Spiral Events Ltd - Terms & Conditions of wedding fayres and The Big Wedding Shows
By submitting a completed booking form, you acknowledge and agree to be fully bound by these Terms & Conditions. Please pay particular attention to sections that limit or exclude our liability and those which require you to indemnify us.
No other terms or conditions shall apply to the provision of services, except where agreed upon in writing between the organiser and the exhibitor.
It is the exhibitor’s responsibility to secure their own event cancellation insurance. Such insurance is strongly recommended.
Definitions:
For the purposes of these Terms & Conditions:
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‘Exhibitor’ refers to the individual, company, or entity named as such on the booking form, including any of its employees, agents, or representatives.
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‘Wedding Show’, ‘Show’, ‘Event’, or ‘Fayre’ refers to the wedding exhibition(s) specified in the booking form.
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‘Organiser’ or ‘Us’ refers to Spiral Events Ltd (Company No. 12291360).
Organiser’s Responsibilities:
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We will make reasonable efforts to ensure that our advertising and marketing of The Wedding Show achieves a satisfactory level of footfall.
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We will provide services with reasonable skill and care to ensure the success of the event.
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We will strive to limit the number of exhibitors in each category to ensure maximum individual exposure for each exhibitor to potential customers.
Exhibitor’s Responsibilities:
4. Exhibitors must declare all items and services they intend to promote or display at the time of booking. If an item or service is found to be over-subscribed or in conflict with other exhibitors, we reserve the right to request its removal.
4a. Exhibitors are only permitted to display items relevant to the category they have booked. Any items deemed in conflict with other exhibitors will be required to be removed from the stand.
There will be no cross-promotion of businesses that have not booked and paid for an exhibition stand.
5. Exhibitors must set up their stands within the designated timeframes provided by the organiser. Set-up for two-day events is the day before the show opens, and for one-day events, it is the morning of the event.
5a. Exhibitors must attend all mandatory Health and Safety briefings.
5b. Exhibitors must be present at their stand at least 15 minutes before the event opens.
5c. Exhibitors must comply with all directions provided by The Big Wedding Shows (Spiral Events Ltd) team, including but not limited to those related to health, safety, fire protocols, and building usage.
6. We will not be liable for any delays or failures to provide services where such delays or failures are a result of the exhibitor’s non-compliance with Clauses 5, 5a, 5b, 5c, and/or 6.
7. Exhibitors must ensure that all payments are made on time as outlined in the payment schedule.
Bookings
8. To secure a booking, an online Booking Form must be completed in full, providing all requested information. Simply emailing a booking request without submitting the form is insufficient. A booking will not be confirmed unless we receive the completed form, agreement to these Terms & Conditions, and payment of the required booking fee(s) within 48 hours of the invoice being issued.
The organiser is not obligated to accept a booking unless the exhibitor has returned the completed form and paid the booking fee.
8a. The organisers reserve the right to accept or reject any booking application without providing a reason. It is the exhibitor’s responsibility to ensure the accuracy of the information entered in the booking form, and the exhibitor warrants that the information is correct and truthful.
9. Bookings are processed on a ‘first come, first served’ basis. The organiser cannot be held responsible for delays in the return of the booking form or booking fee.
10. The organiser will only accept bookings made via the online Booking Form.
11. If an event reaches full capacity due to same-day receipt of booking forms and/or booking fees, the organiser reserves the right to cancel bookings based on the order in which they were received.
Booking Payment(s)/Fees
12. The fees payable by the exhibitor are detailed in the online Booking Form and are subject to change.
13. The exhibitor is required to pay a non-refundable booking fee (“Booking Fee”) as specified in these Terms & Conditions, which is 33% of the total booking cost (50% for one-day shows or standard wedding fayres) within 48 hours of receiving the invoice. If the event is within 8 weeks of the booking date, the full booking fee is due immediately.
14. A booking is not confirmed until the completed Booking Form and the required payment (or full payment if within 8 weeks of the event) have been received, and we have confirmed acceptance of the booking in writing via email.
15. If the exhibitor fails to pay the Booking Fee in accordance with Clause 13, the organiser will not reserve a space at the event.
16. The Booking Fee is non-refundable, unless the organiser is at fault for failing to provide the agreed services. No refund will be given if the organiser is not at fault.
17. Any remaining balance payments must be made in accordance with the terms specified on the invoice, and no later than the due date shown. The second installment of 33% is due as indicated on the exhibitor's invoice, with the final payment as outlined on the same.
18. If payment is not received by the specified date, the organiser reserves the right to claim interest, compensation, and reasonable debt recovery costs in accordance with late payment legislation, or may resell the stand space.
