Terms & Conditions for Event Space Bookings

The following terms and conditions shall apply to persons, firms, partnerships and other entities (each of which is herein called the "Vendor") applying for the rental of event space from GEN XYZ PTE LTD (the "Organiser") at any promotional events, exhibitions, fairs, bazaars, markets, pop-ups or shows (herein called the "Event") organised by the Organiser. 

1 Application and Rental

1.1  All applications shall be made on the prescribed application form online on the Organiser's website prior to payment of the Rental Charge (as defined below).

1.2 A refundable security deposit (as determined by the Organiser), shall be made to and held by the Organiser for the due performance and faithful observance by the Vendor of the Terms and Conditions, and is subject to any deductions to be made by the Organiser pursuant to the Terms and Conditions. The security deposit shall be refunded to the Vendor free of interest after all outstanding charges and liabilities (if any) have been fully paid to the Organiser. 

1.3  The rental fee payable ("Rental Charge") (as determined by the Organiser) shall be paid by the Vendor together with the security deposit upon the Organiser's acceptance of the Vendor's booking. The Vendor is required to make payment no later than seven working days before the commencement of the rental period of the event space. It the Rental Charge is not received in full within the said time period, the booking shall be deemed to be cancelled by the Vendor in which case, the full security deposit shall be forfeited. 

1.4  The Vendor and the Organiser shall discuss and agrees on the rental period of the event space for which the Rental Charge is payable, which may be accepted or otherwise at the Organiser's sole discretion. No reservations can be made for rental of any event space. Such rental of event space is not confirmed nor deemed accepted by the Organiser until the online application as per paragraph 1.1 above has been received and approved by the Organiser, and the Rental Charge and security deposit has been paid in full. 

1.5 The Organiser may in its absolute discretion grant or refuse any application for rental of event space without assigning any reason.

1.6  The rights and obligations of the Vendor shall not be transferred nor assigned without the prior written approval of the Organiser. 

1.7 For the avoidance of doubt, the Event period is to be determined by the Organiser at its sole and absolute discretion. 

2  Rental Charge

2.1  A Rental Charge as determined by the Organiser shall be paid by the Vendor to the Organiser for rental of event space for the Event for the period stated in the online application form. 

2.2  Exhibition panels, tables, chairs, sound systems, lightings, equipment or any other articles, items or fixtures required by the Vendor for the event space at the Event shall be provided by the Vendor at its own cost unless stated otherwise. 

2.3  Cheques payments, if acceptable to the Organiser, should be made payable in accordance with the instructions of the Organiser. 

3  Security

3.1  The Vendor shall be fully responsible for the security, safety and (if necessary or applicable) procuring insurance for the event space, its exhibits, goods, products, items and other properties during the period of the Event. 

3.2  The Vendor shall be responsible for crowd control and shall take all necessary precautions and measures to ensure orderliness during the Event.

4  Liability and Risk

4.1  The Vendor shall be fully responsible for the use, display and sale of its own exhibits, products, items, fixtures, equipment and other properties and such like articles and shall be liable for all claims (including third party claims) for any damage, loss, theft, injury or death suffered by reason of or arising from or in connection with their use, display or sale at the Event.

4.2  The Vendor shall keep the Organiser and their agents, representatives, contractors and employees fully indemnified from and against all claims, demands, actions, losses, costs and expenses (including costs on a solicitor and client basis) of any nature whatsoever, whether arising under contract or tort or otherwise, which the Organiser and their agents, representatives, contractors or employees may suffer or incur in connection with the Event and the use of the event space at the Event by the Vendor.

4.3 The Organiser shall not be liable for any claim, damages (including loss of profit and consequential damages), losses, theft, injury or death howsoever caused and suffered by the Vendor or any third party by reason of or arising from or in connection with the use of the event space at the Event, including that arising under contract or tort or otherwise. 

