MEI Conference Exhibitor Terms and Conditions
1. These Terms
1. What these terms cover
These are the terms and conditions under which You will be able to book and exhibit the MEI Conference (hereafter, ‘The Event’) organised by Mathematics in Education and Industry (hereafter, ‘MEI’, ‘We’, ‘Us’, ‘Our’).
2. Why You should read these terms
Please read these terms carefully before You apply to be an Exhibitor. These terms tell You who We are, how You register/book and pay to be an Exhibitor, and how You or We may cancel the Event or your attendance at it. These terms also set out what the expectations are of both Exhibitors and MEI at and prior to the Event, as well as other important information.
3. Our Contract with You
The contract between Us allowing You to be an Exhibitor comprises these terms and conditions, together with the details set out as part of your application (which includes information about, in particular, the cost of exhibiting at the Event) (the Contract). The Contract comes into effect when You submit an application. This Contract is between You and MEI. No other business or person shall have any rights to enforce any of its terms.
4. Are You applying for others to exhibit at the Event?
If You have made an application for other individuals to exhibit the Event (for example, where You are making an application for specified employees, servants and agents of any Company, Partnership, Firm or Individual to exhibit at the Event), You must make sure that the individuals exhibiting at the Event comply with these terms and conditions. You should therefore make sure they understand and accept these terms before You submit an application.
5. Use of defined words which have particular meanings
1. Event: means the MEI Conference, as detailed on the MEI website (https://mei.org.uk/)
2. Event outside our Control: means an event which is beyond the reasonable control of MEI. Please bear in mind that this includes any imposition of national or local restrictions (e.g. in the case of a widespread pandemic similar to Covid-19).
3. Exhibitor: shall include all employees, servants and agents of any Company, Partnership, Firm or individual to whom stand space has been allocated at the Venue for the purpose of exhibiting.
4. Fee: means the fee that You must pay to exhibit at the Event, as detailed on the MEI website.
5. Venue: means the venue at which the Event is to take pace, as detailed on the MEI website or subsequently communicated to You in writing by MEI.
6. Writing: when We use the words “writing” or “written” in these terms, this includes emails.
6. Information about Mathematics in Education and Industry (MEI) and how to contact Us
1. Who we are
MEI is a private company limited by guarantee established in England and Wales. MEI’s company registration number is 03265490 and our registered office is at Monckton House Epsom Centre, White Horse Business Park, Trowbridge, Wiltshire, BA14 0XG. MEI is a registered charity in England and Wales under charity number 1058911.
2. How to contact us
You can contact Us by telephoning our customer service team at +44 (0)1225 776776 or by writing to Us at admin@mei.org.uk or at:
MEI
Monckton House, Epsom Centre
White Horse Business Park
Trowbridge
Wiltshire
BA14 0XG
United Kingdom
3. How We may contact You
If We have to contact You, We will do so by telephone or by writing to You at the email address or postal address You provided to Us in Your registration.
7. Applying to be an Exhibitor
1. To participate as an Exhibitor at the Event, You must be a Company, Partnership or Firm buying services in connection with a business operating in the education sector.
2. By submitting an application, You acknowledge and accept these terms and conditions and confirm that the information You submit is accurate, true and complete.
3. Following Your application submission, We will send You an email confirming that Your application has been received.
4. We reserve the right to refuse any application for stand space or prohibit any exhibit without assigning any reason for such refusal or prohibition. We will notify You by e-mail if an application is rejected. In those circumstances, the contract between us will be cancelled with immediate effect, and if any Fee has been paid, We will refund this in full.
5. You will receive full Exhibitor instructions and any other information which We consider You will need to participate as an Exhibitor at the Event, via email to the email address provided on your application.
8. Fees and Invoicing
1. The Fee that You agree to pay as an Exhibitor is set out in Your application. After Your application has been confirmed, MEI will send you an invoice for the Fee, as per Your instructions in Your application.
2. The Fee must be paid no later than 30 days following Your receipt of the invoice; or where applications have been submitted less than 30 days prior to the start date of the Event, the Fee must be paid immediately following Your receipt of the invoice. If the Fee is not paid by that date, MEI will be entitled to cancel Your attendance at the Event. Any such cancellation will be notified to You by email, to the email address provided on your application.
