In these terms and conditions, “Organisers” means Edinburgh Yarn Company Ltd; “Exhibitor” means any person, company or organisation and the staff or agents of that person, company or organisation taking display space; “Event” means the Edinburgh Yarn Festival 2018; “Venue” means Edinburgh Corn Exchange.
2.1 Bookings will not be accepted from agents or third parties. Submission of the online Exhibitor’s Application Form is binding confirmation of the Exhibitor’s commitment to take the space booked to exhibit the goods described in the application, and of the Exhibitor’s acceptance of these booking terms and conditions, including the cancellation policy.
2.2 By submitting the Exhibitor’s Application Form, the Exhibitor accepts without reservation the following:
2.2.1 The prices and terms set out in the Exhibitor’s Application Form;
2.2.2 All requirements and provisions contained in these terms and conditions and any reasonable instructions subsequently issued by the Organisers;
2.2.3 All regulations laid down by the Local Authority applicable to the Event and the Venue;
2.2.4 All regulations laid down by the Venue including but not limited to security, health and safety, fire and traffic;
2.2.5 All current Health & Safety regulations.
3. Exhibition Floor Plan
3.1 The layout of the exhibition space will be finalised in early 2018.
3.2 Sizes selected on submitted application forms may not be available. If this is the case an alternative size will be offered during the confirmation process.
3.3 Exhibition space in the Concourse area of the venue attracts a 15% uplift in pricing.
3.4 The Organisers reserve the right to alter the layout of the exhibition at any time and in any respect without notice.
3.5 The exact location of the Exhibitor’s space in reference to the layout is subject to changes and entirely at the discretion of the Organisers.
3.6 Exhibition displays must stay within the allocated floor space at all times.
4. Health & Safety
4.1 It is the responsibility of the Exhibitor to ensure that his/her staff and any supplier/contractor working on his/her behalf are familiar with and abide by all current UK and European health and safety regulations. The Exhibitor is responsible for health and safety in respect of his/her stand during the Event.
4.2 In order to create and maintain a safe environment at all times, all Exhibitors and contractors must abide by reasonable instructions from the Organisers and/or the Venue.
5.1 Each Exhibitor is responsible for the security and insurance of his/her own display and its contents.
5.2 Each Exhibitor must provide evidence of Public Liability Insurance (to be included with the signed Exhibitor‘s Application Form) as follows:
5.2.1 A copy of the Exhibitor’s insurance certificate showing: name or company name, proof of public liability cover including amount of cover and dates of cover, and proof of payment.
5.2.2 Public liability insurance cover must be to a minimum of £2million
5.2.3 Exhibitors must submit a copy of their public liability insurance certificate when requested, by the set deadline. If the Exhibitor’s insurance certificate expires before the date of the Event, the Organisers will require a copy of the renewed policy certificate as soon as it is available. Failure to submit a valid insurance certificate will result in the cancellation of the stand hire with no refund of the hire fee.
5.3 The Organisers reserve the right to reallocate exhibition space without refunding the Exhibitor if the proof of insurance is not supplied by the deadline dates stated above.
5.4 Exhibitors are responsible for their property and no liability for theft, damage or other loss of property is assumed by the Organisers. Security arrangements outside public opening times are as follows: the Venue will be locked and there will be absolutely no admission from outside or from adjoining public buildings.
5.5 Exhibitors must provide the Organisers with a risk assessment of their exhibition area. This will be due 2 weeks before the event.
5.6 Exhibitors can leave their vehicles at their own risk at the Venue’s car park. Windscreen signage provided by the organisers must be displayed at all times. This should state your stand number, name and mobile phone number. Template notices will be issued at check-in. Vehicles are parked at the owner’s risk.
6. Opening Hours and Set-up and Breakdown of Exhibition Stands
6.1 All Exhibitors must be available for check-in on Wednesday, 15th March 2018 from 2pm - 6pm (when check-in closes). Set-up will need to be finished by 8pm that evening. A late check-in fee of £50(+VAT) will be applied for arrivals after 6pm. Check-in on Thursday morning is not an option.
6.2 Opening hours for the marketplace will be 9am-5.30pm on Thursday 15th March 2018, 9am-5.30pm on Friday 16th March 2018 and 9am-5pm on Saturday 17th March 2018. Note that the official opening times on our website will state the opening times on both days as 10.00am. This is for the general public. All class students will have premium access to the market place 1 hour in advance, from 9am on Thursday, Friday and Saturday.
6.3 No items may be removed or display breakdown commenced before the official closing time of the exhibition – 5pm on Saturday 17th March 2018
6.4 Any Exhibitor failing to vacate the Venue of his exhibition furniture, goods and waste by 11pm on Saturday, 17th March 2018 will be held liable to pay any related costs that may be levied on the Organisers by the Venue.
6.5 Each Exhibitor is responsible for the removal of all litter and waste from his / her stand and any charges imposed by the Venue on the Organisers for non-removal of waste shall be passed on to the Exhibitor.
