important info for exhibitors
1. Stand / Space Allotment
A legally binding contract on the Terms and Conditions set out below and, on those terms, and conditions set out on page 1; in the Points to Note on page 2, and in the Exhibition Manual (Contract) shall be created between Oakham Group Ltd (Organiser) and the applicant (Exhibitor) upon acceptance by the Organiser of the Exhibitor’s application for space at AnimeCon (Exhibition).
1.1 The Contract creates a licence for the Exhibitor to exhibit at the Exhibition and is not a tenancy. A stand will be held as let for 7 days after the date of acceptance by the Organiser of the Exhibitor’s application. If the deposit is not received by the Organiser within that period, the Organiser may allocate the stand elsewhere without notice to the Exhibitor. Placement of stands / space is at the Organiser’s sole and absolute discretion,
unless the Exhibitor has paid the additional cost to secure its stand or space in a specific location. The Organiser reserves the right, at any time, to make such alterations in the floor plan of the Exhibition as may, in its opinion, be necessary in the best interests of the Exhibition as a whole.
1.2 The Contract is personal to the Exhibitor who may not assign, transfer, sub-let or grant licences for the whole or any part of the stand or space allotted, without the prior written consent of the Organiser (which may be by email). If consent is provided, only the prime Exhibitor’s name will appear on the shell scheme fascia board.
1.3 The Exhibitor shall not exhibit or distribute (or permit to be exhibited or distributed) at the Exhibition advertisements or any literature or other items relating to the goods or services of any other person, firm, or company that is not an exhibitor at the Exhibition.
1.4 Payment for the rental of the stand or space shall be made to the Organiser as set out on page 1.
2. Cancellation by Exhibitor
2.1 The Exhibitor may cancel the Contract by giving notice, in writing, to the Organiser (to be served in accordance with clause 11.4 below) In such a situation, the Organiser shall be entitled to retain or (if not already paid) require payment forthwith of the deposit together with any further payment due in accordance with clause.
2.2 If the cancellation notice is received by the Organiser after 1 April 2026, the Exhibitor shall pay the Organiser a cancellation fee of 100% of the total rental cost.
3. Breach of Contract
3.1 The Organiser reserves the right to terminate this Contract at any time if: a) the Exhibitor fails to make payment on the due date; or b) the Exhibitor is in breach of any other of its obligations under the Contract and, if capable of remedy, fails to remedy the breach within 14 days after the service of notice on it by the Organiser (in accordance with clause 11.4 below) specifying the nature of the breach and requiring it to be remedied.
3.2. If the Organiser terminates the Contract pursuant to clause 3.1 above, the Exhibitor shall forthwith pay to the Organiser such amount as is due hereunder as at the date of termination together with interest thereon as provided in clause 3.4 below.
3.3 The Organiser shall be entitled to require the Exhibitor to remove forthwith from the Exhibition all property of the Exhibition at a time stated by the Organiser or, at the risk and cost of the Exhibitor, to remove such property and deliver or dispatch it to the address of the Exhibitor as provided in the application form.
3.4 The Exhibitor shall pay to the Organiser on demand interest on all sums overdue, from the due date of payment until actual payment is made at the rate of 2% per annum over bank base rate from time to time, as well after as before any judgment.
3.5 The Exhibitor shall reimburse to the Organiser on demand all legal and other costs incurred by the Organiser in connection with the termination of the Contract or the enforcement of the Organiser’s rights hereunder.
3.6 By way of security for any sums from time to time due hereunder to the Organiser from the Exhibitor, the Organiser shall have a lien on all goods and other items of the Exhibitor from time to time in the possession of the Organiser or under its control. The Organiser shall be entitled after giving notice to the Exhibitor to sell all or any such goods or other items and to apply the proceeds of the sale first in payment of the costs of sale and secondly in the satisfaction or part satisfaction of such sums and the Organiser shall account to the Exhibitor for any balance remaining of such proceeds of sale.
