Terms & Conditions

Delegates & Exhibitors

Delegates

All cancellations or amendments must be made in writing to CPC. Please be aware that no refund will be made for cancellations submitted after 1st April 2016. Please note that the Shareholder discount is only valid if used by a current CPC full (Shareholder) member. If the code is used by anyone other than a shareholder college, the full delegate package rate will be invoiced.

Exhibitors

All cancellations or amendments must be made in writing to CPC. Please be aware that no refund will be made for cancellations submitted after 1st April 2016. Exhibitors must agree to the terms and conditions, which will be provided by CPC in the Exhibitor welcome pack.

Venue

Hilton Birmingham Metropole Hotel, NEC Birmingham, B40 1PP. Tel: 0121 780 4242

Deliveries

Any deliveries to be made prior to the conference MUST be accompanied by a label, which will be provided in the Exhibitor welcome pack by CPC. Additional labels can be requested via CPC. Items must arrive no more than 2 days prior to the conference. Arrangements must be made via CPC at least one week prior to the conference if you wish to send packages (of more than 4 x A4 boxes) directly to the venue and labels will be sent to you. Please note liability will not accepted by CPC, any event management organisations working on behalf of CPC or the venue for any loss or damage to any materials accepted/stored by the venue.

Storage

Please note – the venue has limited storage space, so will not be able to store large items (e.g. display stands). These should be delivered on set-up day (10th May) or event day (11th May). The venue will also not be able to store large items after the event, so these should be arranged for collection on 12th May after the exhibition closes. A returned goods label, available via CPC, must be used on all items being collected.

Promotion of Goods and Services

Only those products and services provided under the terms of your framework agreement with CPC should be promoted/displayed at the event.

Exhibitors providing food

If you are intending to display or provide food on your stand, please ensure that you comply with all Health and Safety legislation. Please be aware that the venue does not allow naked flames on stands. All food samples must be accompanied by a notice stating that food has been prepared by the exhibitor. Should you wish to supply your own food sources for use in the exhibitions, please note that approval will be required. To help determine if this will be possible, an “Exhibition Food Safety Questionnaire” provided by the venue must be completed and returned at least 28 days prior to the conference. Please inform CPC if you intend to provide food on your stand so that this form can be sent to you.

Security

It is the exhibitor’s responsibility to ensure the safety and security of all items on their stand. It is recommended that valuables are not left unattended at any time. The exhibitor is liable for loss or damage to any item of equipment, furniture or other property brought onto the premises.

General

Exhibitors should conduct their own Risk Assessment for their stand and submit details of any significant risk to CPC. Neither CPC nor any event management organisations working on behalf of CPC will be held responsible for an exhibitor’s failure to comply with health & safety legislation or to provide a safe stand. All electrical equipment used must comply with current legislation. Any portable electrical equipment brought in for use must be electrically tested and must not exceed 110 V. Trailing cables must not obstruct access or fire escape routes.

All hazardous substances brought into the hotel must be supplemented with safety data sheets and COSHH assessments. Flammable or hazardous substances must not be brought into the hotel without prior approval. If the substance is to remain on the premises, suitable flame-proof and locked storage facilities must be provided for the duration of the stay. At the end of the event, all substances must be removed from the premises.

All materials such as drapes, decorative fabrics, etc., brought into the hotel should be durably flame-retardant fabric or inherently flame-retardant. Fire exits and escape routes must be kept unobstructed at all times. Smoking is prohibited in the hotel. Any waste must be disposed of with a duty of care in compliance with the Environmental Protection Act 1990. Any waste left behind may be chargeable for clearing. Any wood sawn on the premises must be carried out in a protective covering.

Companies exhibiting must have Public and Employer liability insurance cover of at least £5 million each. Failure to comply with the above safety requirements may result in an exhibitor being turned away. Please note that there are sprinklers in the hotel. To prevent activation of these, please ensure that all heat sources including lighting are at least one cubic metre away from the heads.

In paying for space, exhibitors have agreed to abide by the terms and conditions as detailed in this document.