1. EXHIBITOR APPLICATIONS

1.1 Applications

All applicants must read these terms and conditions prior to filing their application and are deemed to have accepted them on submission of an application to Ben’s Yard

All Applications must be made via our website on the official booking form

1.2 Selection

Applications are vetted before selection. By submitting an application, there is no guarantee of a stand at our events

Ben’s Yard may grant or refuse any application for space and allocate space at its absolute discretion.

Ben’s Yard may cancel any space or part of any space at any time, including during the event, where the Exhibitor is in breach of the terms of this Agreement in any way.

1.3 Allocation of trade stands

Exhibitors will be allocated a trade stand prior to arrival. Ben’s Yard will be unable to move trade stands once allocated.

1.4 Offer acceptance

To accept your stand, payment must be made when booking your required date.

Payments must be made through the payment link sent by Ben’s Yard and incurs a £1.75 booking fee.

Please note that once payment has been made via the link, this is non-refundable.

2. LEGAL COMPLIANCE, INDEMNITY & DISCLAIMER

2.1 Written communication

The principal means of communication between Ben’s Yard and the Exhibitor will be electronic. You agree to electronic communications and acknowledge that all contracts, notice and other communication that we provide electronically comply with any requirement that they must be in writing. This does not affect your statutory rights.

Communications sent by the Ben’s Yard to the Exhibitor by email will be deemed received by you immediately upon sending.

2.2 Insurance

Ben’s Yard holds Public Liability Insurance in respect of our own activities. All Exhibitors must hold their own Public Liability Insurance with minimum cover of £2,500,000. Food traders must have a minimum cover of £5,000.00. Exhibitors must also have Employers Liability where appropriate.

Exhibitors must supply copies of their Public Liability Insurance during the application process. Applications sent without a copy of Public Liability Insurance will not be considered.

2.3 Environmental Health & Trading Standards

Exhibitors are expected to comply fully with all relevant legislation and regulations, including those in respect of Trading Standards, Consumer Protection, Food Safety, Health and Safety and requirements of the Environmental Health Department of East Cambridgeshire District Council (ECDC).

All applications for catering stalls must provide details of registration with their local authority and be familiar with the information contained within the leaflet produced by the Institute of Environmental Health (IOEH) called IOEH National Guidance for Outdoor and Mobile Catering, or any subsequent publication.

2.4 Alcohol sales

We require all alcohol sellers to display Challenge 25 posters and maintain a refusal log through the duration of the event.

All stands selling alcohol must be overseen by a personal license holder.

2.5 Fire precautions

Naked flames are not permitted under any circumstances at any of our events.

Smoking is not permitted within the event area.

2.6 Indemnity

Exhibitors shall indemnify and keep Ben’s Yard Ltd (and their respective employees and agents) indemnified from and against all actions, costs (including legal fees), claims or demands in respect of any accident, damage, death or injury to any person or property arising directly or indirectly from the Exhibitor’s use of the stand or any breach of these Terms and Conditions.

2.8 Disclaimer

To the maximum extent permitted at law, you agree that Ben’s Yard (and their respective employees and agents) are not responsible or liable for any financial losses, or for any loss or damage to our equipment, goods or personal belongings or for any personal injury to you or any party working for or connected to you.

Ben’s Yard will not be held responsible for any theft of goods at the event; it is the Exhibitor’s responsibility to have appropriate insurance cover.

Under no circumstances shall Ben’s Yard be liable to the Exhibitor for any of the following whether in contract, tort (including negligence) or otherwise:

-any indirect or consequential losses;

- loss of revenue or anticipated revenue;

- loss of savings or anticipated savings;

- loss of business opportunity;

- loss of profits or anticipated profits; or

- loss of wasted expenditure.

Whist Ben’s Yard will make every effort to secure a high level of attendance to our events, no guarantee of numbers can be given and no discounts or refunds are available if numbers do not reach the projected levels.

3. EXHIBITOR CONDUCT

3.1 All staff employed by Exhibitors must be made aware of the information contained in the information pack, sent out within 10 working days before each event.

