Requirements

All prices are exclusive of VAT, bank charges and any other duty or taxes.

Payment is due in full and in cleared funds within 30 days of the invoice date or before Thursday 18 March 2027; whichever comes sooner. 

Please ensure you have appropriate insurance to cover the cost of claims made by the public in connection with your involvement in this event, including personal injuries, loss or damage to property, to a value of at least £2 million. This is a requirement for all exhibitors participating in the event and must be received by IATEFL soon after you make your stand booking. This is referred to in the United Kingdom as Public Liability Insurance. It may also be known as Business Liability Insurance.

What is public liability insurance? 

Designed to protect your business from risks associated with working with the public, public liability insurance can cover your business financially if something were to go wrong. 

What is a public liability insurance certificate?

The best way to provide evidence of liability insurance is to have a public liability insurance certificate. The purpose of this legal document is to outline the key details of your policy and prove your business has the right cover. The certificate should include:

• The name of your business

• The dates the policy covers. 

Please note, it is not possible for IATEFL to find a United Kingdom based company who can cover international exhibitors.

We advise you to: 

1. First, check to see if your organisation’s business/corporate insurance already covers this. 

2. If it doesn’t, find out if it can be added to that insurance policy for this particular event. 

3. If not, you should find another insurance company in the country where your organisation is based who can provide this type of international event insurance for you.

IATEFL requires your Certificate of Public Liability Insurance as soon as you have made your booking, otherwise no later than Wednesday 20 January 2027.

All exhibitors must complete a stand risk assessment which looks at potential hazards and risks; and control methods you have in place to minimise these risks. The risk assessment should cover dressing and clearing days as well as activities on exhibition open days. 

Please find IATEFL standard risk assessment here.

When completing your risk assessment, please consider the following: 

• Identifying a potential risk/hazard: Consider any activities, processes, equipment or substances used during the exhibition that could harm your employees or visitors. 

• Who: For each hazard, consider who could be harmed. Group these people rather than listing every individual. This will help in planning control measures to reduce the risk. 

• Evaluate: Identify control measures that will help reduce the risk to all of the groups you have identified. These must be practical and achievable controls, which are proportionate to the level of risk involved. 

IATEFL requires your risk assessment by Wednesday 10 February 2027.

IATEFL’s Health and Safety representative reserves the right to monitor stand construction and to challenge contractors risk assessments and method statements.

A health and safety declaration should be completed by every exhibitor and returned to marketing@iatefl.org 

You can find the Health and Safety Declaration here.

IATEFL requires your Health and Safety Declaration by Wednesday 10 February 2027.

IATEFL requires a copy of your company's Health and Safety Policy by Wednesday 10 February 2027.

Your editorial is your opportunity to provide a brief outline to inform delegates about your organisation, the goods or services you provide and what your plans are when you are at the Conference in Birmingham.

The information you provide will appear in all of our conference publicity including the Conference Preview brochure, Conference Programme, the App and on the conference website. 

The information you provide will also be used for your name board within the exhibition.

IATEFL requires your Exhibitor Editorial form by Wednesday 16 December  2026.