Exhibitors

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Exhibitors play a vital role in enhancing The Armchair Astronaut events by diversifying the experiences, expertise, and opportunities available to our members and attendees. Through their participation, exhibitors help create a richer, more engaging environment that supports learning, discovery, and meaningful interaction within the space and science community.

By providing exhibitors with a platform to showcase their work, products, and services, our events enable them to engage directly with their existing audience while also reaching new and diverse attendees. This exchange benefits both parties: members gain access to a broader range of perspectives, innovations, and specialist knowledge, while exhibitors are given the opportunity to build relationships, raise awareness, and grow their presence within the community.

This Agreement sets out the terms under which exhibitors may participate, ensuring a professional, collaborative, and mutually beneficial experience that aligns with the values, objectives, and operational requirements of The Armchair Astronaut.

Notice for all sole Trade Stands:

As our public astronaut speaker events continue to grow, we regularly review how we use our venue space and manage event costs. After careful consideration, we’ve decided that future events can no longer include sole trade stands.

Venue layout limitations and additional venue fees mean that focusing solely on the talks and audience experience is the most sustainable way for us to run these events.

This allows us to dedicate more time, space, and resources to what attendees come for; inspiring astronaut stories, in-depth discussion, and meaningful audience interaction.

Thank you for your understanding and continued support.

Last Updated: 11th May 2025

Revised: 8th January 2026 - "12. Special Consideration for Authors" added.

Revised: 20th January 2026 - Removal of "Clause 4. Fundraising Support" requirements.

This Exhibitor Agreement (“Agreement”) sets out the terms and conditions for organisations or individuals (“Exhibitor”) applying for and participating in an exhibition stand at any of our live "Space Social" Astronaut events organised by The Armchair Astronaut (“Organiser”).

The Organiser delivers live Astronaut events designed to inspire and educate through direct engagement with Astronauts and space professionals. The Organiser absorbs all event-related costs including, but not limited to; professional speaker fees, international travel, transfers, accommodation, meals, venue hire, table and delegate charges, and catering.

Attendance numbers cannot be guaranteed. Events are intentionally capped at a maximum of 200 attendees, with typical attendance ranging between 75–150 people.

• Exhibitor stands are offered free of charge.
• All exhibitor stand representatives must purchase a valid event ticket.
• The event ticket provides full access to all event benefits included with that ticket type and also covers venue-imposed table or delegate charges.

In lieu of a fee, the Exhibitor agrees that collaboration and engagement are the price of participation. This includes:

• Posting event details at least monthly across all social media platforms and the Exhibitor’s website.
• Actively engaging with the Organiser’s social media posts relating to the event (like, comment, and share).
• Where possible, sending direct email communication about the event to members.
• Informing members of exhibitor stand attendance.
•  Listing the event on the Exhibitor’s website, including a clear link to The Armchair Astronaut event page.
• Including event details in any relevant newsletters, periodicals, magazines, member updates, or similar publications produced by the Exhibitor, where reasonably possible.

Marketing materials may be sourced from the Organiser’s website or provided upon request.

• Table provision: Up to two (2) tables, each approximately 5ft, will be provided.
• Trade stand locations are allocated by the venue; placement in the main lecture hall can not be guaranteed.
• Power supply is limited and must be requested in advance if required.
• WiFi access codes may be provided where available but are not guaranteed.
• Exhibitors must speak to a member of the events team before setting up.
• Exhibitor stand representatives may arrive from 10:00am, approximately two (2) hours before general admission.

The Organiser accepts no responsibility or liability for exhibitor stands, goods, equipment, or personal property whether attended, or left unattended, at any time. 

The Exhibitor agrees to conduct themselves in a professional, respectful, and lawful manner at all times. The Exhibitor must comply with all venue rules, health and safety requirements, and reasonable instructions from the Organiser and venue staff. The Organiser reserves the right to require the removal of any Exhibitor or materials that are deemed unsafe, inappropriate, offensive, or disruptive to the event, without liability. 

The Exhibitor understands and agrees that they can not be afforded any additional benefits above those included with their admission ticket.

Exhibitor stands may not be assigned, shared, or sublet without prior written consent from the Organiser. 

