Terms and Conditions

Exhibition Stand Orders

Exhibition stands are strictly subject to 65% payment with order prior to any work commencing, 25% payable one week before the show and the remaining 10% is payable immediately on completion. In the event of a client’s exhibition taking place within 30 days, the initial deposit reverts to 90% with order.

Please ensure your accounts department do not ignore our invoices. Failure to receive cleared payment can cause delays to your delivery or project.

Withholding of a project, products or service caused by failure to receive payment.

Please note that we reserve the right to withhold the installation or delivery of a project, products or services if we do not receive your payment as cleared funds before the ‘jobs deadline’ for delivery or installation. The term ‘jobs deadline’ means the latest opportunity we have for executing delivery or commencing travel to an installation venue or delivery of products or services. In these circumstances our invoice stands, and we accept no liability for any losses, financial or otherwise, that you may suffer caused by the withholding of the project, products or services.

Please refer any questions you may have to your sales contact or our accounts department.

1) Our prices for goods supplied or work done are based on the cost to us of goods, materials, labour and transport (including the cost of conforming with obligations imposed by statute or Government order) ruling at the date when such prices were agreed. In the event of any increase in such costs after the date of our quotation or agreement and before delivery of the goods or completion of the work we reserve the right to make a corresponding increase in our prices.

2) Orders are accepted, and delivery dates are agreed subject to our being able to secure the necessary labour and materials. We accept no responsibility if delivery of goods or material or the execution of work is delayed or prevented by any cause beyond our control including (but without derogating from the generality of the foregoing).

i. Strike lock – out labour disturbance restriction or ban on overtime.

ii. Cancelation of event for whatever reason.

iii. Failure by the customer to give instructions or supply necessary drawing in due time.

iv. Failure by any third party including the Organisers or Promoters of any Exhibition to carry out their part of the work or otherwise perform their obligations when required.

3) If we are prevented from delivering goods or materials or executing work by any cause beyond our control the customer shall pay us on a quantum merit basis for any goods or materials supplied and for all work done or other obligations incurred by us on the customer’s behalf. Force Majeure events include, but are not limited to power failure, Internet Contractor failure, acts of god, epidemic, pandemic (including but not limited to the COVID-19 pandemic), civil unrest, fire, flood, droughts, storms, hurricanes, earthquakes, collapse of buildings, explosion of accident, acts of terrorism or threats of terrorism, civil disorder, labour strikes or disruptions, governmental action, any law or action taken by a government of public authority, including without limitation imposing an export or import restriction quota or prohibitation, or any other event that is beyond the control of the party in question

i. If the customer shall fail to pay any account when due or in the case of death, incapacity, bankruptcy or insolvency of the customer or where the customer is a company in the case of liquidation or the appointment of a receiver, the price of all goods or materials invoiced and/or delivered and the cost of all work already invoiced and/or carried out shall immediately become due and payable and in addition on the occurrence of any such event we shall have the right to cancel forthwith every contract with the customer and/or to retake possession of all property on hire to the customer and/or to suspend delivery of further goods or materials or the execution of further work under the contract without prejudice to our right to recover any loss sustained.

4) Any goods, materials, plant equipment, machinery, or fitting supplied by or through the customer shall be of sound construction and suitable for the purpose for which they are to be used.

5) All goods, materials, plant equipment, machinery and fittings supplied by us in connection with Exhibition stand and fittings shall be on hire to the customer unless otherwise stated. The customer will reimburse us for any loss or damage to any of the same while on hire.

The period of hire shall begin on the date when the customer takes possession of the items to be hired or on the date when the Exhibition opens (whichever shall be earlier) and shall end when the items on hire are collected and removed by us after the close of the Exhibition.

We will enter the Exhibition premises to collect and remove the items on hire as soon as permitted after the close of the Exhibition by the Organisers.

6) Unless otherwise agreed in writing, we accept no responsibility for the loss or damage to the Exhibits or any other property entrusted by the customer to our care at the exhibition venue between handover and dismantle.

7) We do not insure any exhibitor owned products that the exhibitor has requested to be stored in our unit unless express permission has been agreed with the sales agent and delivery team. An insurance fee will be obtained and shared and conditions agreed prior to any arrangement.

8) The customer will fully and completely indemnify us against all actions, costs, claims and demands whatsoever brought or made against us by any party arising out of the supply or hire by us by reasons of our complying with any Exhibition Conditions save only where the same shall arise by reason of negligence on our part.

