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This Exhibitor Agreement (the Agreement) is made between the Exhibitor and Rosslyn Park F.C. Ltd (RP), whose business address is Priory Lane, London, SW15 5JH, in relation to the 2027 Howden Rosslyn Park National Schools Sevens (the Event). The Event will take place from Monday 15 March to Friday 19 March 2027.
Term of Agreement. This Agreement shall commence on the date of execution and shall continue until Wednesday 31 March 2027 (the Term), unless terminated earlier in accordance with this Agreement.
Fees. The Exhibitor shall pay RP the Exhibitor Fee in accordance with the invoice issued. Payment must be made in full within 21 days of the invoice date and, in all cases, prior to the commencement of the Tournament. Where an invoice is issued fewer than 21 days before the Tournament, payment must be made in full prior to the commencement of the Tournament. Where payment is overdue, the Rights Holder reserves the right to charge interest on the outstanding sum at a rate of 2% above the Bank of England Base Rate.
Refundable deposit. In addition to the exhibitor fee, the Exhibitor shall pay a £200 refundable deposit. This deposit will act as a waste, cleaning and equipment bond and will be refunded following the Event, subject to RP being satisfied that the conditions below have been met.
The Exhibitor is responsible for leaving its allocated space in the same condition in which it was provided. All waste, packaging, stock and other materials brought onto the site must be removed or disposed of using the designated waste facilities.
Any furniture, equipment or other items supplied by RP or the Event must be left in the allocated space at the end of the booking and returned in the same condition in which they were provided, allowing for reasonable wear and tear.
RP reserves the right to retain all or part of the £200 deposit to cover reasonable costs arising from excessive waste removal or cleaning, missing or damaged furniture or equipment, or damage to the allocated space. Where the reasonable cost of rectification exceeds £200, RP reserves the right to recover the additional amount from the Exhibitor.
Exhibitor benefits. In consideration of the fees, RP shall provide the benefits and facilities outlined in the Exhibitor's invoice, booking confirmation and/or covering email.
Logo usage. Any use of the Event name, logo or other Event branding by the Exhibitor must be approved in advance by RP and must comply with any brand guidelines supplied by RP. The Exhibitor must not use Event branding in a way that implies rights, status or endorsement beyond those expressly agreed.
Structure and property usage. The Exhibitor is responsible for taking reasonable care of any structure, furniture, equipment, banners, catering equipment or other property supplied by RP or the Event. If the Exhibitor, its staff, contractors or representatives cause loss or damage to such property, the Exhibitor may be liable for the reasonable cost of repair or replacement. Any loss or damage must be reported to RP promptly.
The Exhibitor must not make any structural or material alteration to property or facilities supplied by RP without RP's prior written consent. Any unauthorised alteration may affect applicable insurance cover and the Exhibitor may be liable for loss, damage or injury arising from that alteration. The Exhibitor will not be responsible for damage caused solely by adverse weather or other external causes outside its reasonable control.
Limitation of liability. RP shall not be liable for loss, damage or injury caused by the acts or omissions of the Exhibitor or by any person, property, equipment or activity for which the Exhibitor is responsible. The Exhibitor shall not be liable for the cost of repairing or replacing property supplied by RP where the relevant fault or damage existed before it was provided to the Exhibitor.
Data collection. Where the Exhibitor collects personal data at the Event, it must do so lawfully and in accordance with all applicable data protection and privacy legislation. The Exhibitor is responsible for its own data collection, storage, processing and marketing activity and must provide appropriate privacy information and obtain any consents required by law. RP may request details of how data collected at the Event will be held and used.
Photography and videography. The Exhibitor must obtain RP's prior approval before carrying out organised photography or videography at the Event. Any approved photography or videography must comply with Event safeguarding, media and access requirements and with any instructions issued by RP.
Insurance and certification. The Exhibitor shall maintain appropriate insurance with reputable insurers for the activities it undertakes at the Event. Public Liability insurance of at least £5,000,000 is required, increasing to £10,000,000 where requested by RP for higher-risk activities, including inflatables or other activities deemed higher risk.
Where the Exhibitor provides food, drink or other regulated services, it must supply all documentation reasonably requested by RP. This may include, where applicable, food hygiene certification, documentation relating to pressurised gas or naked flames, alcohol licensing documentation, Temporary Event Notice (TEN) approval and evidence of Challenge 25 procedures. Evidence of insurance and relevant certification must be provided to RP before the Event.
Force majeure. For the purposes of this Agreement, Force Majeure means an event or sequence of events beyond a party's reasonable control which prevents or materially delays that party from performing its obligations under this Agreement. A party shall not be liable for delay or failure to perform its obligations as a result of Force Majeure, provided that it promptly notifies the other party and uses reasonable endeavours to minimise the effects of the event.
If a Force Majeure event prevents a party from performing its material obligations for a continuous period of more than three days, the other party may terminate this Agreement by written notice.
Termination for default. Either party may terminate this Agreement by written notice if:
• the other party commits a material breach of this Agreement and, where the breach is capable of remedy, fails to remedy it within seven days of receiving written notice requiring it to do so;
• any consent, licence or authorisation required by the other party is revoked or materially modified so that it can no longer comply with its obligations under this Agreement; or
• the Exhibitor fails to pay an amount due under this Agreement and that amount remains unpaid for ten days after written notification that payment is overdue.
Consequences of termination. Expiry or termination of this Agreement shall be without prejudice to any rights or obligations which have accrued up to the date of expiry or termination.
Upon expiry or termination:
• the Term shall come to an end;
• neither party shall make any further use of the other party's logos or intellectual property except where expressly agreed in writing;
• each party shall pay any sums properly due and payable to the other without undue delay; and
• each party shall, at its own cost and on request, use reasonable efforts to return or securely dispose of materials or equipment provided to it by the other party.
Event cancellation or postponement. If RP cancels the Event for reasons other than Force Majeure, exhibitor fees will be refunded in full or, where agreed benefits have already been delivered, on a reasonable pro-rata basis reflecting the benefits provided before cancellation. Where appropriate and agreed by both parties, the booking and associated fees may instead be transferred to the following year's Event.
Where the Event is cancelled, delayed or materially affected by a Force Majeure event, the Force Majeure provisions above shall apply.
Governing law. This Agreement shall be governed by and construed in accordance with the laws of England and Wales.
