CX2026 Exhibition space booking form
21–23 April 2026, ExCeL London, United Kingdom
Please fill in the below form, which will be sent to Nathalie Fortin, [email protected].
CX Regulations – Terms & Conditions
1 Definitions
1.1. In these Regulations the following words and expressions shall have the following meanings:
1.1.1. The Term BIBA shall, where the context so permits, include its employees and agents.
1.1.2. The term Exhibitor shall, where the context so permits, include all employees, servants and agents of any company, partnership, firm or individual to whom a Unit has been allocated for the purpose of exhibiting.
1.1.3. The term Landlord shall mean the owners and management of the appointed Exhibition Venue including, where the context permits, its employees or agents.
1.1.4. The term Contract shall mean the contract for Unit hire entered into between BIBA and the Exhibitor comprising the Main Contract Terms, these Regulations and the Technical Manual. In the event of any discrepancy between the Main Contract Terms, these Regulations and the Technical Manual, the Main Contracting Terms will take precedence over these Regulations and the Technical Manual, and these Regulations will take precedence over the Technical Manual.
1.1.5. The term Authorities shall mean the Local Authority and the Fire Authority.
1.1.6. The term Fees means any sum payable under the Contract for Unit hire, plus VAT in accordance with the appropriate legislation. All Fees provided to BIBA are in the form of unrestricted financial support and are free of any attempt to influence the CME Programme including individual sessions, subjects for discussion, content or choice of faculty members.
1.1.7. The term Technical Manual shall mean the manual published from time to time by BIBA setting out practical aspects of participation in the Exhibition a copy of which can be downloaded from BIBA’s website at www.cxsymposium.com.
1.1.8. The term Main Contract Terms means the document setting out the main contract terms agreed between BIBA and the Exhibitor, and to which these Regulations are appended.
1.2. Terms defined in the Main Contract Terms shall have the same meaning when used in these Regulations or the Technical Manual.
1.3. The titles used in the Contract are for ease of reference only and shall not be construed as limiting or defining the content of any term of the Contract.
2 Eligibility of Exhibits
2.1. Exhibits must fall within the advertised and established scope of the Exhibition. The Exhibitor shall not display in his Unit any products which fall into any other classes unless prior consent has been given in writing by BIBA.
2.2. An Exhibitor who is either associated with or a selling agent for another firm or firms and who wishes to exhibit the products of another firm or firms must state at the time of making application for the Unit the name of the firm(s) to be represented at the Exhibition and undertake to confine the exhibits to the goods of such firm(s). The names of such firm(s) must be displayed on the Unit throughout the Exhibition period.
2.3. Allotment of the Unit by BIBA shall not imply that it accepts the proposed exhibits and the Exhibitor must satisfy himself that his exhibits comply with the Contract. BIBA reserves the right to exclude and/or require to be removed, any exhibit which in its reasonable opinion is not within the scope of the Exhibition or is not suitable for the site allocated to the Exhibition. The decision of BIBA as to the eligibility of exhibits will be absolutely final and binding.
2.4. The Exhibitor must conform to the stand fitting regulations outlined in these Regulations and those set out in the Technical Manual.
3 Conditions of Payment
3.1. The Fee for the Unit does not include any stand fitting unless specified.
3.2. All sums referred to in the Contract shall be payable in full without deduction, withholding or set-off.
3.3. Interest will accrue on any late payments at the rate of 2% above the base rate from time to time in force of Barclays Bank plc, as well after judgment as before.
4 Occupation and Completion of Site
4.1. The Exhibitor will be entitled to use the Unit for the purposes set out in the Contract and subject to the terms of the Contract during opening hours of the Exhibition Venue for the period from when it is permitted under the Contract to enter the Exhibition Venue until the time it is required under the Contract to leave the Exhibition Venue. The Exhibitor will, during such opening hours and duration, be entitled to access the public areas of the Exhibition Venue. The Exhibitor will not have exclusive right of occupancy of any part of the Exhibit Venue, including the Unit, at any time.
