DMS Terms & Conditions
The below Terms and Conditions governs the use of Exhibit Groups Display Management System (DMS)
By placing your storage items in the care of Exhibit Group’s Display Management Service (DMS) and/or by using the DMS online ordering system, you agree to the following Terms and Conditions.
Registration for Online DMS Users
All online DMS users are required to register their individual profile details on the DMS site when they first login. All registered users will be required to agree to these Terms and Conditions before they have access to the site.
Personal Information
Exhibit Group will not share 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 (an exception to this rule applies to Exhibit Group staff). Please notify Exhibit Group straightaway if you are aware of any unauthorised use of a person’s profile. It is prohibited to provide your DMS login and password to any unauthorised persons. Users agree not to alter or tamper with any information or bookings within the system.
Putting Additional Items Into Your Online Display Inventory
Additional items can be added to your DMS inventory at any time. If your new items have been supplied by Exhibit Group then these items will be added to your inventory free of charge. Alternatively, if your new items have been sourced from other suppliers a minimum fee of $150 will be charged for the cataloguing, coding, photographing and uploading of your additional products onto your DMS website. Please note that adding additional items into your display inventory will affect your monthly storage charge.
Online DMS Ordering Procedure
To ensure prompt and correct delivery / pickup online bookings must be accurate with all fields on the booking form completed correctly. To ensure the service works efficiently, there is a 2 day stand down period per order. Therefore the system will not allow you to book out items 2 (or 3 depending on delivery location) days either side of your booking dates. If you require Exhibit Group to place, cancel or edit a booking a $50 administration fee may apply.
You have the ability to cancel or edit a booking whilst it is in ‘new, pending or updated’. Orders cannot be edited in ‘unconfirmed, processing or dispatched’. If you need to change your order that is sitting as unconfirmed or processing you will need to contact Exhibit Group. An email will be sent to you when the order has been dispatched from Exhibit Group.
If you do not receive your order, please contact us and we will trace the items for you straightaway.
Please note - it is the responsibility of your staff to advise you when your items have arrived.
All users must log out of the site when they have completed their order.
Freight / Courier / GST
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 your Account Manager.
Please note – it will only be an estimate and can be 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.
Returning Orders
When you have finished with the display equipment and all items are packed up and back in their cases ready for collection, please call Exhibit Group on 09 570 3649 or email This email address is being protected from spambots. You need JavaScript enabled to view it.and we will arrange a courier or collection.
Accurate information is imperative to enable a seamless courier pickup.
1) Booking reference number
2) Number of items
3) Location of items
4) Contact person at location
5) 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
Due to the varying nature of events, this service is quoted on a case-by-case basis. This service can only be undertaken by client approval. Setup and dismantles quotes will be sent to the person who places the booking for approval prior to the event.
Equipment and Display Hire
Hire items are available through your online DMS site, under their own category. 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.
The Hirer shall take proper care of the equipment and shall notify Exhibit Group of any damage, loss or theft. The hirer 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.
If the hirer receives equipment that is damaged or in an unusable state, Exhibit Group must be notified of damaged items within 24 hours of receipt of goods or normal prices will be charged. Damaged or missing equipment will be charged to the Hirer at full replacement cost.
The Hirer shall not have any claim against Exhibit Group for loss or damage endured by the Hirer as a result of the Hirer’s own use of the equipment.
Pricing
Pricing is based upon the original signed agreement (or quote) made between a representative from your company and a representative from Exhibit Group. All DMS pricing is in NZ Dollars and excludes GST and freight.
DMS Storage Charges
Your DMS storage charge includes the following services:
• Dedicated Account Manager
• Setup of personalised storage area
• Secure purpose built storage facility for display equipment
• Cleaning and maintenance of area
• Ongoing customer support and enquiries
• Ongoing free training on use of the online booking system
• Customised detailed reporting on all areas of activity
• Regular reviews and free display consultations
• Ongoing updating of your DMS website
• Ongoing product support and training
DMS Movement Fees
DMS Movement fees are charged per product, per order. Please refer to your individual product listings for your pricing. DMS movement prices are reviewed annually to ensure the rates reflect the current service cost.
