By completing the booking form and sending your payment, you agree to the following terms and conditions:
1. Definition
- The term ‘Exhibitor’ refers to any person, firm, or company who has applied for and been granted stand space at the exhibition.
- The term ‘Exhibition’ refers to the event detailed on the Booking Form.
- The term ‘Organiser’ refers to The Sustainable Company (Yorkshire) Ltd.
2. Booking and Payment
- Completion of the booking form and payment will secure your stall. A receipt will be sent via email to confirm the booking.
- Bookings will be stored in your personal trader area on our website. No financial data is stored by The Sustainable Company (Yorkshire) Ltd.
- Receipts for past events can be accessed by logging into your account.
- Exhibitors must arrive up to 1 hour before the Exhibition opening time. Late arrival may result in cancellation without refund.
- Invoices must be paid in full by the stated deadline unless otherwise agreed. The Organiser may reallocate unpaid bookings without refunding partial payments.
- It is the Exhibitor’s responsibility to notify the Organiser if confirmation documents are not received. Non-receipt does not justify cancellation.
3. Cancellations and Transfers
- Written notice must be given at least one month before the event to cancel a booking.
- If notice is received in time, the Organiser will attempt to transfer the booking to another suitable event. This is not guaranteed.
- If no suitable events are available or the Exhibitor is no longer trading, the balance may be cancelled. Deposits are non-refundable.
- If cancellation is made with less than one month’s notice, and full payment has been made, no refunds or transfers will be offered.
- If payment has not yet been made, the full balance is still payable within 7 days. Failure to do so may result in referral to a debt recovery agency.
4. Organiser’s Right to Cancel
The Organiser may cancel a booking if any of the following apply:
- Contract terms are breached.
- The Exhibitor fails to adhere to an agreed payment schedule.
- The Exhibitor ceases or threatens to cease trading.
- The Exhibitor behaves disruptively or harms the event’s reputation.
- The Exhibitor’s product or service is unsuitable for the event.
- The event is cancelled due to external factors beyond the Organiser’s control, including but not limited to war, terrorism, pandemics, or natural disasters.
5. Refund Policy
- Deposits are non-refundable, but may be transferable in accordance with the cancellation terms.
- Refunds are not issued as standard but may be granted at the discretion of the Organiser.
- If no alternative is found, standard cancellation terms apply.
6. Changes to Event Details
If the event date or time is changed by The Sustainable Company (Yorkshire) Ltd, Exhibitors will be offered a place at an alternative or rescheduled event.
7. Exhibitor Responsibilities
- Exhibitors must remove all items and rubbish from the venue after the event. Failure to do so may result in a £50 charge or loss of future booking privileges.
- The Sustainable Company (Yorkshire) Ltd holds public liability insurance of £5 million. This may be void if trip hazards (such as bags or boxes) are left in walkways.
- All packaging and spare equipment must be cleared before the fair opens to the public.
- The Exhibitor is responsible for their own stock, furniture, and fittings. The Organiser is not liable for any loss or damage.