19. If the balance is not paid by the requested date, the organiser has the right to cancel the booking at their discretion.
20. If the exhibitor regularly makes late payments, full payment will be required at the time of booking, and the refund policy will apply in the event of cancellation.
21. In the event of cancellation by the exhibitor, the exhibitor remains liable for the full balance as detailed under the "Cancellations" section.
Cancellations
22. If you, the exhibitor, wish to cancel your booking, you must notify the organiser by email. The email should be marked as high priority with a ‘delivery and read receipt’ notification to confirm that the organiser has received and acknowledged the cancellation request. As stated earlier, the booking fee is non-refundable, regardless of the reason for cancellation by the exhibitor.
23. In the event of cancellation by the exhibitor, the following fees remain payable, as the funds will be used to provide services for the event, including but not limited to marketing and all duties required to execute the wedding show:
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12 weeks or more before the event: 33% of the total booking value (Booking Fee) is payable
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10 weeks before the event: 66% of the total booking value is payable
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9 weeks before the event: 75% of the total booking value is payable
8 weeks or less before the event: The full booking value is payable
24. If the organiser must cancel a wedding show due to circumstances beyond their control, the organiser reserves the right to transfer the exhibitor’s booking to another wedding show.
25. The organiser accepts no responsibility for any costs incurred by the exhibitor, including but not limited to staffing, travel, printing, or other preparation expenses, if the wedding show is cancelled for any reason.
26. It is the exhibitor’s responsibility to obtain their own event cancellation insurance to cover such situations.
Exhibition Stands and Allocation of Exhibitor Space(s)
27. Stand spaces will be allocated by the organiser. While every effort will be made to accommodate exhibitor requests, there is no guarantee that specific requests can be fulfilled. The organiser reserves the right to assign stand space in a way that benefits the overall layout of the event, taking into account the requirements of all exhibitors.
28. If an exhibitor is absent during set-up, the organiser reserves the right to allocate the space to a neighbouring exhibitor or another exhibitor, at the organiser’s discretion, to benefit the event.
29. If an exhibitor arrives after the event’s opening time, they will no longer be entitled to their allocated space. A different space may be offered, at the organiser's discretion, if available. Please note that this alternative space may be smaller or different in size than the one originally booked, and no refunds will be issued for a smaller space.
30. The allocation of stand spaces is at the sole discretion of the organiser.
31. Exhibitors must occupy only the space they have booked and paid for in their booking form.
32. Exhibitors are not permitted to dismantle their display before the advertised closing time of the event, either in part or in full. Any exhibitor found doing so, unless in an emergency situation, may be excluded from future events.
33. Exhibitors who disregard Clause 32 will be in direct violation of health and safety policies and may be refused future event bookings.
Wedding Transport, Catering Vehicles, Mobile Bars
34. Exhibitors showcasing wedding vehicles or other types of transportation must ensure that all vehicles are clean and well-maintained. Drip trays must be used to catch any potential leaks. The exhibitor is fully responsible for cleaning up any oil, grease, or fuel spills to a standard that meets the approval of the venue.
35. Any costs incurred due to such spillages will be the responsibility of the exhibitor.
36. Exhibitors must ensure that suitable fire extinguishers are available and easily accessible in or near their vehicle(s).
37. Exhibitors displaying horse-drawn vehicles or animals must ensure that any waste, such as animal faeces, is promptly collected and not disposed of in public areas or refuse bins. It is the exhibitor’s responsibility to maintain cleanliness in the area for the comfort of visitors.
38. Exhibitors offering sample alcoholic beverages or food (whether complimentary or for sale) must obtain prior permission from the organiser. All relevant certificates and licenses must be submitted to the organiser before the event.
39. Food hygiene, outdoor catering, and alcohol licenses – Exhibitors involved in food-related services must be registered with their local environmental health authority and hold the necessary certificates or licenses. These documents must be submitted to the organiser at least four weeks prior to the event and must be available for inspection on the event day.
Equipment
40. Access to an electrical point must be requested by the exhibitor at the time of booking.
41. Exhibitors are required to provide their own electrical extension cables, which must have a valid PAT certificate.
42. All electrical equipment used by the exhibitor must have a valid PAT certificate. These certificates must be submitted to the organiser no later than four weeks before the event.
43. Failure to comply with Clauses 41 and 42 will result in the exhibitor being unable to use certain equipment at their display.
44. No refunds will be issued to exhibitors who fail to comply with Clauses 41 and 42.
45. Any cables or electrical leads connected to the electricity supply must be secured with an appropriate ‘trip guard’ (either a rubber guard or securely taped to the floor in accordance with the organiser’s approval).
