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 WOW Wedding Shows.
2. Applications for Space
Applications for space must be made by using www.wowbookingform.com, Or by secure email confirming attendance and contain all information requested. The Organisers reserve the right to accept or refuse any application without assigning any reason. We would respectfully ask that when booking exhibition spaces please make sure your exhibition material will not exceed the space you have booked, any exhibitor‟s display material that exceeds their allocated space will be moved to a larger area and charged for the extra space.
3. Allocation of Space
Stand space will be allocated by the Organisers in order of receipt of payment, 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 mutually agreeable.
5. Payment of Space
Payment must be made on receipt of invoice after placing the booking. Please be aware that you will not be allowed to exhibit at any show if the organiser has not received payment, any remaining balance is due 6 weeks before the Fair date. Should the balance still be outstanding at this time, we reserve the right to cancel your booking, which will lead to loss of your deposit. Any discounts are dependant on payments being made on time! Please be aware that once a booking form is confirmed, payment will be required.
6. Cancellation of Space
The Organisers shall give 50% refund of monies paid if notice of cancellation is received up to 6 weeks prior to the event. No refund will be made on cancellation within 6 weeks of the event. Payment is required in full if an exhibitor reserves a stand by the methods listed above, but later decides to cancel within the Six weeks prior to the event as this will not give sufficient time to find a suitable replacement.
7. Unoccupied Space
Where space applied for and granted is not occupied by the Exhibitor by commencement of the Show, the Organisers reserve the right to re-allocate or otherwise deal with this space as they so decide.
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. We would also ask that you only display items that you have booked to display as the advertising of products or services other than you have paid to advertise may result in your expulsion from the show.
9. Alcoholic Goods
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.
11. Set-up / Duration of Exhibition / Dismantling
Access for set-up is available at the times set out in the information sent 2 weeks prior to the event and stands must be fully dressed and operational 25 minutes before show opens to visitors. Dismantling may not commence before the advertised closing time of the event and must be cleared within 11⁄2 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, if an exhibitor does dismantle their stand before the show has finished they will be issued with a £100 fine. All exhibits and display material must be removed as soon as possible after this time. All Exhibitor products/materials must be completely removed from the premises after the exhibition, including litter.
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.
Exhibitors are requested to ensure that all displays are of a professional standard, with no hand written or day-glow 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 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.
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 gangways or the stand space of other exhibitors.
17. Promotional Restrictions
Exhibitors can only promote and display their 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 clients wishing to use recorded material (including CD/Record/Cassette/Video) on their stands in the Exhibition.
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 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.
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.
Every Exhibitor hereby accepts liability for all acts or omissions of himself, his servants, contractors, agents and visitors and undertakes to indemnify the Organisers & Venue 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 there from or in respect thereof including any claims arising out of the supply by the Exhibitor of samples of any kind whatsoever 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.
The Organiser reserves the right to refuse or terminate the exhibition space or your booking. You will indemnify the organiser, against any and all claims, lawsuits and courses of action whatsoever and howsoever arising and brought against them by yourselves and any third party as a result of your action or participation in the event.
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 there from) 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 or cancelled. All exhibitors must have their own Public Liability insurance to exhibit at one of our events.
24. 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 or 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.
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, the organisers shall not accept responsibility or can guarantee as to the amounts of footfall at any given show.
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.
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
(a) 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.
(b) Microphones: The use of microphones is not permitted unless agreed with the Organisers in advance.
(c) 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.
(d) Publicity Material: may only be displayed and or given away only 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.
31. Force Majeure
The Supplier shall not be liable for any failure or delay in performing their obligations where such failure or delay results from any cause that is beyond their reasonable control. Such causes include, but are not limited to: power failure, Pandemic, Internet Service Provider failure, industrial action, civil unrest, fire, flood, storms, earthquakes, acts of terrorism, acts of war, governmental action or any other event that is beyond the control of the party in question.
Exhibitors are expected to participate in pre show promotion and will be given artwork to add to their social media accounts and websites.