Terms and Conditions – RAMCE 2026 Sponsors & Exhibitors

Our terms

1. These terms
   • What these terms cover. These are the terms and conditions on which you (the Exhibitor) books a space (Exhibition Space) to exhibit at RAMCE 2026 (the Event), held at the Pullman Hotel, London (the Venue) on Saturday 7^th November, 2026.
   • Why you should read them. Please read these terms carefully before you submit your exhibition space booking. These terms tell you who we are, how we will manage your booking, how you and we may change or end the contract, what to do if there is a problem and other important information.
2. Information about us and how to contact us
   • Who we are. RAMI Conference Ltd a company registered in England and Wales. Our company registration number is 16268370 and our registered office is Suite 523, Tuition House 27-37 St. Georges Road, London, SW19 4EU. Our registered VAT number is 490 9105 82
   • How to contact us. You can contact us by writing to us at simon@ram-institute.com or RAMI Conference Ltd, attn Simon Haroutunian, Suite 523, Tuition House 27-37 St. Georges Road, London, SW19 4EU
   • How we may contact you. If we have to contact you, we will do so by telephone or by writing to you at the email address or postal address you provided to us in your booking.
   • “Writing” includes emails. When we use the words “writing” or “written” in these terms, this includes emails.
3. Our contract with you
   • Your Contract for the Exhibition Space is formed once we have confirmed to you in writing that we have accepted your booking form. Once we have processed your payment, we can confirm your stand space, subject to clauses 3.3 and 3.4 below. We reserve the right to reject a booking request for any reason.
   • All bookings are accepted subject to availability and to these Terms and Conditions. These Terms and Conditions should be read carefully prior to booking and any queries relating to them should be raised with Us prior to submitting a booking form, as making a booking constitutes agreement of these Terms and Conditions. The signed booking form shall be signed by someone who has the full authority to do so, and You shall have no recourse to claim that that person did not have the authority to sign.
   • We have sole discretion to allocate the Exhibition Spaces amongst Exhibitors. You may request a particular Exhibition Space, but we have no obligation to offer or confirm that space for you, and no Contract will be conditional on providing a requested Exhibition Space.
   • It may become necessary to change an Exhibition Space following confirmation of the space right up to the Event, and We will communicate that to You as soon as possible. We have the right to make that change and any disputes regarding Exhibition Spaces shall be decided by Us.
   • A map of the Event will be provided to Exhibitors and attendees, however, it should be considered illustrative and not true to dimensions.
   • You confirm that you will not hold Us liable should some or all other contracted Exhibitors should fail to attend the Event and/or the failure of any number of attendees to attend the Event for any reason.
4. Exhibitor Costs
   • You will pay the fee for the Exhibition Space in accordance with this clause.
   • Payment can be made by bank transfer and is due within thirty (30) days of the invoice issue date, except where the invoice is issued within thirty (30) days of the Event, when the invoice will become immediately payable . Any disputes regarding the invoice must be raised within seven days of receipt.
   • All amounts due under the Contract shall be paid in full without any set-off, counterclaim, deduction or withholding (other than any deduction or withholding of tax as required by law).
   • You will not be able to participate in the Event unless you have paid any and all amounts due to Us at least one week in advance of the Event.
5. Cancellation
   • You may cancel your booking in accordance with this clause only.
     • If you cancel before 1 August 2026, We will refund you 90% of the fee paid.
     • If you cancel before 1 September 2026, We will refund you 50% of the fee paid.
     • If you cancel before 1 October 2026, We will refund you 20% of the fee paid.
     • Cancellations made on or after 1 November 2026, will not entitle You to any refund of any fee paid.

