Contents

1. Code of conduct 

2. Data protection and privacy 

3. Definitions 

4. Health, safety and risk management 

5. Marketing, branding, media and intellectual property 

6. On-site rules, access and security 

7. Regulatory compliance 

8. Stand space, design, build and breakdown 

9. Sustainability and waste management 

Definitions 

• Organiser: event organiser, part of Raccoon Media Group 

• Exhibitor: the company or individual named in the contract booking stand space at the event. 

• Exhibitor manual: the operational guidance issued by the organiser ahead of the event, covering logistics, build-up, breakdown and on-site rules. 

• Stand ppace: the area allocated to the exhibitor as set out in the contract. 

• Venue: the location at which the event is held. 

1. Code of conduct 

Raccoon Media Group supports the communities that we serve with huge enthusiasm. Diversity is important to us, and we operate a policy of conscious inclusion. We aim for our events to be a positive experience for everyone who attends. We celebrate the diversity of all attendees, exhibitors and staff, and will not tolerate discriminatory behaviour by or towards anyone taking part in our events, whether in person or virtually, and through our social media channels. 

By attending our events or engaging with us on social media, you are agreeing to respect and be kind to everyone present, regardless of their gender, race, religion, age, sexual orientation, disability or any other aspect of what they look like, where they come from or who they are. 

We do not tolerate 

• Verbal or written comments that indicate superiority related to gender, gender identity or expression, sexual orientation, disability, physical appearance, body size, race, age or religion 

• Deliberate intimidation 

• Sustained disruption of talks or other group interactions 

• Unsolicited physical contact 

• Advocating for, or encouraging, any of the above behaviour 

Anyone engaging in such behaviour may be asked to leave the show and may be refused entry to future shows, at the sole discretion of Raccoon Media Group. 

The exhibitor and its staff, contractors and agents shall behave professionally and with respect towards visitors, other exhibitors, venue staff and organiser staff at all times. 

The organiser operates a zero-tolerance approach to harassment, bullying or discriminatory conduct on-site, consistent with the worker protection (Amendment of Equality Act 2010) Act 2023 in the UK and equivalent local standards in other territories. Reports may be made to the on-site organiser team. 

The organiser reserves the right to require the removal of any individual whose conduct breaches this clause, without refund. 

2. Data protection and privacy 

Each party shall comply with applicable data protection law, including UK GDPR and the Data Protection Act 2018, the EU GDPR where the event is held in the EU/EEA, US state privacy law, e.g. relevant state consumer privacy legislation where the event is held in the US.  

Where the organiser provides the exhibitor with visitor or lead data (3^rd party services), for example via badge scanning, the exhibitor shall use that data only for the purpose for which it was provided and in accordance with the organiser’s data sharing terms and the individual’s consent choices. 

Each party is responsible for its own compliance obligations as a data controller of any personal data it collects independently at the event, for example business cards. 

3. Definitions 

• Organiser: event organiser, part of Raccoon Media Group 

• Exhibitor: the company or individual named in the contract booking stand space at the event. 

• Exhibitor manual: the operational guidance issued by the organiser ahead of the event, covering logistics, build-up, breakdown and on-site rules. 

• Stand space: the area allocated to the exhibitor as set out in the contract. 

• Venue: the location at which the event is held. 

4. Health, safety and risk management 

The exhibitor shall comply with all applicable health and safety law in the country in which the event is held together with all venue and organiser safety rules. 

The exhibitor shall provide risk assessments and method statements on request and ensure all stand staff and contractors are appropriately trained and supervised. 

The exhibitor shall not obstruct fire exits, aisles or emergency equipment, and shall report any accident, incident or near-miss to the organiser’s on-site team without delay. 

5. Marketing, branding, media and Intellectual property  

The organiser may use the exhibitor’s company name and logo, without further approval, for the purpose of event marketing, floorplans, exhibitor listings and post-event reporting. 

The exhibitor grants the organiser a non-exclusive licence to use photography and film taken on-site that may include the exhibitor’s stand, staff or products, for the organiser’s own marketing purposes, unless the exhibitor notifies the organiser in writing in advance that it withholds consent. 

6. On-site rules, access and security 

Access to the venue during build-up, open hours and breakdown is subject to the times, passes and security procedures set out in the exhibitor manual. 

The exhibitor shall not use sound, lighting, sampling, promotional staff or demonstrations in a manner that causes nuisance to neighbouring stands, as reasonably determined by the organiser. 

The organiser and venue reserve the right to inspect any stand, vehicle or delivery for security purposes. 

The exhibitor manual is released 3-5 months before the events and will be shared with you via email. 

7. Regulatory compliance 

The exhibitor is responsible for obtaining any licences or permits required for its activity at the event, including, where applicable, alcohol licences, food hygiene registration, and licences relating to the display or sale of regulated goods. 

Exhibitors travelling from overseas are responsible for their own import, customs and carnet arrangements for goods and equipment brought into the country of the event. 

Exhibitors operating in regulated sectors, such as animal health, remain responsible for compliance with all sector-specific regulatory requirements, whether or not referenced in these terms. 

8. Stand space, design, build and breakdown  

The exhibitor shall use the stand space only for the purpose stated in the contract and shall not exceed the allocated footprint, height restriction or line-of-sight requirements set by the organiser and venue. 

All stand designs other than standard shell scheme must be submitted for organiser approval including structural drawings for any build over 4m. 

The exhibitor is responsible for appointing competent stand contractors and for submitting risk assessments and method statements (RAMS)  

Build-up and breakdown must take place within the times set out in the exhibitor manual. The exhibitor is liable for costs arising from late breakdown, damage to the venue, or failure to reinstate the stand space to its original condition. 

*The exhibitor manual is released 3-5 months before the events and will be shared with you via email. 

9. Sustainability and waste management 

The exhibitor shall dispose of all waste, packaging and stand materials in accordance with the venue’s waste management procedures and shall remove all waste it generates unless using an organiser-approved waste contractor. 

The organiser encourages, and may require for certain events, the use of reusable or recyclable stand materials, with any specific sustainability requirements set out in the exhibitor manual. 

*The exhibitor manual is released 3-5 months before the events and will be shared with you via email.