5 Usage Of Event Space

5.1  The event space shall not be used for any manner which in the opinion of the Organiser (in this regard, the opinion of the Organiser shall be final, and binding on the Vendor) may become a nuisance, danger or may give cause for complaint from the public or any other persons. The Organiser shall have the right to terminate the whole or part of any Event which it deems unacceptable and shall not be liable for any claims for damages (including loss of profit and consequential damages), losses, costs, expenses or otherwise whatsoever on account of, arising from or in connection with such termination. The event space shall not be used for any gathering or activity, which is considered by the Organiser to be political or religious in nature, or illegal or inappropriate.

5.2  The presentation at the event space must be tidy at all times. At no time should it convey an impression of neglect.

5.3  The Vendor shall not put up any advertisement, promotional material or signage in any part of the event space without the prior written approval of the Organiser.

5.4  No electrical apparatus or fittings or fixtures of any kind shall be attached to or used in conjunction with existing ones without the prior written permission of the Organiser

5.5  The Vendor shall ensure that the event space is kept clean, tidy and saft at all times, from the commencement of installation works to final dismantling.

5.6  The Vendor shall comply with all instructions given by the Organiser regarding the setting up and dismantling or removal of the exhibits, structures, display materials, fixtures, equipment, apparatus and other items, and the layout, conduct, management and organisation of the event space and the Event.

5.7  The Vendor shall ensure that no damage of any nature is done to the flooring, fittings and fixtures or any other parts of the event space. If any damage is caused, the Vendor shall bear all rectification and repair costs, which may be deducted from the security deposit (if applicable) at the sole and absolute discretion of the Organiser. 

5.8  The Vendor shall not ask for donations from the public without the prior written permission of the Organiser. No touting or solicitation of any kind shall be carried out by the Vendor.

6  Approval Uses

6.1  The Vendor shall not use the event space in any manner that is contrary to the permitted use approved by the Organiser unless prior written approval is obtained from the Organiser. Any use of the event space in an unauthorised manner or otherwise inconsistent with the purpose approved by the Organiser shall be a breach of contract and the Organiser reserves the right to demand the removal of all advertisements, promotional materials, signage, displays, fixtures, equipment, goods and all other items as well as the termination of all services provided at the event space. Without prejudice to its rights herein, the Organiser also reserves the right to bar the Vendor from future rental of event space from the Organiser. 

6.2  The Vendor shall promptly provide all information (including but not limited to the details of the products and services offered at the event, space, and artwork and advertising materials) as the Organiser may require or deem necessary for the Event. 

6.3  The Vendor shall ensure that all necessary approval, licences, consents and registrations required for the contemplated use of the event space have been obtained from the relevant authorities and shall submit all documentary proof thereof to the Organiser at least seven (7) working days (unless otherwise agreed by the Organiser) before the commencement date of the Event. If such approval, licenses, consents and registrations are not obtained and documentary evidence of the same provided to the Organiser within the said period, the rental of event space shall be deemed to be cancelled and the full Rental Charge will be forfeited (without prejudice to any other remedies which the Organiser might have at law or in equity). 

7  Setting Up and Dismantling

7.1  Fabrication, production or manufacturing of any exhibits, structures, display materials, goods, equipment or any form of apparatus or item shall not be permitted at the event space without the prior written approval of the Organiser. Setting up and dismantling works for installation of any structures where on-site works are unavoidable shall be carried out at such hours as stipulated by the Organiser. 

7.2  The Vendor shall set up an appropriate number of suitable warning signs and shall cordon off the work areas during the setting up and dismantling of any structures. The Vendor shall exercise all necessary safety precautions and measures during the setting up and dismantling of any structures.

7.3  The Vendor shall provide adequate protection to the floor, carpeting and other existing structures of the event space during the setting up and dismantling of any structure and at all times during the Event. The base of all the structures must be padded with carpet or such protective covering so as to prevent scratching or staining of the floors.

7.4  The set up of the event space shall be in accordance with the layout plan or artwork as approved by relevant authorities and/or the Organiser. Any unauthorised / illegal structures set up otherwise will be immediately removed without notice and all costs and expenses incurred in connection with or arising from such removal shall be borne by the Vendor, which may be deducted from the security deposit (if applicable).

