Exhibitor Terms & Conditions

The UK University & Apprenticeship Expos · Version 1.1 · Issued 16 July 2026

Please read these Terms carefully. They contain terms that affect your rights, obligations and remedies in connection with reserving and taking Exhibition Space at an Expo — including our cancellation policy (clause 6), the attendance and design-capacity position (clause 8), and limits on our liability (clause 16).

1.Definitions

Affiliate: an entity that directly or indirectly controls, is controlled by, or is under common control with a party from time to time.
Agreement: the contract between you and us formed as described in clause 4, incorporating these Terms, our Privacy Policy, your invoice, and your Joining Pack.
Build Day: the exhibitor set-up day (typically the day before the public days) on which the Official Contractor builds shell schemes and installs ordered Extras, and you may dress and set up your Stand.
Candidate: an individual attending an Expo — including students, apprentices, undergraduates, graduates and career changers.
Candidate Lead: the contact and interest details of a Candidate captured by you at an Expo through FairTap™, where the Candidate has consented at the point of scan to share those details with you.
Exhibition Space / Stand: the shell-scheme stand allocated to you under your package (Standard Shell, Double Shell or Premium Shell), including the walling, fascia nameboard and carpet described for that package.
Exhibitor / you: the organisation that has reserved, secured or provisionally secured Exhibition Space at an Expo, whether online or by invoice.
Expo / Event: a University & Apprenticeship Expo organised and managed by us at a Venue, operated by us as the premium exhibition division of The UK Careers Fair.
Extras: any goods or services beyond the standard package inclusions — for example furniture, electrical/power, AV, additional FairTap™ scanners and large-format graphics — ordered separately through the Official Contractor.
FairTap™: our proprietary candidate-connection technology by which a Candidate's consented details are captured to your dashboard.
Joining Pack: the information pack we provide ahead of an Expo containing venue, timing, access and logistics details.
Official Contractor: GES, or such other stand contractor as we appoint from time to time, which builds shell schemes and supplies and installs Extras at the Expos.
Reservation: your online or written request to take Exhibition Space at one or more Expos, as described in clause 4.
Services: the services we provide, including provision of a shell-scheme Exhibition Space at the selected Expo(s), a dedicated exhibitor management contact, an exhibitor profile and dashboard, the FairTap™ platform for capturing consented Candidate Leads, directory and website listings, and pre-event promotion, as described for your package.
Terms: these Terms and Conditions, our Privacy Policy, and any additional or special terms we make you aware of from time to time.
Venue: the location we have reserved where an Expo takes place.
We / us / our: The UK Careers Fair Limited, company number 11482834, registered office Sentinel House, Ancells Business Park, Fleet, Hampshire, GU51 2UZ, United Kingdom.
Website: https://www.ukcareersfair.com (including /expos) and any other website of The UK Careers Fair Limited or its Affiliates.

2.Acceptance of these Terms

Your use of the Website, and the Services if you enter an Agreement with us, are conditional on your acceptance of and compliance with these Terms. By reserving Exhibition Space, requesting an invoice, or ticking the acceptance box in the reservation form, you agree to be bound by these Terms. If you do not agree, you must not reserve Exhibition Space. We may update these Terms from time to time; the version in force when your Agreement is made remains the version that governs that Agreement.

3.Authority & age

You must be at least 18 years of age and authorised to enter into an Agreement on behalf of your organisation. By reserving Exhibition Space you represent and warrant that you are at least 18 and may legally bind the Exhibitor.

