Terms and Conditions
The Pilates Journal Expo: September 11-13, 2026 – Exhibitor Terms and Conditions
These terms and conditions constitute a legal agreement between The Pilates Journal ABN 78762970901 (“Organiser”) and the person or organisation agreeing to exhibit (“Exhibitor”) at The Pilates Journal Expo (“TPJE”). By making a booking to exhibit at The Pilates Journal Expo, the Exhibitor agrees to the following terms and conditions.
DEFINITIONS
1. In these terms: “Booking” means a booking to exhibit at The Pilates Journal Expo.
“Custom Stand” means a stand customised to the specifications requested by the Exhibitor. “Custom Stand Request Date” means Friday August 7 2026. “Custom Stand Builder” means a contractor engaged directly by the Exhibitor to erect a Custom Stand.
“Exhibitor” includes the Exhibitor’s employees, agents and contractors.
“The Pilates Journal Expo” means The Pilates Journal Expo 2026.
“Fee” means the fee payable by the Exhibitor to the Organiser to exhibit at The Pilates Journal Expo.
“Final Booking Date” means Friday August 28 2026 (2 weeks or 14 days before the 1st day of The Pilates Journal Expo.).
“Final Cancellation Date” means Friday July 24 2026 (7 weeks or 49 days before 1st day of The Pilates Journal Expo).
“Force Majeure Event” means anything affecting a party outside of that party’s reasonable control, including but not limited to fire, storm or other extreme weather event, flood, earthquake, epidemic, war, invasion, terrorism, civil commotion, blockade or embargo, labour dispute, labour shortage, failure or delay in transportation or supply, or any law, order, proclamation, regulation, ordinance, demand, requisition or requirement or any other act of any government authority. “Organiser” includes the Organiser’s employees, agents and contractors.
PARTICIPATION AND BOOKINGS
2. Participation in The Pilates Journal Expo by the Exhibitor is subject to:
2a. the acceptance of the Exhibitor by the Organiser at its complete discretion; and
2b. the Exhibitor completing the booking and registration process. Acceptance will be expressly confirmed in writing by the Organiser upon receipt of the fully completed booking form.
3. Bookings will close on the Final Booking Date unless sold out prior.
4. An Exhibitor’s Booking cannot be transferred, shared with, or on-sold to another organisation without prior written approval from the organiser. 5. All Exhibitors required to adhere to compliance with public health or venue requirements.
5a. No Attendance Guarantee
The Organiser does not guarantee attendee numbers, lead volume, audience composition or traffic flow.
6. The Organiser is not liable for interruption of power, internet or venue services.
STAFFING OF STAND
7. The Exhibitor agrees to staff and continuously keep the Exhibitor’s stand open throughout the course of The Pilates Journal Expo.
PAYMENT OF FEES
8. On confirmation of the Booking, the Organiser will issue two invoices to the Exhibitor for the Fee.
- 50% will be paid immediately upon signing this agreement
- the other 50% due 45 days prior to the event.
If the Exhibitor fails to make payment of the Fee by the due date on the invoice, the Organiser reserves the right to make the stand space available to other exhibitors. The Exhibitor must not occupy stand space at The Pilates Journal Expo until all Fees owing to the Organiser have been fully paid.
8a. Additional Exhibitor Delegate Passes
Exhibitors will receive the number of staff passes outlined in their booking confirmation.
Additional staff passes may be purchased at a rate of USD $199 per person.
9. Following acceptance of the Booking and receipt of the Fee, the Organiser will issue the Exhibitor an allocated area to set up its stand at The Pilates Journal Expo. The location of the stand will be at the Organiser’s sole discretion unless a specific booth location has been requested, and the Exhibitor will be notified of this location at the time of booking.
9a. Exhibitor Default
The Organiser reserves the right to terminate participation or reclaim space where an Exhibitor breaches payment terms or operational rules.
10. Merchant processing fees charged by payment providers may apply. Invoices can be paid via Stripe and will incur a merchant processing fee of 2.9% + $0.30 USD. There is no merchant processing fee for Invoices paid by direct deposit.
