Elegance Weddings and Events Terms and Conditions For Our Wedding Fayre’s.
· In
our Terms & Conditions we describe the ‘Exhibitor’
the ‘Organisers’ and, the ‘Venue’.
·The
Exhibitor is the person/company who books via our booking form for a stand/space
at one or more of our wedding fayre’s or our wedding open evenings. The
Organiser, is Elegance Weddings and Events, which we also refer to ‘our’ and
‘we’. The Venue, is the wedding venue, that we will use to hold our wedding
fayre, on specified dates, which also showcases the venue as a wedding venue,
to all.
· Application for space - All bookings for a
stand/space at our wedding fayre’s must be made via our official booking form,
this must be signed by an authorised person, and ticked that you have read,
understand, and agree to our terms and conditions.
· Payment for a
stand/space at
our wedding fayre’s is required in full prior to the wedding fayre’s that the
exhibitor would like to book for. Payments are non refundable. We can only
allocate a certain amount of stands from each wedding sector, and we will have
limited spaces for each event, therefore we do advise any exhibitor to book
early, as your booking will only be confirmed to you, with an official receipt,
once the organisers have received the completed booking form, the relevant full
payment, and we have confirmed that we can accommodate the exhibitor at their
requested event. Regrettably we no longer accept cheques, as with many
businesses these day’s, therefore we do ask for bacs ‘online payments’ however
you can also do this by going into any branch of our bank, with our bank
details, which are quoted on our booking forms, and make a cash payment for
which the bank will give you a receipt for straight away, please use a payment
reference of either your full name or your company name. When we have received
full pre payment for our bookings we will send you a receipt, then you will be
booked into your chosen event.
·
Elegance
Weddings and Events, always have the
final say, as the organisers, on who can book at our events, we also have
the right to ask any exhibitor who we feel is behaving inappropriately, to
leave our event, at any time, with no refund, as this will not be tolerated,
and no explanation need to be given, this may also jeopardise future events
that this person/s have booked with us, and may result with them being banned
from future events with loss of any and all, payments made. We also have the
right to ask any member of the public who we feel is behaving inappropriately
to leave our events, and we will destroy any literature, or publicity, that is
not belonging to our exhibitors or venue on the day, that is there for the
purpose of advertising any wedding sector business, which have not booked via the
proper channels at our wedding fayre. No
bookings will be taken ‘on the day’ of the event, all bookings must be pre
booked, pre paid, in advance, via our booking form.
·
If
in the highly unlikely event the Venue
should cancel the wedding fayre, then the venue will be responsible to
repay any and all of the exhibitors back their booking payments, in full, made
to Elegance Weddings and Events, the organisers can not be responsible in such
a case, as all of the advertising will have commenced, bookings will have been
accepted, and people will have made arrangements to be available on that day,
and it may even be possible that the organisers and the exhibitors will have
turned away business in the knowledge that they had booked at that particular
venue to attend one of our wedding fayre’s. This would simply not be fair, nor
good business, therefore we will not accept any responsibility for any re
payments if the venue should cancel an event that we have organised through
them. The Venue will be asked to complete a booking form when the original
booking is made to agree to hold the event at their venue.
· Cancellation of a
stand/space, once booked, Elegance Weddings and Events can not refund any
exhibitor if they chose to cancel at any time, therefore their booking fee will
be lost. Neither can we offer a future stand/space at one of our other fayre’s,
as any form of compensation, as we have allocated pre paid space for all of our
exhibitors at each event.
·
Exhibitors
may not bring any alcoholic drinks
to the event, unless they are a wine company, and they have samples to give out
to the public.
·
Exhibitors
may bring their own ‘food’ for their
own consumption during the event, and may give ‘samples’ of cupcakes or wedding
cake to the public, if this is something that they sell in their business ie if
they are a wedding cake company or food company, this would be purely samples
only. Exhibitors can also supply ‘sweets’ on their stand, again for sample
purpose or to offer to the public for free.
· Electricity, at any of our
events, will be available at no extra cost, however we do ask that anyone
requiring electricity mention this to the organisers before hand on their
booking form, and we always recommend that you bring along your own extension
cable as the electricity points vary at each venue, all wires must be hidden,
or taped where necessary, to avoid tripping at all times.
