IATEFL Brighton 2024 Exhibitor Manual

16-19April conference.iatefl.org

#iatefl2024

EXHIBITORMANUAL

Keyinformation

ThroughouttheExhibitorManualyouwillfindsomeboxesmarked

Pleaseensureyoureadthroughthismanualandtakenoteofthesemarkedboxesastheycontainvital informationwhichyouneedtoknow.

Ifyouareorganisingastandbutnotattendingtheevent,pleasemakesureallimportantinformationis passedontoyourcolleaguesastherewillbethingstheywillneedtoknowtoruntheirstandsmoothly.

CHECKLIST

IMPORTANTINFORMATION

Pleaseensureyoucanpurchasepublicliabilityinsurance (coverof£2million)beforeyoubookyourstand. Pleaseseepage8formoreinformationonthis.

SizesandPrices

*AllpricesarequotedexclusiveofVAT

Gotobookingformon page22

Youmaynotshareyourexhibitionstandordisplay withanyotherpartywithoutpriorwrittenconsent.

Keycontactdetails

HeadOffice No2-3TheFoundry SeagerRoad

Faversham

Kent,ME137FD

Venue BrightonCentre, King’sRoad, Brighton, BN12GR

Catering BrightonCentre

Internet BrightonCentre

StandContractor WarwickEventServices

25MarshRoad

LordsMeadowIndustrialEstate

Exeter,EX171EU

E: exhibition@iatefl.org

T:+44(0)1795591414

W: www.iatefl.org/conference/home

Keycontact:Exhibition&Sponsorship Officer

E:Jonathan.morray-jones@brightonhove.gov.uk

T:01273292671

W: www.brightoncentre.co.uk

Keycontact:JonathanMorray-jones

E: exhibition@iatefl.org

T:+44(0)1795591414

Keycontact:Exhibition&Sponsorship Officer

E:Jonathan.morray-jones@brightonhove.gov.uk & daniel.carey@brighton-hove.gov.uk

E: exhibitionorders@wce.co.uk

T:01392953012

W:www.wce.co.uk

Keycontact:ErinCooke

AbouttheVenue

TheBrightonCentre

Combiningaseasidelocationwithavibrantcityatmosphere,BrightonisoneofEngland’smostaccessible andcompactcitiesfornationalandinternationalevents.

Travellingtothevenue

Byroad

Venue

Address

TheBrighton Centre, KingsRoad, Brighton, BN12GR

Tel:+44(0)1273 290131

Enterpostcode BN12GR toaccessmapsonline.FromtheM25taketheM23,whichlater becomesA23toBrightonSeafront.

Carparking

TheBrightonCentrehasanumberofmultilevelcarparkslocatednearby.Theseinclude RegencySquareandTheLanescarparks.TherearealsoanumberofNCPcarparksinthe vicinity.Visit www.brightoncentre.co.uk/your-visit#getting-here-parking formoreinformation.

Byair

Gatwickis40minutesawaybycarand25minutesawaybytrain.Heathrowis70minutes awaybycar.

Byrail

TrainsleaveLondonVictoriaevery30minutesandtake1hrtogettoBrightontrainstation. Thestationisthen5minutesbytaxitotheBrightonCentreora20minutewalkthroughthe citycentre.

Deliveriestothevenue

TheBrightonCentreisnotabletoacceptanydeliveriesbefore Sunday14th April2024.Anydeliveriessentbeforethisdatewillbe refused.

Forallstandmaterialdeliveriesandcollections,wecanrecommend usingCameronLogisticswhocanassistwithallonsitedeliveriesand ensureyourmaterialsaresent DIRECTLYTOYOURSTAND.

Pleaseseemoreinformationaboutthisonthenextpage…

Ifyoumustsenddirectlytothevenue,pleaseensureyourpackages arelabelledasshowninthebox:

IATEFL2024

Companyname,contactname& standnumber

Numberofparcels(…of…)

TheBrightonCentre-Exhibition, KingsRoad,Brighton, BN12GR

Coststoconsider…

Publicliabilityinsurance

IMPORTANTINFORMATION

Pleaseensureyouhaveappropriateinsurancetocoverthecostofclaimsmadebythepublicinconnection withyourinvolvementinthisevent,includingpersonalinjuries,lossordamagetoproperty,toavalueofat least £2million.ThisisreferredtointheUnitedKingdomasPublicLiabilityInsurance.

ThisisarequirementforallexhibitorsparticipatingintheeventandmustbereceivedbyIATEFLsoonafter youmakeyourstandbooking,andcertainlynolaterthan28th January2024.

Weadviseyouto:

1.First,checktoseeifyourorganisation’sbusiness/corporateinsurancealreadycoversthis.

2.Ifitdoesn’t,findoutifitcanbeaddedtothatinsurancepolicyforthisparticularevent.

3.Ifnot,youshouldfindanotherinsurancecompanyinthecountrywhereyourorganisationisbasedwho canprovidethistypeofinternationaleventinsuranceforyou.

Pleasenote,itisincreasinglydifficultforIATEFLtofindaUnitedKingdombasedcompanywhocancover internationalexhibitors.

Deliveriesandcollections

Forallstandmaterialdeliveriesandcollections,weadvisethatyoudonotsendanythingtothe venuedirect.

Weadviseyoutouseourappointedcontractor,CameronEventLogistics,whowillmanageallonsite deliveriesandcollections.

CameronEventlogisticscanmanagethefulltransportationofyourmaterialsfromyourlocationdirectlyto standduringthetenancybuild.

Alternatively,shipmentscanbesenttoCameronEventLogisticslocalwarehousebyFriday5th April2024, wheretheywillbesafelystored.Atappointeddate,CameronEventLogisticswillarrangedeliverytothe venueandplacedirectlyontoyourstand.

Theseservicescanbebookedusingtheredhyperlinkbelow.

Accommodation

CameronEventLogistics

IATEFL2024

C/OBBACouriers,L&SPrinting Unit6HazelwoodIndustrialEstate DominiumWay

Worthing

BN148NP

IATEFLhaveagreeddiscountsatavarietyofhotelsforourconferencedelegatesthroughourbooking agency,VisitBrighton,youarewelcometakeadvantageofthesediscountedhotels–formoreinformation pleasegoto: https://book.passkey.com/go/IATEFL2024

Furniture

IMPORTANTINFORMATION

Furnitureisnotincluded withanyshellschemeorself-buildstandsandsomustbearrangedseparatelyif required.Goto page15 forinformationonhowtovisittheWarwickonlineshopandbrowsetheirrange andmore…

Allaboutbadges…

Thereare3typesofbadgesyouneedtobeawareof:Exhibitor,TransferableAcademicand Named.

Exhibitorbadges

Exhibitorbadgesareusedtoenterthevenueandaccesstheexhibitionareawhenitisclosedtodelegates, inordertoreplenishyourstand.Theydonotgiveyouaccesstosessionsoreveningevents.

YoucancollectyourexhibitorbadgefromtheInformationdesk.Thebadgewillincludeablankspaceso youcanfillinyourname OR youcanaddyournameandprintyourbadgeathome.

Transferableacademicbadges

Includedaspartofanexhibitionstandbooking,youwillreceiveanumberoftransferableacademic badges.Thesewillgiveyouaccesstoallacademicsessionsandeveningeventsthroughoutthe conference.

Thenumberoftransferableacademicbadgesofferedwilldependonyourstandspendasfollows:

Eachtransferableacademicbadgewillstateyourcompanynameonly,allowingthemtobepassed betweenyourteamonsite.

