GENERAL INFORMATION, GUIDELINES, TERMS & CONDITIONS FOR EXHIBITORS
IMPORTANT INFORMATION
Please read the following information carefully. It gives general guidance, rules, regulations, terms and conditions for standing as an exhibitor at all our events
Every exhibitor shall participate in each event entirely at his or her own risk in every respect. Each exhibitor shall absolve Rosebaskets from all responsibility for such risks, including personal injury, loss or damage to property: however any injury occurs. Loss or damage that may be caused by fire, theft, inclement weather, interruption of power, defect in the equipment and building or failure of the venue to perform to expectations. Rosebaskets cannot be held responsible for any loss of profits (actual or perceived), for damage or theft of exhibitors stock, strike or industrial action, interruption of power or services, or failure of press material to appear. Rosebaskets does not provide Public Liability Insurance or other insurance cover for theft or damage to exhibitors stock and recommends that adequate insurance against all risks. It is a condition of booking that exhibitors absolve Rosebaskets from any responsibility for refunding fees paid by them expect as specified under these conditions.
POINTS TO NOTE PRIOR TO BOOKING
We allow upto 8 stands out of a possible 40 (20%) to sell the same type or style of products at all our events. Popular products like cards, bags and jewellery often take up their full quota. Other products like pictures, framed prints and paintings may also have competition and no one is granted exclusivity or sole rights to sell their class or type of items. If you are in any way adversed to others selling similar products at our fairs then please consider this very carefully before applying to stand.
Exhibitors should be aware that while every effort is made to avoid the same or similar types of goods being allocated tables opposite or adjacent to each other it may not always be possible to do so.
Exhibitors should be aware that while every effort is made to introduce a wide and varied selection of items on sale at our fairs it is not possible to vett exhibitors who stand at each event. Products genuinely hand crafted are unique. Bought in craft style items and gifts are welcome at our events though they are not unique or exclusive and there is a possibility for duplication by other exhibitors which Rosebaskets accepts no responsibility.
GENERAL
Our fairs are held indoors. All our events have no entrance fee. All our events have free car parking. All venues are booked in good faith with the owner/management. Rosebaskets are not responsible for any facilities or scheduled events organised by any venue not directly related to the event. Everyone is welcome at our events, however if you bring your children you are responsible for their supervision and care at all times. Disabled users are welcome to exhibit and attend at all our events. If you are disabled and have any special needs please contact us with your requests and we will do our best to accommodate your requirements.
MEALS AND REFRESHMENTS
Refreshments are NOT normally provided. You are advised to bring any food and drink you require with you on the day. Meals and refreshments are available to purchase at each venue, and each establishment sets its own prices.
PRESENTATION
We, like you, want our events to go well and attract future customers again and again. Presentation is very important. The better each stand looks the better impression the event gives and encourages visitors to purchase more items. We ask that each stand is covered to three sides with material. This hides stock and boxes not on display and creates a good overall look for the fair. Please provide your own material, which you think will most enhance your items and promote the event to customers.
BOOKINGS
Bookings are accepted on a first come first served basis to members in the first instance. Bookings are only accepted by post on the appropriate application form, when sent with the full fee enclosed. Cheques should be correctly completed, dated and made payable to Rosebaskets. Post dated cheques will NOT be accepted. Booking forms sent without a correctly completed application form and/or cheque will be returned to sender for resubmission. Applications will not be considered until the date on which the application form has been received or resubmitted. Booking forms are available from Rosebaskets on request by post, phone or email. Application forms are also available during the month of January at www.rosebaskets.co.uk which may be printed off and used. The organiser reserves the right to decline any booking for any reason and discussion will not be entered into. Rosebaskets accepts no responsibility for application forms or cheques lost in the post. The organisers decision is final.
CANCELLATION
If the event is cancelled by Rosebaskets any payments made will be refunded in full. If the event is cancelled by the venue then any and all payments will be returned in full. No liability is accepted for any other loss. If YOU decide to cancel for ANY reason your deposit will NOT be refunded. If you have paid for your stand in full then the full fee minus £10 per fair will be transfered to the next event or returned to you by cheque within 14 days. Any applicant who cancels their bookings without legitimate cause (as determined by the organiser) will NOT be entitled to stand at any future events organised by Rosebaskets. If any fees have been paid for future fairs these will be returned in full.
INSURANCE
It is advised that each exhibitor has their own Public Liability Insurance. Rosebaskets (or anyone representing them in an official capacity) does not accept any responsibility for any loss (whether inconsequential or otherwise), damage or claims caused by exhibitors or members of the public. All goods including any packaging or labelling, must comply with all current guidelines and regulations. You are responsible for your own stock and no responsibility can be accepted for damaged or stolen goods by Rosebaskets or the venue holding the event.
