EXHIBITION BOOTH & BUSINESS TERMS & CONDITIONS

1. BOOTH RESERVATION & PAYMENT

Reservation Process

Exhibition booth space is allocated on a first-come, first-served basis upon receipt of:

Completed exhibition application form
Signed terms and conditions
Required deposit payment

Payment Structure

Standard Booking (More than 90 days before event):

50% deposit due upon booth reservation
Remaining 50% due 45 days prior to event

Late Booking (60-90 days before event):

75% deposit due upon booth reservation
Remaining 25% due 30 days prior to event

Last-Minute Booking (Less than 60 days before event):

100% payment due immediately upon confirmation

Payment Methods

Bank Transfer (preferred)
Credit Card (3% processing fee applies)
PayPal for international exhibitors (fees apply)

All payments must be made in USD or VND as specified in your booth contract.

2. BOOTH SPECIFICATIONS & TYPES

Standard Booth Options

Basic Booth (3m × 3m):

Shell scheme walls (white or custom-printed)
Company name fascia board
1 table, 2 chairs
2 spotlights
1 power outlet (220V)
Carpet flooring

Premium Booth (3m × 6m):

All Basic Booth amenities (doubled)
Corner or prime location
Additional lighting
2 power outlets
Lockable storage cabinet

Custom/Raw Space:

Empty floor space for custom build
No standard furnishings included
Electrical connection points available
Exhibitor responsible for all construction and dismantling

Booth Location Assignment

Premium sponsors receive first choice of location
Remaining booths assigned based on:
1. Payment date (earlier payment = better location)
2. Booth size (larger booths get priority placement)
3. Industry category (complementary businesses grouped)
4. Returning exhibitor status

Important: Organizers reserve final authority on all booth placements to ensure optimal event flow and attendee experience.

3. BOOTH CANCELLATION & REFUND POLICY

Cancellation Timeline

Cancellation More Than 120 Days Prior to Event:

70% refund of total booth fee
30% retained for administrative costs and lost opportunity

Cancellation 90-119 Days Prior to Event:

50% refund of total booth fee
50% retained for marketing commitments and space planning

Cancellation 60-89 Days Prior to Event:

25% refund of total booth fee
75% retained for event production commitments

Cancellation Less Than 60 Days Prior to Event:

No refunds will be issued
Booth space will be reassigned or remain empty
Exhibitor name removed from marketing materials

Partial Cancellation

For exhibitors with multiple booths:

Individual booth cancellations subject to same timeline penalties
Remaining booths may be relocated at organizer’s discretion

4. BOOTH TRANSFER & SUBSTITUTION

Company Transfer

Exhibitors may transfer booth space to another company:

Transfer Terms:

$300 USD administrative fee
Must be completed at least 30 days before event
New exhibitor must sign exhibition contract
New exhibitor must meet all product/service eligibility requirements

Booth Resizing

Upgrade: Available anytime (pay difference, no penalty) Downgrade: Subject to cancellation penalties on the difference in value

Sharing or Subletting

Strictly prohibited without organizer approval
Unauthorized sharing may result in booth forfeiture without refund
Joint booth applications must be declared at booking

5. SETUP & DISMANTLING SCHEDULE

Timeline

Early Setup (Premium Exhibitors):

48 hours before event opening
Available for custom booth builds only

Standard Setup:

24 hours before event opening
All standard and premium booths

Event Hours:

As specified in event schedule (typically 9:00 AM – 6:00 PM)
Booths must be staffed during all event hours

Dismantling:

Begins immediately after event closes
Must be completed within 8 hours of event end
Late dismantling: $150 USD per hour penalty

Setup Requirements

All booth construction must comply with venue safety regulations
Fire safety certificates required for custom builds
Height restrictions: Maximum 4 meters
No construction work during event hours (safety and noise concerns)

Early Departure Penalties

Exhibitors who dismantle booths before official event closure:

Forfeit right to participate in future Beauty Summit events
No refunds or credits issued

6. BOOTH DESIGN & CONSTRUCTION REGULATIONS

Design Approval

All custom booth designs must be submitted for approval:

Deadline: 30 days before setup begins
Required Documents: Floor plan, elevation drawings, materials list
Approval Time: 7 business days

Construction Standards

All structures must be professionally built and safe
Free-standing displays must be properly weighted/secured
No blocking of emergency exits or aisles
No encroachment on neighboring booth space

Prohibited Materials

Flammable decorations or materials
Hazardous chemicals or combustibles
Live animals (except with prior approval for product demonstrations)
Excessive noise-producing equipment (above 70 decibels)

Branding & Signage

Company branding must face inward to booth space
No signage visible from neighboring booths without approval
Hanging banners require structural assessment and approval

7. ELECTRICAL & TECHNICAL SERVICES

Standard Package

1 power outlet (220V, 13A) included per standard booth
Additional power outlets: $75 USD each

Advanced Requirements

Available for additional fee:

High-power outlets (32A): $200 USD
Dedicated circuit: $350 USD
Internet connection (WiFi): Included venue-wide
Wired ethernet: $100 USD
Water connection: $250 USD (subject to venue availability)
Compressed air: $300 USD (subject to venue availability)

Technical Support

Venue technical team available during setup
Event-hour technical support: $80 USD per hour
All electrical work must be performed by venue-certified electricians

Deadlines

All technical service requests must be submitted 21 days before event.