CANCELLATION BY EXHIBITOR
11. An Exhibitor may cancel its Booking and move their booking to the next Pilates Journal Expo, subject to providing written notice of the cancellation to the Organiser by no later than the Final Cancellation Date. No refunds will be provided for cancellations, all bookings made can be transferred to the next Pilates Journal Expo.
CANCELLATION BY ORGANISER
12. Exhibitors acknowledge and agree that a large percentage of the costs of The Pilates Journal Expo have been outlaid by the Organiser up to 60 days before the commencement of The Pilates Journal Expo on September 11-13, 2026 and may not be recoverable by or creditable to the Organiser in the event of cancellation of The Pilates Journal Expo for any unforeseen reason including a Force Majeure Event.
13. In the event of the cancellation of The Pilates Journal Expo by the Organiser for any unforeseen reason including a Force Majeure Event prior to the Final Cancellation Date, the Organiser will refund 100% of the booking Fee paid, less the merchant processing charge, if applicable.
14. In the event of the cancellation of The Pilates Journal Expo by the organiser for any unforeseen reason including Force Majeure Event after the Final Cancellation Date, the organiser will refund a percentage (%) credit to the Exhibitor equal to the percentage (%) amount the Organiser is credited by The Pilates Journal Expo venue and the Organiser’s service providers. For the avoidance of doubt, any refund provided by the Organiser under this clause will be calculated as a percentage of the amount actually paid by the Exhibitor at the time of cancellation.
15. Our Accounts Payable can be contacted at: Phone: 805-689-7477 Email: exhibits@pilatesjournalexpo.com
CUSTOM STANDS
16. Any plans or request by the Exhibitor to erect a Custom Stand in the space allocated to it must be submitted in writing to the Organiser for approval by the Custom Stand Request Date. A proposed plan of the Custom Stand must accompany this request. No Custom Stands will be considered after this date.
16a. Activation Structure Responsibility
Exhibitors utilising raw activation space are fully responsible for the safety, installation and operation of all equipment, flooring, rigging and participation experiences.
16b. Venue Damage Responsibility
Exhibitors are liable for any damage caused to venue property resulting from installation, activation activity or stand operation.
17. The Exhibitor must ensure that Custom Stand or altered standard stand erected by the Exhibitor or Custom Stand Builder at the venue (upon approval by the Organiser): 17a. is erected/altered at the time allocated by the Organiser;
17b. complies with all directions and requirements of the Organiser at all times; and
17c. abides by the specific Terms and Conditions relating to Custom Stands, provided by the Organiser to the Exhibitor on application for a Custom Stand.
EXHIBITOR OBLIGATIONS AND CONDUCT DURING THE PILATES JOURNAL EXPO
18. The Exhibitor must not cause any obstruction to other exhibitors or public space at the venue, or modify their stand and/or floor, or set up machinery or structures on their stand without prior consultation with and approval from the Organiser.
18a. Sound, Amplification and Demonstration Activity
The Organiser retains sole discretion over all amplified sound, music, microphones, demonstrations, instruction or activation activity conducted within The Pilates Journal Expo.
Where an Exhibitor has purchased designated activation or demonstration space, activation activity must occur strictly within scheduled time allocations and operational guidelines provided by the Organiser.
Exhibitors must not conduct unscheduled group demonstrations, amplified instruction or crowd-gathering activities outside their allocated activation window.
The Organiser reserves the right to reduce sound levels, adjust timing, relocate or immediately cease any activation deemed disruptive to education sessions, business programming, other exhibitors or overall attendee experience.
18b. Activation Safety and Crowd Management
Exhibitors conducting demonstrations or activation experiences must ensure that attendee participation remains within their allocated space and does not obstruct aisles, emergency access routes or neighbouring exhibitors.
The Organiser reserves the right to impose participation limits, require queue management, or suspend any activation activity that creates safety risks or operational disruption.
18c. Activation Scheduling Rights
The Organiser retains sole discretion to allocate, adjust or withdraw activation schedules and demonstration time slots.
Exhibitors acknowledge that activation programming may be curated to ensure balance across the Expo experience and does not constitute guaranteed uninterrupted access.
18d. Experience Curation
The Organiser reserves the right to curate programming, exhibitor placement, activation visibility and traffic flow in the interests of overall event quality.
