Terms & Conditions

Exhibition

Amendments to Exhibition Layout

While every effort is made to preserve the published layout of the exhibition, the Organisers shall be entitled to vary the layout if this is in the general interest of the exhibition.

Build Up

No one under the age of sixteen (16) will be permitted in the exhibition during build-up or dismantling. All exhibitor personnel and visitors must provide and wear a high-visibility vest.

Maximum Stand Height

The maximum height for any part of any stand will be 6m from the ground.

Disruption to Other Exhibits

The Organisers reserve the right to restrict exhibits which, because of noise, method of operation, materials, or any other reason, become objectionable to other exhibitors or delegates. No microphones or loudspeakers are to be used on the exhibition floor.

Giveaways and Distribution of Printed Materials

All stand activities (including any form of food and drink), timed launches, presentations, and giveaways must be sent to Delegant to be reviewed and approved by the ASCN UK committee prior to the conference. Items not approved will be removed. This rule applies to live models as well. Requests must be made no later than one month before the conference.

Disclaimer

The acceptance of a product or service for exhibition does not constitute an endorsement by the Organisers. Each exhibitor or sponsor is responsible for ensuring the material and information they make available complies with legislation in the host country.

General

Payment

Full payment of all invoices is required within 14 days of receipt.

Cancellations

Cancellations or changes must be made in writing to the ASCN UK Conference Secretariat. Refunds are as follows:
– Up to 26 weeks before the conference: 50% refund.
– Less than 26 weeks: No refund.

Agent

Sponsorship and floor space bookings will be confirmed by ASCN UK. Payments must be made to ASCN UK.

Liability

The Organisers accept no responsibility for damage caused by exhibitors or loss sustained by exhibitors. Exhibitors are responsible for safeguarding their goods and displays.

Health and Safety

It is the responsibility of exhibitors to ensure that their contractors, employees, displays, and exhibits comply with current Health and Safety regulations.

Photography and Media

By attending ASCNUK25, you consent to being photographed or filmed by the official event photographer. Images and recordings may be used by ASCN UK for promotional, educational, or archival purposes. If you do not wish to be included, please notify event staff at registration.

Additional Conditions

Postponement or Abandonment

The Organisers will not be held responsible in the case of any postponement or abandonment of the exhibition for reasons beyond their control.

Acceptance of Applications

The Organisers reserve the right to refuse applications from organisations not meeting standard requirements or expectations. They may also curtail or close exhibits that reflect unfavourably on the conference.

Amendments to Terms and Conditions

The Organisers reserve the right to alter, amend, or add to these Terms and Conditions.

ASCNUK25 Event App (Swapcard) – Data Policy

Purpose of this Policy

This policy explains how delegate data will be used within the ASCNUK25 event app, provided by Swapcard, and the choices available to attendees regarding the visibility of their information.

Data Collected and Uploaded

ASCN UK will upload the following limited delegate information into the event app to enable registration and participation:

Full Name
Email Address
Company/Organisation
Job Title

No other personal data will be uploaded by ASCN UK without the delegate’s prior consent.

How Data is Used in the App

Delegate profiles are created in Swapcard using the above details.
Attendance is visible within the app only to other registered ASCNUK25 attendees.
Each delegate badge contains a QR code. When scanned, this enables Exhibitors and fellow delegates to access the contact information of the scanned person within the app.

Visibility & Control for Attendees

Opt-out / Non-visibility: Delegates may choose to make their profile non-visible in the app.
If non-visible, delegates will not appear in the attendee list and their contact details will not be disclosed to anyone, including Exhibitors.
Delegates remain able to access event content within the app regardless of visibility choice.

Sharing of Data

Delegate data will only be shared within the event app and visible to other registered attendees, subject to each delegate’s chosen visibility settings.
Exhibitors may only obtain contact details when a delegate’s badge QR code is scanned or if the delegate has chosen to remain visible in the app.
ASCN UK does not provide attendee contact details directly to Exhibitors outside of the Swapcard platform.

Data Security

Swapcard is the appointed event technology provider and processes personal data on behalf of ASCN UK under applicable data protection laws, including the UK GDPR.
Appropriate technical and organisational measures are in place to safeguard delegate data.

Data Retention

Delegate data will be retained in the Swapcard platform only for the duration necessary to deliver the event experience.
ASCN UK may retain registration records separately in accordance with its own data protection policy.

Delegate Rights

Delegates have rights under data protection law, including the right to:

Request access to their data.
Rectify incorrect or incomplete data.
Request deletion of their data after the event.
Withdraw consent for visibility within the app at any time.

To exercise these rights, delegates may contact ASCN UK at admin@ascnuk.org