RailLIVE 2016

Terms & Conditions

1 Definitions

In these Terms and Conditions the term “Exhibitor” includes all employees or agents of such, the term “Organiser” means RAIL MEDIA and its employees and contractors and the term “Exhibition’ means RAIL LIVE 2016.

2 Duration of exhibition

The Exhibition will be open from 10.00 - 16.00 on the 22nd and 23rd of June. As a condition of exhibiting, stands may not be dismantled / broken down before 16.30 on Thursday 23rd June 2015.

3 Equipment permitted

RAIL LIVE 2016 is open to materials, machinery, appliances, apparatus, equipment and ancillary services related to the rail industry as approved by the Organisers. All exhibits must comply with all relevant current EEC legislation and carry the relevant CE marking, unless otherwise approved in writing in advance by the Organisers. Exhibitors must keep available on their stands any documentation for machinery displayed or demonstrated which is required by law to be provided to purchasers at the time of sale.

4 Weight limit and restrictions

On all stands and non-live demonstration areas, there is a weight limit of 10 tonnes per m2 static loading.

5 Demonstrations

RAIL LIVE 2016 is a working demonstration show and Exhibitors may experience an element of noise or dust. Please consult your neighbouring exhibitors should you wish to discuss their intention to demonstrate.

(a) Participants must demonstrate or exhibit only in allotted areas and must not operate over the walkways. Health and Safety legislation governing the operation or contractors’ plant must be strictly observed.

(b) Crowd barriers must be erected for all demonstration stand areas and must be maintained in position.

(c) If a demonstration area has been booked, the Exhibitor MUST inform the Organiser of their proposed demonstration.

(d) All demonstration areas must be utilised for machine demonstrations and not for static display areas, hospitality or merchandising. Failure to use the demonstration area for a display of moving working equipment will result in the Exhibitor being surcharged at a square metre rate of £50/m2 as per rate for static space areas.

(e) Appropriate PPE and safety control must be organised for working demonstration areas in line with health and safety exhibitor advice.

6 Stand space booking term

Exhibitors must confirm their booking online. Space will be allocated by the Organiser, as they see fit. The Organiser’s decision on space application is final. In submitting a booking form the Exhibitor agrees to be bound by all the Rules, Regulations and Details as set out in the RAIL LIVE 2016 Exhibitor Manual. The Exhibitors’ Manual will include those matters that are commercially reasonable and necessary for the efficient management of the event and for the collective benefit of all Exhibitors and Visitors.

7 Balance of payment /Payment schedule /Cancellation

Payment must be received in full before the event. The Organiser provide exhibition space on a space only basis. The Organiser has the right to withhold exhibiting spac if payment has not been received. Cancellation policy strictly applies.  All exhibitors are liable for cancellation fees. For cancellations made 6 weeks before the 22nd June 2016 exhibitors will be liable to pay to pay 50% of the total booking fee.  Cancellations made less than 6 weeks before the 22nd June will be charged at 100% of the total fee.

8 Revision of layout

Should it be necessary to revise the layout of the Exhibition for any purpose, the Organisers reserve the right to transfer an Exhibitor to an alternative suitable site.

9 Completion and setting up of exhibits

All stands and their exhibits must be completed by 18.00 on Tuesday 21st June 2016.

(a) Deliveries must be made in accordance with the Organisers’ instructions.

(b) No heavy deliveries above 7.5-tonne will be permitted on site after 18:00 on Monday the 20th June 2016 under any circumstances. This includes articulated vehicles, low loaders or any vehicle with more than two axles.

10 Clearance of stands and demonstration space at the end of the show

Exhibits must not be removed and displays must not be dismantled either partially or totally, before 16.00 on Thursday 23rd June 2016.

(a) All exhibits and display material must be removed as soon as possible after this time.

(b) All exhibitors are responsible for leaving their space as clear as they found it and instructing all contractors and suppliers to remove their rubbish and fill holes. Failure to do so, by the declared deadline, will incur a charge for clearance, reparation and storage. All exhibits, hospitality units and materials must be completely removed from the site by 18.00 Friday 24th June 2016.

