WEDDING FAIR TERMS & CONDITIONS
By submitting a booking form you agree to be bound by these terms and conditions.
In these Terms and Conditions the term "Exhibitor" includes all employees or agents of such and the term "Exhibition" shall be deemed to mean the Wedding Show named on the Booking Form (e.g. Bridgwood Manor)
The term "Organisers" shall be deemed to mean A Kentish Wedding.
2. Applications for Space
Applications for space must be made on the forms provided by the Organisers and contain all information requested.The Organisers reserve the right to accept or refuse any application without assigning any reason.
3. Allocation of Space
Stand space will be allocated by the Organisers wherever possible in accordance with the Exhibitor’s choice and preference. However, consideration will be given to requirements of products to be exhibited and the Organisers reserve the right to reassign space allocated.
4. Revision of Layout
Should it be necessary to revise the layout of the Exhibition, for any purpose, the Organisers reserve the right to transfer an Exhibitor to an alternative suitable site.
5. Payment of Space
The full payment must be made on booking the space.
6. Basis of Contract
Submission of paper booking form or an online booking form is the basis of the contract between the organiser and the client and is subject to a deposit payable within 7 days. You may cancel the booking within 7 days of the confirmation email and/or invoice (cooling off period) without charge. If the client does not notify in writing within 7 days that they wish to cancel this contract then the client is subject to all terms and conditions of the contract and is liable for all payments due.
7. Cancellation and Refunds
If a client wishes to cancel a booking it must be notified by email or recorded delivery post. On receipt of written cancellation, the Organisers shall give a 50% refund of the full balance on cancellation received up to 31 days prior to event. No refund is made on cancellation within 30 days of event. The client remains liable for outstanding payments which must be paid by the due date with full payment due on unpaid accounts. Non payment of deposit and/or subsequent instalments due will not be accepted as a reason for cancellation. Organisers reserve the right to cancel a booking and give a refund without assigning a reason.
The Organisers may cancel forthwith any booking at any time if: a) The Client is in breach of any of its obligations hereunder; b) The Client ceases or threatens to cease to carry on business; c) Any circumstances whatsoever beyond the reasonable control of the Organisers (including but not limited to the cancellation, through no fault of the Organisers, of the venue for the Event) necessitate the cancellation for whatever reason of the Event.
8. Unoccupied Space
Where space applied for and granted is not occupied by the Exhibitor by 30 minutes prior to commencement of the Show, then the Organisers reserve the right to re-allocate or otherwise deal with this space as they so decide and no refunds will be given.
9. Prohibition of Transfer & Restrictions
Exhibitors may not assign, sublet or grant licences in respect of the whole or any part of the space allotted to them without the express permission of the Organisers. Companies are not permitted to promote open days, wedding fairs or any other event that is contrary to the event they have booked to attend. Exhibitors are not permitted to promote any other wedding businesses by leaflet distribution or recommendation. Companies promoting such events or other businesses will be asked to desist and may be asked to leave the event without a refund and may be prohibited from attending future events.
10. Alcoholic Goods
As venues are licensed premises, exhibitors may not bring in their own alcoholic goods for own consumption or serving to visitors unless by prior written agreement with the Organisers.
The Organisers reserve the right to refuse admission to any person to the Exhibition without assigning any reason.
12. Set-up and Duration of Exhibition
Access for set-up is available 3 hours before opening time. Stands must be fully dressed and operational fifteen minutes before show opens to visitors. Where space has been booked and paid for but is not occupied by the exhibitor by thirty minutes prior to the commencement of the show, the Organisers reserve the right to re allocate or deal with this space, as they see fit.
13. Dismantling of Exhibition Stand
Dismantling may not commence before the advertised closing time of the event and must be cleared within 1½ hours of the closing time. Exhibits must not be removed and displays must not be dismantled either partially or totally, before the closing time of the Show unless express permission is given by the Organisers. All exhibits and display material must be removed as soon as possible after this time. All Exhibitor products/materials/rubbish must be completely removed from the premises at the close of the exhibition.
