Berkshire Wedding Fairs Terms & Conditions

Updated November 2023

Hours and Admission

Sunday Wedding Fairs are open to the public from 11.00am to 3.00pm unless stated otherwise.  If applicable Bridal fashion show times are usually at 1.00pm but this can change. All timings can be subject to change. Admission and parking for customers is free for attending wedding fairs.

Up to date details can be found on our social media pages.

Set up of Stands

Exhibitors can arrive approximately one and a half hours prior to public opening times to set up and should be ready 15 minutes prior to opening time. Stands should not be dismantled until the close of the event. Ensure all packaging/wires etc are safe and hidden from sight. Please note that photos might be taken for marketing purposes, please advise us if you are not happy to participate.

Insurance

Berkshire Wedding Fairs are not responsible for either the person or items of the exhibitor or the venue and therefore bear no cost. The exhibitor should obtain their own insurance and public liability insurance to ensure cover in the event of any damages. The exhibitor should adhere to the health and safety requirements of the venue. An exhibitor must be able to provide evidence of a valid policy including policy number, insurer, and limit of indemnity.

Payment

If you book within 8 weeks of your chosen fair full payment will be required at time of booking, if you have chosen to only pay a deposit, your balance will be due 8 weeks prior to the date of your first fair.

If you have an outstanding balance which is not paid on time, Berkshire Wedding Fairs have the right to retain your deposit and resell your space. On receipt of payment being received you are accepting the terms and conditions as stated here. If a cheque does not clear and has to be resubmitted an additional administration charge of £10.00 will be made. See booking form/email for cost. Payment by bank transfer is preferable.

Cancellation

If an exhibitor is unable to attend the fair booked and gives 8 weeks’ notice a £30.00 admin fee will be charged and any balance refunded, any less than 8 weeks’ notice and the full payment is non-refundable. The booking/payment cannot be transferred to another fair. We reserve the right to re-sell your cancelled stand to another supplier and regardless of whether they offer the same product or service your cancellation will still remain non-refundable. If the venue cancels the fair for whatever reason monies will not be refunded by Berkshire Wedding Fairs. In the case of extreme weather conditions where the event has to be cancelled, or if there are any health and safety concerns, Berkshire Wedding Fairs are unable to refund any monies paid. Wherever possible the fair will still take place but be run by the staff from the venue. If you do not turn up on the day of the fair you have booked and paid for, no transfer or refund will be given. If Berkshire Wedding Fairs have evidence to prove that an exhibitor has not been professional in their dealings with customers, we have the right to cancel stands without refund. If you are unable to attend on the day, please advise us by mobile as soon as you can.

Lunch/Refreshments

Lunch is not included in your stand cost. Drinks are usually available all day, but this is dependent on each venue, you will be notified of this in advance on your instruction email.

Literature

Should you require your marketing literature to be distributed in our tote bags this can be done with prior agreement at a cost of £30 per fair. Under no circumstances can you distribute flyers from your stand from other companies other than your own without previous agreement/payment, if this is done, we will remove. Flyer distribution is not included in your stand cost and as the bags are made in advance, we reserve the right to decline additional flyers to be added on the day.

Exhibition Stand Details

Each stand comprises of table and chair which could be 6ft/5ft/4ft/or a round table – depending on venue; and table linen (unless advised otherwise.) Space is only guaranteed for one pop up banner. If you require electricity or have backdrops, please advise at time of booking. If you have requested power, please bring an extension lead. We limit the amount of stands per category and spaces will be allocated on a first come first served basis, although we do offer spaces to the venues preferred suppliers first. Stands will be allocated dependant on requirements and in accordance with fire and safety regulations. Stand sharing or subletting is not permitted unless prior agreement is made with Berkshire Wedding Fairs. Special requests will be considered but not guaranteed. Do not occupy any space other than what has been allocated to you. A copy of the registration list is not part of this contract and cannot be shared due to GDPR.

Legal Requirements

Only products/services/material/literature shown on the booking form may be displayed. All promotional/display material must comply with Curtains/Fabrics/Drapes/Banners BS5876 Part 2 Test B and/or floor coverings BS4790 Low Categories. Fire Escape routes must be kept clear and wall mounting is not permitted.

Any electrical appliance that is fitted with a 3 pin domestic plug is required to be tested on a regular basis to ensure that it is in a safe working condition. If using an electrical extension lead, please unravel it in full before using. The best way to ensure the equipment’s’ safety is to carry out Portable Appliance Tests (PAT). The Portable Appliance Test is a series of checks carried out on the equipment to check safety aspects meet the required standard.

The tests can be carried out as follows:

  • Visual Inspection: the equipment is checked for signs of any visible damage such as cracked plugs or split cables.
  • Earth Continuity: equipment is tested to ensure it has a satisfactory earth connection.
  • Insulation: equipment is tested to ensure the insulation of the equipment is satisfactory.
  • Leakage: equipment is tested to ensure that the leakage back to earth is minimal.
  • Each appliance should be suitably marked to record the examination date or display the date for retesting and the result of the test (passes or fails).

As an exhibitor offering a service/product you must have the correct requirements for public liability insurance.

Data Protection

As the exhibitor, you give consent for both Berkshire Wedding Fairs and the venue to publish details about your company, usually we link your pages from Facebook and Instagram for advertising purposes. Photos may also be taken for advertising purposes.  Upon your initial enquiry we will automatically add you to our database to receive future correspondence.

Covid

As the pandemic is currently in a period of stability and there are no restrictions to adhere to, we have removed our Covid-19 policies. If at any point the Government re-introduces restrictions which affect our fairs, we will reinstate these, and they will be added to our website. If you are testing positive we will ask that you consider not attending to protect others.

Thank You

We put a huge amount of effort into the organisation of our fairs and would ask you to help maintain our very high standards and reputation by decorating and presenting your stand as tastefully, attractively, and professionally as possible. Please respect the venue and value their policies. We want everyone to leave with a positive experience of how amazing both the wedding fair was and the excellent selection of high-quality wedding suppliers were and for the word to spread for the next fair. Dress code for all our fairs is smart/casual.

Please note that periodically we take photographs for our website and social media updates , please advise us at reception if you do not wish to partake.