Terms and conditions

1.0 Opening Hours

1.1 Exhibitors
Show stands can be populated by exhibitors from 9am – 10:30pm Thursday 3rd July. All exhibitors are expected to have vacated the exhibition area by this time.

Thursday July 3rd 9am-10:30pm
Friday July 4th 8:30am-10:30pm
Saturday July 5th 8:30am-10:30pm
Sunday July 6th 8:30am-11pm
Monday July 7th 8:30am- 1pm

1.2 Public
Friday July 4th 10am-10pm
Saturday July 5th 10am-10pm
Sunday July 6th 10am-6pm

2.0 Applying for a Stand

All applications for stand space must be made using the appropriate form. This must then be fully completed and signed by an authorised person and then the original posted to the organisers. Exhibitors are also recommended to, in the first instance fax or email a copy to ensure stand reservation.

2.1 Approval/Refusal of application to exhibit
Outdoor Lifestyle Shows Ltd reserve the right to refuse any stand application, without giving any reason whatsoever and further reserve the right to determine  the area and position of any stands.

2.2 Payments terms
50% deposit is required when making a stand booking. This will be invoiced on a 30 day net basis. 25% by February 29th 2008  and a final 25% by May 30th 2008

 2.3 Payment Methods

By Cheque: Please make all cheques payable to Outdoor Lifestyle Shows Ltd, and send to 4 Matterley Cottages, Horton, Wimborne, Dorset, BH21 7HN  or hand to your OLS sales team member.

By Credit/Debit Cards: If you wish to make payment by credit or debit cards please call 01258 840 319.

Via our Website: You may also make payment on our website using your credit/debit card by logging onto www.outdoorlifestyelshow.co.uk

Via BACS or Internet Banking: Account Name: Outdoor Lifestyle        Shows Ltd, Account Number: 71441906, Sort Code: 40-46-37. Please ensure that your reference includes your company name and your stand number i.e. "V98".

Direct Debit: For exhibitors paying monthly by direct debit the form must be fully completed and signed by the account holder and sent to the organisers by post.

2.4 Invoicing
Invoices will be sent once an order has been received and is payable within 30 days. Save for deposits which are due within 14days. Subsequent invoices will be sent at the agreed and appropriate times according to payment schedule. Companies paying by standing order will receive their invoice once payment has been received.

2.5 Withdrawal or cancellation by Exhibitor
Should an exhibitor withdraw, cancel or fails to occupy their stand by midday of the first public day of the event, all fees will be forfeited whether the site is re-sold or not. Outdoor Lifestyle Shows Ltd will not be held responsible, if, for any reason, the show is cancelled. In this instance however, cancellation and disaster insurance has been taken out which should provide a refund to all stakeholders.

2.6 Occupation of Stand
Exhibitors stands must at all times be manned by the exhibitor and or his staff/representatives. No early pack up within normal show times will be acceptable. Failure  to comply will lead to the immediate banning of the exhibitor from any future Outdoor Lifestyle Events.

2.7 Position of stand
We will endeavour to provide the best and preferred location for exhibitors stand. However we operate on a first come first serve basis regarding prime locations. Final stand positions may vary without notice.

2.8 Stand Boundaries
Perimeters of all stand (with stand numbers) will be marked prior to the exhibitor occupation. No product, display material, guide ropes poles and vehicles are permitted to extend beyond the stand perimeter. Any vehicles found to be parked outside of the designated stand area (and not in the designated exhibitor parking area) will be re-moved by show officials and a fine of up to £250 will made.

2.9 Stand restoration
All exhibitors  must ensure that their stand is left in the same condition as it was on occupation. Any damage caused and the restoration will be billed to the exhibitors account.

3.0 Sub-letting and transfer

Subletting in part or whole of an exhibitors stand is strictly forbidden. Discovery of such activity will lead to the immediate removal and banning of the exhibitor from the show. Stands are not under any circumstances transferable.

3.1 Stock Delivery
The organisers office will not, under any circumstance accept or take responsibility for exhibitor deliveries at any time. Exhibitors must make their own arrangements and ensure that any such deliveries are made and the delivery vehicle removed 30 minutes prior to the show opening (10am). Any deliveries during public days must be booked in with security at the delivery entrance gate. Please ensure that you provide you courier/delivery company with your area and stand number.

3.2 Products
Outdoor Lifestyle Shows Ltd reserve the right to request any product be removed from an exhibitors stand if it is deemed unsuitable, offensive or not in keeping with your product description (as it appears in the show guide). No explanation is required and failure to comply will result in the removal and banning of the exhibitor with no recourse, financial or otherwise to the organisers whatsoever.

3.3 Advertising Restrictions
Outside of the exhibitors stand no advertising of any kind (banners, flags , leaflet distribution etc. is permitted unless it has been booked through the organisers. Any such transgression will attract an immediate £500 fine. There are many official means of getting your message out to visitors which are keenly priced and highly effective. Please speak to your sales consultant for details.

In particular no unauthorised leaflet distribution may take place without prior permission of the organisers anywhere within the exhibition area or within a ½ mile radius of the exhibition area.

No “Hijack Marketing” will be tolerated.

3.4 Smoking
Due to new legislation smoking within the public enclosed areas is banned. We would also encourage you (even when outside) to consider other members of the public when smoking.