·
The
Organisers and the Venue, accept no responsibility for loss, damage or harm at
any of our wedding fayre’s, therefore we do insist that the exhibitor abides
with the Health & Safety
measures within each venue, and is aware of any fire doors or fire ‘meeting
point’ at the venue, the venue Management, will be able to advise of this
information.
·
Displays
and stands, Exhibitors are required to display a Professional Stand for their
business, and dress code is smart casual,
however we ask that you do not wear jeans, trainers, track suit tops or track
suit bottoms or T Shirts, when the event is open to the public, it is your
stage for the day, you will meet potential customers and appearance and
personal hygiene is noticeable to all who attend on the day.
· Networking. Elegance Weddings
and Events support small business within the wedding sector, and this means
many sectors, we also strongly encourage networking with fellow exhibitors, as
they too, could be potential customers for you. We suggest, that when you have
time, on the day, to walk around and introduce yourself, and exchange business
cards to your fellow exhibitors, the venue and to us the Organisers on the day.
And please remember we are Wedding
Planners also, and we are always looking for reputable suppliers that we
can recommend, and trust, to our Brides when we are organising our Weddings.
· Visitors. We can never
guarantee how many visitors we will have on the day of our events, this is a
gamble that we all must accept, however Elegance Weddings and Events will
advertise the events both locally and via the internet, all year round, by as
many ways possible, we also ask that the venue be pro active and contact all of
their wedding enquiries to inform them of the event at their venue, we also
encourage all of our exhibitors to ‘spread the word’ by speaking to their
customers, advertising the event on their websites, a poster in their shop
window if they have one and via social media sites, ie Facebook, Linked in, and
Twitter.
· Food and Drinks on the day, can be
purchased at the venue, in most cases, and it is advisable for the venue staff
to hand out a printed snack menu to the exhibitors to enable them to order from
their stand. We do ask all of our
venue’s to provide tea and coffee and biscuits for our exhibitors for the
duration of ‘setting up’ for which this will be done on a self serve basis
whereby a large pot of tea & coffee will be available, as a courtesy from
the venue, from the two hours before the event starts. Ie 10am-12pm if the
event starts at 12noon.
· Arrival time for our events. All
Exhibitors may not enter the venue room before two hours before the event, ie
if the event starts at 12noon, then the arrival time is from 10.30am and not
before. This will allow plenty of time for setting up. We also ask that you do
not arrive later than one hour before the event starts as you would then be
hurrying to set up your stand whilst others have already done so, also in some
cases the public could arrive early for our events, we can not refuse their
entry, and if someone is still setting up their stand this does not look good.
Your organiser will arrive approximately 2 ½ hours before any event to check
that the room has been set up by the venue staff, according the final table
plan which will be sent to them the day before the event, and to arrange their
own stand, as when the exhibitors arrive from 1 1/2 hours before they will be
needed to assist the exhibitors by welcoming them and showing them to where
their stand area will be for the day and be available for any initial queries.
· Stands/space All of our stands are
approximately 6ft trellis tables with a white table cloth, provided by the
venue. If an Exhibitor wishes to have two stands ie two tables in an L shape
the charge would be the usual full price for the stand plus half of the cost,
ie 1 ½ times the cost. If for any reason the venue can not supply a table cloth
then you will be asked to provide your own, we try to keep to White/Black/Navy
you may wish to bring your own cloth in any case and this will be fine.
· Elegance Weddings and
Events reserve
the right to alter, or amend these terms and conditions should any question
arise whether provided in these terms and conditions or not, the Organisers
will have the final decision.
·
The
Organisers undertake to make all reasonable attempts to provide necessary
services for the smooth operation of the wedding fayre or wedding open evening,
and run them as they deem appropriate, but accept no responsibility for
breakdown or failure to such services, ie power cut, likewise the organisers
can not accept any responsibility for or guarantee the number of visitors to the
wedding fayre or wedding open evening.