Thetransferableacademicbadgeswillbeplacedinsideyourexhibitorpack,whichwillneedtobe collectedonarrivalatthetheBrightonCentrefromtheInformationdesk.

Namedbadges

Thereisanoptiontoassignanyofyourtransferableacademicbadgestoanamedperson;includingtoa confirmedspeaker. Oncethebadgehasbeenassignedtoaperson,onlythatnamedpersonwillbe abletousethebadge.

Ifyouwishtoassignatransferableacademicbadgetoanamedperson,thismustbearrangedpriortothe conferencebycontactingourExhibitionandSponsorshipOfficer.Ifyouareassigningthetransferable academicbadgetocoveraconfirmedspeaker,thismustbearrangedbeforethespeakerpayment deadlineon Friday15th December,2023

AllnamedbadgesmustbecollectedfromtheRegistrationDesk.

ifyouarespeakingattheconferenceanddonotcollectyournamedbadgefromtheRegistrationDesk,we willassumeyouarenotpresentand yoursessionwillbecancelled.

Belowareexamplesofall3badges:

Advertisingandpromotion

Pre-conferenceadvertising

PreviewBrochure

ThePreviewBrochuregivesdelegatesandpossibleattendeesafirstglanceatwhatcanbeexpectedatthe conference,includinganoverviewoftheplannedsessions.Availableonline,itisaneagerlyanticipated documentandisviewedthousandsoftimesfollowingitsrelease..

IATEFL Voices advertising

£POA

Voices isourbi-monthlymagazinewhichisdistributedtoallIATEFL members.Ourpre-conferenceeditionof Voices isbroughtwithusto theconferencetoplacearoundtheeventinnetworkingspacesand ontheIATEFLstand.

IATEFL Voices advertorial

£1,200.00

Thiscreativeopportunityletsyouputpentopapertotellour Voices readersaboutyourproduct/service.TheA4single pageadvertorial willfeatureinthepre-conferenceeditionof Voices,whichwillbesent toall membersofIATEFLeitherinprintorelectronicformat.The advertorialmustberelevanttoELTandallartwork mustbeapproved byIATEFLbeforefinalsubmission.The Voices editorreservestheright tomakealterations totheadvertorialifrequired.Aspartofthis package,yourcompanywillbenefitfrom:

•Fullcolouradvertorialin Voices,formattedtoyourpreferences

•Fullcolourbanneradvertin Voices.

Post-conferenceadvertising

Thepost-conferenceeditionof Voices willfeatureaspotlightfocuslookingbackatIATEFLBrighton.Thisisa well-readeditionasmembersandattendeeslookathighlightsfromtheeventandtoseeiftheyhavebeen featured!Thiseditionisagreatextendedadvertisingopportunitywhichcouldbeusedtoreiterateyourkey messagesfromtheconference.

ForpricesandsizesforVoices,pleasecontactadvertising@iatefl.org

On-siteadvertising

ConferenceProgramme

AdvertisingwithintheConferenceProgrammeisagreatwaytogainmaximumexposureduringthe conference.Ourdelegateswillusetheprogrammeconstantlythroughouttheevent,givingyoutheperfect platformtoshoutaboutyourbrand.Youcouldusetheadverttodirectdelegatestoyourstandorperhapsa websiteorQRCodeshowcasingyourproductsandservices.Delegatesalsoliketotaketheprogramme homeandwilloftenreferbacktoitforweeksaftertheconferencegivingyouevengreaterexposurelong afteroureventhasfinished.Theprogrammewillbeavailableinbothprintanddigitalformat.

.

TobookanadvertinourPreviewBrochureorConferenceProgrammealongwithyourstand,pleasecompleteand returntheformonpage22.Pleasenotethatadvertisingopportunitiesarelimitedandspacewillbeofferedona firstcome,firstservedbasis.

£POA

£POA

.

Delegatebaginserts

Everydelegateisofferedadelegatebagonarrivalattheevent.Byinsertingapromotionaliteminthebags, whetherthatbeapen,apocketcalendar,literatureorothergive-away;youcangetyourkeymessage directlyintodelegates’hands!Thisplatformoffersagreatwaytoenticedelegatestoyourstandandletthem knowwhatyouhaveplannedfortheconference.

Weplantodistributeapproximately2,000ofeachitembooked.Thesemustbesuppliedbyyouandmustbe senttoourdelegatebagpackerbetween Monday25March-Friday29March2024 inordertobe includedwithinthebags.Costswillvarydependingontheitemtypeandsize.

Furtherdetailscanbefoundonthebookingformonpage33

Ifyouarethinkingaboutbookingadelegatebaginsert,pleaseconsidertheenvironment.Reducethenumberofprinted pagestogetyourmessageacross,usesustainablesourcedmaterials,orbetterstill,opttoinsertareusableitemthat delegatescanusetimeandtimeagain!

£175.00

Theseare15-minutecommercialpresentations,programmedduringthedelegatebreaks.Thepresentation titlesandtimesarelistedintheConferenceProgrammeandwillbedisplayedbythePop-upstage. PresenterswillhaveaccesstoasmallAV/PAsystem.

Pop-uppresentationslotsarefirstofferedtoourkeysponsorsforbooking.Afterthis,theywillbereleased forgeneralsale.Allslotsareallocatedonafirstcome,firstservedbasisandspacesareverylimited.

Furtherdetailscanbefoundonthebookingformonpage35.

.

JobsMarket

Onlineonlyfor1month

£75.00

ThisisanonlineonlyadvertisingspaceforonemonthinthecurrentvacanciessectionoftheIATEFL website.

JobpostingonIATEFL’sJobsBoard

£155.00

Includestheabovementionedonlineonemonthpostingfromthetimeofbooking,plusanA4posting ontheIATEFLJobsBoardattheCareerDevelopmentZonewithintheExhibition.

Formoreinformation,pleasecontactFreyaRutt,MembershipandCareersOfficerat jobsmarket@iatefl.org

TheExhibition

Thisyears’Exhibitionwillbespreadacrosstwoareas,theEntranceFoyerandAuditorium2,connectedwitha staircaseandPop-upstagebetweenthem.

Complimentaryteaandcoffeewillbeservedduringbreakandlunchtimesonbothfloorsandtherewillbe cateringoutletsofferinghotandcoldfoodinAuditorium2.ThereisanonsitecafeintheEntranceFoyer.

Theexhibitionisalsoopentothegeneralpublic.

Exhibitionopeningtimes

Exhibitorpack

Allexhibitorswillreceiveanexhibitorpackonarrivaltothevenue,whichcanbecollectedfromthe InformationDesk.WithinthesepacksyouwillfindtheConferenceProgrammeandanytransferable academicbadge(s)includedaspartofyourstandbooking.Thepackswillneedtobesignedforon collection.

Thingsyoumightneedtopre-order…

Datacapturing

Delegatebadgescannerscanbehiredtohelpwithdatacollection.Eachdelegatebadge hasabarcode,whichcanbeeasilyscannedonpermissionfromthedelegate.Thisdatais thenrecordedandwillbesentinaCSVfiletoexhibitorsaftertheConference.Captured datacanbelinkedtospecific‘saleslead’areas,simplybyscanninganadditionalbarcode. Theseareascanbedeterminedbyyourcompanybutmustbeprogrammedaheadofthe conference.Formoreinformationaboutourscanners,pleasecontactourExhibitionand Sponsorship Officer.Scannerscanberentedfor£195.00(exVAT)perscannerforthe durationoftheconference.Ifyouwouldliketohireascanner(s),pleasecompletethe bookingformonpage34.

