EXHIBITOR + ADVERTISING TERMS AND CONDITIONS
Last Revised: September 2021
These Terms and Conditions apply to all legal persons that take part in the EXPO or Tea Garden Market as stallholders or who advertise at the Big Church Day Out.
- EXPO and Tea Garden Market = the name of the locations where stalls are located.
- Stallholders = any legal person or organisation who have applied for a stall in the EXPO or Tea Garden Market.
- You = You, your employees and your agents.
- Event / We / Us / Our = Big Church Day Out (registered charity-no. 1127987).
- Contractors = any other person who is authorised to act on behalf of The Big Church Day Out.
- EXPO Manager and Tea Garden Market Manager = the person or persons nominated by us from time to time as managers of these areas.
- Stall / space = the physical space that can be booked and in which you will erect your display or the advertising space that can be booked.
1.1. All applications must be made using our online application form. We are unable to take bookings over the phone.
1.2. We cannot guarantee that what you are applying for will be available at the time of your application.
1.3. Incomplete applications will not be accepted.
1.4. We cannot accept responsibility for non-arrival of application forms. If you have not heard from us within 14 days of submitting your application, please email email@example.com.
1.5. We reserve the right to decline your application at our absolute discretion and without entering into correspondence about the decision.
1.6. Applications for the EXPO and Tea Garden Market are considered an application for a ‘licence to occupy land’ in the area designated as the EXPO or Tea Garden Market.
2.1. The price you will pay is the price that is offered to you at the time your booking is accepted.
2.2. Any Early Bird prices will only apply if your application is received by us by the advertised date. If this condition 2.2 is not met then the full price will apply.
2.3. Full payment is required 14 days after applications are accepted as stated on your invoice.
2.4. We reserve the right to withdraw any offer if you do not comply with clause 2.3 above or do not meet any deadlines given to you.
2.5. We reserve the right to cancel your booking at our absolute discretion.
2.6. If we exercise our rights under clause 2.5 you will be notified of this in writing and any payment of the price will be refunded to you but you will not be entitled to any claim for loss whether directly or indirectly arising out of or in connection to the rejection of your application or the cancellation of your booking.
2.7. Submission of an application indicates your agreement to abide by these Terms and Conditions but these Terms and Conditions do not constitute an offer capable of acceptance.
2.8 Discounts are offered solely at our discretion.
2.9. VAT will be charged where applicable unless we receive proof of authorised zero-rated documentation. We will need to see this at the time of booking.
3.1. Any cancellation must be notified in writing to firstname.lastname@example.org.
3.2. If notice of cancellation, complying with clause 3.1 above, is received before 31st January then a full refund less 5% admin fee will be given.
3.3. Where notice of cancellation is received after 31st January then no refund will be provided.
3.4. Where it is necessary for us to cancel your participation, we will notify you in writing as soon as possible. In all circumstances except for those set out in Clauses 5, 8, 9 and 14, a full refund of your payment will be provided.
3.5. Except as expressly stated in these terms, all warranties and conditions whether express or implied by statute, common law or otherwise are hereby excluded to the extent permitted by law.
3.6. Neither party limits its liability for:
3.6.1. death or personal injury caused by its negligence, or that of its employees, agents or sub-contractors (as applicable); or 3.6.2. fraud or fraudulent misrepresentation by it or its employees
3.7. Save for clause 3.8.1 above our total liability to you, your employees or agents shall not exceed the price paid by you.
4.1 Big Church Day Out operates an online Accreditation system which all relevant parties must complete fully before being allowed on site for the Big Church Day Out event.
4.2 You will be contacted by one of our team outlining what information needs to be provided and in what format. This will vary depending on your business/organisation but failure to comply fully will result in non admittance.
4.3 Full instructions on how to complete the online Accreditation will be provided. If you have any queries please feel free to contact us by emailing email@example.com.
5.1. Any offer to participate is made to the applying organisation only and must not be assigned, rented or transferred to any other person or organisation without the express written permission of the Big Church Day Out. Such requests should be made to firstname.lastname@example.org.