4.2. The Exhibitor and its contractors may (subject to any special conditions contained within the Technical Manual) enter the Exhibition Venue for the purpose of erecting his stand on the Unit and preparing exhibits from the time and date published in the Technical Manual. In the interests of the Exhibition BIBA may in exceptional cases and in its absolute discretion require the erection of particular stands to be carried out on days and at times to be specified by them.
4.3. The Exhibitor undertakes that his Unit will be ready, and all exhibits (other than those which are small and have high value) installed and arranged thereon for display, and all arrangements in connection therewith will be completed by 8.00 am on the first day of the Exhibition
4.4. The Exhibitor will not remove any of his exhibits prior to the closing of the Exhibition which will take place thirty minutes after the end of the last educational session on the last day. Immediately after the Exhibition closes and in any event by 20.00 on the same day, the Exhibitor must have removed from his Unit all portable exhibits, display material and personal effects. Notwithstanding instructions issued specifically for the closing night of the Exhibition, the security of the Unit and its contents during the entire breakdown period remains wholly the responsibility of the Exhibitor, his agent or contractor.
4.5. BIBA’s tenancy of the Exhibition Venue terminates at 18.00 on the day after the Exhibition ends. All non portable exhibits and other property of the Exhibitor, his contractors and agents must be removed from the Exhibition Venue before noon on that day. BIBA shall be entitled if, in its reasonable opinion, the Exhibitor, his contractors and agents will be unable for any reason to comply with this condition, to remove and despatch such exhibits and property (at the risk and expense of the Exhibitor) to the address of the Exhibitor stated on the Contract.
5 Damage to Buildings
5.1. The Exhibitor shall not cause or permit any damage to the Exhibition Venue or any part thereof or to any of the fixtures and fittings therein not the property of the Exhibitor and shall not alter or interfere with the structure of the Exhibition Venue.
5.2. Any Exhibitor in breach of this Regulation shall indemnify BIBA in respect of any claim for such damage for which BIBA shall be liable to any third party.
6. Insurance and Liability
6.1. The Exhibitor is responsible for all claims, actions or costs for personal injury and loss of or damage to property caused by or arising from the erection and dismantling of any stand at the Unit and anything permitted, omitted or done thereon or there from during the period of the Exhibition or the construction and dismantling periods, caused directly or indirectly by the Exhibitor or any contractor, sub-contractor, licensee or invitee of his or the act, omission or neglect of or by any such person or by any exhibit, machinery or other article belonging to, or in the possession of, or used by the Exhibitor. The Exhibitor will indemnify BIBA in respect of each and every claim, and all actions, proceedings, costs, claims and demands in respect thereof. The Exhibitor will take out and maintain public liability insurance cover providing a minimum indemnity of £2,000,000 for the duration of the Exhibition including the construction and dismantling periods.
6.2. BIBA shall not be responsible for loss of or damage to exhibits or other property of or in the possession, control or custody of the Exhibitor, his invitees or licensees at the Exhibition Venue unless caused by the negligence or wilful default of BIBA or its agents. The Exhibitor must take out and maintain adequate insurance in respect of all such possible loss or damage.
6.3. The Exhibitor must insure against costs and expenses which it may incur in the event of the Exhibition being abandoned, cancelled, postponed or curtailed in whole or in part for causes outside BIBA’s control, since BIBA accepts no responsibility in such an eventuality.
6.4. The Exhibitor will ensure that any Unit sharers have adequate public liability insurance cover of their own, as the Exhibitor is responsible for any claims relating to the Unit sharers. BIBA recommends that the Exhibitor requests his Unit sharers to each have the same level of public Liability cover as the Exhibitor is required to have, namely a minimum indemnity of £2,000,000.
