Exhibitor & Sponsorship Terms and Conditi

Health, Beauty & Lifestyle Expo · 27–28 November 2026 · Centurion Mall, Pretoria

The Venus Throne (Pty) Ltd t/a EthosX · Reg. 2017/369166/07 · help@ethosx.co.za · 087 265 6041

1. Booking & Payment

Full payment is required to confirm a stand, counter, or sponsorship booking. No space is held, and no stand is guaranteed, until cleared payment has been received by EthosX.

Once EthosX receives a completed and signed booking form, an invoice with banking details will be issued by return email.

2. Cancellation & Refund Policy

Where an exhibitor cancels a confirmed booking, the refund due is calculated according to how far in advance of the event notice is given:

90 or more calendar days before the event: a 10% administration fee will be deducted from the amount paid, with the balance refunded.

Less than 90 but 60 or more calendar days before the event: a 10% administration fee will be deducted, plus any production costs already incurred on the exhibitor's behalf, evidenced by receipt of the relevant transactions. The balance will be refunded.

Less than 45 calendar days before the event: no refund will be issued.

An itemised breakdown of any deducted costs is available on request. Refund requests must be submitted in writing to help@ethosx.co.za.

3. Event Cancellation, Postponement & Changes by EthosX

If EthosX cancels the event in full, EthosX will either refund every exhibitor and sponsor 100% of all payments made, or issue a Credit Note (see Section 20) for the full amount toward a future EthosX event. The choice between a cash refund and a Credit Note is at the exhibitor's discretion, unless otherwise agreed in writing between the exhibitor and EthosX.

A change of venue or date is not treated as a cancellation. Where EthosX changes the venue or date of the event, existing bookings carry forward automatically to the new date or venue at no additional cost, and this clause's cancellation terms continue to apply from that point forward.

4. Your Stand & Zone Allocation

Exhibitors may indicate a zone preference (Health, Beauty, Lifestyle, or No Preference) on the booking form. Final zone and position allocation within that zone is confirmed at EthosX's discretion, based on overall event layout, brand fit, and category balance, and is not guaranteed to match the stated preference.

EthosX reserves the right to reasonably reallocate an exhibitor's position, including after initial confirmation, where operationally necessary.

5. The Keepsake Kit — Ownership

The Keepsake Straight Kit and Keepsake Curve Kit (bannerwall and branded promo counter) are signed off to the exhibitor and become their property from Day One of the event. EthosX retains no ownership or return rights over these items once handed over.

6. Hired Items — Counter Stand & Barstools

The Counter Stand is a hired item for the duration of the event only and remains the property of EthosX at all times. It must be returned at the end of the event in the same condition it was issued, and is not part of the Keepsake Kit's "yours to keep" offering.

Counter Stands are placed in ad hoc spaces within the mall, as identified and allocated by EthosX and Centurion Mall, rather than within the fixed Health, Beauty, or Lifestyle zones used for Keepsake Kit stands. Counter Stand exhibitors will be advised of their exact position ahead of the event.

Barstools supplied with any stand are likewise hired for the event only and must be returned. A fee of R750 per stool applies to any barstool not returned or returned damaged.

A fee of R10,500 applies to any Counter Stand not returned or returned damaged.

7. Stand Manning & Conduct

Exhibitor stands must be manned at all times during official trading hours across all three days of the event. Exhibitors and their staff are expected to conduct themselves professionally and are subject to Centurion Mall's own house rules and code of conduct in addition to these terms.

8. Prohibited Items & Trade Restrictions

Exhibitors may not sell, sample, promote, or display any goods or services outside the brand category declared at the time of booking without EthosX's prior written consent. EthosX reserves the right to require the removal of any item, claim, or display it reasonably considers unlawful, unsafe, misleading, or inconsistent with the tone of the event.

9. Liability & Indemnity

EthosX will not be held liable for any injury, loss, theft, or damage to an exhibitor's property, stock, or person occurring before, during, or after the event, except where this results directly from EthosX's own negligence.

Each exhibitor indemnifies EthosX, its staff, and Centurion Mall against any claim, loss, or liability arising from the exhibitor's own conduct, products, staff, or stand, including any injury or damage caused to a third party.

10. Insurance

Exhibitors are responsible for their own public liability insurance and cover for goods, stock, and equipment brought on-site. EthosX does not insure exhibitor property, stock, or displays under any circumstances.

11. Damage to Venue Property

Exhibitors are liable for any damage caused to Centurion Mall's property or infrastructure by themselves, their staff, or their stand during set-up, trading, or breakdown, and any related repair costs may be recovered directly from the exhibitor.

12. Set-Up & Breakdown

Access times for stand set-up and the mandatory vacate deadline after the event will be communicated to exhibitors ahead of the event. Any goods, stock, or equipment left on-site after the vacate deadline may be removed or disposed of at the exhibitor's cost, and EthosX accepts no responsibility for items left behind.

13. Non-Transferable Booking

A confirmed stand or sponsorship booking is specific to the exhibitor named on the booking form and may not be sold, sublet, shared, or transferred to another brand or party without EthosX's prior written consent.

14. Use of Branding

By booking a stand or sponsorship, the exhibitor grants EthosX permission to use their brand name and logo in event marketing materials, including but not limited to the exhibitor list, event programme, website, and social media, for the purpose of promoting the Health, Beauty & Lifestyle Expo. This permission does not extend to implying an endorsement beyond participation in the event.

15. Photography & Filming

EthosX and its appointed photographers/videographers may capture images and video of the event, including exhibitor stands and staff, for use in future marketing. Exhibitors who do not wish to be featured must notify EthosX in writing in advance of the event.

16. Data Protection (POPIA)

Any personal information collected on the booking form, or from visitors via the goodie bag/lead-capture mechanic, will be processed by EthosX in accordance with the Protection of Personal Information Act (POPIA) and used only for purposes related to the event and, where consented to, future marketing communications.

17. Breach & Non-Payment

Where an invoice is not paid within the timeframe specified on it, EthosX reserves the right to release the reserved stand or sponsorship to another exhibitor without further notice.

18. Electronic Signature

A typed name together with the accompanying checkbox on the booking form constitutes a valid electronic signature and a binding agreement to these terms under South African law.

19. Governing Law

This agreement is governed by the laws of the Republic of South Africa, and the parties submit to the jurisdiction of the South African courts.

20. Credit Note

Where EthosX issues a Credit Note in place of a cash refund, it will reflect the full value owed to the exhibitor and may be applied toward the exhibitor's stand or sponsorship at any future EthosX event, subject to availability. Credit Notes have no cash value and are non-transferable to another party.

21. Force Majeure

Neither party will be liable for any failure or delay in performing its obligations under this agreement where that failure or delay results from circumstances beyond its reasonable control, including but not limited to load-shedding or power disruption, extreme weather, fire, flood, civil unrest, strike action, pandemic or public health restriction, government or municipal order, act of God, or failure of the venue to remain available for reasons outside EthosX's control.

Where a Force Majeure event prevents the event from proceeding as planned, EthosX will notify exhibitors as soon as reasonably possible and will, where practical, offer a rescheduled date or a Credit Note in line with the terms set out in Section 20 above, rather than a cash refund.

22. Entire Agreement & Amendment

This document, together with the booking form, constitutes the entire agreement between the exhibitor and EthosX regarding the event, and supersedes any prior verbal or written agreement. Any amendment must be agreed in writing between both parties.

Ethosx · Health, Beauty & Lifestyle Expo · 27–28 November 2026