor any aspect of the Exhibition must be an Exhibitor or clearly demonstrate to the Organisers an equivalent contribution to the Exhibition. The Organisers reserve the right to prohibit as unsuitable or as annoying to visitors or other participants:

  • Any display features or advertising material – unless as part of sponsorship package
  • Any sales method or demonstration 

20)   Exhibition services

The Organiser does not undertake to make any attempts to provide services for the Exhibition and accepts no responsibility for breakdown or failure of any such services or for any delays during the delivery and collection periods.

Exhibiting companies who have not completed and returned risk assessments and/or method statements prior to the event will not be allowed on site.

21)   Storage

The Exhibitor shall be responsible for the removal from the Exhibition site and storage of all crates and empty cartons not required on his stand.

22)   Admission

Admission to the Exhibition will be restricted to the persons who, in the opinion of the Organisers, have a legitimate, professional interest in the subject of the Exhibition. The Organisers reserve the right to refuse admission to any person or persons to the Exhibition without assigning any reason. Children under 16 years of age are prohibited from attending the Exhibition with the exception that, as long as each child is accompanied throughout by an adult or in an organised school party as agreed by the Organiser. Nobody under the age of 16 years will be allowed on site during build-up or break-down periods. Dogs will not be permitted to attend the event (with the exception of Assistance Dogs).

23)   Right of Rejection

Exhibits are admitted to the Exhibition, and shall remain there, solely on strict compliance with these Terms and Conditions and any other Rules, Regulations or Directives as set out in the Exhibitors’ Manual. The Organisers reserve the right to prohibit in whole or in part, and reject any Exhibitor or his representatives in the case of failure to comply with these Terms and Conditions and all site Rules and Regulations as specified in the Exhibitor Manual. There shall be no return of payment if such rejection or prohibition is deemed necessary by the Organisers. If requests or confirmations are made to exhibitors and no reasonable response has been received, the Organisers reserve the right to reject the application. 

24)   Consent

The Exhibitor agrees consent to being part of the filming, sound recording and photography of the Event and grant the Organisers the right to use, and allow others to use, in perpetuity all or any part of such film, sound recording and/or photograph the Exhibits by any means in all media worldwide. 

25)   Visitor Ticket Booking Terms and Conditions

Once purchased, tickets cannot be transferred, exchanged, refunded or returned unless the event is cancelled, moved to another date, or if details of the event are significantly changed after an order is placed (significant changes being a change of venue, change of date and time or if a venue is closed unexpectedly for any reason).

In the event of the cancellation of an event by the organiser / promoter (ie a cancellation due to circumstances beyond the Organiser’s control), the Organiser will only refund the face value of the ticket. The Organiser will use best endeavours to contact purchasers either by phone, email or in writing (using the details provided by the purchaser at the time of ordering) and advise them to return the tickets. Please note, however, it is the customer’s responsibility to check whether the event is going ahead at the scheduled date, time and venue, and the ORGANISERS cannot guarantee that they will inform the customer of any changes to the event date, time or venue.

If an event is moved from its advertised venue and / or the date is changed, tickets already purchased may remain valid should the customer wish to attend the revised event. Please note, it is the customer’s responsibility to check whether the event is going ahead at the scheduled date, time and venue.  sIt is the responsibility of the customer to inform the Organiser of any change of address, contact phone number or email address, both before and after receipt of the goods. Please note that our preferred method of contact for customers booking online is by email, so care should be taken to provide a current, valid email address.

The right to admission to an event or attraction is reserved by the promoter and event venue or attraction, who may take health and safety, environmental and security concerns into account at their reasonable discretion, and may from time to time carry out security searches.

The Organiser would advise customers that no refunds will be offered to customers who are refused entry or ejected from a venue or attraction on account of late arrival, being (or appearing to be), abusive, threatening, drunken or other antisocial behaviour (including smoking in no smoking areas), carrying offensive weapons or illegal substances, declining to be searched, or making unauthorised audio, video or photographic recordings.

You consent to being part of the filming, sound recording and photography of the Event and grant the Organiser the right to use, and allow others to use, in perpetuity all or any part of such film, sound recording and/or photograph of yourself by any means in all media worldwide.

In order to prevent fraud and to protect both parties, you may be asked to provide additional information. We will not share your personal information for marketing or any other purposes without your consent unless where required by law.

26)   Site Safety 

Despite the Organiser taking all reasonable precautions, unavoidable accidents can happen. In respect of these you are present at your own risk. The most significant personal safety hazard at this event will be slips, trips and falls associated with the rabbit burrowing – please watch your footing at all times and in all areas of the showground.