Catering

Standcateringsuchasdrinksandnibblescanbeorganisedduringtheevent. AllcateringatthevenueisprovidedinhousebytheBrightonCentre’scateringteam.

Tofindoutmoreinformationandtodiscussyourcateringplanspleasecontact exhibition@iatefl.org

Don’tforget

IMPORTANTINFORMATION

Ifyouareplanninganeventonyourstandthatisopentoalldelegates,pleaseletIATEFLknowsowecan helpadvisewhenotherstandsmightbedoingthesame.Althoughclashesmaybeunavoidableaswe onlyhaveacertainnumberofbreaks,wewillbeconsciousofstandsincloseproximitytooneanotherfor healthandsafetyreasons;toavoidbottlenecksandblockingofentrance/exits.

Pleasecontact exhibition@iatefl.org toinformusofyourplansassoonaspossible.

ElectricsandInternetaccess

Allshellschemepackageswillinclude2xspotlightsand1x500wsocket(includingtestingand consumption).Self-buildstandswillnotincludeanyelectrics.Ifyourstandrequiresadditionalelectrics, thesecanbebookeddirectlywithWarwickvia exhibitionorders@wce.co.uk

TheBrightonCentreoffersfree,openpublicWi-Fiacrossallareasofthevenue.Ifyourstandisreliantona strongconnectionforsalesordemonstrations,wewouldstronglyadvisethatyougetahard-wired connectiontoyourstand.Thiscanbearrangedthroughthevenuebyfillingouttheformonpage36.

BookingForms

Allbookingformsare availableatthebackofthismanualorto downloadfrom theconferencewebsite, underthe ExhibitorArea.

Sellingfromyourstand

Thisisawelcomeadditionandspecialoffersarehighlyvaluedbydelegates!Whynotletdelegatesknow allaboutyourstandactivitiesinaConferenceProgrammeadvertoryourexhibitoreditorialwhichcanbe foundatthebackofthismanual.

Advertbookingscanbemadeonyourstandbookingformfoundonpage22.

What’sincludedinashellschemestand…

Shellschemespecification

Allshellschemeswillinclude:

-ModularstandwithwhiteFoamexboards

-Anameboardwithyourcompanynameandstandnumber

-ALEDflorescentstriplight

Electricalpackage:1xLEDstriplightand1x500wtwinsocket

Theentrancefoyeriscarpetedinsomeareas.Auditorium2iscarpetedthroughout.

Whenconsideringgraphicspanelsforyourstand,pleaseusetheguidebelowforpanelsizesandvisualsizes.

Pleasenote: Thebelowimageisarepresentationonlyandisnotconfirmationofyourindividualstand space.Yourstandmaydifferinsizeandorientation,andmayhavemore/lesspanels.

IMPORTANTINFORMATION

Whatis NOT included

Thefollowingitemsare NOT included withinashellschemepackageso pleaseensureyoumakeprovisionsin yourbudgetsifrequired.

•Furniture

•IT/AV

•WiredInternetConnection

•Graphics

•ShellSchemeExtras

IMPORTANTINFORMATION

Graphicscanbeaffixedtothewalls usinglowtacNECapprovedcarpet tapeONLY.

Pleasedonotusescrews,nailsor staples.

Alltapeandgraphicsmustberemoved bytheendoftheshow.Anydamagewill bechargedtoyoudirectbythestand supplier.

Shellschemestands

Accessoriesandextras

Yourshellschemecanbecomplementedwitharangeofoptionalfeatures,whichareofferedbyWarwick. Whetheritbestorage,shelvingorgraphicspanels,Warwickhaveawiderangeofproductswhichcould enhanceyourpresencewithintheexhibition,helpingyoutomaximiseyourbrandexposure.Pleasesee exhibitoronlineorderingbelowand attachedinformation. PleasecontactWarwickdirectlyvia exhibitionorders@wce.co.uk andamemberoftheteamwillbehappy tohelp.

Carpet

Warwickcanenhanceyourstandconsiderablybyfittingcarpetforthedurationoftheexhibition.Acosteffectivewayofinjectingcolourandstandingoutfromyourcompetitorsandfellowexhibitors.Othertypes offlooringmaybeavailablesuchasartificialgrass.PleasefeelfreetocontactWarwicktodiscussyourstand planandideasat exhibitionorders@wce.co.uk

Exhibitoronlineordering

IMPORTANTINFORMATION

1.Logonto www.wce.co.uk,hereyoucanselectorderonlinefromthetopright-handcorner. SelecttheIATEFL2023eventfromthelistofexhibitions.

2.Loginusingthecasesensitivepassword IATEFL-b-24

3.Allitemsinyourstoreareavailabletohire(subjecttoavailability)andcanbepurchasedatthe checkoutwithacardpayment.

4.Ifyouneedtopaybyinvoice,pleasenotetheitemsyouwouldliketoorder,andcontact exhibitionorders@wce.co.uk withthisinformation.

Allordersmustbeplacedbeforethestorecloseson Friday29March2024.

OrderyourgraphicsandaccessorieswithWarwickbefore Friday1March2024 andreceivea10%bookingdiscountwith thecode IATEFLb10% Ordersplacedofflinewillnotreceiveadiscount.

Exampleimageof panelledgraphics installedina3mx3m openendedstand.

Exampleimageof seamlessgraphics installedina3mx2m openendedstand.

Self-buildstands

Standcontractorconfirmation

PLEASESENDTHEEXHIBITORPACKTO YOURCHOSENSTANDSUPPLIER

Onceacontractorhasbeennominatedtobuildyourstand,youshouldcompletethecontractornomination formfoundonpage28andreturntoyourIATEFL’sExhibitionOfficerat exhibition@iatefl.org

Thismustbecompletedby Wednesday24th January2024.

Allself-buildsareSPACEONLY

Pleaseensureyoumakeprovisioninyourbudgetsforthefollowing:

-Electrics-Furniture-IT/AV-WiredInternetConnection-Graphics

Partsoftheexhibitionarecarpeted.PleaseaskyourExhibitionOfficerformoredetailsand consideralternativeflooringforyourstand.

Contractorswillnotbeallowedtocommencetheirset-upuntiltheyhavecompliedwithallthe requirementsoftheHealthandSafetyatWorkregulations1992.

Allstructures,materials,specialdesigns,unusualconstructionsandallAct1992regulationsignsmust conformtoBritishSafetyStandardsandCodesofPracticeandcomplywithlocalcouncilregulationsorthose ofanyotherstatutoryauthority.

AllstandcontractorsmustprovidethefollowingdocumentstoIATEFLby Wednesday28th February2024:

1.Acopyofscaledrawing(s)includingplansandelevations

2.Aplannedconstructiontimetable

3.Amethodstatement

4.Ariskassessment

5.Fulldetailsoffabricsandmaterialsbeingusedaspartofthebuild

6.AcopyofThirdPartyInsuranceCertificateshowingminimumcoverof£2million(GBP)

Self-buildstandsarenotpermittedtoattachanymaterialtotheshellschemewalls.Self-buildstandsbooked betweenshellschemestandsmusttakeintoconsiderationthesizeoftheallocatedspace.Failuretotake careoverinternalmeasurementscouldmeanthatthestandwillnotfitintheallottedspace.Allpartition surfacesbuiltabovethestandard2.5metreshellschemeheightmustbedecoratedandwillincuran additional30%surcharge.Inaddition,allstandsmustbefinishedbothfrontandback.

