RUTALIENCorporate Physical Services

Legal

Terms and conditions of counter allocation and participation

These terms are incorporated by reference into every application, delegate undertaking and issued invitation instrument. Where a printed copy conflicts with this page, this page prevails.

Instrument schedule · Rutalien Corporate Physical Services

1. Definitions and status of this instrument

  1. 1.1"Rutalien" means Rutalien Corporate Physical Services, a corporate services provider registered in Canada, acting as allocator of counter, table and pavilion space at exhibitions listed on its platform.
  2. 1.2"Sponsor" means the Canadian registered company that has been verified by Rutalien and that carries the application, the allocation and the delegation named in this instrument.
  3. 1.3"Delegate" means each natural person named in the delegate schedule of this instrument who is authorised to attend the exhibition at the allocated counter.
  4. 1.4"Instrument" means this serialized invitation document, including all pages, schedules, the barcode and the serial number printed on page one.
  5. 1.5This Instrument is a commercial document evidencing a verified counter allocation. It is not a visa, entry permit, work permit, residence document or any form of immigration authorization, and it confers no right of entry to Canada.
  6. 1.6The live status of this Instrument is the status returned by the Rutalien verification desk against its serial number. Where a printed or forwarded copy conflicts with that result, the verification result prevails.

2. Sponsor obligations

  1. 2.1The Sponsor warrants that every document submitted to Rutalien is authentic, complete, current, and — where required — notarised and authenticated by the competent authority.
  2. 2.2The Sponsor warrants that a genuine commercial relationship exists between the Sponsor and each Delegate, and that each Delegate attends for the commercial purpose stated in the application.
  3. 2.3The Sponsor remains accountable for the conduct of every Delegate at the venue for the whole duration of the exhibition, including setup and teardown periods.
  4. 2.4The Sponsor must notify Rutalien in writing within two business days of any material change to its corporate standing, ownership, insolvency position, tax standing, or to the composition of the delegation.
  5. 2.5The Sponsor must maintain commercial general liability insurance for the exhibition period at the level required by the venue, and produce the certificate on request.
  6. 2.6The Sponsor is responsible for all counter fees, venue charges, utility and service orders, customs duties, and any damage caused at the allocated counter.
  7. 2.7The Sponsor may not assign, resell, sublicense, share or otherwise transfer the allocation or this Instrument to any third party, in whole or in part.

3. Delegate obligations and conduct

  1. 3.1Each Delegate must carry photographic identity documentation matching the passport particulars recorded in the delegate schedule, and present it on request by venue security, the organiser or Rutalien.
  2. 3.2Each Delegate must sign and return the delegate undertaking before this Instrument is issued, and remains bound by that undertaking for the exhibition period.
  3. 3.3Delegates must remain within the areas of the venue designated for exhibitors and visitors and comply with all venue safety, security, fire and access rules at all times.
  4. 3.4Delegates may not misrepresent their employer, role, or the Sponsor relationship to any visitor, organiser, authority or counterparty.
  5. 3.5Delegates may not use this Instrument, or any copy or extract of it, in support of an immigration, visa, asylum, work permit or study permit application, or represent it to any authority as evidence of such entitlement.
  6. 3.6Any criminal conduct, harassment, intoxication, unauthorised solicitation or breach of venue rules at the exhibition entitles Rutalien to revoke this Instrument immediately and to remove the delegation from the counter.

4. Permitted activity at the allocated counter

  1. 4.1Permitted activity is limited to display of the products and services declared in the application, distribution of promotional material, commercial negotiation, order-taking and business networking.
  2. 4.2Cash retail sale to the public is permitted only where the exhibition rules and applicable provincial law expressly allow it, and only under the Sponsor's own tax registrations.
  3. 4.3Live demonstrations involving heat, open flame, pressurised systems, hazardous substances, food sampling, or machinery in motion require prior written approval from both the venue and Rutalien.
  4. 4.4No product may be displayed that is prohibited, restricted or requires licensing in Canada without evidence of that licence being filed with Rutalien in advance.
  5. 4.5Counter structures, banners, screens, signage and lighting must remain within the allocated footprint and the height limits published by the venue.
  6. 4.6Recruitment activity, political campaigning, religious solicitation, gambling and the collection of personal data outside applicable privacy law are not permitted at the counter.
  7. 4.7Work performed at the counter must be carried out by the Sponsor's own personnel or the named Delegates, or by contractors approved by the venue; no third-party labour may be engaged in the Sponsor's name without notice to Rutalien.

