National Transition Event 2027 (NTE27) - Exhibitor Terms & Conditions
Definitions
In these Terms & Conditions, the following expressions shall have the meanings set out below, unless the context requires otherwise:
Agreement means the agreement between the Exhibitor and the Organiser under which the Exhibitor agrees to purchase an Exhibitor Space for the Event. Details of the offer are included in:
the NTE Launch webinar (slides and recording); and
the Exhibitor Application form
Application for Exhibitor means the application submitted via the Exhibitor Application form.
Breakdown Period means the period during which all Exhibits and Stands must be removed from the Venue.
Exhibitor Space means the area allocated to the Exhibitor by the Organiser, together with any agreed services, such as power.
Organiser means Mission Consulting Services Limited, the trading subsidiary of Mission Motorsport, responsible for the commercial delivery of the National Transition Event (NTE), which operates under the Mission Community brand, a division of Mission Motorsport.
Set Up Period means the period during which all Exhibits and Stands are installed at the Venue.
Stand means all structures erected in the Exhibitor Space, including tables and chairs.
Duration of the Event and Timetable
Exhibitor with larger stands are required to set up on Sunday 28th February 2027 between 14:00 and 18:00. If setting up on the event day, Exhibitors can set up from 07:30 with stands ready by 09:00 latest when the exhibitor halls open.
Please note: refreshments will not be available for purchase during Sunday set-up. Please make your own arrangements.
Exhibitor Space in the exhibitor halls upstairs must be dressed, maintained, and staffed continuously between 09:00 and 16:00.
Stands must not be dismantled before the Breakdown period, which will be no earlier than 16:00 when the exhibitor halls upstairs close.
For Exhibitors located in the Garage space, breakdown will be at the later time of 17:00 for safety reasons, as Track Rides will continue until 17:00.
Please note: Attendees will arrive from 08:00 and go into the Attendee Briefing before gaining entry to the exhibitor spaces in the halls upstairs and the garages from 09:00. The exhibitor halls upstairs will close to attendees at 16:00 and at 17:00 in the garages. Final information and a timetable will be provided two weeks before the Event.
Application to be an Exhibitor
Applications to be an Exhibitor must be made using the Organiser’s official Exhibitor Application form.
The Organiser may require verification of booking authority before accepting any Application to be an Exhibitor.
The Exhibitor acknowledges that it is bound by all bookings made by persons appearing to act on its behalf and has no right to claim against the Organiser for lack of authority.
The Exhibitor agrees to indemnify the Organiser against any losses, costs, or disputes arising from unauthorised bookings made in the Exhibitor’s name.
Occupation of Stand
The Organiser grants the Exhibitor a licence to occupy the allocated Exhibition Space for the purpose of supporting the Armed Forces community with sector and skills showcases, networking, and sharing employment opportunities.
Please note: the Event is not run as an employment fair, and the Organiser does not accept applications from recruitment companies.
Payment
Full payment of the applicable Exhibitor Fee is required at the time of booking, following acceptance of the Exhibitor's Application by the Organiser.
Payment shall be made through the Organiser's designated online payment system.
An Exhibitor booking will not be confirmed, nor an Exhibitor Space formally allocated, until full payment has been received.
Where an Exhibitor is unable to complete payment through the online payment system, they must contact the Organiser directly via nte@missioncommunity.org.
Any alternative payment arrangements shall be at the sole discretion of the Organiser and must be agreed in writing.
For the avoidance of doubt, no booking shall be confirmed, nor Exhibitor Space formally allocated, until full payment has been received, regardless of the payment method agreed.
Cancellation by the Exhibitor
If the Exhibitor wishes to cancel their confirmed booking, the following cancellation charges shall apply:
More than 90 days before the Event: 50% of the total Exhibitor Fee.
Within 90 days of the Event: 100% of the total Exhibitor Fee.
Where the Exhibitor has already paid in full, the Organiser shall refund any amount paid in excess of the applicable cancellation charge.
Where any amount remains outstanding at the time of cancellation, the Exhibitor shall remain liable for the applicable cancellation charge.
For the avoidance of doubt, the cancellation deadline of 90 days before the National Transition Event 2027 (1 March 2027) is 1 December 2026.
All cancellations must be submitted in writing to nte@missioncommunity.org.
Any notice or communication sent by email shall be deemed received at the time of transmission. Where an email is sent outside normal business hours (Monday to Friday, 09:00 to 17:00, excluding public holidays in England and Wales), it shall be deemed received at the commencement of the next business day.
If the Exhibitor fails to occupy their allocated Exhibitor Space by the required opening time, this shall be treated as a cancellation without notice, and no refund shall be payable.
Upon cancellation or failure to occupy the allocated space, the Organiser reserves the right to reallocate the Exhibitor Space and any associated benefits to another exhibitor without liability to the original Exhibitor.
