Terms and Conditions
By submitting a completed online Booking Form or submitting a booking fee, you are agreeing to be bound by these Terms & Conditions in full. Your attention is drawn to the provisions limiting or excluding our liability or providing for you to indemnify us which are highlighted in bold text in these Terms and Conditions. It is the Exhibitor’s responsibility to obtain their own Event Cancellation Insurance and such insurance is advisable.
In these Terms & Conditions, the term ‘Exhibitor’ or ‘you’ shall mean the person, firm or company named as such on the Booking Form and shall be deemed to include all employees, agents or representatives of such person, firm or company. The term ‘WWS’ shall mean the wedding Showcase specified on the Booking Form and the term ‘Organizer’ or ‘us’ shall mean ‘Welsh Wedding Showcase’ which is the trading name of Ogwr Events, a limited company incorporated in Wales with company number 10177022.Registered office details are available upon request.
Application/Request to Exhibit
A Booking Form must be completed online through the WWS Booking portal on www.welshweddingshowcase.co.uk selecting your chosen stand size for the relevant showcase or National showcase and must contain all of the information requested. Alternatively you can send an e-mail request to firstname.lastname@example.org and an invoice will be raised for payment if there is availability. Using this method, the booking is only confirmed once the requested payment has been received. The Organizers reserve the right to accept or refuse any application for a booking without giving any reason. The Exhibitor is solely responsible for completing the Booking Form accurately and the Exhibitor warrants that the information entered by the Exhibitor into the Booking Form is true and correct.
The charges payable by the Exhibitor are as specified on the online Booking Portal relating to specific showcases, the National Showcase and required stand size and are exclusive of VAT unless specified. An initial booking fee amount is required to secure a booking. Booking fee’s vary for different showcases, and are clearly detailed on the online Booking portal, or can be requested directly from us via e-mail. However, your booking will not be confirmed until we have received your completed online Booking Form / all required information via e-mail and received either a booking fee or full payment if the showcase is within one calendar month of the date of booking, or for any reason stated by WWS, and we have confirmed our acceptance of your booking in writing (which for this purpose shall include e-mail). The initial booking fee is non-refundable unless we decline to accept your booking or you cancel the booking in accordance with the cancellation provisions set out below. All further payments must be made within the terms specified for each individual showcase and no later than the date shown on our invoice or booking agreement. Failure to settle balance payments by the requested date will allow the Organizer to cancel your booking at its sole discretion. All payments made to the organizer are non-refundable or transferable.
You may cancel your booking within 7 days of booking (i.e. the Organizer receiving a completed Booking Form or required details and the relevant initial booking fee) without charge. Any cancellation request must be notified by email and must be sent as high priority with a ‘delivery and read receipt’ notification, as assurance that the request has been acknowledged by the Organiser.
If a booking is made within 28 days of the actual date of the showcase, cancellation at this late stage will mean that the Exhibitor will forfeit their payment unless the Organiser at its sole discretion is able to, and wishes to move/transfer their payment to another showcase.
The Organiser at its sole discretion may cancel any booking at any given time without giving a reason and in such case the Exhibitor’s payment will be refunded to the Exhibitor in full within 28 days.
Should the Organiser need to cancel a showcase due to circumstances beyond their control, then the Organiser in its sole discretion may either transfer the Exhibitor’s booking to another showcase, where availability still remains for the Exhibitor’s particular category, or a full refund shall be given if the Exhibitor’s particular category is unavailable.
The organizer reserves the right to change a showcase(s) venue at any time for any reason they feel fit within a 20 mile radius of the original showcase venue. The organsiser will endeavor to notify exhibitors at least 6 weeks prior to such a change. If the advertised showcase is still being provided at a different venue, the exhibitor is required to attend under these terms and conditions. Failure to attend or a wish to cancel is the exhibitor’s decision. No refund will be actioned for any monies paid, and under this contract the remaining payment outstanding will be recovered from the exhibitor by the organizer should the exhibitors stand not be filled by a new exhibitor. Should a showcase be cancelled due to an act of god, adverse weather conditions or by any incident complete out the control of the organizer, no refund will be commissioned to the exhibitor, however at the organisers absolute discretion a credit for a future showcase may be issued, or the original showcase re-scheduled.
If the Exhibitor has to cancel his/her confirmed booking for one of our Showcase’s, we are unfortunately unable to return the deposit. Should the cancellation arise with less than 8 weeks before the Showcase, no refund can be given. In the unlikely event of a postponement of date or change of Host Venue for one of our Showcase, any bookings taken and monies paid will be transferred to the subsequent Fair mutually arranged as an alternative.
The Organiser accepts no responsibility for any costs incurred by the Exhibitor for staffing, travel, printing or any other related preparation expenses, if the showcase does not take place for any reason. It is the Exhibitor’s responsibility to obtain its own Event Cancellation Insurance to cover such situations.
