Terms & conditions

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1. Introduction

These Terms & Conditions (“Terms”) govern the use of ExpoBooth.ai’s services and platform (“Services”), operated by ExpoBooth.ai Ltd, a company incorporated in England & Wales (Company Number: 16906022), with its registered office at Bartle House, 9 Oxford Court, Manchester, M2 3WQ, United Kingdom (“ExpoBooth.ai”, “we”, “us”, “our”). By accessing or using our Services, you agree to be bound by these Terms.

 

2. B2B use only (business and professional use)

The Services are intended for business and professional use only. You confirm that you are using the Services in the course of business (including as an event agency, exhibition stand builder, exhibitor, brand team, or other professional user) and not as a consumer.

 

3. Definitions

In these Terms:

  • “Client” means any individual or entity using the Services.
  • “Client Materials” means any materials provided by or on behalf of the Client (including briefs, sketches, moodboards, images, CAD files, floorplans, brand guidelines, logos, text, and other content).
  • “Creative Assets” means all renders, images, 3D videos, immersive walkthroughs, layouts, close-ups, floorplan views, technical drawings, and other creative content generated, enhanced or delivered via the Services.
  • “Output” means any file, design, content, or deliverable supplied to the Client (including Creative Assets).
  • “AI Systems” means machine-based systems used to generate, enhance, edit or transform content, including generative AI models and related tooling used within our workflow.
  • “AI-Assisted Concept Visualisation” means concept Outputs (including images and videos) that are generated and/or enhanced using AI Systems, with human oversight, curation and refinement.
  • “Transparency Notice” means a notice, label or statement indicating that an Output is AI-generated or AI-assisted (including wording such as “AI-Assisted Concept Visualisation”).
  • “Credits” means usage credits, tokens, or similar units that may be used to access or consume parts of the Services.

 

4. Service Description

ExpoBooth.ai provides AI-powered exhibition and trade show booth design services, including high-quality renders, 3D videos, and VR walkthroughs.

The Client acknowledges that the Services use a combination of AI Systems and human expertise. Outputs are produced using AI-assisted workflows with human oversight to support brand consistency and professional presentation.

 

5. Ordering, subscriptions, credits & payment

  • Orders are placed via the website or as agreed in writing via email.
  • Pilot partners may receive discounted pricing as specified in pilot agreements.
  • Full payment is required prior to delivery unless otherwise agreed.
  • Standard payment terms are immediate.
 
5.1 Refunds
  • Refunds are possible before the project has been processed. After processing, when costs have been incurred by the Company, a refund is no longer possible.
 
5.2 Retainers / subscriptions
  • Monthly retainer package orders are subject to a minimum term of 3 months, and are invoiced via automated recurring invoices. 14 days’ written notice is required to terminate monthly retainer packages.
 
5.3 Credits, usage limits and billing mechanics

Where the Services are offered on a credits and/or subscription basis:

  • Credits have no cash value, are non-transferable, and are not redeemable for cash.
  • Unless stated otherwise, monthly subscription credits do not roll over and expire at the end of each billing period.
  • Add-on credits (if offered) may have an expiry period stated at the point of purchase.
  • We may apply fair usage limits, rate limits, or other controls to prevent abuse or excessive use.
  • We may change pricing, plan features, credit allocations, and usage limits from time to time. Where changes apply to an active subscription, we will take reasonable steps to notify you in advance.
 
5.4 Failed generations and credit restoration
  • AI generation is probabilistic. Some generations may fail, error, or produce unusable results.
  • Where a generation fails due to a platform error within our reasonable control, we may restore the relevant credits or provide a re-run.
  • Where a generation fails due to Client inputs, requested changes, third-party provider issues, or expected variability of AI outputs, credits may still be consumed.

 

6. Intellectual Property & Copyright

  • All intellectual property rights in the underlying AI models, software, tooling, workflows, prompts, and methods used to provide the Services remain the property of ExpoBooth.ai Ltd and/or its licensors.
  • Upon full payment, Clients receive a non-exclusive, worldwide, perpetual licence to use, reproduce, and display the Outputs and Creative Assets delivered as part of their order, for their own business purposes (including marketing, sales, pitching, proposals, tenders, and event participation).
  • Clients may not resell, sublicense, or otherwise redistribute Outputs except as part of their own exhibition or client projects, unless agreed in writing.
 
6.1 Portfolio and publicity (permission-based)

We will not publicly use identifiable Client Materials or identifiable Outputs for portfolio, marketing, case studies, PR, or demonstration purposes without the Client’s prior consent (opt-in). We may still use de-identified and aggregated information internally for service improvement, quality assurance, and operational purposes.

 
6.2 Nature of Outputs; no exclusivity
  • The Client acknowledges that Outputs may incorporate AI-generated or AI-assisted elements.
  • Unless explicitly agreed in writing, we do not warrant that Outputs will be unique or exclusive. Similar inputs, prompts, or workflows may produce similar results for other clients.
 
6.3 No training on client data

Unless separately agreed in writing, we do not use Client Materials, prompts, project files, or Outputs to train our own proprietary AI models.

 

7. Client Materials, licence and third-party rights

 
7.1 Ownership

Clients retain ownership of their Client Materials.

 
7.2 Licence to process

By uploading or providing Client Materials, the Client grants ExpoBooth.ai a limited, non-exclusive, worldwide, royalty-free licence to host, store, copy, process, adapt, analyse, transform, transmit and use Client Materials only as necessary to provide, maintain, secure and improve the Services, generate Outputs, provide support, and comply with legal obligations.