19. Exhibitors wishing to distribute any type of food or beverage item from their stand must seek approval from the Organiser and the venue at least 8 weeks prior to The Pilates Journal Expo. Costs will apply. The Organiser takes no responsibility for allergic reactions, sickness, injury or death resulting from any food or beverages distributed by Exhibitors to attendees.
20. Exhibitors must not bring into or use in The Pilates Journal Expo venue any flame, explosive, fuel, ammunition, firearm, chemical, acetylene gas, pressure tanks, volatile, explosive or dangerous oils, compounds, liquids of substances, inflatable items (including balloons, helium or otherwise), aerosol cans or any items deemed hazardous by the Organiser. This includes, but is not limited to, electric cutting tools, knives or any other sharp implements. The Organiser reserves the right to take the appropriate action if any of these items are brought to or used in The Pilates Journal Expo venue including, but not limited to, the removal or destruction of the items. It is the Exhibitor’s responsibility to ensure that any items it brings into The Pilates Journal Expo are not hazardous and should consult the Organiser if there is any doubt.
21. The Exhibitor must ensure that its activities, furniture, promotional material and signage do not interfere with the good order and safety of The Pilates Journal Expo or with any other exhibitor. Furniture and promotional material must be contained within the space allocated to the Exhibitor. Aisles and public spaces must be kept clear. The Organiser reserves the right to take the appropriate action to enforce this requirement including, but not limited to, the removal of any signage, furniture or promotional materials.
22. The Exhibitor is responsible for the safety and security of its products and stand. Material on its stand must not be left unattended at any time during The Pilates Journal Expo or during bump in or bump out. Goods are left on the Exhibitor’s stand and/or Exhibitor storage area at the Exhibitor’s own risk.
23. The Exhibitor must confine its activities to the space allotted to it by the Organiser. The Exhibitor is not permitted to distribute promotional material or promote its organisation anywhere other than from its own stand or such spaces as approved by the organisers. This includes venue aisles and external areas of The Pilates Journal Expo venue. The Organiser reserves the right to take the appropriate action to enforce this requirement.
24. On-Property and Adjacent Venue Event Restrictions
Exhibitors must not organise, host, sponsor or facilitate any education session, social event, demonstration, activation or commercial gathering on the Expo venue property during The Pilates Journal Expo, nor on the day prior to or the day immediately following the event, without prior written approval from The Pilates Journal.
This restriction also applies to adjacent hotels, connected convention facilities, overflow venues, nearby hospitality spaces and satellite locations within the immediate Expo precinct where such activity could reasonably be seen to compete with, distract from or duplicate official Expo programming.
25. Lead Capture and Attendee Data
All attendee registration data and event access credentials remain the sole property of The Pilates Journal.
Exhibitors may collect attendee information only through voluntary engagement within their stand or designated activation space.
Lead capture initiatives conducted during demonstrations or activation sessions must comply with Organiser guidelines.
Exhibitors must not use unauthorised badge scanning devices, photograph badges for data harvesting, or request bulk attendee lists.
The Organiser reserves the right to offer official lead retrieval technology or data partnership opportunities as premium services.
26. No photography is permitted within The Pilates Journal Expo venue at any time without prior written approval from the Organiser.
27. Ticketing, Recording and Content Use Restrictions
Tickets issued for The Pilates Journal Expo are for personal attendance only and must not be reproduced, resold, transferred, broadcast, recorded, livestreamed or otherwise commercially exploited without the prior written consent of The Pilates Journal.
Exhibitors, partners and attendees must not capture, reproduce, rebroadcast or distribute session content, demonstrations or presentations for commercial purposes without explicit written approval from The Pilates Journal.
27a. Exhibitor Filming and Media Activity
Exhibitors must not conduct professional filming, livestreaming, influencer broadcasting or commercial content capture within the Expo without prior written approval.
28. Early Pack-Up Prohibited
The Exhibitor must not pack up its stand partially or totally before official closing time on the final day of The Pilates Journal Expo.
Failure to comply will result in a contractual penalty fee of USD $2,000, payable immediately upon invoice.
29. No stand sharing, sub-letting, or co-branding of stands is permitted without prior written approval from the Organiser.
