Exhibitor Terms & Conditions

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1. Definitions

In these terms and conditions “Organisers” means North West Winter Wool Festival; “Exhibitor” means any person, company or organisation and the staff or agents of that company taking a stand; “Event” means North West Winter Wool Festival; “Venue” means Imperial Hotel Blackpool.

2. Exhibitor Pack 

An Exhibitor Pack is sent to each confirmed Exhibitor to help plan for the North West Winter Wool Festival. It contains detailed information including dates, arrival and departure times, parking instructions and other operational information related to the show.  

3. Contract 

3.1 Once applications have been considered and where acceptance is confirmed by email it is deemed that the signed application form is a binding confirmation of the Exhibitor’s commitment to take the stand applied for and of the Exhibitor’s acceptance of these terms and conditions in full.

3.2 The Exhibitor accepts all regulations laid down by the local authority applicable to the Event and Venue and all stipulations laid down by the Organisers including but not limited to security, fire procedures and all current Health & Safety regulations. 

3.4 All stands must be staffed and open throughout public opening times.

3.5 No dogs except Registered Assistance Dogs will be permitted into the Venue.

3.6 By acceptance of these Terms & Conditions, Exhibitors agree that any footage or images taken by the North West Winter Wool Festival photographers may be used by the North West Winter Wool Festival and our partners in perpetuity and without charge. The images and film may be used for archive and documentation purposes and for future publicity.  

4. Show Floor Plan

4.1 The Organisers reserve the right to alter the show plan at the venue at any time up to and including the arrival of the Exhibitors. 

4.2 The exact size of the stands allocated may vary slightly in size from the dimensions given on the application form depending upon the location within the venue.

4.3 Under no circumstances must a stand be sublet, shared or transferred without the prior consent of the Organiser. All requests must be made in writing via email. The original Exhibitor remains responsible for all liaison with the Organisers and liable for the full price of the stand to be paid to North West Winter Wool Festival. 

4.4 In the event that an Exhibitor wishes to alter their products / offer from the application they must discuss their proposals with the Organiser in writing. Permission may be given at the sole discretion of the Organiser.

4.5 If an Exhibitor does not wish to be placed next to or opposite another Exhibitor this must be expressed in an email to northwestwinterwoolfestival@gmail.com by 15 December. Such requests will be considered where possible but cannot be guaranteed.

5. Health and Safety 

5.1 Exhibitor’s must take responsibility for their own health and safety, and those around them on their stand, including staff during the build, the event and breakdown and must abide by all current Health and Safety regulations. 

5.2 Specific Risk Assessments for North West Winter Wool Festival must be completed and emailed to northwestwinterwoolfestival@gmail.com as requested.

5.3 Children under 16 cannot be permitted on site during the build or break down. There are no crèche facilities available at the venue so please make appropriate off-site arrangements for these periods.

5.4 While onsite the designated Health & Safety officer has final say on any issues of Health and Safety, all Exhibitors must adhere to their guidance.

5.5 Exhibitors must not cause any aisle or emergency exit to be blocked in any way by their goods, displays or staff. In case of any dispute the decision of the H&S officer is final. 

5.6 Stands and displays etc must be constructed safely and displays or stand dressing secured appropriately. 

6. Insurance / Security 

6.1 Each Exhibitor must provide evidence of their Public Liability Insurance by email to northwestwinterwoolfestival@gmail.com as requested. This cover must be for a minimum of £5 million. The Organiser accepts no responsibility for the failure of any Exhibitor to arrange the required insurance cover.

6.2 Each Exhibitor is responsible for the security and insurance of their own stand and its contents. The doors to the event room will be locked on Friday and Saturday nights. While reasonable precaution is taken, Exhibitors are advised to take common-sense precautions regarding the safety of their effects at all times.

6.3 The Organiser cannot accept any liability for any loss or damage sustained from any cause whatsoever.

7. Setting up and breaking down

7.1 Access to the venue for setting up is strictly from 4pm to 9pm on Friday. 

7.2 All Exhibitors must register with the organiser of the North West Winter Wool Festival and collect their accreditation before setting up.

7.3 Dismantling of stands or removal of any items from them must not commence until the show closes at 4.00pm on Sunday and the public have left the building. Everything must be clear by 6.00pm. 

7.4 All table cloths should be folded and tables and chairs supplied must be collapsed and stacked neatly at the front of the stand where they were left originally.

7.5 All rubbish must be removed from the stand and either taken away.

Exhibitors are responsible for any waste material left behind at the end of the exhibition. Any costs incurred by the Organisers in the specific disposal of such materials will be passed on to the Exhibitor.

8. Parking 

8.1 Parking at the venue is available onsite and on the surrounding streets. Vendors must register their registration number with reception in order to avoid being fined by the parking eye in place.

8.2 Should you wish to camp in a camper van overnight in the hotels parking please ensure that you have obtained the express permission to do from the managment team at the Imperial Hotel before hand. The organisers assume no responsiblity should you not do so. 

8.3 Under no circumstances should any entrances be blocked by unauthorised vehicles.

9. Accreditation

9.1 All Exhibitors and their staff must wear the official North West Winter Wool Festival accreditation issued at registration. 

9.2 Passes are not transferrable. The Organiser reserves the right to refuse admission to any individual in possession of an Exhibitor pass, who is not directly involved with an exhibition stand.

9.3 Exhibitors must display their business name prominently on their stand.

10. Payment terms 

10.1 Payment is due as specified on the invoice to secure the stand. Payment must be paid to the correct bank account as per the instructions on the invoice. 

10.2 The Organisers reserve the right to re-allocate stands if payment in full is not received as specified. No payment reminders will be issued.

11. Cancellation by the Exhibitor 

11.1 In the event that an Exhibitor wishes to cancel a booking, reimbursement of fees paid will be as follows:
Cancellation up to 3 months prior to the set up day, a full refund will be given. 

Cancellation up to 2 months prior to the set up day, 50% refund will be given. 

Cancellation within 2 months of the set up day, no refund will be given.

11.2 The refund relates to fees paid for stands.

12. Force Majeure 

If the Event is abandoned, cancelled, or suspended in whole or in part by reason of war, fire, national emergency, labour dispute, strike, lock out, civil disturbance, inevitable accident, the non-availability of the venue, royal mourning or any other cause not within the control of the Organisers, the Organisers may at their discretion repay the space fees and charges for hire of furniture paid by the Exhibitor, or part thereof, but shall be under no obligation to do so. The Organisers shall be under no liability to the Exhibitor in respect of any actions, claims, losses (including consequential losses), costs or expenses whatsoever which may be brought against or suffered or incurred by the Exhibitor, as a result of the happening of such an event. 

13. Exhibitor’s Responsibility 

The Organisers shall not be responsible for any article or object of any kind exhibited at the Venue. The Exhibitor shall assume all responsibility, including for all claims arising out of the exhibition, handling or housing of such exhibits and the conduct of the stand in general. The Exhibitor shall indemnify the Organisers against all claims, damages or expenses whatsoever in any way arising from the presence of the Exhibitor or their exhibits at the Venue. 

14. General

14.1 Each Exhibitor shall be deemed to have full knowledge of the Terms and Conditions and is bound by them in all respects.

14.2 Please treat each other with consideration, kindness and respect and work with us to deliver the best event possible. 

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

Last updated August 2024