4.Reservations, confirmation & payment

Reservation. You reserve Exhibition Space by selecting your Expo destination(s) and package on the Website and submitting the reservation form, or by contacting our team. No payment is taken at the point of reservation. A Reservation is a request to book and does not by itself form a binding Agreement.
Confirmation & invoice. Our team confirms availability and, if your Reservation is accepted, issues you an invoice. Our issue of an invoice denotes acceptance of your Reservation and forms the Agreement, which incorporates these Terms. Your Stand is secured on confirmation.
Payment terms. Payment must be made in full within 30 days of the invoice date, or no later than 30 days before the first day of the Expo, whichever is sooner, unless otherwise agreed by us in writing. Purchase-order or accounts-payable details you provide at reservation will be quoted on your invoice but do not vary these payment terms unless we agree in writing.
Unconfirmed reservations. Where a Reservation has not yet been confirmed and invoiced, we hold the associated Exhibition Space for a limited period only. A Reservation that has not been confirmed within 14 days may be released and the Space returned to availability, without liability to us.
Prices. Package prices are published on the Website and are exclusive of VAT, which is added at the prevailing rate. Prices may change from time to time; the price on your invoice, calculated from our live price list at the time of confirmation, is the price that applies to your Agreement.
Overdue payment. If you fail to pay by the due date we may terminate the Agreement and release your Stand; whether or not we do, we may charge interest on the overdue amount from the due date until payment, accruing daily at 4% a year above the Bank of England base rate from time to time.

5.Refusal & suitability

We may refuse or cancel a Reservation or Agreement: (a) where we cannot obtain authorisation for, or receipt of, your payment by the date stated on the invoice; (b) where there has been a pricing or description error; (c) where your organisation or proposed exhibit is, on reasonable grounds, unsuitable for the Venue, the Expo or its audience of young people and career changers; or (d) where you do not meet any eligibility criteria in these Terms. If we cancel under (b), (c) or (d) after you have paid, we will refund all sums paid for the cancelled Space, and that refund is the limit of our liability for the cancellation.

6.Cancellation by you

If you wish to cancel your reserved Exhibition Space at any Expo you must notify us in writing as soon as possible. Notice is effective on the date we receive your written cancellation. The following cancellation charges apply, calculated on the full price of the cancelled Exhibition Space (the "Exhibition Fee"):

Notice before the first day of the Expo	Cancellation charge
6 months or more	10% of the Exhibition Fee (+ VAT)
More than 3 months but less than 6 months	50% of the Exhibition Fee (+ VAT)
3 months or less	100% of the Exhibition Fee (+ VAT)

The above cancellation charges apply irrespective of whether the Exhibition Space is subsequently resold.
Where you have already paid more than the applicable cancellation charge, we will refund the difference; where you have paid less, the balance of the charge is immediately payable.
Failure to attend the Expo without prior written cancellation shall be treated as a cancellation made within three (3) months of the Expo, and the full Exhibition Fee shall remain payable.
This clause applies to Exhibition Space bookings only and excludes Extras (which are subject to the Official Contractor's terms), sponsorship packages, marketing services and any other ancillary products or services.

7.If we cancel, reschedule or relocate an Expo

We may at any time change the Venue, time or date of an Expo to a reasonably suitable alternative where we have reasonable cause. In that event we will use reasonable endeavours to provide you with Space at the rescheduled or relocated Expo as far as possible equivalent to that originally booked. If we cancel an Expo outright and do not reschedule it, we will offer you, at your option, a transfer to another UK Careers Fair event or Expo, an Event Token, or a refund of the sums paid for the cancelled Space; that offer is the limit of our liability for the cancellation.

8.Attendance & design capacity

The 2027 Expos are the inaugural edition of a new exhibition series. Any capacity figure we state (for example, "up to 4,000 candidate visits per public day") is a design and planning figure for the hall — not a guarantee, forecast or representation of actual or historical attendance. We invest in schools, colleges and candidate outreach for every Expo, but we do not guarantee any particular number of visitors, Candidate interactions or Candidate Leads, and your Agreement is not conditional on any attendance figure.

9.The Stand, shell scheme & Extras

Included. Your package includes a built shell-scheme Stand (walling, fascia nameboard with your name, and carpet) and the other inclusions listed for that package on the Website.
Extras — direct contract with the Official Contractor. Extras are ordered from, paid to, and supplied by the Official Contractor ahead of the Expo, under the Official Contractor's own terms, prices and order deadlines. Your contract for Extras is with the Official Contractor directly; we are not a party to it and accept no liability for Extras, including their availability, quality, delivery or installation. We will send you an Extras list with a dedicated ordering link and your event details in good time before each Expo.
Order deadlines. You are responsible for placing and paying for Extras by the deadlines stated on the Extras list. Orders placed late or on-site may be unavailable or subject to surcharges set by the Official Contractor.
Build & install. On the Build Day the Official Contractor builds your shell scheme and installs the Extras you have ordered. You may then dress your Stand, add your branding and set up before the public days.
Floor plan. We can provide a floor plan and space specifications on request. While we make every effort to ensure accuracy, we cannot be held liable for minor variations in the size or location of individual Exhibition Spaces, and we may adjust the floor plan where reasonably required by the Venue, safety requirements or the overall layout of the Expo.

