Terms & Conditions of The Big South West Wedding Fair Event (Organised by The Big Southwest Wedding Fair)

These Terms and Conditions shall apply to Wedding Fayres and Events as organised by The Big Southwest Wedding Fair, known as The BSWWF (“Supplier”) to you (“Client”).  No other terms and conditions shall apply to the provision of Services unless agreed upon in writing between the Supplier and the Client.   By Submitting a completed booking form in our online format, you are agreeing to be bound by The Big Southwest Wedding Fair terms and Conditions in full. 

It is the clients’ responsibility to obtain their own Event Cancellation Insurance and such Insurance is advisable.

Suppliers Obligations

1. The Supplier shall use its best and reasonable endeavours to complete its performance in the advertisements and marketing of The Wedding Fayre so as to ensure a reasonable footfall.

2. The Supplier shall use reasonable care and skill in its performance of the Services.

3. The Supplier will use all reasonable endeavours to limit the number of exhibitors in each category so as to enable as much individual exposure for Clients to prospective customers. Where companies operate as independent businesses such as MLM or franchises the supplier will not provide exclusivity. 

Client Obligations

4. The Client will declare all items and services that they plan to promote or exhibit at the time of booking.  Should the client not do so, and the product or service is found to be over-subscribed for the event, the client will be asked to remove from the display and not promote that product or service if it feels to be in conflict with other clients services.

4a. The Client will only exhibit those items in the category for which they have booked and will remove any items from display if the Supplier feels this is in conflict with other Clients or events. 

There is to be no cross-promotion for other businesses who have not booked and paid for an exhibition stand.

5. The Client agrees to set up their Exhibit within the timelines stated by the Supplier – by 1700 hours on the day before the event opens and to be available for all mandatory Health and Safety briefings.  The client will be available at their stand 15 minutes before the event opens.

5a. The Client agrees to attend and abide by ALL direction from the BSWWF team to include (but not exhaustive of) health, safety, fire and all use of the building.

6 The Supplier shall not be liable for any delay or failure to provide the Services where such delay or failure is due to the Client’s failure to comply with Clause 5, 5a and/or 6 above.

7. The Client agrees to make the appropriate payment on time as detailed in fees.

Fees

8.     The fees (“Fees”) for the Services are as per the online booking form, which will be subject to change from time to time.

9.     The Client shall be required to pay a Non Refundable Booking Fee ("Booking Fee") as detailed in these Terms & Conditions which is equal to 33% of the total booking cost within 48 hours of receipt of invoice, unless it is within 8 weeks of the event, in which case the total booking cost will be due.

10.  If the Client does not pay the Booking fee to the Supplier in accordance with Clause 9 the Supplier will not reserve a space at The Wedding Fayre.

11.  The Booking fee shall be non-refundable unless the Supplier fails to provide the Services and is at fault for such failure.  Where the failure is not the fault of the Supplier, no refund shall be made.

12.  Fees can be paid by Bank Transfer and will only be accepted in UK Pounds.

13.  The second installment of 33% is due as directed on the clients invoice. The final payment is as stated on the clients invoice. Should payment not be received by this date (after payment of the booking fee) the Supplier reserves the right to exercise their statutory right to claim interest, compensation and reasonable debt recovery costs under the late payment legislation, or reserves the right to sell on stand space that has not been paid for.

14.  Should the client habitually make late payments, full payment will be immediately due upon booking and will be subject to our refund policy in the event of cancellation.

15.  Should cancellation be made the client is still liable to pay the balance owing in accordance with the cancellation fees set out in "Cancellations"

16.  Payment plans are available upon request and will attract a 4% administration charge on the total value of the invoice.  Payments are to be made on a "direct debit" basis through directly to the bank, either weekly or monthly.  In the event of future cancellation, the client commits to payments totalling the required booking fee of 33% of the booking total.  Should a payment be missed, the full amount will become immediately due.

Bookings

17. Bookings must be made by completing the online booking form (found on The Big Southwest Wedding Fair website) and paying the required booking fee(s) within 48 hours of the invoice being sent.  The Supplier is not obliged to accept an order for Services from the Client unless the Client has returned the completed booking form and Booking Fee.

17a. If a business has taken advantage of the ten percent discount available for booking multiple events, the business must understand that this is on the provision that the business pays for an attends both events. Should you cancel an event, the ten percent discount will become payable under the same terms of the original invoice for the event you will be attending.

18.  Bookings are on a ‘first come, first served’ basis.  The Supplier cannot accept liability for a late return of the Booking Form and Booking Fee.

19.  The Supplier will not accept bookings made by any other method than the online booking form.

20.  If an event becomes fully booked due to same-day booking fees and booking forms being received, The Supplier reserves the right to cancel bookings from clients based on those received last.

21.  Lunch is not provided at this event

Cancellations

22. The Booking fee is Non-Refundable and is used for the advertising of each event through all of BSWWFS usual channels, digital and in print. Where it has been agreed for the client to pay under a payment plan, the equivalent booking fee will always be due, even in the event of cancellation by the client. 