5. Fees, allocation and cancellation

  1. 5.1Counter fees are quoted in Canadian dollars, exclusive of applicable federal and provincial taxes, and are invoiced only after the corporate file is approved and inventory is confirmed.
  2. 5.2Allocation is confirmed on receipt of cleared funds. Rutalien may reallocate unpaid inventory after the payment deadline stated on the invoice without further notice.
  3. 5.3Cancellation by the Sponsor more than sixty days before the exhibition opening attracts a fifty per cent administration charge; cancellation within sixty days attracts the full fee.
  4. 5.4Where the exhibition is cancelled, postponed or materially reduced by the organiser, venue or a public authority, Rutalien's liability is limited to the fees it recovers from the organiser for the affected allocation.
  5. 5.5Rutalien may relocate a counter within the same hall class where the organiser changes the floor plan, and such relocation is not a ground for refund.

6. Verification, revocation and suspension

  1. 6.1Rutalien may verify, re-verify or request updated documents at any time before or during the exhibition, including at the venue.
  2. 6.2Rutalien may suspend or revoke this Instrument with immediate effect where a document is found to be false, misleading, withdrawn or expired; where the Sponsor's standing changes materially; where a Delegate breaches these terms; or where a sanctions, legal or regulatory obligation requires it.
  3. 6.3Revocation is recorded against the serial number and is disclosed to anyone verifying it. The Sponsor is notified in writing with the reason recorded.
  4. 6.4Revocation for cause does not entitle the Sponsor to any refund of counter fees or associated costs.
  5. 6.5Rutalien may disclose the fact and reason of a revocation to the exhibition organiser, the venue operator and any authority with a lawful basis to receive it.

7. Data protection and record retention

  1. 7.1Delegate passport particulars, photographs and signed undertakings are collected solely to verify the delegation and to issue and support this Instrument.
  2. 7.2Corporate and delegate records are retained for seven years from issuance to satisfy Rutalien's audit, tax and compliance obligations, then destroyed.
  3. 7.3Delegate particulars are not published. Public verification returns only the serial, status, sponsor name, exhibition, counter reference, delegate count, issuance and expiry.
  4. 7.4Records may be disclosed to the exhibition organiser, the venue operator, insurers, professional advisers, and public authorities where required by Canadian law.
  5. 7.5Requests for access to, or correction of, personal information held by Rutalien are made through the Sponsor to the compliance desk and are answered within thirty days.

8. Liability and indemnity

  1. 8.1Rutalien allocates space and verifies documents. It does not warrant the commercial performance, solvency, product quality or regulatory compliance of any Sponsor, Delegate or exhibitor.
  2. 8.2Rutalien is not liable for indirect, consequential, reputational or economic loss, including lost profits, lost orders or travel costs, arising from any allocation, refusal, suspension or revocation.
  3. 8.3Rutalien's total aggregate liability in connection with an allocation is limited to the counter fees actually received by Rutalien for that allocation.
  4. 8.4The Sponsor indemnifies Rutalien against all claims, penalties, costs and losses arising from the Sponsor's or a Delegate's breach of these terms, of venue rules, or of applicable law.
  5. 8.5Nothing in these terms limits liability that cannot be limited under the applicable law of Ontario.

9. Anti-fraud, sanctions and reporting

  1. 9.1Forgery, alteration, duplication or misuse of this Instrument, its serial number or its barcode is treated as fraud and is reported to the exhibition organiser, the venue operator and the appropriate law-enforcement authority.
  2. 9.2Rutalien screens sponsors, directors, beneficial owners and delegates against Canadian and international sanctions and adverse-media sources and refuses or revokes files accordingly.
  3. 9.3Any person receiving this Instrument may verify it independently at the Rutalien verification desk using the serial number printed beneath the barcode.
  4. 9.4Suspected misuse should be reported to the Rutalien compliance desk quoting the serial number; reports are acknowledged within one business day.

Governing law

These terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable therein. The courts of Ontario have exclusive jurisdiction over any dispute arising from an allocation, application, undertaking or issued instrument.