·
Leaving
the event. Exhibitors may leave the event at what time they so choose, we do
ask that you let your organiser know that you will be leaving and we ask that
all Exhibitors leave their stand/space clean and tidy and free from any
rubbish, literature, cups, glasses etc, as a courtesy to the venue Management
and their Staff.
· Wedding Cars. The Organisers will
need to be notified of how many wedding cars will be brought on the day, upon
the original booking form, allocation for the wedding cars will be made by the
venue the night before the event by leaving traffic cones in the spaces, to
ensure that these spaces will be free upon arrival, we ask that the other
Exhibitors please do not park in front of the allocated spaces for the wedding
cars. This will not be the case in some City Centre Venue’s that do not have
their own parking facilities, and in some cases the Local Council within City
Centre’s will not allow for Wedding Cars to be parked on the main roads, we can
still accept wedding car companies to exhibit, inside the venue, at City Centre
Venue’s.
· Fire doors, aisles
and gangways.
Exhibitors are asked not to put any banners or block any fire doors at the
venue, nor must they put any banners in any of the gangways in the venue, all
of the individuals literature will be promoted at your allocated space/stand.
Please do not use cello tape to put up posters on walls, any posters will need
to be either on a roller stand or on a fixed board that can be taken away with
you when you leave.
·
All
stands will be used to advertise the individual’s company literature ONLY. No
other advertising for any other business will be accepted, or allowed, this
would be deemed to be unfair to any of the other Exhibitors, and seen as being unprofessional.
·
One
stand/space for one Company, no stands will be ‘shared’ or used to promote any
other business other than their own.
·
No
assurance or guarantee of any kind is offered by the Organiser and none is to
be given, involved, or otherwise applied on the part of the Organiser, for any
goods or services tendered, sold or otherwise traded at our wedding fayre’s and
wedding open evenings. It is the responsibility of Exhibitors to be up to date
with their own Public Liability Insurance.
· Television screens, if you have music
playing on a laptop or a television screen, we would ask that you please keep
the low noise level, as this may interfere with any background music we have
playing on the day, or any musicians, singers or our fashion shows.
We will ask bridal/evening wear companies if they would like to have the opportunity to organise a fashion show for the event, and also to advertise there company, it is then the responsibility of the bridal/evening wear company to organise the fashion show, we will advertise this and the times of the shows, if this company cancels at the last minute it is not Elegance Weddings and Events responsibility, if it is very short notice we will not have time to organise another fashion company to do a fashion show for us, we hope that this does never happen, and it would not look good on the company who originally said that they would like to organise a fashion show, as we require complete commitment for this, but we can not be held responsible if this should happen, if it should happen then we will not invite this company again as this would not be considered professional, nor would it be fair to the rest of the exhibitors, the venue or the public who turn up on the day to watch the fashion shows.
· Space. Please note that all of our spaces are
allocated on a first come first served basis. We always recommend that you book
early.
·
If
you have any further questions on the day, please ask your organiser for any
help or assistance.
· Photographers, we thank you for
booking far in advance, for our events, and understanding that we can only
accept a maximum of four Photographers at any one of our events, unless we have
a particularly large venue spread over a few rooms then we will allow a maximum
of five. However for our open evenings this is strictly two companies from any
sector. We want to help many small businesses in the wedding sector, and offer
a good variety at all of our events. Other sectors ie wedding cars etc will be
limited to two companies, from the same sector per event.
· Photographs, please feel free to
take photographs on the day. If any Exhibitor specifically does not wish to
have any photographs taken of their stand, on the day, then please mention this
to your organiser on the day. Many of our Photographs are put on to our website,
into our gallery.
· Advertising with
Elegance. Please contact us if you wish to advertise on
our Links page on our website or if you wish to advertise in our Elegance
Brides Magazine, which is handed out at all of our wedding fayre’s and to
reputable wedding venue’s in the Uk.
. If our venue that is holding the wedding fayre has certain suppliers that they use, in their wedding package, these suppliers must also book via Elegance Weddings and Events for a stand if they wish to take part in the wedding fayre, as they will also be speaking with customers regarding their respective business for bookings elsewhere.
Created 1 May, 2010.
