We request all Exhibitors to agree to the following terms and conditions as part of the SH2018 Package (the Exhibition ). Individual requirements agreed with organisations will be confirmed by email. 1. Application Applications must be received by Monday 22 nd January 2018. The application is an offer to exhibit, and Spring Harvest reserve the right to accept or decline. Acceptance will be confirmed in writing (email). 2. Participation Spring Harvest is in agreement with the Evangelical Alliance Basis of Faith and Lausanne Covenant and reserves the right to ask for items to be removed from the exhibition that could cause offence or are not considered appropriate. Due to the nature of the Event, children and their parents/carers feel safe, you will be asked to read, sign and adhere to the terms of our Child Protection Policy. This document will be sent with the acceptance email and should be returned with your deposit. You will also be responsible for ensuring any volunteers or workers from outside the European Alliance hold the correct visa to work in the UK. Spring Harvest cannot take responsibility for confirming their eligibility. 3. Deposit The following deposits will be requested at time of written confirmation and payment is required within 14 days. 50 for a Harrogate only booking; 100 for a single break at Minehead or Skegness with or without a Harrogate booking; 500 for any other booking Unfortunately deposits are non-refundable (see Clause 6). Cheques should be made payable to Essential Christian. Bank transfers should be made using reference SH2018 Exhibition, Sort Code: 30-95-01, Account Number: 00771006. 4. Cost A breakdown of costs are shown on your application form. Final payment (less prepaid deposit) for exhibition space or advertising is payable within 28 days of receipt of an invoice. Spring Harvest reserve the right to cancel the agreement and retain the deposit paid if final payment is not received within this time. 5. VAT Prices quoted are inclusive of VAT, where applicable, which will be charged at the current rate. Please note VAT is not charged on the SH2018 Package or additional stand space.
6. Cancellations If you wish to cancel your SH2018 package, please do so in writing, to the Exhibition Manager. Please remember all deposits are non-refundable. If you cancel your booking after Monday 22 nd January 2018 the balance of your final payment will also become non-refundable. 7. Commission (and feedback) After the event, the Exhibition Manager will make contact requesting your feedback and if applicable, request a reconciliation of your total net sales by break and resort, excluding VAT. Should 20% of your net sales exceed the total value of your SH2018 Package (including additional stand space/advertising), an invoice will be sent for the difference, plus VAT at the current rate. Payment of this invoice is payable within 28 days. 8. Registered Charity Discount This discount will be available, subject to availability, to charities registered with the Charity Commission. The discount only applies to one 2mx2m exhibition space booked per charity and additional meters will be charged at the standard rate. Registered charities will receive discounts based on their annual turnover: under 500k 20% between 500-1m 10% 9. Stand Sizes & Exhibition Space & Fittings The SH2018 Package includes a standard size of 2mx2m but this can be increased to a maximum size of 8m in width by purchasing additional areas of 1mx2m. All stands have a standard depth of 2m. Spring Harvest will provide the requested floor space and inform you of any necessary changes. Please be aware that a shell scheme, the walled structure that fits around exhibition stands, is NOT PROVIDED AND YOU WILL NEED TO SUPPLY YOUR OWN DISPLAY PANELS TO FIT THIS AREA. These must be a maximum of 2.4m high. Please do ensure your stand fits the space you have booked, you will be charged for any extra meters taken up at the advertised rate. Spring Harvest retains the right to re-lay the stand plans and/or reallocate, move or adjust as necessary and to close entrances, exits and access to the exhibition area as it deems necessary. Exhibitors are also responsible for providing tables, cloths, backdrops and display boards which must be of professional standard. Stands, their fittings and any materials you propose to use must be fire retardant (in accordance with appropriate authorities and British Standard 5867 part 2). Please ensure the appropriate certification is available this includes spray-on applications (application must have been in the last 12 months). 10. Power Supply Double 13amp power sockets are provided on request at the cost of 60 (including VAT) at Minehead and Skegness. At the Harrogate Convention Centre, the cost per single 13amp socket is 50 plus VAT. Sockets must be booked in advance via the application form and are subject to availability.