23.  Should the Client cancel the booking the following fees remain payable as monies will be used to provide services for the event, not exclusive to marketing (both online and in print), local marketing materials and provision of refreshments and advertising of your business: -.

        23.1       12 Weeks prior to the event date – The booking fee equalling 33% of the total booking value

        23.2       10 Weeks prior to the event date - 66% of the total booking value is payable

        23.3       9 Weeks prior to the event date -  75% of the total booking value  is payable

        23.4       8 Weeks prior to the event date - The full amount is payable

24.  For clients on payment plans please refer to clause 16 above, stating the 33% booking fee is due regardless of later cancellation and will still be governed by clause 23 above regarding any additional monies payable

25.  The Supplier reserves the right to cancel any booking made with the Client and will return any monies paid should they wish to cancel the booking.

26. Any additional items or services booked, including but not limited to electricity, Wi-Fi, tables, banner advertising, show guide adverts, and goodie bag entries, must be cancelled by the client at least 1 month prior to the event in order to avoid charges in full. Cancellations of said items made less than 1 month before the event will still be charged in full, and no refunds will be provided for these items or services.

Exhibition Stands

27.  Stand spaces will be allocated by the supplier.  Whilst every effort will be made to accommodate individual requests, this cannot be guaranteed, and the supplier reserves the right to assign space as will be most beneficial for the event, taking into consideration ALL other exhibitors.

28. Setup for all exhibitors is mandatory on the Friday before the event. No setups will be permitted on the morning of the event (Saturday). In cases of emergency circumstances only, the client may request permission to set up on Saturday morning. If this request is approved by the supplier, a late setup charge of £100+VAT will apply and must be paid in full prior to arrival on Saturday. Clients approved for Saturday setup must adhere to the designated arrival and setup time provided by the supplier. Failure to meet this timeframe may result in refusal of stand setup, and no refund for your stand will be issued. The supplier reserves the right to assess whether the reason for late setup qualifies as an emergency. If it is deemed non-emergency, the supplier may decline stand setup, and no refund for your stand will be issued.

29.  If the client is not present on the day of set-up, the supplier reserves the right to allocate the space to a neighbouring exhibitor(s) or by an exhibitor which the supplier chooses to move, for the benefit of the event.

30.  Should the client arrive after the event opening time, they are no longer entitled to this space.  An alternative space will be offered, at the discretion of the supplier, should a space be available.  It should be noted the size of the space may differ from that booked

31.  Clients are not permitted to dismantle their display before the advertised closing time of the event, either in part or in full.

32.  Clients that choose to disregard clause 29, except in the situation of an emergency, may be refused future event bookings.

Wedding Transport, Catering Vehicles, Mobile Bars

33.   Clients exhibiting wedding vehicles or other transportation must ensure that they are clean and well presented.  Vehicles should use drip trays to catch any stray leaks.  Any damage or spillage of oil, grease or fuel will be the responsibility of the client and must be cleaned to a standard that meets with the approval of the venue.

34.  Any resulting costs from such spillage will be the responsibility of the client.

35.  Clients using Horse-drawn vehicles must ensure that any animal faeces are immediately collected and not disposed of in any public area or refuse bin.  It is the clients’ responsibility to ensure the area remains clean for the public to visit.

36.  Clients offering alcoholic beverages, either complimentary or at cost MUST have an appropriate Temporary Event Notice available from Mendip District Council.  This License must be on-site from Set-up until the close of the event on Sunday.

Equipment

37.  Access to an electrical point must be requested by the client at the time of booking

38.  All clients must provide their own electrical extension cables which MUST have an in date PAT certificate

39.  All electrical equipment in use must have the appropriate in date PAT certificates which are required to be sent to the supplier a minimum of three weeks prior to the event.

40.  Failure to comply with clause 36 and 37 may mean the client is unable to use certain equipment on their display.

41.  No refunds will be given for suppliers failing to comply with clause 36 and 37.

42.  No table linen will be provided by the client.

Licenses & Certification (including Alcohol)

43.  Clients should ensure they have the appropriate PPL (Phonographic Performance Limited) and PRS (Performing Rights Society) licenses should they wish to use recorded material at the event.

44.  Clients offering alcoholic beverages, either complimentary or at cost MUST have an appropriate Temporary Event Notice available from Mendip District Council.  This License must be on-site from Set-up until the close of the event on Sunday.

Communication

45.  The supplier will communicate details of the fayre including arrival times and unloading/loading procedures via email prior to the event.  This information supercedes any previous information provided and is the responsibility of the client to ensure that this information is passed on to any other agent or representative of the clients’ business.

Health and Safety

46.  The Client must adhere to all fire, health and safety laws and regulations.  Aisles and fire exits must not be blocked or partially blocked at any time.

47.  The Client must comply with the rules and regulations of the venue and attend the safety briefing before the event opens on Saturday and ensure that any subsequent staff are made aware of the briefing.

