Exhibition

Terms & Conditions

1. TERMS OF REFERENCE
   For the purposes of the terms and conditions herein, the term “the Organiser” shall mean ROUNDTABLE ON SUSTAINABLE PALM OIL (“RSPO”).
   The “Event Conference” herein refers to The Annual Roundtable Conference on Sustainable Palm Oil 2026 (“RT2026").
   The “Event Conference Venue” refers to Swissotel Pik Avenue, Jakarta.
   The “Event Conference Date” refers to 03- 04 November 2026.
2. APPLICATION AS AN EXHIBITOR
   The submission of the Exhibition Booking Form (“Form”) shall be deemed as acceptance of the terms and conditions herein by the Exhibitor. The application procedure is complete only when the Form and full payment are received by the Organiser.The Organiser shall reserve the right to refuse any application in its sole discretion and shall give the Exhibitor a notice in writing with or without the reason for the refusal of the application within ten (10) days from the date of such refusal.
   
   Exhibitor Representative
   The Exhibitor must name one contact who will be responsible for all event administration.
3. RT2026 Exhibition Opening Hours (timings may change)
   • Tuesday, 3 November 2026, 9:00 am - 8:30 pm
   • Wednesday, 4 November 2026, 8:00 am - 5:00 pm
4. Booth Information
   Please be at your booths at least 30 minutes before the start of the Exhibition. Booths must always be manned and easily accessible during these times. The Organiser reserves the right to change the Conference Date and/or times and the Conference Venue at its sole discretion. Exhibitors will be notified of the changes.
5. Exhibitor Requirements
   Exhibitors are encouraged to provide activities and (sealed) giveaways as incentives to attract delegates to the exhibition booths.
6. Submission & Payment
   Deadline for submission of Exhibitor Booking Form: 25 September 2026, 22:00 hrs (GMT+8).
   Organiser to submit invoice after receipt of booking form provided that exhibition space is still available.
   Deadline for submission of payment (in full) 15 October 2026, 22:00 hrs (GMT+8).
   Payment may be made by telegraphic transfer or online bank transfer. All finance charges are borne by the Exhibitor. A copy of the payment slip must be emailed over to RT Exhibition Administrator at rt.exhibition@rspo.org as proof of remittance.
   