5.2. You are only entitled to use your booking for the sale or promotion of your own products, activities and initiatives. Stalls should only feature those items that you list at the time of application. Should you attempt to use your booking for any other purpose then you may be asked to remove items, remove your stall from the Big Church Day Out or have your advertising booking cancelled. No refunds will be given in these circumstances.
5.3. All charitable collections or other donations of money must be agreed before the event by contacting email@example.com. We reserve the right to decline such requests. Please note we will only consider requests for collections if the initiative being collected for is part of your own organisation. Third party charitable collections will not be allowed.
5.4. All issues and products promoted must be suitable for a family audience and promoted in a way that is not likely to cause upset or offence to those attending the event. We reserve the right to decline applications that we do not feel meet this criteria, at our absolute discretion and without entering into correspondence.
5.5. All signs, materials, advertisements and any other activities taking place on your stall or in your advert must comply with the relevant laws, be free from defamation and be suitable for a family audience. We reserve the right to ask you to remove any item or to reject any advert that we feel does not comply with this clause or which may cause offence to our guests. Such decisions are at our absolute discretion based on our knowledge of our audience.
6.1. Advertising space will be allocated at our discretion and specific space cannot be guaranteed, unless agreed in writing by us.
6.2. If artwork submitted in relation to an advertising booking is unusable then we will make all reasonable endeavours to obtain usable artwork from you within what we deem to be reasonable timescales. If we are unable to obtain such artwork from you then we reserve the right to cancel your booking and no refund will be available.
6.3 All relevant artwork related to your booking must be submitted to Big Church Day Out by April 1st. Failure to submit relevant artwork will result in all loss of all payments and advertising opportunities unless specifically agreed in writing by a member of the Big Church Day Out team.
Main Stage Video and Slide Advertising
7.1. All video and slide advertising for use from our Main Stage must contain content that we deem appropriate to our audience, and must be of a high enough quality to be shown in the main arena.
7.2. Videos and slides shown at the Main Stage must not include a direct ask for financial giving, and must not give out phone numbers for donations via text.
7.3. We advise that your video or slide is aimed at advertising your organisation and driving footfall to your EXPO stand should you have one.
Fence Branding and Programme Advertising
8.1. All fence branding and programme advertising must contain content that we deem appropriate to our audience, and must be of a high enough quality to meet our standards.
EXPO and Tea Garden Market Stalls
9.1. Specific stall locations may be requested but cannot be guaranteed.
9.2. Stalls will be allocated at our discretion.
9.3. We reserve the right to re-allocate or remove stalls, to close or move entrances and exits, to adjust stalls and to make other layout changes as necessary and at our absolute discretion, both prior to and during the event.
9.4. If you have been offered a specific stall location and your stall is re-allocated, you will be notified as soon as possible.
9.5. No refunds will be provided due to changes in allocation of stall space.
9.6. If, at any time, your stall location is deemed by us to be unsafe or unusable then you will be offered an alternative location. If a suitable alternative is found, deemed so by us, we shall not be liable to refund you, give a discount or compensate you for loss. If no alternative is available, the refund will be pro rata based on the amount of time your space is unusable.
9.7. Bookings for the Tea Garden Market are based on the price shown in this brochure or 20% of takings, whichever is higher. A payment equal to the brochure prices will be payable on acceptance into the Tea Garden Market. Traders will then be required to submit their takings to the Big Church Day Out after the event. An invoice will be issued for any balance due.
EXPO and Tea Garden Market Insurance
10.1. EXPO and Tea Garden Market applicants will be required to provide evidence of Public Liability Insurance with an indemnity limit of no less than £5 million and an Indemnity to Principals clause including subrogation rights. Acceptable evidence is:
10.1.1. A copy of your certificate of Public Liability cover
10.1.2. A letter from your insurer on letterhead confirming the insured organisation / individual, the levels of insurance and dates on which it is valid.
10.2. Please note that a copy of your Employer’s Liability Certificate is not sufficient evidence of your Public Liability Insurance (even where Public Liability and Employer’s Liability are part of a joint policy) and therefore won’t be accepted.