14. Stand Interiors
Exhibitors erecting interior displays must ensure all work conforms to the requirements of the Organiser or other appropriate authorities and is executed within the terms of the Health & Safety at Work Act.
Exhibitors are requested to ensure that all displays are of a professional standard, with no hand written or day-glo posters. Where stands are visible from all angles, exhibitors are to ensure that stands have professional coverage.
16. Electrical Requirements
The Organisers do not provide any electrical facilities unless requested on booking form. Exhibitors requiring electric must supply their own extension leads; these and other electrical equipment used on the stand must have the appropriate PAT Certification and where applicable hazard taping must be provided to cover loose cables.
17. Wedding Cars
Exhibitors with Wedding Cars will be given an allocated space which has been agreed in advance with the venue management and no deviation from this positioning can be allowed. Suitable fire extinguishers for use on fires involving flammable liquids must be provided by the exhibitor. Drip trays should be used when exhibiting inside arenas and exhibitors are responsible for clean-up costs should there be any spillage of fuel, oil or grease.
Escaping balloons must be recovered from the roofspace. All helium gas cylinders must be removed from the public areas once balloons have been filled and throughout the show. Balloon displays must not encroach on gangways or the stand space of other exhibitors.
19. Promotional Restrictions
Exhibitors can only promote and display their own business product or service being that which is detailed on the booking form as ‘Product / Service Provided’. When offering more than one service it is imperative that all services are agreed with the Organiser and the appropriate agreement to promote such services is agreed in advance. This generally requires booking a larger space and is subject to availability within those categories.
Peripheral products or services can only be promoted with the express permission of the Organisers. Organisers reserve the right to remove items from display not included in the original booking form application.
20. Advertising Matter
The Exhibitor may distribute advertising and printing materials from own stand but must not distribute such material in the neighbourhood of entrances or exits, nor in such a manner as to cause annoyance or disturbance to other Exhibitors.
Where a table is provided for display of exhibitors’ advertising material, then only this designated area may be used for such purposes.
In the event of complaints, the matter shall be referred to the Organisers for their decision.
The Exhibitor shall be responsible for the removal from the Exhibition premises and storage of all crates and empty cartons not required on the stand.
22. PPL/PRS Licences
PPL (Phonographic Performance Limited) covers the public use of sound recordings on behalf of the artistes concerned.
PRS (Performing Rights Society) covers the public performance of copyright musical works on behalf of the composers and publishers.
Both PPL and PRS Licences are required by Exhibitors wishing to use recorded material (including CD/Record/Cassette/Video) on their stands in the Exhibition.
Licence applications must be made direct to:
Karen Connor, Licensing Officer, General Licencing Department, Phonographic Performance Ltd, 1 Upper James Street, London W1R 3HG
Tel: 020 7543 1000
Peter Smith, Licensing Inspector, PRS New Licence Centre, Performing Rights Society Ltd
Elwes House, 13 Church Walk, Peterborough, Cambs PE1 2UZ
Tel: 0800 068 4828
23. Health & Safety and Fire Risks
Exhibitors are reminded that the Health & Safety Act 1974 and the regulations made under this Act impose duties and responsibilities upon all employers and that these duties are not reduced, regardless of whether an employee is in their own office or exhibiting at a Show. Exhibitors must adhere to all fire and safety regulations which affect the Exhibition. Aisles and fire exits must be kept clear. Children under the age of 16 are not permitted on the stand during opening times of the exhibition.
Exhibitors offering products and services within the food industry must be registered with their local Environmental Health Department and hold relative certificates (as a minimum a Basic Food Hygiene Certificate) and ensure that documentation is available for inspection at each event.
24. Protection of Exhibits
All exhibits must be properly protected so as to avoid danger to any person or persons visiting or taking part in the Exhibition. The Organisers shall be indemnified by the Exhibitor against any claim or action on account of any inquiry or damage being caused, or occasioned by any exhibit to any persons whatsoever.
