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27 May 2023

Exhibitors booking terms and conditions 2023

  1. Applications: Exhibitor applications must be made via our website via the online booking form.

  2. Sustainability requirements: In the spirit of the event, exhibitors are encouraged to self-assess the ecological impact of their stand. In particular, we ask exhibitors to:

    1. avoid using single-use plastics and polystyrene

    2. be mindful of the use of other plastic-based items, such as cable ties, gaffa tape and Sellotape

    3. refrain from handing out single-use giveaways (recyclable/paper-based leaflets and flyers are acceptable)

    4. avoid using fossil fuel power generation such as petrol and diesel generators (if you require access to an electrical power socket, please let us know at the time of booking your stand)

    5. provide your own recycling facilities, where appropriate (centralised recycling facilities will be provided for general use)

    6. keep non-recyclable waste to a bare minimum and remove it at the end of the event.

  3. Insurance: A copy of the exhibitor’s public liability insurance, with £5,000,000 minimum cover, must be submitted at time of application.

  4. Risk assessment: A risk assessment must be completed and submitted at the time of application.

  5. Food vendors: Any vendor selling food in any condition is legally required to possess a food hygiene certificate, a copy of which must be submitted at the time of booking.

  6. Cancellation: If exhibitors wish to cancel, they should notify the organiser in writing as soon as possible.

  7. Event cancellation or postponement: If, for any reason, the Elements Fair 2023 is cancelled or rescheduled prior to the event, the organisers shall not be responsible for any costs incurred by exhibitors.

  8. Trade stands:

    1. Applications must accurately describe goods to be sold during the event. All items must comply with current Health and Safety regulations.

    2. Any electrical equipment used must hold a relevant PAT test certificate.

    3. It is the responsibility of the exhibitor to ensure their stand is safe. A risk assessment must be completed which considers any potential risk, and details actions to minimise this risk.

    4. Stands should be staffed throughout the fair’s opening times.

    5. The organisers take no responsibility for goods or equipment brought onto site.

    6. Halogen lighting, candles, naked flames and heaters are not permitted.

    7. All electrical wires must be covered with cable covers to minimise the risk of tripping.

    8. Exhibitors must ensure all items for sale comply with current Health and Safety legislation.

    9. Exhibitors are reminded of their responsibilities under the Food Safety Act 1900, the Food Standards Act 1999 and all relevant hygiene, health and safety laws and regulations and will be required to complete and return all relevant documentation as requested.

    10. Exhibitors must comply with any reasonable instructions given by any authority regarding fire precautions and safety. 

  9. Site access and set-up: Information on set-up times and access to the site will be sent nearer the time, once your application has been confirmed.

  10. Disclaimer:

    1. Every endeavour will be made to preserve the published programme of events and timings. The organisers reserve the right to make alternative arrangements, should it be necessary to make any revisions for any reason.

    2. Stand allocation is at the discretion of the organisers.

    3. The organisers reserve the right to refuse exhibitor applications at their own discretion.

    4. While the organisers will make every effort to secure a high level of attendance at the Climate Fair, no guarantee of numbers can be given.


James Remington
Event organiser

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