All exhibitors must agree with the terms and conditions as set out below prior to completing their booking on the website.
Stands will be offered to existing exhibitors first, for a period of 3 weeks, once stand booking opens. If you would like to change your stand you will also be able to request this in your account page on the website. All changes will be made at the end of the 3 week point, when we know what stands are available. If within those 3 weeks the stands have not been claimed and a deposit made on booking or a change requested, then the stand will be open for sale to new exhibitors and the waiting list.
Stands may be reserved by telephone and/or e-mail (firstname.lastname@example.org) but will not be confirmed without a completed online booking and payment. We can provisionally hold stands for up to 2 weeks, at which point they become available for sale again if no confirmation booking has been made. You will receive an e-mail confirmation that the stand is being held for you and you will be able to log into your account and finalise your booking.
Once you have set up your account, and discussed your requirements with the event managers, you will be able to see all stands available for you to book or request a change of stand. If you click onto this stand you will be able to finalise your booking for the show, by requesting the tables, chairs and power requirements you have for your stand. You will then be taken to the payment gateway to finalise your stand booking with a credit or debit card payment. Please be aware that what you request on your booking will be what is on your stand on the day. It is your responsibility to check you have the correct equipment in place prior to the event.
You will be given 2 options just prior to being taken to our payment pages:
- You can pay for your stand in full and will be able to print your invoice out following the completion of your online payment and booking. This will automatically be e-mailed to you as well.
- Pay 20% towards your stand now to hold your position, if this option is available to you. You can then at anytime log into your account and pay the remaining balance of your stand. All stands must be paid for by 1st December for a January show and 1st July for a September show. You will receive an e-mail prior to this date to remind you that your final balance is due.
Please be aware that the final balance dates for the deposit scheme are in place to ensure that all show commitments are met. If you exceed these dates for payment, without prior consultation, your rights to the deposit scheme for future shows will be revoked. Failure to contact the show organisers regarding a late balance payment could result in your stand being cancelled.
Telephone and Postal Bookings
We would advise that all bookings should be made using the online booking system, if possible, as your online booking constitues a binding contract. This will let you have more control over your bookings and information. We can still, at this time, accept bookings made by telephone and/or post, but please be aware that all bookings placed in this manner are still a binding contract with all the same terms and conditions in place. Please give us information on the stands you would like to book and we will advise the best way of booking these.
Postal/Bank Transfer Payments
We accept payments in 2 forms:
- BAC's payment directly into our bank (account details on request)
- Debit or Credit card over the phone
Stand Terms and Conditions
Stands are only available for use by the person/company named on the booking, unless by prior acceptance by the show organiser.
As with all of our shows we have tried to maintain an even mix of companies and limit the categories of the show to a certain number. The general rule is that we expect that only 8% of the show will be of any single category. This means that if the show is at full capacity (which has been the case for a number of years now), then there will be 9 spaces available in a single category, with a degree of flexibility to 10 spaces, where there are different specialists in the same category (for example, Cakemakers as certain companies specialise in chocolate work or patisserie style instead of more traditional style cakes).
With the current diversification in markets and many companies branching out into different aspects of the wedding business this means we will be changing how we view our bookings in the future. For example you may have been someone dealing with chair covers, but now your business also has a new venue styling range. If this is the case instead of being classed as a single chair cover company you will be classed as half chair covers and half venue styling, so each aspect will be given a 0.5 rating towards our overall single category target.
When we take your booking you will be offered the space according to the categories you have provided and it is not acceptable to request at a later date, closer to the show, that you bring another item, which is outside these details.
In the event that you are an existing supplier and your company changes between shows you will be offered your guaranteed stand space on the same basis of the existing stand and need to request your new business aspects be taken into account. We will only at the 3 week point be able to advise if we will be able to provide all aspects of your request as the limits may have been reached with existing suppliers. If we are able to offer the space you may have to change stands, so that you are not too close to other similar suppliers. If we can't offer your new business area, as we are full with that type of supplier then you will be offered the stand on the existing basis and your extra aspects added to the waiting list. Please bear in mind though that aspects added to the waiting list may take a while to be available as is on a first come first served basis with new suppliers as well.
We hope you understand these terms, but if you have any questions on any aspect of supplier limits then please just ask and we will clarify the situation with regard your company.
Bridal Gallery or Inspiration Room Inclusion
Entry into the bridal gallery or inspiration room is free, on proviso that you hold a stand at the show. You will be invited to be included in the scheme and given a final cut off date for your company name to go into the running. There are only a certain number of companies who can work on each scheme and in each category on the tables, so in the event that we are over-subscribed with offers we will pick companies randomly for each available category.
Companies that have been unable to do the show before getting first option for the next show. The final decision of company collaboration will remain with the show organisers, Wedding Workshop. If any spaces remain when all existing exhibitors have been offered, then these will be opened up to new suppliers.
Electricity and Power requirements
If power has been requested you will be supplied with a single socket into which an circuit breaker must be used before any equipment or extension leads are used. Please advise of any equipment to be used other than lighting to ensure you are supplied with adequate power.
A stipulation from Newmarket Racecourse, is that all equipment being brought onto the site is PAT tested. This includes all computers, lamps and extension cables as required. We have been advised that spot checks will be made to check for certification. We understand for small businesses this is a daunting requirement. This is where Wedding Workshops engineering background can assist. We are happy to do your PAT testing for you, at a small charge of £2.50 per item. Testing can only be done on the Saturday set up afternoon and only takes a few moments. Once tested your items will be certified for one year and will help with any other shows you will be attending.
All stands are to be completed ready for exhibition at 10.30am on the morning of the event. Exhibitors are requested not to dismantle exhibits before 4.00pm. Exhibitors will be able to set up their stands from 8.30am on the morning of the show. You can also set up between 2pm and 5pm on the Saturday afternoon, by prior arrangement with the show organisers.
Wedding Workshop will be registering all brides as they enter the show for health and safety reasons only. All information is held in accordance in GDPR and not distributed.
Public Liability Insurance
All exhibitors are required to have public liability insurance. Please note if a booking is made and a valid insurance certificate copy is not available within one month prior to the show, then you may forfeit your right and fees to exhibit at the show.
No refunds will be given as a result of a cancellation by an exhibitor.
Wedding Workshop will endeavour to rebook your stand space and if successful issue a refund appropriate to the time before the show.
|Over 6 months prior notice||Full refund|
|Cancellation notified with less than 6 months notice||90% refund|
|Cancellation notified with less than 3 months notice||80% refund|
|Cancellation notified with less than 1 months notice||50% refund|
|Cancellation notified with less than 2 weeks||No refund|
In the event that Wedding Workshop need to cancel the show, then you will be refunded in full.
Wedding Workshop will not be liable from any loss of earnings or costs, resulting from cancellation due to 'Force Majeure'. Force Majeure definitions include: Floods, Earthquakes, Hurricanes, Snow etc. and war, strike, riot, crime etc. Generally this covers events which are beyond our control.