11 Sub-letting

(a) Exhibitors may not sub-let or grant licences in respect of the whole or any part of the space allotted to them without the express written permission of the Organisers.

(b) Exhibitors are not allowed to use or display third parties’ products in any way, on their stand or demonstration areas unless those third parties are Exhibitors with their own stand space in their own right at the show or the Exhibitor is an official dealer of the third parties’ product/s or if the Exhibitor is a hire company for the product. Third parties include associated companies of the Exhibitor.

(c) Exhibitors must apply to the Organisers for Co Exhibitor status for third party products / services including components and attachments, as detailed in the Exhibitors’ Manual.

The Organisers reserve the right to refuse access or demand the removal of any product that in its reasonable opinion comes within the ambit of the restrictions stated above.

12 Protection of exhibits

All exhibits must be properly protected so as to comply with current Health and Safety Executive legislation, RAIL LIVE 2016 Safety Officers will be on-site to enforce compliance. The Organisers shall be indemnified by the Exhibitor against any claim or action on account of any injury or damage being caused or occasioned by an exhibit or to any person or persons whatsoever.

13 Insurance liability - Responsibilities

(a) Every participating Exhibitor(s) accepts liability for all acts or omissions of himself, his servants, contractors, agents and visitors and undertakes to indemnify the Organisers and keep them indemnified against all liability in respect thereof and against all actions, suits , proceedings, claims, demands, costs and expenses whatsoever which may be taken or made against the Organiser and including any legal costs and expenses and any compensation costs disbursements paid by the Organiser on advice of Counsel to compromise or settle any such claims.

(b) Notwithstanding the indemnity hereby given, the participating exhibitor undertakes to arrange the appropriate insurance with a level and extent of cover that shall be approved by the Organisers (including without limitation, normal product and public liability and employee liability insurance) and shall on demand produce to the Organisers a copy of the policy and evidence that it is in force and the insurers are not entitled to exercise subrogation rights against the Organisers.

(c) It is the participating Exhibitor(s) responsibility to effect insurance on their own exhibits and property.

(d) Loss, damage, injury or death: The Organisers do not accept any responsibility from any cause whatsoever for damage to stands or loss of any property or vehicles on any stand or anywhere else in the Exhibition or in the course of its delivery or removal, or injury or death to any individuals howsoever caused.

14 Bankruptcy

In the event of an Exhibitor (being an individual) becoming bankrupt or making any arrangement or composition with his or her creditors or where the Exhibitor is a Company or partnership suffering the service of a Winding Up petition or Winding Up Order or is passing a Winding Up resolution or Notice of Dissolution otherwise than for the sole purpose of amalgamation or reconstruction then in the event the Organiser may by written notice to the Exhibitor determine the contract any monies paid by the Exhibitor shall be forfeited to the Organiser who may in its discretion re-let or otherwise deal with the defaulting Exhibitor’s site.

15 Abandonment, Postponement or Interruption of exhibition

If for any reason beyond the control and not resulting from any act or default of the Organisers it shall become impracticable to hold the Exhibition or necessary to interrupt it or close it prematurely, the Organisers may take such action as they deem necessary giving such notice to Exhibitor(s) as is possible. In any such cases the decision of the Organisers shall be final and the Exhibitor(s) shall not be entitled to any compensation or to the return of any monies paid or deposited. If the Exhibition be abandoned, interrupted or prematurely closed for any reason other than the above or in circumstances such as shall enable the Organisers to reclaim the rent paid for the use of the premises, then the Exhibitor(s) shall be entitled to the return of all deposits and other monies paid to the Organisers but to no other compensation.

