By submitting a booking request through the Organiser’s website, the Exhibitor is making an offer to contract with the Organiser on these Terms and Conditions and the terms set out in its booking request. The Organiser may clarify or amend the offer set out in the booking request in discussion with the Exhibitor and if the Exhibitor agrees in principle with the clarifications/amendments this will amount to a subsequent offer made by the Exhibitor that replaces and supersedes the earlier offer.  

Once the Organiser has accepted an Exhibitor’s offer by issuing an invoice a binding contract will be formed. The Organiser will not accept any alternative terms and conditions imposed by the Exhibitor after a binding contract has been formed and any subsequent cancellation of the contract by the Exhibitor will be governed by the relevant terms set out below. 

Sponsorship packages include an exhibition space and various sponsorship and advertising opportunities as outlined in the sponsorship and exhibition brochure. Satellite Sessions are only available to companies who have purchased a sponsorship package.  

Sales of Sponsorship Packages open from 11am on 26 November and a booking form is required to be completed via the BAUS website. Packages will be offered on a first come, first served basis and BAUS will contact the nominated Company Representatives to confirm the Sponsorship Package.  

As soon as Sponsorship Packages are allocated by the Organiser and accepted by the Sponsor, full payment of the cost (including VAT at the prevailing rate) will be requested by invoice.  

Each company must nominate one individual who will act as liaison with BAUS throughout the planning of the meeting and satellite session. This contact will be responsible for providing the information to BAUS on the given deadlines. The deadlines will be provided by BAUS in a detailed overview. If a deadline is missed, BAUS reserves the right to not include/substitute the programme. 

BAUS reserves the right to review the programme. This should include TITLE, EXPLANATORY PARAGRAPH (no more than 50 words), TITLES OF TALKS, SPEAKERS’ NAMES AND TOWN/CITY IN WHICH THEY WORK. 

THE PROGRAMME MUST AVOID ANY UNDUE COMMERCIAL BIAS & MUST FOLLOW BAUS’ VALUES ON EQUALITY, DIVERSITY, AND INCLUSION – FAILURE TO FOLLOW THESE VALUES MAY RESULT IN THE PROGRAMME BEING ALTERED. The programme must also include details of any additional arrangements such as special licenses from the Performing Rights Society. It will be the Exhibitor’s responsibility to ensure such arrangements are made for any satellite session while ensuring the BAUS office is kept fully informed. BAUS will add a disclaimer regarding the content of each satellite session in the Scientific Programme. 

Letters of invitation to speakers will be sent directly from the sponsoring company, who will be responsible for all speakers’ registration, travel and hotel expenses.  

Please note: All speakers must be registered as delegates not exhibitors. 

Companies will have access to all audio-visual resources installed by BAUS. These include media check, projection and audience microphones. Additional AV requirements, including consultancy, must be ordered in advance from the BAUS AV provider (ClarkEvents) and will be invoiced directly to the Exhibitor. No other audio-visual company may be used within the venue.  

Site visits will be available at Olympia in early 2026 arranged by BAUS for representatives of companies booking a sponsorship package. Sponsor representatives are recommended to attend this meeting, as this meeting provides the opportunity to view where satellite sessions will take place. Opportunities will be available to meet representatives from Olympia (including the in-house caterers from whom any pre-or post-satellite catering must be ordered) and the AV provider (ClarkEvents).  

The exhibition plan and stand booking form will be available on the BAUS website and emailed to companies on the Organisers’ mailing list. Stands are then allocated as soon as the application forms are received by the Organisers, on a first-come, first-served basis.  

Companies with a sponsorship package will have priority booking and their stands are allocated prior to the general release date.  

The submission of a Stand Booking Form, together with the allocation by the Organisers and acceptance by the Sponsor/Exhibitor and the issue of an invoice, shall be deemed to be a contract in acceptance of and in accordance with these Terms and Conditions. The Organiser reserves the right to refuse any application.  

The charge for Shell Scheme space is £380 per square metre, plus VAT at the prevailing rate. The charge for Space Only is £350per square metre, plus VAT at the prevailing rate. 

In the event of a change in VAT rate during the planning of the exhibition, the amended rate will apply to all invoices issued following that date of change. Details of what is included in the cost of stand space are listed in the 2026 Sponsorship and Exhibition brochure.  