30. The Exhibitor is only permitted to exhibit its own products or services at The Pilates Journal Expo.
31. Trolleys are not permitted in the venue while The Pilates Journal Expo is open to the public. Goods must be hand carried to the Exhibitor’s stand while The Pilates Journal Expo is open to the public. Restocking of goods using trolleys must be done before The Pilates Journal Expo opens each day or after closing.
32. At bump in and bump out times advised by the Organiser in The Pilates Journal Expo timetable, all Exhibitors must wear high visibility safety vests.
33. It is the responsibility of the Exhibitor to leave the stand space clean and tidy during The Pilates Journal Expo and on bumping out. The Organiser reserves the right to charge an additional fee to the Exhibitor for the reasonable costs of any cleaning or removal of items left by the Exhibitor.
34. The Exhibitor must comply with all relevant occupational health and safety requirements and venue guidelines affecting its participation in The Pilates Journal Expo. 35. The Organiser reserves the right to refuse admission to or eject the Exhibitor or its representatives from The Pilates Journal Expo due (but not limited) to: a. failure to comply with these terms and conditions; or
35b. representing a security risk, nuisance or in any way interfering with the operation or integrity of The Pilates Journal Expo.
36. Exhibitors shall comply with all State and Commonwealth legal requirements as well as any rules of the venue.
INSURANCE REQUIREMENTS
37. The Exhibitor must maintain comprehensive general liability insurance with minimum limits of $2 million per occurrence and $4 million aggregate. Coverage must include liability for personal injury, property damage, fire, and theft. The policy must name the Organizer as an additional insured. A valid Certificate of Insurance (COI) must be provided upon request and no later than the Final Booking Date.
CHANGES TO THE PILATES JOURNAL EXPO
38. The Organiser reserves the right to amend the dates or venue for holding The Pilates Journal Expo, to close The Pilates Journal Expo or vary its hours, or to vary or add to the format of The Pilates Journal Expo (including holding an online event) as is necessary or required by law, and to the extent permitted by law will not be liable for any loss to the Exhibitor arising from such a change.
a. Event Rescheduling
The Organiser reserves the right to postpone, relocate or adjust event format where reasonably required due to operational, safety, venue or force majeure considerations.
39. The Organiser reserves the right to determine, amend or alter the location of the Exhibitor’s stand and the Exhibitor undertakes to agree to such.
40. Content Capture and Commercial Usage Rights
The Exhibitor acknowledges and agrees that The Pilates Journal and its authorised media partners may photograph, film, record or otherwise capture content across all areas of The Pilates Journal Expo, including exhibitor stands, demonstrations and presentations.
The Pilates Journal retains the unrestricted right to use, edit, publish, distribute and commercially exploit such content across digital, print, social media, marketing and promotional channels worldwide without compensation to the Exhibitor.
LIMITATION OF LIABILITY AND INDEMNITY
41. To the extent permitted by law, the Exhibitor releases the Organiser from any claim or liability arising (whether directly or indirectly) out of or in connection with: a. any loss or damage (including any consequential loss) to the Exhibitor arising out of the Exhibitor’s participation in The Pilates Journal Expo; or b. a Force Majeure Event.
42. The Exhibitor indemnifies and holds harmless the Organiser from any claim, cost, demand, liability or damage (including legal costs, professional costs and other expenses on an indemnity basis) incurred by the Organiser arising out of or in connection with (but not limited to):
42a. any breach of these terms and conditions by the Exhibitor;
42b. the Exhibitor’s attendance at The Pilates Journal Expo;
42c. any damage, loss, injury or death to or of a person or property due to any act or omission of the Exhibitor;
42d. any damage to The Pilates Journal Expo venue; or
42e. any loss or damage the Organiser suffers due to any act or omission of the Exhibitor.
CHANGES TO TERMS AND CONDITIONS
43. The Organiser reserves the right to amend the terms and conditions from time to time but will not amend the terms and conditions that were signed by the Exhibitor at the time of their Booking unless agreed in writing by both parties.
44. If a provision (or part of it) of these terms and conditions is held to be unenforceable or invalid, then to the extent possible the provision will be severed from the remaining terms, which will continue to be valid to the fullest extent permitted by the applicable law.
GOVERNING LAW
45. These terms and conditions are governed by the laws of California.