Pippa’s Guardians British Boarding Schools Fair Japan 2023
Terms and Conditions
By ticking the box where you are invited to accept these Terms, you agree to these Terms, which will bind you and your School. If you do not agree to these Terms, do not the box and do not apply to participate in Pippa’s Guardians British Boarding Schools Fair.
In these conditions:
‘Application’ is the application form made available by the Organiser and completed and submitted by the School to the Organiser in respect of the Fair.
‘Application Deadline’ is the final date for submission of Applications to attend this event.
‘Fair’ is the Pippa’s Guardians British Boarding Schools Fair Japan 2023 for which you submit an Application.
‘Fair Details’ are those details relating to the Fair, as confirmed by the Organiser.
‘School’ means the eligible School, which has submitted an application to the Organiser to participate at the Fair.
‘Main Contact’ is the individual indicated as such by the School in its Application.
‘Representative’ is an individual appointed by the School to represent you at the Fair in accordance with paragraph 4.
‘Venue’ is as stated in the Fair Details.
1. Permitted applicants
You acknowledge and agree that only schools invited by the Organiser shall be permitted to submit an application to exhibit at the Fair.
2. Selection criteria
On receipt of a completed online booking form, the Organiser shall reserve a place for the School to attend the Fair. The Organiser shall allocate places on a first come, first served basis. If the Fair is oversubscribed, the Organiser will operate a waiting list system. Schools will be placed on this waiting list on a first come, first served basis. Fair spaces will only be offered by the Organiser to those on the waiting list if additional space has been made available through a cancellation.
3. Acceptance
The staging of the Fair is conditional on the Organiser receiving a sufficient number of Applications to make the Fair cost-effective. The Organiser will notify you in writing no later than two weeks after the Application Deadline whether or not this condition has been fulfilled and whether or not your Application has been successful.
4. Representatives
The School may be represented at the Fair by their employee(s). The School shall remain fully responsible for the actions of any Representative throughout the Fair.
The School shall ensure that the Representatives comply with the following provisions (‘Code’):
- Representatives must not market the services of any organisation other than the School they are representing
- Representatives must only promote their British Boarding School
- At least one Representative shall remain on the School’s stand throughout the Fair in order to provide effective guidance and counselling to visitors. If needing to leave the stand for any reason (e.g. to deliver a seminar), The Representative should ensure appropriate cover is in place in their absence.
- Representatives must only collect data from students when a relevant course exists and not collect data from students requesting information on a course which the School does not provide
- Representatives must not take money from students for any services other than those provided by the School
If a Representative is deemed not to be complying with the above Code, the Organiser reserves the right to inform the Main Contact. It is the School’s responsibility to ensure all Representatives are aware of this Code.
5. Fair fees
The School shall pay the fees for participation in the Fair as published in the Fair Details. Unless otherwise stated, all fees published in the Fair Details are exclusive of VAT, which the School shall pay in addition.
Deposit: A non-refundable deposit of £500 + VAT will be invoiced on receipt of the completed Booking Form.
The Organiser will invoice the School in June/July 2023 for the remainder of the stand package (either under this paragraph 5 or under paragraph 6 below, as applicable).
All invoices shall be paid within 30 days of the invoice date.
6. Cancellation
Cancellation fees will be charged for withdrawal from the Fair after the Application Deadline. Such fees will become due and payable on receipt of notice of cancellation.
Cancellation fees are as follows:
- Cancellations made more than 12 weeks prior to the start of the event incur a cancellation fee of 50% of the total fees payable.
- Cancellations made within 12 weeks of the start of the event will be charged 100% of the full fees payable.
Notice of cancellation must be given by emailing jennifer@pippasguardians.co.uk.
7. Accommodation, travel, visas and freight
The School acknowledges and agrees that the fees for the Fair do not include accommodation, subsistence, visas, insurance, freight charges, international or domestic travel costs or other ancillary costs arising out of participation in the Fair, unless otherwise expressly stated in the Fair Details.
8. Loss or damage suffered by you
Nothing in these Terms shall exclude or restrict the liability of either party to the other for death or personal injury resulting from negligence or for fraudulent misrepresentation or in any other circumstances where liability may not be limited under any applicable law. Subject to the immediately preceding sentence:
- The Organiser shall have no liability for the damage, theft or loss of the School’s property that occurs at the Fair. The School shall participate in the Fair at its own risk and take out all appropriate insurances;
- neither the owner of the Venue nor the Organiser accepts any liability for any accident, damage or injuries suffered in any way in connection with the Fair by your Representatives, invitees or any other person whatsoever;
- the Organiser shall not be liable to you for: loss of profits; loss of business; depletion of goodwill and/or similar losses; loss of anticipated savings; loss of goods; loss of contract; loss of use; loss of corruption of data or information; or any special, indirect, consequential or pure economic loss, costs, damages, charges or expenses; and
- the Organiser's total liability in contract, tort (including negligence or breach of statutory duty), misrepresentation, restitution or otherwise arising in connection with these Terms shall be limited to the fees paid by you to the Organiser under these Terms.
9. Loss or damage caused by you
The School shall indemnify the Organiser against all actions, claims, suits, costs, expenses or demands (whether in respect of damage to property, personal injury or otherwise and including all legal costs and other expenses suffered or incurred by the Organiser) which any person may bring or claim arising in relation to the Fair caused by the School’s breach of these Terms or any other acts or omissions of its employees, Representatives or invitees.
