This Exhibition Booth Booking Agreement (“Agreement”) is made by and between Savistine Limited who are the Organizer of Sokoni Agribusiness Expo, and the Exhibitor, as detailed below. The Exhibitor agrees to the terms and conditions outlined herein for their participation in the Sokoni Agribusiness Expo, scheduled for 28th & 29th August 2025, at Kenya School of TVETs.
Definitions
- • Organizer: The entity responsible for organizing the Sokoni Agribusiness Expo.
- • Exhibitor: The individual or organization booking an exhibition booth at the Expo.
- • Event: The Sokoni Agribusiness Expo, taking place on 28th & 29th August 2025, at Kenya School of TVETs, Nairobi.
1. Event Details
Event Schedule
- • Exhibition Setup: 27th August 2025, from 8:00 AM to 6:00 PM
- • Exhibition Dates: 28th & 29th August 2025, from 8:00 AM to 6:00 PM
- • Exhibition Dismantling: 30th August 2025, from 8:00 AM to 6:00 PM
2. Booth Sizes and Pricing
The available booth sizes and prices are as follows:
- • 2m x 2m:
- • 3m x 3m:
- • 3m x 6m:
- • 3m x 9m:
- • 6m x 6m:
The Organizer will provide booth space, basic shell structure, (set up and dismantled by the Organizer), Basic electricity and lighting supply, Exhibitor badges for booth staff, and basic utilities. The Exhibitor is responsible for any additional booth customization or features and services beyond the state such as branding, decorations, and additional equipment.
Benefits that come with each booth size are available on the Exhibition Booth rates Document, shared separately
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3. Payment Terms
- • A 50% deposit of the total booth cost must be paid within 7 days of invoice issuance to secure your stand location. The remaining 50% balance is due by 14 days after the invoice issuance, this plan is applicable before July 15th. After that period, Invoice will be due immediately
- • Submission of a signed contract confirms your participation in the Sokoni Agribusiness Expo. However, receipt of the deposit payment is required to confirm your booth location. Failure to make the deposit payment within the stipulated time may result in the release of your stand location to other exhibitors.
- • If the deposit is not received to secure your stand, a ‘Defaulted 50% Deposit Penalty Fee’ will apply as a breach of contract. Your company will then be placed on the re-allocation list until the deposit is paid in full, after which a new booth location will be assigned, subject to availability.
- • NB: This does not affect Savistine Limited’s right to collect full payment on invoice value.
- • Bank details to be highlighted on the official sales invoice.
4. Organizer's Responsibilities
- • That Kenya School of TVETS, Gigiri has been confirmed as the host venue for the Sokoni Agri-Business Expo, and shall Offer assistance with logistics, including setup and dismantling times.
- • To allocate an exhibition booth to the Exhibitor as per the Exhibitor's booking, whose provisions includes booth Shell, basic amenities such as electricity (where applicable), booth signage, and exhibitor badges. And the Exhibitor is responsible for customizing their booth to meet their specific design & brand needs.
- • Ensure the safety of the general event premises, although Exhibitors are responsible for the security of their booth, personnel and products.
- • Provide promotional support, including listing the Exhibitor’s company in event marketing materials and promoting the Expo through various channels.
5. Exhibitor's Responsibilities
- • Pay the booth fee as per the selected category, including 16% VAT as required by law.
- • Abide by the event schedule to enable your swift preparation and participation into the event.
- • Brand and decorate their booth as desired, ensuring it is attractive and aligns with the event's professional standards.
- • Ensure that their booth complies with all applicable laws, regulations, and event guidelines.
- • Be responsible for their booth’s security, products, and any staff members working at their booth.
- • Ensure any promotional materials, products, or services comply with the standards of the Expo and do not violate intellectual property laws.
- • Maintain a professional appearance and ensure their booth is operational during official event hours.
6. Indemnity and Insurance
- • The Exhibitor is strongly encouraged to secure their own insurance to protect against any unforeseen circumstances or losses.
- • The Exhibitor agrees to indemnify and hold harmless the Organizer, its employees, agents, and partners from any claims, damages, or losses arising from the Exhibitor's participation in the event, including damage or loss of property, injury to staff, or violations of event rules.
7. Health and Safety Compliance
- • The Exhibitor agrees to adhere to all health and safety guidelines provided by the Ministry of Health, including those related to COVID-19 or any other health regulations that may apply at the time of the event.
- • This includes maintaining hygiene protocols such as hand sanitizers, masks, or temperature checks, where and when necessary.
7 a. Display & Product Compliance
- • This is a food, beverage, and agri-business expo. Only related products, services, and innovations may be exhibited.
- • The display or sale of illegal, harmful, spoilt, or counterfeit goods is strictly prohibited.
8. Security and Safety
- • While the Organizer will provide security services for the venue, the Exhibitor is ultimately responsible for the security of their own booth, products, and staff during the event.
- • The Exhibitor should take appropriate measures to secure their property and materials, especially outside of event hours, and is encouraged to utilize secure storage facilities if available.
8.a. Data Protection & Privacy
- • By registering as an exhibitor or visit/attendee/delegate/guest, you agree to the collection and processing of your personal and business data for event-related purposes.
- • Your contact information may be used to provide event updates, networking opportunities, and promotional materials.
- • The organizers will not sell or share your data with third parties without your consent, except when required by law.
- • If you wish to opt out of event communications, please notify the organizers in writing.
9. Force Majeure
- • The Organizer shall be held liable for delays or failure to perform their obligations due to causes beyond their control, including but not limited to acts of God, natural disasters, strikes, demonstrations, pandemics, governmental restrictions/ actions or any other unforeseen events. The organizer will notify the exhibitor promptly of any changes
- • In such cases, the Organizer will provide a suitable alternative or reschedule the event as possible, but no compensation will be provided for non-performance due to force majeure.
10. Co-Marketing
- • The Organizer encourages Exhibitors to use the event logo in their visibility materials to raise awareness of their participation in the Sokoni Agribusiness Expo and attract foot traffic to their booth. While participation in Self-promotion/co-marketing is optional, it is highly recommended to help visitors easily locate your booth within the exhibition arena.
11. Photography and Videography
- • The Organizer reserves the right to photograph and video record the event for promotional and marketing purposes. By signing this Agreement, the Exhibitor grants permission for the use of such images, audio or video in various media, including social media, websites, Blogs, newspaper articles and any other promotional materials.
- • Exhibitors are permitted to take photographs of their own booth and products but must obtain prior approval from the Organizer if they wish to photograph other booths or attendees.
12. Cancellation and Refund Policy
- • The application for the Package is irrevocable by Exhibitor and therefore, no rights to cancel this Contract. No refunds will be given and the Fees shall remain due and payable in full and in cleared funds, without any set off, deduction or otherwise by Client.
12 a. No-Show Policy
- • Exhibitors who fail to attend without prior notice will forfeit their fee and future participation privileges.
13. Dispute Resolution
- • Any disputes arising from this Agreement shall be resolved through good faith negotiation. If a resolution cannot be reached, the matter may be submitted to court for due process in accordance with the laws of Kenya.
14. Miscellaneous
- • This Agreement constitutes the entire agreement between the parties and supersedes any prior agreements or understandings.
- • This Agreement may only be amended in writing and signed by both parties.
- • This Agreement shall be governed by and construed in accordance with the laws of Kenya.
Acknowledgment and Acceptance
The Exhibitor acknowledges that they have read, understood, and agreed to the terms and conditions of this Agreement