16 Advertising matter

Under no circumstances will Exhibitors be allowed to distribute advertising and printed material from anywhere other than their stand, nor in any such manner as to cause annoyance or disturbance to other Exhibitors. In the event of complaints, the matter shall be referred to the Organisers for the decision. Exhibits or other devices which emit sound must be operated and controlled so that there is no disturbance to other Exhibitors and/or Visitors. The flying of gas or air filled balloons is subject to written permission of the Organisers and written clearance and approval of the CAA. Any company, organisation or individual who wishes to sponsor any aspect of the Exhibition must be an Exhibitor or clearly demonstrate to the Organisers an equivalent contribution to the Exhibition. The Organisers reserve the right to prohibit as unsuitable or as annoying to visitors or other participants:

(a) Any display features or advertising material – unless as part of sponsorship package

(b) Any sales method or demonstration

17 Exhibition services

The Organisers does not undertake to make any attempts to provide services for the Exhibition and accepts no responsibility for breakdown or failure of any such services or for any delays during the delivery and collection periods.

Exhibiting companies who have not completed and returned risk assessments and/or method statements prior to the event will not be allowed on site.

18 Storage

The Exhibitor shall be responsible for the removal from the Exhibition site and storage of all crates and empty cartons not required on his stand.

19 Admission

Admission to the Exhibition will be restricted to the persons who, in the opinion of the Organisers, have a legitimate, professional interest in the subject of the Exhibition. The Organisers reserve the right to refuse admission to any person or persons to the Exhibition without assigning any reason. Children under 16 years of age are prohibited from attending the Exhibition with the exception that, as long as each child is accompanied throughout by an adult or in an organised school party as agreed by the Organiser. Nobody under the age of 16 years will be allowed on site during build-up or break-down periods. Dogs will not be permitted to attend the event (with the exception of Assistance Dogs).

Exhibiting companies who have not completed and returned risk assessments and/or method statements prior to the event will not be allowed on site.

20 Right of rejection

Exhibits are admitted to the Exhibition, and shall remain there, solely on strict compliance with these Terms and Conditions and any other Rules, Regulations or Directives as set out in the Exhibitors’ Manual. The Organisers reserve the right to prohibit in whole or in part, and reject any Exhibitor or his representatives in the case of failure to comply with these Terms and Conditions and all site Rules and Regulations as specified in the Exhibitor Manual. There shall be no return of payment if such rejection or prohibition is deemed necessary by the Organisers. If requests or confirmations are made to exhibitors and no reasonable response has been received, the Organisers reserve the right to reject the application.

21 Consent

The Exhibitor agrees consent to being part of the filming, sound recording and photography of the Event and grant the Organisers the right to use, and allow others to use, in perpetuity all or any part of such film, sound recording and/or photograph the Exhibits by any means in all media worldwide.


Once purchased, tickets cannot be transferred, exchanged, refunded or returned unless the event is cancelled, moved to another date, or if details of the event are significantly changed after an order is placed (significant changes being a change of venue, change of date and time or if a venue is closed unexpectedly for any reason).

In the event of the cancellation of an event by the organiser / promoter (ie a cancellation due to circumstances beyond the Organiser's control), the Organiser will only refund the face value of the ticket. The Organiser will use best endeavours to contact purchasers either by phone, email or in writing (using the details provided by the purchaser at the time of ordering) and advise them to return the tickets. Please note, however, it is the customer's responsibility to check whether the event is going ahead at the scheduled date, time and venue, and RAIL MEDIA cannot guarantee that they will inform the customer of any changes to the event date, time or venue.

For Returns Contact:

Rail Live 2016

Rail Media House

Samson Road


Leicestershire LE67 3Fp

Telephone: 01530 56 00 26

We advise the use of secure mail when returning tickets as the Organiser will not take responsibility for lost or undelivered tickets. On receipt, RPL will refund the customer the face value of the tickets using the same method as used to purchase them.

If an event is moved from its advertised venue and / or the date is changed, tickets already purchased may remain valid should the customer wish to attend the revised event. If not, the Organiser will refund the face value of the tickets only when the ticket holder requests and returns the tickets before the event has occurred. the Organiser will notify all purchasers by phone, email or in writing (using the details provided at the time of ordering) to advise on the validity of the tickets and the procedure for obtaining a refund. Refund requests will usually be accepted up until 1 week prior to the revised event, or 3 days after notification of the change (whichever is the later) unless otherwise notified. In the event of a change at short notice (within 1 week of the event) RPL will notify purchasers of the conditions that apply, and offer a refund, if these are not agreeable. Please note, however, it is the customer's responsibility to check whether the event is going ahead at the scheduled date, time and venue, and RPL cannot guarantee that they will inform the customer of any changes to the event date, time or venue.

