Promotion Booking Terms and Conditions
All bookings are subject to the following terms and conditions
Definitions
- Promotion/s - Any form of booked advertising with Imperial College Union (ICU), including, but not limited to, Promotional Stalls, Brand Activations, Online Marketing activities (such as Social Media Posts), Print Advertising Placements or other activity which promotes a brand, business, company or organisation external to ICU
- Go Live Date - the calendar day on which the booked promotion is first made visible to the general public - either physically or in a digital space.
Bookings, Payments and Cancellations
- VAT applicable at standard rate to all prices. Cheques should be made payable to Imperial College Union (ICU).
- Pricing is exclusive of agency commission. If a commissionable rate is required, please contact unioncoms@imperial.ac.uk to discuss.
- Confirmation of bookings is subject to ICU Regulations and procedures.
- A confirmation email will be sent to you within three weeks from receipt of the booking form.
- Payment needs to be made before the first appearance of your promotion ("go live date").
- Failure to pay in full will risk loss of the booked promotion. Any promotions lost through non-payment will be invoiced as cancelled bookings (see cancellation charges).
- Cancellation Charges. The following cancellation rates apply for companies withdrawing within these periods:
- Six (6) weeks prior to go live date: 50%
- Four (4) weeks prior to go live date: 75%
- Two (2) weeks prior to go live date: 100%
- Failure to comply with any aspect of these Terms & Conditions/Code of Practice will result in the removal of permission to exhibit. Neither ICL or ICU will refund any payments under these circumstances.
- All details are correct at time of publishing. However they may be subject to change without notification.
On-Campus Promotions
- All measurements quoted are approximate.
- No distribution of alcohol and/or glass items allowed
- A maximum of two staff members are allowed per indoor stall; or four staff for outdoor activations. Additional staff members may be requested in advance and will incur extra an extra charge of £50 + VAT per person.
- Persons operating the promotion (i.e. on site staff) will at all times: behave in a responsible manner whilst on the Imperial College London (ICL) campus; not inconvenience other exhibitors in any way; comply with the policies of Imperial College Union and Imperial College London (copies available on request). Failure to do so may result in removal without prior notice or recompense.
- Exhibitors and their staff must conform to relevant legislation, regulations, British or EEC standards etc. as appropriate.
- Exhibitors are required to provide information on all displays including dimensions before Imperial College Union will accept the booking.
- All off-loading and loading of exhibits will normally be carried out by the exhibitor and not by staff of Imperial College Union or other organisers
- Once exhibitors have off-loaded, vehicles should be removed from the ICL campus. Parking on campus can be available in advance on request, and will attract an additional charge of £30 + VAT per vehicle.
- Displays involving equipment which moves shall not be left unsupervised.
- Exhibits will be constructed in locations allocated by the organisers and kept within the space parameters.
- Information and goods (including, but not limited to flyers, products etc.) may only be distributed from the appropriate stall location.
- Third party material may not be distributed.
- All electrical fittings, wiring and appliances shall be constructed and maintained in a safe condition. Particular attention must be paid to the nature of temporary wiring and the need not to overload electrical sockets. Risk Assessments/RAMS reports are required and sign off lies with Imperial College Union.
- Loose packages must be removed once exhibition stands have been assembled.
- All exhibitors should note that ICL and ICU operate a strict no-smoking policy on campus; including outdoor areas and within all buildings.
- Exhibitors exhibit entirely at their own risk. ICL and ICU are not liable for any losses or damage to persons or property which may occur. Insurance against such contingencies is recommended.
- Exhibitors must also indemnify ICL and ICU against all costs, claims and liabilities sustained by any persons or to any property as a result of their actions.
Felix Advertising Requirements, Terms and Conditions
Advert requirements
- Deadlines
Artwork and completed booking forms must be received seven days before the publication date.
- Formats
Our preferred formats are PDF, TIFF, and EPS. We also accept Adobe Photoshop, InDesign and Illustrator files.
Files should be CMYK and originated at 300 dpi minimum.
To avoid unnecessary cropping, please set your image size to the dimensions stated for your ad type. (See here)
Terms and Conditions
- The Publishers will not be held liable for loss or damage, consequential or otherwise occasioned by error, late publication or the failure of the advertisement to appear from any cause whatsoever.
- The Publishers reserve the right to cancel or suspend or refuse any advertisement or series of advertisements. The advertiser will not be held liable for payment on advertisements so cancelled or suspended.
- The Publishers reserve the right to refuse any stop orders, cancellations and transfers received less than seven days before the publication date.
- Advertisers who decide to cancel or downgrade adverts once a booking form has been signed will incur a cancellation fee which will be 75% of the advertisement cost. Failure to produce artwork within the given deadline will be regarded as a cancellation.
- Accounts are strictly net, payable within 30 days of invoice. Payments are preferred by BACS. Cheques should be made out to ‘Imperial College Union (Felix)’, with the invoice number written on the back.
- No guarantee can be given for the insertion of any advertisement in any special position except by written arrangement with Imperial College Union.
- Advertisements will be accepted only on the condition that the advertiser warrants that the advertisement in no way contravenes the Trades Descriptions Act. All advertisements must also comply with the British Code of Advertising Practice. Acceptance of an advertisement in no way implies compliance.
- Copy and artwork are subject to the Publishers’ approval. The Publishers cannot accept responsibility for damage or loss of artwork. The Publishers may charge for any copy setting or alteration required to do the work. All copy and artwork is to be provided five working days before the publication date.