IAPWS 2026 – Sponsorship and Exhibition Terms and Conditions

These terms and conditions apply to all sponsorship and exhibition bookings for this event. The booking form constitutes a legally binding contract between BIAPWS (the IAPWS 2026 organiser) and the sponsor/exhibitor of the event. Our Terms and Conditions take precedence over those of any other organisation in every case. In completing the booking form, you agree to the IAPWS 2026 booking Terms and Conditions set out below and the BIAPWS privacy policy, available here.

1. Booking Confirmation

All exhibition and sponsorship bookings are subject to approval by the event organiser. A booking is only confirmed once payment (or agreed deposit) has been received and confirmation has been issued in writing.

2. Payments

• Full payment must be made within the payment terms stated on the invoice. The organiser reserves the right to cancel bookings where payment is overdue.
• Full payment must be received before any service is activated. If payment hasn’t been received within the specified timeframe, exhibitors/sponsors may be refused entry onsite.
• Payments must be made in Pound Sterling (GBP) and the sponsoring/exhibiting company is responsible for paying any relevant bank charges.

3. Cancellations by Exhibitor/Sponsors

• Cancellations before 29 May – 75% of the charges.
• Cancellations after 29 May – 100 %of the charges.
• Cancellations must be received in writing.
• Cancellations must be received in writing.

4. Cancellation by the Organiser

The organiser reserves the right to amend the event programme, venue, timings, or layout if necessary. If the event is cancelled due to circumstances beyond reasonable control, liability will be limited to the refund of monies paid.

5. Responsibilities of the Sponsor/Exhibitor

Exhibitors are responsible for:

• Ensuring their stand and materials comply with UK health and safety regulations
• Maintaining their exhibition space in a safe and professional manner
• Obtaining any insurance required for equipment, stock and public liability

6. The Organiser’s Responsibilities

The organiser will supply the services to the exhibitor/sponsor in accordance with the booking details in all material respects, as long as exhibitor/sponsor deadlines are adhered to.

7. Liability

• Nothing in this agreement shall limit or exclude a party’s liability for death or personal injury caused by its negligence, or that of its employees, agents or sub-contractors, or for fraud or fraudulent misrepresentation or in any other circumstances where liability may not be limited under any applicable law.
• Neither party shall be liable to the other for any indirect loss or damage, costs or expenses whatsoever or howsoever arising out of or in connection with this agreement.
• The organiser accepts no responsibility for loss, theft or damage to exhibitors’ or sponsors’ property during the event.
• The exhibitor/sponsoring company will be liable for any damage to the venue that they or their employees/representatives cause.
• Each party’s total liability to the other for loss or damage arising under or in connection with the agreement shall not exceed an amount equal to the charges paid or payable under the agreement.
• Nothing in the agreement limits any liability which cannot legally be limited.

8. Exhibition Spaces

Exhibition spaces will be allocated on a first come, first served basis. The organiser reserves the right to adjust stand positions where necessary.

9. Sponsor Materials

Sponsors must provide logos, adverts, and promotional materials by the deadlines supplied by the organiser. The organiser is not responsible for missed promotional opportunities caused by late submissions.

10. Photography and Marketing

The organiser may photograph or film the event for promotional purposes. By participating, exhibitors and sponsors consent to the use of images containing their branding, stands, or representatives.

11. Conduct

The organiser reserves the right to refuse or remove any exhibitor, sponsor, or attendee whose behaviour is deemed inappropriate, unsafe, or damaging to the event.

12. Force Majeure

• Neither party shall be in breach of the agreement nor liable for delay in performing, or failure to perform, any of its obligations under the agreement if such delay or failure result from events, circumstances or causes beyond its reasonable control.
• A party affected by a Force Majeure event shall notify the other in writing as soon as possible of the date it started, its likely duration and effect on its ability to perform its obligations under the agreement and use all reasonable endeavours to mitigate its effect on the performance of the agreement.
• The obligations of the party not affected by the Force Majeure event shall be suspended and the time for performance of its obligations extended to the same extent as those of the affected party.
• The party not affected by the Force Majeure event shall have the right to terminate the agreement by giving written notice to the affected party.

13. Data Protection

• Personal information provided during booking will be used only for event administration and communication, in line with applicable UK data protection laws.
• Any data that the sponsor/exhibitor gathers during the event must be handled according to UK data protection laws (GDPR).

14. Acceptance of Terms

Submission of the booking form confirms acceptance of these Terms & Conditions.

15. Governing Law

The agreement, and any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with it or its subject matter or formation shall be governed by and construed in accordance with the law of England and Wales.

16. Jurisdiction

Each party irrevocably agrees that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with the agreement or its subject matter or formation.