   For the avoidance of doubt, the payment to the Organiser excludes all applicable taxes, bank and financial charges including withholding tax and/or stamp duty which is to be borne by the Exhibitor.
   The Organiser reserves the right to review and amend the currency exchange rate as applied herein if and when necessary.
7. Allocation and Use of Exhibition Space
   • Allocation of space is made by the Organiser. While all reasonable efforts will be made to accommodate the request of the Exhibitor, the Organiser reserves the right at its sole discretion to alter or change the booth allocation without prior notice. Availability of booths is on a first-come-first-serve basis. All Exhibitors are required to adhere to the RT2026 Exhibition Terms and Conditions
   • The Organiser also reserves the right to change the space allocated when it deems necessary in the general interest of the Event.
   • The Exhibitor shall not assign, sublet or share the space allocated or use any space at the Event Venue other than that allocated, without the prior written consent of the Organiser.
   • All activities must be confined to the allocated space.
   • No Exhibitor shall be permitted to exhibit unless it has paid all fees prior to the Event.
   • Non-payment of fees will be deemed voluntary withdrawal and NO exhibition space will be booked.
8. Cancellation Policy
   • All cancellations must be in writing. Please adhere to the following deadlines in accordance with RT2026 Cancellation Policy.
     Cancellation received by 1 September 2026, 22:00 hrs (GMT+8): 50% of total amount Cancellation received after 1 September 2026, 22:00 hrs (GMT+8): No refund
   • The Exhibitor will also be responsible for paying any charges to third parties incurred as a result of the cancellation.
   • If the Exhibitor does not make full payment when due under the terms of this contract, the Organiser may terminate this exhibit space held for the Exhibitor, and the Exhibitor shall be responsible for payment to the Organiser for all amounts due to the Organiser under these terms and conditions, including but not limited to, the third party charges as stated in the subsection b above and transport of exhibits in Section 9 below. All other provisions of the terms and conditions herein will continue to be in force until it is cancelled by the Organiser.
   • The Exhibition may be cancelled by the Organiser as a result of any reasons, which in the sole opinion of the Organiser make it commercially prudent to do so and/or due to circumstances beyond its control. In such an event, all fees paid by the Exhibitor will be refunded. The Exhibitor agrees that under these circumstances it will have no further claim against the Organiser upon receiving the refund from the Organiser.
9. Transport of Exhibits
   • The Exhibitor shall bear the responsibility and expenses for the transport of exhibits to the Event Venue.
   • The Exhibitor shall make their own arrangement for storage and warehousing for their exhibits and packaging materials before, during and after the Event.
   • The Exhibitor shall remove their exhibits and decorative items from the Event Venue within the period stipulated by the Organiser and shall indemnify the Organiser for any loss by reason of delay or damage to the Event Venue, any persons or property caused by the exhibits and/or decorative items.
   • The Exhibitor shall abide by all applicable laws, customs requirements and bear applicable taxes in respect of his exhibits and materials brought into the country before and after the Event.
   • Requests for storage facilities for Exhibitors are to be made directly to the Event Venue’’s Event manager. Availability of storage facilities is at the discretion of the Event manager and can, in no way, be guaranteed. Kindly note that upon the Exhibitor's final discussion with the Event Venue, the Event Venue will only act as a drop point for the package and has no right to proceed with any customs clearance for the package.
10. Undesirable Activites
    • The only goods displayed must be those used during the normal course of business. Sales by auction are prohibited. Betting, gaming and other activities that will, or may require alcohol, music, dancing and similar licences or other permissions relating to the Event Venue are prohibited.
    • Provisions for souvenirs, memorabilia or merchandise for either purchase or as free gift at or through booths is strongly discouraged.
    • The use of audio visual aids, if required, should be disclosed at the application stage, in order to facilitate required support from the venue and/or Organisers
11. CHANGE OF CONFERENCE DATES, SPEAKERS, PROGRAMME CONTENT AND VENUE
    The Organiser reserves the right at its sole discretion to change the Event Date, speakers and/or programme content of the Event should circumstances so require. The Organiser, its subcontractors, agents and/or employees have the right to immediately alter or cancel the Event or any arrangements, timetables, plans or other items relating directly or indirectly to the Event. Save for as set out above, the Exhibitors agree to hold the Organiser harmless and shall not be entitled to any compensation for damages that result from such alteration or cancellation.
12. FORCE MAJEURE
    The Organiser shall not be liable for any delay or failure to perform its obligations under the terms and conditions herein caused by circumstances beyond the control and without the fault or negligence of the Organiser including but not limited to, war (declared or undeclared), natural disaster, acts of God, fire, blockades, earthquakes, acts of terrorism and matters beyond the Organiser’s reasonable control. The Exhibitor agrees that under these circumstances it will hold the Organiser harmless and l have no further claim against the Organiser.
13. SECURITY
    The Exhibitor warrants that nothing which it, its servants or agents shall do in or for the Event shall contravene any applicable law or regulations, encroach upon third parties rights, or pose any exceptional danger or risk which has not been previously disclosed to the Organiser with sufficient precautionary measures taken
14. FIRE PREVENTION AND OTHER REGULATIONS
    All Exhibits, materials and fittings used or displayed in the stand must be properly fireproofed and be in compliance with all applicable fire prevention and building regulations. The Exhibitors’ display shall not obstruct the view of other Exhibitors nor be in any manner objectionable to the general interest of the Event and other Exhibitors or cause any annoyance or nuisance to other Exhibitors.
    
    The Organiser reserves the right to issue such directions as it may deem necessary to the Exhibitors on remedying a breach of this Section. The Exhibitors shall comply with such directions forthwith.
15. ELECTRIC LIGHTING AND POWER
    All orders for additional electrical works must be placed with the Official Contractor (Accucap Sdn Bhd). The Exhibitor is responsible for settling any payments directly with the Contractor. Lighting must be still (non-flashing) and direct lighting must be shielded to avoid causing a nuisance.
16. EXHIBITOR PASSES
    Every booth comes with two (2) exhibitor passes, for access to Exhibition Area, Welcome Reception & Excellence Awards, Luncheons & Coffee Breaks only. These passes must be worn at all times. Please note that these Exhibitor passes do not provide access to the Conference Halls for any of the Conference sessions. For access to Conference sessions, please register for the RT2026 Conference.
    