The Exhibitor may use the event name and supplied promotional materials solely for the purpose of promoting their participation in the event. Any use of The Armchair Astronaut name, logo, or branding must be accurate and not misleading. The Organiser reserves the right to request amendments or withdrawal of any marketing material that does not align with brand guidelines or misrepresents the event. 

Both parties agree to comply with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR). Any personal data shared in connection with this Agreement shall be used solely for event-related communication and administration and will not be shared with third parties without lawful basis. 

The Organiser shall not be liable for any failure or delay in the performance of its obligations where such failure or delay results from events beyond its reasonable control, including but not limited to acts of God, fire, flood, extreme weather, war, terrorism, civil unrest, pandemics, government restrictions, venue unavailability, or speaker cancellation. In such circumstances, the event may be postponed, amended, or cancelled without liability to the Exhibitor. 

Submission of this Agreement constitutes an application for an exhibitor stand and does not guarantee approval. All applications are subject to review and approval by the Organiser. The Organiser reserves the right to refuse or withdraw approval of an Exhibitor stand at its sole discretion, including where the Exhibitor fails to meet collaboration, engagement, or operational requirements.

• The Exhibitor may cancel their participation at any time by providing written notice to the Organiser.
• As exhibitor stands are provided free of charge, no refunds or compensation will be payable in the event of cancellation by either party.
• The Organiser reserves the right to cancel or amend the event, or revoke an exhibitor stand allocation, due to circumstances beyond its reasonable control, low attendance, venue constraints, speaker availability, operational requirements, and/or failure to deliver on Section 3 above. In such cases, the Organiser will not be liable for any costs incurred by the Exhibitor.

The Exhibitor acknowledges that access to the guest speaker(s) is strictly limited to the benefits included within the standard event ticket allocation they have purchased. No additional meetings, introductions, work opportunities, endorsements, or other benefits relating to the guest speaker(s) will be provided.

The Exhibitor agrees not to solicit the guest speaker(s) for employment, consultancy, appearances, endorsements, commercial arrangements, or any other form of work or benefit, whether before, during or after the event.

Any attempt to source additional benefits, exert pressure, or solicit work from a guest speaker(s) will result in an immediate and permanent ban from current and future events organised by The Armchair Astronaut, without liability.

12.1  Author Participation & Promotion

Subject to approval under this Agreement, Exhibitors who are authors and wish to sell copies of their books at the event (“Author”, "Authors") may do so from their allocated exhibitor space during official event hours. The Organiser is happy to include Authors as part of the official event line-up and to promote them alongside other participants through appropriate channels, including the official event page and social media, in order to support visibility and maximise opportunities.

12.2  Book Sales & Pre-Orders

(a) Authors may sell physical copies of their books directly from their stand during the event; however, the Organiser does not facilitate pre-orders, sales transactions, payment processing, fulfilment, or customer communications on behalf of Authors.

(b) All actions and liabilities relating to the sale of books remain the sole responsibility of the Authors.

12.3  Optional Audience Air Time

(a) At the Organiser’s discretion, Authors may be offered the opportunity to speak to the audience, participate in panels, interviews, demonstrations, or other programmed activities (“Air Time”) during the event.

(b) Any Air Time offered is subject to a separate agreement which must be discussed and agreed prior to the event, and will set out the scope, format, schedule, and additional terms or obligations applicable.

(c) Inclusion as an Author does not guarantee Air Time, and the Organiser reserves the right to allocate, amend, or withdraw such opportunities as required by event programming and operational needs.

12.4  Application of Main Agreement Terms

All activities and rights under this Section 12, including book sales and any Air Time, are subject to the same terms, conditions, and obligations set out in this Agreement, including (without limitation) the Exhibitor’s collaboration, conduct, promotion, and compliance requirements. Nothing in this Section shall create any additional rights for Author Exhibitors beyond those expressly stated in this Agreement.

This Agreement shall be governed by and construed in accordance with the laws of England. 

The Armchair Astronaut reserves the right to amend operational details where required to ensure the safe and successful delivery of the event. 

We are unable to accept requests from individuals or organisations requesting an exhibitor stand for the sole purpose of selling (trade stand). If in doubt, please submit an application and we will be happy to engage further.

All decisions by the Organiser under this Agreement are final.