Conscious Life Festival
Terms and Conditions
EVENT: CONSCIOUS LIFE FESTIVAL
Under the terms of this agreement the ‘Organiser’ responsible for the event is Conscious Life Events. ‘Exhibitor’ is the person(s) and/or company assigned space per the booking form.
All terms and conditions of this agreement must be adhered to.
Should the Organiser make any amendments to these conditions ‘Exhibitors’ will be notified in writing. [Note: ‘Writing’ includes an email where the Exhibitor has given an email address as a contact.]
Conscious Life Events ABN: 61619791860
To secure your space you must complete the online application form read, sign and return this agreement
- Attach a copy of your insurance policy to the application form on the website
- complete your deposits payment of the attached invoice
Please note, your stand will not be reserved/booked until we receive the necessary documentation and 30% deposit. If applications are received on or after Friday 5th January 2024 Payment in full is due.
If you are unable to attach your insurance policy to the application form on the website, please email it directly to email@example.com and we will add it to your file.
Conscious Life Events reserves the right to decline stall requests if we consider your product or business does not align to the Conscious Life Events brand and ethos.
Each Exhibitor shall be responsible for their own public liability insurance valued for a minimum of $10 million and shall indemnify the Organiser against any claims for damage made by any person or persons whilst said person is within the Exhibitor’s allocated area.
The Exhibitor agrees to indemnify the Organiser for any loss suffered in the event of any such claim being made against the Organiser.
The copy of your insurance policy MUST accompany the application form, either attached to the form on the website or emailed directly to firstname.lastname@example.org and we will add it to your file.
- PAYMENT SCHEDULE
Deposit of 30% – Payable at time of application being approved.
Please refer to your booking confirmation for list of payments dates.
If we do not receive payment by the dates outlined, your reserved stand will become available, and a new stand will not be booked for you until we receive your outstanding payment.
- CANCELLATION POLICY BY THE EXHIBITOR
A 10% administration fee is charged for all cancellations at any time.
In addition, the following fees will occur
- 25% of Stand Fee-If cancelled on or before – 6 Weeks Prior to the Event
- 50% of Stand Fee-If cancelled on or after – 6 Weeks Prior to the Event
- 75% of Stand Fee-If cancelled on or after – 3 Weeks Prior to the Event
If you wish to cancel your stand, please advise us in writing to email@example.com
- CANCELLATION POLICY
Should the holding of the event or the supply of any services by the Organiser be prevented, postponed or abandoned by reason of any cause that is not within the direct control of the Organiser, the Organiser is in its right to retain full payments from all exhibitors for the rescheduled event.
At time of cancellation, please provide your bank details so that all monies less the above cancellation charges will be refunded to you.
Refunds will be actioned with in 10 days of receiving your cancellation and bank details.
STANDS AND STAND HOLDERS
- DESIGNATED SPACE
Exhibitors will be assigned a designated space and it is understood that this is the sole and only space that the Exhibitor will occupy. Such space shall not be re-allocated or used by any other persons or products other than those of the Exhibitor without specific, written permission.
- SUB-LETTING AND STAND SHARING
Sub-letting and stand sharing are not permitted unless a specific agreement has been arranged with Conscious Life Events. All exhibitors must fill in a booking form and submit a current public liability certificate.
- SPACE REQUESTS
Specific spaces may be requested. This is on a first come first served basis.
The Organiser reserves the right to allocate space and to also alter such allocations should this be necessary at its discretion.
- DAMAGE TO SPACE
The Exhibitor agrees to be solely responsible for any damages caused to the walls, floors or any fittings to the venue and it shall be at the sole discretion of the Organiser and the venue owners to determine if such damage has occurred.
Banners, posters and pictures may only be hung on the backing board of the stall allocated. No gaffer tape will be allowed on walls or on the floor, or Blue tac and or tacks permitted on backing boards or sides of marquees (where applicable).
- DAMAGE TO THE EXHIBIT STANDS
The Organiser shall not be held responsible for any damage that may occur to the exhibits or any accessories, whether by loss, theft, damage, fire, water, storm, riot or any other cause whatsoever.
Exhibitors should ensure that adequate measures are taken to protect individual stands, property and stock.
- STAND SET-UP AND HEALTH & SAFETY
Bump in will be on the day before FRIDAY from 3.00 PM to 5.00 PM ONLY.
Bump out will be after the event finishes-SUNDAY from 4.45 PM to 6.00 PM Only.
WORKPLACE HEALTH AND SAFETY REGULATIONS
Under Workplace Health & Safety regulations closed in shoes must be worn while setting up and/or pulling down of stands.
No children are to be within the vicinity while these activities are being undertaken. No animals are allowed on the premises.
No exhibitor will start to remove or pull down his/her stand before the Festival has been closed and the last member of the public has left.
- ELECTRICITY TO STAND
Any exhibitor requiring electricity must ENSURE the tick box is ticked on the application form at time of booking.
If your circumstances change, we may still be able to assist you if your request is emailed to Laura at firstname.lastname@example.org outside of seven working days of the event and the invoice for the additional charge is paid.
Failure to do so may result in the venue being unable to supply you stand with electricity.
All electrical equipment must be tagged and tested before use. These will be checked by an electrician prior to the opening of the event.
- STAND DRESSING
Please ensure you have a suitable table covering for the 1.8 x 0.7m trestle table which does not touch any light fittings.
Artificial plants and flowers are combustible and can give off toxic fumes and as such may not be used for stand dressing. Fresh flowers or silk flame retarded are acceptable.
Conscious Life Events reserves the right to examine and exclude any exhibit or install display material which contravene security, fire or safety regulations.
No bolts, nails, tacks, screws, wires or the like shall be driven into, or attached to any part of the premises, nor shall any placards or other articles be affixed thereto.
No naked flames, candles or smoke are permitted.
Exhibitors are required to return tables and chairs to allocated positions and clean away all rubbish from their hired area.
- STAFF ACCESS
ONLY 1 representative & 1 helper are allowed on stands
- STAND INCLUSIONS
Each exhibitor will receive the following:
2 x Chairs
1x trestle table – 1.8 x 0.7m
1x Backing Board which is 2.4m wide and 1.2m high (approx. 1m off ground), depending on the stand type chosen:
2 x Side dividers 1.2m wide x 2.2m high OR 2x 2.4m wide x 1.2m high (approx. 1m off the ground). If this stand type has been chosen.
Please note corner stands do not have side panels for maximum exposure
Readers tables – 1 x small card table + 2 chairs
- ADDITIONS TO HIRE
- As per the application, additional equipment on your stand is available at the following costs:Power to stand – $60.00
Corner Stand – 10% of your stand cost
Chairs – $10 each
Trestle Tables $20 each
Exhibitors must park in designated car parking areas near the venue. Please see instructions which will be emailed to you closer to the event.