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Changes to the regulations
The Organisers reserve the right to change any of these rules and regulations at any time without notice. On any matters arising whether covered by these rules and regulations or not, the decision of the Organisers will be final and non-negotiable.
Queries on regulations
Any queries on the regulations should be addressed to Matthew Knight, Transport Modelling Forum, Apollo House, 359 Kennington Lane, London, SE11 5QY. Tel 0845 270 7969, Fax 0845 270 7966. Email: matthew.knight@landor.co.uk
1.The Exhibition
The Exhibition will be called the Transport Modelling Forum.
2. Organisers
The Exhibition is organised by Local Transport Today.
3. Venue, Dates, Opening Times
The Exhibition will be held at Chelsea FC, London on Wednesday 10th June 2009. The show will be open to visitors from 09.15 hours to 16.45.
4. Exhibitor Eligibility
The Exhibition is open to any Company or Organisation directly involved in the manufacture, supply of technologies, management support systems, infrastructure, etc for Transport Modelling. The Organisers reserve the right to refuse participation to any Company or Organisation, which in their view, does not meet these criteria. The term Exhibitor(s) 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 has paid the balance on that space and has had that booking formally accepted in writing by the Organisers.
5. Visitors
Entrance is available only to those involved in the trade and not to the general public. The Organisers reserve the right to refuse entry or remove person or persons from the show.
6. Types of Space
Space should be sold as Shell Scheme Stands only.
7. Payment Schedule
100% payment including VAT with booking form. Cheques payable to Local Transport Today.
8. Cancellation of Exhibitor
Once the organisers have received a signed booking form, the cancellation charge is 100% of the total cost.
9. Cancellation of Exhibition
Should the Exhibition be cancelled, postponed, relocated, curtailed or adversely affected by any cause not within the reasonable control of the Organiser including, but not limited to war, fire, national emergency, labour dispute, strike, lock-out, civil disturbance, Act of God, or non- availability of the venue for any reason the Organiser shall be under no obligation to refund all or part of the sums paid by the Exhibitor in respect of its participation in the Exhibition and shall be under no liability to the Exhibitor or any other person in respect of any actions, proceedings, claims, demands, losses, including consequential losses, costs or expenses whatsoever which may be brought against or suffered or incurred by the Exhibitor as the result there of.
10. Insurance Liability
Neither the Organisers or the Owners of the Venue accept any liability in respect of the loss or damage of Exhibitors' property or injury to any persons employed by the Exhibitor or their sub contractors. Exhibitors are reminded that they are required to accept third party liability and produce evidence of suitable cover if required.
11. Sub-letting of Space
No portion of an Exhibitor's stand may be sub-let to any other Company or Organisation unless that Company or Organisation is a wholly owned subsidiary or parent of the Exhibiting Company. Breach of this regulation carries immediate expulsion from the Exhibition and forfeiture of all monies paid.
12. Negotiations with the Venue
No Exhibitor may enter into separate negotiations with the venue, or the official contractors to the venue.
13. Revision of Layout
The Organisers reserve the right to revise the layout plan at any time. They also reserve the right to change the allocation of an Exhibitor's space if they deem it to be necessary. No such changes will be made without consultation with the Exhibitor(s) concerned but the Organisers decision will be final and non-negotiable.
14. Fire, Safety and Working Regulations
Exhibitors MUST comply with Local Authority's Fire, Safety and Working Regulations..
15. Gangways, Fire Protection Areas and Exits
All gangways, fire protection areas and exits must be kept clear at ALL times.
16. Annoyance to other Exhibitors and Visitors
The Organisers reserve the right to prohibit any activity, which in their opinion is causing annoyance to other Exhibitors or Visitors. This includes but is not restricted to the use of microphones, buzzers, sirens, bells, videos, films, music live or recorded, flashing or over bright lights. It also includes the use of roaming promotional staff and distribution of literature or other promotional materials other than that on the Exhibitors own stand. Where neighboring stands cannot mutually agree on a satisfactory level for such activities the Show Manager will act as arbiter. Their decision is final and non-negotiable.
17. Trading
Exhibitor's staff may only trade from their OWN stand. Where any Exhibitor wishes to allow the staff of a dealer, distributor or agent to also trade off their stand this is ONLY allowed if they are:
a) Bone-fide dealers nominated by the Exhibitor
b) Are in possession of the correct pass
ANYONE IN BREACH OF THESE REGULATIONS WILL BE REMOVED FROM THE EXHIBITION.
18. Security
Although the Venue is covered by security, Exhibitors are reminded that neither the Organisers nor Venue can be held liable for any theft or damage to an Exhibitor's stand, exhibits or property.
19. Rubbish
Exhibitors are responsible for the removal of rubbish from their stand areas. Rubbish accumulated during build up should be placed in the gangways and clearly identified as rubbish. Contractors will remove it. At the end of the 20th June, show rubbish should be placed in the aisles for overnight clearance. At the end of the Show any material left on your stand area will be considered as rubbish and may be disposed of.
20. Music, Performing Rights
Exhibitors are reminded that if they are using recorded or published materials they must ensure that they comply with the law in this respect. This requires evidence that licenses have been issued by the Performing Rights Society and Phonographic Performance Ltd.
21. Stand Construction Rules - General
a) All stands must be completed by 09.00 hours on 10th June 2009.
b) All stands must be completely removed by 21.00 hours on 10th June 2009.
c) Nothing may be affixed in any way to any part of the building.
d) No material may be affixed to any exhibit above a height of 2.6m.
e) Any display involving film, video etc must be positioned such that visitors watching it do not impede the gangways.
f) Any display that has moving parts must be fitted with screens to prevent injury to third parties or damage to their property.
22. Specific Regulations - Shell Scheme Sites
a) No exhibit may be more than 2.5m high
b) No stand construction or display may be higher than 2.5m.
c) No part of any exhibit may overhang any gangway or neighbouring stand.
d) If you are using a Contractor to dress your stand, details of the Contractor must be provided to the Show Manager.
e) EXHIBITORS MAY NOT BRING VEHICLES INTO THE HALL.
f) Contractors may begin dismantling your stand at 16.45 hours on 10th June 2009 and must be completed by 21.00 hours on 10th June 2009.
23. Passes
All staff working at the Show either during build-up, the actual show or breakdown must be in possession of the relevant pass. Only the official Transport Modeling Forum passes will be accepted.
24. Photography
No photography or video filming is permitted at the Exhibition other than by the Official Photographer.
25. Health & Safety
Exhibitors are required by law to have a copy of their health and safety at work procedure available on the stand and all staff and contractors must be instructed on its contents. All exhibitors will be required to advise organisers of their nominated health and safety representative.
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