11. Electrical Equipment Any electrical equipment or applications which you propose to use require a Portable Appliance Test (PAT) Certificate. Please bring certificates with you and be ready to produce them to the Exhibition Manager. Unfortunately the use of any equipment or appliances without a PAT Certificate will not be permitted. 12. Insurance Organisations are required to have their own Public Liability Insurance with an indemnity of 5,000,000 per claim. Employers Liability Insurance is not sufficient. A copy of your Public Liability Insurance, wherever possible, should be returned with your deposit. Full details of Spring Harvest s liability are available upon request. 13. Risk Assessments Organisations are required to supply a copy of their Risk Assessment and Method Statement for the safe erection and dismantling of their stand and all activities that will take place. If you require assistance with this, please contact the Exhibition Manager. 14. Security The Skyline Exhibition (Skegness) is located in an open area with public access 24 hours a day. The Hub (Minehead) is a marquee structure which will be locked overnight and during closing hours. The exhibition at Harrogate will be based within the Harrogate Convention Centre which we will be open to the public during the day (even when the Exhibition is closed) but will be locked overnight. Organisations will be responsible for the security of their stand and all equipment at all times and should ensure that the correct insurance cover in place. Spring Harvest excludes all liability and responsibility for your stand and stock. 15. Sales & Promotion We would request that additional activities including, but not limited to, surveys or questionnaires are approved by Spring Harvest, in writing, prior to arrival. Please be aware that Butlins and the Harrogate Convention Centre have the exclusive rights to the sales of food and drink in the exhibition and these items should not be sold or given away from your stand. No combustible materials including, but not limited to candles may be sold or used in the Exhibition. All literature must be distributed and all business activity conducted within the confines of your stand area. All articles, goods, advertisements signs and any other material exhibited must comply with the law and be free from any offensive or defamatory images, words or statements. They must not infringe copyright, trademark, design, patent or other intellectual property right and must conform to any statutory provisions or regulations. Spring Harvest reserve the right to ask you to remove immediately from your stand anything which is deemed inappropriate, unsuitable or which may cause offence to Spring Harvest guests. Please insure against any cost, claims or demands in relation to Spring Harvest making this request.
16. Restrictions Unless Spring Harvest have granted prior written authorisation, you or any of your staff will not make or arrange any: Public announcements with a microphone Sign-posting Activities outside your exhibition space Publicise special appearances or Sell, assign, rent, transfer, trade or share any part of the SH2018 package with any other organisation. 17. Set Up & Vehicular Access Exhibitors are responsible for the safety, delivery, erection, staffing, dismantling and removal of your stand and any materials allocated to your space. Spring Harvest reserves the right to alter and/or to close a stand which, in their reasonable opinion, is unsafe and cannot accept any liability in this respect. Minehead 1 set-up will be from 4pm on Monday 2 nd April. Please be aware that if you book accommodation with Butlins this will not be available until 3 rd April and other arrangements will have to be made. Minehead 2 set up will be between 2pm - 4pm on Sunday 8 th April. Skegness set up will be during the afternoon of Monday 2 nd April, time to be confirmed in January 2018. Harrogate set up will be during the morning Tuesday 3rd April, time to be confirmed in January. 18. Opening Times Please ensure your stand is staffed during Exhibition opening times. Opening times will be confirmed prior to the event in the Exhibition Handbook. Spring Harvest may request you to open your stand at any other time deemed appropriate and reasonable and reserve the right to close down a stand if left unattended (no refund will be given). 19. Breakdown Stands must not be dismantled before the time advised by the Exhibition Manager. Exhibitors are responsible for the removal of all materials from the allocated space and must ensure this space is returned to Spring Harvest in good and clear order. Spring Harvest reserves the right to make a charge for the removal of materials or cleaning. Minehead 1 breakdown will be at 12.30pm on Sunday 8 th April, leaving Exhibitors must be clear by 2pm Minehead 2 The Exhibition will close on Wednesday 11 th April at 10:30pm. Breakdown will commence from 8am on Thursday 12 th April. Exhibitors will not be permitted to breakdown after close on the 11 th. Skegness breakdown will be at approximately 10:30pm on Thursday 5th April (timings will be confirmed in the Exhibitors handbook). Harrogate The exhibition will be open on Friday 7 th April, closing time around noon (this will be confirmed in the Exhibitors handbook).