6.5. Unit sharers can arrange their own insurance. If Unit sharers organise or have their own insurance the Exhibitor should ask its Unit sharer to check that its public liability insurance covers them at the Exhibition and not just at its own premises.
6.6. The Exhibitor shall do nothing to jeopardise the current insurance policies or the licences of the Landlord or BIBA, and the Exhibitor shall in all cases comply with any requirements of the Authorities. Exhibitors who do or omit to do anything which renders BIBA’s or the Landlord’s current insurance policy invalid or liable for premium loading are responsible for any liability not covered as a consequence or the extra premium payable, as the case may be. An Exhibitor in breach of any of the provisions of this Regulation will indemnify BIBA in respect thereof.
6.7. The Exhibitor shall indemnify BIBA in respect of all costs, losses, damages and expenses (including any consequential loss or damage) incurred as a result of any breach of the Contract by the Exhibitor.
6.8. Nothing in the Contract operates to exclude or limit BIBA’s liability for death or personal injury caused by its negligence.
7 Force Majeure
If the Exhibition is abandoned, cancelled or suspended in whole or in part by reason of war, fire, national emergency, labour dispute, strike, lock-out, civil disturbance, inevitable accident, the non-availability of the Exhibition Venue or any other cause not within the control of BIBA, BIBA may at its entire discretion repay the Fees paid by the Exhibitor, or part thereof, but shall be under no obligation to repay the whole or part of such Fees and shall be under no liability to the Exhibitor in respect of any actions, claims, losses, costs or expenses whatsoever which may be brought against or suffered or incurred by the Exhibitor as the result of the happening of any such event.
8 Multi-Year Exhibitors
8.1 In the event that the Contract relates to the hire of the Unit for an initial period of more than one year of the Exhibition, BIBA reserves the right to change the Exhibition Venue to one within the M25 of similar or better quality and similar or larger size. In the event of such a change of Exhibition Venue, BIBA will allocate to the Exhibitor a location for the Unit within the new Exhibition Venue that is commensurate with the size, shape and position of the Exhibitor’s Unit location within the previous Exhibition Venue. If the Exhibitor has entered into a multi-year contract, it will be given priority over other Exhibitors in the allocation of a location for its Unit in the event that the Exhibition Venue changes.
8.2 In the event that the Contract relates to the hire of the Unit for an initial period of more than one year then it may be terminated by the Exhibitor at any time during such initial period, subject to the Exhibitor paying BIBA a cancellation fee equal to the Fees for the hire of the Unit which the Exhibitor would otherwise have paid during such initial period. In the event that the Contract is not so terminated during the initial period it will remain in place following the end of the initial period, and will be terminable thereafter by the Exhibitor giving BIBA notice in writing. In the event of such notice being given less than twelve months before the start of an Exhibition, the Exhibitor will pay BIBA a cancellation fee equal to the Fees for the hire of the Unit for such Exhibition. In the event of such notice being given twelve months or more before the start of an Exhibition, no cancellation fee will be payable.
8.3 If the Exhibitor has entered into a multi-year contract, then following the end of the initial period BIBA will notify the Exhibitor in writing at least fifteen months in advance of each Exhibition of the Fees for the hire of the Unit for such Exhibition.
9 Right to Terminate Contract
9.1. Without prejudice to BIBA’s remedies under this Contract in law or in equity, including without limitation in respect of any antecedent breach, BIBA shall have the right to terminate this Contract forthwith by notice in writing to the Exhibitor in the event that:
9.1.1. the Exhibitor fails to observe or perform any of the provisions of this Contract either before or during the Exhibition including but not limited to failing to make payments within 14 days of the date the Exhibitor is required to make payment under the Contract; or
9.1.2. an administration order is made in relation to the Exhibitor, a receiver or manager or administrative receiver is appointed of the Exhibitor or any of its assets, the Exhibitor enters into liquidation, any petition is presented, any resolution is proposed or any other steps or proceedings are taken which may lead to any such occurrence, any distress or execution is levied on or affects any of the property or assets of the Exhibitor, the Exhibitor is or is deemed to be insolvent or unable to pay its debts or the Exhibitor ceases to carry on business in the ordinary course;
9.1.3. the Exhibitor does or proposes to do anything or exhibits or proposes to exhibit anything which in BIBA’s opinion is likely to bring BIBA or the Exhibition into disrepute or which in BIBA’s opinion is likely to cause offence to any person, or which is illegal or immoral.