Allocation of Exhibitor Space(s)
Stand space(s) will be allocated by the Organiser and although every effort will be made to accommodate an Exhibitors request(s) this cannot be guaranteed and the Organiser reserve the right to assign space as they see beneficial to the showcase, taking into consideration all other Exhibitors and their requirements, but particularly the impact any requests may make on the overall showcase. By submitting an online Booking Form you are agreeing to a contract between the Organiser and you the Exhibitor, bound by these Terms & Conditions.
How the space is allocated is at the sole discretion of the Organiser and all exhibitors agree to only occupy the space they have selected and paid for on their booking form.
Exhibitors may only promote/exhibit (including the distribution of marketing material from their stand) the business(s) that they have detailed on their Booking Form or agreed in writing with the organizer and cannot promote details of another business that is not their own or not within the category they are listed, without prior permission from the Organizer. This prohibition also applies to promoting other wedding related events that the Exhibitor may be attending or that would be in conflict with the event at which they are exhibiting with the Organiser.
The Organiser, in its sole discretion, offers all Exhibitors the opportunity to provide an additional quantity of flyers/marketing material, to be distributed in the free Bridal Bags at selected showcase (not including the National Showcase), given to all attending brides upon entry. There are no additional charges for these services and the offer does not have to be accepted. There may also be a facility to display additional material on a communal display table or selected area. Advertising in any other areas is not permitted nor in such a manner as to cause annoyance or disturbance to fellow exhibitors or visitors.
Admission charges for visitors apply as detailed at the entrance/registration of the showcases) and/or as listed on the Organiser’s website. Admission may be refused to any person that the Organiser does not wish to attend the Fayre, 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 Fayre, if the Organisers have been notified all details in advance, free entry will be permitted to ‘the couple’ but any additional members of their party will need to pay the admission charge to attend the showcase (this is with the exeption of the National Showcase).
Conduct of Exhibitors, Agents or Representatives
The Organisers reserve the right to stop any activity on the part of an Exhibitor that may cause annoyance 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 in the showcase.
The Organiser will not tolerate any conduct or behavior that is seen to be inappropriate, discriminatory or offensive to other exhibitors, then venue or visitors to the fayre.
The Exhibitor must not encroach upon exits, corridors or walkways and articles may be removed by the Organisers, with no responsibility on its part for any loss or damage by such removal. The Organizers reserve the right to eject 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 Organisers
The Organiser may notify the Exhibitor by e-mail in advance of the Showcase as to the details of the Showcase including matters such as arrival times and procedures, dropping off equipment, security, parking and other important details. The information contained in such email will replace any previous information sent regarding the procedures at the Showcase. In addition, Exhibitor support days are also provided for certain showcase days on a complimentary basis, where full information on all forthcoming showcases can be provided in detail along with other selected services being provided. It is the Exhibitors responsibility to familiarize itself with the contents of such an e-mail or to attend the support days and to ensure that such information is passed on to their agent or representative.
Exhibitors must arrive within the specified set-up times and displays must be complete and ready at the dictated times. This varies per showcase. and is always prior to the published fayre commencement time. In reklation to the National Showcase, all stands must be completed the day prior to the opening of the event. Failure to comply with this condition will result in your stand being given to another exhibitor, refusal of your entry, and a refund will not be permitted.
Exhibitors are not permitted to dismantle their display prior to the published closing time, either partially or completely. If the Organiser in its sole discretion elects to end the Showcase it will notify orally the Exhibitors or their representatives at the Showcase and the Exhibitors should then proceed to dismantle their display in accordance with these Terms & Conditions.
If an Exhibitor has to leave a Fayre at any given time during the fayre operating times, for a non-emergency related reason, prior notification must be given to the Organiser, in writing which may mean that the Organiser relocates the Exhibitors positioning within the Showcase, to lessen any impact on the Showcase ambience and as not to cause any general disruption to the Showcase or 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) that any Exhibitor who opts to ignore our policy regarding packing-down early, may be refused attendance at any future Showcase organised by the Organiser.
All display materials must be completely removed from the venue at the end of the Showcase and 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.
The Exhibitor acknowledges that the Organiser produces a listing handed out at selected showcases, containing full contact details of each exhibitor attending that specific showcase, with their contact details displayed as provided on their Booking Form. To the extent that such information contains personal data (as contemplated by the Data Protection Act), the Exhibitor consents (or confirms that is has consented) to the use by the Organiser of such personal data as set out in this paragraph. Listings for selected showcases are also provided online.
Health & Safety, Fire, and 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. Children under the age of 12 are not permitted to assist at Exhibitors stands during opening times of the Showcase Any Exhibitors offering products and services within the food industry must be registered with their local environmental health authority and hold all relevant certificates and consents, which must also be available for inspection if requested.
All helium gas cylinders must be removed from the premises immediately after the balloon display has been constructed and remain in the relevant Exhibitors storage facility (namely their vehicle it was transported in) throughout the entirety of the Showcase. Any constructed archways must be pre agreed with the Organiser and must not encroach on another Exhibitor or cause any obstruction.