10.Your conduct at the Expo

You must comply with all reasonable instructions of ours and of the Venue, with the Venue's regulations, and with all applicable law (including health and safety law) while at an Expo. You are responsible for your Stand, your staff and your materials, and for conducting your recruitment and promotion lawfully and honestly. Given the Expo audience includes people under 18, you must ensure your staff conduct, materials and promotions are appropriate for that audience. We may require the removal of any material, or the withdrawal of any person, that we reasonably consider unlawful, offensive, unsafe or inappropriate, and in serious cases may require you to leave the Expo without refund or compensation.

11.FairTap™ & candidate data protection

Consent-based capture. Candidates carry a personal digital pass and choose whether to share their details when your team scans it through FairTap™. You receive only the details of Candidates who have consented to share them with you.
Roles. We operate the FairTap™ platform and are the data controller for the registration and operation of the platform itself. In respect of the Candidate Leads you collect and subsequently use for your own follow-up, you act as an independent data controller and are responsible for complying with the UK GDPR and the Data Protection Act 2018, including providing your own privacy information to Candidates and honouring their rights. The parties act as independent controllers; nothing in this Agreement creates a controller–processor relationship between us in respect of Candidate Leads.
Permitted use. You may use Candidate Leads only for the purpose for which the Candidate consented, and in accordance with applicable data-protection law. You must not share, sell or transfer Candidate Leads to any third party except as permitted by law and the Candidate's consent. Candidate Leads are never shared between Exhibitors by us.
Availability, retention & security. Your consented Candidate Leads are available in your dashboard live during the Expo and remain available to view and export afterwards. You must hold exported Candidate Leads securely and retain them no longer than necessary for your recruitment purposes. We may anonymise or delete Candidate Leads from the platform where a Candidate exercises their data-protection rights or where the law requires.
Suspension. We may suspend your access to FairTap™ or your dashboard where we reasonably believe Candidate Leads are being collected or used in breach of this clause or of data-protection law.

12.Group travel subsidy

Schools and colleges bringing a Candidate cohort may apply for a travel subsidy toward coach or minibus travel. Subsidies are discretionary and subject to application, eligibility and availability, and to any separate terms of the subsidy scheme. Applying does not guarantee a subsidy, and we may amend or withdraw the scheme at any time. The subsidy scheme is for group attendees and does not form part of any Exhibitor Agreement.

13.Broadcasting, filming & photography

Filming and photography take place at most of our Expos. By attending, all attendees acknowledge that filming is occurring and that they may feature in the footage; attendance constitutes agreement to this filming and potential use of the footage in our promotional and archival material. If you do not wish to be filmed or photographed, please inform us and Venue staff before the Expo. To request removal of any personal or company media featuring you from our online or social channels, contact us and we will remove it promptly.

14.Intellectual property

The Website and all Services provided by us are our property, including all copyrights, trade marks (including FairTap™ and the University & Apprenticeship Expos branding), trade secrets, patents and other intellectual property ("Our IP"). We own all rights, title and interest in Our IP, and you will not use Our IP for any unlawful or infringing purpose, nor reproduce or distribute Our IP (including by registering any new trade marks, trade names, service marks or URLs) without our express written permission. You grant us a non-exclusive licence to use your name and logo to identify you as an exhibitor at the Expo in our directory, website listings and pre-event promotion; you may withdraw this licence in writing at any time after the Expo.