  • The minimum requirement for PPE is a HiViz upper body garment; we recommend you wear stout shoes or safety footwear.
  • There is no need for visitors to step on to the ballast and definitely avoid stepping on the rails or sleepers, or crossing between parked rolling stock at any time in the show – if you need to access rolling stock or the trackside area for a demonstration … then do so with the guidance and supervision of the exhibitor concerned.
  • There is a no-petrol generator policy in force on the QRTC site during Rail Live and absolutely no hot refuelling to take place during the duration of the show.
  • All visitors and exhibitors must wear a Rail Live issued badge, pouch and lanyard which must be visible at all times (failure to do so may mean that you are requested to leave the show ground); do not venture past the marked extremities of the show.
  • Once exhibitors have unloaded their vehicle – vehicles HAVE to be parked in the exhibitor car park and need to be unloaded in 30mins or less, Transit type vans in 45 mins or less and Luton/flatbed lorries in one hour or less (all car passes will have time stamped on them as well as needing mobile phone contact for the driver and lead on-site POC for the exhibiting company etc)
  • By entering the Rail Live 2017 exhibition, you agree that you understand safety briefing and agree to the event terms and conditions.

27)   Amendment to Site Layout

The Organisers reserve the right to amend the plans of the exhibition site and move the position of stands if required by the site owners (QRTC), Fire Authorities, or for any other reason.

28)   General Instructions and Regulations

Exhibitors must comply with the Organisers’ Regulations, the Rules and Regulations issued by QRTC, and all the Statutory Regulations that have effect on the site.

29)   Exhibitor Manual   

An Exhibitors’ Manual, which is a guide and step-by-step explanation to the Exhibition arrangements including Rules and Regulations which must be adhered to, will be made available to all Main Exhibitors. Access to the manual will be granted once the exhibitor has submitted the compulsory Health & Safety Declaration and has read the Site Rules.

30)   Exhibition Tenancy   Adequate time will be allowed by the Organisers for the erection of stands and technical connections, also for the dismantling of stands and the removal of all exhibits and contractors’ materials.  The dates and times for these operations will be shown in the Exhibitors Manual. The Organisers reserve the right to remove, at a cost to be passed on to the Exhibitor, any materials or exhibits that may be abandoned on the exhibition site.

31)   Space Only 

Shall be confined to the stand area and are not permitted elsewhere in the Exhibition grounds (unless agreed demonstrations are taking place). Publicity shall be confined to promotion or exhibited goods and shall not be in breach of statutory regulations or good taste, nor shall it be of an ideological or political nature.  Comparable and superlative promotion is inadmissible.

The Organisers reserve the right to prohibit the display or distribution of advertising matter that could give rise to offence, and to confiscate the supplies thereof for the duration of the event. Optical, mobile and acoustic publicity aids are permitted, provided they do not disturb neighbouring Exhibitors or render inaudible the public address system used by the show.

32)   Limitation of Liability  

The Organisers will not be responsible for the safety of an exhibit or property of any Exhibitor, its staff, contractors, or agents or any other persons, or for the loss of, damage or destruction to the same, by theft, fire and other cause whatsoever, or for any loss or damage whatsoever sustained by any Exhibitor by reason of any defect in the building, fire, storm, tempest, lighting, national emergency, labour disputes, strikes, lockouts, civil disturbances, explosion, inevitable accident, force majeure or any other cause not within the control of the Organiser whether ejusdem generis or not, or for any other loss or damage whatsoever, or if by reason of the happenings of any such events, the opening of the Exhibition is prevented, postponed or abandoned or the building becomes wholly or partially unavailable for the holding of the Exhibition or if the Exhibitor suffers any other damage whatsoever.

As the Organisers will accept no responsibility for any loss or damage suffered by any Exhibitors, Exhibitors should cover themselves by insurance in respect thereof. Exhibitors should note that there are no circumstances under which the Organisers can either become contractually bound to an Exhibitor or be regarded as a principal or an agent in relation to any legal agreement into which an Exhibitor may enter with a contractor.

33)   Law of Contract

This Contract shall be deemed to be governed by English Law. Any notice document acceptance or other communication under or in connection with these contract conditions shall be sufficiently served or given in writing and posted or left at the last known business address of the company or person to be served and shall also be sufficiently served or given if sent by telex or telegraphic facsimile transmission to the person to be served and service shall be deemed to be made or acceptance given on the day of transmission if transmitted before 4pm GMT on a weekday but otherwise on the next following weekday.