FFAIR User Policy

Last updated: 16 December 2025

This User Policy explains how the FFAIR platform may be used and sets out the responsibilities and expectations for all users of the platform, including event organisers, exhibitors, suppliers and any authorised users acting on their behalf.

By accessing or using the FFAIR platform, you agree to comply with this User Policy.

1. About FFAIR

FFAIR provides a software platform designed to help event organisers manage exhibitor administration and, where enabled, to facilitate the ordering of goods and services through a centralised marketplace.

The marketplace may include goods and services supplied by third party suppliers selected or approved by the organiser, as well as goods and services supplied directly by the organiser to exhibitors.

FFAIR is a technology provider. Unless expressly stated otherwise in a written agreement, FFAIR does not act as the seller of goods or services offered through the platform.

2. User accounts and access

Access to the FFAIR platform is provided by invitation or other authorised methods approved by FFAIR.

Users may include organisers, exhibitors, suppliers and their respective team members, contractors or representatives.

Each user is responsible for ensuring that all information associated with their account is accurate and kept up to date. Users must not share login credentials and must ensure that access is limited to authorised individuals only.

Organisers, exhibitors and suppliers may invite additional users to access their account. Each user is responsible for their own actions while using the platform.

3. Acceptable use

All users, including organisers, exhibitors and suppliers, must use the FFAIR platform lawfully and in accordance with this User Policy.

Users must not:

• use the platform for any unlawful or fraudulent purpose
• upload false, misleading or inaccurate information
• infringe intellectual property or confidentiality rights
• interfere with or disrupt the operation of the platform
• attempt to gain unauthorised access to accounts or data

FFAIR reserves the right to suspend or restrict access where misuse is identified.

4. Organiser responsibilities

Organisers are responsible for:

• managing exhibitor and supplier access
• configuring tasks, deadlines and approvals accurately
• ensuring information presented to exhibitors and suppliers is clear and current
• complying with all applicable laws and regulations relating to their events

Organisers are responsible for determining which third party suppliers are made available through the platform and for any commercial arrangements agreed with those suppliers.

5. Exhibitor responsibilities

Exhibitors are responsible for:

• providing accurate and complete information
• completing required tasks by published deadlines
• ensuring submitted materials comply with event and venue requirements
• reviewing orders, invoices and confirmations for accuracy

Exhibitors must ensure that they have authority to submit information and place orders on behalf of their organisation.

6. Supplier responsibilities

Suppliers using the FFAIR platform may include third party suppliers selected or approved by an organiser, as well as organisers offering goods or services directly to exhibitors through the platform.

Suppliers are responsible for:

• the accuracy of product and service descriptions, pricing, availability and lead times
• the correct classification of goods and services offered
• fulfilling orders in accordance with agreed terms and event requirements
• complying with all applicable legal, regulatory and tax obligations
• providing accurate information required for invoicing, payments and tax reporting

Suppliers remain the seller of record for the goods or services they provide and are responsible for their contractual relationship with the customer.

7. Marketplace, orders and payments

Where marketplace functionality is enabled, FFAIR facilitates the ordering of goods and services by exhibitors or organisers from:

• third party suppliers selected or approved by the organiser, and
• organisers acting as suppliers of goods or services to exhibitors

FFAIR may process payments, generate invoices and distribute funds on behalf of suppliers using integrated payment providers. Payment flows may include automatic splitting of funds between suppliers, organisers and FFAIR.

FFAIR is not responsible for the performance, quality, delivery or suitability of goods or services supplied by third parties or by organisers acting as suppliers.

8. VAT, sales tax and tax responsibility

FFAIR provides a platform that enables organisers, exhibitors and suppliers to manage exhibitor administration and to facilitate the purchase and sale of goods and services through the platform.

Where transactions take place through the FFAIR platform:

• third party suppliers selected or approved by an organiser are the seller of record for their goods or services, and
• organisers offering goods or services to exhibitors are the seller of record for those goods or services

FFAIR acts as a technology provider and sales agent only and does not supply the underlying goods or services.

The seller of record is solely responsible for determining whether VAT, sales tax or any other indirect tax applies, for applying the correct tax treatment and rate, and for complying with all related registration, invoicing, reporting and remittance obligations.

FFAIR may generate invoices and collect payments on behalf of the seller of record, including through integrated payment providers. FFAIR does not provide tax advice and does not assume responsibility for the accuracy, classification or application of VAT or sales tax on invoices raised on behalf of suppliers or organisers acting as suppliers.

Where automated tax calculation tools or third party tax determination services are used, these are provided for convenience only and rely on information supplied by the seller of record. FFAIR does not guarantee the accuracy of any automated tax calculation and does not accept liability for any errors, omissions or misapplication of tax.

Exhibitors remain responsible for reviewing invoices and for their own tax compliance obligations arising from their participation in events.

9. Data and content

All users are responsible for the content they upload to the platform.

Users must ensure they have the necessary rights and permissions to upload any materials, including personal data, documents, images or designs.

FFAIR reserves the right to remove content that breaches this User Policy or applicable law.

10. Data protection

FFAIR processes personal data in accordance with applicable data protection laws and its Privacy Policy.

Organisers, exhibitors and suppliers must ensure that any personal data submitted through the platform is collected, shared and processed lawfully.

11. Platform availability

FFAIR aims to provide a reliable service but does not guarantee uninterrupted availability.

Maintenance, updates or technical issues may result in temporary interruptions. FFAIR is not responsible for any losses arising from platform downtime.

12. Suspension and termination

FFAIR may suspend or restrict access to the platform where this User Policy is breached, where unlawful activity is suspected, or where required to comply with legal obligations.

Suspension or termination of access does not affect obligations that have already arisen.

13. Changes to this User Policy

FFAIR may update this User Policy from time to time.

Where changes are material, reasonable notice will be provided. Continued use of the platform after changes take effect constitutes acceptance of the updated policy.

14. Contact

If you have any questions about this User Policy, please contact FFAIR using the contact details provided on the platform.