When you complete a booking and make payment, you are agreeing to these Terms & Conditions.
Request to Exhibit for Suppliers & Businesses
Hants Events reserve the right to accept or refuse any application for a booking without giving any reason especially to avoid too many duplicate services.
Cancellations
We understand you may need to cancel your bookings for whatever reason. Please advise us of your cancellation via email in the first instance. Unfortunately, we cannot transfer bookings so if you have to cancel for any reason, here is our cancellation and refund policy:
All cancellations must be via email. If you cancel any part of the show or printing, for whatever reason, within twelve weeks of the show date, 50% of the balance will be payable. If the cancellation is received within six weeks of the show date, no refund will be given. Hants Events will not be liable to any exhibitor for any claim for compensation or refund in the event of any show being cancelled or disrupted due to bad weather, major incident, civil unrest or any other cause beyond the organisers control. Events at our sole discretion may cancel any booking at any given time without giving a reason in such case the Exhibitor’s payment will be refunded in full.
Hants Events accept no responsibility for any costs incurred by the Exhibitor for staffing, travel, printing or any other related preparation expenses, if the event does not take place for any reason. It is the Exhibitor’s responsibility to obtain its own event cancellation insurance to cover such situations, but we strongly hope this will not be the case especially as indoor and outdoor venue.
Allocation of Trade Stall(s)
Trade Stall space(s) will be allocated by Hants Events, although every effort will be made to accommodate an Exhibitors requests this cannot be guaranteed, we reserve the right to assign space as we determine beneficial to this event, taking into consideration all other exhibitors and their requirements but particularly the impact any requests may make on the overall event.
All exhibitors agree to only occupy the space they have selected and paid for on their booking form. Exhibitors must ensure that their entire display, including any signage, products, and equipment, remains strictly within the confines of their allocated space. Displays exceeding the booked area dimensions will be required to be adjusted or removed.
Outdoor Exhibitors
Exhibitors must have their own heavy duty commercial type gazebos with all displays & equipment to fit within the allocated space provided. These must be in accordance to health & safety regulations as well as strong, sturdy & grounded which allow patrons to move around safely & securely as well as shelter from the elements. All outdoor exhibitors must provide their own tables, chairs & lighting as electricity is not supplied. Generators are allowed only with written permission & will need relevant certifications etc. Vehicles (not on display) must be removed from the event grounds by no later than 9:00am. No vehicles can be driven or moved around the exhibiting/event areas during the times of 9am and 6:30pm on the event days.
Parking
Exhibitor parking is provided in a designated area separate from the exhibition space. Vehicles may not be parked behind or adjacent to your allocated pitch, unless explicitly stated in your pitch description. Some premium spaces include on-site parking; this will be clearly indicated in the pitch details if applicable. All other exhibitors must use the dedicated exhibitor parking area. Please refer to your specific pitch description and the site map for parking locations and instructions.
Trading Hours and Vehicle Movement
Trading hours are from 10:00am to 6.00pm and there will be NO vehicle movement allowed on the showground between 9am and 6.30pm on show days on the showground. Stall holders arriving at or after 9:00am on show days will be required to unload by hand from the car park. Health & Safety monitoring will be carried out by Hants Events team.
Food Vendors
All vendors must have relevant equipment certificates and permissions to attend with fire safety equipment. These must be available for inspection on the day. Rubbish bins must be provided and removed at the end of the day. If you require space for your own table & chairs for patrons usage, please make this known at the time of booking so extra allocated space can be awarded. We encourage food vendors to open early and stay open later to provide food and refreshments for other exhibitors and those staying overnight at the venue.
Guidelines & Information
Exhibitors may only promote/exhibit (including the distribution of marketing material from their stand) the business(s) that they have detailed on their Pre-Booking Form or email and cannot promote details of another business that is not their own, without prior permission from Hants Events. This also applies to promoting other related events that the Exhibitor may be attending.
Admission
Admission charges for visitors apply as detailed at the entrance/registration of the event and/or as listed on the Hants Events website. Admission may be refused to any person that Hants Events does not wish to attend the fair, without giving any reason.
As an Exhibitor, if you have arranged for a customer to collect an item directly from you whilst you are Exhibiting at the event, they will need to pay the admission charge to attend the event. Exhibitors do not pay entry fees (max two per space). Further helpers who require tickets, limited amounts may be purchased at a concessional rates.
Conduct of Exhibitors
Hants Events reserve the right to stop any activity on the part of an Exhibitor that may cause disruption to other Exhibitors or visitors. Business must be conducted only from the Exhibitors’ own stand and under no circumstances may this be carried out from elsewhere ont he site. We will not tolerate any conduct or behaviour that is seen to be inappropriate, discriminatory or offensive to other exhibitors, venue or visitors to the event.