8. EXHIBITOR BADGES & PERSONNEL

Included Badges

Standard Booth (3m × 3m): 2 exhibitor badges
Premium Booth (3m × 6m): 4 exhibitor badges
Custom/Large Booth (9m × 6m or larger): 6 exhibitor badges

Additional Badges

$150 USD per additional badge
Includes access to networking events and meals
No limit on additional badge purchases

Badge Requirements

All booth staff must wear official badges
Badges non-transferable
Lost badges: $50 USD replacement fee

9. PERMITTED PRODUCTS & SERVICES

Restricted Categories (Require Pre-Approval)

Medical devices or pharmaceuticals
MLM (Multi-Level Marketing) businesses
Competing event organizers
Products making unverified health claims

Prohibited Activities

Direct competitors of title sponsors (as specified in contract)
Products illegal in Vietnam
Counterfeit or trademark-infringing goods
Adult content or inappropriate materials

Violation Consequences:

Immediate booth closure without refund
Removal from venue
Legal action for damages

10. SALES & COMMERCIAL ACTIVITIES

On-Site Sales

Product sales permitted with proper business licensing
Exhibitors responsible for sales tax/VAT compliance
Cash handling security is exhibitor’s responsibility

Lead Collection

Exhibitors may collect business cards and contact information
Must comply with Vietnam’s data protection regulations
Attendee badge scanning available (rental: $250 USD)

Demonstrations & Sampling

Product demonstrations encouraged
Free samples permitted (no size restrictions)
Food/beverage samples require health department approval
Live demonstrations must not obstruct aisles

Promotional Activities

Prize drawings and giveaways permitted
Must not create excessive crowding or safety hazards
Alcohol service prohibited without special permit

11. SECURITY & INSURANCE

Venue Security

24-hour security during setup and event days
CCTV monitoring throughout venue
Security guards on patrol

However: Organizers are NOT liable for:

Theft or loss of exhibitor property
Damage to booth materials or products
Personal injury to exhibitor staff

Insurance Requirements

Mandatory for all exhibitors:

General liability insurance (minimum $500,000 USD coverage)
Property insurance for booth materials and inventory
Workers’ compensation for exhibitor staff

Proof of insurance must be submitted 14 days before event.

Valuable Items

Exhibitors should not leave valuable items in booths overnight
Lockable storage recommended for high-value inventory
Consider additional security services (available for hire)

12. CLEANING & WASTE MANAGEMENT

Daily Cleaning

Venue aisles cleaned daily by facility management
Individual booth cleaning is exhibitor’s responsibility

Cleaning Services (Optional)

Daily booth cleaning: $80 USD per day
Deep clean after setup: $120 USD
Post-event cleanup: $150 USD

Waste Disposal

Standard waste bins provided in back-of-house areas
Excessive waste or special disposal: Additional fees apply
Hazardous waste must be removed by exhibitor (cannot be left in venue)

Sustainability Requirements

Recycling bins available throughout venue
Exhibitors encouraged to minimize single-use plastics
Carbon offset program available (optional participation)

13. MARKETING & PROMOTIONAL BENEFITS

Included Marketing

Company listing in event mobile app
Logo on event website exhibitor page
Mention in pre-event email campaigns (if confirmed 60+ days prior)
Social media mentions (scheduled posts)

Enhanced Promotion (Additional Cost)

Featured exhibitor spotlight: $500 USD
Email blast to attendee list: $800 USD
Banner ad in mobile app: $600 USD
Speaking opportunity/workshop: $1,200 USD (subject to content approval)

Co-Marketing Requirements

Exhibitors agree to:

Share event details on company social media (minimum 2 posts)
Include event logo in booth signage
Reference Beauty Summit Vietnam in product launches made at event

14. EVENT POSTPONEMENT & MODIFICATIONS

Event Postponement

If Beauty Summit Vietnam is postponed:

Booth reservations automatically transfer to new dates
If new dates unacceptable:
- Full refund if postponement exceeds 6 months
- Credit to next edition (100% of fees paid)
- 50% refund if exhibitor declines both options

Venue Changes

Organizers may change venue within Ho Chi Minh City or Hanoi
Booth dimensions and amenities remain as contracted
Venue change does not constitute grounds for cancellation refund

Format Changes

If event converts to hybrid or virtual:

Physical booth space still available
Virtual booth presence added at no extra cost
Exhibitors may opt for virtual-only participation (70% of booth fee)

15. FORCE MAJEURE

Organizers not liable for cancellation/modification due to Force Majeure:

Natural disasters (typhoons, floods, earthquakes)
Government restrictions or venue closures
Public health emergencies
Civil unrest or security threats
Venue damage or unavailability

Force Majeure Resolution Options

Option 1: Credit rollover to next edition (100% of fees paid) Option 2: Partial refund (60% of fees paid), 40% retained for unrecoverable costs Option 3: Virtual booth participation (if virtual event held)

Exhibitors must select preferred option within 21 days of Force Majeure announcement.

