Terms And Conditions
Terms and Conditions of booking

1. Definition
In these Rules and Regulations the term “Exhibitor” includes all employees or agents of such and the term “Exhibition”
shall be deemed to mean the Wedding Show named on the Booking Form. The term “Organisers” shall be deemed to
mean Best Brides Wedding Exhibitions.
2. Space
2.1 Applications for space must be made on the forms provided by the Organisers, and contain all information
requested. The Organisers reserve the right to accept or refuse any application without assigning any reason.
2.2 Stand space will be allocated by the Organisers in order of receipt and, wherever possible in accordance with the
Exhibitor’s choice and preference. However, consideration will be given to requirements of products to be exhibited
and the Organisers reserve the right to reassign space allocated.
2.3 Bag insertion bookings will be accepted on a first come first served basis.
3. Payment
3.1 A booking is not confirmed until an invoice has been raised. The full payment (or deposit stipulated on the
booking form) must be forwarded with the signed Booking Form. Online bookings require payment made on receipt of
invoice.
3.2 The Organisers shall give 50% refund of monies paid if notice of cancellation is received up to 31 days prior to the
event. No refund will be made on cancellation within 30 days of the event unless Organisers can re-let the space in its
entirety.
3.3 The time for such payment shall be of the essence of these terms and conditions. If the Client fails to make any
payment on the due date in respect of the price or any other sum due under these terms and conditions then Best
Brides Wedding Exhibitions shall, without prejudice to any right which Best Brides Wedding Exhibitions may have
pursuant to any statutory provision in force from time to time, have the right to sell the booked space to another
client.
3.4 Should a contra agreement (whereby an arrangement is made between the organisers and the exhibitor for an
exchange of service for exhibition space) be reached and the exhibitor does NOT attend the exhibition and is therefore
in breach of contract a penalty charge of the full cost of the space will made and payable within 7 days by the
exhibitor.
3.5 Exhibitors may not assign, sublet or grant licences in respect of the whole or any part of the space allotted to them
without the express permission of the Organisers.
3.6 For Bridal Bag inserts payment for each exhibition is required in full within 7 days of booking.
3.7 It is the clients responsibility to ensure insertions are sent to the Organiser in a timely manor. Failure to send
leaflets will still result in the balance being due.
4. Logistics
4.1 Where space has been booked and paid for but is not occupied by the exhibitor by thirty minutes prior to the
commencement of the show, the organisers reserve the right to re allocate or deal with this space, as they see fit.
Exhibitors may not sub-let in respect of the whole or any part of the space allocated to them without the express
permission of the organisers.
4.2 All additional tables requested after booking will incur a separate charge, please ensure you allow yourself enough
space prior to the exhibition as there may not be additional tables available to reserve on the day of the exhibition.
4.3 Breakdown of stands in any form is not permitted before the close of the exhibition unless written permission is
sought and given in writing by the organisers, Best Brides.
4.4 Bridal Bag Inserts must be received 10 days prior to exhibition.
4.5 All details for show programme must be submitted 10 days prior to exhibition.
4.6 No more than 2 people can be on any stand unless prior written arrangements have been made with the organiser.
The organiser reserves the right to refuse entry to additional persons.
4.7 As venues are licensed premises, exhibitors may not bring in their own alcoholic goods for own consumption or
serving to visitors unless by prior written agreement with the Organisers.
4.8 Access for set-up is available at the times set out in the enclosed details and stands must be fully dressed and
operational 15 minutes before show opens to visitors. Dismantling may not commence before the advertised closing
time of the event and must be cleared within 1½ hours of the closing time. Exhibits must not be removed and displays
must not be dismantled either partially or totally, before the closing time of the Show. All exhibits and display material
must be removed as soon as possible after this time. All Exhibitor products/materials must be completely removed
from the premises after the exhibition.
4.9 Exhibitors erecting interior displays must ensure all work conforms to the requirements of the Organiser or other
appropriate authorities and is executed within the terms of the Health & Safety at Work Act.