10.3. Evidence of Public Liability Insurance must by submitted to Big Church Day Out by April 1st. In addition, you will be required to review and confirm that you have read and accepted all Big Church Day Out terms related to your booking by 1st April. Failure to comply with either of these will result in your booking being released and loss of payment.
10.4. It is your responsibility to ensure that you have adequate insurance to cover loss or damage to your stock. We are unable to take responsibility for loss or damage caused by the weather, environmental factors, actions or our guests or volunteers, or other factors outside our direct control.
EXPO and Tea Garden Market Set-up and Pack-down
11.1. Set-up and pack-down timings will be advised by no later than 1st May but will be confirmed on-site by the EXPO Manager and Tea Garden Market Manager.
We reserve the right to revise all timings after 1st May should circumstances change, you will be notified of any changes as soon as is reasonably practicable.
11.2. All stalls must be completed and ready to open by no later than 10.00am on Friday 3rd June.
11.3. We reserve the right to ask some stalls to delay pack-down until the area is clear of guests. This will mainly apply to stalls which carry an increased risk of incident or injury or those in locations of high footfall.
11.4. It is a requirement of your participation in the event that you and your stall comply with the timings and instructions given.
EXPO and Tea Garden Market Opening Times
12.1. Opening times will be confirmed by 1st May.
12.2. These times are subject to change and you will be notified of any changes as soon as possible.
EXPO and Tea Garden Market Security
13.1. No security will be provided for the EXPO or Tea Garden Market either during or outside of opening hours.
13.2. Neither us, nor our Contractors, are liable for any loss or damage incurred during your time at the event.
13.3. It is your responsibility to ensure that you have adequate insurance to cover any stock or items that you bring to the event and that you remove any valuables from your stall when you are not present.
13.4. We do not expect stallholders to pack their stall away overnight, however, you should ensure that all valuable and sensitive items are taken away at the end of each day.
EXPO and Tea Garden Market Safety and Structure
14.1. It is your responsibility to ensure that your stall space is safe at all times and to comply with requests given by the EXPO/Tea Garden Market Manager, Event Safety Officer or our contractors. This includes, but is not limited to, ensuring that:
14.1.1. All electrical equipment and cables over 12 months old carry a valid Portable Appliance Test (PAT) certificate.
14.1.2. All trailing cables are taped or dug into the ground or covered in a cable sheath or mat to avoid trip hazards.
14.1.3. Cables are not ‘daisy-chained’ under any circumstances.
14.1.4. Items that pose a risk, such as kettles and portable heaters, are not used on the stall.
14.1.5. No food or drink whatsoever may be given away.
14.1.6. All materials used in the construction of the exhibition stand and any furnishings, including tablecloths, must be flame retardant and conform to recognised regulations. Spot checks will be carried out.
14.1.7. Your area is clear of trip hazards.
14.1.8. Your stall is not more than 2.4 metres high.
14.1.9. All packaging materials are stored outside of the venue. No rubbish is allowed to accumulate within the venue.
14.1.10. No items are causing an obstruction in a gangway, blocking a fire exit or causing any other hazards.
14.1.11. Stalls are adjusted and / or relocated if uneven ground is affecting their stability.
14.2. Please note that you may be required to show your PAT certificates to the EXPO Manager or Tea Garden Market Manager during set-up.
14.3. Exhibition stands must stay in the dimensions applied for and cannot go over the space. Failure to remain in allocated space could lead to eviction with no refund.
14.4. All decisions regarding Health and Safety will be made by us and / or our contracted Health and Safety Specialist. Action will only be taken where we deem it necessary.
14.5. If stallholders have concerns about Health and Safety then these should be directed to the EXPO Manager or Tea Garden Market Manager so that an assessment can be made.
EXPO and Tea Garden Market Documentation
15.1. It is a condition of your participation in the event that you provide an acceptable Risk Assessment. This applies to all stallholders.
15.2. Such Risk Assessments must be submitted to Big Church Day Out by April 1st. In addition, you will be required to review and confirm that you have read and accepted all Big Church Day Out terms related to your booking by 1st April. Failure to comply with either of these will result in your booking being released and loss of payment.
15.3. Please note that if these documents are not received then your participation in the event will be cancelled and no refund will be given.