4. Cancellation of Exhibition
4.1 If the Organiser comes to believe at any time up to 6 weeks before the Exhibition that the holding of the Exhibition is likely to be unprofitable for the Organiser, or if the Organiser, the venue or the Authorities deem the event to be unsafe due to public health concerns the Organiser may cancel the Exhibition or postpone to another scheduled date whereupon all bookings will be carried forward to the new show date.
5. Alteration of Exhibition Dates
The Organiser reserves the right to alter the dates of the Exhibition as set out in the application form, at any time, provided that any alteration does not result in the Exhibition being moved by more than 12 months. In the event of any such alteration, the Organiser may change the cancellation
dates set out in clause 2.2 above and the date for payment of the remaining 50% of the rental cost as set out on page 1.
6. Intellectual Property Rights
The Organiser shall not be liable for any damages, costs or other liabilities the Exhibitor, its servants, or agents, may suffer in respect of the infringement of any of the Exhibitor’s intellectual property rights arising out of its participation in the Exhibition.
7. Liability
7.1 The Exhibitor exhibits at the Exhibition at its own risk and the Organiser accepts no liability, whether in contract or in tort (including negligence), to the Exhibitor arising out of or in connection with the Exhibition or for any acts or omissions of the Organiser or its officers, servants, sub-contractors, agents or visitors in relation thereto save as regards the contractual obligations of the Organiser hereunder. The Organiser does not accept responsibility for the performance by any Exhibition contractor in carrying out its obligations to the Exhibitor or for any other act or omission of any such contractor, whether or not the contractor has been appointed as the exclusive provider of any class of goods or services to the Exhibitor.
7.2 All conditions and warranties, express or implied, statutory or otherwise, in relation to the performance by the Organiser of its obligations hereunder are hereby excluded except as expressly stated herein or unless prohibited by law. The Exhibitor acknowledges that, in entering the Contract, it has not relied on any representation made by or on behalf of the Organiser not contained in the Contract.
7.3 The liability of the Organiser, whether in contract or in tort (including negligence), and any liability the Organiser may have for any acts or omissions of its officers and servants, arising out of or in connection with the performance of its contractual obligations hereunder shall not exceed 50% of the total rental costs actually paid by the Exhibitor to the Organiser under the Contract. The Organiser shall in no event be liable for any indirect or consequential loss of profit.
7.4 The Exhibitor shall hold harmless and indemnify the Organiser from and against all actions, proceedings, losses, claims, demands and
liabilities (including costs on an indemnity basis) suffered or incurred by the Organiser arising out of or in connection with any act or omission of the Exhibitor or its officers, servants, contractors, agents or visitors.
7.5 The provisions of this clause 7 shall not apply or exclude or restrict the liability of the Organiser for death or personal injury resulting from the negligence of the Organiser.
8. Insurance
8.1 It is the responsibility of the Exhibitor to ensure that it takes out and maintains insurance to cover its losses or liabilities arising out of or in connection with the Exhibition including a) insurance of the Exhibitor’s property; b) liability for injury sustained by employees or third parties.
c) liability for loss or destruction of or damage to property of the venue, the Organiser and any third party; and d) insurance against losses arising out of the cancellation of the Exhibition due to causes beyond the control of the Organiser.
8.2 The Exhibitor acknowledges that the Exhibition Manual may include further provisions regarding the insurance obligations of the Exhibitor.
8.3 The Exhibitor shall provide the Organiser with evidence of its insurance cover prior to the commencement of the Exhibition, upon request.
9. Rules and Regulations
The Exhibitor must comply with the requirements of all the relevant local, county and other public authorities and bodies relevant to the Exhibition and, where applicable, with all rules and regulations issued by the owner of the venue in force at the time of the Exhibition.
10. Conduct of Exhibitors
10.1 The Exhibitor shall ensure that its allotted stand or space is open to view; kept clean and tidy and is staffed by competent representatives during the Exhibition hours. In the event of the Exhibitor failing to open the allotted stand or uncover exhibits thereon, the Organiser may do so or arrange for the stand and exhibits to be removed and the Exhibitor shall be liable for any charges that may thereby be incurred. The Organiser shall not be liable for any losses, including consequential losses, sustained by the Exhibitor as a result of this action.
