Terms & Conditions Essex Pride 2018
1.1 All applications for Trade Space should be submitted on the attached booking form and returned to The Organiser. No Trade Space can be guaranteed until The Organiser has returned a confirmation letter or email and all payment for Trade Space.
1.2 If you should need to use a generator then it is essential that you will have adequate fire extinguishers for your stalls. It is the trader's responsibility to provide their own fire safety equipment.
1.3 All traders must comply with local fire, health and safety regulations and with the directions of the festival's health and safety officer.
1.4 No company or person will be allowed to trade on site without the prior consent of the festival organiser.
1.5 No subcontracting or pick stalls will be allowed without the written consent of the Event Co-Ordinator.
1.6 No third party sponsorship may be displayed on any pitch without the prior written approval of the event organisers.
1.7 Vehicle movement times and instructions must be strictly adhered to as specified by the Event Co-Ordinator.
2 Hours of Exhibition
2.1 The Organiser reserves the right to alter the hours of operation at the event without advance notice to Exhibitors, visitors and other persons.
2.2 You must have set up your stall by 11.30am on Pride Day.
3. Postponement or Abandonment
3.1 Should an event be abandoned on the day due to strikes, lockouts, poor weather, acts of God, third party or other circumstances outside the control of the Event Organisers NO refund will be available.
3.2 Where the event is cancelled or postponed by the organisers prior to the event date, a full refund of site rental will be made available to exhibitors.
4. Default by Exhibitors
4.1 Exhibitors shall be in default under the general conditions of this application form for exhibition Trade Space should they:
Fail to make payment by the due date.
Fail to physically occupy their allotted exhibition Trade Space.
Fail to have adequate insurance and proof with them on the day
Use the Trade Space in a manner that contravenes the application.
Violate any applicable law or regulation or any rule or code of conduct.
Be in breach of any item or provision of this application.
5. Exclusive Rights
5.1 The granting of exhibition Trade Space does not guarantee the Exhibitor sole right of selling or promoting their particular commodity or service unless the Organiser approves such agreement in writing.
6.1 Neither the Organiser nor their representatives shall be liable or responsible for any injury to the Exhibitor or their employees, agents, guests or visitors while within the confines of the Trade Space allocated to them.
7.1 Exhibitors shall be solely responsible for providing security for their own exhibition Trade Space. Neither the Organiser nor their agents shall be liable for any damage to property of Exhibitors or the property of Exhibitors agents, employees, guests or visitors and the Exhibitors agree to indemnify and hold harmless The Organiser and their agents against such loss.
8. Stall Management
8.1 The Exhibitor shall provide an adequate number of staff for the operation of the trade site and ensure that such staff are over the age of 16, adequately trained, clean, civil, sober and well presented at all times. The Organiser may require the Exhibitor to remove any member of staff that in the opinion of the Organiser does not meet these standards. The use of offensive or abusive or threatening language by the Exhibitor or its staff will breach this clause.
8.2 Each stall will be provided with 2 x Pride Wristbands free of charge. Where a fee has been paid for the stall. (FOC stall/pitch exempt). Additional wristbands must be purchased for other volunteers/staff members. Essex Pride will offer these at a preferential discounted rate if ordered and paid for in advance. Wristbands not pre-ordered will be available at the prevailing on-the-day rate also known as the on the gate price.
9. Stall Structures
9.1 When using temporary structures such as gazebos, awnings or tents the exhibitor must make sure it complies with Health and Safety standards. This is due to health and safety implication such has high winds, trip hazards with cables etc. The Events Co-Ordinator on the day will have the final say.
10.1 Only one stock vehicle is permitted within
the trade site area while unloading and loading.
11. Stand Cleaning
11.1 Please can you, at the end of the day, deposit rubbish in the bins provided on site. By keeping your part of the site clean ensures that the price of cleaning the whole site easier and cheaper.
12.1 Each stallholder to have public liability insurance to the value of at least £1,000,000 which covers for events ie. away from their own premises and that it will cover you on the day. Certificate copy must be supplied to us in advance and be available for inspection on the stall on the day.
12.2 No Raffles or Games of Chance with cash prizes shall be organised on any stand within the Trade Space or on any other part of the site. Apart from the fairground and amusement attractions
13. Admission Charges by Exhibitors
13.1 No Exhibitors shall charge an admission fee to their exhibit except with prior written approval of The Organiser.
13.2 Due to licensing restrictions Amplified Sound System or Radio Road shows will not be operated from any stand within the Trade Space without the written consent of The Organiser.
14. Damage to the Ground Surface
14.1 Any Exhibitors or contractor causing damage to any part of an event site or any other area will be liable to the cost of reinstatement.
15. Distribution of Literature, Display Notices & Banners
15.1 Exhibitors are not permitted to roam around the event site handing out literature. The distribution of all literature shall be confined to the Exhibitors stand area only. Displays, banners, leafleting, signage or any other style of displays are not permitted in the parking areas or on an event site or surrounding areas without the written approval of The Organiser.
16. Car Parking
16.1 Each Exhibitor will be issued, on the day, with 1 ‘Parking Pass’ for car parking. Additional car parking passes may be acquired at the discretion of The Organiser. Alternate parking can be given on the day by way of a map. Exhibitors must park in the designated "Exhibitors Car Park" or be parked on their own exhibition Trade Space if the vehicle is an integral part of the exhibit, subject to availability. Any vehicle irregularly parked in the event site or obstructing any exit must be moved immediately.
Please note: The event is in an enclosed area so there is to be NO VEHICLE MOVEMENT between 11.00am and 17.00 pm. All Vendors are to notify a Steward if movement is required outside of these times when the event is open to the public so they can be assisted from the venue.
17.1 This application is personal to the Exhibitor and shall not be assigned, transferred or apportioned. No more than one business entity may exhibit or operate in a single exhibition Trade Space without the written permission of The Organisers of the event. Further, Exhibitors shall display their products and conduct business only within their own exhibition Trade Space.
18. Prohibited Items
18.1 We cannot allow under any circumstances traders to sell:
Knives or anything that could be construed as a weapon or replica weapon.Any illegal or controlled substances.
Food, snacks, soft drinks, ice cream, alcohol, cigarettes or tobacco products of any description without written permission from the committee.
Any item purporting to be official or unofficial festival merchandise of any description, or in regard to any of the artists appearing at the event.
Any unauthorised records, CDs, videos or tape recordings.
Candles, hand held torches, flares or wands which may constitute a fire hazard or cause injury to any person.
Laser pens or other laser equipment.
Any Exhibitor found selling these products will be removed from the site and no refund will be available.
19. Explicit / Adult Materials
19.1 You must inform us at the time of booking if you intend to sell, or display, any materials or products classified as ‘adult’ or ‘explicit’.
20.1 Any cancellation made by traders less than 4 weeks before the event date will be subject to an administration charge of 50% of fees paid. Cancellation made by traders within 1 week before the event date will be subject to an administration charge of 100% of fees paid.
21.1 In the event of any disputes the Event Co-Ordinator’s decision is final.