6. Exhibitor Covenants
   • You shall ensure that your stand is ready and occupied by the Event opening time on Saturday 7^th November and will not start taking the stand down before the end of the afternoon refreshment break. Further, you shall ensure that at least one of Your representatives is present at and in attendance on the Exhibition Space at all times during the opening hours of the Event.
   • You occupy the Exhibition Space as a licensee of the Venue. You do not obtain any right of exclusive possession or occupation or any proprietary interest in the Space or Venue.
   • You agree and undertake:
     • Not to use the Exhibition Space other than for the Event.
     • Not to do or permit to be done anything on the Venue which is illegal, or which may be or become a nuisance (whether actionable or not), annoyance, inconvenience or disturbance to Us or to any other Exhibitor, attendees or any owner or occupier of neighbouring property
     • To comply (and ensure that Your staff and agents comply) with the terms of this Contract and any instructions or notices from Us or the Venue and use reasonable efforts to ensure that any guests or other persons present at the Event so comply.
     • To permit the Venue to search any boxes, bags or containers coming into or leaving the Venue including those brought by guests.
     • Not to cause or permit to be caused any damage to the venue, including any furnishings, equipment or fixtures at the Venue, in particular, no equipment of any description is to be set up in close proximity to any Venue property including portraits, books or heritage items.
     • Not to alter, move or interfere with any lighting, heating, power, cabling or other electrical fittings or appliances at the Venue, or install or use additional heating, power, cabling or other electronic fittings or appliances without the prior written consent of the Venue.
     • To leave the Venue in a clean and tidy condition and to remove the Your decorations, displays and any other equipment from the Venue at the end of the Event.
     • Comply with all applicable laws and other bye laws, requirements, rules and regulations, as well as any additional obligations as set out in the Exhibitors Manual.
   • You shall ensure that Your stand meets all safety requirements, including fire and food safety, and will not exhibit items outside the scope of the Event. Live treatments are not allowed at the Venue. You are exhibiting entirely at Your own risk.
   • You shall take out, effect and maintain at Your own cost and expense appropriate insurance policies such as employees’ liability and public liability cover, to cover all risks, losses and damages that may arise due to Your participation in the Event, including, but not limited to, any act or omission by Your representatives, any loss or damage to your stand or property, any liability created under this Contract, and in the event of cancellation or postponement of the Event.
   • You shall indemnify Us in respect of all claims (whether arising from personal injury, or damage to property or otherwise). arising in connection with the erection or dismantling of Your stand, and anything permitted, omitted or done thereon on therefrom during the Event.
7. Representatives
   • You shall receive a number of Exhibitor badges and Event tickets as per your individual Contract. You will send the names of the representatives and guests at least four weeks before the Event. No admission to the Event will be allowed unless the badge is presented.
8. Information and images
   • You will provide information and images such as logos to Us for the Event guide and marketing promotion for the Event. Such information will be appropriate, accurate and true in all material respects. We will use reasonable endeavours in the preparation for any marketing for the Event and the Event show guide but cannot be held liable for any mistakes made or updates missed.
   • You will grant a non-exclusive and royalty-free licence to Us to reproduce, transmit, exhibit, distribute and use the information and images in relation to the Event, before, during or after. You warrant that Our usage will not infringe upon any applicable laws or rights, including intellectual property rights, of any person. If a third party does complain, You must let Us know at once in writing.
   • You consent to your Exhibition Space and your representatives being filmed or photographed at the Event, and those images to be used by Us for marketing the Event, before, during or after the Event or future events, in all media worldwide in perpetuity.
   • You shall not acquire or receive any right or entitlement to in connection with the Event or its intellectual property through exhibiting at the Event. If You use Our intellectual property such as logo or name to publicise Your attending the Event, you must use it accurately and the latest version.
9. Termination
   • We may cancel the Contract with immediate effect by giving the You notice if writing if:
     • You fail to pay any amount due under this Contract on the due date for payment;
     • You commit a material breach of any term of this Contract;
     • You take or have taken against You any step or action towards Your entering bankruptcy, administration, provisional liquidation or any composition or arrangement with Your creditors, applying to court for or obtaining a moratorium under Part 1A Insolvency Act 1986, being wound up (whether voluntarily or by order of the court), being struck off the register of companies, having a receiver appointed to any of Your assets, or Your entering a procedure in any jurisdiction with a similar effect to a procedure listed in this clause 9.1(c).
     • You suspend or cease, or threaten to suspend or cease, carrying on business;
     • Your financial position deteriorates so far as to reasonably justify the opinion that Your ability to give effect to the terms of the Contract is in jeopardy;
     • You are unable to perform Your obligations in connection with the Contract pursuant to clause 14.6.
   • On completion or cancellation of the Contract for whatever reason:
     • any provision of the Contract that expressly or by implication is intended to come into or continue in force on or after completion or cancellation shall remain in full force and effect;
     • completion or cancellation of the Contract shall not affect any of the rights, remedies, obligations or liabilities of the parties that have accrued up to the date of completion or cancellation, including the right to claim damages in respect of any breach of the Contract which existed at or before the date of completion or cancellation; and
     • We shall have the right to resell or re-allocate your Exhibition Space.

