Terms and Conditions: Exhibitors

đź“Ś EXHIBITION SPACE

 

The cost of each exhibition space includes one table and two chairs. Exhibits must be arranged so as not to obstruct the general view, nor hide the exhibits of others. No gazebos are allowed. No banners outside of the allocated stand are allowed. Exhibitors must bring their own extension cord to connect to electrical outlets.

The Exhibitor is solely and fully responsible for its own exhibit material and stand contents, and should insure its exhibit against loss or damage from any cause whatsoever. All property of the Exhibitor is understood to remain in its care, custody, and control in transit to, from, or within the confines of the exhibit hall.

 

🛡️ LIABILITY AND INDEMNITY

 

Upon approval of this contract by an authorized Exhibitor representative, the Exhibitor understands and agrees to abide by the VETLINK liability policies.

VETLINK, its employees, agents, and associates will not be held liable, and the Exhibitor hereby indemnifies and holds VETLINK harmless, for any damage or loss (including but not limited to loss, theft, or fire) to the Exhibitor’s property or the property of the Exhibitor’s employees/agents.

Limitation of Liability (In line with South African common law):

  • VETLINK, and all organizations and individuals employed by or associated with it in connection with this Exhibition, will not assume responsibility and shall be held harmless by all Exhibitors for damage or loss resulting from fire, theft, or any other cause whatsoever, unless such damage or loss is caused by the gross negligence or willful misconduct of VETLINK, its employees, or agents.

  • Indemnity for Third-Party Claims: The Exhibitor agrees to indemnify and hold harmless VETLINK against all losses, damages, costs, and expenses (including legal costs) that VETLINK may suffer or incur as a direct or indirect result of:

    • Any accident or injury to the Exhibitor, their employees, agents, or any member of the public, which arises from the Exhibitor’s use of the space or the Exhibitor’s negligence.

    • Any claim made against VETLINK by a third party arising from the Exhibitor’s activities.

  • The Exhibitor agrees to pay promptly for any and all damages to the exhibition building or its equipment incurred through carelessness or otherwise, of the Exhibitor or its employees or agents.

Legal Note: Under South African law, specifically the Consumer Protection Act (CPA) No. 68 of 2008, a term seeking to exclude or limit liability for gross negligence is generally unenforceable. The revised clause reflects this by clarifying that VETLINK is liable for its own gross negligence or willful misconduct.

 

đź“ś INSURANCE

 

VETLINK and the venue do not maintain insurance covering the Exhibitor’s property or employees. It is the sole responsibility of the EXHIBITOR to obtain adequate:

  • Public Liability Insurance

  • Business Interruption Insurance

  • Property Damage Insurance

  • Workers’ Compensation Insurance (mandatory as per the Compensation for Occupational Injuries and Diseases Act, 130 of 1993 – COIDA) …covering and protecting the EXHIBITOR against all losses referenced in these Guidelines. The Exhibitor must ensure that any contractor, employee, or agent brought onto the premises is covered by appropriate insurance, including COIDA.

 

đź’° PAYMENT SCHEDULE & CANCELLATION

 

 

Payment Schedule

 

A non-refundable, non-transferable deposit of 25% is due at least 10 days from the date the agreement to reserve your exhibition space is signed. The balance must be paid 2 months before the event. If the balance due is not paid on or before this date, the conference organiser reserves the right, without further notice, to release said space to other exhibitors. No space will be reserved or assigned unless both the deposit and signed contract are received.

 

Cancellation / Space Reduction

 

Any cancellation, space reduction requests, or requests for changes to this contract must be made in writing and forwarded to the organisers at PO Box 232, Groenkloof, SOUTH AFRICA, 0182 or admin@vetlink2023.

Cancellations or space reductions will be subject to charges according to the following schedule:

  • More than three months before conference start date – Eligible for full refund.

  • Less than three months before conference start date – Deposit forfeited.

  • 60 days and less before conference start date – Full amount of stand price is due.

In the event of cancellation or reduction of contracted space, and subject to the above cancellation charges schedule, VETLINK shall retain the right to resell cancelled space without rebate or allowance to the Exhibitor.

Legal Note: While deposits are generally non-refundable, the cancellation schedule is an agreed-upon form of Romalpa clause (pre-agreed damages). Should the Exhibitor cancel due to a factor outside of their control, they may have a right to challenge the forfeiture of the full amount under the Conventional Penalties Act, 15 of 1962, if the penalty is deemed disproportionate to the actual loss suffered by VETLINK.

 

🍸 ALCOHOL SERVING AND CONSUMPTION

 

Exhibitors are not permitted to serve or consume alcohol from and/or within the confines of their booth space nor within the exhibition hall, without written permission from the conference organisers and a signed service agreement, in compliance with the Liquor Act, 59 of 2003 and any relevant municipal by-laws.

 

🛑 TERMINATION OF EXHIBITION

 

In the event that the premises in which the Exhibition is or is to be conducted shall become, in the sole discretion of VETLINK, unfit for occupancy, or in the event the holding of the Exhibition or the performance of VETLINK under the Exhibit Reservation Contract are substantially or materially interfered with by virtue of any cause or causes not reasonably within the control of VETLINK (a force majeure event), said Contract and/or the Exhibition (or any part thereof) may be terminated by VETLINK.

VETLINK shall not be responsible for delays, damage, loss, increased costs, or other unfavourable conditions arising by virtue of a force majeure event.

If VETLINK terminates said Contract and/or the Exhibition (or any part thereof) as aforesaid, then VETLINK (or its representatives) shall not be liable to the Exhibitor other than for a prorated refund of such Exhibitor’s space price payment determined on the basis of the number of Exhibition days remaining.

For purposes hereof, a force majeure event shall include, but not by way of limitation: fire, casualty, flood, epidemic, earthquake or inclement weather; explosion or accident; blockade or embargo; governmental restraints; restraints or orders of civil defence or military authorities; terrorism or threat of terrorism, act of public enemy, riot, or civil disturbance; strike, lockout, boycott, or other labour disturbance; inability to secure sufficient labour, technical, or other personnel; failure, impairment, or lack of adequate transportation facilities; inability to obtain, or condemnation, requisition, or commandeering of necessary supplies or equipment; local, provincial (state), or national law, ordinances, rule, order decree, or regulation; or Acts of God.