6.6 Stands must be staffed at all times. Please make appropriate arrangements if you are also teaching a workshop.
6.7 Children (of any age) are not permitted in the venue during check-in and set-up on Wednesday.
7. Staff Identification and passes
7.1 All Exhibitors and their staff must wear the identification badges issued by the organiser at all times.
7.2 Additional staff can be issued with Exhibitor weekend passes by prior arrangement with the Organisers. Please refer to the application form for costs per weekend pass.
7.3 Exhibitor passes are not transferable.
7.4 Exhibitor passes are exclusively for the use of exhibition staff and may not be passed on to exhibition visitors.
8. Stand furniture, goods, equipment and displays
8.1 All materials and furniture brought onto the Venue premises must comply fully with health and safety requirements.
8.2 Exhibitors must ensure that all electrical equipment is checked and PAT certified by a suitably qualified electrician. All electrical equipment brought in will be checked for the required certification.
8.3 All goods on display must be of the same quality and description to that specified in the application form.
8.4 Exhibitors have a responsibility to maintain a tidy and attractive stall at all times during the Event.
8.5 Exhibitors must make best efforts to provide enough stock for both days of the Event.
8.6 Exhibitors will not be permitted to distribute promotional material or display signage anywhere within the Venue, other than within their allocated exhibition area. Promotional material for other events may not be displayed anywhere in the venue, including exhibitors stands.
8.7 Exhibitors must be available in person for check-in and set-up on Wednesday 14th March 2018 from 2pm onwards. Set up on Wednesday evening ends at 8pm with no further access to the Venue until 7.30am on Thursday morning.
8.8 The rear doors, backing onto the loading bay of the Venue, will be open for restocking between the hours of 7.30am and 9.00am on Thursday, Friday and Saturday morning. After that these doors will be used for emergency access only.
8.9 Goods displayed or sold by Exhibitors must not infringe the copyright or other intellectual property rights of any third party in any way, and the Exhibitor will defend and fully indemnify the Organiser should any infringement of the intellectual property rights of any third party be alleged or proven in law.
8.10 The range of goods for sale must be aligned with the information provided on the application form.
8.11 Advertising material and flyers may not be distributed or laid out throughout the venue. The Organisers reserve the right to remove any advertising material distributed without prior notice.
8.12 Exhibitors may not display advertising material for any other events unless specifically agreed and with the Organisers in writing at least 4 weeks prior to the event.
8.13 Exhibitors may only distribute promotional material relating to their own, represented business, at their own stand. Public areas may not be used to lay out or distribute flyers or any other promotional materials.
8.14 The exhibition area is only to be used for selling and showing goods unless otherwise agreed with the organisers. Activities must be approved by the Organisers and notice given no later than 4 weeks prior to the event.
9.1 Exhibitors shall not cause any damage to the Venue or venue equipment, and shall make good any such damage at their own expense. Any reparations for damage caused by an Exhibitor will be negotiated and managed direct between the Exhibitor and the Venue.
9.2 Exhibitors park their vehicle on the venue car park entirely at their own risk. The Organisers and Venue may not be held responsible for any damage by 3rd parties.
9.3 Exhibitors must display the signage provided by the Organisers in their vehicle, with the name of the exhibitor’s business clearly visible for checks.
10. Specific Venue regulations
10.1 It is not permitted by the Venue for Exhibitors to sell any food or drink.
10.2 Exhibitors may not affix any advertising materials on the inside or outside of the Venue buildings. Advertising and distribution of promotional materials within the Venue buildings will be controlled exclusively by the Organisers. The Organisers reserve the right to remove unauthorised materials and displays without notice.
10.3 Exhibitors and their staff must use only designated entrance and exit routes.
10.4 Smoking is not permitted inside the Venue.
10.5 Dogs (or other animals) are not permitted in the Venue with the exception of guide dogs.
10.6 Exhibitors and the Organisers will at all times be subject to the reasonable direction and control of the Venue Management, Security, Catering & Cleaning staff, who retain ultimate responsibility for the operation of a safe building.
11. Payment Terms
11.1 Payment for exhibition space is due on receipt of invoice.
11.2 The Organisers reserve the right to re-allocate exhibition space without notice if full payment is not received by the 1st November 2016.
11.3 The Organisers reserve the right to add a late payment charge of £20 (plus VAT) for any payments or part-payments not received by 1st November 2016.
11.4 Part-payments of full invoice amounts or paid deposits alone will not guarantee exhibition space. The full invoice amount must be paid by the invoice due date to secure exhibition space. Late payments will not be accepted and will result in the space being allocated to an Exhibitor on the waiting list.
11.5 Deposits or part-payments will not be refunded.
11.6 Senders must include the quoted invoice reference in all payment transactions to allow allocation of funds.
11.7 Exhibition stand invoices must be paid by bank transfer. We do not accept PayPal payments or cheques for invoice payments.