Movement fees can cover:
• Receipt of online order and automated booking confirmation
• Manual review of order to cross check items order and details supplied (to ensure a successful outcome)
• Quoting for installation and dismantle services (if selected) including specialist services
• Quoting for POA hire products and non-standard hire items
• Creation of event run-sheets (if applicable)
• Picking and selection of order items along with visual check
• Assembly of any customised displays ready for shipping (if applicable)
• Packaging and labeling of order (including bubble-wrap and packaging supplies if necessary)
• Selection of appropriate freight company to meet clients delivery expectations and items ordered
• Freight ticketing and consignment preparation
• Online updating of order and email confirmations
• Dispatching of order
• Organisation of return freight logistics
• Co-ordination and management of external contract suppliers (if applicable)
• Liaising with venues and event organisers
• Automated track and trace confirmations
• Customer service and support
• Freight management for re-routing of items
• Receipting in and inwards goods management of individual order items – including checking in
• Clean, service and repair (if necessary)
• Client consultation of any damaged or missing items (quoting on replacement if necessary)
• Recovery of missing items (where possible)
• Order items placed back into inventory
• Administration and invoicing (movement fee does not include freight costs)
Electrical Tagging (Current Code of Compliance)
It is the equipment owner’s responsibility to ensure that any stored items (requiring power to run), have a current compliance tag. If you require assistance with this, please contact your Account Manager for advice and support.
Administration, Urgency and Late Fees
Booking Fee - If you require Exhibit Group to book your online order for you, a $50 administration fee will be applied to your booking.
Urgency Fee - An urgency fee of $50 will be automatically applied to any order that is required within 24 hours of placing the order, ie, outside the mandatory stand down period.
Late Fee - A late fee of $50 may be charged if items are not received back on the order’s due date. Further fees may also apply if an order is over 1 week overdue.
Booking Extension Fee – If you require your order to be extended, an extension fee of $50 will 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.
All these fees will appear on the final order invoice if applicable.
Booking Cancellation Fees
In the event of a booking cancellation, any costs incurred by Exhibit Group such as flights, accommodation, freight, third party hire suppliers and/or production costs will be on-charged including an administration fee of $50.
If items have been dispatched freight costs and 50% of the booking will be charged.
If the event is cancelled outright due to Covid-19 and Government restrictions on events the above applies.
Covid-19
If the event is cancelled outright due to Covid-19 and the Government restrictions imposed on events the above cancellation terms apply.
If the event is postponed due to Covid-19 and the Government restrictions imposed on events the hire booking will be transferred to the new dates. Costs for hire equipment will be transferred to this new date however additional costs may be incurred due to changes in flights, accommodation, freight, and third party hire suppliers not being refunded in accordance with their hire cancellation policies.
If the event is in progress, or has been activated, and is impacted or shut down due to Covid-19 and the Government restrictions imposed on events, the hire booking will be charged at 50% of the hire and service booking value. If an alternate date has been given the booking will be transferred to the new dates. Costs for hire equipment will be transferred to this new date however additional costs may be incurred due to changes in flights, accommodation, freight, and third party hire suppliers not being refunded in accordance with their hire cancellation policies.
The above terms and conditions apply to any event impacted or cancelled due to, but not limited by, acts of nature, Government imposed restrictions and event organiser based decisions.
Payment
Payment Terms are subject to Exhibit Group’s ‘Terms and Conditions of Trade’.
Payment is made to Exhibit Group for the charges of goods and services in accordance with the Agreement. Any additional costs or expenses incurred by Exhibit Group must be agreed between the parties before being incurred, with the exception of freight or variable costs out of Exhibit Group’s control. An estimate can be given, but should only be viewed as an estimate. Final pricing is only available once the job is complete.
Exhibit Group will provide a valid, itemised, GST invoice no later than the end of the month following the completion of the service. Payment is required by the 20th day of the month following the invoice date.