    The Exhibitor must provide the names for Exhibitor passes by 25 September 2026. The Organiser reserves the right to refuse admissions or remove any person from the Exhibition at its absolute discretion, without incurring any liability whatsoever. This will include anyone deemed drunk, disorderly, under the influence of drugs, other than those medically prescribed, or whose dress appearance or general behaviour may disturb any Exhibitor or persons attending the Exhibition.
    
    The Exhibitor may choose to upgrade to regular conference passes.  Should this upgrade be selected, there will be NO exhibitor passes given. The exhibitor will be given two (2) regular conference passes only.  This upgrade DOES NOT apply to NGO/non-profit exhibitors.
17. NOISE LEVEL
    Noisy or obstructive work and noisy operating displays or exhibits are not permitted.
18. ACCESS TO THE EXHIBITION AREA
    Exhibitors will be permitted to have access to the Exhibition Area on 2 November 2025 from 7.00pm. Please note that the Organiser reserves the right to adjust the time as deemed necessary.
19. INDEMNITY AND LIMITATION OF LIABILITY
    • Indemnity
      The Exhibitor shall indemnify the Organiser, its directors, officers, employees, and agents against any loss, costs, damage, injury, expenses and liabilities whatsoever, save and except where such damages, costs, expenses, claims or losses are solely caused by the Organiser’s wilful acts, omission or negligence; and (ii).
    • Limitation of Liability
      The Organiser, its directors, officers, employees, and agents shall not be liable for (i) any loss, theft, damage or injury to any persons or any property during the course of the Exhibition however arising; and (ii) any indirect, incidental, consequential, special, or punitive damages, including but not limited to loss of profits, loss of business opportunity, or loss of goodwill, arising out of or in connection with the Event.
      
      To the extent the Organiser, its directors, officers, employees, and agents liability is not excluded pursuant to this Section, the Organiser's total aggregate liability arising out of or related to this Event, whether in contract, tort (including negligence), or otherwise, shall be strictly limited to the amount of USD 100.
      
      Information given by the Organiser is accurate to the best of its knowledge and any mistake or omission does not entitle the Exhibitor to cancel his booking.
20. VENUE AND VENUE PROPERTY
    The Exhibitor shall take all necessary precautions to prevent any harm done to the Event Venue and property of the Event Venue. The Exhibitor is liable to compensate the Organiser for any damage done to the Event Venue or property of the Event Venue.
21. REFUSAL OF ADMISSION
    The Organiser shall reserve the right to refuse any person admission to the Event Venue or in the general interest of the Event Venue and shall inform the Exhibitors of the reason(s) of such refusal.
22. VENUE REGULATIONS
    Exhibitors shall abide by the Rules and Regulations of the Event Venue. Failure to comply with the Rules and Regulations will constitute grounds for breach of the Agreement. A copy of the Venue Rules and Regulations, permit to work will be shared.
    Please read the document carefully and follow the Standard Operating Procedures. Failure to comply will affect the move-in of exhibitors and their materials.
23. BREACH OF AGREEMENT
    In cases where the Exhibitor fails to observe and perform any of the terms and conditions herein, the Organiser shall reserve the right to refuse performance of all its obligations towards the Exhibitor and all fees paid by the Exhibitor to the Organiser will be forfeited. Exhibitor shall furthermore indemnify the Organiser for all losses and damages resulting from such failure in observing or performing the terms and conditions herein.
24. PRIVACY POLICY
    The exhibitor hereby confirms that they have read and understood the RSPO privacy policy and its terms therein and herein signify their unconditional acceptance of the terms of the privacy policy.
    
    The exhibitor understands that the Organiser may take photographs and recordings (video and/or audio) of the exhibitor and/or their booth during the RT Conference. The Organiser may use the said photographs and recordings for educational and/or marketing purposes.
25. INTERPRETATION, GOVERNING LAW AND JURISDICTION
    Interpretation of the terms and conditions herein lies solely with the Organiser. The terms and conditions herein shall be governed by and construed according to the laws of Malaysia. The parties hereto hereby agree to submit to the exclusive jurisdiction of the courts of Malaysia.
26. SUCCESSORS IN TITLE AND LAWFUL ASSIGNS
    The terms and conditions herein shall be binding upon the parties, its successors in title and lawful assigns.
27. ANY OTHER REGULATIONS
    Exhibitors are required to study, understand and adhere to all rules and regulations as stipulated in the RT2026 Exhibition Terms and Conditions as well as the general RT2026 Conference Terms and Conditions.