15.4. Upon arrival at the event the EXPO Manager or Tea Garden Market Manager will check your stall and activities against the Risk Assessment to ensure that you are operating in a safe manner. Any safety related requests made must be complied with, otherwise you may be asked to remove your stall from the event.
EXPO and Tea Garden Market Power Supply
16.1. A single 13amp power supply is included in the price of your space. Additional power may be requested using the application form but is not guaranteed.
16.2. All power will be in the form of single 13amp sockets that are suitable for running normal domestic appliances such as laptops, DVD players and TVs.
16.3. There is a total 5amp limit per stall.
16.4. Single extension leads may be used.
16.5. Power may not be available in all locations.
EXPO and Tea Garden Market Furnishings
17.1. Bookings for the EXPO are for space only. No shell scheme is provided and we can’t guarantee that you will be located against a wall.
17.2. Bookings for the Tea Garden Market are for a 3m x 3m space with three walls.
17.3. You are responsible for providing all display items and furnishings for your stall.
17.4. You are responsible for the delivery and removal of all furnishings, which must be completed before you leave the site. The exhibitor must leave the stand space the exact way they found it. Nothing must be left after the event has finished.
17.5. Tables and chairs can only be booked using the application form, subject to availability. Big Church Day Out is not able to accommodate tables and chairs requests made after 1st May.
17.6. Exhibitors are not permitted to take chairs and tables from other places if they have not been paid for.
17.7. We cannot accommodate early delivery of items and items sent early may be refused. It is not possible for you to leave items behind for later collection. Any costs incurred by us relating to items sent early or left behind will be passed on to you along with a 5% administration fee.
17.8. Furniture can be provided, subject to availability. Requests should be made at the time of applying to maximise chances of furniture being available. Big Church Day Out is not able to accommodate tables and chairs requests made after 1st March.
17.9. All of your furnishings, including your physical stall structure, items in storage, tables, chairs and stock must be located within the space you have paid for. Where a stallholder takes more space than booked an invoice will be issued after the event for the additional space. Such space will be charged at our discretion.
EXPO and Tea Garden Market Lighting
18.1. The EXPO will take place in a venue that has adequate lighting and minimal natural light.
18.2. Feature lighting is your responsibility and must be PAT tested.
EXPO and Tea Garden Market Publicity
19.1. By applying to be a stallholder you agree to us and agencies authorised by us and our partners to reproduce your image, that of your stall and your voice on publicity and materials both in the UK and overseas.
EXPO and Tea Garden Market Wristbands
20.1. Once your application for the EXPO and/or Tea Garden Market has been fully accepted and paid for, you will be emailed with details regarding how to arrive on-site in April.
20.2. No wristband can be replaced on-site and anyone arriving without an e-ticket will need to buy a ticket on the gate in order to access the site.
20.3. Wristbands are for use by one person and cannot be passed from one team member to another.
20.4. Camping and caravan tickets will incur an additional cost.
20.5. The number of e-tickets that you receive will be dependent upon the size of space that you book. Additional tickets for staff can be booked when booking your stand. The deadline for requests for additional staff tickets is 4th May. No additional tickets at the reduced exhibitor rate will be able to be purchased after this date.
EXPO and Tea Garden Market Staffing, Conduct and Behaviour and Right to Admission
21.1. It is your responsibility to ensure that any person representing you is suitable to do so.
21.2. We do not take on any employment responsibilities for you or your staff members or volunteers.
21.3. It is your responsibility to risk assess any activity in which your staff will be engaged and in particular those involving staff who are aged under 18 or pregnant.
21.4 All stand representatives must be over 13 years of age; under 18s must have a guardian on site and must be accompanied by an adult (over 21 years) while working on the stand. Under 16s will not be allowed to enter the EXPO or Tea Garden Market during set-up and pack-down.
21.5. We reserve the right to remove any person whose behaviour we deem inappropriate, where behaviour may harm the reputation of the event or where behaviour may be harmful to the individual or others around them.
21.6. It is a condition of your participation in the event that you ensure your staff members are suitable to work with children and vulnerable adults.
