Terms and Conditions
Deer Spirit Events and Pathfinder MBS Events
Exhibitor Terms & Conditions
This document details the Agreement between Deer Spirit Events and/or Pathfinder Events (the organiser) and any company, individual, partnership or organisation (the exhibitor) that participates in any Deer Spirit or Pathfinder Event. These Terms and Conditions apply to the exclusion of any others unless expressly agreed in writing.
The submitted contract for an event becomes legally binding when the organiser acknowledges receipt of payment for an event from an exhibitor.
The application form for each event must state clearly the nature of all goods and services to be promoted at the event. Only those goods and services entered on the application form may be displayed.
Exhibitor spaces are sold in various categories to ensure the even provision of services at events. When booking, choose the category that best describes your main product and/or service type. If items or services outside your category are found to be sold or offered on your stand during an event, you will be asked to remove them. This is to provide a well-balanced show and fairness to all exhibitors.
In the event that an exhibitor wishes to alter the listed goods and services between the time of booking and the event itself, they must notify the organiser in writing. Permission to display additional goods and services may be given at the sole discretion of the organiser.
Under no circumstances must a stand be sublet, shared or transferred without the prior consent of the organiser. All requests must be made in writing. The exhibitor is still liable for the full price of the stand to be paid to Deer Spirit Events. The exhibitor is responsible for collecting any owed money from companies who sublet, share or transfer to/on their stand.
The organiser reserves the right to decline an application to exhibit if, in their opinion, it is deemed unsuitable for the event.
Table sizes, location and allocation of exhibitor spaces cannot be guaranteed. In some instances, exhibitors are requested to bring their own tables. Please refer to the individual Event Information pages for details. The space allocated to you does not include aisle space. Displays must not be placed anywhere other than within the perimeter of your allocated space.
At an event, canvassing of visitors is not permitted beyond the perimeter of each exhibitor's stand such as in the aisles or entrance hall.
Exhibitors selling food items must be in possession of current food hygiene certification and may require permission from the venue caterers. Any applicable concession fees will be the financial responsibility of the exhibitor; the organiser will invoice you for these.
Exhibitors must not block the front of a neighbouring stand with their displays nor arrange their stand in such manner as to cause the public to block the aisle in front of it, or any adjacent stand.
3. Individual Event Information
Detailed information on scheduled arrival and departure times, and all other operational information related to each event, such as car parking, will be published on the individual Event Information pages on the booking form. It is the responsibility of the exhibitor to read and understand the Event Information page, prior to each event they attend.
Are responsible for the safety of their stalls.
Must have their own Public Liability and Indemnity insurance for any service they are offering at the event as well as insurance cover for their own stock, staff and equipment.
Are required to act in accordance with UK Law and to insure themselves against any claims that may arise in connection with any product or service that they offer.
Must be aware of any current change in legislation that affects their activities and to comply with such legislation.
The organiser, the venue’s management, official contractors and Local Authority cannot accept any liability for any loss or damage to exhibitors’ property sustained from any cause whatsoever.
However, it is essential for exhibitors to report immediately to the organiser any loss sustained. The organiser accepts no responsibility for exhibitors' goods left at a venue, overnight, or during a multi-day event, at the end of an event.
The organiser accepts no responsibility for the failure of any exhibitor to arrange the required insurance cover.
5. Health and Safety
Set-up and breakdown of tables and therapy beds must only take place during the allocated times given in the Event Information page. Exhibitors are not permitted to set up or dismantle their tables or move merchandise within the hall while is it open to the public. Specifically, exhibitors must not commence breakdown at the end of an event before the public have vacated the hall.
Children under 16 are not permitted to be in the hall during set-up or close-down. The presence of such children would negate the insurance cover of all parties present in the hall at the time and must be absolutely avoided.
Exhibitors must not cause any aisle or emergency exit to be blocked in any way by their goods, displays or staff. In case of any dispute, the decision of the duty fire officer is final.
Exhibitors must not bring explosives, dangerous or harmful substances into the event. No naked flames or fireworks are allowed, and any item or device deemed unsafe by the duty fire officer will be removed by the organisers or the fire officer.
Exhibitors must seek the permission of the venue (via the organiser) should they wish to bring any animal into the event.
While on site, the designated Health & Safety officer has final say on any issues of Health and Safety, and all exhibitors must adhere to their guidance.
Exhibitors should note the specific fire evacuation procedures that apply to each event venue.
Plug points are normally available but cannot be guaranteed. You are required to supply your own extension leads and adapters. All cables must be secured and taped down to prevent accidents and the organisers cannot accept responsibility for liability incurred from exhibitors' trailing cables. All cables and electrical equipment must be in good condition and PAT tested.
