BC Lifestyle Events Exhibitor Booking Terms and Conditions
These terms and conditions apply to all events that we run and all exhibitors are asked to sign and comply with these.
Further information on venue requirements on the day will be issued to all exhibitors prior to the event and you will also be asked to ensure that you comply with these.
Submission of your booking form only confirms your exhibition space booking once BC Lifestyle Events have acknowledged receipt of the full form, payment and has received the required health & safety as well as legal documents from you.
BC Lifestyle Events reserve the right to decline an application to exhibit if they feel it would be unsuitable for the event or there are multiple applications to sell similar products or services.
Bookings are non-refundable and non-transferrable.
Notification of cancellation must always be given in writing and as above your booking is non-refundable.
BC Lifestyle Events reserve the right to re-sell canceled space.
Alterations to Bookings
You are not permitted to sublet, share or transfer an exhibition space without the prior consent of BC Lifestyle Events and all requests should be made in writing.
BC Lifestyle Events reserve the right to refuse admission to any member of the public or any exhibitor staff member.
Most events take place at the Roundhouse. This is a Grade II listed building located next to Derby Train Station and is only a short walking distance from Derby Bus Station and the city centre.
The venue also operates as a Derby College site, therefore, access is limited during college hours Monday – Friday.
The venue can be viewed at www.roundhouse-events.co.uk for location and advice on how to get there.
Electrical Equipment and PAT Testing Requirements
Electricity is included in the price for this event and will be made available if you have requested it on your booking form.
All exhibitors must be able to provide evidence of PAT testing certificates for any electrical equipment used at the event prior to the event date. This should be emailed to firstname.lastname@example.org – failure to provide this will result in you being unable to use any electrical equipment on the day.
Spot checks are carried out throughout the day by The Roundhouse Events team and any electrical equipment failing to meet this requirement will not be able to access the venue’s electricity supply.
Exhibitors will need to bring their own extension leads in order to access power. Daisy chaining is not allowed and the venue do not supply these.
Please keep all wires safely out of the reach of children and ensure they do not cause a tripping hazard.
All wires must be taped down with electrical tape.
Risk Assessment Requirements
All exhibitors must complete a risk assessment and send this to BC Lifestyle Events at least 28 days prior to the event.
As an exhibitor, you have an obligation to ensure the safety of everyone associated with your stand and/or those persons who may be affected by your activities.
If equipment/stands are required to be built or used by the public you will have to produce a risk assessment and method statement for the safe erection and dismantling of the stand.
Documents must be sent to the BC Lifestyle Events as soon as possible but at the very latest 28 days prior to the event. Failure to provide a risk assessment will result in your exhibition space being canceled.
Risk Assessments will also need to be carried out by organisations providing an activity that visitors can access.
Public Liability Insurance
All exhibitors must have Public Liability Insurance (minimum of £2,000.00).
A photocopy of your certificate is required at least 28 days prior to the event. Failure to supply a valid certificate will result in your exhibition space being canceled.
BC Lifestyle Events, the venue and management, official contractors and local authority cannot accept any liability for any loss or damage sustained from any cause whatsoever.
Exhibitors are responsible for any damage caused to the venue by their activities.
Exhibition Stand Space
All single stands are 7ft square – if you require a larger area please contact us.
You will be expected to place all displays within the perimeter of your stand and are not permitted to canvas visitors outside of this space.
The venue does not allow fixings or adhesive to be used and all floors must be protected. If you suspect your stand has the possibility of scratching or damaging floors please ensure you have a floor covering with you on the day.
The venue does not allow candles, food preparation, the use of cooking equipment that uses a naked flame, helium balloons, indoor fireworks, smoke, heat or odour emitting devices, or any pyrotechnics.
Any failure by an exhibitor to furnish their stand by the opening time of the event, will be deemed as a cancellation without refund.
BC Lifestyle Events will not be held responsible for any loss or damage to the property of the exhibitors from any cause whatsoever. However, it is important that exhibitors report any loss to BC Lifestyle Events immediately.
CCTV is in operation throughout the entire venue.
Any images taken by the official event photography will remain the property of BC Lifestyle Events and we reserve the right to use these images to promote future events.
We can provide you with promotional leaflets and posters so that you can promote the event and we are happy for you to share our social media posts across your channels.
Only promotional material provided by BC Lifestyle Events can be used in line with branding for the event.
If you have any questions about these terms and conditions please email email@example.com