Terms & Conditions
BEACON BUSINESS & LEISURE SHOW
2021 EXHIBITOR TERMS & CONDITIONS
By submitting your application for the 2021 Beacon Business & Leisure Show (“the Show”) you (“the Exhibitor”) agree to the following terms and conditions of the Eastern Bay of Plenty Business and Leisure Show Incorporated (“the Organiser”):
1 - APPLICATION AND PAYMENT
1.1 All applications must include a $150.00 non-refundable deposit to book an Exhibition Space.
1.2 The balance of the booking payment is due by 30th January 2021. If the balance is not received by this due date, the booking may be cancelled at the discretion of the Organiser.
1.3 2020 Exhibitors who opt to transfer their booking to the 2021 show via the Covid-19 transfer form will be allocated the same Space as originally booked for 2020 unless otherwise requested.
1.4 The Organiser reserves the right to accept or decline any application without having to provide a reason.
1.5 Online Payment can be made to:
EBOP Business & Leisure Show Inc, ANZ Whakatane 06 0489 0237467 00
1.6 Eftpos, Mastercard and Visa payment can be made at Radio 1XX, corner McAlister St & The Strand Whakatane. Please return the completed application form with payment.
1.7 Cheques should be made out to EBOP Business and Leisure Show Inc and posted to:
P. O Box 243
1.8 The Organiser may recover from the Exhibitor any costs incurred in seeking to recover any outstanding amounts from the Exhibitor including but not limited to administration fees, legal costs and collection agency costs.
2 - POSTPONEMENT OR CANCELLATION:
2.1 Exhibitor Cancellation
If the Exhibitor wishes to cancel their booking, notice must be given to the Organiser in writing to firstname.lastname@example.org. The following refund policy applies:
Notice of Cancellation received: Amount refunded:
Prior to 31st January 2021: 100% Refund less deposit
31st January 2021 to 28th February 2021: 50% Refund less deposit
After 28th February 2021: No Refund
2.2 Organiser Cancellation or Postponement
If the Organiser finds it necessary or expedient to cancel or postpone the Show, it may do so by giving written notice to the Exhibitors of such postponement or cancellation.
2.3 The written notice must be served to the Exhibitor in any one of the following ways:
(a) By writing to the exhibitor’s email address as detailed in the exhibitor’s application form; or
(b) By mail to the exhibitor’s postal address as detailed in the exhibitor’s application form; or
(c) By advertisement in the Public Notices section of the Whakatane Beacon newspaper.
2.4 The Organiser will not be liable to the Exhibitor for any compensation whatsoever as a result of the cancellation or postponement of the Show.
2.5 No refund of any monies paid will be made to the Exhibitor in the event of the Show being cancelled or postponed.
3 - SECURITY
3.1 Exhibitor accreditation must be worn by all Exhibitors and their employees, contractors and agents at all times including pack in and pack out.
3.2 The Organiser will provide after hours security patrols engaged to monitor the Whakatane War Memorial Hall and outside grounds from setup for the duration of the Show.
3.3 The Organiser will ensure that the War Memorial Hall is securely locked at the end of the setup and after shut down at the end of each show day.
3.4 Outside Exhibitors are responsible for any additional security they require (excluding patrols hired by the Organiser).
4 - HEALTH & SAFETY
4.1 All Exhibitors must ensure that its employees, contractors and agents comply with all applicable Acts, regulations and bylaws (including but not limited to the Health & Safety at Work Act 2015) and to the guidelines, policies and procedures set down by the Organiser prior to the Event.
4.2 All Exhibitors and their Staff must undertake the required Health and Safety induction to receive appropriate event accreditation allowing access to the Event site. This induction can be completed online prior to the event.
4.3 Exhibitors must not bring to the venue any firearms, explosives, flammable liquids or other dangerous substances (including fireworks or pyrotechnics), except with the prior written consent of the Organiser.
4.4 If any equipment with potential risk is being used or demonstrated, Exhibitors must ensure that there is a barrier and sufficient space between the equipment and the public and Exhibitors must provide their own safety equipment (ie, fire extinguisher) to ensure public and Event site safety.
