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Exhibitor Booking Form
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1. Definitions and Interpretation
“Exhibitor” means the person applying for stand space and includes all officers of corporate bodies, employees, servants and agents.
“Organiser” means Captivating Events Limited.
“Wedding Show” means the event promoted by the Organiser for which the Exhibitor applies for stand space.
“Venue Owner” means the person granting licence to the Organiser to host the Wedding Show at the premises.
The headings in these Terms and Conditions are for reference only and do not form part of the Contract between the parties.
2. Applications for Stand Space
Applications for space must be made in writing by completing in full the booking form. The Exhibitor agrees that the Organiser may complete a booking form on the verbal instructions of the Exhibitor. The Organiser may within 7 days of receipt of a booking form, request further information to enable the application to be considered and such further information should be provided within 7 days of request. The Organiser may ignore or refuse any application for stand space in its sole discretion and without providing any reason. Applications which have not been the subject of a confirmed reservation in accordance with clause 3 below or which are not the subject of a request for further information have not been accepted.
3. Reservation of and payment for Stand Space
Stand space will be reserved for the Exhibitor upon receipt by the Organiser of a booking form which is acceptable to the Organiser and upon receipt of any additional information requested by the Organiser as set out above. The Organiser will issue an invoice to the Exhibitor within 7 days of reserving stand space. A 50% deposit is required to be paid within 24 hours of receipt of invoice and the balance is payable in full within 14 days. Any balance unpaid after 14 days will attract interest at 4% above bank base rate calculated on a daily basis. At any time prior to receipt of full payment the Organiser may in its absolute discretion cancel the reservation and may levy an administration fee of £50 if the reason for such cancellation is wholly or partly as a result of anything the Exhibitor has done or not done. Bookings made within two weeks prior to the show date will require immediate payment. Requests for specific locations cannot be guaranteed and the Organiser may reallocate or assign alternative stand space at any time. Requests for stand space made by means other than by on line booking forms may be accepted at the sole discretion of the Organiser.
4. Cancellation of Space
Exhibitors may cancel any reserved or allocated stand space at any time prior to 10 weeks before the date of the Wedding Show without penalty and the Organiser shall refund the price in full. If the Organiser receives a cancellation request more than 2 weeks before the date of the Wedding Show and less than 10 weeks before the date of the Wedding Show then the Organiser shall refund the value of the invoice for that booking after deducting an administration fee of £50.00. If the Organiser receives a cancellation request during the 2 weeks immediately before the date of the Wedding Show the Organiser shall use reasonable endeavours to resell the stand space once all other available stands for the Wedding Show have been sold. If the stand space can be resold the Organiser shall refund the value of the invoice for that booking after deducting an administration fee of £75.00. If the Organiser is unable to resell the stand space no refund shall be given.
5. Unoccupied Space
Where space applied for and granted is not occupied by the Exhibitor one hour before commencement of the Wedding Show, the Organiser may in its absolute discretion resell, re-allocate or otherwise deal with the stand space without refunding any money to the Exhibitor.
6. Prohibition of Transfer
Exhibitors may not assign, transfer, sublet, licence use of or share occupation of the whole or any part of the stand space allotted to them without the prior written permission of the Organiser which may be withheld in the Organiser’s absolute discretion.
7. Alcoholic Goods
Exhibitors may only bring in alcoholic goods for their own consumption or for serving to visitors with the prior written consent of the Organiser.
The Organiser may refuse admission to any person to the Wedding Show without providing any reason.
9. Set-up / Duration of Wedding Show / Dismantling
Access for set-up is available at the times set out in the Exhibitor Information Pack and stands must be fully dressed and operational at least 30 minutes before show opens to visitors. Dismantling may not commence before the advertised closing time of the event and must be cleared as soon as possible after this time and in any event within the time limit specified in the Exhibitor Information Pack. All products materials and refuse must be completely removed from the premises after the Wedding Show.
It is the sole responsibility of the Exhibitor to ensure that its display complies fully with relevant legislative, licensing and regulatory provisions, is not likely to cause offence, nuisance or annoyance to any person and can be accommodated fully within the stand space allocated by the Organiser. The Organiser may require the Exhibitor to alter or remove the whole or any part of any display which the Organiser does not consider to be appropriate or in keeping with the ambience of the Wedding Show. Exhibitors must not block the entrances or fire doors, nor encroach on another exhibitors stand area.
11. Electrical Requirements
The Organiser will not provide any electrical facilities unless requested on the booking form. Exhibitors requiring an electricity supply must supply their own extension leads. All electrical equipment used on the stand must have the appropriate PAT Certification and where applicable the Exhibitor should cover or provide suitable taping for loose cables.