3.2 Exhibitors shall co-operate and comply with all reasonable requests and all other rules and regulations that may be advised from time to time by Ben’s Yard acting through the Duty Managers and Stewards.

3.3 Exhibitors shall not make any alterations or additions to the event layout without our prior consent.

3.4 Exhibitors must not place any signage or goods in pedestrian walkways.

3.5 Exhibitors are not allowed to use any public address systems, or other practices which may cause annoyance to other Exhibitors and customers. No Exhibitor will be allowed to play music in or around their stand without prior written permission.

3.6 Exhibitors are only permitted to sell merchandise on their stand as listed on their Application Form. Exhibitors may be required to remove any undeclared items.

3.7 Exhibitors must refrain from smoking around their stands, and may only smoke within designated areas.

3.8 Exhibitors must ensure that all persons working on the stand are lawfully entitled to work for the Exhibitor in England and where a person is not a UK citizen, have all visas, permits or other authorisations as required.

3.9 Ben’s Yard reserves the right to expel any person from the Event Site where Ben’s Yard in its absolute discretion believes that their conduct or presence may be prejudicial to the operation of the Event, or the enjoyment of the Event by other Exhibitors or visitors. Ben’s Yard does not accept any liability for loss of trading in the event that a person is removed from site.

3.10 No demonstration of exhibits may take place in a nature likely to cause obstruction in any gangway, footpath, and walkways or interfere with the business of other Exhibitors.

3.11 Exhibitors must clear their stand within the designated period, as stated on the pre-event information.

4. USE OF THE SITE

4.1 Disposables

All food containers, packaging, plates and cutlery etc. should be constructed of biodegradable materials such as paper and wood. Drinks containers should be recyclable; recyclable plastic is preferable to biodegradable plastic.

4.2 Waste disposal

Exhibitors are expected to keep their stand and surrounding areas as clean as possible throughout each event. Waste must be taken off site at the end of the event.

There will be no bins provided for exhibitors to dispose of their waste.

4.3 Electricity and WIFI

Electricity and exhibitor only WIFI are not available at our events, unless explicitly stated within the booking form.

4.4 Security

For events that take place over multiple days, exhibitors who choose to leave product or equipment in or on their stand overnight do so entirely at their own risk. We will not be liable for any products that are left behind on site.

5. USE OF DATA

5.1 The Exhibitor gives permission for Exhibitor contact details to be stored on an electronic storage and retrieval system which will be created for the exclusive use of those involved in the organisation of Ben’s Yard events. It will not be used by any third party without prior consent.

5.2 The Exhibitor gives permission for Exhibitor contact details as well as product description, as indicated on the Application Form, to be published on our website and in other relevant marketing campaigns.

6.3 The Exhibitor agrees to Ben’s Yard releasing the name and business address of the Exhibitor to any person complaining about any service or products supplied by the Exhibitor.

6. CANCELLATION BY BEN’S YARD & MARKET MODIFICATIONS

6.1 Ben’s Yard reserves the right:

6.1.1 to re-allocate stands, reduce the number of stands and/or redesign the layout of our events to meet any operational requirements at our discretion. We will inform the Exhibitor in writing at the earliest opportunity;

6.1.2 to modify the dates, cancel or terminate our events at any time on written notice in the event of adverse weather conditions, emergency situations, or any other reason beyond our reasonable control (such reasons shall include, without limitation, fire, casualty, epidemic or pandemic, accident, riot or war, government advisory or restriction or judicial order or enactment or the death of any member of the Royal family);

6.1.3 to immediately terminate by giving verbal or written notice having immediate effect the right to trade of any Exhibitor failing to comply with any of these terms and conditions or comply with any reasonable directions given by Ben’s Yard.

6.2 No refunds or compensation of any sort shall be paid to Exhibitors who fail to attend our events or as a result of termination where an Exhibitor has been instructed to cease trading due to non-compliance with any of these terms and conditions.