12. Cancellation by the Exhibitor
12.1 All cancellations must be submitted by email to firstname.lastname@example.org at the earliest time possible.
12.2 In the event that an Exhibitor wishes to cancel his space booking, or fails to meet any of the payment obligations (whether as to the amount or date of payments), then the Organisers reserve the right to apply the following cancellation charges and to re-sell the space:
Cancellation on or after 2nd November 2017:
100% of total stand cost, or amount paid to date. A part refund may be issued at the Organiser's discretion (subject to an admin fee of £50(+VAT), but the Organisers are under no obligation to do so.
13. Bankruptcy or liquidation
13.1 In the event of an Exhibitor becoming bankrupt or insolvent or entering into liquidation or having a receiver, administrator, sequestrator or trustee appointed over any of its assets, the Organisers shall be at liberty to terminate forthwith the contract with the Exhibitor and the terms and conditions relating to cancellation of space set out in clause 12.2 shall apply.
14. Force majeure
14.1 If the Event is abandoned, cancelled or suspended in whole or in part by reason of war, fire, national emergency, labour dispute, strike, lock-out, civil disturbance, inevitable accident, the non-availability of the Venue, royal mourning or a terrorist attack or any other cause not within the control of the Organisers, the Organisers may at their entire discretion repay the space rental paid by the Exhibitor, or part thereof, but shall be under no obligation to do so. The Organisers shall be under no liability to the Exhibitor in respect of any actions, claims, losses (including consequential losses), costs or expenses whatsoever which may be brought against or suffered or incurred by the Exhibitor, as the result of the happening of such an event.
14.2 It is recommended that Exhibitors consider taking out appropriate insurance against cancellation.
15. Liability and Consequential Loss
15.1 The Exhibitor agrees to indemnify the Organisers and keep the Organisers fully and effectively indemnified against any liability, damage, expense, claim or cost (including reasonable legal costs and expenses) suffered by the Organisers as a result of any negligent act or omission, or breach of these Event Terms & Conditions by the Exhibitor or Exhibitor staff and associates.
15.2 The Organisers shall only be liable to the Exhibitor for any direct loss that arises as a result of the Organiser's breach of any term of the Event Terms & Conditions. The Organisers shall not be liable in respect of any claims brought more than 6 months after the date of the Event. The total aggregate liability of the Organisers shall not exceed the total amount paid by the Exhibitor for participation in the Event.
15.3 The Organisers shall not be liable to the Exhibitor for any indirect or consequential loss however arising, including, but not limited to, losses of anticipated profits or future business, damage to reputation or goodwill, any damages or expenses payable by the Exhibitor to any third party or loss of any order or contract.
16. Intellectual Property
16.1 All contracts, terms and conditions and other documents and publications created and distributed by Edinburgh Yarn Company Ltd are subject to copyright and must not be used for any other purpose, unless by prior agreement and with written permission.
16.2 The name "Edinburgh Yarn Festival" and/or associated logo(s) may not be used to promote products or services of any kind without prior, written permission of Edinburgh Yarn Company Ltd. Any products or services offered by Exhibitors at the Event or in the run-up to the Event, may not make use of the Edinburgh Yarn Festival brand or name.
16.3 The Terms & Conditions set out here may not be copied and reused for any other event or service.
17.1 The venue provides public Wi-Fi throughout the exhibition hall, but we highly recommend Exhibitors to bring their own mobile Wi-Fi spots to connect payment devices and services.
17.2 The Organisers cannot guarantee the reliability, bandwidth or availability of Wi-Fi and do not accept any responsibility for loss of sales as a consequence of poor service.
18. Shipping goods
18.1 Any exhibitors requiring to ship any goods in order to exhibit at EYF are advised to use a courier service for interim storage and re-delivery "just-in-time" for the day of the exhibition set-up.
18.2 Shipping of goods to the venue and/or the organisers is not available unless specifically agreed on a by exception basis*. Goods shipped to the venue and/or the organisers without prior agreement will result in a fine* up to £500 per shipment.
18.2 Uplift of goods from the venue after the exhibition must be agreed specifically with the Organisers*. Failure to notify the Organisers will result in a fine* of up to £500 and potentially the loss of goods.
*The venue does not provide services for dealing with shipments unless agreed with the Organisers (and only after payment of a service fee). Every shipment arriving/being uplifted unannounced will cause additional work and cost for all parties involved. If exhibitors have a need to ship/arrange uplift after the exhibition agreement must be sought in writing at least 8 weeks in advance of the event.
19. For Exhibitors from outside the European Union: Visas and import duties
19.1 It is the Exhibitor's responsibility to make sure that where applicable, work visas for exhibition staff are obtained and import duties on goods are declared, paid and documented.
20.1 Each Exhibitor shall be deemed to have full knowledge of the Terms and Conditions and is bound by them in all respects. The Organisers reserve the right to amend the Terms & Conditions at any point. The current version of these Terms and Conditions are published on the edinyarnfest.com website.
Last update: 10th June 2017