If, after allocation of stand space to an Exhibitor, the Exhibitor wishes reduce the stand space allocated, the Organiser will endeavour to re-let the stand space not required by the Exhibitor. If they are unable to do so, the Exhibitor shall remain liable to pay the full charge for the stand space that has been allocated. If the Organiser can re-sell the space, a cancellation charge of 25% of the total charge for the stand will be made. Requests to reduce stand space must be confirmed in writing and stand space cannot be released for resale until such requests are received by the Organisers and are acknowledged.

The charge for Shell Scheme space is £380 per square metre, plus VAT at the prevailing rate. The charge for Space Only is £350per square metre, plus VAT at the prevailing rate. 

In the event of a change in VAT rate during the planning of the exhibition, the amended rate will apply to all invoices issued following that date of change. Details of what is included in the cost of stand space are listed in the 2026 Sponsorship and Exhibition brochure.  

Whilst every endeavour will be made to adhere to the published layout of the Exhibition, the Organiser shall be entitled to alter the layout if, in their opinion, this is in the general interest of the Exhibition.  

An invoice will be sent on allocation and acceptance of the Exhibitor’s stand or on confirmation and acceptance of the sponsorship package. Full payment will be due 30 days from date of invoice. 

If payment is not received by the due date, the Organiser reserves the right to release the package back for general sale. Under no circumstances will a company be allowed to exhibit at the meeting unless full payment has been made in advance. 

Payments may be made by cheque, debit/credit card (American Express, Mastercard, Visa and Maestro only), or bank transfer.  If you wish to pay by bank transfer, please quote ‘BAUS 2026’ and give the name of your company when making your remittance to the BAUS bank account. Any charges incurred on a BACS, IBAN or similar electronic transaction must be met, in full, by the company making the payment. 

Remittance Advice must be forwarded to the Organiser. 

If, after allocation to an Exhibitor or Sponsor, the Exhibitor/Sponsor wishes to cancel, the Organiser will endeavour to re-let the stand space not required by the Exhibitor or the sponsorship package not required by the Sponsor. If they are unable to do so, the Exhibitor/Sponsor shall remain liable to pay the full charge for the booking. If the Organiser can re-sell, a cancellation charge of 25% of the total charge will be made.  

All such requests must be confirmed in writing. Any participants who fail to arrive at the exhibition by the designated times shall be liable for any additional costs that may be incurred by the Organiser, due to non-participation.  

The Organiser reserves the right to cancel any booking or offer alternative facilities without any liability on its part in the event of:  

Any occurrence beyond its reasonable control which shall prevent the Organiser from performing its obligations in connection with the booking  

The booking being, in the Organisers opinion, prejudicial to the reputation of the Organisers, the Venue, or third-party suppliers  

The Exhibitor being in arrears of payments due  

The Organiser becoming aware of any alteration in the Exhibitor’s financial situation 

The licence of the Venue for the Exhibition shall be from 08:00 13 June 2026- 20:00 17 June 2026. There shall be no access to the facility before and after these dates and times and no deliveries or collections of materials will be permitted before the licence commences. All materials must be removed from the facility by the end of the licence.  

The Exhibitor, their employees, agents, and contractors, may enter the Exhibition area for the purposes of building and preparing exhibit/s during the build-up days. Provisional timings: 

• Saturday 13 June 2026: 08:00-20:00 Space Only Build 
• Sunday 14 June 2026: 08:00-20:00 Space Only Build Continues (14:00-20:00 for Shell Scheme Exhibitors) 
• Monday 15 June 2026 08:00-08:30 (for final dressing and preparation ONLY) 

All stands must be complete and ready for the Exhibition opening by 08:30am on Monday 15 June. In the event of an Exhibitor failing to take possession of their allocated stand space, the charges for such allocated stand space will nevertheless remain due to the Organiser. The Organiser shall have the right to refuse to permit the Exhibitor to occupy or use the stand space until all sums due to the Organisers from the Exhibitor have been paid.  

Each stand must be open for viewing and staffed during Exhibition open hours and during such other functions that may be staged in the Exhibition area. Upon being required to do so by the Organiser, the Exhibitor shall cease to employ at the Exhibition any employee or Sub Contractor of the Exhibitor who shall be guilty of any conduct which, in the opinion of the Organiser, is prejudicial to the proper management of the Exhibition. Removal of exhibits and dismantling of stands may not commence until 14:45 on Wednesday 17 June and must be completed by 20:00 on this day.  

All exhibits, displays, stand fittings, materials, carpet and flooring, waste materials and other things brought to the Exhibition Hall by the Exhibitor and/ or Sub Contractor must be removed by 20:00. A detailed programme for the breakdown of the Exhibition will be included in the Exhibition Manual.  