9. Cancelling the Event or Exhibitor participation at it
1. If You notify MEI that You no longer wish to participate as an Exhibitor at the Event, We may, at Our sole discretion, agree to provide You with a full or partial refund where We consider it reasonable to do so. In considering whether to issue a refund, We will have regard to whether We are able to allocate Your place to someone else, and to any unrecoverable costs for MEI which arise as a result of that cancellation.
2. The Event is subject to cancellation or postponement at Our discretion. If MEI cancels or postpones the Event (other than where the Event is cancelled or postponed due to the occurrence of an Event Outside of Our Control) MEI will notify You by email as soon as possible and You will be given the option to cancel Your booking and receive a refund in full.
3. Events Outside Our Control.
a) If an Event Outside of Our Control occurs, which results in MEI being unable to hold the Event as planned, We will take reasonable steps to re-arrange the Event to another date and/or another location, and will notify You of the re-arranged Event details. Depending on the circumstances, those reasonable steps may include hosting the Event as an online Event, rather than in-person.
b) If we have to re-arrange the Event as a result of the occurrence of an Event outside of Our control You will be entitled to participate as an Exhibitor at the re-arranged Event; or If You choose to cancel Your participation at the Event instead, MEI will refund You a reasonable proportion of the Fee that You have paid (having regard to any unrecoverable costs of MEI which arise as a result of Your cancellation). The amount of any such refund will be at MEI’s discretion.
c) Other than for a refund of the Fee as set out in this clause 9, MEI accept no liability to You for any losses incurred by You (including but not limited to any expenditure or any loss of income) that You incur as a result of us cancelling, postponing or altering the Event.
10. Exhibitor Obligations
1. Our requirements of You prior to the Event
a) It is Your responsibility to complete an exhibition requirement form provided by MEI at least 30 days before the Event start date, supplying Your contact details, items and equipment You are supplying, Your requirements from the Venue, and other information relevant to the Event.
b) Electrical equipment brought to the Venue for Your exhibition must be PAT (Portable Appliance Test) tested by a suitably qualified person and relevant certification must be provided on request. Any equipment not PAT tested may be removed.
c) This information allows Us to draw an accurate floor plan, prepare the room for service installation ensuring sufficient power and network supplies are available, carry out the risk assessment and provide You with any additional Health and Safety information or guidance as necessary.
2. Our requirements of You at the Event
a) When participating as an Exhibitor at the Event, You must ensure that You observe all rules and instructions relating to the use of the Venue which We or the Venue make known to You. You must follow any relevant guidance or instructions on any equipment, signs or notices, and any parking guidelines, and comply with any policies or procedures that We or the Venue make known to You.
b) Where any equipment or facilities are made available to You at the Venue, You must use those equipment and facilities responsibly at all times and in accordance with any instructions provided.
c) You will be responsible for the costs of repair and replacement of any damage and breakages that You cause at the Venue, and You must promptly report any damage, breakages or losses that occur or that You become aware of at the Event.
d) You must not act in an improper, rude or disorderly manner towards staff, or any other users of the Venue, and you must treat all staff at the Venue and other attendees with respect.
e) You must not take pictures and post to social media, without first seeking permission from the Event organiser.
f) If You break these rules, or any other requirements of You which are set out in these terms, You may have to compensate Us, and We may not permit You to attend future events organised by MEI.
11. Insurance and Liability
1. You must carry both Employers and Public Liability to cover Your activities whilst at the Venue. MEI requires evidence of Public Liability Insurance of a minimum limit of indemnity of £5,000,000 and Employer’s Liability Insurance to be a minimum limit of indemnity of £10,000,000. This should be provided to MEI when You submit an application.
2. MEI will have no liability to You for any loss of profit, loss of revenue, loss of business, business interruption, or loss of business opportunity, or any indirect or consequential loss arising under or in connection with these terms and the Event, however caused; and
3. Our aggregate liability to You for any loss arising under or in connection with this agreement, and whether arising in contract, tort (including negligence), breach of statutory duty or otherwise, shall in no circumstances exceed the amount of the Fee that You have paid to MEI.
4. MEI do not exclude or limit Our liability where it would be unlawful to do so. This includes liability for death or personal injury caused by Our negligence or the negligence of Our employees, agents or subcontractors.