The Exhibitor must not encroach upon exits, corridors or walkways, articles may be removed by Hants Events, with no responsibility on its part for any loss or damage by such removal. Hants Events reserve the right to remove any Exhibitor in the case of failure to comply with these Terms & Conditions and there shall be no refund of payment if such action is deemed necessary by the us or the venue. Any damages caused by the exhibitor to the venue or equipment (tables, chairs, table cloths etc) will have to be paid for by the Exhibitor.
General Event Information
Hants Events will be in touch with the Exhibitors by e-mail in advance of the event as to the details of the fair including details such as arrival times and procedures, setting up, security, parking and other important details. It is the Exhibitors responsibility to familiarise themselves with the contents of such e-mails and to ensure that such information is passed on to their team, we would also advise exhibitors to confirm receipt of any emails to them.
Exhibitors must arrive within the specified set-up times and displays must be complete and ready at least 30 minutes prior to the published fairs commencement time for visitor entry.
Exhibitors are not allowed to dismantle their display prior to the published closing time, either partially or completely.
If an Exhibitor has to leave the event at any given time during the fairs operating times, for a non-emergency related reason, prior notification must be given which may mean that Hants Events relocates the Exhibitors positioning within the event, to lessen any impact on the Fairs ambience and as not to cause any general disruption to other Exhibitors. No refunds will be given if the new space allocated is smaller than the Exhibitor originally booked. Please note that apart from in an unavoidable emergency situation (where we would generally ask that the Exhibitor leave their display intact if at all possible and we will oversee dismantling and secure storage) any Exhibitor who opts to ignore our policy regarding packing away early, will be under scrutiny in future bookings.
All display materials must be completely removed from the venue at the end of the event, it is the Exhibitors responsibility to ensure that they have all of their possessions. All Exhibitors must leave their space free of rubbish and must remove any rubbish they or their visitors may have generated and dispose thereof properly.
Health & Safety, Fire, General Standards
Exhibitors must adhere to all fire, health, safety laws and regulations. Aisles and fire exits must be kept clear at all times. Exhibitors must also comply with rules and regulations prescribed by the venue. Exhibitors are responsible for the safety (including fire precautions) of their stands. The exhibitor shall assume full responsibility for any article of any kind, exhibited by them, including liability for all claims arising out of the handling of exhibits and the conduct of their stand generally.
All exhibitors must complete a risk assessment of their own trade space prior to the start of the show. A template is available for completion: xxxxx
Any Exhibitors offering products and services within the food industry must be registered with their local environmental health authority and hold all relevant health, hygiene etc certificates and consents, which must also be available for inspection when requested.
All Exhibitors constructing internal display stands (of various design types) must ensure that construction is carried out in accordance with all applicable Health & Safety laws and regulations. All displays must be of a professional standard and we encourage displays to appeal from various angles. Please ensure that you have notified us at the time of booking that you have a pop-up or back-drop display that may obstruct other Exhibitors or their displays, or cause a health and safety hazard if blocking exits.
All stallholders, their contractors and employees, while on the premises indoors and outdoors, shall be subject to the rules and regulations of the event. Hants Events staff have power to order the removal of any article from the ground, or to close the Stand of any exhibitor who does not conform to the regulations of the event as stated or the directions of Hants Events staff and if necessary, to expel such exhibitor or his representative from the event with management’s approval.
Exhibits & Animals
Details of any animals brought to the event for exhibit must be provided before the fair and permission given. These must be responsibly exhibited and all must be suitably displayed, homed or on leads (under safe control) at all times. Please provide any applicable warning signs for public information and hand sanitizer for all public who handle your exhibits. For cats and dogs, proof of up to date vaccinations must be produced on the day for admittance. Failure to do so may mean they will not be permitted to the event. All animals must be given access to fresh water at all times. The Hants vents Team reserve the right to ask any exhibitor, trade, rescue or charity to leave if it is deemed animals are being neglected or mistreated in any way. No sale of animals is permitted. Rescues and charities may arrange rehoming of animals at the event. No dogs to be left in cars.
Insurance
It is the responsibility of the Exhibitor to be properly insured (including but not limited to public liability, theft and cancellation insurance) for any claims by any person or persons visiting or partaking in the event. The exhibitor shall indemnify Hants Events against any claim or action for any injury or death being caused to any persons whosoever by any negligence on the part of the Exhibitor or for any damage to any property by the Exhibitor. Exhibitors accept liability for all acts or omissions of themselves and their agents or representatives. Hants Events will not be responsible for the safety of any property owned by or brought to the event by an exhibitor or any other person on his behalf, or for any loss or damage that may occur to such property, unless caused by Hants Events negligence.
Electrical Equipment
It is not the responsibility of Hants Events to provide electrical facilities for the Exhibitor, unless access to an electrical supply has been requested & paid for when booking. Exhibitors must provide their own extension lead which must also display a current PAT Certification Label, as must any other electrical equipment used on/for the Exhibitors display.
