Exhibitor Terms & Conditions

​1. Definitions and Interpretation

1.1 In these Terms and Conditions, unless the context otherwise requires, the following expressions have the following meanings:

“Exhibitor” means any individual, company or corporate body (which expression shall, where the context so admits, include its successors, assigns, agents, servants, licensees, representatives or invitees of his/her for any other person or persons under his or her direction) who makes a Contract for an Exhibition Area with the Organiser, including Workshop Hosts, Demonstrators and Catering Concessions.

“Organiser” means Living Crafts UK Ltd., registered in England number 16790095, whose registered office is 167 Turners Hill, Cheshunt, Hertfordshire EN8 9BH.

“Event” means the craft festival or any other events organised by the Organiser.

“Contract” means the written agreement between the Organiser and the Exhibitor for the provision of an Exhibition Area at the Event.

“Exhibition Area” means the designated area for the exclusive use of the Exhibitor within the Event.

1.2 Unless the context otherwise requires, each reference in these Terms and Conditions to:

1.2.1 “writing”, and any cognate expression, includes a reference to any communication effected by electronic transmission or similar means.

1.3 The headings used in these Terms and Conditions are for convenience only and shall have no effect upon the interpretation of these Terms and Conditions.

1.4 Words imparting the singular number shall include the plural and vice versa.

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2. General

2.1 All Contracts are subject to the following Terms and Conditions and no addition to, or variation of, such Terms and Conditions shall be binding unless accepted by the Organisers in writing.

2.2 Any Contracts made with the Organiser shall constitute unqualified acceptance of such Terms and Conditions. These Terms and Conditions shall apply to all Exhibitors at the Event.

2.3 The Exhibitor shall not be entitled to assign the Contract or any part of it without the prior written consent of the Organiser. 

2.4 Each right or remedy of the Organiser under the Contract is without prejudice to any right or remedy of the Company whether under contract or not.

2.5 If any provision of the Contract is found by any court, tribunal or administrative body of competent jurisdiction to be wholly or partly illegal, invalid, void, voidable, unenforceable or unreasonable it shall to the extent of such illegality, invalidity, voidness, voidability, unenforceability or unreasonableness be deemed severable and remain in provisions of the Contract and the remainder of such provisions shall continue in full force and effect.

2.6 The information given in any booking form or letter or accompanying booking notes is for guidance only and the Organiser reserves the right to amend these details at any time and any change in the publicised or published details shall not give the Exhibitor the right to cancel their contract.

2.7 Any videography or photography supplied by the Exhibitor to the Organiser or obtained by the Organiser or its agents at an Event of an Exhibitor or their Work or their Display, maybe used in connection with future publicity of any Event organised by the Organiser regardless of whether the Exhibitor has applied for Exhibition Area space at the Event.

2.8 Failure or delay by the Organiser in enforcing or partially enforcing the provision of the Contract will not be construed as a waiver of any of its rights under the Contract.

2.9 Any waiver by the Organiser of any breach of, or any default under, any provision of the Contract by the Exhibitor will not be deemed a waiver of any subsequent breach or default and will in no way affect the other terms of the Contract. ​

3. Conditions

3.1 The Organiser shall allocate an Exhibition Area as close to the Exhibitors choice within the constraints of the overall balance of work at the Event and the available space, but the decision of the Organiser shall be final and binding.

3.2 If the Exhibitors choice of Exhibition Area is not available, the Organiser reserves the right to allocate an alternative Exhibition Area at their absolute discretion, but the Organiser shall use their best endeavours to accommodate the Exhibitor insofar as they are able to do so.

3.3 Allocation and positioning of Exhibition Areas is at the discretion of the Organisers.

3.4 If in the opinion of the Organiser the Exhibitor’s display extends beyond the allocated Exhibition Area, the Organiser may at its sole discretion charge the Exhibitor for the additional area occupied at the prevailing rate or request that the extended display be removed.

3.5 The Contract is not in place until the Organiser has allocated the Exhibition Area at the Event, and the deposit has been received in cleared funds.

3.6 The balance of the payment for the Exhibition Area, electricity and any invoiced equipment must be paid in full 90 days prior to the Event dates.

3.7 In the event that the Exhibitor fails to pay the Exhibition Area fee or any other fee by the date notified in 3.6, the Organiser reserves the right to impose an administration charge of £50.00 for each month that an outstanding balance remains unpaid.

3.8 At the sole discretion of the Organiser, the Organiser may at any time require payment of further Exhibition Area Fee on account of additional charges that are or may in the Organiser’s opinion become due. These may exceed the Exhibition Area Fee indicated in promotional material, application and confirmation of allocation. All additional Exhibition Area Fee required shall be paid within 14 days of written notification.