10.2 The Exhibitor, and all persons for whom it may be considered responsible in any way whatsoever, must conduct themselves in such a manner as shall not be objectionable to any other Exhibitor, Exhibitor’s employee, visitor, or the Organiser, and shall not create any disturbance or obstruction. Any person who does not comply with these requirements shall be liable, at the discretion of the Organiser, to be removed from the venue and refused re-admission during the period of the Exhibition.
10.3 The Exhibitor must conduct its business only from its stand and must not, under any circumstances, canvas visitors in the aisles or in any other areas. The Exhibitor may only distribute advertising matter from the allotted stand / space. Distribution of such matter from gangways or any areas outside the allotted stand / space is not permitted. Furthermore, it is the responsibility of the Exhibition to keep all gangways clear of materials, packing cases, rubbish and equipment. The Organiser reserves the right to remove, or have removed, anything causing an obstruction and to charge the Exhibitor for the cost of doing so.
10.4 In addition: –
a) Cinematographs, photographic slides, flashing lights and neon signs may not be used without the Organiser’s prior written consent (which may be by email); and
b) Demonstrations, competitions, lotteries and/or draws may only be held with the Organiser’s prior written consent (which may be by email).
11. Amendments / Interpretation / Notices
11.1 The Organiser reserves the right to add to or amend the Contract (including these Terms and Conditions and the Exhibitors Manual) at any time.
11.2 In the event of any dispute as to the interpretation of these Terms and Conditions because of their translation into a foreign language, the English language version shall prevail.
11.3 The Exhibitor must bring to the notice of all agents or contractors it employs such of the provisions of the Contract as may affect them, and any claim arising from the failure of the Exhibitor to give such notice shall be the sole responsibility of the Exhibitor.
11.4 Any notice given to a party under or in connection with the Contract shall be in writing and shall be a) delivered by hand or by next working day delivery service at its principal place of business; or b) sent by email to the address specified on page 1. Any notice shall be deemed to have been received: a) if delivered by hand, on signature of a delivery receipt; b) if sent by next working day delivery service, at the time recorded by the delivery service; or c) if sent by email, at 9.00 am on the next business day after transmission.
12. Governing Law / Jurisdiction.
The Contract shall be construed in accordance with and governed by the laws of England and Wales and the parties submit to the exclusive jurisdiction of the English courts
- There is no extra stock storage in the halls. All storage must be on your allocated stand space.
- Stands cannot be reserved without a deposit or full payment.
- PLEASE NOTE, Additional services are NOT included in ANY booking, these services include power, carpet, rigging, or furniture beyond the booth package. These items can be ordered from the relevant contractors in advance. Late orders may be subject to a surcharge based on the contractor’s terms.
- AnimeCon displays on trader space bookings must not exceed the 2.5m height of the shell scheme panels
- Exhibitor Passes – 3 passes issued for shell and trader spaces per 3mx3m booked and 2 passes for Artists Alley.
- Sharing tables in Artist Alley is not permitted.
- A.I. Art is not permitted in AnimeCon in any form whatsoever to be displayed or sold.
- Inappropriate adult material will be removed from applicants’ space
- Bookings cannot be made to any individual is not 18 at the time of the show opening.
- Children under the age of 16 are not allowed under any circumstances in the hall during build-up and breakdown.
- All stands are vetted during build-up period. Any products that contravene trading standards or the guidelines of AnimeCon will be removed from the show.
- Any catering on your stand must be cleared with the organisers and must adhere to food Hygiene regulations. All drink samples must also adhere to sample size rules implemented by the venue.
- An exhibitor’s manual will be mailed to you in due course. PLEASE read this document Very carefully as it contains all the important information you will need to exhibit ANIMECON and contains details of documents needed to exhibit, information on accommodation, order forms for additional site services, set-up times and more.
- Exhibitors must adhere to any noise regulations set out by the organisers.
- All trading must be done from within your allocated space.
- All traders must supply tablecloths. No bare tables please.
- You must have your own insurance and public liability insurance. You will not be covered on the organisers insurance.
- You cannot use cloths rails with a trader space booking. If you need to use them, you will need a shell scheme stand.
