These Terms and Conditions govern all bookings for sponsorship and exhibition packages at the West Kent Expo 2026.

1. Definitions

1.1 Organiser: Greenwich Leisure Limited (GLL), delivering the West Kent Expo 2026 on behalf of Invest West Kent.

1.2 Event: The West Kent Expo 2026, held on 11 March 2026 at The River Centre, Medway Wharf Road, Tonbridge, TN9 1RE.

1.3 Exhibitor: Any business purchasing an exhibition stand.

1.4 Sponsor: Any business purchasing a sponsorship package.

1.5 Packages: The exhibition and sponsorship packages described in the West Kent Expo 2026 Information Pack.

1.6 Venue: The River Centre, Tonbridge.

2. Basis of Contract

2.1 A binding contract is formed once the Organiser confirms acceptance of a booking and full payment (or agreed instalment) is received.

2.2 No variation to these Terms shall be binding unless agreed in writing by the Organiser.

2.3 Any terms proposed by the Exhibitor/Sponsor not expressly agreed by the Organiser are excluded.

3. Packages and Services

3.1 The Organiser shall provide the stand or sponsorship package as set out in the Event Information Pack.

3.2 The Organiser does not guarantee visitor numbers, sales, or business outcomes.

3.3 The Organiser reserves the right to alter stand allocations, Event programme, or Venue layout if necessary.

4. Exhibitor and Sponsor Obligations

4.1 Comply with all applicable laws, Venue rules, health and safety requirements, and Organiser instructions.

4.2 Set up and dismantle stands within the times notified by the Organiser.

4.3 Keep stands safe, clean, and staffed throughout Event hours.

4.4 Ensure all electrical equipment is Portable Appliance Tested (PAT).

4.5 Provide all marketing materials and logos requested by the Organiser by the stated deadlines.

4.6 Maintain adequate insurance, including a minimum of £500,000 public liability cover. Evidence must be produced on request.

5. Charges and Payment

5.1 Early bird registrations must have completed the registration form and full payment by 30th November 2025.

5.2 Payment is due in full within 14 days of invoice, unless otherwise agreed in writing.

5.3 Failure to pay within the required timeframe may result in cancellation of the booking without refund.

5.4 All fees are exclusive of VAT, which will be charged at the prevailing rate.

6. Cancellations and Refunds

6.1 If the Exhibitor/Sponsor cancels more than 90 days before the Event, 50% of fees paid will be refunded.

6.2 If the Exhibitor/Sponsor cancels 90 days or fewer before the Event, no refund will be payable and all fees remain due.

6.3 All cancellations must be made in writing to the Organiser.

6.4 No refunds will be made for failure to attend, late arrival, or early departure.

6.5 The Organiser reserves the right to resell any cancelled packages.

7. Organiser Cancellation and Force Majeure

7.1 If the Organiser cancels the Event for reasons other than Force Majeure, a full refund of fees paid will be made.

7.2 If the Event is cancelled, postponed, or curtailed due to circumstances beyond the Organiser’s control (including, without limitation, fire, flood, pandemic, strikes, or Venue closure), the Organiser’s liability is limited to refund of fees paid, less unrecoverable costs.

7.3 The Organiser shall not be liable for any other losses, including but not limited to travel, accommodation, or consequential costs.

8. Liability and Indemnity

8.1 Nothing in these Terms limits liability for death or personal injury caused by negligence, or for fraud.

8.2 The Organiser’s total liability in connection with the Event shall not exceed the total amount of fees paid by the Exhibitor/Sponsor.

8.3 The Exhibitor/Sponsor shall indemnify the Organiser against all claims, losses, damages, costs, or expenses arising from their participation in the Event, including damage caused to the Venue.

8.4 The Organiser accepts no liability for loss of, or damage to, the property of the Exhibitor/Sponsor.

9. Intellectual Property and Marketing

9.1 By booking, the Exhibitor/Sponsor grants the Organiser a licence to use their name, logos, and supplied materials for Event marketing and publicity.

9.2 The Organiser may photograph or film the Event and use such material in future promotional activities.

10. Data Protection

10.1 The Organiser will process all personal data in accordance with UK GDPR and its published privacy policy.

10.2 Exhibitors/Sponsors must not collect, use, or share delegate data without obtaining appropriate consent.

11. Termination

11.1 The Organiser may terminate the contract immediately if the Exhibitor/Sponsor:

a) breaches these Terms;

b) becomes insolvent or subject to insolvency proceedings; or

c) fails to pay fees when due.

11.2 On termination, the Exhibitor/Sponsor shall immediately vacate the stand and cease use of all Organiser materials.

12. General

12.1 These Terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

12.2 Notices under these Terms must be sent in writing to the addresses provided at the time of booking.

12.3 No third party has rights under these Terms by virtue of the Contracts (Rights of Third Parties) Act 1999.