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Spiral Events Ltd

Terms & Conditions - Of The Big Bomo Wedding Shows and wedding fayres (organised by Spiral Events Ltd)

By submitting a completed booking form, you are agreeing to be bound by these Terms & Conditions in full. 

Your attention is drawn to the provisions limiting or excluding our liability or providing for you to indemnify us..

No other terms and conditions shall apply to the provision of services unless agreed upon in writing between the organiser and the exhibitor.

It is the exhibitor’s responsibility to obtain its own event cancellation insurance and such insurance is advisable.

 

Definitions

In these Terms & Conditions, the term ‘exhibitor’ or ‘you’ shall mean the person, firm or company named as such on the booking form and shall be deemed to include all employees, agents or representatives of such person, firm or company. 

The term “wedding show” or “show” or “event” shall mean the wedding show/exhibition(s) specified on the booking form and the term ‘organiser’ or ‘us’ shall mean Spiral Events Ltd (Co. No. 12291360)

 

Organiser Obligations

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

2. The organiser shall use reasonable skill and care in its performance of the services.

3. The organiser will use all reasonable endeavours to limit the number of exhibitors in each category so as to enable as much individual exposure for exhibitors to prospective customers.

 

Exhibitor Obligations

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

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

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

5. The exhibitor agrees to set up their exhibition space within the timelines stated by the organiser – exhibitor set up is on the day before the event opens for two day shows and on the morning of the event for one day shows.

5a.The exhibitor agrees to be available for all mandatory Health and Safety briefings. 

5b.The exhibitor will be available at their stand 15 minutes before the event opens.

5c. The exhibitor agrees to attend and abide by ALL direction from the Big Bomo Wedding Shows (Spiral Events Ltd) team to include (but not exhaustive of) health, safety, fire and all use of the building.

6. The organiser shall not be liable for any delay or failure to provide the services where such delay or failure is due to the exhibitor’s failure to comply with Clause 5, 5a, 5b, 5c and/or 6 above.

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

 

Bookings

8. An online booking Form must be completed and must contain all of the information requested. Emailing a request without using a booking form is not sufficient and will not be confirmed unless we receive a completed Booking Form, agreeing to these Terms & Conditions and paying the required booking fee(s) within 48 hours of the invoice being sent. 

The organiser is not obliged to accept an order for services from the exhibitor unless the exhibitor has returned the completed booking form and Booking Fee.

8a. The Organisers reserve the right to accept or refuse any application for a booking without giving any reason.  The exhibitor is solely responsible for completing the booking form accurately and the exhibitor warrants that the information entered by the exhibitor into the booking form is true and correct.  

9.  Bookings are on a ‘first come, first served’ basis.  The organiser cannot accept liability for a late return of the booking form and booking fee.

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

11.  If an event becomes fully booked due to same-day booking fees and/or booking forms being received, then the organiser reserves the right to cancel bookings from exhibitors based on those received last.

 

Booking Payment(s)/Fees

12. The charges (“fees”) payable by the exhibitor are as specified in the online booking form, which will be subject to change from time to time. 

13. The exhibitor shall be required to pay, as detailed in these terms and conditions a non refundable booking fee ("Booking Fee") which is equal to 33% (50% in the case of a standard wedding fayre) 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.

14. Your booking will not be confirmed until we have received your completed booking form and received the booking fee (or full payment if the wedding show is within eight weeks of the date of booking) and we have confirmed our acceptance of your booking in writing by email. 

15. If the exhibitor does not pay the booking fee to the organiser in accordance with clause 13 of these terms and conditions, the organiser will not reserve a space at the wedding show.

16. The booking fee is non-refundable unless, we/the organiser fails to provide the services and are at fault for such failure. Where the failure is not the fault of the organiser, no refund will be made.

17. Any balance payments must be made within the terms specified and no later than the date shown on our invoice. The second installment of 33% is due as directed on the exhibitors invoice. The final payment is as stated on the exhibitors invoice.

18. Should payment not be received by this date (after payment of the booking fee) the organiser 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.

19. Failure to settle balance payments by the requested date will allow the organiser to cancel your booking in its sole discretion.    

20. Should the exhibitor 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.

21. Should cancellation be made by the exhibitor, the exhibitor is still liable to pay the balance owing in accordance with the cancellation fees set out in "Cancellations".