 
7.3 Third-party rights
  1. Clients are responsible for ensuring any Client Materials they provide do not infringe third-party rights (including copyright, trade marks, design rights, and rights of publicity).
  2. ExpoBooth.ai is not liable for infringement arising from Client-supplied Client Materials or Client instructions.

 

8. Confidentiality

  1. Each party may receive confidential or proprietary information from the other in connection with the Services (“Confidential Information”).
  2. Each party agrees to keep the other party’s Confidential Information confidential and to use it only as necessary to perform its obligations and exercise its rights under these Terms.
  3. Confidential Information does not include information that: (a) is or becomes public through no fault of the receiving party; (b) was lawfully known to the receiving party before disclosure; (c) is independently developed without use of the Confidential Information; or (d) is lawfully disclosed by a third party without restriction.
  4. A party may disclose Confidential Information where required by law, regulation, or court order (and where permitted, will give advance notice).

 

9. Output Quality, review & human oversight

  • ExpoBooth.ai uses a combination of AI automation and expert human review to ensure Outputs are accurate and on-brand.
  • While every effort is made to ensure high quality, minor variations, artefacts, or errors may occur.
  • Clients must review Outputs and report any material issues within 7 days of delivery.
 
9.1 Strong concept-only / not build-ready disclaimer
  • Unless expressly agreed in writing, Outputs are provided for concept, ideation, visualisation, marketing, and presentation purposes only.
  • Outputs are not final CAD drawings, production drawings, construction documents, structural calculations, fire-safety documents, venue approval drawings, accessibility assessments, electrical plans, risk assessments, method statements, or build-ready specifications.
  • The Client is responsible for professional review, technical detailing, engineering verification, venue approval, and health and safety compliance before anything is manufactured or built.

 

10. AI-Assisted Outputs and Transparency (EU AI Act)

  1. The Client acknowledges and agrees that certain Outputs supplied via the Services may be created, generated, modified, enhanced or upscaled using AI Systems as part of our AI-Assisted Concept Visualisation workflow.
  2. The Client acknowledges that ExpoBooth.ai applies Transparency Notices by default. Transparency Notices may appear in the Client dashboard, on downloads (including PDFs), within exported files, within image/video metadata, and/or within proposals or other deliverables.
  3. Where we apply a Transparency Notice, the Client must not remove, obscure, or misrepresent it where doing so would reasonably be expected to breach applicable law or mislead third parties.
  4. The Client remains responsible for ensuring that any onward use, publication, or distribution of Outputs complies with applicable laws and regulations (including any transparency obligations that may apply in the Client’s jurisdiction or use case).
 
10.1 Labelling language

Where we label Outputs for transparency purposes, we may use wording such as “AI-Assisted Concept Visualisation”, “Concept visuals generated with AI assistance”, “AI-assisted exhibition concept for visualisation purposes”, or similar language.

 

11. Prohibited Uses (Misleading Content / Deepfakes)

  1. The Client must not use the Services or any Output to create, publish or distribute misleading content, including deepfakes or synthetic media that falsely depicts real persons (e.g., executives, speakers, testimonials, endorsements) without clear and prominent disclosure and all required permissions.
  2. The Client acknowledges that Outputs may sometimes include people or crowds that are fully generated and not based on any real-world likeness. The Client must not present such depictions as real individuals.
  3. The Client must not represent Outputs as real photography, real-world built projects, or verified factual depictions where that would be misleading.
  4. We may refuse service, suspend delivery, or terminate access where we reasonably believe the Services are being used for prohibited or unlawful purposes.

 

12. Third-party provider dependency

The Services may depend on third-party providers (including AI model/API providers, cloud hosting and infrastructure providers, storage providers, payment processors, and analytics providers). We are not responsible for unavailability, downtime, errors, restrictions, policy changes, or pricing changes caused by third-party providers, and such events may impact the availability, performance, or features of the Services.

 

13. Revisions and scope control

  1. Unless agreed otherwise in writing, any included revisions are limited to reasonable adjustments within the original brief and intended deliverables.
  2. If the Client changes the brief, layout, brand direction, deliverables, output format, timelines, or scope, we may treat this as additional work and may require additional fees, credits, and/or a revised delivery timeline.

 

14. Limitation of Liability

  1. Nothing in these Terms limits or excludes liability for: (a) death or personal injury caused by negligence; (b) fraud or fraudulent misrepresentation; or (c) any other liability that cannot lawfully be limited or excluded.
  2. Subject to clause 14.1, ExpoBooth.ai’s total aggregate liability arising out of or in connection with the Services (whether in contract, tort (including negligence), breach of statutory duty, or otherwise) is limited to:
  • for one-off orders: the total amount paid by the Client for the relevant order giving rise to the claim; or
  • for subscriptions/retainers: the total amount paid by the Client in the three (3) months immediately preceding the event giving rise to the claim.
  1. Subject to clause 14.1, ExpoBooth.ai is not liable for indirect, consequential, or incidental damages, or for loss of profit, loss of revenue, loss of business, loss of goodwill, or loss of opportunity.

 

15. Termination

  • Either party may terminate Services for material breach with 14 days’ written notice.
  • Upon termination, all outstanding fees become immediately due.

 

16. Governing Law

These Terms are governed by the laws of England & Wales. Any disputes will be subject to the exclusive jurisdiction of the English courts.

 

17. Amendments

ExpoBooth.ai may update these Terms periodically. Continued use of Services constitutes acceptance of the updated Terms.