Terms and Conditions

Rail Link Terms and Conditions

1. Application, Registration & Contract Process

All exhibitors, sponsors, and visitors must complete the official Rail Link application or registration process. Submission of an application does not guarantee participation; Rail Link reserves the right to accept or decline applications at its discretion. Participation is only confirmed once you receive written confirmation from Rail Link, at which point a binding agreement is established.

2. Stand Rental & Package Inclusions

Stand rental includes only those services explicitly listed in your booking confirmation. Unless otherwise specified, utilities (such as electricity), stand furnishings, and additional services are not included and must be arranged separately. Any minimum stand size or package requirements will be detailed during booking.

3. Payment Terms

Full payment must be received by Rail Link by the deadline indicated in your invoice. Overdue payments may incur a 15% late payment penalty. Failure to pay on time may result in cancellation of your registration and loss of your allocated space. Access to the event or stand setup will not be permitted if payment is outstanding.

4. Co-Exhibitors, Subletting, and Stand Sharing

Stands may not be shared, sublet, or transferred in whole or in part without prior written approval from Rail Link. Any co-exhibitors must be approved in advance and are subject to these terms and all associated fees or charges.

5. Exhibitor Passes

The number of complimentary exhibitor passes will be confirmed prior to the event. Additional passes may be purchased subject to availability. Passes are valid only for registered personnel, are non-transferable, and lost passes will only be replaced at Rail Link’s discretion.

6. Directory & Catalogue Listing

Rail Link will publish exhibitor and participant listings as part of event materials. Rail Link is not liable for errors or omissions that are not communicated before the publication deadline. Information received by the listed deadline will be considered final.

7. Venue Use & House Rules

All participants and staff must comply with venue regulations and instructions from Rail Link or venue staff, including but not limited to health and safety, permitted activities, noise, waste disposal, and prohibited materials. No political displays, direct selling without permission, unauthorized use of sound/AV equipment, animals, or dangerous goods are permitted.

8. Intellectual Property & Copyright

Exhibitors warrant that all products, materials, and content displayed or distributed at their stand comply with intellectual property, copyright, and trademark laws. Exhibitors are solely responsible for securing any required licenses or permissions and shall indemnify Rail Link against third-party claims.

9. Insurance & Liability

Rail Link and the venue do not accept liability for damage, loss, theft, or injury unless caused by proven gross negligence. Exhibitors are responsible for arranging and maintaining adequate insurance for their staff, property, and third-party risks.

10. Cancellation, Withdrawal & Non-Participation

To cancel, email exhibit@raillinknetworking.com.

• If your company has been announced as an exhibitor on Rail Link LinkedIn, the full stand amount remains payable.
• If you cancel or reduce your booked space at any time, no refunds will be issued. The full stand fee remains payable regardless of when the cancellation or reduction occurs.
• Non-attendance—without written cancellation—is considered a no-show, and the full stand fee remains due.

11. Force Majeure & Event Changes

If Rail Link is unable to hold the event due to circumstances beyond its or the exhibitor’s control—including, but not limited to, acts of God, government restrictions, venue cancellation or double-booking, natural disasters, strikes, or any other cause that makes it impossible or impractical to proceed—no refunds will be issued. Exhibitors remain liable for the full contracted fee, and Rail Link may still invoice for any custom work completed at your request or for costs already incurred.

In such cases, exhibitor and stand bookings will be forfeited. Sponsorship packages, however, will be automatically transferred to the next available Rail Link event.

If the event is shortened after it has begun, no refunds or claims for losses will be accepted.

12. Photography, Media & Promotion

By participating, you consent to Rail Link and its partners photographing, filming, or recording the event (including your stand, staff, or likeness) for marketing, reporting, archival, and commercial purposes. You acknowledge and agree that such content may be published, broadcast, or distributed—including via streaming, paywall, or subscription—on Rail Link’s own channels or partner platforms. Event recordings, including video and audio content, may be uploaded to Rail Link’s partner streaming platform, Junction Plus, where content can be accessed by subscribers. By participating, you waive any rights to compensation, royalties, or approval for such use. Unauthorized professional photography or filming requires prior written consent from Rail Link.

13. Advertising, Promotion & Materials Distribution

Promotional activities and distribution of advertising materials are permitted only within your assigned stand, unless otherwise authorized in writing. No political, offensive, or disruptive materials are allowed, and Rail Link reserves the right to remove any such content.

14. Legal Status & Governing Law

All content—including, but not limited to, text, images, videos, logos, and the “Rail Link” brand—belongs to Rail Link and its affiliates. Use is permitted only for personal, non-commercial purposes unless otherwise authorized. All rights are reserved. By participating in Rail Link, you agree to these terms, governed by Irish and EU law. All disputes shall be resolved in the courts of Ireland. If you do not accept these terms, please discontinue participation and contact us immediately.

15. Data Protection & Confidentiality

Personal and business information is collected, processed, and stored in line with our privacy policy and applicable data protection laws (including GDPR). By registering, you agree to the use of your data for event-related purposes.

16. Change in Company Status

Exhibitors must inform Rail Link of any change to their company’s legal status, ownership, or structure (such as mergers, acquisitions, insolvency, or restructuring). Rail Link reserves the right to terminate participation in such cases, subject to reimbursement (if any) at its discretion.

17. Event Schedule & Modifications

Rail Link may modify the event schedule, content, location, or timings as necessary. Any changes will be communicated as soon as possible.

For questions, please contact exhibit@raillinknetworking.com. Participation in Rail Link implies acceptance of these terms and conditions.