4.10 The Organisers do not provide any electrical facilities unless requested on booking form. Exhibitors requiring
electric must supply their own extension leads; these and other electrical equipment used on the stand must have the
appropriate PAT Certification and where applicable taping must be provided to cover loose cables.
4.11 Exhibitors with Wedding Cars will be given an allocated space which has been agreed in advance with the venue
management and no deviation from this positioning can be allowed. Suitable fire extinguishers for use on fires
involving flammable liquids must be provided by the exhibitor.
4.12 Escaping balloons must be recovered from the roof space. All helium gas cylinders must be removed from the
public areas once balloons have been filled and throughout the show. Balloon displays must not encroach on
gangways or the stand space of other exhibitors.
4.13 The Organisers undertake to make all reasonable attempts to provide necessary services for the smooth
operation of the Exhibition but accept no responsibility for breakdown or failure of such services.
4.14 The Exhibitor shall be responsible for the removal from the Exhibition premises and storage of all crates and
empty cartons not required on the stand.
5. Conduct
The Organisers reserve the right to refuse admission to any person to the Exhibition without assigning any reason.
5.1 Due to health and safety requirements persons under 18’s will not be permitted on any stand and the organisers
advise that suitable childcare arrangements are made. Under 18s are not permitted to enter the exhibitor room at any
time, unless express written permission is obtained from the event organisers.
5.2 Exhibitors are requested to ensure that all displays are of a professional standard, with no hand written or day-glo
posters. Where stands are visible from all angles, exhibitors are to ensure that stands have professional coverage.
5.3 Exhibitors can only promote and display their business product or service being that which is detailed on the
booking form as ‘Product/Service Provided’.
Peripheral products or services can only be promoted with the express permission of the Organisers.
5.4 Organisers reserve the right to remove items from display not included in the original booking form application.
5.5 The Exhibitor may distribute advertising and printing materials from own stand but must not distribute such
material in the neighbourhood of entrances or exits, nor in such a manner as to cause annoyance or disturbance to
other Exhibitors. Where a table is provided for display of exhibitors’ advertising material, then only this designated
area may be used for such purposes.
In the event of complaints, the matter shall be referred to the Organisers for their decision.
5.6 Under the Health & Safety Act 1974 and the regulations made under this Act impose duties and responsibilities
upon all employers are not reduced, regardless of whether an employee is in their own office or exhibiting at a Show.
Exhibitors must adhere to all fire and safety regulations which affect the Exhibition. Aisles and fire exits must be kept
clear. Children under the age of 18 are not permitted on the stand during opening times of the exhibition, and the
Organiser advise that suitable childcare arrangements are made.
6. Licensing and Liabilities
6.1 PPL (Phonographic Performance Limited) covers the public use of sound recordings on behalf of the artistes
concerned.
PRS (Performing Rights Society) covers the public performance of copyright musical works on behalf of the composers
and publishers.
Both PPL and PRS Licences are required by clients wishing to use recorded material (including CD/Record/Cassette/
Video) on their stands in the Exhibition.
Licence applications must be made direct to:
Karen Connor, Licensing Officer
General Licencing Department
Phonographic Performance Ltd
1 Upper James Street
London W1R 3HG
Tel: 020 7543 1000 Peter Smith, Licensing Inspector
PRS New License Centre
Performing Rights Society Ltd
Elwes House, 13 Church Walk
Peterborough, Cambs PE1 2UZ
Tel: 0800 068 4828
6.2 All exhibits must be properly protected so as to avoid danger to any person or persons visiting or taking part in
the Exhibition. The Organisers shall be indemnified by the Exhibitor against any claim or action on account of any
inquiry or damage being caused, or occasioned by any exhibit to any persons whatsoever.