46. The organiser will not provide table linen; exhibitors are required to supply their own.
Licenses/Certification
47. Exhibitors wishing to use recorded music or sound recordings at their stands must obtain both a PPL (Phonographic Performance Limited) and a PRS (Performing Rights Society) license. The PPL license covers the public use of sound recordings on behalf of the artists, while the PRS license covers the public performance of copyright musical works on behalf of composers and publishers.
48. The use of microphones or any announcement/loudspeaker devices is prohibited unless prior approval has been obtained from the organiser.
49. Any exhibitor offering food or beverage services must be registered with their local environmental health authority and hold all necessary certificates and licenses. These must be submitted to the organiser at least four weeks before the event and must be available for inspection during the event.
Health & Safety, Fire, and General Standards
50. Exhibitors must adhere to all applicable fire, health, and safety regulations. Aisles and fire exits must remain clear and unobstructed at all times.
51. Exhibitors must comply with all rules and regulations set by the venue. The exhibitor is required to attend the mandatory safety briefing before the event opens. It is the exhibitor’s responsibility to ensure that any staff or helpers are informed of the briefing and adhere to the applicable rules and regulations.
52. Children under the age of 12 are not permitted to assist at exhibitor stands during event opening hours or during setup and breakdown times.
53. Exhibitors offering food or beverage services must be registered with their local environmental health authority and hold all relevant certificates and consents. These documents must be submitted to the organiser four weeks before the event for review.
54. All helium gas cylinders used for balloon displays must be removed from the premises immediately after the display is set up. The cylinders must be stored in the exhibitor's vehicle for the duration of the event.
55. Any constructed archways or structures must be pre-approved by the organiser. They must not encroach upon another exhibitor’s space or create an obstruction.
56. Exhibitors constructing internal display stands (of any design) must ensure that their construction complies with the organiser’s requirements and all relevant Health & Safety laws and regulations.
57. All displays must be of a professional standard. We encourage exhibitors to design displays that are visually appealing from multiple angles to attract visitors.
Insurance
58. The exhibitor is responsible for ensuring they have adequate business insurance, including but not limited to public liability insurance, to cover any claims made by visitors or participants at the event. A copy of this insurance must be submitted to the organiser at least four weeks prior to the event.
59. Exhibitors are strongly encouraged to obtain their own event cancellation insurance to protect against any unforeseen circumstances.
60. The exhibitor agrees to indemnify the organiser against any claim, action, or liability arising from injury, death, or damage to property resulting from the exhibitor’s negligence during the event.
61. Exhibitors are fully responsible for the actions or omissions of themselves, their agents, or representatives during the event.
62. The organiser accepts no responsibility for the safety of property brought to the event by exhibitors or any third parties on their behalf, nor for any loss or damage to such property, except in cases where the organiser’s negligence is directly responsible.
Conduct of Exhibitors, Agents or Representatives
63. The organiser reserves the right to stop any activities that cause annoyance, disruption, or inconvenience to other exhibitors or visitors.
64. Exhibitors may only conduct business from their own designated stand. Under no circumstances should business be conducted from any other location within the event space.
65. The organiser will not tolerate any behaviour that is deemed inappropriate, discriminatory, or offensive to other exhibitors, visitors, or the venue.
66. Exhibitors must not encroach upon exits, corridors, walkways, or neighbouring stands. All activities must remain within the boundaries of the exhibitor's assigned space.
67. If an exhibitor breaches Clauses 63, 64, 65, or 66, the organiser reserves the right to ask the exhibitor to leave the event or remove any materials, with no liability for any loss or damage resulting from such removal.
68. The organiser retains the right to eject any exhibitor who fails to comply with these terms and conditions. No refund will be provided if such action is taken.
Complaints
69. If an exhibitor receives more than three complaints from event visitors regarding any aspect of their business, service, conduct, or communication, the organiser reserves the right, at its sole discretion, to cancel any future bookings. Any fees paid for future bookings may be refunded, but the organiser is not obligated to do so. The organiser will not continue to be associated with exhibitors whose conduct negatively impacts the event or its reputation.
70. If an exhibitor has a legitimate complaint on the day of the event, they must direct it to the organiser immediately (not the venue staff or other representatives). Complaints should be addressed in a private and courteous manner. The organiser will aim to resolve the issue, time permitting, and will seek a fair solution for both parties.
71. Should an exhibitor become rude, abusive, or shout at the organiser or any of their staff, the organiser reserves the right to remove the exhibitor from the event without refund. The organiser may also terminate any future bookings at its discretion, and may refund monies paid for future bookings if deemed appropriate.