12. Wedding Cars
Exhibitors with Wedding Cars must ensure they are roadworthy, have adequate third party insurance and road fund licences must be displayed. Cars must be parked in accordance with the directions of the Organiser and Exhibitors shall not move them or start their engines during the Wedding Show. Exhibitors must provide suitable fire extinguishers for use on fires involving fuel or flammable liquids.
Escaping balloons must be recovered from the roof space. 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 accessways, passageways or the stand space of other exhibitors.
14. Display Restrictions
Exhibitors can only promote and display the goods and services normally provided by the Exhibitor and within the range of goods and services that the Organiser reasonably considers properly within the scope and range of goods and services stated on the application for stand space completed by the Exhibitor. Exhibitors may not exhibit products or services for any other person. The Organiser may request the Exhibitor to remove items from display. Exhibitors shall conduct all activities only from the allocated stand space. The use of sound amplifiers is not permitted unless agreed with the Organisers in advance. Articles or goods placed upon any accessway or passageway during the period of the Wedding Show may be removed by the Organiser without responsibility for any loss occasioned by such removal. The Exhibitor shall not behave in a manner likely to cause nuisance, annoyance or disturbance to other Exhibitors. The Exhibitor shall follow the directions of the Organiser in such matters and the Organiser’s decision shall be final.
15. PPL/PRS Licences and live music
Exhibitors playing any material subject to Phonographic Performance Limited and Performing Rights Society regulations must produce to the Exhibitor on demand all appropriate licences. The Exhibitor shall follow the directions of the Organiser as to the duration and volume of all such audio and audio/visual materials and/or live music.
16. Health & Safety and Fire Risks
Exhibitors are reminded that the Health & Safety Act 1974 (as amended) and the subordinate regulations 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 Wedding Show. Exhibitors must adhere to all fire and safety regulations which affect the Wedding Show. Aisles and fire exits must be kept clear.
17. Exhibitor’s liability
The Exhibitor shall fully and effectually indemnify and keep indemnified the Organiser against any costs, claims, damage or loss to the full extent permitted by law to the extent such costs, claims, damage or loss were caused by or contributed to by any act or omission of the Exhibitor, his employees, contractors, agents and visitors.
18. Insurance Liability
The Exhibitor must carry public liability insurance with a limit of indemnity of at least £1,000,000.00 in respect of any single claim. The Exhibitor shall produce a copy of any such policy to the Organiser on demand and shall at the request of the Organiser initiate and progress any claim or potential claim which may be brought against the policy whether by the Organiser or any third party. The Exhibitor accepts that the Organiser will not be responsible for the safety of any property owned by or brought to the Wedding Show by the Exhibitor or any other person on his behalf or for any loss or damage that may occur to such property (including any consequential loss which flows therefrom) as a result of any cause whatsoever or for injury to any person (including liability that would otherwise arise by virtue of negligence of the Organiser to the full extent that such liability may at law be excluded).
19. Postponement or Abandonment
In no event shall the Exhibitor have any claim for damages of any kind against the Organiser or the Venue Owners in respect of any loss or damage consequential upon the prevention, postponement or abandonment of the Wedding Show.
20. Wedding Show Services
The Organiser shall make all reasonable attempts to provide all necessary services for the smooth operation of the Wedding Show but accept no responsibility for interruption or failure of such services.
21. Photographs Moving Images and Recordings
Exhibitors may not take photographs, moving images or recordings at the Wedding Show without the prior consent of the Organiser who may in its absolute discretion impose such terms and restrictions as the Organiser considers necessary. Exhibitors agree to being photographed and for moving images and recordings of them to be taken at the Wedding Show by the Organiser or by any third party to whom the Organiser has given its consent and for such photographs, moving images and recordings to be used for any purpose or purposes the Organiser considers appropriate.
No assurance or guarantee or warranty of any kind is offered by the Organiser and none is to be inferred or assumed or otherwise deemed to arise on the part of the Organiser for the quality of any goods or services tendered, sold or otherwise traded at the Wedding Show and in particular no warranty is given by the Organiser as to the numbers of visitors attending the Wedding Show.
23. Variation to Terms and Conditions
The Organiser may in its absolute discretion alter, add to, amend, waive or vary any of these Terms and Conditions at any time in the interests of promoting or operating the Wedding Show effectively. The decision of the Organisers shall be final and any such alteration, addition, amendment, waiver or variation shall not operate to release the Exhibitor from its contract.