15.Indemnity

To the maximum extent permitted by law, you agree to indemnify, defend and hold harmless The UK Careers Fair Limited and its Affiliates, and their respective current, former and future officers, directors, employees, agents, successors and assigns (each an "Indemnified Party"), against any claims, causes of action, debts, damages, losses, costs, liabilities and expenses (including reasonable legal fees) relating to or arising out of: (a) your use of or inability to use the Services; (b) any content or materials you display, distribute or post; (c) your breach of these Terms or of any third-party rights; (d) any breach of third-party intellectual-property rights in material you use in connection with the Services; (e) your handling of Candidate Leads or breach of data-protection law; or (f) your violation of any applicable laws, rules or regulations — except in each case to the extent caused by our unlawful or negligent act or omission. We may, at our own cost, assume the exclusive defence and control of any matter otherwise subject to indemnification by you, in which event you will cooperate with us. You will not settle any claim that adversely affects an Indemnified Party without its prior written consent.

16.Liability

Nothing in any Agreement limits any liability which cannot legally be limited, including liability for death or personal injury caused by negligence, or for fraud or fraudulent misrepresentation.

Subject to that, our total liability to you (whether in contract, tort including negligence, or otherwise) arising out of or in connection with an Agreement shall not exceed the higher of the total price paid or payable by you under that Agreement, or £1,000.

We shall not be liable for indirect or consequential loss, loss of data, revenue, profit, business, goodwill or anticipated savings, or losses not reasonably foreseeable at the date the Agreement was made. We do not guarantee the accuracy, completeness, validity or timeliness of information listed by third parties and shall not be responsible for materials posted by third parties.

17.Warranties

We warrant that the Services will be provided using reasonable care and skill. We may amend any description of the Expo or the Services to comply with applicable law, regulatory requirements or reasonable Venue requirements, where the amendment does not materially alter the nature or quality of the Services. Otherwise the Website and Services are provided on an "as is" basis, and we disclaim all other warranties to the fullest extent permitted by law.

18.Force majeure

We shall not be in breach of any Agreement nor liable for any delay or failure to perform our obligations where that delay or failure results from events beyond our reasonable control. We accept no liability if an Exhibitor fails to attend an Expo on account of such an event affecting the Exhibitor; clause 6 (Cancellation by you) applies to any resulting cancellation.

19.Accuracy of information

Information on the Website may occasionally contain typographical errors, inaccuracies or omissions relating to descriptions, pricing, availability, promotions and offers, which we may correct. Information in the Joining Pack is compiled in good faith from Venue teams and other sources; for Venue-specific queries such as courier services, parking and accessibility we recommend contacting the Venue directly. Information given by telephone, live chat or email is provided to the best of our ability and does not vary these Terms unless confirmed by us in writing.

20.General

Entire agreement. Each Agreement constitutes the entire agreement between you and us and supersedes all previous agreements, promises, assurances, warranties, representations and understandings, whether written or oral, relating to its subject matter.
Variation. Except as set out in these Terms, no variation of any Agreement is effective unless in writing and agreed by both parties.
Waiver. A waiver of any right or remedy is only effective if given in writing, and no failure or delay in exercising a right or remedy constitutes a waiver of it.
Severability. If any provision of any Agreement is determined to be unlawful, void or unenforceable, it shall be enforced to the fullest extent permitted by law and otherwise severed, without affecting the validity of the remaining provisions.
Assignment. You may not assign or transfer your rights or obligations under an Agreement without our prior written consent. We may assign our rights and obligations to an Affiliate or to a successor of the relevant part of our business.
Third parties. No person who is not a party to an Agreement has any rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any of its terms, except that any Indemnified Party may enforce clause 15.

21.Governing law & jurisdiction

These Terms, any Agreement, and any dispute or claim arising out of or in connection with them (including non-contractual disputes or claims) are governed by and construed in accordance with the law of England and Wales, and the parties submit to the exclusive jurisdiction of the courts of England and Wales.

22.Contacting us

For questions about these Terms or your Agreement: email sales@ukcareersfair.com, call 01252 983 140, or write to The UK Careers Fair Limited, Sentinel House, Ancells Business Park, Fleet, Hampshire, GU51 2UZ.

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