- No power is supplied with trader spaces, shell scheme or Artists Alley tables. You will need to book this separately if required.
Oakham Group Ltd are committed to protecting your privacy, including online, and in the transparent use of any information you give us. Please read this policy carefully to understand our practices regarding your personal data and how we will treat it.
Who are we?
Oakham Group Ltd a limited company, will be what is known as the “data controller” of the personal data you provide to us. We are registered as a UK company under registration number 14292542. You may contact us at the following address: 30 Orange Street London WC2H 7HF (registered office) – [email protected]
Information we collect from you
Unless otherwise agreed with you, we will only collect basic personal data about you which does not include any special information about you (often known as “sensitive personal data”).
This information does, however, include the likes of your full name, contact details (which will be mobile phone number and email address) and physical address (personal or professional) for certain items such as hard copy tickets delivered to you.
By submitting your personal information to us using this website, you are confirming that the information you are giving is correct and relates to you.
How we use your information
We need to know basic personal data to provide you with the services you have engaged us to provide, and to assert our right to be recompensed in return for these services. If you do not provide this information, then we will be unable to provide the services you have requested. We are an events company and your data to exhibit is shared with visitors to help you engage and carry out business at our events. We will also use your basic personal data to keep in contact with you and to answer any questions or queries you may have submitted.
We may share your information with third party service providers in connection with providing our services to you or such disclosure is required by law. However, when we use third party service providers, we disclose only the personal data that is necessary to deliver the service and we require them to keep your information secure and not to use it for their own direct marketing purposes.
Who has access to your information?
We take all reasonable steps to ensure that your information is processed securely. All the personal data that we hold about you will be processed by our staff in the UK. No third parties will have access to your personal data unless there is a legal obligation for us to provide them with this. We do not share any information that can be used to identify you personally however your companies’ details are shared on digital platforms and printed matter to promote our events. We only share a summary report of answers, to questions answered by our members and other vendors.
What we do with your information
The information we collect from you may be transferred to and stored at a destination outside the European Union (EU).
We take all reasonable steps to ensure that your information is treated securely. We ensure that third-party service providers who handle or store data outside the UK or EU, for example through data servers or relays, adhere to the EU-US Privacy Shield.
What we would also like to do with your information
We would like to send you suggestions and recommendations about goods and services that may interest you. However, we will not contact you for marketing purposes unless you have given your prior consent. This information is not shared with third parties, and you can change your marketing preferences or unsubscribe at any time by contacting us by email or amending your marketing preferences from within your account.
How long we keep your information
We are required under UK tax law to keep your basic personal data (name, contact details) for a minimum of six (6) years after which time it will be destroyed if it is no longer required for the legitimate business need for which it was obtained or for other legal / regulatory purposes. If you consent to marketing, the information we use for this purpose will be kept with us until you notify us that you no longer wish to receive this information.
Links to other websites and partner platforms
Our website may contain links to other websites run by exhibitors. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.
In addition, if you linked to our website from a third-party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.
Social Media Platforms
Communication, engagement and actions taken through external social media platforms that Oakham Group Ltd Group website participates on are custom to the terms and conditions as well as the privacy policies of each social media platform respectively.
As described above, Oakham Group Ltd.’s website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. You are advised before using such social sharing buttons that you do so at your own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.
You are advised to use social media platforms wisely and communicate / engage with them with due care and caution regarding your own privacy and your personal details. Oakham Group Ltd will never ask for personal or sensitive information through social media platforms and encourages you to contact us by email if you wish to discuss sensitive details.
You are, however, reminded that part of your Terms & Conditions of membership is that you cannot make any reference to complimentary tickets or The Fanatics Group on any social media channels, blogs or public forums.
Security precautions in place to protect the loss, misuse, or alteration of your information
When you give us personal information, we take steps to ensure that it’s treated securely. Any sensitive information (such as credit or debit card details) is encrypted and protected with secure server software (SSL) with 128-bit encryption: the industry standard for secure commercial transactions. It encrypts all your personal information, including your name, payment details and password that you use to enter the site, so that it cannot be read as the information travels over the internet. When you are on a secure page, a lock icon will appear on the bottom of web browsers such as Microsoft Internet Explorer. Additionally, our choice of payment provider allows us to never hold your credit card details on our website.
Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. Although we will do our best to protect your personal data, we cannot guarantee the security of any information you transmit to us; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to ensure its security on our systems and try to prevent unauthorised access.
Visitors to our website
When you visit https://www.animeconuk.com we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behavior patterns. We do this to find out things such as the number of visitors to the various pages of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
Website Cookies – What Are They?
As is common practice with almost all professional websites this site uses cookies, which are tiny files that are downloaded to your computer, to improve your experience. This page describes what information they gather, how we use it and why we sometimes need to store these cookies. We will also share how you can prevent these cookies from being stored however this may downgrade or ‘break’ certain elements of the site’s functionality.
For more general information on cookies see the Wikipedia article on HTTP Cookies.
How We Use Cookies
We use cookies for a variety of reasons detailed below. Unfortunately, in most cases there are no industry standard options for disabling cookies without completely disabling the functionality and features they add to this site. It is recommended that you leave on all cookies if you are not sure whether you need them or not in case, they are used to provide a service that you use.
Disabling Cookies
You can prevent the setting of cookies by adjusting the settings on your browser (see your browser Help for how to do this). Be aware that disabling cookies will affect the functionality of this and many other websites that you visit. Disabling cookies will usually result in also disabling certain functionality and features of this site. Therefore, it is recommended that you do not disable cookies.
The Cookies We Set Login related cookies
We use cookies when you are logged in so that we can remember this fact. This prevents you from having to log in every single time you visit a new page. These cookies are typically removed or cleared when you log out to ensure that you can only access restricted features and areas when logged in.
Email newsletters related cookies
This site offers newsletter or email subscription services and cookies may be used to remember if you are already registered and whether to show certain notifications which might only be valid to subscribed/unsubscribed users.
Orders processing related cookies
This site offers e-commerce or payment facilities and some cookies are essential to ensure that your order is remembered between pages so that we can process it properly.
Forms related cookies
When you submit data to through a form such as those found on contact pages or comment forms cookies may be set to remember your user details for future correspondence.
Site preferences cookies
To provide you with a great experience on this site we provide the functionality to set your preferences for how this site runs when you use it. To remember your preferences, we need to set cookies so that this information can be called whenever you interact with a page is affected by your preferences.
Third Party Cookies
In some special cases we also use cookies provided by trusted third parties. The following section details which third party cookies you might encounter through this site. This site uses Google Analytics which is one of the most widespread and trusted analytics solution on the web for helping us to understand how you use the site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content.
For more information on Google Analytics cookies, see the official Google Analytics page.
As we sell products it’s important for us to understand statistics about how many of the visitors to our site make a purchase and as such this is the kind of data that these cookies will track. This is important to you as it means that we can accurately make business predictions that allow us to monitor our advertising and product costs to ensure the best possible price.
We use adverts to offset the costs of running this site and provide funding for further development. The behavioral advertising cookies used by this site are designed to ensure that we provide you with the most relevant adverts where possible by anonymously tracking your interests and presenting similar things that may be of interest.
What are your rights?
If at any point you believe the information we hold and process on you is incorrect, under the GDPR, you may at any time request a copy of the information we hold on you by contacting us and have it corrected or deleted.
You can also request the erasure of your personal data in any of the specific circumstances set out in Article 17 of the GDPR. If you wish to raise a complaint on how we have handled your personal data, you can contact us to have the matter investigated.
To contact us about any of your rights, please write to Oakham Group Ltd of 30 Orange Street, London WC2H 7HF (registered office). or email [email protected] Please provide your full name, email address and mobile number when you contact us so we can identify you.
If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law, you can complain to the Information Commissioner’s – Office https://ico.org.uk/
Changes to our privacy policy
We may make changes to this Policy any time. Any changes we may make will be posted on this page.
Any questions or comments about this Policy can be sent to: Oakham Group Ltd 30 Orange Street, London WC2H 7HF (registered office) or email [email protected]