21.7. Where music is played in the EXPO, it should be kept to a level which does not disrupt the activities of those around the stall. Music should not be played in the Tea Garden Market except with the express permission of the Tea Garden Market Manager.
21.8. No announcements may be made with a microphone or other device that may cause such announcements to interfere with the activities of those around the stall.
21.9. All signing sessions or special appearances must be agreed in advance of the event in writing. Requests should be sent to us at firstname.lastname@example.org. Our decision is final and no correspondence will be entered into.
21.10. All literature must be given out from within your stall space only and may not be posted or left in other parts of the event, including the EXPO, the Tea Garden Market or anywhere else on the event site.
21.11. At the event we reserve the right to ask you to reduce the size of your team if you have too many people for the size of stall booked and this causes disruption to those around you.
21.12. Pet dogs and/or other animals will not be allowed to enter the site under any circumstances except for registered assistance dogs, which must be kept on a lead at all times.
21.13. Leafleting outside of your stand area is strictly prohibited. The Big Church Day Out team are within their rights to confiscate leaflets etc. if deemed to be inappropriately distributed.
21.14. Big Church Day Out reserve the right to use photography, audio or visual recordings of your stand and representatives for communication and marketing purposes.
21.15. No photography or filming of the delegates is allowed without prior permission from Big Church Day Out and without gaining permission from the delegates being photographed if at close distance. If the delegates are under 18 the parental guardian must be asked for permission.
21.16 In view of the current Covid19 pandemic, We may be required to implement conditions to be met by You and all others attending the Event in order to comply with national or local authority rules or regulations, or to comply with the advice or requirements of Our health and safety advisers and insurers. Those conditions may include proof of vaccination, and/or submitting to a lateral flow test or similar showing a negative result, before We can permit admission. In the event that You refuse to comply with these conditions, or are unable to (by for example having a positive test for Covid19), We may refuse admission in which case a refund of the face value of Your booking will be made.
22.1. By agreeing to the Terms and Conditions, you accept that we will have no liability for damage or loss, directly or indirectly through Acts of God, explosions, floods, tempest, fire, accident, war or threat of war, sabotage, insurrection, civil disturbance, any acts, restrictions, regulations, byelaws, prohibition or measures of any kind on the part of any governmental, parliamentary or location authority, import or export regulations or embargoes, strikes, lock-outs or other industrial actions or trade disputes (whether involving the our employees or those of a third party) or any power failure whatsoever or howsoever caused.
22.2. Except in respect of death or personal injury caused by our negligence, or as otherwise expressly provided in these Terms and Conditions, we shall not be liable to you or any of your employees or representatives by reason of the provision of these Terms and Conditions or any representation (unless fraudulent), or any implied warranty, condition or other term, or any other duty at common law for any loss or any indirect, special or consequential loss, damage, costs, expenses or other claims (whether caused by our negligence, our servants or agents or otherwise) which arise out of or in connection with your exhibiting at the event, and our entire liability in any circumstances shall not exceed an amount covered by our insurance from time to time.
22.3 We will not be liable for any failure or delay in performing Our obligations where that failure or delay results from any cause that is beyond Our reasonable control. Such causes include, but are not limited to: power failure, internet service provider failure, strikes, lock-outs or other industrial action by third parties, riots and other civil unrest, fire, explosion, flood, storms, earthquakes, subsidence, Royal mourning, national mourning, lockdowns and other national or local restrictions imposed by central or local government, acts of terrorism (threatened or actual), acts of war (declared, undeclared, threatened, actual or preparations for war), epidemic (including Covid19 or similar) or other natural disaster, or any other event that is beyond Our reasonable control.
23.1. This agreement and any disputes arising out of if or in connection with its subject matter are governed and construed in accordance with the law of England. The parties to this Agreement hereby irrevocably agree that the Courts of England have exclusive jurisdiction to settle any dispute or claim that arises out of or in connection with this Agreement
23.2. Subject to point 19.1, in matters of dispute, our authority and decision is final and binding.
24.1. All information provided to you as part of the application process is correct at the time of issue. Things can and do change and you will be notified as soon as possible should changes occur.
24.2. Attendance figures are estimated and no guarantees are given.