Eachself-buildstandmustrunitsownmainselectricitysupply,whichcanbeorganisedthroughWarwick eventservices.Thecostwillbequotedonceallrequirementsareknown.

Triphazards

IMPORTANTINFORMATION

Anystandfeaturingaplatformshouldideallyhaveagentleslopingedge.Non-sliprampedgesarebetter foravoidingtriphazards.

Standbuildspecifications

ExhibitorscannotmakearrangementsfortheirownstandswithoutfirstconsultingIATEFL.Standheight mustbenohigherthanourshellschemes(2.5m).Ifanystandsexceedthisrequirement,anadditionalcost willbeincurredof30%oftheoverallstandcost.

Allstandstructures,signs,notices,lightingetcmustbeconfinedwithintheareaallocatedandwillnot projectinoroverthegangways.Undernocircumstancesmayanystandfitting,nails,screwsorpinsbefixed toanypartofthevenueorintoanyfurniture,fittingsorfixturestherein.Nothingmaybeplacedonorfixed totheoutsideorinsidethevenuewithoutthespecificpermissionoftheBrightonCentre.

Standdesignapproval

Allself-buildexhibitorsmustsendIATEFLplansoftheirstandforapprovaltoensurethatthestand specificationscomplywithhealthandsafety,localauthorityandvenuerulesandregulations.Yourchosen standcontractorcandothisonyourbehalf.

AlldrawingsmustbesubmittedtoIATEFLnolaterthan Wednesday28th February2024.

Standrigging

RiggingofanykindmustbeapprovedbytheBrightonCentreatleast2weekspriortotheeventbefore permissionisgiven.

Exhibitionbuildanddismantle

Pleaseseebelowfordetails:

� Thebuildingofallshellschemesandcontractedself-buildswillbeginonSunday14th April2024. Duringthistimetheexhibitionwillbeunderstrictconstruction,designandmanagement(CDM) regulationsandsoexhibitorswillnotbeabletoenterthearea.

� ThespacewillbemanagedbyIATEFL’sappointedHealthandSafetyAdvisorwhowillnotpermit accesstoanyunauthorisedpersonnel.

� OnMonday15th April2024,self-buildcontractorswillhaveuntil13.00tofinishbuildingbefore inspectionandsignoffbyIATEFL’sappointedHealthandSafetyAdvisorandthevenue.

� Onceallstandshavebeensignedoff,CDMwillbeliftedandexhibitorswillbeabletoenterthe exhibitiontodresstheirstands.Thishasbeenscheduledfrom14.00-18.00onMonday15th April 2024,andthenagainfrom07.30-10.30onTuesday16th April2024.

� IfIATEFL’sappointedHealthandSafetyAdvisordeemstheexhibitionhalltobesafewhilstself-build contractorsarecompletingfinishingtouches,theymaypermitearlyaccesstoexhibitors.

� Exhibitorsmusthavetheirstandsreadyby10.30onTuesday16th Aprilforfinalsignoffandthe openingoftheexhibitiontothepublicat11.00

IMPORTANTINFORMATION

� Allexhibitorsenteringmustwearahi-visjacketandappropriatefootwearwhen dressingtheirstands.

� JacketswillnotbesuppliedbyIATEFL.

� Withoutthisprotectiveequipment,accesswillnotbegranted.

Portersandassistance

TheBrightonCentrearenotabletoofferporterservicesdirectlybuthaverecommendedConcert& CorporateCrewLTDwhomaybeabletohelp: martinsouthon@me.com or milkyccc@gmail.com 01273 673740or07881820600

NeitherIATEFLnortheBrightonCentreareabletoprovidetrolleys,pumptrucksorforklifts.

Security

Astheexhibitionisopentothepublic,exhibitorsareadvisedtokeeptheirstandsstaffedatalltimeswhen theexhibitionisopen.IATEFLandtheBrightonCentreacceptnoliabilityforbroken,missingorstolengoods.

Storage

Exhibitorswillbeabletostoreanyoftheirreplenishingmaterialsinadesignatedarea.Theywillhaveaccess tothisatthebeginningandendofeachday.

Thisistostoreadditionalitemstorestockyourstandthroughouttheevent.Wewouldaskallexhibitorsto bemindfulofeachotherwhenusingthestorageareatoensureeverybodycanmakeuseofthespace.All emptyboxes,packagingandrubbishmustbeclearedbytheendoftheevent.

TrafficManagement

ExhibitorsmustsupplyIATEFLwiththeirvehicleinformationiftheyrequireaccesstotheserviceyardduring buildandbreakdown.Exhibitors/Contractorsdonotrequireapasstoenterthesitehowevertraffic managementwillcontrolthevehiclescomingonsite. Accessisrestrictedforunloadingandloadingonly andoncecomplete,vehiclesshouldberemovedfromtheserviceyardtoallowaccessforothers.

Cleaning

Generalcleaningofthevenuewilltakeplaceduringtheeventbuildandpriortotheeventopeningeach day.Anyunwantedpaperorpackagingbyexhibitorsshouldbeplacedintheaisles(notcausingan obstruction)attheendofeachday(onceclearofdelegates)forcollectionandrecycling. Itistheresponsibilityofeachexhibitortomakesuretheirstandiskeptcleanandtidy.

ServiceYard(GoodsAccess)

Loadingbay

TheBrighton Centre, Loadingbay, RussellRoad, BN12GR

Tel:+44(0)1273

292666/292665

TheloadingbayislocatedatthebackofthevenueonRussellRoadnexttotheVIPSecurityEntrance(stage door).

ForSatNavpurposesthepostcodeisBN12GR

Thewhat3wordslinkishttps://w3w.co/dices.reader.trades.

GooglePlusCode:RVC3+MHBrighton.TheVIPsecurityentranceismanned24hrsaday, t.01273292666/292665.

Ifyourequire parking foryourlorry/truck,additionalparkingoffsiteisavailablebyarrangementwithyour ExhibitionOfficeratMadeiraDriveCoachPark.ThereisalocalchargetoparkyourcoachonMadeiraDrive, butyoumustinformyourExhibitionOfficerifyouwishtoparktrucksatthissiteasarrangementshavetobe madewithBrighton&HoveCityCouncil.Alocalchargetoparkwillstillapply.

ContactyourExhibitionOfficer at exhibition@iatefl.org

Standclearinganddismantle

IMPORTANTINFORMATION

ExhibitorsmaynotstartclearingtheirstanduntilthelastattendeehasleftonFriday19th April2024.

Clearingexhibitionstandswhilemembersofthepublicarestillpresentincreasestheriskofanaccident occurring.

Anyexhibitorseentobeclearingtheirstandbeforetheexhibitionhasclosedwillbeaskedtostop, andwillincura£100.00penalty.

Allexhibitorswillhavefrom13.00-16.00tocleartheirstands-Afterthistime,theareawillbestrictly underCDM,whilstcontractorsdismantleshellschemesandself-buildstands.

AnyvehiclesrequiringaccesstodismantlewillagainberequiredtobookinwithyourExhibitionOfficer andwillbeadvisedwhentheServiceYardisavailable.Pleaseensureyourexhibitionstandisfullycleared away,anditemsreadytoload,beforeaccessingtheloadingbay.