12. Content and Intellectual Property
1. Copyright and all other intellectual property rights in all Content is owned by MEI or its licensors, or by presenters at the Event who produce that Content. You will not acquire any right, title or interest in any intellectual property rights in that Content.
2. The Content is provided on an “as is” basis without any warranties of any kind (express or implied). MEI excludes to the fullest extent permitted by law all liabilities, costs, claims, damages, losses and/or expenses arising from any inaccuracy or omission in the Content.
3. The Content may comprise educational resources which have been developed by us or on our behalf. You may use those educational resources:
a) for Your personal use; or
b) where You are a teacher, for Your use in the teaching of students in Your school or college.
4. You must not use any part of the Content (including, in particular, any educational materials) other than for the purposes described above. In particular, You must not use any part of the Content for commercial purposes.
5. You must not modify any Content that is made available to You in any way other than for Your own personal use or for use when teaching students in Your school or college. Where You do modify such materials, any intellectual property rights in those modified materials shall be deemed assigned to Us. You must not use any illustrations, photographs or any graphics separately from any accompanying text, without Our prior written consent.
6. Our status (and that of any identified contributors) as the authors of all Content must always be acknowledged.
7. Any access to MEI’s online learning platform, Integral, provided as part of the Event is subject to Integral’s terms and conditions, available here; this includes but is not limited to the following statement (capitalised terms as defined in the Integral Terms and Conditions):
“Except to the extent such activities are expressly agreed by the parties … your rights to benefit from the Content does not permit you, or the Users, to … reproduce, publish, distribute, redistribute, broadcast, transmit, modify, adapt, edit, abstract, create derivative works of, store, archive, display in a public setting (not including your own school/college), sell, upload to a shared portal/intranet/any other website; or in any way otherwise commercially exploit any part of the Content”.
8. If You use any Content in breach of this Contract, You may be prevented from attending future MEI events or accessing other MEI materials through Our website or otherwise, and You must, at Our option, return or destroy any copies of the Content that You have made.
9. Views expressed by speakers, exhibitors and sponsors at the Event are their own. MEI is not responsible or liable for any advice given, or views expressed, by any speaker and/or sponsor or in any material provided.
13. Recordings of the Event
1. You must not audio or video record any part of the Event using any recording device, unless specifically agreed by Us in writing.
2. Recordings and photographs of Events.
a) MEI and guest speakers may make recordings or take photographs of the Event; We will process Your personal data (including Your image and recordings of Your voice) in line with our privacy notice (see clause 14.1 below). Please note that Your image may be captured in photographs and / or films of the Event, and that those photos and films may be reproduced for promotional purposes, in advertising or in podcasts in future Events.
b) Where applicable, We will put a process in place allowing You to let Us know that you prefer that Your image is not used in this way, and will outline that process to You in the joining instructions. Please make sure that You comply with that process, if You prefer that Your image is not used.
14. Data protection and privacy
1. Any data, including personal data, that you provide to MEI in relation to the Event will be processed in accordance with MEI’s Privacy Notice(opens in a new tab).
2. Where appropriate, we may share your personal data with other parties who we are contractually engaged with. In particular, we may need to share some of your personal data with the Venue which is used to host the Event, in order that they can properly host the Event and comply with their legal and regulatory obligations. Please refer to our Privacy Notice (opens in a new tab) in that regard.
3. Where You are booking a place to Exhibit for another person (for example, for an employee in Your organisation), You must ensure that they are provided with a copy of our Privacy Notice, in order that they have visibility of the personal data which is shared with Us, and how We use is.
4. We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. Details of how the data that you submit will be used are set out in MEI’s Privacy Notice(opens in a new tab).
15. Other important terms
1. We may update or amend these terms and conditions from time to time to comply with law or to meet our changing business requirements without notice to You.
2. Each of the clauses of these terms operates separately. If any court or relevant authority decides that any of them are unlawful, the remaining clauses will remain in full force and effect.
3. Even if a party delays in enforcing these Terms, it can still enforce the relevant term later.
4. These terms are governed by the laws of England and Wales. You can choose whether to bring a claim against Us in the courts of England and Wales or in the courts of another part of the UK in which You live.
5. These terms constitute the entire agreement between us. You acknowledge that you have not relied on any statement, promise, representation, assurance or warranty made or given by or on behalf of MEI which is not set out in these terms, and that you shall have no claim for innocent or negligent misrepresentation based on any statement in these terms