4.5 Exhibitors must not demonstrate noisy equipment at the Event Site at any time without the prior written consent of the Organiser’s Event Manager.
4.6 All electrical leads or appliances used at the Show must have the appropriate certification to show they have been inspected and tested for safety according to intervals set out in the AS/NZS3760 Standard. Any item without this certification will be tagged and tested on-site at the Exhibitor’s cost of $7.50 +GST per item.
4.7 No children under 15 years of age are allowed on site during the set-up and breakdown of the Exhibition.
4.8 All Outside Exhibitors intending to offer Food and Drink for sale must provide a copy of their Risk Management Plan to the Organiser’s Event Manager prior to the Show or risk being prohibited from the Event.
5 - GENERAL
5.1 The Organiser may alter the size, shape or position of the floor plan of the Exhibition Spaces in such manner and at such times as the Organiser sees fit. The final allocation of the Exhibition Spaces and the floor plan of the Show is at the absolute discretion of the Organiser.
5.2 The Organiser shall be under no liability for the loss of or damage to exhibits or other property of the Exhibitor, or of its servants, agents, invitees or licensees howsoever such loss or damage may be caused, and whether or not caused in whole or in part by the negligence or other actions of the Organiser, its servants or agents. The Exhibitor is advised to take out all necessary insurance.
5.3 By making a booking the Exhibitor gives consent to the Organiser to take and use photographs, images and video footage of the Exhibitor or the Space during the Event for promotional purposes without any payment to the Exhibitor The Organiser may produce an official Catalogue of Business & Leisure Show listing exhibits and Exhibitors and accepts no responsibility for any omission, misdescription or other error. The Organiser gives no warranty as to the type or extent of promotion of the Show nor as to attendance numbers at the Event.
5.4 In the case of any failure of the Exhibitor to comply with any terms, conditions or policies contained or referred to in this agreement, the Organiser may cancel the Exhibitor’s booking or may, at any stage during the event, eject the Exhibitor from the venue in which case the Exhibitor must immediately remove all its exhibits from the venue in accordance with the Organiser’s directions. The Exhibitor shall indemnify the Organiser from and against all claims, damages, costs and expenses arising out of the Exhibitor’s alleged or actual breach or any act or omission by the Exhibitor of these terms.
5.5 No unauthorised sub-licensing, subletting, assignment, on-selling or space farming or sharing is permitted at the Show.
5.6 At no time must any Exhibitor use their presence at the show to promote or endorse any political or religious agendas. Failure to comply with this clause can result in the immediate termination of this agreement and removal of the Exhibitor from the site.
5.7 All Spaces are to be returned to original conditions at the end of the Show.
5.8 Outdoor Exhibitors need to ensure they take all steps possible to minimise damage to Council reserves and grass.
5.9 The Exhibitor agrees to pay any costs charged to the Organiser as a result of the Exhibitor’s non-compliance with these conditions.
5.10 If an Exhibitor does not exhibit for the full period of the Show (i.e. abandons the site early without approval) an instant fine of $450.00 is payable to the Organiser. The Organiser has the right to decline future applications from that Exhibitor.
5.11 The distribution of any form of promotional material, signs, placards or advertisements or other forms of marketing outside of the Exhibitor’s Space is prohibited without the permission of the Organiser.
5.12 The Organiser may accept or decline any application for exhibiting rights.
5.13 The Exhibitor shall not paint or otherwise mark or damage any panel, floors or walls of interior sites. The Exhibitor shall be responsible for the cost of remedying any breach of this clause.
5.14 At all times during the opening hours of the Show the Exhibitor shall:
(i) keep its display space open to view and properly staffed by competent representatives.
(ii) Keep its display space properly maintained and cleaned.
(iii) Conduct any business only from its display space.
(iv) Keep passageways adjacent to its display space free from obstruction.
(v) Not do any act which in the opinion of the Organiser may bring discredit upon the Organiser or the Show.