The Organiser reserves the right to recover any outstanding cancellation charges due under this Agreement.
Cancellation by the Organiser / Force Majeure
If the Venue becomes unfit or unavailable for occupancy, or the Event becomes impossible, impractical, unsafe, or inadvisable for reasons beyond the reasonable control of the Organiser, the Organiser reserves the absolute right and discretion to take any or all of the measures it considers appropriate.
Such circumstances may include, without limitation:
fire, flood, storm, earthquake, or extreme weather conditions;
government intervention or restriction;
legislative or regulatory changes;
public health emergencies, including pandemics, epidemics, or outbreaks of infectious disease;
malicious damage;
cyber attacks or data breaches;
telecommunications or utility failures;
acts of war or terrorism;
civil unrest or acts of God;
strikes, lock-outs, labour disputes, supply chain disruptions, or transport disruptions;
venue-related issues;
safety or security concerns; or
any other cause, whether similar or dissimilar to those listed above.
In such circumstances, the Organiser may:
change the location, date, format, or nature of the Event, including converting it to a virtual or hybrid format;
curtail, postpone, or suspend the Event for any period;
reduce or extend the Set Up and Breakdown Periods;
alter the opening hours or duration of the Event;
implement additional safety or security measures; or
cancel the Event entirely or take any other measures to protect the health, safety, and welfare of participants, attendees, and the public, or to comply with applicable laws, regulations, or official guidance.
If the Event is cancelled by the Organiser due to a pandemic or other outbreak of infectious disease, at the Organiser’s absolute discretion, whether or not required by Government intervention or direction, the Organiser shall refund 50% of the fees received from the Exhibitor.
The Organiser shall not be liable to the Exhibitor for any additional refunds, expenses, charges, loss, or damage suffered by the Exhibitor.
If the Organiser cancels for any other commercial reason, including lack of support, it will refund all charges paid by the Exhibitor.
The Exhibitor accepts and acknowledges that it shall have no further claim against the Organiser in respect of such cancellation.
Except for the refund obligations expressly provided for above, the Organiser shall have no liability in contract, tort, or otherwise to the Exhibitor arising out of, or in respect of, any cancellation or postponement of the Event, or the Event being moved to a new Venue, however caused.
General Obligations of the Exhibitor
The Exhibitor shall:
Occupy the allocated Exhibitor Space;
Ensure all Exhibits are in position no later than the end of the Set Up Period at 09:00;
Keep the allocated Space appropriately dressed, maintained, and staffed continuously between 09:00 and 16:00 in the upstairs exhibition halls and between 09:00 – 17:00 in the garages;
Not dismantle the Exhibitor Space before the start of the Breakdown Period, which will be no earlier than 16:00;
Note that breakdown will be later for Exhibitors within the Garage space for safety reasons, as Track Rides will continue until 17:00;
Remove all exhibits, fittings, rubbish, and other items from the Venue no later than the end of the Breakdown Period at 18:00;
Not sell food or drink, although small taster samples are permitted;
Conduct business and distribute literature only from the allocated Exhibitor Space and no other part of the Venue;
Exhibit only items which, in the Organiser’s opinion, are within the scope of the Event;
Not display goods or advertisements for items that are not part of the Exhibitor’s organisation; and
Ensure the Stand Space does not exceed the space allocated.
Insurance
It is a condition of this Agreement that the Exhibitor arranges and maintains adequate insurance for the duration of the Event to protect itself and others attending the Event.
By signing this Agreement, the Exhibitor confirms that such cover is in place and agrees to indemnify the Organiser against any public liability or similar claims arising from the Exhibitor's participation and responsibilities at the Event.
The Organiser reserves the right to verify insurance coverage at any time and may refuse entry to Exhibitors who cannot provide satisfactory proof of current, valid insurance coverage.
Such insurance shall:
be in the Exhibitor’s contracted name, as detailed in the Application for Exhibitor Form, or in the name of an identifiable legally associated company; and
cover the date on which the Exhibitor and/or its representatives, products, or property will be in attendance at the Event.
The minimum Exhibitor Liability/Public Liability cover required under this Agreement is £2,000,000, being two million pounds sterling, in any one occurrence.
Insurance certificates must clearly show that the policy period covers the Event dates and must be issued by a reputable insurance provider authorised to conduct business in the United Kingdom.
The Organiser accepts no responsibility for any claims relating to Exhibitor expenses and/or Exhibitor property, including but not limited to:
Loss of irrecoverable expenses arising from cancellation, abandonment, curtailment, postponement, or relocation to alternative premises;
Inability to open or keep open a stand/space due to damage to any Exhibitor property at the Venue.
Exhibitor Liability for Loss, Damage and Indemnity
The Exhibitor shall be solely responsible for all Exhibits, fittings, and other items brought into the Event by the Exhibitor or by its agents, contractors, and employees.
