Terms and Conditions – Exhibition Packages & Extras Order Sheet

Housing Executive Conference

These Terms and Conditions ("Terms") apply to all orders placed via the Exhibition Packages and Exhibition Extras order sheet ("Order Sheet") for the Housing Executive Conference. The event is owned and hosted by Housing Executive ("the Host"). A-Team Consulting Limited ("A-Team", "we", "us", or "our") is the appointed event manager handling these orders. By submitting an order, the exhibitor ("you", "the Exhibitor") confirms that you have read, understood, and agree to enter into this agreement with us and be bound by these Terms.

1. Placing an Order

1.1 Completing and submitting the Order Sheet constitutes a request to order the items listed, not a confirmed booking.

1.2 All items listed on the Order Sheet, including exhibition packages, structure walls, furniture, counters, display units, and other extras, are subject to availability. Some items (for example, additional venue branding and light box totems) are explicitly allocated on a first-come, first-served basis.

1.3 We reserve the right to substitute an ordered item for one of equivalent or greater value/specification where the original item is unavailable, and will notify you if this is necessary.

2. Confirmation and Invoicing

2.1 Once we have checked availability of the items you have requested, we will confirm to you in writing which items can be supplied.

2.2 On confirmation, we will issue you with an invoice for the confirmed items. The invoice will reference, or be accompanied by, a copy of these Terms, and payment of the invoice constitutes your continued acceptance of them.

2.3 No order is passed to our suppliers, and no item is guaranteed or reserved for your stand, until full payment has been received in accordance with Clause 3. Submitting the Order Sheet and receiving an invoice does not itself guarantee supply of the item.

3. Payment

3.1 Invoices are payable in full, in advance of the event, by the due date shown on the invoice.

3.2 We will not place your order with the relevant supplier until cleared payment has been received in full.

3.3 If payment is not received by the due date, we reserve the right to treat the order as cancelled and release the item(s) to other exhibitors, without further notice.

3.4 All prices are as shown on the Order Sheet at the time of ordering, are subject to change for orders placed after any price update, and are exclusive of VAT unless stated otherwise. All amounts due shall be paid in full without any set-off, counterclaim, deduction or withholding.

4. Changes and Cancellations

4.1 Requests to amend or cancel an order must be made in writing.

4.2 Because we commit to orders with our equipment suppliers immediately upon receiving your payment, cancellations are subject to strict supplier penalties. The following refund policy applies to cancelled equipment/extras:
• Notice received more than 28 days prior to the delivery date: 75% refund.
• Notice received 14 to 28 days prior to the delivery date: 50% refund.
• Notice received less than 14 days prior to the delivery date: No refund.

4.3 We reserve the right to charge an administration fee for any amendment requested after confirmation.

5. Condition, Care and Loss of Hired Items

5.1 All hired furniture, display units, and equipment remain the property of our suppliers (or us, where applicable) at all times. They must be returned in the exact condition in which they were supplied, fair wear and tear excepted. For catering or glassware items, this means they must be scraped free of food waste, emptied of residue, and free from significant grease or debris prior to collection.

5.2 You will be liable for additional cleaning fees if items are returned heavily soiled or with food/liquid debris.

5.3 You are strictly responsible for any loss of, theft of, or damage to hired items during the period they are in your stand's possession. In such events, you agree to indemnify and reimburse us for the full replacement value of the items, plus any associated administration charges (calculated at £60.00 per hour), shipping costs, and loss of hire earnings billed to us by our suppliers.

5.4 Graphics/branding produced for items such as the Light Box Totem remain the property of the Exhibitor after the event, as noted on the Order Sheet; the underlying structure/unit itself does not.

6. Delivery, Build and Collection

6.1 Items will be delivered to, and set up on, your stand ahead of the event in line with the build schedule provided separately.

6.2 You are responsible for inspecting items on arrival and notifying us promptly of any damage, shortfall, or discrepancy from your order. Defects or shortages must be reported within 24 hours of delivery; otherwise, the items are deemed to have been accepted in good condition.

6.3 At the end of the event, all items must be properly packed (in their original crates/boxes if applicable), stacked, and left readily accessible for kerbside-style collection in the exact location they were delivered.

6.4 You will be fully liable to reimburse us for any breakdown fees (starting at £250), wasted journey fees, or waiting time charges (calculated at £120.00 per hour) levied by our suppliers if items are not packed, stacked, and ready for immediate collection at the scheduled time, or if access to the stand is denied or blocked.

7. Event Changes and Force Majeure

7.1 Neither party shall be in breach of these Terms nor liable for delay in performing, or failure to perform, any of its obligations if such delay or failure results from events, circumstances or causes beyond its reasonable control. If the event, or any part of it, is postponed, relocated, or cancelled for reasons beyond our reasonable control (including venue unavailability, industrial action, or circumstances covered under force majeure), we will notify you as soon as reasonably possible and advise on the treatment of any payments made.

8. Limitation of Liability

8.1 Nothing in these Terms shall limit or exclude our liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability which cannot be limited or excluded by applicable law.

8.2 Subject to Clause 8.1, our total liability arising out of or in connection with this order shall not exceed the total fees paid by you to us for the items ordered.

8.3 We shall not be liable for any indirect or consequential loss, loss of profits, loss of sales or business, loss of anticipated savings, or loss of or damage to goodwill.

9. Insurance

9.1 You confirm that you shall arrange a comprehensive insurance policy, at your sole cost, covering public liability at the venue during the course of the event. You must also maintain adequate insurance covering the full replacement value of all hired equipment against loss, theft, and accidental damage throughout the duration of the event.

10. Data Protection

10.1 Each party shall, at its own expense, ensure that it complies with the requirements of all legislation and regulatory requirements in force from time to time in the UK relating to the use of personal data, including the UK GDPR.

11. General

11.1 These Terms form the entire agreement between us in relation to your Order Sheet order.

11.2 We may update these Terms from time to time; the version in force at the time you submit your order will apply.

11.3 These Terms, and any dispute or claim arising out of or in connection with them, shall be governed by, and construed in accordance with the law of England and Wales. Each party irrevocably agrees that the courts of England and Wales shall have exclusive jurisdiction.

11.4 Any questions about your order, availability, or invoicing should be directed to Gretchen Solomons (gretchen@a-teamgroup.com) or Candice Joy (candice@a-teamgroup.com).