Should the headline artist not appear or if the line up or content is substantially changed from the advertised line up or content, then the Organiser will refund the face value of the tickets.

If the Organiser is unable to fulfill an order for any of the reasons below the customer will be entitled to a full refund, including any booking fee charged:

the Organiser despatch your order to the wrong address and cannot provide replacement tickets

the Organiser do not despatch your order and do not arrange for the tickets to be available for collection

Any other similar circumstances where the Organiser has acted with negligence or where we may have acted in breach of contract

Customers are advised to check their purchase upon receipt.

It is the responsibility of the customer to inform the Organiser of any change of address, contact phone number or email address, both before and after receipt of the goods. Please note that our preferred method of contact for customers booking online is by email, so care should be taken to provide a current, valid email address.

The right to admission to an event or attraction is reserved by the promoter and event venue or attraction, who may take health and safety, environmental and security concerns into account at their reasonable discretion, and may from time to time carry out security searches. the Organiser would advise customers that no refunds will be offered to customers who are refused entry or ejected from a venue or attraction on account of late arrival, being (or appearing to be), abusive, threatening, drunken or other antisocial behaviour (including smoking in no smoking areas), carrying offensive weapons or illegal substances, declining to be searched, or making unauthorised audio, video or photographic recordings.

If it becomes impractical to post tickets out, due to the proximity of an event or circumstances beyond our control, we reserve the right to make tickets available for collection at the venue or attraction immediately prior to the event. Customers will be notified by phone, email or in writing (using the details provided at the time of ordering) if this becomes necessary.

By ordering you agree that the tickets are for the personal use of you and your party only, and will not be resold or transferred. Any resale or attempt to resell the tickets at a price higher than purchased will result in your orders being cancelled without prior notification.

You consent to being part of the filming, sound recording and photography of the Event and grant the Organiser the right to use, and allow others to use, in perpetuity all or any part of such film, sound recording and/or photograph of yourself by any means in all media worldwide.

If tickets that are despatched are returned to the Organiser as "addressee unknown", we reserve the right to cancel the order.

In order to prevent fraud and to protect both parties, you may be asked to provide additional information after your booking so that we can verify your purchase.

The Organiser reserves the right to limit the amount of tickets available to the individual booker.

We will not share your personal information for marketing or any other purposes without your consent unless where required by law.


Despite the Organiser taking all reasonable precautions, unavoidable accidents can happen. In respect of these you are present at your own risk. The most significant personal safety hazard at this event will be slips, trips and falls associated with the rabbit burrowing – please watch your footing at all times and in all areas of the showground.

The minimum requirement for PPE is a HiViz upper body garment; we recommend you wear stout shoes or safety footwear.

There is no need for you to step on to the ballast and definitely avoid stepping on the rails or sleepers, or crossing between parked rolling stock at any time in the show – if you need to access rolling stock or the trackside area for a demonstration … then do so with the guidance and supervision of the exhibitor concerned.

All generators must be diesel powered and absolutely no hot refuelling to take place during the duration of the show.

You must wear your badge, pouch and lanyard visibly at all times (failure to do so may mean that you are requested to leave the show ground); do not venture past the marked extremities of the show.

Once unloaded cars HAVE to be parked in the exhibitor car park and that cars or car-derived vans need to be unloaded in 30mins or less, Transit type vans in 45 mins or less and luton/flatbed lorries in one hour or less (all car passes will have time stamped on them as well as needing mobile phone contact for the driver and lead on-site POC for the exibiting company etc)

By entering the Rail Live 2016 exhibition, you agree that you understand safety briefing and agree to the event terms and conditions.

First Aid point is in Area G; Food is located in Areas E G & L; Toilets in Areas J and L; the Park and Ride pick up (back to the airfield car park) is by the show entrance Area D.