10. Use of Venue, the School’s stand and conduct at the Fair
The School must not display literature on behalf of Schools that are not participating in the Fair.
All goods and property brought into the Venue are brought in at the owner’s risk.
Representatives are required to occupy the School’s Fair stand from the time notified by the Organiser and must have completed all work on preparing / dressing the stand in time for the Fair opening at such given time. The stand must not be dismantled before the closure of the Fair and must have a representative staffing the stand at all times throughout the Fair.
The School must vacate the stand by the time notified to you by the Organiser, remove all display material, exhibits, and other property from the Venue after closure of the Fair and restore each stand you use to its original good order and condition.
In the case of failure to observe these conditions, the Organiser shall be entitled at your cost and expense to:
- remove all display materials, exhibits and other property belonging to the School and dispose of them in any way it sees fit; and
- rectify all damage caused by the School's Representatives and do all other things necessary to restore the stands and allocated space to good order and condition.
The School must pay or reimburse the Organiser for all sums necessarily expended by reason of such default.
Representatives shall comply with all applicable legislation in force in England and Wales and the territory in which the Fair takes place.
11. Intellectual property rights
The School shall only be entitled to use the Organiser’s name, trade marks and logos for the purposes of promoting your attendance at the Fair and in accordance with any style guides or other instructions issued by the Organiser.
The School hereby grants to the Organiser a worldwide, non-exclusive, royalty-free licence to use your logos and trade marks (registered or otherwise) for promotional and commercial use in connection with your involvement with the Fair (including, without limitation in any promotional materials prepared by or on behalf of the Organiser for the Fair).
Except where these Terms expressly state otherwise, nothing in these Terms shall give either party any right title or interest in the intellectual property rights of the other or to any associated goodwill and the parties acknowledge and agree that all such rights and goodwill are and shall remain vested in the other. Each party shall promptly notify the other of any actual or threatened infringement of any intellectual property rights of the other party which comes to its notice and at the request and expense of the other shall do all such things as may be reasonably required to assist in any proceedings in relation to any such infringement or claim.
12. Data protection
If any Personal Data are disclosed by the Organiser to you in connection with the Fair, you shall, in relation to such Personal Data:
- Process the Personal Data only to the extent, and in such a manner, as is necessary for the performance of your obligations under these Terms or as is required by law;
- implement appropriate technical and organisational measures to protect the Personal Data against unauthorised or unlawful Processing and against accidental loss, destruction, damage, alteration or disclosure. These measures shall be appropriate to the harm which might result from any unauthorised or unlawful Processing, accidental loss, destruction or damage to the Personal Data and having regard to the nature of the Personal Data which is to be protected;
- not transfer the Personal Data to any country or territory outside the European Economic Area without the prior written consent of the Organiser; and
- take reasonable steps to ensure that such Personal Data are not unlawfully disclosed or Processed as a result of your access to such Personal Data.
In this paragraph 12, “Personal Data”, “Process” and “Processing” shall have the meanings ascribed to them in the UK Data Protection Act (and GDPR).
13. Fair cancelled due to force majeure
Neither party shall be in breach of these Terms if it is prevented from or delayed in performing its obligations under these Terms by acts, events, omissions or accidents beyond its reasonable control (‘Force Majeure’).
If the country or location of the Fair becomes unsafe due to an event of Force Majeure, including but not limited to war, earthquake, typhoon, adverse weather, strike, fires, floods, terrorism, pandemics, acts of god and any natural disaster, the Organiser reserves the right to cancel the Fair with immediate effect. In such circumstances, the Organiser shall be entitled to pay any Fair costs that cannot be refunded, cancelled or otherwise avoided from the fees paid by Schools. The fees paid by Schools would then be refunded by the Organiser less the unavoidable Fair costs that have been paid by the Organiser. The balance would be divided equally between all Schools.
The School will be responsible for any cancellation charges on flights, accommodation and any other costs that you may incur in respect of such cancellation.
There are circumstances where political tension and local incidents will raise a safety threat but not be sufficient to cancel the Fair. In such circumstances, some individuals or Schools may feel unwilling to visit a country and therefore decide to withdraw from the Fair. The Organiser would make every effort to facilitate this with the minimum penalty to the School. In the event of such a withdrawal, normal cancellation charges will apply in accordance with paragraph 6, except to the extent that the Organiser is able to reduce the charges without jeopardising the financial viability of the Fair.
14. Termination of Agreement
The Organiser shall be entitled to terminate on immediate notice its agreement on these Terms with the School if:
- the School or its Representatives commit any breach of, or fail to observe, any of these Terms;
- the School becomes (or, in the reasonable opinion of the Organiser, are at serious risk of becoming) insolvent or unable to pay your debts as they fall due; or
- the School fails to pay any sum due under these Terms.
In the event that the agreement on these Terms is terminated by the Organiser, unless otherwise agreed between the Organiser and the School in writing, the School shall pay to the Organiser any expenses or loss incurred by the Organiser arising as a consequence of such termination. The Organiser shall have no liability to refund the fees paid by you in whole or in part.
15. Governing Law and Jurisdiction
This Contract, and any dispute or claim arising out of or in connection with it or its subject matter, shall be governed by, and construed in accordance with, the law of England and Wales.
The parties irrevocably agree that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim that arises out of, or in connection with, the Contract or its subject matter.