9.2. In the event of termination by BIBA, and without prejudice to any other remedy available to BIBA:
9.2.1. the Exhibitor shall remove its exhibits and property from the Exhibition Venue at a time to be stated by BIBA and thereafter the Exhibitor shall not be entitled to access thereto or to the Exhibition. In the event of any failure by the Exhibitor to comply with such provision BIBA shall be entitled to remove and despatch the said exhibits and property (at the risk and expense of the Exhibitor) to the address of the Exhibitor stated on the Contract;
9.2.2. all Fees paid by the Exhibitor shall be forfeited to and retained by BIBA and the balance of the Fees shall become payable forthwith; and
9.2.3. BIBA shall be entitled to utilise the site which it had allocated to the Exhibitor in such manner as BIBA shall think fit and to recover from the Exhibitor any expenditure incurred in so doing.
9.3 The Contract, if for a single Exhibition, is terminable by the Exhibitor giving BIBA notice in writing, but subject to the Exhibitor paying BIBA a cancellation fee equal to the Fees for the hire of the Unit for such Exhibition.
10 BIBA’s Right to Cancel Exhibition
BIBA shall have the right at all times to abandon, cancel, or suspend the Exhibition in whole or in part in the event that there is likely to be insufficient exhibitor participation in and support for the Exhibition, the likelihood of such insufficiency to be determined by BIBA, whose decision shall be final. In the event of such an abandonment, cancellation or suspension, the Exhibitor shall be entitled to receive repayment of all Fees paid (or, in respect of multi-year Exhibitors, the annual Fees paid in respect of the particular Exhibition being abandoned, cancelled or suspended), but BIBA shall not be further responsible to the Exhibitor in respect of any actions, claims, losses (including consequential losses), costs or expenses which may be brought against or suffered or incurred by the Exhibitor as the result of the abandonment, cancellation or suspension of the Exhibition.
11 Failure of Services
BIBA will use its best endeavours to ensure the supply of the services of the Landlord and of those mentioned in the Technical Manual, but it will not be liable to the Exhibitor for any loss or damage if any such services shall wholly or partially fail or cease to be available nor shall the Exhibitor be entitled to any allowance or reduction in respect of Fees due or paid.
12 Copyrights and Patents
BIBA will not be liable for any loss or damage the Exhibitor may sustain in respect of the infringement of any of his copyrights, designs or patents arising out of his participation in the Exhibition. The Exhibitor is strongly advised to make formal application for the grant or the registration of a design or patent, as the case may be, in respect of any items displayed at the Exhibition.
13 Rights of BIBA and Landlord
13.1. BIBA, the Landlord and those authorised by them respectively have the right to enter the Exhibition Venue at any time to execute works, repairs and alterations and for other purposes. No compensation will be payable to an Exhibitor for damage, loss or inconvenience so caused unless caused by the negligence of BIBA, the Landlord or their agents.
13.2. BIBA may at any time in the interest of the good management of the Exhibition, impose such further regulations of general application as it may at its discretion think fit.
14 General Lien and Power of Sale
14.1. All exhibits and property of the Exhibitor at the Exhibition Venue are subject to a general lien in favour of BIBA for any sums, whether for unpaid Fees or otherwise due from an Exhibitor to BIBA.
14.2. BIBA shall give written notice to the Exhibitor in the event of exercising its lien whereupon the Exhibitor shall not remove any exhibits or property from the Exhibition premises and BIBA shall be entitled to take and retain possession of the same.
