Terms

This Agreement is made between:

Motive Exhibitions (“Motive”, “we”, “us” or “our”) and The Client (“Client”, “you” or “your”). Together referred to as “the Parties”.

1. Application of Terms

1.1 These Terms and Conditions apply to all exhibition stand design, manufacture, supply, installation, dismantling, hire, and related services provided by Motive Exhibitions.
1.2 These Terms supersede any terms proposed by the Client unless expressly agreed in writing by Motive.
1.3 Acceptance of a quotation, issue of a purchase order, written approval, or payment of any sum constitutes acceptance of these Terms and Conditions in full.

2. Quotations and Contract Formation

2.1 All quotations are valid for 30 days unless stated otherwise.
2.2 No binding contract shall exist until:
a. Written acceptance of the quotation has been received; and
b. The required deposit or full payment has been received in cleared funds.
2.3 Any variation requested after acceptance may result in additional charges and amended delivery schedules.

3. Payment Terms

3.1 Standard Projects
a. A 50% non-refundable deposit is required upon acceptance of the order.
b. The remaining 50% balance is due no later than 14 days prior to the event date.

3.2 Expedited Projects

a. Projects commissioned within six (6) weeks of the event date require 100% payment in advance.
b. No work will commence until full payment has been received.

3.3 Venue and Organiser Services

a. All venue or organiser services (including but not limited to power, rigging, furniture, internet, lifting services, and appointed contractors) are invoiced separately.
b. Payment for venue services is due immediately upon receipt of invoice. c. Motive will not confirm or book venue services until payment has been received in full. d. Motive shall not be liable for late booking charges, penalties, or non-provision of services arising from delayed payment by the Client.

3.4 Late Payment

a. Any outstanding sums remaining within 14 days of the event date shall be subject to a late payment surcharge of 10% of the outstanding balance.
b. Motive reserves the right to suspend, delay, or withhold services, delivery, or installation until all outstanding amounts are paid in full.
c. Where the Client holds an approved credit account, payment shall be made strictly in accordance with the agreed credit terms.

4. Cancellation, Postponement and Suspension

4.1 All deposits are non-refundable.
4.2 In the event of cancellation or postponement, the Client shall be liable for all costs reasonably incurred by Motive up to the date of cancellation, including design, materials, labour, storage, and third-party charges.
4.3 Cancellation within 14 days of the event date shall result in 100% of the contract value being payable.
4.4 Motive reserves the right to suspend work where payment terms are not met or where continuing work would breach venue, organiser, or statutory requirements.

5. Client Responsibilities

5.1 The Client shall:
a. Provide accurate information, specifications, artwork, and approvals within agreed deadlines;
b. Ensure compliance with all venue, organiser, and statutory regulations;
c. Nominate a responsible representative during build-up and breakdown where required.

5.2 Motive shall not be responsible for delays or additional costs resulting from late approvals, incorrect information, or changes requested after deadlines imposed by venues or organisers.

6. Health, Safety and Compliance

6.1 All works are carried out subject to applicable health and safety legislation and venue or organiser regulations.
6.2 The Client acknowledges that risk assessments, method statements, structural calculations, or design amendments may be required to achieve compliance.
6.3 Motive reserves the right to modify, delay, or cease works if, in its reasonable opinion, continuing would compromise safety or compliance.

7. Installation, Access and Dismantling

7.1 Installation and dismantling times are subject to venue access periods and organiser schedules.
7.2 Motive shall not be liable for delays, additional costs, or incomplete services resulting from restricted access, venue or organiser instructions, third-party contractors, or events beyond Motive’s reasonable control.

8. Ownership, Hire and Damage

8.1 All exhibition stand components remain the property of Motive unless otherwise agreed in writing.
8.2 The Client shall be responsible for the care of hired items and shall indemnify Motive against loss or damage beyond fair wear and tear.

9. Retention of Title

9.1 Title to all goods, materials, components, and stand elements supplied by Motive shall remain with Motive until all sums due have been paid in full.
9.2 Until title passes, the Client shall hold the goods as bailee, keep them in good condition, and not sell, assign, or encumber them.
9.3 Motive reserves the right to recover or remove goods where payment has not been made, without prejudice to any other rights.

10. Intellectual Property Rights

10.1 All intellectual property rights in designs, drawings, plans, concepts, visuals, and specifications remain the property of Motive unless expressly agreed otherwise in writing.
10.2 Upon full payment, the Client is granted a non-exclusive, non-transferable licence to use the completed stand solely for the specific event for which it was created.
10.3 The Client shall not reproduce, modify, or permit third-party use of Motive’s designs without prior written consent.
10.4 The Client warrants that any materials supplied do not infringe third-party rights and shall indemnify Motive against related claims.

11. Liability and Insurance

11.1 Motive’s total liability shall be limited to the contract value excluding venue services and third-party costs.
11.2 Motive shall not be liable for indirect or consequential losses, including loss of profit, business opportunity, or reputational damage.
11.3 The Client is responsible for insuring their own exhibits, equipment, and personal property.

12. Data Protection (GDPR)

12.1 Both parties shall comply with all applicable UK data protection legislation, including UK GDPR and the Data Protection Act 2018.
12.2 Personal data shall be processed solely for contract performance, event delivery, and legal or regulatory purposes.
12.3 The Client confirms it has the lawful right to provide any personal data supplied to Motive.

13. VAT and Taxes

13.1 All prices quoted are exclusive of VAT unless expressly stated otherwise.
13.2 VAT shall be charged at the prevailing rate at the time of invoicing.
13.3 The Client shall be responsible for any additional taxes, duties, or levies imposed by venues or authorities.

14. Force Majeure

14.1 Neither party shall be liable for failure or delay caused by events beyond reasonable control, including venue closure, government action, industrial disputes, or supplier failure.

15. Marketing and Photography

15.1 Motive reserves the right to photograph completed stands and use images for marketing, promotional, award, and portfolio purposes unless the Client objects in writing prior to the event.

16. Governing Law and Jurisdiction

16.1 This Agreement shall be governed by and construed in accordance with the laws of England and Wales.
16.2 The courts of England and Wales shall have exclusive jurisdiction.

17. Entire Agreement

17.1 These Terms and Conditions constitute the entire agreement between the Parties and supersede all prior discussions or agreements.

18. Acceptance Acceptance of a quotation, payment of any sum, or signature below confirms agreement to these Terms and Conditions.