All Exhibitors constructing internal display stands (of various design types) must ensure that they conform to the requirements of the Organiser and 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, so may have positioned you specifically so that no unsightly reverse side is on show. 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 either other Exhibitors or their displays, or cause a health and safety hazard if partially obstructing any exits.
It is the responsibility of the Exhibitor to be properly insured (including but not limited to public liability insurance) for any claims by any person or persons visiting or partaking in the Showcase. The Exhibitor shall indemnify the Organisers 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. The Organisers will not be responsible for the safety of any property owned by or brought to the Showcase 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 the Organisers negligence.
It is not the responsibility of the Organiser to provide electrical facilities for the Exhibitor, unless access to an electrical supply has been requested on their Booking Form or in writing via e-mail and has been agreed by the organizer. A charge will sometimes apply for certain showcase’s where external shell scheme providers are being used.. 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. 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 must be taped securely to the floor and approved by the Organiser) 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 or our strict electrical policies detailed above.
Both PPL and PRS Licenses 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 with the Organizers in advance.
Food Hygiene, Outdoor Catering, Alcohol License – 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. We require a minimum Hygiene score of 3 awarded by your local authority in order to approve your attendance at any showcase.
PMN Flyer Distribution Service
Those Exhibitors who are not present at a Showcase but have opted for an upgraded Welsh Wedding Showcase flyer distribution service, must arrange for any marketing material to arrive at the Organiser’s registered address (or such other address as the Organiser may specify in writing) no later than the 5 days prior to the Showcase date. It is the Exhibitors responsibility to ensure that they arrive and should contact the Organiser to confirm receipt. Material may only promote one business unless previously agreed with the Organiser and if any materials arrive and are found to be of a poor standard or quality, damaged, or detrimental to the standards of the Showcase or reputation of the business, the Organiser reserve the right to refuse in its sole discretion distribution of such material. Refunds or moving the distribution to another fayre, will only be applicable where materials have arrived damaged beyond the Exhibitors control (damage in transit)
Wedding transportation will be positioned externally at the venue and as determined by the Organiser . All vehicles must be clean and presentable and carry drip trays, should the vehicle need to run for any duration or have any slight oil leaks. Suitable fire extinguishers should also be available and easily accessible within the vehicle(s). Any spillages of fuel, grease or oil is the responsibility of the Exhibitor and must be cleaned to a satisfactory standard with approval and agreement from the venue. Any costs arising from clean-up situations will be the responsibility of the Exhibitor.
Personal Data – Third Parties
The Organiser operate a strict policy of not passing on any form of data, collected from visitors to our wedding Showcases, to any third parties. Exhibitors are responsible for their own data capture whilst attending our wedding Showcase(s) We ask that any such facility is clearly detailed on your exhibitor stand, disassociating the Organiser 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 the Organiser to request an exhibitor’s detail, we will be entitled to forward the Exhibitors business name, address and all relevant contact information as provided on their Booking Form (and as also published in the Exhibitor list, distributed at each Showcase and online, listing all exhibitors contact details attending the fayre) It is the Exhibitors responsibility to ensure that their contact information is accurately entered on their Booking Form or sent in writing via e-mail. Any errors submitted on the Booking Form may be duplicated in the Exhibitor Listing and it is not the responsibility of the Organiser to check or amend such information.
Should any visitors to our wedding Showcase make a direct complaint to the Organiser on more than three occasions about a particular business exhibiting at our Showcase (s), relating to any form of service, activity, trades description, manner (oral or written communication) the Organiser in its sole discretion has the right to terminate any future bookings, refunding any monies paid in respect of such future bookings. The Organiser will not be associated with any business that is unprofessional or has a detrimental effect on the actual event or overall reputation of the Organiser’s business.
Should an Exhibitor have a justifiable complaint on the day of a Showcase, relating directly to, or affecting the event and their ability to exhibit, they must address the nature and details directly to the Organiser 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. The Organiser will aim to resolve the issue, given the time, situation and feasibility of resolving the complaint to a satisfactory level for both parties.
Amendment of Terms and Conditions
The Organisers reserve the right to alter, add to or amend these Terms and Conditions and no waiver of these Terms and Conditions shall release any Exhibitor from the contract. No amendment of these Terms and Conditions proposed by the Exhibitor shall be of any effect unless agreed in writing by a director of the Organiser.
The Booking Form and these Terms and Conditions shall constitute the entire agreement between the Organiser and the Exhibitor and no statement, promise or representation (other than one made fraudulently) made by or on behalf of the Organiser (whether made orally or on the Organiser’s website) shall be binding on the Organiser unless agreed to in writing by a director of the Organiser.
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 the Organiser’s liability for death or personal injury caused by its negligence, for any fraud by the Organiser or for any liability which may not be excluded under statute, the liability of the Organiser is excluded and/or limited in the following respects.
Under no circumstances whatsoever shall the Organiser (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 Showcase or otherwise under these Terms and Conditions.
Subject to the preceding paragraph, any other liability of the Organiser 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 the Organiser in relation to a booking made subject to these Terms and Conditions.