Notwithstanding anything contained elsewhere in these terms and conditions, the Exhibitor shall at all times, and insofar as they are applicable, observe and perform the standard Conditions of Hire for Olympia in force at the time of the Exhibition, which, together with these and other Rules and Regulations pertaining to the operation of the Exhibition, will be included in the Exhibition Manual available to all exhibitors in January 2026. 

• No Exhibitor will be permitted to install an Exhibit in such a manner as, in the opinion of the Organisers, obstructs the light or impedes the view along the open spaces or gangways 
   
• The Venue reserves the right to examine and exclude any exhibit 
   
• No Exhibitor will be permitted to install display material or exhibits that contravene security regulations as laid down by the Venue  
   
• Gangways must be kept clear and free for passage always and must not be littered or obstructed  
   
• No display shall overhang gangways or project outside the individual stand space  
   
• Stands not adhering to hall layout plans will be dismantled without consultation and taken back to recognised stand limit  
   
• No display, stand fitting or exhibit shall exceed the wall height of 4 metres  
   
• No uninterrupted walls of more than 3 metres in length may be built along gangways  
   
• Solid runs of walling should take up no more than 50% of any open side 
   
• Smaller structures (e.g. features, towers, etc.) no higher than 4 metres will be considered pending sight of stand plans and subject to physical height limitations in the venue  
   
• Rigging will not be allowed at Olympia unless confirmed by Orhganiser
   
• Space only Sub Contractors will be allowed into the Exhibition Hall from Saturday 15 June at 08:00am.
   
• All construction must be completed by 20:00 on Sunday 16 June. The period from 08:00 to 08:30 on Monday 17 June final stand dressing purposes, only.  
   
• In the event of an emergency or malfunction of an exhibit during the open period of the Exhibition, the Exhibitor must seek direction from the Organiser before any repairs are undertaken. Ladders and other access equipment are not permitted to be used in the Exhibition during the open period unless any malfunction of the Exhibit shall create a danger to visitors.  
   
• All structures and materials, including signs, shall conform to the requirements of the Organiser as laid down by the regulations of the Venue, a copy of which will be included in the Exhibition Manual.
   
• All movement of and fixtures to the shell scheme must be carried out by the Main Contractor 
   
• The only permitted fork lift trucks permitted to enter the exhibition hall during the building and break down periods shall be those of the official freight handling company, employed by the Organiser  
   
• There is no storage space available within the Venue for packing materials. All packing materials must be stored away from the Venue. Anything remaining after 20:00 on Wednesday 17 June will be disposed of and waste charges will be payable by Exhibitor 
   
• The Exhibitor opting for the SPACE ONLY option shall submit plans of their stand/s, with the form provided in the Exhibition Manual, to the Organiser by Friday 15 May for approval by the Organiser and Venue. The plan must show the floor plan and elevations of the stand structures and the location of any features, the dimensions of which must be clearly marked on the plans. The floor plan must also indicate the position where the main electrical connection will be required to be positioned.  

The Exhibitor and Sub Contractor must undertake to abide by the decision of the Organisers on all matters relating to the employment of labour in connection with the Exhibition.  

Additional lighting and power services will be available to the Exhibitor through the Electrical Contractor. A schedule of services and charges will be published in the Exhibition Manual. Exhibitors may provide their own electrical fittings, where such fittings are in the form of made-up units, showcases, signs, etc., complete and ready for connection to mains supply. All electrical installations must comply with the relevant Institute of Electrical Engineers and Venue regulations and are subject to inspection and test by the Electrical Contractor, before electric power is provided to them.  

The Exhibitor will be responsible for ensuring compliance with all Health and Safety Regulations imposed by the Organiser and the Venue, as detailed in the Exhibition Manual. Separate Health and Safety Risk Assessments and Methods of Application will be required for the Build/Strike period and the Open Period of the Exhibition. Where the Risk Assessment for the Build/Strike period of the Exhibition is supplied by a Sub Contractor, the Exhibitor shall remain responsible for ensuring compliance with this and shall be responsible for any infringement of the Health and Safety Regulations of the Venue and the Organisers. Anyone wishing to gain access to the Exhibition area during the build and strike of the Exhibition shall be required to wear high visibility waistcoats or jackets.  