AllrubbishmustbeclearedfromtheExhibitiononFridayafternoonincludingboxes,cardboardand excessliterature.TheBrightonCentrewillprovideanumberofrecyclingbinsforpaperwastetosupport this.

Healthandsafetyinformation

Keydo’sanddon’ts

• Do checkthatyourinsurancepolicycoversyouandyourpersonnelforthedurationof theevent.

• Do ensurethatduringthedressingandclearingperiodsyouwearthecorrecttypeoffootwear.Noopen toedshoes/sandalsorslippertypeshoesarepermitted.

• Do ensurethatnobodybelowtheageof16entersintotheexhibitiononbehalfofyourcompany duringthebuildanddismantleperiods.TheEntranceFoyerandAuditorium2willbeclassifiedasabuilding siteduringthesetimes.

•Do ensurethatyourstandanddisplaysaresafeandsecure.Standsanddisplayscanbeknockedby visitors,therefore,pleasedonotoverloadoruseinsecuredisplays.

• Do ensurethat,beforetheeventopens,allrubbishandpackingfromyourstandisremovedfromsite.It mustnotbestoredonorbehindyourstandduringtheeventasitisafirehazard.

• Don’t usenakedflames,flammableliquids,LPGorcompressedgas,onyourstandorintheExhibitionat anytime.Thesearenotpermittedandaredeemedafirehazard.

• Don’t overloadtrolleys.Notonlycouldthisdamageyourequipment,italsomakesitmuchharderto manoeuvreyourwaytoyourstandandmaycauseinjurytoyouorotherpeople.

• Don’t encroachintogangwayswithanypartofyourstandordisplay.

Securityprocedures

ItisofutmostimportancethatallexhibitorsareawareoftheBrightonCentre’ssecurityandemergency procedures.Itiseveryone’sdutytobevigilantatalltimes.Whilsteveryprecautionistaken,theBrighton Centrecannotbeheldresponsibleforanylossordamage,whichmaybefallthepersonorthepropertyof theexhibitor.Itisadvisedthroughoutbuild,whentheconferenceisopenandduringbreakdownthatifyou havesmallvaluableswhichyouwishtoleaveonyourstandthatyoushouldprovideyourselfwithalockable steelcabinetandtakeoutadequateinsurance.Pleasedonotleavebriefcases,handbags,mobilephones, laptopsetclyingaroundonyourstandwhenunattended.

Reportingaccidents

Ifyouareawareofanyincidentsuchasaliquidspillageorblockedfireexits,pleasereportthisimmediately toamemberoftheIATEFLteamorvenuestaffwhowillactasrequired.

Firstaid

Intheeventofmedicalassistancebeingrequired,pleasecontactamemberoftheBrightonCentreteam, informingthemofthenatureandlocationofthemedicalemergency.

Venueevacuationprocedure

Uponhearingthealarm,LEAVETHEBUILDINGbythenearestavailableexit–followallinstructionsgivenby theBrightonCentreStaffandDutyManager.

Allexhibitingcompaniesareresponsiblefortheirstaff,theircontractorsandvisitors

onandaroundtheirstandfromthefirstdayofbuildthroughtothelastdayof dismantle.

Exhibitorsandcontractorsmustensurethatallindividuals,companies,exhibitors, specialfeaturesandmaterialstheybringtotheexhibitioncomplywiththeHealth& SafetyatWorkAct1974,themanagementofHealth&SafetyatWorkRegulations1999andallother legislationcoveringthevenueandallactivitiesundertakenwithinorwithregardtotheevent.They mustalsoensurethatduethoughtandconsiderationisgiventotheirownandothers’health,safety andwelfarethroughouttheevent,andthattheiractions,orinaction,donotgiverisetoaccidents, injuriesoranunsafeworkingenvironmentsofarasisreasonablypracticable.

Standriskassessment

Allexhibitorsmustcompleteastandriskassessmentwhichlooksatpotentialhazardsandrisks;andcontrol methodsyouhaveinplacetominimisetheserisks.Theriskassessmentshouldcoverdressingandclearing daysaswellasactivitiesonexhibitionopendays.Asimpleriskassessmenttemplatecanbefoundonpages 29-30,butyoumaychoosetouseyourowntemplate.Whencompletingyourriskassessment,please considerthefollowing:

Identifyingapotentialrisk/hazard: Consideranyactivities,processes,equipmentorsubstancesused duringtheexhibitionthatcouldharmyouremployeesorvisitors.

Who: Foreachhazard,considerwhocouldbeharmed.Groupthesepeopleratherthanlistingevery individual.Thiswillhelpinplanningcontrolmeasurestoreducetherisk.

Evaluate: Identifycontrolmeasuresthatwillhelpreducetherisktoallofthegroupsyouhaveidentified. Thesemustbepracticalandachievablecontrols,whichareproportionatetothelevelofriskinvolved.

IATEFLrequiresyourriskassessmentby Wednesday28th February2024.

CHECKLIST

ALLEXHIBITORS

Appointadedicatedpersonwhowilloverseeallhealthandsafetyplanningforyourstand.This doesnotmeantheyaresolelyresponsibleformanagingH&Swhilstonsiteasthisshouldbe adoptedbythewholeteam.

Completeariskassessmentofallproposedactivitiesonyourstandandconsidernecessarycontrol measurementstoreduceanyinvolvedrisks.

CarefullyreadandcompletetheHealthandSafetyDeclarationFormfoundonpage31.

Checkyourcompany’spublicliabilityinsurancetoensureyouarefullycovered,ororganisespecific publicliabilityinsuranceforIATEFLBrighton2024.

Returnacopyofyourstandriskassessment,healthandsafetydeclarationandpublicliability insurancetotheExhibitionOfficernolaterthan Wednesday28th February2024.

Provideadditionalhealthandsafetytraining,andinformationtoallstaffwhowillbeon-siteto helpthemunderstandwhatisrequiredandhowtheycanfulfiltheirresponsibilities.

Planyourtimeduringdressingandclearing,reviewyourfindingsaftertheexhibitiontodiscover areaswhichneedattention,whereaccidentsoccurredandtakeappropriateactionforthefuture.

CHECK

Stand Booking Form

Thesetermsandconditions(‘’Conditions’’)applytotheprovisionofservicesbytheInternationalAssociationofTeachersof EnglishasaForeignlanguage(IATEFL)(‘’theRecipient’’or“We”).Bysubmittingyourorderacknowledgement,youagreetobe boundbytheseconditions;wewillnotacceptordersorsupplysuchservicesonanyotherconditions.TheseConditionsdefine thetermsunderwhich:theRecipientandthesubmittingcompany(‘’theClient’’or“You”)enterintoacontractualagreement fortheservicessuppliedbytheRecipient,whetheradvertising,exhibitionspace,orotherwiseassetoutinourorder acknowledgement(‘’theService’’).TheServicerelatestotheInternationalIATEFLConferenceandExhibitioninBrighton2024 (‘’theEvent’’).TheConditionswillalsoincludewhatispermittedbytheClientintheEventsForum,paneldiscussion,talksand workshops(‘’Sessions’’).

Liability:NonethelesstheseConditionsshalloperatetoexcludeanyliabilityoftheRecipienttotheClientforanymatterwhich itwouldbeillegalfortheRecipienttoexcludeorattempttoexcludeitsliability.TheRecipientwillhavenoliabilitywhatsoever foranyspecial,indirectorconsequentiallosshowevercausedorarising.

