By submitting this booking form, you accept the terms and conditions below. If you have any questions, please contact us before submitting the form.
1. Definitions
In these regulations:
“Exhibition” / “Event” refers to the FFLM 20th Annual Conference 2027.
“Exhibitor” includes any person, firm, company, association, organisation and its employees, servants or agents allocated space for exhibiting.
“Organisers” means the Faculty of Forensic & Legal Medicine (FFLM).
“Premises” refers to the Apex Grassmarket Hotel, Edinburgh.
2. Liability and Insurance
The Organisers accept no liability for any loss, damage or injury to property, goods or persons arising in connection with the Event. Whilst the Organisers will endeavour to protect exhibition property, responsibility for such property remains entirely with the Exhibitor.
Exhibitors must ensure they have full indemnity insurance covering loss, damage or injury to goods and persons, and must also hold appropriate Public Liability Insurance (PLI). This requirement applies to all exhibitors, including charities and not‑for‑profit organisations. Exhibitors unable to provide evidence of PLI will be refused entry.
Exhibitors are responsible for any damage caused by them, their employees, agents or contractors, and must indemnify the Organisers against all resulting claims, liabilities and expenses.
3. Health, Safety and Venue Regulations
Exhibitors must comply with all current Health and Safety legislation and cooperate with the Organisers to ensure a safe environment for all attendees.
No nails, screws, adhesive materials or other fixtures may be attached to any part of the Premises. Any damage caused will be invoiced to the responsible Exhibitor.
Electrical equipment must display current, signed inspection labels or relevant certification.
At the end of the Event, Exhibitors must remove all property brought onto the Premises. Failure to do so will result in storage and handling charges.
4. Payment
Payment must be made in full within 30 days of invoice or prior to the Event—whichever is sooner. Failure to pay will result in refusal of entry, and the Exhibitor will remain liable for the full stand cost and any additional charges.
5. Cancellations
Refunds for cancelled stands will only be issued if the exhibition is fully sold out and the space can be resold. Every effort will be made to re‑sell stand space.
6. Applications and Allocation of Stand Space
Applications must be made on the official booking form. Acknowledgement and an invoice will be issued within 7 working days.
Stand allocation will take account of the order in which forms are received. The Organisers may refuse any application or prohibit any exhibit at their discretion.
Exhibitors may not display or promote goods or services other than their own or those of named principals without written permission. Displaying membership or affiliation to organisations or associations also requires written permission.
The Organisers may alter the exhibition layout if necessary, though every effort will be made to maintain the published plan.
7. Sub‑letting
Sub‑letting or licensing stand space is not permitted. Exhibitors may not promote products or services of non‑exhibiting firms unless they are the UK selling agent or have written permission from the Organisers.
8. Bankruptcy or Liquidation
If an Exhibitor becomes bankrupt, enters liquidation (other than voluntary liquidation for reconstruction), or has a receiver appointed, the contract will terminate immediately. Stand space will be cancelled and all sums paid will be forfeited.
9. Occupation of Stand Space
Exhibitors and their contractors may access the Premises at times notified for stand fitting and dressing. Failure to take possession of a stand allows the Organisers to re‑let the space, with all monies paid forfeited.
Provisional timings are stated in the prospectus.
10. Data Consent
Your data may be shared with:
- Exhibition stand contractors
- The Event Organising Committee (name, job title, organisation, town/city)
- A third‑party badging company, if relevant (name, job title, organisation, email)
- For e‑conferences, the AV provider (name, job title, organisation, email)
11. General Conditions
The Organisers control the exhibition areas; Exhibitors control their own stands. The Organisers’ decision is final on any matter not covered in these regulations.
Exhibitors must comply with all requirements of relevant authorities, the venue’s terms of agreement, and the Organisers’ insurance policies.
The Organisers reserve the right to refuse or withdraw any booking at their absolute discretion. In such cases, payment will be refunded.