Sponsorship Packages: 

• Diamond - 12 x Exhibition Only Badges and 10 x Exhibitor All Access Passes 
• Platinum - 10 x Exhibition Only Badges and 8 x Exhibitor All Access Passes 
• Gold - 8 x Exhibition Only Badges and 6 x Exhibitor All Access Passes 
• Silver- 6 x Exhibition Only Badges and 4 x Exhibitor All Access Passes 
• Bronze - 4 x Exhibition Only Badges and 4 x Exhibitor All Access Passes 

Standard Exhibition Package: 

• 0-36 sqm - 2 x Exhibition Only Badges and 2 x Exhibitor All Access Passes

Exhibition Only Badges are for access to the exhibition hall only, no access to conference sessions. Exhibitor All Access Passes are for access to the exhibition hall and the conference sessions. Both Exhibition Only and Exhibitor All Access Passes include lunchtime catering.  

Additional Exhibition Only and Exhibitor All Acccess Passes can be purchased by contacting BAUS.  

Personnel from companies that do not have an exhibition stand are not permitted to attend the exhibition or conference sessions. Badges are non-transferable. 

Badges/Wristbands for Sub-Contractors employed by Exhibitors for the construction of their Exhibit shall be valid from Saturday 15 June at 08:00 – Monday 17 June at 09:00 and from 14:30 to 20:00 on Wednesday 17 June. Sub-Contractors requiring access to the Exhibition during the open period, for the purpose of providing stand-by support services, must be in possession of a Badge/Wristband.  

We ask that alcohol is not served from exhibition stands. 

Exhibitors should note that Olypmia are the “tied contractor” of the Venue for the provision of food and beverages on exhibition stands. They reserve the right to make “corkage” charges on any food and drink brought into the exhibition, not supplied by themselves. 

Nightly stand cleaning is included in the charge for stand space, but Exhibitors are responsible to the Organiser for seeing that their stands are maintained in a clean and orderly state.  

Exhibitor is fully responsible for removal and disposal of any waste created during build/break down and throughout the live event. Waste at Olympia is chargeable and bins can be ordered in advance, details of which will be outlined in the Exhibitor Manual. Any waste left at the end of the event will be charged directly to the Exhibitor. 

No exhibit or working demonstrations that involve substances of a dangerous, explosive or objectionable nature may be brought on to the premises without prior written consent. Permission to bring in any compressed gases, regardless of whether volatile or not, must be sought in advance from the Organisers. Exhibitors wishing to use Laser Equipment should contact the Organiser to discuss Health and Safety implications.  

Should a petrol or diesel-powered motor vehicle wish to be displayed on an exhibition stand, the vehicle should be capable of being moved from the loading area to the exhibition stand by manual means and the vehicle should contain an absolute minimum amount of fuel, the battery connections should be disconnected and isolated utilising insulating tape and a drip tray must be positioned beneath the engine to collect any drips or spillage.  

No living creatures will be permitted to be on display on any exhibition stand. 

The use of broadcast television or radio transmissions, whether terrestrial, digital, internet or satellite on exhibition stands is not permitted by the Organiser unless such broadcast is specifically relative to the content of an exhibit, such as the live broadcast of a medical procedure. Requests to include such a broadcast must be submitted to the Organiser in advance and accommodation must be included within the confines of the exhibition space booked, to allow the audience to view such broadcast from within the confines of the exhibition stand.  

In accordance with the requirements of the Local Fire Authority, all materials used in construction work, displays, etc., must be effectively fireproofed, or made of non-flammable materials. Counter backs and curtains must be cut off at least 150mm clear of the floor. Packing materials, litter and the like must be removed from the Exhibition area. Fire extinguishers are available within the exhibition area. The Exhibitor must comply with any instructions given by The Venue, the Local Authority, and the Organiser to avoid the risk of fire.  

No painting is to be carried out in the Exhibition areas. The fixing of display material to the shell scheme will be permitted only by methods laid down by the Organiser. Nothing may be affixed in any manner to any part of the Exhibition Hall, walls, doors or ceilings, nor may any part of the Exhibition building be damaged or disfigured in any way. The Exhibitor shall be responsible for any damage caused to the facilities or the furnishings, equipment or any part of the venue or grounds, therein by the act, default or neglect of the Exhibitor, Sub Contractor or guest of the Exhibitor and shall pay to the Organisers on demand the amount required to make good or remedy any such damage and for any loss of business caused as a result.  

The Organiser will provide a site security service during the period of the licence but shall be under no liability for loss or damage. For the purposes of security, Identification Badges must be always worn by the Exhibitors and their staff and Sub Contractors within those parts of the Venue being used for the conference and exhibition. Admission to these areas will not be permitted to personnel without badges.  