Procedures
72. The organiser will notify exhibitors in advance of the event with important details, including arrival times, procedures for equipment drop-off, security, parking, and other relevant information. This communication will supersede any previous instructions. It is the exhibitor’s responsibility to review the information provided and to ensure that it is communicated to any agents or representatives.
73. Exhibitors are not permitted to dismantle their stand during the event. All stands must remain in place for the entire duration of the event. Exhibitors may not exhibit for only one day of a two-day show unless otherwise agreed.
74. If an exhibitor needs to leave the event before its scheduled closing time for a non-emergency reason, they must inform the organiser in writing. The organiser may relocate the exhibitor’s stand to minimise disruption to the event and other exhibitors. No refunds will be given if the relocated space is smaller than the originally booked space. Exhibitors who disregard this policy may be refused entry to future shows organised by the organiser.
75. All display materials must be completely removed from the venue at the end of the event. The exhibitor is responsible for ensuring they remove all possessions and leave their space free of rubbish. Any waste generated by the exhibitor or their visitors must be properly disposed of.
76. The organiser may, at its discretion, offer exhibitors the opportunity to advertise in additional marketing materials (e.g. show guides, goodie bags). Availability of these opportunities will depend on the show, and participation is optional.
Personal Data – Third Parties
77. The organiser adheres to a strict policy of not sharing any data collected from visitors at our wedding shows with third parties. Exhibitors are responsible for capturing their own data during the event. Any data collection methods should be clearly stated at the exhibitor’s stand, making it clear that the organiser is not responsible for how exhibitors gather or handle this information. Exhibitors must comply with the Data Protection Act in managing and processing any personal data.
78. Should a member of the public request an exhibitor’s contact details, the organiser may provide the exhibitor's business name, address, and contact information as listed on their booking form. It is the exhibitor's responsibility to ensure their contact details are correctly entered on the booking form. Any errors in the details provided will be reflected in the exhibitor information, and the organiser is not liable for checking or correcting this information.
Amendment of Terms and Conditions
79. The organiser reserves the right to modify, add to, or amend these Terms and Conditions. No waiver of any condition shall release an exhibitor from the terms of this contract. Any changes to these Terms and Conditions proposed by the exhibitor will not be effective unless explicitly agreed to in writing by a director of the organiser.
Entire Agreement
80. The submission of the online booking form along with these Terms and Conditions constitutes the entire agreement between the organiser and the exhibitor. No statement, promise, or representation (except for fraudulent ones) made by the organiser or any third party (whether orally or in writing) shall bind the organiser unless confirmed in writing by a director of the organiser.
Exclusion, Limitation of Liability, and Indemnity
81. These Terms and Conditions supersede any other terms, whether implied by statute, custom, or previous dealings.
Subject to the exceptions stated below, the organiser’s liability is excluded and/or limited as follows:
Nothing in these Terms and Conditions shall limit or exclude the organiser's liability for death, personal injury, fraud, or any other liability which cannot be excluded by law.
Under no circumstances shall the organiser be liable (whether in contract, tort, negligence, breach of statutory duty, or otherwise) for any loss of profit, loss of opportunity, loss or damage to goodwill, or any indirect or consequential loss suffered by the exhibitor in relation to any booking, event, or otherwise under these Terms and Conditions.
Subject to the above, the organiser’s total liability to the exhibitor shall be limited to the total amount paid by the exhibitor for the booking under these Terms and Conditions.
82. The organiser shall not be liable for any loss of profit or any indirect, special, or consequential loss, damage, costs, expenses, or other claims arising in connection with its provision of services or any other obligations under these Terms and Conditions.
83. The exhibitor shall indemnify the organiser against any damages, costs, claims, and expenses resulting from any loss or damage to equipment (including third-party property) caused by the exhibitor.
84. It is the exhibitor's responsibility to ensure they have adequate indemnity insurance for the event.
Force Majeure
85. A "Force Majeure Event" refers to events beyond the organiser's reasonable control, including but not limited to strikes, lock-outs, industrial disputes, utility or transport failures, acts of God, war, terrorism, riots, civil commotion, interference by civil or military authorities, national or international calamities, malicious damage, compliance with laws or government orders, accidents, breakdowns, fire, flood, storms, snow, earthquakes, public health emergencies, pandemics, epidemics, or default by suppliers or subcontractors.
86. The organiser will not be held liable for any delay or failure to perform its obligations under this contract caused by a Force Majeure Event.
87. In the event of a Force Majeure occurrence affecting the event, the organiser will not offer a refund.
88. These Terms and Conditions, including any non-contractual obligations, shall be governed by and construed in accordance with the laws of England and Wales.