Terms & Conditions for Event; Sponsors, Exhibitors and Delegates

Sponsors exhibitors and delegates agree to these terms and conditions as an integral part of booking at any Aviation Events Group Ltd event.

Sponsors exhibitors, delegates and the Aviation Events Group may refer to their cooperation for events, without further approval of the other parties.

Sponsors and exhibitors are entitled to advertise sponsorship of this event and hereby grant Aviation Events Group Ltd permission to use their name and logo for promotional purposes in connection with this event. This permission shall extend to the publication of photographs after the event.

It is the sponsor’s exhibitor’s and delegate’s responsibility to supply materials promptly to the Aviation Events Group Ltd. when requested, by the stated deadline, and at its own cost, all marketing material needed for the successful production of the event (including company logo and advertising artwork).

If the event cannot take place due to circumstances beyond the control the Aviation Events Group Ltd, the Sponsor will be entitled to claim back the sponsorship amount, in part or in total, according to the services already received.

Event Cancellation – delegates
If you are unable to attend an event for any reason, please contact us in writing as soon as possible. For cancellations up until midnight (GMT) two calendar months prior to the event a 90% refund will be given so administrative costs are covered. For cancellations made after two calendar months prior to the event, or failure to attend the conference, no refund will be given.

Event Cancellation – sponsors and exhibitors
Aviation Events Group Ltd reserves the right to amend events at any time prior to the start date of the event. At reasonable notice to the parties, to substitute alternate formats, dates or venues/facilities other than those set out for the event. Whilst we take every precaution to ensure that all conferences and exhibitions go ahead, Aviation Events Group reserves the right to cancel physical events or switch the event format to virtual in order to ensure the safety of all participants. Should this be necessary, sponsors and exhibitors will be refunded 25% of the agreed sponsorship or exhibiting fee.

Should an exhibitor or sponsor choose to cancel their participation in an event,  written notice must be given as soon as possible. If the exhibitor provides more than 9 months notice, 75% of the fee will be refunded. If the exhibitor provides more than 3 months notice, 50% of the fee will be refunded. With less than 3 months notice, the exhibitor is liable for 100% of the cost of sponsorship and / or expo space. In this instance, it is the exhibitor / sponsor’s responsibility to cancel any hotel room bookings made.

Subletting and sharing of exhibition space
Exhibitors may not assign, sublet or apportion to others the whole or any part of exhibition space allocated to them. They may not display goods, advertisements or services other than those manufactured or regularly distributed by them and approved by Aviation Events Group.

Payment & cancellation:
Payment to be made no later than 14 days following the date of the invoice to Aviation Events Group Ltd as per invoice details. The Sponsors and Exhibitors may cancel this agreement without surcharge within 14 days of signing however, if cancelling after 14 days, the fee must be paid in full.

On-Site Operations, Vehicle Safety & Insurance (SWIFT Events)

AEG and its third-party venue partners endeavor to maintain safety and security; however, Vendor partners remain solely responsible for their equipment, exhibits, and materials throughout the event. Safe operation of vehicles, machinery, and demonstration devices is the sole responsibility of the Vendor and its operators. Any assistance requested from venue or host airport staff is undertaken at the Vendor’s own risk.

Vendors warrant that they strictly comply with all applicable legislation and maintain appropriate Public Liability insurance suitable for the venue type and location.

Indemnification & Limitation of Liability:

• Indemnity: Participants shall indemnify and hold harmless AEG, its officers, directors, employees, and venue partners against any third-party claims, damages, or losses arising from the Participant’s actions, negligence, or breach of these terms.
• Limitation: AEG assumes no responsibility for loss or damage to Participant property. Nothing in these terms excludes or limits AEG’s liability for death or personal injury caused by its own negligence, or for fraud. To the maximum extent permitted by law, AEG’s total liability under this agreement shall be capped at the total fees paid by the Participant.

Limitation on Liability:
Sponsors, exhibitors and delegates expressly release the Aviation Events Group Ltd from any liability and waive the following: 

a) any and all demands, claims, and causes of action in law or in equity, related to any defect, deficiency, failure or impairment of utilities or other facilities, including water, heating, electricity, ventilation, refrigeration, or other mechanical systems failure;
b) the conduct, negligence or claims of any sponsor or exhibitor; and
c) any fire, flood, strike, terrorist attack, weather or other, force majeure beyond control of Aviation Events Group Ltd.

Neither Party may assign sponsorship or exhibitor agreements without the prior written consent of the other.

Dispute Resolution & Governing Law These Terms and Conditions shall be interpreted and governed in accordance with the laws of England and Wales. In the event of a dispute, the parties agree to engage in good-faith mediation before initiating court proceedings. The prevailing party shall be entitled to recover reasonable legal fees. Amendments must be in writing and signed by both parties.