Displays and Advertisement Materials
Oral Modification Clause
Amendment to Contract Regulations
Exhibiting at the Annual Conference
Eligibility to Exhibit
All display materials and their contents must be consistent with teaching and research in the international studies discipline, and the professional development of scholars, professionals, educators, and students in the field of international relations. The reassignment, sublet, or sharing of Exhibition space is prohibited without consent from BISA.
BISA reserves the right to refuse any application for exhibition or advertisement space, as well as curtail or cancel any exhibit or advertisement that, at the discretion of BISA, is inconsistent with the teaching, research, professional goals of the discipline and Association, or that are in violation of BISA rules and regulations. This policy also applies to displays, product sales, giveaways (including novelties and souvenirs) and the behaviour of exhibitors or their employees.
BISA reserves the right to request any exhibitors that have not paid the appropriate fee to exhibit, to remove all materials, fliers etc. relating to that publisher and leave the venue immediately upon request and those publishers maybe barred from exhibiting at future events for a period of 2 years.
Assignment of Space
BISA reserves the right to offer stand locations on a first-come, first served basis. Your reservation and stand assignment are not confirmed until full payment is received. All payments must be received before 18th May 2018.
Pre & post event deliveries
Materials for the BISA conference can be sent to the Apex City of Bath Hotel to arrive Tuesday 12th June 2018 after 1.00pm and before 5.00pm only. No paletted deliveries can be taken as the venue does not have facilities to handle them and they maybe turned away. Packages must be clearly marked with the following information:
BISA 2018 Conference 13 to 15 June Exhibition
Please also clearly mark which publisher the parcels relates to and number the boxes i.e. 1 of 3, 2 of 3, etc.
Address for all publisher deliveries & collections
Address: Apex City of Bath Hotel, James Street West, Bath, BA1 2DA Contact Kate Griffiths, Event manager Tel:01225 418 501
Access for Set up and Break Down
- Tuesday 12th June 2018 1.00pm - 5.00pm (Exhibitor set up)
- Friday 15th June 2018 1.00pm - 5.00pm (Exhibitor Pack down)
The Hotel has very limited storage space so asks that all materials are picked up on Friday afternoon while publishers representatives are still present. Please ensure all returning packages are clearly labeled. The hotel or BISA will not accept liability for parcels mislabled, lost or not collected by the correct couriers, if the parcels are just abandoned for BISA and hotel staff to deal with.
Exhibition Materials disposal at end of conference
Please do not leave behind significant amounts of journals, cardboard stands, catalogues etc. at the end of the conference. The Hotels are starting to threaten invoices for refuse disposal costs as so much has been left behind at recent conferences. BISA will not accept liability for rubbish disposal costs and will have to pass on any costs to the Publishers/ Organisations exhibiting. We ask that you act considerately and ensure the absolute minimum is left at the end of the conference, a few cardboard boxes will not be a problem but lots of heavy journals, catalogues etc are, as commerical (Hotel) waste is costed by weight
Exhibition and Registration opening hours
- Wednesday 13th June 2018 8.00am - 5.00pm
- Thursday 14th June 2018 8.00am - 5.00pm
- Friday 15th June 2018 8.00am - 1.00pm
In order to minimize disturbances and hazards from early departures, exhibitors are required to staff contracted space during all hours that the room is open. Failure to do so may result in deferred stand assignments for future conventions.
Exhibition Stand Equipment and Construction
Nails, screws, thumb tacks and other items that can cause permanent damage to hotel property are prohibited. Stand displays and equipment must be self-supporting and positioned so as to not obstruct visibility of surrounding displays or fire exits.
Exhibition Stand Personnel
Exhibition stand personnel must comply with all rules and regulations of the Hotel and BISA as it relates to the event, including behaviour, entry, shipping, security and equipment.
Exhibitor fees include complimentary exhibitor registrations per booking and can only be used by employees of the exhibiting organisation and not extended to guests/editors of that organisation. Publishers and organisations with more than four representatives will be asked to register each additional stand representative as delegates. Paper presenters may not register as exhibitors and will be required to pay the published conference registration rate. Exhibition stands must be staffed during all exhibition opening hours. Exhibition personnel must pre-register by sending the names, email addresses, company name of the exhibition personnel to Gail Birkett at the BISA office. Badges will be placed on the exhibitors stand at the beginning of the conference.
BISA is not responsible for any loss or theft of exhibitor materials. The exhibit hall will be locked outside of exhibition opening hours. BISA is not liable for harm or damage to exhibitor property, employees or agents due to theft, fire, accident, or other causes.
Exhibit cancellations received by 18th May 2018 will be assessed a 50% cancellation fee unless the space can be resold and then the fee maybe reduced after admin costs are deducted. After 18th May 2018 exhibit fees are non-refundable. Exhibition stand reservations are not confirmed until payment has been received.
Fire and Safety Regulations
Exhibitors must comply with all fire, health, and safety regulations at the Hotel. Excess exhibition materials must be properly stored beneath stand tables. No fire escape doors must be blocked by spare materials, chairs etc.
Termination of Meeting and Exhibit
In the event that the conference location is deemed unsuitable for occupancy, or should the Conference and Exhibition be interfered with due to strike, picketing, boycott, embargo, injunction, war, riot, emergency declared by a government agency, or any other act beyond the control of BISA, the Application and Contract may be terminated. BISA will not incur any liability for damages sustained by the exhibitor as a result of such termination. In the event of such termination, the exhibitor expressly waives such liability and releases BISA of and from all claims for damages and agrees that BISA shall have no obligations except to refund to the exhibitors a pro-rated share of the aggregate amount received by BISA (as rental for exhibit space for said Exhibit), after deducting all costs and expenses in conjunction with such Exhibit, including a reasonable reserve for claims.
Exhibitor assumes responsibility and agrees to indemnify and defend the Hotel Group and the Hotel and their respective employees and agents against any claims or expenses arising out of the use of the exhibition premises.
The exhibitor understands that neither the Hotel Group nor the individual Hotel maintains insurance covering the exhibitor's property and it is the sole responsibility of the Exhibitor to obtain such insurance.
Indemnification and Waiver
The Exhibitor assumes the entire responsibility and agrees to indemnify and defend the British International Studies Association, the venue, and their respective employees and agents against any claims or expenses for loss, injury or damage arising out of the use of the exhibition premises. The Exhibitor understands that neither the British International Studies Association nor the venue maintain insurance covering the Exhibitor's property and it is the sole responsibility of the Exhibitor to obtain such insurance. If BISA shall be held liable for any event which might result from a particular exhibitor's action or failure to act, such exhibitor shall reimburse and hold harmless BISA against any liability resulting there from.
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