10. Liability
    • This clause 10 sets out Our entire liability to You arising in connection with this Contract and the Event including liability in contract, tort (including negligence), misrepresentation, restitution, deliberate fault or otherwise.
    • All warranties, conditions and other terms implied by statute or law are, to the fullest extent permitted by law, excluded from the Contract
    • Nothing in this Contract limits any liability which cannot legally be limited, including liability for:
      • Death or personal injury caused by negligence; and
      • Fraud or fraudulent misrepresentation.
    • Subject to clause 10.3, We shall not be liable for damage or theft of any Your property or that of Your employees, contractors or other guests of invitees to the Event. All exhibits, fittings and all other items brought into the Event by You or Your employees, contractors or other guests of invitees to the Event shall be the sole responsibility of and at the sole risk of You.
    • Subject to clause 10.3 and 10.4, Our total liability to You shall not exceed 100% of the total fees and charges paid by You in relation to this Contract.
    • Subject to clause 10.3, 10.4 and this clause 10.5 specifies the types of losses that are excluded:
      • Loss of profits;
      • Loss of sales or business;
      • Loss of agreements or contracts;
      • Loss of anticipated savings;
      • Loss of use or corruption of software, data or information;
      • Loss of or damage to goodwill; and
      • Indirect or consequential losses.
    • Unless You notify Us that You intend to make a claim in with this Contract within the notice period, We shall have no liability for that claim. The notice period for a claim shall start on the day on which You became or ought reasonably to have become, aware of its having grounds to make a claim in respect of the incident and shall expire six months from that date. The notice must be in writing and must identify the incident and the grounds for the claim in reasonable detail.
    • You shall indemnify and keep indemnified Us from and against all actions, expenses, loss, damages, costs, charges of claims (including consequential loss of profit) or any liability to or claim by any third party which We or any of Our agents or contractors may become liable for in consequence of damage or injury to any person or property arising out of Your or Your representatives, subcontractors, guests or agents’ action or omission or breach of this Contract.
11. Warranties
    • We shall organise and promote the Event as we see fit and reserve the right to change our approach regardless of previous announcements or statements. Such statements, including those referring to attendee numbers, shall constitute only a general indication of Our strategy and shall not constitute a representation or warranty under this Contract, and will not entitle You to cancel the Contract.
    • Subject to clause 11.1, We endeavour to ensure that information given by Us shall be accurate at the time of announcement and to the best of Our knowledge.
12. Cancellation or change of location/dates
    • Subject to clause 10, if, due to unforeseen circumstances beyond Our control (other than Force Majeure) the Event cannot take place at the Venue or on the planned dates, We shall be entitled in our absolute discretion to cancel, relocate, change the date or reduce the planned duration of the Event.
    • If changes as set out in clause 12.1 do occur, You agree that We shall not be liable to You whatsoever in connection with such cancellation, relocation or change of date/duration, including any liability in relation to refund fees or make any payments towards costs and expenses already incurred by You in relation to the Event.
    • Subject to clause 14.6 if the Event is relocated or rescheduled as per clause 12.1, all fees remain due and payable, and the Contract shall be updated in respect of the new location and/or date and duration.
    • Notwithstanding the foregoing, We reserve the right to refund fees and/or charges or part of the fees/charges to You, at Our absolute discretion and as a gesture of goodwill.
    • Any relocation of the Event will be to another venue in London, and You shall have ten days to notify Us in writing whether you wish to continue participating in the Event. If You do not notify us as per clause 12.5 and subsequently wish to cancel, You may be liable for the cancellation fees as set out in clause 4.
    • Any date change within 60 days of the original date, shall not give You the right of cancellation. If the change of date is longer than a 60-day period, You shall have ten days to notify Us in writing whether you wish to continue participating in the Event. If You do not notify us as per clause 12.6 and subsequently wish to cancel, You may be liable for the cancellation fees as set out in clause 4.
    • If We decide for whatever reason not to go-ahead with the Event or any part thereof, and such decision is not connected to clause 12.1 or Force Majeure, We shall only be liable to you for the refund of the fees paid by You to Us as at the date of the cancellation, and You will not be entitled to any further compensation.
13. How we may use your personal information
    • How we may use your personal information. We will only use your personal information as set out in our Privacy Policy
    • Filming and photographs. By attending the event, you, the ticketholder, is consenting to being filmed or photographed and your image being used in footage or photographs relating to the event.
    • Each party shall, at its own expense, ensure that it complies with and assists the other party to comply with the requirements of all applicable data protection and privacy legislation in force from time to time in the UK including the Data Protection Act 2018 (and regulations made thereunder), the retained EU law version of General Data Protection Regulation ((EU) 2016/679), the Privacy and Electronic Communications Regulations 2003 (SI 2003/2426) and the guidance and codes of practice issued by the Information Commissioner or other relevant regulatory authority and applicable to a party.
14. Other important terms
    • We may transfer this agreement to someone else. We may transfer our rights and obligations under these terms to another organisation.
    • You need our consent to transfer your rights to someone else. You may only transfer your rights or your obligations under these terms to another person if we agree to this in writing.
    • Nobody else has any rights under this contract (except someone you pass your guarantee on to). This contract is between you and us. No other person shall have any rights to enforce any of its terms.
    • If a court finds part of this contract illegal, the rest will continue in force. Each of the paragraphs of these terms operates separately. If any court or relevant authority decides that any of them are unlawful, the remaining paragraphs will remain in full force and effect.
    • Even if we delay in enforcing this contract, we can still enforce it later. If we do not insist immediately that you do anything you are required to do under these terms, or if we delay in taking steps against you in respect of your breaking this contract, that will not mean that you do not have to do those things and it will not prevent us taking steps against you at a later date. For example, if you miss a payment and we do not chase you but we continue to provide the booking, we can still require you to make the payment at a later date.
    • Events beyond our reasonable control (Force Majeure). For the purposes of these Terms and Conditions, ‘Force Majeure’ means any cause beyond Our control including, without limitation, act of God, war, insurrection, riot, civil disturbances, acts of terrorism, fire, explosion, flood, theft of essential equipment, malicious damage, strike, lock out, weather, third party injunction, national defence requirements, acts or regulations of national or local governments. We will not be liable to You for failure to perform any obligation under these Terms and Conditions to the extent that the failure is caused by Force Majeure.