All such items are brought into the Event at the sole risk of the Exhibitor.
The Organiser shall not be responsible for any loss or damage to such Exhibits, fittings, or items, however caused, including but not limited to theft, fire, flood, accidental damage, or negligence.
Where loss or damage is proven to be the direct result of the gross negligence or wilful misconduct of the Organiser’s employees, the Organiser’s liability shall be limited to the lesser of:
The actual proven cost of repair or replacement of the damaged items; or
£5,000 in aggregate for all claims arising from or in connection with the Event.
The Organiser shall have no liability for consequential, indirect, special, or punitive damages of any kind.
Powers and Discretion of the Organiser
The Organiser shall be entitled to:
Allocate a suitable space to the Exhibitor, taking into account the needs of the Exhibitor, such as power requirements;
Alter the position or layout of the Event as required;
Refuse to admit any person, or remove from the Event any person whose presence, in the opinion of the Organiser, is likely to be undesirable;
Alter the dates, opening hours, Set Up Period, Breakdown Period, and/or duration of the Event; and
Except as expressly provided, have no liability in contract, tort, or otherwise to the Exhibitor arising out of, or in respect of, any cancellation or postponement of the Event, or the Event being moved to a new Venue.
Organiser’s Marketing and Media
The Organiser may use the Exhibitor’s name, logo, stand photographs, and factual participation details in promotional materials for this and future events.
Such use shall be limited to non-commercial promotional purposes only and shall not include endorsement of the Organiser’s services or products by the Exhibitor.
The Exhibitor shall ensure the accuracy of all material provided to the Organiser and shall be responsible for obtaining all necessary rights, permissions, and clearances for any content provided.
The Exhibitor warrants that it has full authority to grant the marketing rights set out in these Terms & Conditions and that such use will not infringe any third-party intellectual property rights.
The Organiser may use the Exhibitor’s name, logo, images of its exhibition stand, together with photographs, video recordings and audio recordings captured at the Event for promotional, marketing and reporting purposes. Such materials may be used by the Organiser for up to 24 months in connection with the promotion of future National Transition Events and other related charitable activities.
Data Protection and Privacy
Each party shall comply with its respective obligations under the UK Data Protection Act 2018 in relation to the processing of personal data.
The Organiser may use your data to send invitations to future events unless you advise otherwise.
Regulations and Fire Precautions
The Exhibitor must comply with all instructions and regulations issued by the Organiser and Venue Owner, including those relating to emergencies, venue access, and parking.
All materials used within the Exhibitor Space must be non-flammable. No naked flames or smouldering products are allowed within the Event space.
All portable electrical equipment must be PAT tested. Any electrical equipment used without valid PAT testing must be disconnected immediately. Continued use of non-PAT tested equipment may result in termination of the Exhibitor Space allocation without refund and removal from the Event.
The Exhibitor shall be liable for any costs, damages, or safety incidents arising from the use of non-compliant electrical equipment.
No smoking is allowed in the Venue under any circumstances. Please use the designated smoking area outside.
Compliance Enforcement and Penalties
The Organiser reserves the right to impose enforcement measures for any breach of safety, regulatory, or contractual requirements.
Such measures may include:
Termination of the Exhibitor space allocation with immediate effect and without refund; and
Permanent exclusion from future Events.
The Organiser may also recover all costs, expenses, and legal fees arising from non-compliance, including emergency response, clean-up, venue damage, and regulatory fines.
Assignment and Sub-Contracting
The Exhibitor shall not assign, sub-let, transfer, or charge, in whole or in part, this Agreement or any of its rights, liabilities, or obligations under this Agreement without the prior written consent of the Organiser.
Any attempt to do so without such consent shall be void and may result in immediate termination of this Agreement and forfeiture of all fees paid.
The Organiser reserves the right to conduct periodic checks to ensure compliance with this provision and may require the Exhibitor to provide evidence of authorised occupation upon request.
With the prior written approval of the Organiser, the Exhibitor may share occupation of the Exhibitor Space with other companies that are in the same group as the Exhibitor or that are associated in business with the Exhibitor.
Any such approval shall be conditional upon the sharing party:
Meeting the Organiser’s eligibility criteria;
Having appropriate insurance coverage of not less than £2,000,000 public liability; and
Agreeing to be bound by these Terms & Conditions.
The Exhibitor must provide 28 days’ written notice of any proposed sharing arrangement and obtain written approval before implementation.
The Exhibitor shall remain fully liable for all obligations under this Agreement and for the conduct of any approved sharing parties.
The Organiser may withdraw approval at any time if the sharing arrangement is deemed unsuitable or if the sharing party fails to comply with Event requirements, and may require immediate cessation of the sharing arrangement.