The below Terms and Conditions govern the use of Exhibit Groups Display Management System (DMS)
(updated Mar 2024)
Registration for Online DMS
All online DMS users are required to register their individual profile details on the DMS site the first time they login. When registering, you agree to provide current, complete and accurate information in the registration section of this site and keep this information up to date. Your right to use the system is personal to you and you are responsible for your individual bookings and profile details.
Personal Information
Exhibit Group will not share your profile and booking information with unrelated third parties without prior permission.
Unauthorised Online DMS Use
Unauthorised use of another person’s profile is strictly prohibited. Please notify Exhibit Group immediately if you are aware of any unauthorised use of yours or others profile.
You must not provide your company’s username and password to any unauthorised person. You agree not to disrupt, modify or interfere with other users of the system. You further agree not to alter or tamper with any information or bookings within the system.
Online Ordering Procedure
Your bookings must be completed accurately and must contain all the relevant information required on the booking form to ensure prompt and correct delivery and pickup.
To ensure the service works efficiently, there is a stand down period per order dependent on delivery location. This enables us to get the order returned to Exhibit Group, cleaned, checked and sent out again. Therefore the system will not allow you to book out items 2-5 working days either side of your booking dates.
We will endeavour to get your required items to you 1 day prior to the start date entered on your booking. An email will be sent to you when the order has been dispatched. If you do not receive the items, please contact Exhibit Group and we will trace the items for you. It is the responsibility of the receiver to advise you when your items have arrived. All users must log out of the site when they have completed their order.
If you require Exhibit Group to place a booking on your behalf an administration fee may apply.
Changes & Cancellations
Changing bookings once dispatched and forwarding items can lead to items being lost. Display items should not be passed onto anyone internally without Exhibit Group’s prior consent.
You have the ability to cancel or edit a booking whilst its status is ‘new, pending or updated’. Orders cannot be cancelled or edited in ‘unconfirmed, processing or dispatched’, you will need to contact Exhibit Group to do this for you. Should any costs be incurred by Exhibit Group, these will be on-charged to you along with an administration fee.
Returning Items
When you have finished with the display equipment and all items have been packed in their original bags with return address labels as well as courier labels attached and they are ready for collection, please contact Exhibit Group to arrange pick-up.
Accurate information is imperative to enable a seamless pickup.
- Booking reference number
- Number of items
- Location of items
- Contact person at location
- All items re-labelled with the Exhibit Group Return Address: Exhibit Group NZ Ltd, 10 Rakino Way, Mt Wellington, Auckland.
Exhibit Group will not be held responsible for lost display items that have either been left unaddressed and/or not put into the designated courier pickup area.
Setup and Dismantles
If you include setup and dismantle within your order, this service will be quoted separately on a case-by-case basis. The cost is inclusive of time to setup and dismantle your display items, travel to and from the venue and additional costs such as accommodation, parking and meals. Setup and dismantles will be quoted and confirmed once a booking has been submitted. Once we have provided you with a quote, the setup and dismantle is not booked in until you approve the quoted cost.
Equipment and Display Hire
A category of hire items may have been added to your DMS site which can be hired to compliment your own display equipment. Where prices are listed, they are priced at per event or one week (whichever is the lesser). Where items are POA, a quote will be provided to you for approval prior to your order being dispatched.
When both Hire and DMS items have been ordered for an event, all the Hire and DMS items will be freighted to the event together. All Hire and DMS items must be returned back to Exhibit Group together.
You are required to take proper care of the equipment and notify Exhibit Group of any damage, loss or theft. You must ensure that the equipment is suitable for the work intended and used in a way that complies with all statutory requirements. All items are understood to be in good condition and fit for normal purposes before delivery – no items are claimed to be new.
Damaged / Lost Items
If you don’t receive items or receive gear that is damaged or in an unusable state, Exhibit Group must be notified within 24 hours of receipt of goods or normal prices will be charged.
Whilst Exhibit Group will exercise every due care and diligence in the handling of your panels and display equipment, the responsibility remains and rests with the user and owner. Whether the equipment is in storage at Exhibit Group, in transit or elsewhere for use, at all times the responsibility for its wellbeing remains with the owner and user. In the event the items are lost or damaged via a courier / freight company, we will endeavour to lodge a claim against the company for the replacement, however limited liability maximum amounts per item may apply which do not cover the full value. If items are lost prior to them being collected by a courier / freight company as they were labelled incorrectly or left in an unauthorised location, the responsibility for the replacement remains with the user.
Damaged or missing equipment will be charged at full replacement cost. You shall not have any claim against Exhibit Group for loss or damage endured as a result of the use of the equipment.
DMS Movement Fees
DMS Movement fees are charged per product, per order. Movement pricing is in NZ Dollars and excludes freight and GST. DMS movement prices are reviewed annually to ensure the rates reflect the current service cost. All prices displayed within your individual product listings are correct at the time of publication.
Movement fees cover Exhibit Group’s management of the DMS service including packing items, cleaning and repairs.
Freight / Courier / GST Costs
Freight and GST are not included in the order totals of your bookings. Freight is charged per order (to and from its destination) and is included on the order invoice along with GST.
If you require an estimate of freight costs prior to an order being dispatched, please contact DMS Customer Support. Please note – it will only be an estimate and is subject to change once the final costs are received from the courier/freight company.
Exhibit Group will not be liable for failure of delivery due to events beyond our control.
Electrical Tagging (Current Code of Compliance)
Exhibit Group will ensure all electrical items requiring power to run, such as lights, are tested and have a current compliance tag for safety purposes. Whilst this is not legally required in New Zealand, many venues stipulate that electrical items brought onto their premises display current compliance tags to ensure the safety of both exhibitors and event guests, as well as for the protection of their own premises.
The cost of this service is included in DMS movement fees. Electrical tags are valid for 1 year from date of testing.
Admin Fees
Booking Fee - If you require Exhibit Group to book your online order for you or make changes to an order, an administration fee will be applied.
Urgency Fee - An urgency fee will be automatically applied to any order that is required within 48 hours of placing the order or sooner than the stand down period allows.
Late Fee - Bookings not returned on time may impact other orders that have been placed for the same items. A late fee may therefore be charged if items are not received back on the order’s due date without prior approval. Further late fees may also apply if your order is more than 1 week overdue and/or hire equipment is included with the order.
Booking Extension Fee – If you require your order to be extended, an extension fee may be applied to your order. Please note that order products need to be checked first to ensure no future orders are affected by the extension.
Booking Cancellation Fee - In the event of a booking cancellation, any costs incurred by Exhibit Group such as flights, accommodation, freight and/or third party hire supplier costs will be on-charged, along with an administration fee.
If items have been dispatched freight costs and 50% of the booking will be charged.
The above applies to any event impacted or cancelled due to, but not limited by, acts of nature, Government imposed restrictions and event organiser based decisions.
All these fees will appear on the final order invoice if applicable. For current fee amounts, please contact Exhibit Group.
Payment
Exhibit Group will provide a valid, itemised, GST invoice at the end of the month following completion of the service. Payment is required by the 20th day of the month following the invoice date. Payment terms are subject to Exhibit Group’s Terms & Conditions of Trade.
Changes to Terms and Conditions
Exhibit Group reserves the right, at our sole discretion, to modify or replace these Terms and Conditions at any time. It is your responsibility to check our Terms and Conditions periodically for changes. Your continued use of DMS following the posting of any changes to these Terms and Conditions constitutes acceptance of those changes.
I have read, understood and accept the user Terms & Conditions.
*Acceptance of these terms are to be completed online.