Terms and Conditions of Booking
It is understood that in purchasing exhibitor space at the Festival on the Field that the festival rules and conditions will be adhered to. This Festival is being organised by Shropshire Festivals Ltd and the RJAH hospital subsequently referred to in these terms and conditions as the Event Organisers. We recommend that a copy of these conditions is kept and referred to prior to attending the event.
STOCK OFFERED FOR SALE
The Event Organisers will only accept bookings from exhibitors whose stock is acceptable. Anyone wishing to book should send photographs of their stock or provide a web address where their stock may be viewed. The event organisers will vet applications to ensure a reasonable standard of workmanship and to avoid excessive duplication of any one kind of product. When booking please describe the goods that you will be displaying, these will be the only products you will be permitted to display. Any stallholder displaying goods other than those on their original application form may be asked to remove them immediately.
EXHIBITORS ARE REQUIRED TO DO THE FOLLOWING
All exhibitors must be set up by the advertised start time. Access may be gained from noon or earlier as advised on your confirmation. You are not to clear away until the advertised finishing time. All stands or stalls are to be set up in an attractive manner and exhibitors using the tables supplied by us must supply a suitable table covering to cover the top of the table and reach the floor at the front and two sides. Boxes etc. to be stored out of sight. Your car must be parked in spaces at the hospital as chosen by yourselves, (unless onsite parking has been purchased) and you must comply with our stewards’ requests to move cars or boxes etc. if we consider them to be in the way.
Exhibitors should check that their table is erected correctly and must not do anything to encroach upon gangways, exits or another exhibitors’ access. Exhibitors must leave your stand area clean and tidy at the end of the day. Rubbish must be removed when you leave the site.
You should specify if you require electricity for equipment when booking. The electric point may be up to 10ft away so exhibitors should supply an extension lead. Multi-way adapters are not permitted at any venue and ALL electrical equipment must have a valid PAT test certificate.
Shropshire Festivals Ltd may provide extra space for demonstrating the product being exhibited at no extra charge. Any extra space provided must be used for this purpose, not as extra display space, and substantial demonstrations should be given throughout the day. If you would like demonstration space, please state your requirements when booking. You will be advised whether or not you have been allocated demonstration space before the event.
BOOKINGS - ALL BOOKING FEES MUST BE PRE-PAID.
Payment will be accepted by cash, cheque or BACs bank transfer. If you choose to pay by cheque (which should be payable to ‘Shropshire Festivals Ltd’), this must be dated for the date you submit your application. All bookings must be submitted on our current booking form accompanied by full payment as indicated above. Any bookings not submitted on our forms or not accompanied by correct payment will be returned immediately. The event organisers reserve the right to allocate you a different category of space or stall to that which you have booked but in the event that we do this, we will refund any excess payment if you are allocated a cheaper category and will not charge any more if you are allocated a more expensive category. The event organisers reserve the right to refuse or cancel any booking without giving a reason.
CANCELLATION OF BOOKINGS
Cancellations will be accepted up to ONE calendar month before the date of the festival. Any booking cancelled at less than ONE month’s notice before the festival, for whatever reason, will forfeit the total booking fee. If you or the Event Organisers cancel due to COVID 19 the full booking fee will be refunded. Cancellations may be advised by phone but must be confirmed in writing. If you are not going to attend a booking that you have made you must let us know as soon as possible. Once you have notified us of a cancellation in writing we will confirm the cancellation back to you in writing. If you do not receive an acknowledgement of cancellation from us you should telephone us to check that we have received your written cancellation.
HEALTH & SAFETY
All exhibitors must have public, product & employee liability insurance and we must receive a copy along with your booking form At all times, whilst on the site, you will ensure that your stall and surrounding area, equipment and all or any other property is in a condition that is safe for all person who may reasonably and foreseeable come into contact with it or be affected by it. The right of inspection is reserved by the Event Organisers and the Environmental Health Officer, before, during and after the festival.
Exhibitors are responsible for the provision of suitable fire safety equipment on their stalls. The right of inspection is reserved by the Event Organisers and the Fire Safety Officer, of all stands and equipment. No gas is allowed under our marquees and if used under your own
structure, gas must be installed by a registered engineer an placed the recommended distance away.
LIMIT OF LIABILITY
The Event Organisers will do everything in our power to ensure that you have a successful festival but cannot be held responsible for damage or theft of your stock, interruption of power or services, failure of press advertisements to appear, inclement weather, astrological incompatibility or anything else beyond their control. The event organiser does not provide insurance cover for theft or damage to your stock and recommends that you adequately insure yourself against all risks. It is a condition of booking that you understand and accept that you cannot hold Shropshire Festivals Ltd responsible for any losses you sustain. If in the reasonable opinion of Shropshire Festivals Ltd (or any third-party organiser) it is necessary to cancel an event because of prevailing weather conditions or any other reason no refund of booking fee or any other payment will be forthcoming. Shropshire Festivals Ltd carries £5,000,000 of public liability insurance.