3.9 All Exhibition Areas and equipment or services ordered are subject to VAT at the prevailing rate.

3.10 The Organisers are registered for VAT.

3.11 Under no circumstances may an Exhibitor sublet their allocated Exhibition Area without prior written consent by the Organiser.

3.12 No goods other than those described on the Application Form or that contravenes the eligibility of work as defined in the Contract can be exhibited.

3.13 The decision of the Organisers regarding the eligibility of exhibits will be final and binding.

3.14 In accordance with the Data Protection Act 1998, Exhibitors should be aware that information from the Application Form is filed electronically and contact information will be disclosed to prospective customers on an individual basis, unless the Organiser is otherwise notified.

3.15 The Organisers reserve the right to refuse any person admission to the event without assigning any reason.

4. Exhibitors Obligations and Exhibition Areas

4.1 A non-refundable deposit of £200 + VAT must be paid on acceptance of the Application.

4.2 Exhibitors display stand must not exceed 2.3m high.

4.3 Exhibition Areas should be adequately staffed at all times when the Event is open to the public.

4.4 Exhibitors must comply with the Trades Descriptions Act 1968.

4.5 All unsold articles must be allowed to remain until the close of the Event on the final day.

4.6 Exhibits, fittings, tools, goods and other articles brought into the Event or onto land and property owned by the Event venue owners by the Exhibitor will be brought at the Exhibitors’ own risk and the Organiser will not be responsible for their loss or damage, however or whenever caused.

4.7 The Organiser accepts no responsibility for any articles exhibited, bought or sold by any party.

4.8 The Exhibitor shall conduct themselves in a proper manner at all times whilst within the Exhibition Areas and if the Exhibitor shall at any time fail to conduct themselves in a proper manner, they shall be liable to immediate ejection from the exhibition areas by the Organiser without recourse.

4.9 The Exhibitor shall keep the Exhibition Area tidy and presented to the public in a proper and professional manner. ​

4.10 The Exhibitor shall exhibit or display its goods so as not to obstruct the general view or hide the exhibits or displays of other Exhibitors.

4.11 The Exhibitor shall comply with any reasonable requests made by the Organiser for alterations to an exhibit or display or for the removal of goods from an exhibit or display where such goods are considered unsuitable in the absolute opinion of the Organiser.

4.12 The Exhibitor shall comply with any requirements imposed on the Organiser by the Event venue owner.

4.13 The Exhibitor shall not conduct any form of sale by auction or display and type of Sale sign.

4.14 The Exhibitor shall comply with the Organiser’s and / or venue owner’s security at all times and follow any instructions, which may be given by the Organiser’s or venue owner’s staff at any time.

4.15 The Exhibitor shall always comply with the Organiser’s or venue owner’s fire, emergency and health and safety regulations and if requested send evidence of their insurance and other documentation.

4.16 The Exhibitor shall not demonstrate any kind of power tool, moving object, flammable or toxic substance or other tool or material that may pose a threat to public safety without the prior written consent of the Organisers along with the required risk assessments and evidence of the appropriate health and safety precautions being put in place.

4.17 The Exhibitor must inform the Organiser in advance of the Event of any intended demonstration.

4.18 The Exhibitor shall ensure that it takes all necessary precautions to prevent damage to the Organiser’s or venue’s equipment or building or other related property.

4.19 The Exhibitor shall ensure that any equipment utilised in connection with its display or exhibition is fit for purpose and compliant with all relevant Health and Safety standards.

4.20 The Exhibitor shall abide by any rules and regulations issued to it by the Organiser in connection with a specific Event.

5. Health & Safety

5.1 Exhibitors must always comply with the Health & Safety guidelines of the Organiser and Event venue owner.

5.2 Exhibitors must comply with the Health & Safety instructions given by consultants and officials acting on behalf of the Organisers and Event venue owner at all times.

5.3 Exhibitors’ vehicles are not allowed onto the showground and surrounding areas with public access when the Event is open to the public or when the presence of vehicles is deemed to be a risk to the public by the Organisers.

5.4 Exhibitors must park their vehicles in the designated Exhibitor parking areas, and the relevant Vehicle Pass must be clearly displayed.

5.5 Once the showground is cleared each day, exhibitors must not return unless with the Organisers ‘permission or with the consent of officials acting on their behalf.

5.6 Electrical equipment, including extension cables must have a current PAT Certificate under regulations 4, 5 & 6 of the Electricity at Work Regulations 1989 (EAWR) and all test labels must be in date for the duration of the Event.