ITEMS FOR SALE
All items for sale by each exhibitor MUST have been listed on the booking form and approved by Rosebaskets. The first item listed on the booking form should constitute the major part of your items for sale, you will be categorised and allocated accordingly according to your description. Please avoid where possible the listing of lots of generic items. Any items displayed that have not been approved MUST NOT BE SOLD. For example candle / soap exhibitors must not sell jewellery without expressed permission. The organiser may require that any unauthorised item be removed if deemed inappropriate. If an exhibitor fails to remove any item when asked to do so they will be required to cease trading immediately.
HEALTH & SAFETY
Exhibitors are responsible for their own and others health and safety while attending any event organised by Rosebaskets. Each exhibitor is solely responsible for their own space and work area. They must also be aware of the health and safety of others and act accordingly to minimise any risks. If any equipment is used, make sure it is out of reach of the public. Any cabling must be secure and not be put anywhere likely to cause a trip or other accident. If you use lighting for your stall please make sure that bulbs are out of reach/guarded and not likely to cause an accident. Any material used over tables must be clear of all walkways at all times to avoid trips and other accidents. PLEASE ACT RESPONSIBLY AND USE COMMON SENCE. IF YOU ARE NOT SURE PLEASE ASK FOR HELP. All accidents MUST be reported IMMIDIATELY to the reception of the facility and any/all accident books and forms MUST be completed to the satisfaction of the facility representative in order to meet all health and safety requirements.
FIRE
All fire doors and escapes MUST be kept clear at all times. Familiarise yourself with the location of fire exits and the rules regarding evacuation procedures in case of fire. In the unlikely event of a fire alarm sounding, GET OUT AND STAY OUT, until you are given permission to return. The room will be secured by venue staff while you are out of the building.
ELECTRICAL EQUIPMENT
All electrical equipment used by any exhibitor should have a current safety certificate issued by a qualified electrical contractor. Use of any electrical equipment other than lighting & extension cables must have the permission of the organiser. Extension cables will not be supplied and you must supply your own if you require electricity. Only stands near to sockets will be authorised to use them.
START AND FINISH TIMES
Setting up is normally from 8am on the day of each event unless otherwise stated. Please do not arrive prior to this time as entry will be refused. Each events doors opens at 10am and close at 4pm. Exhibitors should be ready to exhibit their goods between these times. Exhibitors are requested NOT to start to pack their goods until after 3.30pm. In any event loading should not commence prior to 4pm. All exhibitors should leave the venue car park by NO LATER THAN 5pm.
REFUSE
Each exhibitor is responsible for removing all their own items from the event, including any and all packaging, boxes and refuse. Please do not leave rubbish at the venue. We would like to return to our venues again and need to create a good impression. REMEMBER IF YOU BROUGHT IT TAKE IT HOME.
FEES & CHARGES
All fees and charges must be paid for in advance or on the day in respect of cancellation bookings. Any fees and charges not paid for by 4pm on the day of the event will incur an additional administrative charge of £20. It is your responsibility to find the organiser or organisers representative prior to the end of the day and present him/her with payment.
PARKING, LOADING AND UNLOADING
Unloading of stock is usually allowed at front, rear or side entrances to events prior to 9am. No parking except in car parks or exhibitors designated parking areas is allowed after 9am. Please pay attention to staff and always follow their instructions. NEVER block entrances and exits, or other vehicles and always be vigilant. Please do not reload your vehicle prior to the close of the event usually at 4pm. Park in the car parks provided and do not park in disabled or coach spaces unless you are licensed to do so.
EQUIPMENT
Rosebaskets will provide each exhibitor with a table of approximately 6 feet x 2 feet (subject to availability) and a chair (to sit on) for use at each event. Each table will be allocated a pitch and a table number. Each exhibitor will usually be informed of their table number prior to each event, with the exception of exhibitors who have been allocated a cancellation space. The position and location of each table is entirely the decision of the organiser and venue manager and allocations may need to be changed, swapped or relocated without prior notice. Exhibitors are issued with a table number on the understanding that the position and location of their allocated table may need to be changed on the day as dictated by circumstance and positions cannot be guaranteed. The number relates to the table issued and not to the pitch it occupies. If a table needs to be relocated or repositioned for any reason the organisers decision is final and no discussion will be entered into. Further chairs may be available for use, this is subject to space and position of the stand. Some tables will occupy a back wall position. Walls may be used for display purposes and to prop up display boards pictures etc. in addition to the tables provided. Make sure NO DAMAGE occurs to any part of the venue. Any damage caused will be the sole responsibility of the exhibitor and will be chargeable. DO NOT USE NAILS, PINS OR OTHER ITEMS to secure goods and materials to walls, floors, ceilings furniture carpets, curtains etc.
ADDITIONAL EQUIPMENT
Other display equipment may ONLY be used when there is space available AND with the prior permission of Rosebaskets, for which an additional fee will be payable. These include stands, rails, rods, side tables, easels, boards, frames, chairs, mannequins & other display equipment which provides additional display space. If such items are used to display goods then they will be removed until the doors close at the end of the day and the exhibitor will be in breech of the rules governing the fairs and will not be permitted to stand.