48.  No children under 12 will be permitted to be in attendance at client stands during the opening time or set-up/set-down time of the fayre.  Any persons under 18 at the event remain the sole responsibility of the client.

49.  Any Client offering products/services within the food industry must ensure they are registered with environmental health and be able to supply relevant certificates and consents upon demand.

50.  Helium gas cylinders must be removed from the venue premises immediately after any construction of a balloon display and remain in the clients’ storage facility under their correct storage/transportation license.

Insurance

51.  It is the responsibility of the client to ensure they have appropriate insurance provision (including but by no means limited to public liability Insurance) for any claims by any persons visiting or partaking in the event.  It is strongly recommended that the client has their Own event cancellation insurance.

52.  The client shall indemnify the supplier against any claim or action for any injury or death being caused to any persons whosoever by any negligence on the part of the client or for any damage to any property by the client.

53.  Clients accept liability for all acts or omissions by themselves and/or their agents/representatives.

54.  The supplier will in no way be responsible for the safety of any property owned or brought to the event by a client or any other person on the clients’ behalf or for any loss or damage that may occur to such property unless caused by the negligence of the supplier.

Conduct

55.  The supplier reserves the right to stop any activity on the part of the client that may cause disruption to other exhibitors or visitors.

56.  The client should only conduct business from their own stand and under no circumstances may this be carried out anywhere else within the venue.

57.  The supplier will not tolerate any conduct or behaviour that appears or is perceived to be inappropriate, discriminatory, or offensive to other clients, the venue or event visitors.

58.  The client must ensure that their stand only fills the space booked and must not encroach upon exits, corridors, walkways or neighbouring stands.  Articles may be removed by the supplier, with no responsibility on its part for any loss or damage by such removal.  The supplier reserves the right to eject any client who fails to comply with these Terms and Conditions.  There shall be no refund of payment should such action be deemed necessary by the supplier.

Complaints

59.    Should a visitor make a complaint directly to the supplier regarding a specific client on more than three occasions in direct relation to service, trades description, behaviour (oral or written), the supplier reserves the right to terminate any or all future bookings and will refund monies at their discretion.  The supplier will not be associated with any such business that may have a detrimental effect on the event or the suppliers’ business.

60.   Clients who have a complaint on the day of an event, relating directly to the event or affecting their ability to exhibit at the event must address their complaint to the supplier ONLY.  The client must state in a courteous manner, in private, away from other exhibitors the nature of the complaint and a proposed solution.  The supplier will aim to resolve the complaint, to the best of their ability given the time, situation and feasibility of such a complaint to the satisfaction of all parties.

61.  Should a client become rude, abusive or shout at the supplier, the supplier reserves the right to eject the client from the event without refund and reserves the right to terminate any or all future bookings and will refund monies for future bookings at their discretion.  

Amendments

62.  The supplier reserves the right to amend or add to these terms and conditions and no waiver of these terms and conditions shall release any exhibitor from the contract.  No amendment of these terms and conditions proposed by the client shall be of any effect unless agreed in writing by a partner of BSWWF.

Agreement

63.  Submission of the online booking form and these terms and conditions constitute the entire agreement between Supplier and Client.  No statement, promise or representation made by or on behalf of the supplier (whether made orally or on the suppliers’ website) shall be binding on the supplier unless agreed to in writing by the partners of BSWWF.

Liability and Indemnity

64.  The Supplier will not due to any representation, implied warranty, condition or other term, or any duty at common law or under these Terms and Conditions, be liable for any loss of profit or any indirect, special or consequential loss, damage, costs, expenses or other claims (whether caused by the Supplier’s employees, agents or otherwise) in connection with its provision of the Services or the performance of any of its other obligations under these Terms and Conditions

65.  The Client shall indemnify the Supplier against all damages, costs, claims and expenses suffered by the Supplier arising from any loss or damage to any equipment (including that belonging to third parties) caused by the Client

66.  It is the Clients responsibility to ensure they have adequate Indemnity Insurance for the Wedding Fayre

Force Majeure

67.  For the purposes of this Contract, Force Majeure Event means an event beyond the reasonable control of the supplier including but not limited to strikes, lock-outs or other industrial disputes (whether involving the workforce of the Supplier or any other party), failure of a utility service or transport network, act of God, war, terrorism, riot, civil commotion, interference by civil or military authorities, national or international calamity, malicious damage, compliance with any law or governmental order, rule, regulation or direction, accident, breakdown of plant or machinery, fire, flood, storm, snow, earthquake, epidemic or similar events, or default of suppliers or subcontractors.

68.  The Supplier shall not be liable to the client as a result of any delay or failure to perform its obligations under this Contract as a result of a Force Majeure Event.  

69.  In the event of Force Majeure affecting a booking the Supplier will not be offering a refund.

70. These Terms and Conditions (including any non-contractual matters and obligations arising therefrom or associated therewith) shall be governed by, and construed in accordance with, the laws of England and Wales.