Terms & Conditions
For exhibiting
Definitions
In these Terms –
‘LWF’ means the London Wine Festival Limited (registered in England, No. 15088359), whose registered office is at 128 City Road, London, United Kingdom, EC1V 2NX and the ‘Exhibitor’ means the person, firm, company or other body hiring exhibition space at ‘The London Wine Festival’.
The ‘Exhibition Space’ means the space allocated to the Exhibitor at The London Wine Festival.
‘The agreement’ means these terms and conditions and the Exhibitor’s acceptance of these
Exhibitor's Responsibilities
1.1 Provide a representative stand, or work with LWF on a suitable stand, at the festival to showcase wines.
1.2 Display and serve wines within the allocated space.
1.3 Provide knowledgeable staff to engage with attendees and answer questions about the wines, or offer short training sessions to LWF staff so we can engage with attendees on your behalf.
1.4 Comply with all local, regional, and national laws and regulations pertaining to alcohol distribution and sales.
1.5 Maintain a professional and respectful demeanor towards attendees, organizers, and fellow exhibitors.
1.6 Follow event guidelines regarding stand setup, branding, and signage.
Access and use of the exhibition space
2.1 The agreement to hire exhibition space shall be binding on the parties when confirmed in writing by LWF, and shall be subject to these terms and conditions except in so far as they are varied in writing by agreement of both parties
2.2 On any day that the Exhibitor has been granted access to the Exhibition Space, normal access to the premises will be available between the hours of 08:00 and 22:00 Mon-Fri only. Access outside these hours is at the discretion of LWF and will be subject to negotiations between the parties and the venue itself.
2.3 Before accessing the Exhibition Space, you must supply the Organisers with the following information
(i) full names of all persons who are to be given access to the Exhibition Space
(ii) the company, form or other body whom each such person represents
2.4 The Exhibitor shall:
(i) ensure the Exhibition Space is not used for any other purpose other than that agreed
(ii) ensure that any proposed construction works and/or demonstrations shall comply with all necessary legislation and current regulations, including LWF site regulations
(iii) ensure that all activities associated with the use of the Exhibition Space, are conducted at all times competently by suitably qualified persons
(iv) ensure that at the end of the event the Exhibition Space is cleared of all equipment and waste to the satisfaction of LWF
(v) keep all structures within the specified boundaries. Damage to any part of the site will be repaired at the Exhibitor’s cost
(vi) ensure that all personnel involved with the Exhibition Space, wear an official Exhibitor Pass/Contractor Pass at all times whilst on the LWF site
(vii) ensure that on arrival at LWF, all persons involved with the Exhibition Space, including contractors, report to member of the LWF staff
(viii) ensure that all contractors and subcontractors in their employ abide with the above
2.5 Any contractor or sub-contractor employed by the Exhibitor in connection with the hire Exhibition Space, must:
(i) have read, understood and must comply with the LWF site regulations
(ii) comply with any statutory laws and regulations, any codes of practice and any British Standards or their equivalent relevant to Health and Safety, applicable to the intended works
(iii) not leave or close things up earlier than the end of the event on the final day of the exhibition without the consent of a member of the Event team
Charges
3.1 LWF & The Exhibitor will have agreed a payment, including any deposits, which need to be adhered to to guarantee the space.
3.2 The Exhibitor will pay the charges specified in and in accordance with, the terms and conditions contained in the contract. All stands must be fully paid within 30 days of invoice, and/or MUST be paid for in full prior to the exhibition. Only those exhibitors who have made full payment can be guaranteed an exhibition stand at the event.
3.3 In the case of non-payment by the date specified, LWF reserves the right to reallocate the reserved stand. The Exhibitor, however, remains bound by their registration contract and will have to pay the full amount, as per the signed contract. Stands will only be placed at the disposal of Exhibitors as soon as they have fulfilled all obligations as stipulated in the contract.
Liability
4.1 LWF makes no warranty as to the condition of the Exhibition Space or it’s suitability for your purpose and accepts to no liability as occupier or otherwise for any loss or damage to property, however caused, sustained by you or any person on any part of the LWF site.
4.2 The Exhibitor will be liable to:
(i) compensate LWF for all damage to or loss of LWF property however caused arising from your use of the Exhibition Space
(ii) indemnify LWF against all claims and proceedings made or brought against LWF in respect of any personal injury, or damage to, or loss of property and against all costs and expenses reasonably incurred in connection therewith
4.3 Exhibitors should cover their liability, its booth, products, and staff by an appropriate insurance policy and provide evidence to LWF that the appropriate Public Liability insurance cover is in place, if requested
Cancellation & refunds of exhibition space hire
5.1 Any request to cancel the hire of the Exhibition Space must be notified to LWF in writing
5.2 Should the Exhibitor request premature termination of the hire agreement for reasons unrelated to LWF’s contractual performance, LWF will be entitled to recover its full costs, including the costs of its sub-contractors and suppliers, related to the use of the Exhibition Space, as it’s discretion
5.3 In addition, the Exhibitor agrees that LWF will retain:
(i) 0% (zero) per cent of the contract price if the notice of cancellation is received more than One Hundred and Fifty (150) days before the start of the exhibition
(ii) 20% of the contract price if the notice of cancellation is received between ninety (90) and One Hundred and Fifty (150) days before the start of the exhibition
(iii) 50% of the contract price if the notice of cancellation is received between sixty (60) and ninety (90) days before the start of the exhibition
(iv) 75% of the contract price if the notice of cancellation is received between thirty (30) and sixty (60) days before the start of the exhibition
(v) 100% of the contract price if the notice of cancellation is received less than 30 days before the start of the exhibition
5.4 Any refunds requested due to the exhibitor’s withdrawal, will be refunded less transaction fee charges of 3.2%.
Termination by LWF
6.1 LWF reserves the right to terminate this agreement at any time.
6.2 LWF will not be liable to the Exhibitor for any compensation in respect of the termination.
6.3 The Exhibitor shall only be entitled to refund of payments made by them to LWF in relation to this contract, less the admin fee of £100.
Use of material and equipment by the exhibitor
7.1 The Exhibitor shall be responsible at his or her own expense for delivering and removing any materials and equipment to the Exhibition Space that they require in connection with the Exhibitor’s use of the Exhibition Space
7.2 If the Exhibitor fails to remove any materials and equipment within the time limits for the exhibition breakdown, LWF shall be entitled without further notice to sell or otherwise dispose of such items and to retain any proceeds of the sale
7.3 Should the Exhibitor be found to have left excessive waste in the Exhibition Space at the end of the contracted hire period, LWF reserves the right to charge the Exhibitor the necessary sum for the proper removal of the said excess waste
7.4 LWF accepts no liability for any damage to, loss or destruction of any materials and equipment brought to the Exhibition Space be the Exhibitor
Interpretation and Assignment
8.2 The Contract shall be governed by and constructed in accordance with English Law and the parties hereby submit to the exclusive jurisdiction of the English courts
Marketing and Promotion
9.1 The Exhibitor grants permission to the event organizers to use its name, logo, and promotional materials for marketing and promotional purposes related to the London Wine Festival
9.2 The Exhibitor after the event will support the LWF through providing material to use in social media and newsletters to help us, support the exhibitor to drive furthe sales
Alcohol Distribution
10.1 The Exhibitor is responsible for compliance with all laws and regulations related to alcohol distribution.
10.2 LWF will work with the Exhibitor on the allowance of the sale of bottles of wine, for customers to take home. We need to abide some rules with the venue for this, and we need to package bottles up in a specific area for attendees to pick up to take home.
10.3 No alcohol that is opened is allowed to be taken or consumed off the premises.