It is the responsibility of the Exhibitor to make their own travel arrangements to and from the event. To ensure the safety of guest no vehicles will be allowed access for unloading/loading before midnight on the final night at Skegness. We request that stands are broken down and the exhibition is vacated by 1:30am. 20. Chalet TV (Minehead and Skegness only) Adverts to be broadcast on Chalet TV should be submitted via WeTransfer, Dropbox or CD/DVD by 12 th February 2018. Adverts received after this date may not be shown. Spring Harvest reserves the right to refuse to show adverts if the deem them unsuitable. Adverts must be supplied as a one minute video or static advert. Further information will be supplied on confirmation. Static adverts Wherever possible, promotional adverts will be shown at least twice daily for 20 seconds. They should be created as JPEG images at a pixel ratio of 1920 x 1080. Aspect ratio of 16:9. It should be single screen without audio and should be readable sitting 3m away from a standard size screen. One minute Videos Wherever possible, these will be shown, in full, at least twice daily and needs to be needs to be a.mp4 file type encoded with H264. The pixel ratio for the videos should be 1920 x 1080 (HD). The video must be PAL. If any of these requirements aren t met we might not be able to use the video. 21. Pop Up Banners These should be no more than 800mm wide and we ask these are sent to the Exhibition Manager at Spring Harvest, clearly labelled with organisation, resort and break. Spring Harvest will place your banner in an area deemed suitable and we are unable to honour specific requests. Banners will be returned within 28 days of the end of the event, via an appropriate delivery service. We are unable to take responsibility for the safe return of such items. 22. Event Publicity Upon confirmation of your SH2018 package, you consent to Spring Harvest and agencies authorised by us to use, reproduce your image and that of your stand and publicity materials in both the UK and abroad. 23. Partner Organisations Spring Harvest works with partner organisations to deliver certain aspects of the Spring Harvest Exhibition. By exhibiting, you agree to us passing your details to partner organisations who will only use this information in relation to the Spring Harvest Exhibition. You will not be contacted for any other purpose. 24. Minehead & Skegness (Butlins) Accommodation Exhibitors are entitled to 20% discount for on-site accommodation (one unit, per organisation, per break) and subject to availability. Booking and deposits should be made with Butlins by visiting www.springharvest.org/book. Please provide the booking reference to the Exhibition Manager who will apply the 20% discount direct with Butlins. Final payments are the responsibility of the Exhibitor and are subject to Butlins' standard T&Cs. It is the responsibility of the organisation to ensure that all representatives have accommodation (on or off resort) prior to arrival. Extra accommodation required on-site is charged at full brochure rate and where they are unable to pay, your organisation will be invoiced for the full cost. In extreme cases they may be asked to leave the resort immediately.
Off Resort/Day Visitor Wristbands Exhibitors staying off-resort will be required to wear day visitor wristbands. The SH2018 package includes 4 wristbands per organisation per break). If you are not booking the SH2018 package or require additional wristbands, these can be purchased separately by visiting www.springharvest.org/dayvisitors. Day visitor wristbands must be worn by all staff and checks maybe carried out. Spring Harvest reserves the right to ask any individual unable to produce a wristband to leave the event. Any staff arriving without their wristband will be liable to pay the SH2017 day visitor rate for a replacement wristband. 25. Harrogate Accommodation Exhibitors are entitled to 20% discount on indoor camping that Spring Harvest are offering at the Convention Centre. We also have a Concierge Service who will assist in finding other accommodation in the Harrogate area. Please follow this link which will provide information on camping https://www.ecevents.uk/harrogate-2018/exhibitor-camping. Concierge Service https://www.miceconcierge.com/events/springharvest2018 26. Overseas Workers and Volunteers You will be responsible for ensuring that all workers or volunteers representing your organisation at the event from outside the European Union are in possession of the correct Visa to work in the UK. Spring Harvest are unable to take responsibility for confirming their eligibility to work in the UK. 27. Illness You will be responsible for ensuring that all your staff are fit to work and are not displaying any symptoms of illness which could be contagious. Any member of your staff with symptoms of vomiting or diarrhoea must be isolated immediately and the situation reported to the Exhibition Manager. Anyone showing symptoms of contagious illness may also be asked to seek medical assistance and may be asked to leave the event. This is at the absolute discretion of Spring Harvest, Butlins and the Harrogate Convention Centre. Minehead and Skegness the Butlins team will be advised and may prescribe a period of quarantine (usually 48-72 hours) at their absolute discretion. 28. Dispute In all matters of dispute at the Exhibition, in the first instance you should put your complaint, in writing, setting out the circumstances in full, to the Chief Executive of Spring Harvest. Your complaint will be carefully considered and you will receive a written decision. If you are dissatisfied with this response, you should refer the matter to the Chartered Institute of Arbitrators for mediator or arbitration.
29. Governing Law and Jurisdiction This agreement and any disputes arising out of or in connection with its subject matter are governed and construed in accordance with the law of England. The parties to the agreement hereby irrevocably agreed that the Courts of England have exclusive jurisdiction to settle any dispute or claim that arises out of or in connection with this agreement. If any provision of this agreement (or any part of any provision) is found by a court or other authority or competent jurisdiction to be illegal, invalid or unenforceable, that provision or part provision shall, to the extent required, be deemed not to form part of this agreement and the validity and enforceability of the other provisions of this agreement shall not be affected.