5.7 Exhibitors must complete a Risk Assessment, available from the Organiser, which highlights any potential risks or health and safety issues, and the measures taken to nullify them.

5.8 Exhibitors wishing to use a naked flame as part of their display must seek the Organisers permission as soon as possible. A full and thorough risk assessment must be submitted to the Organisers covering the actual hazard and the precautions taken to ensure there is no danger to The Exhibitor, the public, the Exhibition Area or the fabric of the pavilions and surrounding area.

5.9 The exhibitor shall ensure that all flammable material used in connection with their Exhibition Area shall be fireproofed or otherwise protected against fire.

5.10 Any light or other heat generating equipment must be kept at a safe distance from flammable materials and the fabric of the pavilions.

5.11 The Organisers must be made aware of any gas cylinders that will be used at the Event for demonstration purposes before they are brought into the Event and the Exhibitor is responsible for providing the necessary firefighting and safety equipment.

5.12 The Exhibitor shall ensure that any equipment used in conjunction with a display or demonstration is fit for purpose, compliant with all relevant safety standards and the operator is qualified or suitably trained in its use.

5.13 Kettles, heaters and similar appliances with a high wattage are not allowed on the showground unless by prior arrangement with the Organisers.

5.14 Generators are not allowed on the showground or surrounding area.

6. Cancellation

6.1 All payments made from the Exhibitor to the Organiser are non-transferable.

6.2 All Exhibitor cancellations must be made in writing and notice is taken from the time that the Organiser receives the communication.

6.3 An Exhibitor may cancel their participation in the Event from acceptance of application up to 90 days prior to the Event but will forfeit their non-refundable deposit in full.

6.4 An Exhibitor may cancel their participation in the Event less than 90 days but more than 60 days prior to the Event but will forfeit 50% of their total Exhibition Area costs.

6.5 An Exhibitor may cancel their participation in the Event less than 60 days but more than 30 days prior to the Event but will forfeit 75% of their total Exhibition Area costs.

6.6 An Exhibitor cancelling their participation in the Event less than 30 days prior to the Event will forfeit the 100% of their total Exhibition Area costs.

6.7 If the Exhibitor fails to arrive and set up their display without good reason by 12:00 noon on the first Event day, they shall be deemed to be in breach of contract, electing to withdraw from the Event and the Organiser shall be entitled to re-allocate or use the Exhibition Area as they see fit.

6.8 The Organiser reserves the right to refuse admission to the Event and / or rescind the Contract with immediate effect and without liability if at the sole discretion of the Organiser if it appears that the Exhibitor:

6.8.1 the Exhibitor’s exhibit or display is substantially different in nature to that represented to the Organiser at the time of allocation and not in keeping with the nature of the Event;

6.8.2 the Exhibitor’s exhibit or display may be illegal;

6.8.3 the Exhibitor’s exhibit or display or professional conduct may bring bad publicity or disrepute to the Organiser or its Events.

6.8.4 the Exhibitor may not be able to honour its obligations under the Contract;

6.8.5 the Exhibitor’s goods for exhibit or display exceed the capacity of the Exhibition Area and it is not possible to re-organise the allocation at the Event;

6.8.6 the Exhibitor fails to pay the Deposit or the Exhibition Area Fee within 14 days of the date notified by the Organiser;

6.8.7 the Exhibitor is in breach or is likely to breach any of these Conditions.

6.8.8 the Exhibitor, its guests, its agents or employees behave, or the Organiser has reason to believe that the Exhibitor, its guests, its agents or employees will behave in a way detrimental offensive and / or contrary to the normal expected standards of behaviour.

6.8.9 the Exhibitor enters into any compromise or arrangement with its creditors, commits any act of bankruptcy or if an order is made or an effective resolution is passed for its winding up (except for the purposes of amalgamation or reconstruction as a solvent company) or if a petition is presented to court, or if a receiver and / or manager, receiver, administrative receiver or administrator is appointed in respect of the whole or any part of the Exhibitor’s undertaking or assets.​

6.9 In the event that the premises where the Event is due to be held shall, in the sole determination of the Organiser, become unfit or unavailable for occupancy or shall be substantially interfered with by reason of, but not exclusively, fire, flood, tempest or any other such case or as a result of government intervention, malicious damage, acts of war, acts of God, strike, lock-out, labour dispute, picketing, embargo, injunction, riot or any other cause or agency over which the Organiser has no control, or should the Organiser decide that owing to any such cause of agency it is necessary or advisable to cancel, curtail, relocate or change the date of the Event or reduce the planned period of preparation, display or dismantling the Exhibitor waives any and all claims that it might have against the Organiser for refunds, loss, damages or expenses.