16. CODE OF CONDUCT & PROFESSIONAL STANDARDS

Expected Behavior

Exhibitors and booth staff must:

Conduct business professionally and ethically
Respect neighboring exhibitors’ space and boundaries
Maintain clean and organized booth appearance
Engage respectfully with attendees
Comply with venue rules and local laws

Prohibited Behavior

Aggressive or harassing sales tactics
Excessive noise or disruptive activities
Blocking aisles or emergency exits
Consuming alcohol excessively or intoxication
Discrimination or harassment of any kind

Enforcement

First violation: Written warning
Second violation: Booth closure for remainder of day
Third violation: Permanent closure and removal without refund

17. LIABILITY & INDEMNIFICATION

Organizer Limitations

Organizers are not liable for:

Exhibitor property loss, theft, or damage
Personal injury to exhibitor staff or visitors
Business losses or lost sales opportunities
Technical failures (power outages, internet issues)
Attendance levels or foot traffic

Exhibitor Responsibilities

Exhibitors agree to:

Maintain safe booth environment
Comply with all safety regulations
Indemnify organizers from claims arising from booth activities
Cover costs of damage to venue property

Product Liability

Exhibitors are solely responsible for:

Product safety and quality
Regulatory compliance
Product liability claims
Warranty and after-sales support

18. INTELLECTUAL PROPERTY

Exhibitor IP

Exhibitors retain all rights to their products and brands
Organizers may photograph booths for promotional purposes
Exhibitors grant license to use booth photos in event marketing

Trademark Protection

Exhibitors must respect trademark rights of others
Counterfeit products strictly prohibited
Trademark disputes between exhibitors will be resolved by Vietnamese law

Event Branding

“Beauty Summit Vietnam” is trademarked
Exhibitors may reference event in marketing during and after participation
Unauthorized use of event branding for commercial purposes prohibited

19. POST-EVENT REQUIREMENTS

Dismantling Obligations

Remove all booth materials within required timeframe
Restore floor space to original condition
Remove all waste and recyclables
Return any borrowed/rented equipment

Penalties for Non-Compliance

Abandoned materials disposal: $500 USD + actual disposal costs
Venue damage: Repair costs + $250 USD administrative fee
Unreturned equipment: Replacement cost + 50% penalty

Follow-Up

Post-event survey (5-10 minutes)
Feedback on event organization and attendee quality
Interest confirmation for next edition (early bird rates offered)

20. REFUND PROCESSING & CURRENCY

Method

Refunds processed to original payment method within 30 business days.

Currency

All refunds processed in currency of original payment (USD or VND).

Banking Fees

Exhibitors responsible for any foreign exchange losses or bank transaction fees during refund process.

21. VAT & INVOICING

VAT Invoices (Red Invoice)

Vietnamese VAT invoices available upon request.

Provide company tax details at payment
Cannot be modified 14 days after issue

International Invoicing

Commercial invoices issued in USD for international exhibitors.

22. MODIFICATIONS & AMENDMENTS

Changes to Terms

Organizers reserve right to modify these terms with 30 days’ notice.

Individual Agreements

Terms in signed booth contract take precedence over this general policy.

23. CONTACT INFORMATION

For all exhibition inquiries, booth modifications, and support:

Email: contact@beautysummit.ai
Subject Line: Include “Booth Inquiry – [Company Name]”
Phone: +84 [Insert Phone Number]
Response Time: 2-3 business days

During Event

Exhibitor Service Desk: Located in main exhibition hall
Emergency Contact: +84 [Insert Emergency Number]
Technical Support: Available 8:00 AM – 7:00 PM during event days

24. AGREEMENT ACCEPTANCE

By submitting booth application and payment, exhibitors acknowledge they have read, understood, and agree to these Exhibition Booth & Business Terms & Conditions.

This policy is binding and forms part of the exhibition contract.

Welcome to Beauty Summit Vietnam Exhibition

We’re excited to have your business as part of Vietnam’s premier beauty industry event. Our exhibition floor brings together the most innovative brands, products, and services in the beauty sector.

For exceptional exhibitor experience and maximum ROI, please review all terms carefully and don’t hesitate to contact our exhibitions team with any questions.

Let’s make Beauty Summit Vietnam 2025 an outstanding success together!