IntheeventthattheClientcommitsanybreachoftheseConditionsitshallimmediatelyrectifythebreachandfullyindemnify theRecipientagainstanyfines,losses,costs,damages,claims,demands,expenses,lossofprofitorindirectandconsequential lossesthatmayoccur.

1.Contractualperiod

1.1TheseConditionsshallbedeemedtohavecommencedonthedatetheorderacknowledgementissubmittedandshall continueuntilthe19th April2024(‘’theServicePeriod’’).ExhibitionconfirmationwillbeconfirmedbytheRecipientbyemail andinvoice.TheRecipientreservestherighttorefuseparticipationwithoutgivingareason.

2.Priceandpayment

2.1UnlessotherwiseagreedbytheRecipientinwriting,thepricefortheServiceshallbethepricesetoutintheexhibition confirmation.

2.2IATEFLreservestherighttorefuseexhibitorsaccesstotheirstandortoremoveanystandorexhibitifpaymenthasnot beenreceivedinfullbeforetheexhibitionopens.

2.3AllpricesareexclusiveofVAT,bankchargesandanyotherdutyortaxeswhichshallbeaddedtotheClientinvoiceif applicableandshallbepayablebytheClient.

2.4UnlessotherwisestatedbytheRecipientontheorderform,oragreedbytheRecipientinwriting,paymentisdueinfull andinclearedfundswithin30daysoftheinvoicedateorbeforeFriday5th April2024;whichevercomessooner.

3.CancellationPolicy

3.1Onceconfirmed,theorderacknowledgementremainseffectiveuntiltheServicePeriodends.CancellationbytheClient doesnotrelievethemoftheirfinancialobligationsundertheseconditionsanddoesnotentitlethemtoafullrefund.Theorder acknowledgementactsasabindingagreementandcancellationpriortotheEventwillincurcoststotheClientinlinewiththe followingcancellationterms.AllcancellationdeadlinesdenotedareinUKtime.

3.1.1 CancellationbytheclientbeforeFriday15th December2023willresultintheClientbeingrefunded50%ofthefullorder costs;

3.1.2 CancellationbytheclientfromSaturday16th December2023,willresultintheclientforfeitingallchargesthathavebeen paidandtheywillnotbeentitledtoanyrefund.

3.2TheRecipientmayterminatethisAgreementatanytimebynotifyingtheClientinwritingorbyemail.Uponsuch termination,theRecipientshallreturntotheClientallfeespaidtotheRecipient,atourdiscretion.

4.EventsbeyondtheRecipient’sreasonablecontrol

4.1IntheeventthateitherpartyisunabletoperformitsobligationsunderthisAgreementasaresultofanevent, circumstanceorcausebeyondtheRecipient’sreasonablecontrol,neitherpartyshallbeliabletotheotherfordirector consequentialdamagesresultingfromlackofperformance.Suchcircumstanceswouldinclude,butnotberestrictedto,fire, earthquake,flood,actofGod,strikes,workstoppages,orotherlabourdisturbances,riotsorcivilcommotions,infectious diseaseorpandemic,litigation,warorotheractofanyforeignnation,powerofgovernment,orgovernmentalagencyor authority,oranyothercauselikeorunlikeanycauseabovementionedwhichisbeyondthecontrolofeitherparty.

4.2Associatedwiththis,IATEFLcannotbeheldliableforanycostsincurred,duetoanypossibleeffectsoftheUnitedKingdom leavingtheEuropeanUnionoraCoronavirusEvent.ACoronavirusEventisaneventordelaycausedby,orarisingfromorin relationtotheCoronavirus(beingCovid19/SARS-COV2Coronavirusoranymutationordevelopmentthereof)epidemicor pandemicthatprevents,postpones,cancelsordelaysanybookings,salesorrefundsbytheCompanyunderthisagreement andothercontactswiththirdparties,orperformanceofanyobligationbytheCompanyunderthiscontract,including(but notlimitedto)lossesanddisruptionswhichcausedsuchdelayorpostponementofsales,bookingsorrefunds.

4.3WithoutlimitationtoanyotherprovisionofthisagreementIATEFLshallnotbeinbreachofthisagreementnorliablefor delayinperforming,orfailuretoperform,anyofitsobligationsunderthisagreement,orobligedtoproviderefundsifsuch delayorfailureresultsfromevents,circumstancesorcausesbeyonditsreasonablecontrol.Insuchcircumstancesitshallatits solediscretionbeentitledtorescheduletoanalternativeortotransfertheeventonline.

5.Insurance

5.1IATEFLrecommendsthatallexhibitorspurchaseappropriateinsurancetocovertheirconferencetripaswellasany losses,changesorcancellations.

5.2TheClientattendstheEvententirelyattheClient’sownrisk.TheClientisresponsiblefortakingoutappropriate insurancetocovereventualitiessuchascancellation,non-attendance,traveldifficulties,illhealth,infectiousdisease,liability, fire,theftandlossordamagetopersonorpropertyinconnectionwiththeEvent.TheClientissolelyresponsibleforall property,exhibits,articlesofanykindwhicharebroughtintoorkeptattheExhibitionvenuebytheClientoronitsbehalf.To thefullestextentpermittedbylaw,theRecipientshallnotbeliabletotheClientforanylossordamagetotheClient’s propertyorperson,orthatofanyoftheClient'semployees,contractorsorotherguestsorinviteestotheEventvenue,whilst attending,orinconnectionwith,theEvent.TheClientisresponsibleforensuringthattheyhaveadequateinsuranceinplace tocoverallrisksonExhibitorPropertyandEmployers’Liability.

5.3TheClientshallmakesurethattheyhavePublicLiabilityinsuranceinplace,withareputableinsurer,forthedurationof theEvent.Thepolicymusthaveaminimumcoverof£2,000,000publicliabilityperclaiminrespectofanyclaimarisingfrom yourpresenceattheEvent.TheClientshallprovideprooftotheRecipientthattheyhaveadequateinsurancecoverinplace.

6.Eventrelatedservices

6.1TheConditionsinthisclauseapplytothesupplyofEventrelatedServices,suchasexhibitionstands,filmingand advertisingwithintheEvent.Theclientshall:

(a)complywithallinstructionsandregulationsissuedbytheRecipient,itsnominatedagentsorbythevenueandwithall applicablelegislation,codesandstandards;

(b)ensurethatyourstandordisplay,ifany,isreadywhentheEventopens,ismannedthroughouttheEventandisnottaken down,removedordismantledbeforetheEventclosesat12.45pmFriday19th April,2024;

(c)agreethatyourRepresentativeswillcooperatewithusinallmattersrelatingtotheServicesandshallnotcause annoyanceoroffencetootherparticipantsattheEventorbringusorourEventintodisrepute;

(d)warrantthatyouwillnotusethevenue,oranypartofit,orthestandotherthanforthepurposespecifiedinthese Conditions.

6.2IftheClientfailstocomplywithanyoftheaboveConditions,theRecipientreservestherighttoterminatethis agreementwithoutliabilityandasktheClienttoleave,andallchargespaidwillbeforfeited.

6.3Youmaynotshareyourexhibitionstandordisplayareawithanyotherpartywithoutpriorwrittenconsent.

6.4WhilstEventdetailsarecorrectinallmaterialwhenpublicised,wereservetherighttomakechangestotheEvent location,dates,content,programme,layoutortimingwithoutliabilitytoyou.Youwillbenotifiedofanymaterialchangesas soonasreasonablypracticable.