 

Cancellations

22. Any cancellation request made by you the exhibitor, must notify the organiser by email and it must be sent as high priority with a ‘delivery and read receipt’ notification, as assurance that the request has been acknowledged by the organiser. As stated above, the booking fee is non-refundable under any cancellation requests made by you the exhibitor

23. Should the exhibitor cancel the booking the following fees remain payable as monies will be used to provide services for the event, not exclusive to marketing but including all duties undertaken to execute the wedding show: -.

23a.       12 Weeks prior to the event date – The booking fee  equalling 33% of the total booking value

23b.       10 Weeks prior to the event date - 66% of the total booking value is payable

23c.        9 Weeks prior to the event date -  75% of the total booking value  is payable

23d.       8 Weeks prior to the event date - The full amount is payable

​24. Should the organiser need to cancel a wedding show due to circumstances beyond their control, then the organiser reserves their right to transfer the exhibitor’s booking to another wedding show.

25. The organiser accepts no responsibility for any costs incurred by the exhibitor for staffing, travel, printing or any other related preparation expenses, if the wedding show does not take place for any reason.

26. It is the exhibitor’s responsibility to obtain its own event cancellation insurance to cover such situations.        

 

Exhibition stands and allocation of Exhibitor Space(s)

27. Stand space(s) will be allocated by the organiser and although every effort will be made to accommodate an exhibitors request(s) this cannot be guaranteed and the organiser reserve the right to assign space as they see beneficial to the wedding show, taking into consideration all other exhibitors and their requirements, but particularly the impact any requests may make on the overall show.

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

29. Should the exhibitor arrive after the wedding show opening time, they are no longer entitled to this space.  An alternative space will be offered, at the discretion of the organiser, should a space be available.  It should be noted the size of the space may differ from that booked and no refunds may be given if the space is smaller/less than that originally booked.            

30. How the space(s) is/are allocated is at the sole discretion of the organiser.

31. All exhibitors agree to only occupy the space they have selected and paid for on their booking form.

32. Exhibitors are not permitted to dismantle their display before the advertised closing time of the wedding show, either in part or in full. Clients that choose to disregard this, except in the situation of an emergency, may be refused future event bookings.     

33. Exhibitors who choose to disregard clause 32 will be in direct breach of health and safety policies for the event. Exhibitors disregarding clause 32 will be refused future event bookings.

 

Wedding Transport, Catering Vehicles, Mobile Bars

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

35. Any resulting costs from such spillages will be the responsibility of the exhibitor to pay.

36. Suitable fire extinguishers must also be available and easily accessible within the vehicle(s).

37. Exhibitors using horse-drawn vehicles or exhibiting animals must ensure that any animal faeces are immediately collected and not disposed of in any public area or refuse bins.  It is the exhibitor’s responsibility to ensure the area remains clean for the public to visit.

38. Exhibitors offering sample alcoholic beverages or food, either complimentary or at cost MUST have sought permission from the organiser prior to the show and have sent in all certificates and licenses relevant before the show event date.

39. Food hygiene, outdoor catering, alcohol licenses – Any exhibitors offering products and services within the food industry must be registered with their local environmental health authority and hold relative certificates/licenses which must be sent to the organiser four weeks prior the wedding show and also be available for inspection if requested at the show.                                         

 

Equipment

40. Access to an electrical point must be ordered by the exhibitor at the time of booking

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

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

43. Failure to comply with clause 41 and 42 will mean the exhibitor is unable to use certain equipment on their display.

44. No refunds will be given for exhibitors failing to comply with clause 41 and 42.

45. All cables/electrical leads connected to an electricity supply must be covered by an appropriate ‘trip-guard’ (either rubber or must be taped securely to the floor and approved by the organiser)

46. No table linen will be provided by the organiser, the exhibitor will need to supply their own.

 

Licenses/Certification

47. Both PPL (Phonographic Performance Limited)  and PRS (Performing Rights Society) Licenses are required by any exhibitors wishing to use recorded material on their stands in the show. PPL (Phonographic Performance Limited) covers the public use of sound recordings on behalf of the artists concerned. PRS (Performing Rights Society) covers the public performance of copyright musical works on behalf of the composers and publishers.        48. The use of microphones or any other announcement/loud-speaker device is not permitted unless agreed with the organisers in advance.                                                                                             

49. Food hygiene, outdoor catering, alcohol licenses – Any exhibitors offering products and services within the food industry must be registered with their local environmental health authority and hold relative certificates/licenses which must be sent to the organiser four weeks prior the wedding show and also be available for inspection if requested at the show.                                         

 

Health & Safety, Fire, and General Standards

50. Exhibitors must adhere to all fire, health & safety laws and regulations. Aisles and fire exits must be kept clear and not blocked or partially blocked at all times.