5.15 The Exhibitor undertakes to have its display space ready and completed by such time as shall be notified by the Organiser to the Exhibitor.
5.17 The Exhibitor shall not remove or dismantle any part of its display prior to the official closing time of the Show.
5.18 Exhibitors may have vehicles parked on their site. These vehicles must remain within the Exhibitor’s Space boundary during visitor hours. No vehicles other than those approved by the Show may be parked or driven on at the Event site during visitor hours. Vehicles not complying with the above will be removed at the exhibitor’s risk and expense.
5.19 Exhibitors are required to pre-book exhibition extras (lights, TV brackets and power etc) through the application process. The Organiser will endeavour to meet on-site bookings but in no way guarantees availability. On site bookings will incur a $95.00 +GST service charge in addition to the hire rates of the equipment.
5.20 Promotions are encouraged however Exhibitors at the Event may not undertake fundraising including raffles, auctions and similar activities without specific prior written permission & co-ordination with the Organiser’s Event Manager.
5.21 There will be no cooking inside the Event Hall and no sale of food or beverages for immediate consumption, excluding pre-packaged samples relating to an Exhibitor business, unless otherwise approved in writing by the Organiser’s Event Manager.
5.22 The Exhibitor acknowledges that the Whakatane War Memorial Hall is smoke-free at all times, this includes the use of electronic cigarettes and vapes. The Exhibitor confirms it will adhere to the venue’s ‘no-smoking’ policy.
5.23 All Exhibitors intending to offer Food and Drink for sale must comply with the Food Act 2014 . An inspection by the Council's Officer may be made prior to the Event. If inspection has not occurred prior to the Event, the Exhibitor may be subject to on-site inspection and, if remedial work is required, the Exhibitor concerned could be prohibited from further involvement in the Event until such time as a satisfactory inspection can be undertaken. If a current Certificate of Registration is not displayed and a copy provided to the Organiser’s Event Manager prior to the start of the Event, the operator concerned will be prohibited from the Event.
5.24 Any Exhibitor intending to provide liquor at the Show must comply with the Sale and Supply of Alcohol Act 2012 and make an application to the Council for a Licence to operate. To ensure that sufficient time is allowed for this process, Exhibitors (where possible) should make an application three months prior to the event. Exhibitors must not supply alcohol at the Show without written approval from the Organiser’s Event Manager prior to licensing.
5.25 The Organiser and/or its Event Manager reserves the right to remove objectionable material / unsafe equipment from any Exhibition space.
5.26 The Organiser reserves the right to postpone the holding of the Event including changing the date, location or venue, as may be necessary in the sole discretion of the Organiser.
5.27 The Organiser reserves the right to alter these terms and conditions at any time and for any reason.
6 - INSURANCE
6.1 The Organiser will maintain Public Liability Insurance for the Event.
6.2 Exhibitors should arrange personal and other insurance cover.
6.3 The Organiser shall not be liable for any loss or damage to Exhibitors goods or property, howsoever caused. All property of the Exhibitors is the full responsibility of the Exhibitor.
6.4 The Exhibitor will be required to replace, repair, or otherwise assume all expenses for any defacement or damage of the venue or to other Exhibitors’ property caused by the Exhibitor.
7 - WET WEATHER POLICY
7.1 The Business & Leisure Show is an all weather event, it is the expectation that all Exhibitors continue to operate in the event of adverse weather.
7.2 It is the responsibility of Exhibitors who book outdoor sites to ensure their Spaces are constructed in a way that allows them to continue operation in the event of wet or adverse weather.
7.3 Exhibitors must be aware of the wind rating of any temporary structure being installed on their Space, this information must be passed on to the Organiser’s Event Management.
7.4 In the event of adverse weather the Organiser’s event management will closely monitor wind speed and if conditions become unsafe to operate the decision will be made to close and evacuate the outdoor areas.
7.5 In the unlikely event that the Organiser’s Event Management make the decision to close the outdoor area exhibitors must make their spaces safe and leave their installations in place, exhibitors must not begin to pack out their spaces until the full show has closed and the all clear has been given by the Organiser’s Event Management.