Reports
Report’s are an ideal management tool for setting budgets for new equipment or for your annual event planning. User reports can be provided upon request. These can include:
• Low-use products
• High-use products
• Product condition
• Events attended
• Users of the service
Insurance
While Exhibit Group will exercise every due care and diligence in the handling of all display equipment, the responsibility remains and rests with you the owner. Whether the equipment is in storage at Exhibit Group, in transit, or elsewhere for use, at all times the responsibility for its well being remains with the owner.
Exhibit Group's Insurance does not cover your display equipment, and all clients are advised that their own insurance cover should extend to covering the equipment while it is in storage at Exhibit Group, while it is in- transit (to or from an event) and whilst at an event.
Liability
Exhibit Group will not be held liable for any cost incurred for non performance or non delivery of display equipment that is outside of Exhibit Group’s control. For example - extreme weather related situations which result in unavoidable delivery delays/cancellations by the freight carrier. Travel issues / accidents by freight carriers and/or airlines, natural disasters, customs delays etc. However in the event that one of these situations does arise - Exhibit Group will always do everything possible to organise alternative arrangements and to ensure this risk is limited.
Intellectual Property- CAD and Graphic Design
Exhibit Group Ltd. holds copyright to all concepts, designs, CAD renderings and product development/research whereby we have had direct involvement and all of the forementioned shall remain the property of Exhibit Group until such time as the Intellectual Property becomes property of the Client by way of payment. Do not copy, reproduce or disclose to any third party either wholly or in part without the express consent in writing from Exhibit Group Ltd.
Whereby the Client has supplied Exhibit Group Ltd. with concepts, designs, drawings, logos and/or files the Client is responsible for ensuring that these do not breach any patent, trademark, design or copyright infringement , this also applies to any work or builds arising, directly or indirectly out of the design and covers such areas, but not limited to, materials, construction, function, workmanship, use and application. The Client agrees to indemnify Exhibit Group Ltd. against any action taken by a third party against Exhibit Group Ltd.
The Client agrees that Exhibit Group Ltd may publish produced works, by way of photograph, video or record, for its own marketing use in areas which may include but are not limited to, Social Media, Website, Campaigns, Newsletters, Award Competitions and Print.
Intellectual Property of DMS Software
Exhibit Group is and shall at all times be the sole owner of all Intellectual property in the software used to deliver the Display Management Service.
The customer must not, nor allow any other person to:
a) Copy, alter, modify, reproduce, reverse assemble, reverse compile or enhance the software.
b) Make any of the software available to any person other than its employees without the prior written consent of Exhibit Group.
c) Do any act that would or might be inconsistent with Exhibit Group’s intellectual property rights.
The customer acknowledges that any intellectual property arising directly or indirectly out of the performance of this agreement is or shall on creation be the property of Exhibit Group.
The customer must notify Exhibit Group of any actual, threatened or suspected infringement of any intellectual property right and of any claim by any third party that any use of the software infringes any rights of any other person, as soon as that infringement or claim comes to the customers notice.
The customer shall (at Exhibit Group’s expense) do all such things as may be reasonably required by Exhibit Group to assist Exhibit Group in pursuing or defending any proceedings in relation to any such infringement or claim.
The customer indemnifies Exhibit Group against any loss, costs, expenses, demands or liability, whether direct, indirect or consequential or otherwise, and whether arising in contract, tort (including in each case of negligence), or equity or otherwise arising out of a claim by a third party alleging infringement of that third party’s intellectual property rights if such claim arises from infringement, suspected infringement or alleged infringement due to:
a) Use of any of the software in combination by any means and in any form with software or equipment not specifically approved by Exhibit Group or in a manner or for a purpose not reasonably contemplated or authorised by Exhibit Group.
Termination of DMS Account
Should you wish to close your DMS account you may do so in writing, by giving a full calendar months notice. As it is a monthly service, regardless of what day in the month you exit DMS, you will be invoiced the storage amount for a full calendar month. Any freight or other costs incurred to return your equipment to you will also be charged. Please note, that Exhibit Group also has the right to close a DMS account by giving the same notice period as above.