7.5  The Vendor shall:-

(a)  Indemnify and keep the Organiser fully indemnified from and against all claims, demands, actions, damages, losses, cost and expenses (including cost on a solicitor and client basis) of any nature whatsoever, including that arising under contract or tort or otherwise, which the Organiser may suffer or incur in connection with or arising from the aforesaid setting up and dismantling works; and

(b)  Make good all damage to the event space arising or resulting from the aforesaid setting up and removal works.

8 Handover Of Premises

8.1  A joint inspection of the event space shall be conducted with the Organiser (a) prior to the commencement of the Event and (b) at the end of the last day of the Event. All removal and dismantling works must be completed by the Vendor to the satisfaction of the Organiser prior to the return of the event space to the Organiser on the last day of the Event.

8.2  The Vendor shall be liable for all damage to the floors and other parts of the event space during the rental period of such event space. Any damages caused to the event space, existing apparatus, fixtures or fittings, etc., by the Vendor, its representatives, agents, employees or its contractors in connection with the Event shall be rectified by the Vendor within seven (7) days (unless otherwise agreed in writing by the Organiser) from the last day of the Event to the satisfaction of the Organiser, failing which the Organiser shall proceed with the rectification works and all costs and expenses shall be borne by the Vendor (which may be deducted from the security deposit, if application, at the sole and absolute discretion of the Organiser).

8.3  The event space must be cleaned, and all floor stains and rubbish, and fixtures, equipment, products, apparatus, and other items and properties must be completely removed on the last day of the Event before handing over of the event space to the Organiser, failing which the Organiser will proceed with the cleaning / removal and all costs and expenses shall be borne by the Vendor (which may be deducted from the security deposit, if applicable). For the avoidance of doubt, the Organiser shall not be liable for any claims, damages (including loss of profit and consequential damages) or losses suffered or incurred by the Vendor or any third party in connection with or arising from such cleaning and/or removal. 

8.4  The cost incurred in the above paragraphs 8.1, 8.2 and 8.3 may be deducted from the Vendor’s security deposit at the sole and absolute discretion of the Organiser; and if teh security deposit is insufficient, the balance shall be recoverable as a debt due from the Vendor.

9 Termination 

9.1  In the case of breach or non-compliance by the Vendor of any terms and conditions herein, the Organiser shall have the right to terminate this agreement immediately and if applicable, the Vendor shall vacate and handover the event space in a condition satisfactory to the Organiser without delay. In such case, the full Rental Charge will be forfeited (without prejudice to any other remedies which the Organise might have at law or in equity).

9.2  In addition to the provisions of paragraph 9.1, the Organiser may in its sole and absolute discretion at any time during the Event and without assigning any reasons whatsoever, determine forthwith that the agreement be terminated and if applicable, the Vendor shall vacate and hand over the event space in a condition satisfactory to the Organiser without delay. In such case, the Organiser shall refunf to the Vendor the balance of the Rental Charge, after deduction of the amount being the pro-rated Rental Charge for the use of the Event Space prior to termination, and subject to the Vendor making good any damage to the event space and compliance with the other terms and conditions herein. The Vendor agrees that in the event of such termination, the Vendor shall have no claim whatsoever against the Organiser for damages (including loss of profit and consequential damages), losses, costs, expenses or otherwise whatsoever.

9.3  Without affecting any other provisions of this agreement, the Organiser shall be entitled to terminate this agreement, without cause and without compensation to the Vendor. 

10 Miscellaneous

10.1 The Organise reserves the right to modify these Terms and Conditions and such modifications shall take effect as though originally included.

10.2 These Terms and Conditions shall be governed by and construed in accordance with the laws of Singapore and the Vendor agrees to submit to the exclusive jurisdiction of the Singapore courts.

10.3 Upon acceptance by the Organiser of the Vendor's application for rental of event space, the Vendor shall be deemed to have accepted and to be bound by these Terms and Conditions.