6.3 Every Exhibitor hereby accepts liability for all acts or omissions of himself, his servants, contractors, agents and
visitors and undertakes to indemnify the Organisers and keep them indemnified against all liability in respect thereof
and against all actions, suits, proceedings, claims, demands, costs and expenses whatsoever, which may be taken or
made against the Organisers or incurred or become payable by them arising there from or in respect thereof including
any claims arising out of the supply by the Exhibitor of samples of any kind whatsoever whether such samples be sold
or given away free and including any legal costs and expenses and any compensation costs and disbursements paid by
the Organisers on the advice of Counsel to compromise or settle any such claims.
6.4 The Organisers will not be responsible for the safety of any property owned by or brought on to the location of the
exhibition by an exhibitor or any other person on his behalf or for any loss or damage that may occur to such property
(including any consequential loss which flows there from) as a result of any cause whatsoever (including the
negligence of the organisers). Furthermore, the organisers shall not be liable for any loss sustained by the exhibitor if
for any reason the opening of the Exhibition is prevented or postponed or delayed or abandoned. It is the
responsibility of exhibitors to provide their own Public Liability insurance.
6.5 No assurance or guarantee of any kind is offered by the Organiser and none is to be given, invoked, or otherwise
applied on the part of the Organiser, for any goods or services tendered, sold or otherwise traded at the Shows.
7. Cancellation
7.1 In no event shall the Exhibitor have any claim for damages of any kind against the Organisers or the venue owners
in respect of any loss or damage consequential upon the prevention, postponement or abandonment of the Show by
reason of the Exhibition Building becoming wholly or partially unavailable for the holding of the Exhibition for reasons
beyond the Organisers’ control and the Organisers shall be entitled to retain such part of all sums paid by the
Exhibitor as the Organisers consider necessary if, in the opinion of the Organisers re-arrangement or postponement
of the period of the Exhibition, or by substitution of another hall or building or any other reasonable manner, the
Exhibition can be carried through the contract for space shall be binding upon the parties except as to size and
position of stands as to which any modification, substitution or re-arrangement they consider necessary shall be
determined by the Organisers.
7.2 Best Brides Wedding Exhibitions may cancel forthwith any booking at any time if:
a) The Client is in breach of any of its obligations hereunder;
b) The Client ceases or threatens to cease to carry on business;
c) Any circumstances whatsoever beyond the reasonable control of Best Brides Wedding Exhibitions (including but not
limited to the cancellation, through no fault of Best Brides Wedding Exhibitions, of the venue for the Event) necessitate
the cancellation for whatever reason of the Event.
7.3 Exhibits are admitted to the Exhibition and shall remain there solely on strict compliance with these Rules and
Regulations. The Organisers reserve the right to prohibit in whole or in part and reject any Exhibitor or his
representatives in the case of failure to comply with the Rules and Regulations. There shall be no return of payment if
such rejection or prohibition is deemed necessary by the Organisers.
8. Advertisements and leaflet distribution
8.1 The artwork supplied must be for the size booked. Best Brides Wedding Exhibitions endeavours to produce a high
quality publication however can take no responsibility for the quality of the reproduction from the artwork supplied.
8.2 Leaflets must arrive no later than 7 days prior to the show date.
8.3 Best Brides Wedding Exhibitions reserve the right to refuse distribution if the material is considered unsuitable or
detrimental to the quality of the exhibition and the reputation of the business.
8.4 One leaflet is considered to be one piece of paper up to A4 250 gsm. Leaflets/flyers that are larger may be subject
to additional charges and Best Brides Wedding Exhibitions reserve the right to make additional charges should
materials be of a larger size than agreed.
9. Data Protection
9.1 All data collected from the Exhibitions is governed and subject to rules and regulations of The Data Protection Act
of 1998.
9.2 Bride data must not be sold, given or used by any third party, it is for the sole use of the Exhibitor to market their
services booked via the Exhibition to Brides.
9.3 It is the responsibility of the Exhibitor to ensure the data is safe and cannot be accessed by any third party.
9.4 Failure to abide by The Data Protection Act 1998 will result in a fine.
10.0 Amendment of Rules
10.1 Best Brides Wedding Exhibitions reserve the right to alter, add to or amend any of these Terms And Conditions.