Without prejudice to the generality of clause 14.6, and for the avoidance of doubt, where We will not be able to perform Our obligations under this Contract due to Force Majeure, We will be able to suspend performance for the duration of the Force Majeure or terminate the Contract without any obligation to return fees or charges. Further, should Force Majeure limit or interrupt the Event, You agree that We will not be held liable in any circumstance including any liability to refund fees or charges or make any payment in compensation or demand in relation to claims or costs that You might suffer.

• No partnership or agency. Nothing in these Terms and Conditions and no action taken by You or Us under these Terms and Conditions shall create, or be deemed to create, a partnership, joint venture or establish a relationship of principal and agent or any other relationship between You and Us beyond the relationship created under these Terms and Conditions.
• Any notice given to a party under or in connection with the Contract shall be in writing and shall be sent by email to the email address on the signed booking form for You, and to Our email address at clause 2.2. Any notice shall be deemed to have been received at the time of transmission, or, if this time falls outside business hours in the place of receipt, when business hours resume. This clause 14.8 does not apply to the service of any proceedings or other documents in any legal action or, where applicable, any arbitration or other method of dispute resolution
• Entire agreement. These Terms and Conditions and the terms and conditions of the Venue and any specially agreed terms constitute the entire agreement between us in connection to, its subject matter and supersede any previous terms and conditions, agreement or arrangement between us. Each of us agrees that we have not entered into these Terms and Conditions in reliance on, and shall have no remedy in respect of, any statement, representation, covenant, warranty, undertaking or indemnity (whether negligently or innocently made) by any person (whether party to these Terms of Conditions or not) other than as expressly communicated by Us to You before You have completed Your purchase or set out in these Terms and Conditions. Nothing in this clause shall operate to limit or exclude any liability for fraud.
• Each party (You and Us) undertakes that it shall not at any time during this agreement, and for a period of three years after termination of this agreement, disclose to any person any confidential information concerning the business, affairs, customers, clients or suppliers of the other party [or of any member of the group of companies to which the other party belongs], except as permitted below:

Each party may disclose the other party’s confidential information:

• to its employees, officers, representatives or advisers who need to know such information for the purposes of exercising the party’s rights or carrying out its obligations under or in connection with this agreement. Each party shall ensure that its employees, officers, representatives or advisers to whom it discloses the other party’s confidential information comply with this clause 14.10; and
• as may be required by law, a court of competent jurisdiction or any governmental or regulatory authority.

No party shall use any other party’s confidential information for any purpose other than to exercise its rights and perform its obligations under or in connection with this Contract.

• Which laws apply to this contract and where you may bring legal proceedings. The Contract, 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. 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 Contract or its subject matter or formation.

Updated: May 2026