6.10 In the event of the happening of any of the circumstances set out in Condition 6.9, the Organiser reserves the right without being under liability to the Exhibitor for refunds, additional expenses or otherwise, to change the Event venue and / or date upon reasonable notice to the Exhibitor.

6.11 In the event that the Event becomes commercially non-viable due to lack of the support or any other reason the Organiser reserves the right to cancel the Event. In such a circumstance, the Exhibitor may accept comparable Exhibition Area at an alternative Event at no additional cost or the cancellation of the Contract and return of the Deposit and / or Exhibition Area Fee, less all costs and expenses incurred by the Organiser in connection with the failed Event calculated on a pro-rata share of the total amount paid, or due, by Exhibitors and including a reserve, established at the sole discretion of the Organiser.

7. Liability

7.1 Nothing in the Terms & Conditions limits any liability which cannot legally be limited, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation and breach of any terms implied by section 2 of the Supply of Goods and Services Act 1982.

​7.2 In the event that the Organiser shall be liable to the Exhibitor in contract (including under any indemnity or warranty), in tort (including negligence), under statute or otherwise, the liability of the Organiser shall be limited to the Deposit and / or Exhibition Area Fee paid or payable to the Organiser under this Contract.

7.3 The Exhibitor shall indemnify and will keep indemnified the Organiser against all loss or damage, including indirect consequential loss or damage howsoever arising. This shall include but not be limited to any action, claim, liability, demand, cost or expense arising from any act of negligence, omission or anything done or omitted by the Exhibitor.

7.4 Exhibitors must have event public liability insurance in a sum of at least five million pounds (£5,000,000) and evidence of the cover shall be produced to the Organiser on demand, or other insurance which will indemnify the Exhibitor, its agents, its contractors or employees or guests against any claim, loss, costs and expenses incurred in respect of any injuries incurred in respect of any injuries to any person or loss or damage to property howsoever arising and the Exhibitor shall, if so requested by the Organiser, provide certificates of evidence of such insurance cover. This should include cover for any activity being demonstrated to the public including all workshop activity involving the public. Cover should indemnify the Exhibitor against any claim, loss, costs and expenses incurred in respect of any injuries to any person or loss or damage to property howsoever arising.

7.5 Subject to clause 7.1, the Organiser’s total liability to the Exhibitor shall not exceed £5,000. The Organiser’s total liability includes liability in contract, tort (including negligence), breach of statutory duty or otherwise arising under or in connection with these Terms & Conditions save that if the Event is cancelled, interrupted or curtailed due to circumstances beyond the Organiser’s control, the Organiser shall not be liable to make good any refunds, damages, expenses or any other losses incurred by the Exhibitor.

7.6 Any amounts awarded or agreed to be paid under these Terms & Conditions shall count towards the cap on the Organiser’s liability as set out in clause 7.4.

7.7 This clause 7.7 sets out specific heads of excluded loss:

(a) the types of loss listed in clause 7.7 (b) are wholly excluded by the parties.

(b) the following types of loss are wholly excluded:

(i) Loss of profits; (ii) Loss of sales of business; (iii) Loss of agreements or contracts; (iv) Loss of or damage to goodwill; (v) Indirect consequential loss.

7.8 Unless the Exhibitor notifies the Organiser that it intends to make a claim in respect of an event within the notice period, the Organiser shall have no liability for that event. The notice period for an event shall start on the day in which the Exhibitor became, or reasonably to have become, aware of the event having occurred and shall expire six months from that date. The notice must be in writing and must identify the event and the grounds for the claim in reasonable detail. ​

7.9 The Exhibitor shall indemnify the Organiser against all loss or damage, including indirect consequential loss or damage, howsoever arising from the Contract. This shall include, but not limited to, loss or damage to the Organiser’s or the venue owner’s premises, fixtures, fittings, furnishings, equipment and other contents howsoever arising, including death or injury to any person.

7.10 Information given by the Organiser about the Event in any promotional or advertising material is accurate to the best of its knowledge but does not constitute any warranty or representation by the Organiser and therefore any mistake or omission does not entitle the Exhibitor to cancel this Contract and / or claim against the Organiser for compensation.

7.11 These Terms and Conditions shall be governed by the laws of England.

7.12 Any dispute between the Parties relating to these Terms and Conditions shall fall within the jurisdiction of the courts of England.

7.13 This clause 7 shall survive termination of the contract between the parties.

Living Crafts UK Ltd., 167 Turners Hill, Cheshunt, Hertfordshire EN8 9BH