51. Exhibitors must also comply with rules and regulations prescribed by the venue. The exhibitor MUST attend the safety briefing before the event opens, it is the responsibility of the exhibitor to ensure that any subsequent staff or helpers are made aware of the briefing and comply with the rules and regulations.

52. Children under the age of 12 are not permitted to assist at exhibitors stands during opening times of the event or during set-up/down time of the event.

53. Any exhibitors offering products and services within the food industry must be registered with their local environmental health authority and hold all relevant certificates and consents, which must be provided to see by the organiser 4 weeks before the event.

54. All helium gas cylinders must be removed from the premises immediately after the balloon display has been constructed and remain in the relevant exhibitor’s storage facility (namely their vehicle it was transported in) throughout the entirety of the event.  

55. Any constructed archways must be pre agreed with the organiser and must not encroach on another exhibitor or cause any obstruction.                   

56. All exhibitors constructing internal display stands (of various design types) must ensure that they conform to the requirements of the organiser and construction is carried out in accordance with all applicable Health & Safety laws and regulations.  

57. All displays must be of a professional standard and we encourage displays to appeal from various angles.                                                                          

Insurance

58. It is the responsibility of the exhibitor to ensure that they have adequate business insurance provision (including but not limited to public liability insurance) for any claims by any persons visiting or partaking in the event. A copy of insurance is to be provided to the organiser 4 weeks prior to the show.

59. The exhibitor is strongly recommended to have their own event cancellation insurance.

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

61. Exhibitors accept liability for all acts or omissions of themselves and their agents or representatives.

62. The organisers will in no way be responsible for the safety of any property owned by or brought to the event by an exhibitor or any other person on his behalf, or for any loss or damage that may occur to such property, unless caused by the negligence of the organiser.

                                    

Conduct of Exhibitors, Agents or Representatives

63. The organiser reserves the right to stop any activity on the part of an exhibitor that may cause annoyance or disruption to other exhibitors or visitors.

64. Business must only be conducted from the exhibitors’ own stand and under no circumstances may this be carried out from elsewhere in the event.

65. The organiser will not tolerate any conduct or behaviour that appears or is perceived to be inappropriate, discriminatory or offensive to other exhibitors, the venue or visitors to the event.                                                         66. The exhibitor must not encroach upon exits, corridors or walkways and must ensure not to encroach on neighbouring stands.

67. If the exhibitor is in breach of clause 63, 64, 65 or 66 the organiser may ask the exhibitor to leave the premises/event or remove any articles with no responsibility on its part for any loss or damage by such removal.

68. The organiser reserves the right to eject any exhibitor who fails to comply with these terms and conditions. There shall be no refund of payment should such action be deemed necessary by the organiser.

Complaints

69. Should any visitors to our events make a direct complaint to the organiser on more than three occasions about a particular business exhibiting at our event(s), relating to any form of service, activity, trades description, manner (oral or written communication) the organiser in its sole discretion has the right to terminate any or all future bookings, refunding any monies paid in respect of such future bookings at the organisers discretion. The organiser will not be associated with any business that is unprofessional or has a detrimental effect on the actual event or overall reputation of the organisers business.                                   

70. Should an exhibitor have a justifiable complaint on the day of the event, relating directly to, or affecting the event and their ability to exhibit, they must address the nature and details directly to the organiser only (not the venue or any other representative). The exhibitor must discuss in a courteous manner, in private away from all other exhibitors, the nature of their complaint and a proposed solution. The organiser will aim to resolve the issue/complaint, given the time, situation and feasibility of resolving the complaint to a satisfactory level for both parties.    

71. Should the exhibitor become rude, abusive or shout at the organiser or any members of the organisers staff, the organiser 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.  