9) If there are any issues with the worked supplied by Access Displays, they need be documented to us within 1 week after the event, failure to notify us will deem there to be no issue.

10) Where in the course of the contract work is carried out in existing building or use is made of private roads or paths or other property, we shall be entitled to assume in the absence of written notice to the contrary from the customer that such building, road, paths, and other property are safe and suitable to be used and that all necessary licences have been obtained. We are not responsible for any damage to any such buildings, roads, paths or other property including vehicles and shall be indemnified by the customer against all claims in respect thereof save only where the same shall arise by reason of negligence on our part.

11) The customer will comply with all conditions imposed by the Organisers or Promoters of the Exhibition and shall be solely responsible for obtaining the written consent of such Organisers of Promoters to any modifications or waiver of such Conditions which may be required.

12) We are not liable for any personal injury or injury to property or any other loss or damage, direct or indirect and of whatsoever nature causing by or arising out or: –

1. i. Delay or failure to deliver goods or materials or to carry out work from any cause beyond our control.

ii. Failure or defect in any goods, materials, plant, equipment, machinery or fittings not manufactured by us.

13) In the event of our incurring additional costs in carrying out work for the customer owing to the alteration of any Exhibition erect and/or dismantling periods or other working conditions unknown to us at the date of our Quotation or the date when contract was entered into, we reserve the right to charge the customer with such additional costs.

14) Estimates, designs, drawings, plans, or models prepared by us for information of the customer remain our property and are copyright. They must not in whole or in part be submitted or otherwise made use of by any other party.

15) UK Storage is chargeable at £20.00 per sq. ft and is charged per annum. – Overseas Storage – Price on application

1. i. Access Displays reserve the right to waiver this charge subject to a guarantee of repeat business based on like for like job.

ii. Access Displays reserve the right if repeat business is not used to back date any un-charged storage to when the goods were last used.

iii. Access Displays reserve the right to instruct scrapping of components if the above details aren’t adhered to. A scrapping charge will be issued at cost.

• Storage charges, as agreed upon annually are applicable for the duration of the agreement
• Payments for storage services are due on an annual basis, in advance unless another agreement has been reached
• Agreements are valid for a period of one year from the commencement date, renewable annually unless terminated by either party with a notice period of 30 days before the expiration date
• Renewal of the agreement is subject to the terms and conditions in effect at the time of renewal
• Access Displays reserves the right to review and adjust storage charges annually. Any adjustments will be communicated to the client with a minimum of 60 days’ notice before the start of the next billing cycle
• Adjustments may be made based on factors such as operational costs, market conditions or other relevant considerations
• In the event of a price increase, clients will be notified via email, specifying the new changes and effective date of the adjustment.
• If a client does not agree to the adjusted charges, they have the right to terminate the agreement before the effective date of the price increase by providing written notice within 30 days.
• By engaging with our storage services, you acknowledge and agree to these terms and conditions.

16) Unless otherwise agreed by us in writing, these Terms and Conditions apply to all contracts entered into by us to the exclusion of any terms and conditions contained in the customer’s order which conflict or purport to modify these Terms and Conditions and to the exclusion of any conditions or warranties implied by common law or statute.

17) Quotations are valid for 30 days only from date submitted, unless otherwise stated.

18) Quotations do not constitute an offer capable of acceptance. No contract shall be created unless and until we accept the customer’s order and any such contract shall be exclusively governed by our Standard Terms and Conditions as set out above, unless otherwise agreed, in writing, by both parties.

We always suggest that exhibitors take out their own insurance to cover the costs of shows being cancelled or postponed.

If an event is being postponed to a later date, we will carry any deposit forward until the new dates are known. This is subject to the show being held at the same venue, with the same build and breakdown allowance, and within six months of the original show dates and subject to our availability.

If however, an event is cancelled by Customer, Event Organiser or Government regardless if the reason is related to a Force Majeure event or not, we implement ‘Force Majeure’. This means that ALL costs incurred during the order process will be charged to the exhibitor as per our terms of conditions. For example, if we book and pay for electrics, and later the show is cancelled, the exhibitor would still be charged.

The Customer, within reason will communicate with the Company in good faith and in a timely manner to avoid unnecessary works being undertaken.

Upon notification of cancellation, the Company will relay costs accrued to date and arrange a payment schedule. Wherever possible the Company will seek out ways to recycle, reuse or redistribute custom/bespoke works undertaken to date to reduce the cost to the Customer.