Exhibitor Terms and Conditions

BOOKING TERMS AND CONDITIONS VER. 3 2017

Our wedding fair/guide booking terms & conditions are laid out below for your information. Please read fully as they explain what must be done with regards payment for attending fairs and/or appearing in our wedding guide including any deadlines. The requirements below have been put into place to facilitate the best utilisation for our wedding fairs in the interest of offering the best experience for couples visiting.

Wedding Fair Attendance

To apply for a space you must return a booking form to emma@high-times.co.uk or post to High Times Weddings Ltd, The Moorings, King Charles Quay, Falmouth, Cornwall, TR11 3HQ

Booking

  • Deposits for wedding fair attendance are required within 48 hours of receiving your invoice either by bank transfer or PayPal

7 weeks before

  • Wedding fair dates which are more than 7 weeks away only require a £50 deposit to secure your place.

6 weeks before

  • An invoice for the outstanding balance will be issued requesting payment in full. Our payment terms are 14 days from date of invoice.

4 weeks before

  • Payment in full is required with cleared funds in our account. We do not automatically issue receipts if you require one please contact emma@high-times.co.uk

1 week before

  • An exhibitors pack including floor plan along with more details will be sent during the week leading up to the exhibition (these are subject to change). The position of a stand on this exhibitors pack is not part of the contract to exhibit and may be changed if for ANY reason the organisers deem it necessary.

On the day of the wedding fair

  • Exhibitors shall have access for setting up 2 hours before the exhibition starts on the day of the event. All stands must be fully assembled / set-up by 10:45am on the morning of the wedding fair and cars/vans parked in nominated parking areas.
  • All electrical equipment on site must be ‘fit for purpose’ and PAT tested.
  • The organisers will bear no liability whatsoever for exhibitors, all persons employed or used by them, stock, money or possessions while travelling to/from or during the event.
  • Exhibitors are required to have and are responsible for their own Public Liability Insurance.
  • Stands may not display any product or promote any service other than their own. Stand sharing is not permitted (unless by prior written agreement with Silverlinings).
  • The positioning of Exhibitors within the exhibition is at the absolute discretion of the organisers.
  • In the interest of Health and Safety stands should be manned at all times whilst the show is open and should not be dismantled until after closing time or by express permission of the organisers.
  • Specific venue instructions are issued ahead of any wedding fair in the ‘exhibitors packs’, these provide details specific to that particular venue and are in addition to the terms listed here.

After the event

We send a contact list of couples who registered to attend and couples who registered on the day; you must handle any data we supply to you with care and as confidential – you must not share them with any third party. Should you use email i.e. outlook or similar to contact attendees YOU MUST ensure email addresses are secure i.e. use blind copy (Bcc and not ‘To’ or ‘Cc’).

Under the Data Protection Act any business contacting couples by email MUST offer the option for them to opt out of future marketing and if requested agrees to remove their details from any database.

Personal data should not be held longer than appropriate, we hold personal data supplied until the stated wedding date (where a date is supplied) or 2 years from date of collection (sign-up). Data is supplied to you on the basis that you agree to handle this data in the same manner. The provision of Registration Lists is made under license of the Data Protection Act 1998. It is illegal to pass on this information to any business who has not attended the event. Exhibitors who break this condition will be liable to prosecution. For more information on The Data Protection Act 1988: https://www.gov.uk/data-protection/the-data-protection-act

Late bookings

Bookings made within 6 weeks of a wedding fair date must be paid in full within 14 days of booking confirmation. Bookings made within 4 weeks of a wedding fair date must be paid in full within 48 hours by either bank transfer or PayPal.

Non-payment

If we do not receive your payment in full 4 weeks before the wedding fair date, we reserve the right to look for a replacement attendee to fill your space. If we should find a replacement attendee we will offer them your space. Your deposit is non-refundable; we may, but are not obliged to, partially refund your deposit and this is at the discretion of Silverlinings team.

Non-attendance

Should you book a space at a Silverlinings wedding fair and not attend your deposit will be forfeit and we will insist on payment in full for the event. If payment has been made this will not be transferable to another fair.

Please only book if you are sure you or a member of your team / business can attend in your place.

Additional points

  • You may be asked to remove services/products not agreed in advance.
  • Companies/businesses other than the one named on the invoice may not be represented in any way. No literature/cards or flyers may be displayed or given out on behalf of ANY 3rd party.
  • Full payment must be made in line with the timescales listed above
  • Any companies with monies outstanding from previous events will need to bring their account with Silverlinings up-to-date before any further events will be considered.

Cancellation

If any booking is cancelled for any reason, the deposit is non-refundable.

If a cancellation is made less than two weeks prior to the event, the full amount is payable.

Web page

As part of their booking, exhibitors receive a Silverlinings web page listing, which remains in place for the season (A – January to June, B – July to December).

Additional features and area coverage may be purchased as advertised in our media pack.

Wedding Guide Advert

We create and publish the Silverlinings wedding guide in July and again in December each year for distribution thereafter. Adverts for inclusion into the guide must be agreed prior to 01 July and 01 December deadline to allow Silverlinings sufficient time to lay out, publish, print and then distribute the guide in a timely fashion; we will refer to this deadline as the guide advert deadline.

Guide advert

If you have advert artwork already this will need to be supplied to our publishing partner before the guide advert deadline i.e. 01 July or 01 December. If you do not have artwork already created our publishing partner can help with this for a small fee (contact us for details).

  • Adverts created with our publishing partner will be sent to you for approval and sign off. It is your responsibility to check the adverts accuracy including contact details before the guide advert deadline - Silverlinings will not be held responsible for errors or omissions.
  • All images/logos/artwork used in your advert must be copyright free or you must have permission from the copyright owner to use within your advert which will appear in our wedding guide.
  • Advert artwork prepared for print, must fit within our Guide dimensions; if your advert needs re-sizing our publishing partner will advise you and gain approval prior to print (there may be a small additional cost for this). In the event you do not respond to this request for approval we will assume your agreement for print.
  • Any adverts we deem unsuitable or inappropriate for publication could be withheld from publication.
  • Any companies with monies outstanding from previous guide appearances, will need to bring their account with Silverlinings up-to-date before any further guide adverts will be considered.

Booking

  • Deposits for wedding guide adverts are required within 48 hours of Silverlinings confirming your booking either by bank transfer or PayPal.

7 weeks before

  • Guide advert deadlines which are more than 7 weeks away only require a deposit to secure your advert place.

6 weeks before

  • An invoice for the outstanding balance will be issued requesting payment in full. Our payment terms are 14 days from date of invoice.

4 weeks before

  • Payment in full is required with cleared funds in our account. We do not automatically issue receipts if you require one please contact emma@high-times.co.uk

Late bookings

Bookings made within 6 weeks of a guide advert deadline must be paid in full within 14 days of booking confirmation. Bookings made within 4 weeks of a guide advert deadline must be paid in full within 48 hours by either bank transfer or PayPal.

Non-payment

If we do not receive your payment or your advert in full 4 weeks before the guide advert deadline, we reserve the right to not include you in the wedding guide. Your deposit is non-refundable.

Flexible payments options

We can offer a monthly payment option on wedding guide adverts, if you would like to know more about this please contact us using the details below.

Contact details

Should you have any questions please feel free to contact Silverlinings by email hello@silverlinings.co.uk or call Emma on 07732 285617