It is a condition of your booking that ALL the electrical equipment you wish to connect to the show supply is inspected and tested to the current Institute of Electrical Engineers (IEE) Wiring Regulations. Each piece of equipment must have a sticker denoting the date of test (remember all equipment should be tested at least once a year, so the sticker should not be older than 12 months). Failure of such equipment not complying with current legislation may result in the exhibitor being unable to use the particular item(s) in question. All cables/electrical leads, connected to an electricity supply must be covered by an appropriate ‘trip-guard’ (either rubber or be taped securely to the floor and approved by Hants Events). No refunds will be given whereby the Exhibitor cannot display their business or services in this manner, due to their non compliance with current PAT Certification requirements.
The use of electric kettles, fans or heaters is not permitted. Gas appliances are only to be used following permission by Hants Events. ALL appliances must have current CORGI tested certificate.
Licences/Certification
Both PPL and PRS Licences are required by any Exhibitors wishing to use recorded material (including CD/Record/Cassette/Video) on their stands in the Exhibition. PPL (Phonographic Performance Limited) covers the public use of sound recordings on behalf of the artistes concerned. PRS (Performing Rights Society) covers the public performance of copyright musical works on behalf of the composers and publishers. The use of microphones or any other announcement/loud-speaker device is not permitted unless agreed in writing with Hants Events in advance.
Food Hygiene, Outdoor Catering, Alcohol Licence
Any Exhibitors offering products and services within the food industry must be registered with their local environmental health authority and hold relative certificates which must also be available for inspection if requested.
Data Protection
Hants Events operates a strict policy of not passing on any form of data, collected from visitors to our events, to any third parties. Exhibitors are responsible for their own data capture whilst attending our events. We ask that any such facility is clearly detailed on your exhibitor stand, disassociating Hants Events from the method by which you are obtaining the information. You must comply with the Data Protection Act as to how you use/handle any personal data.
Should a member of the public contact Hants Events to request an exhibitor’s details, we will be entitled to forward the Exhibitors business name, address and all relevant contact information as provided on their Booking Form.
Complaints
Should any visitors to our events make a direct complaint to Hants Events on more than three occasions about a particular business exhibiting at our events, relating to any form of service, activity, trades description, manner (oral or written communication) Hants Events in its sole discretion has the right to terminate any future bookings, refunding any monies paid in respect of such future bookings. Hants Events will not be associated with any business that is unprofessional or has a detrimental effect on the actual event or overall reputation of Hants Events.
Should an Exhibitor have a justifiable complaint on the day of a fairs, relating directly to/or affecting the event and their ability to exhibit, they must address the nature and details directly to Hants Events only (not the venue or any other representative). The Exhibitor must discuss in a courteous manner, in private away from all other Exhibitors, the nature of their complaint and proposed solution. Hants Events will aim to resolve the issue, given the time, situation and feasibility of resolving the complaint to a satisfactory level for both parties.
The Booking Form and these Terms and Conditions shall constitute the entire agreement between Hants Events and the Exhibitor and no statement, promise or representation made by or on behalf of the Organiser shall be binding on Hants Events unless agreed to in writing by a representative of Hants Events.
Exclusion and limitation liability
These Terms and Conditions apply to the exclusion of any other terms whether implied by statute, custom or a course of dealing. Save that nothing in these Terms and Conditions shall be construed as limiting or excluding Hants Events liability for death or personal injury caused by its negligence, for any fraud by Hants Events or for any liability which may not be excluded under statute, the liability of Hants Events is excluded and/or limited in the following respects.
Hants Events will not be responsible for the death, injury, disease or loss caused to any exhibitor, his or her servant or agent, or to any animal, insect, bird or thing of whatever nature, exhibited by the said exhibitor, from whatever cause such death, injury, disease or loss arises. The exhibitor of any animal, insect or thing of any nature will indemnify the Fair for any damage, loss, injury or disease occasioned by the said exhibitor or his servant or agent or by said animal, insect, bird or thing, however such damage, loss, injury or disease shall be caused. The exhibitor shall assume full responsibility including, liability for all claims arising from handling, housing of any exhibits on their stand and for the conduct of the stand in general. The exhibitor shall indemnify Hants Events against all claims, damages or expenses whatsoever arising out of the presence of the exhibitor or his exhibits anywhere within the site indoors or outdoors. Acceptance of the fore-going provisions shall be a condition of booking.
Under no circumstances whatsoever shall Hants Events (whether in contract, tort, negligence, breach of statutory duty or otherwise) be liable for any loss of profit, loss of opportunity, loss or damage to goodwill or for any indirect or consequential loss suffered or incurred by the Exhibitor in relation to any booking, the event or otherwise under these Terms and Conditions.
Subject to the preceding paragraph, any other liability of Hants Events to the Exhibitor howsoever arising (whether in contract, tort, negligence, breach of statutory duty or otherwise) shall be limited to the total amount paid by the Exhibitor to Hants Events in relation to a booking made subject to these Terms and Conditions.