Any images of participants taken by the official festival photographer remain the property of the organiser, and the organiser reserves the right to use any such images to promote future events. Exhibitors may not take photographs or video footage without the consent of the organiser.
The organiser reserves the right to refuse admission to any member of the public or any exhibitor staff member.
8. Noise Levels
Exhibitors must ensure that CD/iPods, videos, televisions and any other sounds emanating from their stands are kept to a level that does not cause disturbance to other exhibitors or to performers. In case of dispute, the organiser's decision is final. No voice amplifiers are to be used by any exhibitor.
9. Code of Conduct
Whilst participating in an event, exhibitors must not conduct their business in a manner that could bring the reputation or integrity of the event into disrepute. The organiser reserves the right to stop or remove any act, display item or person deemed to be inappropriate or to be detrimental to its interests.
Exhibitors are responsible for any damage caused to the fabric of the venue by their activities while participating in the event.
Exhibitors are responsible for their own waste material left behind at the end of the event. Any costs incurred by the venue in the specific disposal of such materials will be passed on to the exhibitor.
Any exhibitor who makes defamatory remarks about the organiser or its staff will be removed from an event, banned from attending all future events, either as an exhibitor or member of the public. This includes online malicious communication and comments on social media. In such cases, the exhibitor will not be due a refund for any event they would have booked.
No psychic readings or holistic healing or therapy is to be provided for any persons under the age of 18 years of age. If you are in doubt, please ask for proof of age.
We require all Psychic Mediums, Readers, Therapists and Healers to display their prices on their table and have set a minimum charge of £20 for a psychic reading and £15 for a therapy or holistic healing. If an exhibitor wishes to charge less, this can be arranged in advance, at the discretion of, and with the agreement of, the organiser.
The organisers would like to bring as many visitors as possible into the events so would ask that exhibitors advertise any events they are attending on their own websites and social media so that we can promote our events as widely as possible. We are happy to add your links to our site if you are attending our events.
13. Cancellations and postponements of Events and Bookings
The organisers reserve the right at any time to change the date and/or venue of the event or to cancel it altogether if they deem it necessary by reason of fire, flood, extreme weather conditions, acts of war (whether declared or not) or violence, malicious damage, explosion, earthquake, strike, civil disturbances, political unrest, riot, labour dispute, power cuts, pandemic, epidemic, staff illness, government directive, recommendation or legislation or any other cause beyond the organiser’s control; or if the organiser for any other reason deems it necessary or advisable. In such cases, the exhibitor waives any and all claims they might have against the organiser for refunds, damages or expenses.
In the event that the event is cancelled by the organiser for commercial reasons such as lack of support then all sums paid by the exhibitor for the stand will be refunded. The exhibitor agrees that under these circumstances he will have no further claims against the organiser. The definition of such events is solely at our discretion.
For non-attendance at events, exhibitor booking fees cannot be refunded or transferred to another event.
If the organiser has been forced to postpone an event by the venue or by government legislation, or by policy of the venue, or through any other circumstance beyond the organiser’s control, the organiser will move the event to a future date and exhibitors who have already booked will automatically be moved to the new date.
If exhibitors cannot attend the new date, they are entitled to a refund, which they must apply for in writing, to the organiser, when the new date is announced, and no longer than two weeks after the date of announcement. If such a refund were given, exhibitors will not be permitted, later, to re-book the same event.
If a transfer to a new date is requested by the exhibitor, the organiser will do their best to transfer their spaces to a suitable time and date, but this cannot be guaranteed. If a transfer then takes place, the exhibitor is not permitted a refund thereafter.
The organisers run workshops and talks at some events. Invitations to exhibitors and others to deliver a talk or workshop are given solely at the discretion of the organiser.
15. Data Protection Regulations
All exhibitors give their express consent for Deer Spirit Events, Julie Fenn or Cris Andrews, to contact them with information about future shows and existing arrangements by email, on social media or by text message.
Information is given by the organiser in good faith and to the best of their knowledge about any event. Any subsequent changes cannot be taken as cause to cancel the booking, likewise no omission or error on the part of the organiser can be held against them.
The organiser reserves the right to alter the overall layout of the event, if necessary, which in turn, may affect the location and dimensions of individual stands. In the event that re-allocation of space is necessary for any reason, the organiser will undertake as far as possible to allocate the closest equivalent space. This eventuality does not constitute a violation of the contract and does not permit the exhibitor to demand a refund.
The organiser will act at all times in the best interests of the event and in doing so may from time to time alter the details of these terms and conditions if required.
In the case of any breach of these Terms and Conditions, the organiser reserves the right to remove items or people from the event and/or revoke the contract without prejudice to the right to recover any monies owed to the organiser.
These Terms and Conditions can be changed by the organiser, at their sole discretion, at any time.
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