Exhibitor Terms & Conditions

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   Terms and Conditions: North West Winter Wool Festival

1. Definitions

In these Terms and Conditions:

• “Organisers”      refers to the North West Winter Wool Festival.
• “Exhibitor”      means any individual, business, or organisation (including its staff or representatives)      booking and occupying a stand at the event.
• “Event”      means the North West Winter Wool Festival.
• “Venue”      refers to the Norbreck Castle Hotel, Queen’s Promenade, Blackpool, FY2 9AA.

2. Exhibitor Pack

A comprehensive Exhibitor Pack will be sent by email to all confirmed exhibitors. This pack includes essential details such as key dates, set-up and breakdown times, parking instructions, and other operational information. Exhibitors must check in at the designated location (as stated in the pack) to receive their lanyards/wristbands before setting up.

3. Contractual Agreement

3.1 Payment of your invoice forms a binding contract between the Exhibitor and the Organisers. By applying, the Exhibitor confirms acceptance of these Terms and Conditions in full.
3.2 Exhibitors agree to comply with all venue regulations, local authority rules, and organiser requirements, including health and safety and fire regulations.
3.3 Stands must remain fully staffed and open during public opening hours.
3.4 Only registered assistance dogs are permitted within the venue. You must contact the venue beforehand to confirm that your assistance dog is permitted in the venue. The organiser takes no responsibility for rules imposed by the venue management.
3.5 By attending the event, exhibitors consent to the use of any photographs or film footage captured by official event photographers. These may be used by the Organisers and partners for publicity, documentation, and archiving purposes, without limitation or charge.

4. Stand Allocation and Floor Plan

4.1 The Organisers reserve the right to amend the floor plan, including stand locations, at any time up to and including the day of exhibitor arrival.
4.2 Stand dimensions may vary slightly from those stated on the application form due to venue layout.
4.3 Stands may not be sublet, shared, or transferred without prior written consent from the Organisers. The original applicant remains liable for all communication and full payment.
4.4 Any proposed changes to the products or services listed in the original application must be submitted in writing for approval.
4.5 If you wish not to be placed adjacent to a particular exhibitor, please inform us by email at northwestwinterwoolfestival@gmail.com by 15 December 2025. While we will do our best to accommodate such requests, they cannot be guaranteed.

5. Health & Safety

5.1 Exhibitors are responsible for the health and safety of their staff, visitors to their stand, and their surrounding area during build-up, the event, and breakdown.
5.2 A specific event Risk Assessment must be completed and returned to the Organisers as requested.
5.3 Children under 16 are not permitted on site during set-up or breakdown. No childcare facilities are available.
5.4 The designated Health & Safety Officer has authority on all health and safety matters at the event.
5.5 Exhibitors must not obstruct aisles, or emergency exits with displays or stock.
5.6 All stands, and display items must be securely constructed and safely installed.

6. Insurance & Security

6.1 Exhibitors must provide proof of valid Public Liability Insurance (minimum £5 million) upon request. The Organisers are not responsible for failure to obtain appropriate cover.
6.2 Exhibitors are responsible for the security of their stands and possessions. The venue will be locked overnight on Friday and Saturday, but we always advise standard precautions.
6.3 The Organisers accept no liability for loss, theft, or damage to exhibitor property under any circumstances.

7. Set-Up and Breakdown

7.1 Set-up access is permitted between 9:00am and 8:00pm on Friday the 13th February 2026 only.
7.2 All exhibitors must check in with the Organisers and collect their wristbands before beginning set-up.
7.3 Breakdown may not begin before 4:00pm on Sunday. All items must be removed by 6:00pm.
7.4 Any supplied tables and chairs must be folded and returned to their original positions at the front of the stand.
7.5 All rubbish must be removed by the exhibitor. Any waste left behind may incur a disposal charge.

8. Parking

8.1 On-site and street parking is available. Vehicle registration must be submitted to hotel reception to avoid fines from the Parking Eye system. The Organisers accept no liability for parking charges.
8.2 The Norbreck Castle Hotel is happy for vendors to stay overnight in a campervan if you have one. The organisers accept no liability in this regard.
8.3 No vehicle may obstruct entrances or access routes.

9. Accreditation

9.1 All exhibitors and their staff must wear official North West Winter Wool Festival wristbands while on site. Fresh wristbands are available on request.
9.2 Passes are non-transferable. The Organisers reserve the right to deny entry to individuals misusing exhibitor passes.
9.3 All stands must display the exhibitor’s business name clearly and prominently.

10. Payment Terms

10.1 Payment is due as stated on the invoice. Stands are not secured until full payment is received.
10.2 The Organisers reserve the right to reallocate unpaid stands without further notice. Payment reminders will not be issued.

11. Cancellation by the Exhibitor

11.1 Refunds will be issued as follows:

• Full      refund for cancellations made more than 3 months before the event.
• 50%      refund for cancellations made between 2–3 months before the event.
• No      refund for cancellations within 2 months of the event.
      11.2 Refunds apply only to stand fees paid.

12. Force Majeure

Should the event be cancelled or interrupted due to circumstances beyond the Organisers' control (including but not limited to war, fire, labour disputes, venue unavailability, or national mourning), the Organisers may refund all or part of the fees paid but are under no obligation to do so. The Organisers accept no liability for any other losses, costs, or damages arising from such circumstances.

13. Exhibitor Responsibility

The Organisers are not responsible for any items exhibited. Exhibitors are liable for all activities, products, and interactions associated with their stand and must indemnify the Organisers against any resulting claims, damages, or expenses.

N.B. This is a live document and is updated regularly, please check back for updates. 

Last updated July 2025