Procedures

72. The organiser may notify the exhibitor by e-mail in advance of the event as to the details of the show including matters such as arrival times and procedures, dropping off equipment, security, parking and other important details.  The information contained in such email will replace any previous information sent regarding the procedures at the event.  It is the exhibitors responsibility to familiarise itself with the contents of such e-mail and to ensure that such information is passed on to their agent or representative.                                                               73. It is not permitted to take down your stand during an event, all stand spaces are to remain in position for the entire event. Exhibitors are not permitted to exhibit for just one day at a two day show.

74. If an exhibitor has to leave a show at any given time during the show operating times, for a non-emergency related reason, prior notification must be given to the organiser, in writing which may mean that the organiser relocates the exhibitors positioning within the fayre, to lessen any impact on the fayre’s ambience and as not to cause any general disruption to the fayre or other exhibitors. No refunds will be given if the new space allocated is smaller than the exhibitor originally booked. Please note that apart from in an unavoidable emergency situation (where we would generally ask that the exhibitor leave their display intact if at all possible and we will oversee dismantling and secure storage) that any exhibitor who opts to ignore our policy regarding packing-down early, may be refused attendance at any future shows organised by the organiser.                                                      

75. All display materials must be completely removed from the venue at the end of the event and it is the exhibitor’s responsibility to ensure that they have all of their possessions.  All exhibitors must leave their space free of rubbish and must remove any rubbish they or their visitors may have generated and dispose thereof properly.                                        

76. The organiser, in its sole discretion, offers all exhibitors by email the opportunity to advertise further in marketing materials i.e. show guides, goodie bags etc. This will be dependent on availability per show. This offer does not have to be accepted.

Personal Data – Third Parties

77. The Organiser operates a strict policy of not passing on any form of data, collected from visitors to our wedding shows, to any third parties.  Exhibitors are responsible for their own data capture whilst attending our wedding show(s) We ask that any such facility is clearly detailed on your exhibitor stand, disassociating the organiser from the method by which you are obtaining the information.  You must comply with the Data Protection Act as to how you use/handle any personal data.                          

78. Should a member of the public contact the organiser to request an exhibitor’s detail, we will be entitled to forward the exhibitors business name, address and all relevant contact information as provided on their booking form. It is the Exhibitors responsibility to ensure that their contact information is accurately entered on their booking form. Any errors submitted on the booking form may be duplicated in the exhibitor information and it is not the responsibility of the organiser to check or amend such information.

     

Amendment of Terms and Conditions                                                                                             

79. The organisers reserve the right to alter, add to or amend 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 exhibitor shall be of any effect unless agreed in writing by a direct partner of the organiser.                                                   

                                                                 

Entire Agreement

80. The submission of the online booking form and these Terms and Conditions shall constitute the entire agreement between the organiser and the exhibitor and no statement, promise or representation (other than one made fraudulently) made by or on behalf of the organiser (whether made orally or on the organiser’s website) shall be binding on the organiser unless agreed to in writing by a director of the organiser.  

                            

Exclusion, limitation liability and Indemnity

90. These Terms and Conditions apply to the exclusion of any other terms whether implied by statute, custom or a course of dealing.                                                                                                          

Save that nothing in these Terms and Conditions shall be construed as limiting or excluding the Organiser’s liability for death or personal injury caused by its negligence, for any fraud by the Organiser or for any liability which may not be excluded under statute, the liability of the Organiser is excluded and/or limited in the following respects. 

​Under no circumstances whatsoever shall the Organiser (whether in contract, tort, negligence, breach of statutory duty or otherwise) be liable for any loss of profit, loss of opportunity, loss or damage to goodwill or for any indirect or consequential loss suffered or incurred by the Exhibitor in relation to any booking, the event or otherwise under these Terms and Conditions. 

Subject to the preceding paragraph, any other liability of the organiser to the exhibitor howsoever arising (whether in contract, tort, negligence, breach of statutory duty or otherwise) shall be limited to the total amount paid by the exhibitor to the organiser in relation to a booking made subject to these Terms and Conditions.

91. The organiser 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 organiser’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

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

93. It is the exhibitors responsibility to ensure they have adequate Indemnity Insurance for the event.

Force Majeure

94.  For the purposes of this contract, Force Majeure Event means an event beyond the reasonable control of the organiser including but not limited to strikes, lock-outs or other industrial disputes (whether involving the workforce of the organiser 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, public health emergencies, pandemics, and epidemics. or similar events, or default of suppliers or subcontractors.

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

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

97. 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.

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