Terms & Conditions
Exhibitors at EYF 2018 (Exhibitors) have the option to ship goods to Edinburgh in advance of the event, strictly subject to the following terms and conditions.
Edinburgh Yarn Company Limited (the Organisers) have researched options, identified, met with at their premises, and agreed requirements & specifications with the freight handling service provider named below.
With respect to all aspects of shipping goods to or from EYF 2018 (the Event), the Organisers are not acting as service providers to Exhibitors. The Organisers are facilitating the shipping process to the benefit of the Exhibitors, and are acting on a reasonable endeavours basis only.
** UNDER NO CIRCUMSTANCES SHOULD ANY ITEMS BE SHIPPED DIERCT TO EDINBURGH CORN EXCHANGE (the Venue)
2. Freight handling service provider
Forth Movers, Unit 4/2 Borthwick View, Pentland Industrial Estate, Edinburgh EH20 9QH, UK, phone: +44 (0)131 440 4421
3. Announcing the shipment
Exhibitors must notify the Organisers as soon as their shipment has left them, using only the dedicated shipping announcement form, no later than 5pm on Tuesday 6th March 2018. A maximum of one consignment will be processed per exhibitor exhibitor, unless agreed otherwise.
The Organiser offers the option for Exhibitors to ship goods, but please be aware that we cannot deal with the facilitation and administration of shipping free of charge.
a. Costs incurred by the Organisers will be re-charged to Exhibitors as follows:
A basic set-up charge of £35 plus VAT (regardless of the number of boxes shipped) will be payable to the Organiser. This will contribute to the cost of:
b. Costs of the Freight handling service provider will be re-charged by the Organisers to Exhibitors on a ‘straight-through’ cost basis (plus VAT). The following costs will be apportioned to and recovered from the Exhibitors:
The amount charged on the invoice will be made up of: Administration fee (£35), charge per parcel (£10), plus optional insurance charge (£5 per £1000 value). All prices stated are exclusive of VAT.
An exhibitor sending 4 parcels will be charged £75 plus VAT (without insurance option).
An exhibitor sending 6 parcels with insurance added for storage facility will be charged £95 plus VAT plus £5 per £1000 declared value of goods. Assuming that the insured value would be £4500, the total amount payable would be £120 plus VAT.
5. Invoicing and payment
Prior to the Event, the Organiser will send an itemised invoice to the Exhibitor for all shipping costs. This invoice will be payable immediately and must be settled by 12th March 2018 at the latest.
Key dates are as follows, and will be strictly applied:
7. Tracking shipments
We strongly recommend that Exhibitors use a courier service offering traceable shipping, to be able to check progress & status of your shipments yourself. Please note, the Organisers will not get involved in tracking, tracing or chasing shipments.
8. Damage, theft and missing packages
Items shipped will be stored by the freight handling service provider in an established, commercial storage facility on the outskirts of Edinburgh.
The freight handling service provider will take reasonable precautions to keep goods safe and to protect their condition, but neither Edinburgh Yarn Company Ltd or Marco Leisure Ltd (operators of the Venue) accept responsibility, and will not be liable for any damage, theft or missing items. This includes loss of potential profit. Exhibitors ship goods entirely at own risk.
The insurance cover arranged by the freight handling service provider, gives cover only for the time that goods are within their control. Should an insurance claim against this cover be required, it will be managed and administered wholly by the Exhibitor. The Organiser will not be involved.
Exhibitors should make appropriate insurance arrangements to cover goods from point of origination, to point of receipt by the freight handling service provider.
9. Packaging & dimensions
Please use only sturdy cardboard shipping boxes for your goods, sealed with good quality parcel tape.
Approximate size of boxes should be: 60cm x 60cm x 60cm with a maximum weight of 20kg each.
Any goods inside boxes should be protected by plastic wrapping in case of damage to the outer packaging.
Under no circumstances should goods be shipped on pallets. Any items presented to Forth Movers on a pallet will be refused.
All shipments must be clearly labelled (on each box) to include the following information:
a. ‘Edinburgh Yarn Festival’
b. the Exhibitor’s business name ON ALL SIDES for easy distribution of the goods on set-up day.
11. Distribution of goods during set-up
We will dedicate a team to the task of distribution within the venue, and will endeavour to have your goods moved to your exhibition stand before set-up.
Timing on the day will be dependent on the volume and weight of shipments we have to deal with, and the availability of trolleys. Trolleys are property of the Venue, and the Organisers cannot guarantee availability.
Goods will only be released if shipping charges have been paid in full.