Terms and Conditions

Gay Wedding Show Rules, Regulations and Information

Definitions

The Show shall mean The Gay Wedding Show, the Designer Civil Partnership Show and The Gay Wedding Show Franchise.
Organiser(s) shall mean any members of the team from Pink Approved, Pink Weddings and the Gay Wedding Show or authorised personnel.
Exhibitor shall mean an Individual, Organisation or Business that attends or promotes a service or product.

Payment

Payment in full is required before you can be booked into the Show.
If the Exhibitor wishes to pay in any currency other than GBP (£) – all currency conversion, transfer and banking fees must be paid by the Exhibitor.

Booking Requests

Making a booking request does not guarantee acceptance for the Exhibitor to attend. All booking requests must be received no later than two weeks prior to the show. Booking requests will be processed in the order they are received and will only be processed if full payment accompanies the application unless other arrangements have been made with The Show. An invoice will be sent to approved Exhibitors.

Set up

It is the responsibility of each Exhibitor to have their exhibit set up at least 30 minutes prior to the opening of the show with all unused items placed under table. ShowTime’s 12pm-4.00pm. Exhibitor must not begin dismantling before the official closing time. Exhibitors are required to staff their stand during the operational hours of the event unless prior arrangements have been made. Set up is from 9am on the day of The Show and should be completed by 11.30am and Exhibitor staff present by 11.45am before doors open to visitors.


Atmosphere

The Show has a vibrant and exciting atmosphere to the day and may include live singers, drag acts and entertainers. On occasion throughout the day the music will be turned up to incorporate these acts. This is part of the show and format. The organisers retain the right to set all the audible volume levels on the day.

Space

All space for the exhibit is allocated by the event organisers. Final stand placement is at the discretion of the event organisers. Exhibitors must not obstruct aisles, common areas, or neutral space between table or exhibits with his/her goods, signage, banners or in any other manner. All aisles must be kept clear within the boundaries set up by the organisers and adhering to the venue or function room’s health and safety regulations. All exhibits must conform to the space requirements of the event organisers. Exhibition stands, banners or signage are not permitted to go in front of trestle tables unless agreed in advance with the organisers. Extra charges may apply.

Allocation of Position, Tables and Chairs

Each Exhibitor will be provided with an appropriately sized table (as decided by the organisers), a table cloth and two chairs. These are the standard space conditions unless other prior arrangements are made based on specific requirements and agreed with The Show.

We will try on a best endeavour basis to place all exhibitors in appropriate spaces; however, due to the nature of the event, there may be some last minute changes.
Boundaries of stand space will be indicated and in no circumstances will Exhibitors be permitted to occupy a larger space than that allocated to them.

Power

Please bring suitable mains extension leads if you need electricity. Please use the booking form to inform us of power requirements.

Sub-Letting

Exhibitor shall not reassign or sublet space without the prior written consent of the event organisers. If any sub-letting is reported or deemed entirely at the Organiser’s discretion to occur, the exhibitor may be removed from the Show without a refund or may be charged by the Show for the additional space.

Prohibited Materials

No flammable, toxic or otherwise hazardous materials are to be used at The Show. Smoking is not permitted inside the venue or any connecting space including in front of or near any designated show entrances. No fuel or bottled gas shall be permitted for use in connection with the show unless agreed with the event organisers prior to the day. No cooking on the day is permitted.


Vending

Exhibitors may demonstrate products and services, solicit orders, sell items and distribute advertising material only from their assigned exhibit space and only for products and services which are provided in the exhibitor’s normal operation of business and specified in their booking request. Exhibitors selling products and/or offering food or beverage are entirely responsible for having knowledge of and being in compliance with all laws and regulations including but not limited to licensing, tax, health and safety, fire prevention, public safety and copyright.
Exhibitors must agree not to show discrimination to any individual or group on the basis of sexual orientation, gender, race, ethnicity, disability, political or familial affiliation, or any other reason. Undignified methods of attracting attention including but not limited to loudspeakers, flashing lights or anything deemed unacceptable by The Organisers shall not be permitted. The Show reserves the right to remove any materials or persons with loss of all fees, if determined to be breaking the vending clause in any way.

Venue Exhibitors

All venues exhibiting must not use a drink/chocolate fountain, beverage, food or entertainment of any kind to help promote their brand without the advance written permission of the Organisers.

Promotions and Give-aways

All Exhibitors must obtain confirmation in advance from the Organisers for promotions including but not limited to, beverage, food (no live cooking), music, giveaways.

Health and Safety

Exhibitors must ensure that they take responsibility for their own health and safety and make sure that their stand will not cause danger to any persons or property. Exhibitors
On arrival at your stand please take notice of your nearest fire exists. In the event of an emergency an announcement will be made, please listen carefully and follow instructions. NO re-admittance on site will be allowed without the permission from the attending emergency services.

Sponsorship and Show Bag insertion

The sponsor or Exhibitor agrees to produce, supply and make suitable arrangements for all promotional materials as agreed with the Organisers for each Show.

Amendments

The Organisers and Show reserve the right to make necessary changes to this agreement from time to time without notice.


Exhibitor Cancellation

Cancellation requests must be received in writing by email with the name of your company in the subject header.
Cancellation requests received two months prior to the show date will receive a 20% refund. Cancellation requests received less than two months prior to the show will not receive a refund.
Administration fees will not be refunded.

Show Cancellation

If any of the Organisers should be prevented from holding the Show by any cause beyond its control, act of god, or if the Sow cannot permit the exhibitor to occupy their space due to causes beyond its control; the organisers reserves the right to alter the Show location and/or date of the Show at its sole discretion and to provide notice of such to exhibitors. The Organiser reserves the right to cancel the show with no other liability than a refund of the exhibitor space rental paid less a proportionate share of the Show expenses.

Liability

The exhibitor agrees to indemnify and protect the organisers; its employees and agents from any and all claims, accruing or resulting from any damage, injury or loss to any persons or property.

As an event open to the public, all reasonable precautions are made to ensure the safety and well being of all attendants to the Gay Wedding Show, both Visitors and Exhibitors. However, should an accident occur, the Organisers are not responsible for the security of any person or property, including for any loss, damage or theft of exhibits. We would ask that all Exhibitors to ensure that they have their own adequate Public Liability Insurance to cover all liabilities and/or risks.

Non-Compliance with Regulations

The Organisers and hosting venue have the power to order the removal of any article from the Show area and close or remove the stand of any Exhibitor that does not conform to the show’s regulations or the directions of the Organisers and if necessary to expel such exhibitors or their representatives from the show area.

Refunds

The Show allows Exhibitors the opportunity of gaining potential business from the visitors on the day and raising their profile. The organisers cannot be held responsible for any lack of interest in, orders for or business taken by the Exhibitor.

Visitors

Any figures, statistics or numbers provided are based on past events and experience. Any visitor numbers or levels of expectations set by the Organisers are not guaranteed and The Organisers cannot be held liable for show attendance.