Wedding Experience Exhibitor Opportunities

Terms And Conditions

Rules and Regulations for Exhibitors

1. Definition
In these Rules and Regulations 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.
The term “Organisers” shall be deemed to mean The Wedding Experience, a division of Jade Business Bureau Ltd.

2. Applications for Space
Applications for space must be made on the forms provided by the Organisers or online at www.wedding-experience.co.uk, 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, on the understanding that the Exhibitor may refuse the reallocation in writing immediately after notification by the Organiser.

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 mutually agreeable.

5. Payment of Space
The full payment (or deposit stipulated on the booking form) must be forwarded with the signed Booking Form or when booking online, within terms specified within the invoice.

6. Cancellation of Space
The Organisers shall give 50% refund of monies paid if notice of cancellation is received up to 31 days prior to the event. No refund will be made on cancellation within 30 days of event; and outstanding invoices must be paid by the due date.

7. 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.

8. Prohibition of Transfer
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.

9. 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.

10. Admission
The Organisers reserve the right to refuse admission to any person to the Exhibition without assigning any reason.

11. Set-up / Duration of Exhibition / Dismantling of Exhibition Stand
Access for set-up is available at the times set out in the enclosed details and stands must be fully dressed and operational fifteen minutes before show opens to visitors. 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.
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.

12. 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.

13. Standards
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.

14. 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.

15. 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.

16. Balloons
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.

17. 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’.
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.

18. 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.

19. 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

20. Health & Safety and Fire Risks
Exhibitors are reminded that the Health & Safety Act 1974 and the regulations made under this Act impose duties and respon-sibilities 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.

21. 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.

22. Exhibitors’ Liabilities
Every Exhibitor hereby accepts liability for all acts or omissions of themselves, his servants, contractors, agents and visitors and undertakes to indemnify the Organisers and keep them indemnified against all liability in respect thereof and against all actions, suits, proceedings, claims, demands, costs and expenses whatsoever, which may be taken or made against the Organisers or incurred or become payable by them arising therefrom or in respect thereof including any claims arising out of the supply by the Exhibitor of samples of any kind whatso-ever whether such samples be sold or given away free and including any legal costs and expenses and any compensation costs and disbursements paid by the Organisers on the advice of Counsel to compromise or settle any
such claims.

23. 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 (including any consequential loss which flows therefrom) as a result of any cause whatsoever (including the negligence of the organisers). Furthermore, the organisers shall not be liable for any loss sustained by the exhibitor if for any reason the opening of the Exhibition is prevented or postponed or delayed or abandoned. Exhibitors should provide their own Public Liability insurance.

24. Postponement or Abandonment
In no event shall the Exhibitor have any claim for damages of any kind against the Organisers or the venue owners in respect of any loss or damage consequen-tial 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 and the Organisers shall be entitled to retain such part of all sums paid by the Exhibitor as the Organisers consider necessary if, in the opinion of the Organisers re-arrangement or postponement of the period of the Exhibition, or by substitution of another hall or building or any other reasonable manner, the Exhibition can be carried through the contract for space shall be binding upon the parties except as to size and position of stands as to which any modification, substitution or re-arrangement they consider necessary shall be determined by the Organisers.

25. Exhibition Services
The Organisers undertake to make all reasonable attempts to provide necessary services for the smooth operation of the Exhibition but accept no responsibility for breakdown or failure of such services.

26. Assurances/Guarantees
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.

27. Storage
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.

28. Right of Rejection
Exhibits are admitted to the Exhibition and shall remain there solely on strict compliance with these Rules and Regulations. 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.

29. 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.

30. Amendment of Rules
The Organisers reserve the right to alter, add to or amend any of these Rules and Regulations. 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 Rules and Regulations shall operate to release any Exhibitor from his contract. The descriptive headings to these Rules and Regulations are merely for reference and do not form part of the Contract between the parties.