25. Exhibitors Liabilities
Every Exhibitor accepts liability for all acts or omissions of themselves and their agents, visitors or contractors. Including any exhibitor samples whether such samples are sold or given away free.
26. Insurance Liability
The Organisers will not be responsible for the safety of any property owned by or brought on to the location of the exhibition by an exhibitor or any other person on his behalf or for any loss or damage that may occur to such property, unless caused by the Organisers negligence. Exhibitors should provide their own Public Liability Insurance.
27. Postponement or Abandonment
In no event shall the Exhibitor have any claim for damages of any kind against the Organisers or the venue owner in respect of any loss or consequential damage upon the prevention, postponement or abandonment of the Show by reason of the Exhibition Building becoming wholly or partially unavailable for the holding of the Exhibition for reasons beyond the Organisers’ control.
The Organisers shall be able to retain payment if they are able to re-arrange the Exhibition providing the space agreed in the original contract or a suitable alternative. Any modification, substitution or re-arrangement considered necessary will be determined by the Organisers.
28. Exhibition Services
The Organisers undertake to make all reasonable attempts to provide necessary services for smooth operation of the Exhibition but accept no responsibility for breakdown or failure of such services unless caused by the Organisers negligence.
No assurance or guarantee of any kind is offered by the Organiser and none is to be given, invoked, or otherwise applied on the part of the Organiser, for any goods or services tendered, sold or otherwise traded at the Shows.
30. Right of Rejection
Exhibits are admitted to the Exhibition and shall remain there solely on strict compliance with these Terms and Conditions. The Organisers reserve the right to prohibit in whole or in part and reject any Exhibitor or his representatives in the case of failure to comply with the Rules and Regulations. There shall be no return of payment if such rejection or prohibition is deemed necessary by the Organisers.
31. Conduct of Exhibitors and Representatives
Annoyance: The Organisers reserve the right to stop any activity on the part of an Exhibitor that may cause annoyance to other Exhibitors or visitors. Business must be conducted only from the Exhibitors’ own stand and under no circumstances may this be carried out from a gangway or elsewhere in the Exhibition.
Microphones: Use of microphones is not permitted unless agreed with the Organisers in advance.
Gangways: Any encroachment upon gangways or passages shall be deemed to be a breach of contract and articles or goods found therein during the period of the Exhibition may be removed by the Organisers or their agents and the Organisers shall not be responsible for any loss thereto occasioned by such removal.
Publicity Material: may only be displayed and/or given away and/or demonstrated from the Exhibitors’ own stand.
32. Protection of Data
Any data provided is for your personal use only and you may download the data for use by the personal name or company name in which you booked exhibition space or purchased at the wedding show to which it relates.
All information provided to you is confidential and subject to the requirements of the Data Protection Act. Data may only be used to market the product or service for which it was booked. You may not facilitate any third party to copy, distribute, transmit, reproduce, publish, commercially or create derivative works from the Content.
Failure to comply will result in exclusion from future events with the Organisers and may also result in legal action. You may not use the data provided to promote any other wedding shows or events, nor offer free tickets for other events.
There may be seeds planted into the database provided so that it can be monitored by whom and in what manner brides are being approached. Seeds are employed by the Organisers’ staff.
33. Distribution of Leaflets
Leaflets must arrive no later than 7 days prior to the show date. Leaflets must promote one business only, unless prior agreement is authorised. The Organisers reserve the right to refuse distribution if the material is considered unsuitable or detrimental to the quality of the exhibition and the reputation of the business.
34. Amendment of Terms and Conditions
The Organisers reserve the right to alter, add to or amend any of these Terms and Conditions. Should any question arise, whether provided for in these conditions or not, the decision of the Organisers shall be final. No alteration, addition, amendment or waiver to or of these Terms and Conditions shall operate to release any Exhibitor from his contract. The descriptive headings to these Terms and Conditions are merely for reference and do not form part of the Contract between the parties.