6.5TheRecipientreservestherighttocancelanEventatanytimeandforwhateverreasoninwhichcaseweshallrefundthe pricepaidfortheServiceinfull,usuallywithineightweeksofcancellation.TheRecipient’stotalliabilitytotheClientin respectoftheRecipientcancellinganEventislimitedtorefundingthepricethattheClienthasactuallypaid.

6.6TheClientisresponsibleforcheckingfordetailsofanycancellationorchangesbeforetravelling.TheRecipientisnot liabletotheClientforanytravel,accommodationorothercostsincurredasaresultofanycancellation,relocationor reschedulingoftheEventorchangeofinformation.

6.7TheRecipientshallorganisetheEventwithreasonablecareandskill,butmakesnowarrantyastothenumbersorquality ofparticipantsattheEvent.

6.8Clientsmustcomplywithallapplicablelawsandregulations(includingthevenue’sregulations)inregardstoHealthand Safetylegislation.TheClientmustalsonotifytheRecipientassoonastheybecomeawareofanyhealthandsafetyissues arisinginrelationtotheEvent.Clientsmustobeyallsafetyannouncementsandcomplywithallreasonablerequestsfrom theRecipientand/orthevenuestaffornominatedagents.Allelectricalappliancesmustbesafe,ingoodrepairandfitfor purpose.TheRecipientreservestherighttoinspectandremoveanyelectricalitemtheyconsidertobeunsafe.

6.9TheClientisresponsiblefortheremovaloftheirowngoodsandsuppliesattheendoftheEventandensuringtheir spaceisleftinacleanandtidycondition.TheRecipientreservestherighttoremoveand/ordestroyanyoftheClient’s propertyormaterialswhicharenotremovedfromthevenueinaccordancewiththeEventbreakdowninstructionsafterthe Eventcloses.ClientswillbeheldliableforanydamagedonetotheRecipient’sortheVenue’sproperty,orforthecostof removaland/ordisposalofanyitemsleft.

6.10TheRecipientgivesnowarranties,conditions,guaranteesorrepresentationsinrelationtotheirservicesofany particularresultoroutcomeofusingtheServices,orthattheywillmeetyourrequirements.Thisincludesthepreferred contractor,thevenuefacilities,delivery,furnitureandgraphiccompaniesthatarerecommendedbytheRecipient.

6.11TheRecipienthastherighttostopanypromotion,filming,drinksreception,standactivityandanyactivityatasession oraroundtheconferencevenueifitisdeemedtobeabreachoftheRecipient’spolicy,orthevenue’spolicy,iscausing offence,disturbingotherparticipants,attendees,exhibitorsordelegates.IftheClientisaskedtoterminateanactivityand failstocomply,theClientwillbeaskedtoleavetheEventwithoutcompensationorareductionincharges.

7.Intellectualpropertyandotherrights

7.1TheClientshallprovidetheRecipientaworldwiderevocablenon-exclusive,royalty-freesub-licensetousetheirlogoand trademarkinmarketingmaterialrelatedtotheRecipient’sEvent.

7.2Unlessotherwisespecificallypermitted,theClientshallnotmakeuseoftheRecipient’sname,marks,orotherintellectual propertyoutsidethestipulationslaidoutinthemanual,orotherwisegivenpriorwrittenconsentfromtheRecipient.

7.3TheClientshallindemnifytheRecipientandkeeptheRecipientindemnifiedagainstallliabilities,claims,costs,losses, damagesandexpensestheRecipientmaysufferorincurarisingoutof,orinconnectionwith,ouruseorreproductionofthe Client’sMaterialsforthepurposesoftheevent.

8.AdvertisementswithintheEvent

8.1Handouts(suchasbooks,flyers,gifts,etc.)arenotpermittedinSessions.Inaddition,thehandingoutofliterature anywhereduringtheEventisstrictlyforbidden,exceptfromtheClient’sexhibitionstand,otherwisestatedwithpriorwritten consentfromtheRecipient,oriftheClientissponsoringaSignatureEvent.IftheClientissponsoringaSignatureEvent,and wishestogivethedelegatesgifts,theycannotadvertisethiswithintheprintedConferenceProgrammeorwithintheinserts inthedelegatebags.

8.2AllotheradvertisingcanonlybeundertakenviatheRecipient’sConferenceProgrammeorasaninsertinthedelegate bags.AdvertsandinsertsmustbeapprovedbytheRecipientbeforehand.

8.2.1TheRecipientreservestherighttoremoveanyadvertisingorleafletsthatareplacedinareasoftheexhibition,orthe venue,withouthavingreceivedexpresspermissiontodoso.TheRecipientreservestherighttomakeareasonablechargeto theClientforthedisposalofsuchmaterialsandforthedisruptionandinconveniencecaused.

8.3MaterialsthataredistributedattheEvent,whetheronline,inbaginsertsorprintedadvertisementswithintheEvent Programmewarrantthat:

8.3.1Thematerialandadvertisementsarelegal,decent,honestandtruthful,donotincludeunlawfulordefamatorycontent, andcomplywithallrelevantadvertisingguidelinesandregulations;

8.3.2TheClient’sadvertisementmustcomplywiththeRecipient’sguidelinesanddoesnotcompetedirectlywiththe Recipient’sproductsorservices;

8.3.3TheRecipientreservestherighttoreject,cancelorrequireamendmentstomaterial.

8.4IftheClientchoosestoorganiseapromotionaloreveningeventduringthedatesoftheconference,noreferenceshould bemadetotheRecipient’sname,orotherconnectionsmade,withouttheexpresspermissionoftheRecipient.

9.Filmingofsessions

9.1TheRecipientreservestherighttofilmand/orstreamanySessionthatisbeingheldattheEvent.IftheRecipientis filmingaSession,theClientisnotpermittedtofilmthesameSession.

9.2KeysponsorsoftheEventarepermittedtofilmtheirownsessions,notincludingtheplenariesoranysessionsthatthe Recipienthaschosentofilm.SponsorsarerequiredtosubmitalistoftheSessionsthattheywishtofilmtotheRecipientby Thursday14h March2024.TheRecipientwillconfirminwritingpermissiontofilmthatSession.

9.3InterviewsconductedbyIATEFLofanyspeaker,stafforvolunteerarethepropertyofIATEFLandwillnotbefor distributiontotheClient.IATEFLcanprovidethelinktothefilewithinareasonabletimedelay,asdeterminedbyIATEFL.

9.4SessionsthattheClienthasbeengrantedpermissiontofilmmaybedonesoifthefollowingprocedureisadheredto:

(a)informingtheRecipientinwritingofthenamesandtitlesoftheSessionsthatyouwishtofilmbyThursday14th March 2024.Permissionwillbeconfirmedtoyouinwriting;

(b)theClientneedstoinformtheRecipientinwritingwhattheyintendtodowiththerecording;

(c)theClientneedstoinformtheaudienceatthebeginningoftheSessionthatitisbeingfilmed;

(d)theClientcannotfilmtheaudienceintheSessionwithouttheirpermissionatthebeginningoftheSessionandgiveany delegatenotwantingtobefilmedtheopportunitytoleavethesessionandviewthefootageatalaterdate;

(e)theClientmustvacatepromptlyattheendoftheSessiontoallowtimetochangetheroomforthefollowingSession;

(f)theClientisresponsibleforanyadditionalchargesfromthevenuefortheuseoftheirfacilitiesifapplicable.