14.3. If within seven days of such notice the Exhibitor shall not have paid all sums due and owing as aforesaid BIBA may at any time thereafter sell the exhibits, property or any of them and shall apply the proceeds of such sale in payment:
14.3.1. of all costs of removal and storage of the exhibits and property;
14.3.2. of all costs of the sale;
14.3.3. of all sums due as aforesaid; and the balance (if any) of such proceeds shall be paid to the Exhibitor.
The exercise of such power of sale shall be without prejudice to BIBA’s right to sue for and recover any balance which may remain outstanding and due after such sale.
15 Privacy Policy
By signing the Contract the Exhibitor is consenting, under all relevant data protection legislation, to BIBA communicating with the Exhibitor by telephone, fax, email and by post and using its personal information for the following purposes, namely for BIBA’s internal purposes which will include accounts processing, internal analysis of exhibitors, inviting exhibitors to other events organised by BIBA or its group, forwarding the details of contractors who provide services in respect of the Exhibition (including but not limited to shell scheme, security, registration, cleaning and freight contractors, caterers and electricians) and forwarding the details of products or services provided by BIBA’s group worldwide to allow the group to further develop its business and its services to exhibitors. BIBA may also pass on to the Exhibitor details of third parties who provide goods and services likely to be of interest to the Exhibitor. The Exhibitor should contact BIBA in writing if it does not wish its personal information to be used in any of the ways mentioned above.
16 Authorities and Landlord
The Exhibitor must comply with the requirements of the Authorities and with the regulations issued from time to time by the Landlord.
17 Exemptions
17.1. Applications for any consent by BIBA must be in writing and must set out full details of the matters for which consent is sought.
17.2. Exemptions from any Contract provision may be granted at BIBA’s discretion. No exemption given by BIBA will be effective unless it is in writing.
18 Alteration of space allotted
The Contract constitutes a licence to exhibit and not a tenancy. BIBA reserves the right at any time and from time to time to make such alterations in the ground plan of the Exhibition as may in its opinion be necessary in the best interests of the Exhibition and to alter the shape, size or position of the Unit allotted to the Exhibitor. No alteration to the Unit allotted will be made in such a way as to impose on the Exhibitor any greater liability for Fees than that undertaken in the Contract.
19 Entire Agreement
The Contract represents the entire agreement between the Exhibitor and BIBA to use the Unit and supersedes all promises and statements between the parties other than those expressly incorporated into the Contract. In addition, the Exhibitor acknowledges that he has not entered into the Contract in reliance upon any representation, warranty or undertaking which is not expressly set out or referred to in this Contract. This does not exclude liability for fraudulent misrepresentation.
20 Sub-letting
The Exhibitor shall not assign the Contract, sub-let or part with the Unit or any portion of it without prior written consent from BIBA. Other than as expressly permitted in the Contract no name other than that of the Exhibitor may be displayed at the Unit, nor may any literature in respect of goods other than those of the Exhibitor be displayed or distributed without the written consent of BIBA.
21 Confidentiality
The parties hereto undertake to each other that they will not at any time hereafter use or divulge or communicate to any person the commercial terms of this Contract or any confidential information which may come to their knowledge as a result of this Contract.
22 Notices
A notice or other communication under or in connection with the Contract shall be in writing and shall be delivered personally, by fax or by first class mail to the party due to receive the notice or communication, at its address set out in the Main Contract Terms or another address specified by that party by written notice to the other.
23 Waiver
No waiver by BIBA of any of the requirements of the Contract or of any of its rights thereunder shall release the Exhibitor from full performance of his remaining obligations stated herein. The rights and remedies provided in this Contract are cumulative and not exclusive of any rights or remedies otherwise provided by law.
24 Disputes
This Contract will be governed by and construed in accordance with English Law and the parties hereto hereby irrevocably submit to the exclusive jurisdiction of the English courts.