Sub-letting or licensing the use of stand space is not permitted, neither may the products or services of firms not exhibiting be promoted or displayed as exhibits, except where the Exhibitor is the authorised selling agent for such products or firms, or express written permission has been obtained from the Organiser.  

The Organisers shall not be liable for any claim arising from death or bodily injury or damage to property arising in connection with the erection and dismantling of the Exhibitor’s stand and anything permitted or omitted during the period of the Exhibition or the build-up or breakdown periods caused directly or indirectly by the Exhibitor or any contractor of his. The Exhibitor will indemnify the Organiser in respect of each such claim and all actions, proceedings, costs, claims, and demands in respect thereof. The Exhibitor shall affect adequate insurance in respect of all such claims, and the liability thereby assumed by the Exhibitor.  

The Organisers do not accept liability for any loss or damage from any cause whatsoever, in respect of any property brought to the Exhibition premises by the Exhibitor or his contractors. The Exhibitor releases and indemnifies the Organisers in respect of any loss or damage to such exhibits and other property whether it is his property or not. The Exhibitor shall adequately insure all such property in the joint names of himself and the Organisers on a full “All Risks” basis for a sum insured equivalent to the full value of all exhibits and other property brought to the Exhibition. If required, the Exhibitor shall provide the Organisers with satisfactory evidence that adequate insurance is in force. 

If the Exhibition is postponed, cancelled or abandoned by reason of war, fire, storm, explosion, national emergency, labour dispute, strike, lock-out, civil disturbance, inevitable accident, force majeure, the non-availability either wholly or partially of the Exhibition premises, or any other cause not within the control of the Organiser, the Organiser shall be under no liability to the Exhibitor in respect of any actions, claims, losses, costs or expenses whatsoever which may be brought against or suffered or incurred by the Exhibitor, as the result of any such event. If, by rearrangement or postponement of the period of the Exhibition, or by substitution of other premises, or in any other reasonable manner, the Exhibition can be carried through, the contracts for space shall be binding upon all parties, except as to the size and position, as to which any modification, substitution or rearrangement considered necessary by the Organiser shall be determined.  

If the Exhibitor, their employees, agents, or Sub Contractors, should fail to remove all property or otherwise fail to vacate the Exhibition premises by DATE AND TIME due to any cause whatsoever, the Exhibitor shall be fully responsible for any penalties imposed by the Venue, or any other losses or costs incurred by the Organiser because of the Exhibitor failing to vacate the premises by the agreed time. The Organiser may remove any property of the Exhibitor left at the Venue by the Exhibitor and/or Sub Contractor after the said time and the costs of such removal shall be paid by the Exhibitor to the Organiser on demand.  

Insurance can be affected to meet the requirements of the above terms and conditions (Public Liability, Insurance of Exhibits, Postponement or Abandonment and Failure to Vacate) and it is recommended that Exhibitors arrange such insurance as offered by specialist exhibition insurance companies.  

Further technical information concerning the Exhibition, together with order forms for services, will be available to Exhibitors in the Exhibition Manual. The Organiser reserves the right to change prices due to increase in suppliers’ costs, tax, duty, and any changes in VAT. 

The Organiser reserves the right to object to the employment by Exhibitors and guests of any photographer, toastmaster, band, musician or other persons in connection with the Exhibition and will, without obligation, be pleased to give Exhibitors the benefit of their advice or recommendation in this connection. It shall be the responsibility of the Exhibitor to ensure that, where applicable, Performing Rights Society Forms are completed by any band or musicians employed by the Exhibitor and for the use of any pre-recorded music used as part of audio visual or similar presentations.  

These Terms and Conditions shall be governed by the laws of England and shall be subject to the exclusive jurisdiction of the English courts. 

If any provision of these Terms and Conditions is held by any competent authority to be invalid or unenforceable in whole or in part, the validity of the other provisions of these Terms and Conditions and the remainder of the provision in question shall not be affected. 

The Organisers undertake to give the fullest sympathetic consideration to the interests of the Exhibitors. Should any question arise which is not provided for within these Terms and Conditions, the Organisers’ decision must be accepted as final where, in the Organisers’ opinion, the needs of the correct conduct of the Exhibition make an immediate decision imperative. Whilst they are binding on the Exhibitor, it is recommended that a copy of these Terms and Conditions be provided to Sub-Contractors responsible for the design and construction of Exhibits.