9.5IftheClientwishestorequestacopyofIATEFL’sfilmedSessions,itisinthecopyrightcontrolofthepresenter.TheClient cancontacttheRecipientwitharequestforacopyofthefilm,withwrittenpermissionfromthespeaker/authorofthat Session.FilmedSessionswillnotbedistributedwithoutthepriorconsentofthespeaker.Ifpermissionhasbeengranted, IATEFLwillsendafileofthefilmedSessionthathasbeenrequestedbytheClient.Thiscanonlybewithinareasonabletime delay,asdeterminedbyIATEFL.

9.6AllPop-upSessionscanbefilmedanddistributedattheauthor’sconsentwithoutpriorpermissionfromtheRecipient, howeverwedorequirethattheClientinformstheRecipientpriortothefilming.

9.7FilmingbytheClientwithintheexhibitionspacemusttakeplaceontheClientsstandandnotwithintheexhibition gangways.

9.8IftheClientwishestodoroamingfilmingaroundtheconferencethentheymustrequestthisinwritingbeforetheevent and,ifthisispermitted,adheretothefollowingprocedure:

(a)TheClientmusttelltheExhibitionandSponsorshipOfficerwhenandwheretheywillbefilming;

(b)TheClientmustnotblockanyentrances,exits,corridorsorcreateanykindofobstructionsaroundtheconference.

(c)TheClientcannotfilmdelegatesaroundtheconferencesitewithouttheirpermission.

(d)TheClientmustacknowledgeIATEFLbyusingthehashtag(#iatefl2024)whenpresentingthefootageontheirown platforms.

9.9IATEFLwithholdstherighttostopanyfilmingbytheClientiftheseConditionsarebeingbreachedoranyother reasonablerequestisnotcompliedwith.IftheClientisaskedtoterminatetheactivityandfailstocomplytheywillbeasked toterminatefilmingaltogether.TheRecipientreservestherighttobantheClientfromfilmingactivitiesatanyofthe Recipient’sEventsfortheperiodofone(1)year.

9.10Ifyouareamemberofthemedia,areporter,podcasterorbloggerattendingtheconferenceinthatcapacityandintend touseimagesand/orvideosfortheuseofmedia,includingonyourownsocialmedia,youshouldapplyforaPressPass,and complywithanyassociatedconditions,bycontactingconference@iatefl.org

10.Privacyanddataresponsibilities

10.1AllpartiesshalltakereasonablestepstoensurethereliabilityofitsemployeesoragentswithaccesstoPersonalData andensurethatanyPersonalDataencounteredinthecourseofthistransactionis:

● Accessed,transmittedandstoredsecurely;

● Willnotbesharedwithanyotherpartieswithoutfirsthavingtheexpressagreementoftheotherparty;

● Willnotbeusedforanypurposeotherthanthatrequested;and

● Willbeerasedassoonasitisnolongerneededinordertoaccomplishtheservicestobeprovided.

10.2IncaseoneoftheservicesrenderedbytheRecipienttotheexhibitorinvolvesprocessingorsharingofpersonaldatafor anotherpurposethantheperformanceofthisAgreement,andacontrollertoprocessorrelationshipisidentifiedbythe Parties,bothPartiesagreethattheywillconcludeanadditionalDataProtectionAgreementforthatspecificservice.

10.3Onceanexhibitorwhohaspaidforabadgescannerhasbeenpassedontheircollecteddata,theythenbecomethedata controllerandIATEFLtakesnoresponsibilitysubsequently.Suchdatashouldonlybeusedforthepurposesoffollow-upfrom theconferenceasexplainedorrequestedbythedelegate(s)concerned,andnotforotheroradditionalpurposes.

11.General

11.1AnynoticetobegiventoapartyunderorinconnectionwiththeseConditionsshallbeinwriting.

11.2ThisAgreementrepresentstheentireagreementbetweenthepartiesinrelationtothesubjectmatterofthese Conditionsandsupersedesanypreviousagreement,whetherwrittenororal,betweenthepartiesinrelationtothatsubject matter.

11.3ThisAgreementisseparateanddistinctfromanyothercontracttheClientmayenterintowiththeRecipient,including butnotlimitedto:

•ContractstoadvertiseintheRecipient’spublications,

•PostingofjobadvertisementswithourJobsMarket

•ContractstosponsorwithintheEvent

11.4TheseConditionsdonotconstituteajointventureorcontraagreementbetweentheRecipientandtheClient.

11.5TheRecipient’sacknowledgementoftheClientdoesnotconstituteanendorsementoftheClients’productsorservices andcannotberepresentedassuchbytheClient.

12.RepresentationsandWarranties

12.1TheClientacknowledgesthattheRecipientownsand/orcontrolstheeventwhichthisagreementisassociatedwith,as wellasallconnectedpublicity,marketing,andrelatedactivities.ThisagreementdoesnotentitletheClienttoanyright,title orinterestinthis.

13.GoverningLaw

13.1ThepresentagreementisgovernedbythelawsofEnglandandWales,andthecourtsofEnglandarethecompetent courtsforanydisputethatmayarisefromit,includingdisputesregardingitsvalidity,interpretationorexecution.

13.2Bothpartiesacknowledgeandacceptthattheywillnegotiateandresolvethroughdiscussionand/ormediation,any subsequentissuesthatmayariseasaresultofunforeseencircumstancesthatmayaltertheseConditions.

Exhibitor Editorial Form

DEADLINE: Wednesday 13th December 2023

Risk Assessment Template

DEADLINE:

Click or tap here to enter text.

Risk Assessment Template

DEADLINE: Wednesday 28th February 2024

Health and Safety Declaration

DEADLINE: Wednesday 28th February 2024

Conference Preview Brochure & Programme

Advertising Booking Form

Preview Brochure Artwork Deadline: Wednesday 13th December 2023

Conference Programme Artwork Deadline: Wednesday 7th February 2024

Delegate Badge Scanner Booking Form

DEADLINE: Wednesday 6th March 2024

Kings Road

Brighton

East Sussex, BN1 2GR

T: 01273 290131

This form is to pre-book access to the Hardwire connection at The Brighton Centre. ONCE COMPLETED, EMAIL BY RETURN TO: Jonathan.morray-jones@brighton-hove.gov.uk & daniel.carey@brighton-hove.gov.uk

PLEASE ENSURE YOU COMPLETE ALL THE RELEVANT SECTIONS.

REQUESTS MUST BE RECEIVED ONE WEEK (7 DAYS) PRIOR TO THE START DATE OF YOUR EVENT.

EVENT NAME

Date (For First Access)

Stand Number/ Room Location*

Date (For Last Access)

*Please ensure you have this information prior to returning your form. If you wish to include a simple diagram as to the preferred location for the connection on your stand / area, please include this with your order.

To connect from Netgear Switch to PC/Laptops

in

(per connection)

If you have any queries, please contact Daniel Carey (01273 - 292651) –daniel.carey@brighton-hove.gov.uk to discuss your requirements.

LATE REQUESTS (LESS THAN 7 DAYS BEFORE YOUR EVENT OR ON-SITE REQUESTS) MAYBE SUBJECT TO A 25% SURCHARGE.

PLEASE NOTE THAT IT IS PROHIBITED FOR EXHIBITORS TO CREATE THEIR OWN WIRELESS NETWORKS ON OR AROUND THEIR STAND LOCATIONS. UNAUTHORISED WIRELESS NETWORKS WILL BE BLOCKED VIA THE VENUES ACCESS POINTS.