3.5 Alcohol
Under no circumstances can exhibitors sell (for on site consumption  alcoholic beverages) However Free sampling is allowed as well as  the provision of alcohol (not for sale) to clients and or customers for hospitality purposes.

4.0 Services

Electrical
In order to book your electricity supply please ensure that you have completed your application form. If you require sockets and or lights to be installed please use this form to apply.

4.1 Generators
Only “Quiet Running” generators are permitted to be used within the exhibition area. You must comply with all operations regulations as well as Health and Safety.

4.2 Water Supply
Should you require water on your stand please apply in writing to the organisers. However there will be a charge for this service.

4.3 Telephone
No hard-wire telephone services are provided.

4.4 Banking
We provide complete and full access to all your banking services through our on-site banking partners Thomas Cooke. They are able to provide and deliver floats to your stand and accept deposits and withdrawals via cheque, credit and or debit cards.

4.5 Exhibitor Passes
Each exhibitor will be provided with a exhibitor and parking passes. In addition you will be provided with a complimentary number of visitor tickets which you may use for family, friends or as promotional give-aways to promote your participation at the show. Additional visitor tickets may be provided at a reduced rate.

4.6 Exhibitor Parking
Free and secure Exhibitor Parking is within the exhibition area area itself. You will be issued with a limited number of parking passes depending on your stand size. Should you wish to purchase additional parking passes these may be purchased at £30.00 plus Vat from the organisers. Passes need to be prominently displayed in your windscreen for the duration of your participation (including build up and break down.) failure to do so may lead to your vehicle being clamped or removed from site.

4.7 Rubbish Removal
Rubbish removal will be performed at the end of each day after closing time. Please leave anything you need removing in black plastic bags on the edge of your stand for collection.

4.8 Traffic Control and vehicle movement
We have traffic controllers in place who will assist us in our traffic control and parking. Please ensure that you comply with their instructions at all times and stick to the speed limit, particularly within the exhibition area, which is 10mph. Please, in the interest of everyone's safety use common-sense when driving or manoeuvring within the exhibition areas.

5.0 Health & Safety

Our exhibitors must comply with all health and safety regulations and have fully completed and signed the appropriate risk assessment form. It is a condition of participation that you provide full and complete access to your stand to our on site Health and Safety officials. Should they discover anything that is in breach of these regulations you will be asked to rectify the problem immediately. Should you not comply you will asked to to leave the exhibition with no recourse whatsoever.

5.1 Fire Precautions
All exhibitors must comply with all precautions against fire within any stand, exhibit, tent, marquee or any temporary or moveable structure erected or installed within the exhibition area. All applicable exhibitors are expected to provide their own fire extinguisher/s in the interest of fire safety. All LPG cylinders must be located in an open area and any combustible materials shall be kept away from gas cylinders and appliances at all times. Replacement cartridges for portable appliances must be fitted in the open air well away from a source of ignition. When not in use gas cylinders should be isolated at the cylinder as well as the appliance. Exhibitors with gas on their stands must comply with all H.S.E. and Fire Safety regulations.

5.2 Risk Assessment
All exhibitors must complete the mandatory risk assessment form. In additions please ensure that all your staff and  respective contractors are familiar with all Health and Safety regulations.

5.3 Food & Drink
No food and drink may be sold from your stand without permission from the organisers.

6.0 Camping & Accommodation

We have a 42 acre camp-site immediately opposite the exhibition area with toilet and shower facilities and have allocated an “Exhibitor Only” area. Pitches may be booked on line or by filling out a camp site booking form which we will happily send you. You will then be allocated a pitch number and sent your camping area passes. No camping on the exhibition area is permitted whatsoever. Should you require assistance with booking accommodation other than the camp site (Hotels, B&B) please refer to our website.

7.0 Security

We have arranged for 24hr security during the show. All exhibitors need to vacate the exhibition area by 10:30 pm in order to make the exhibition area as secure as possible. Should you need your own security this may only be provided by the security company that has been contracted by the organisers. Please send your requests into the organisers. The organisers accept no responsibility whatsoever for any loss or damage an exhibitor sustains during the show.

8.0 Catering for Exhibitors

A comprehensive selection of catering outlets and options is available on-site. As an exhibitor you are entitled to a 20% discount on any food and beverage purchases. Simple show your exhibitor badge to receive your discount. They also deliver!

9.0 Banking

We have arranged, in partnership with Thomas Cooke to provide our exhibitors with full banking and float facilities. Their location is highlighted on our show floor plan and they will even deliver!

10.0 Tents, Tables and Floor Covering Rental

Our on-site contractor is Mar-Key (01202- 577111) www.mar-key.comwho can provide most of your needs regarding these items. Should you require smaller marquees these may be rented from Dorset Canopies (01258-837631) www.dorsetcanopyhire.co.uk at a preferential rate.

11.0 General Conduct

Any shouting, offensive, aggressive or intimidating behaviour, amplified sound, games of chance or lotteries for the selling of product by auction which, in the opinion of the organisers causes offence or annoyance is strictly forbidden. Management and or representatives of Outdoor Lifestyle Shows Ltd have the right to remove any exhibitor or person from the exhibition should they deem that the organisation or person is infringing our code of conduct without explanation or recourse.

12.0 Awards

Best Small Stand
Best Medium Stand
Best Large Stand
Best Small Outdoor Stand
Best Medium Outdoor Stand
Best Large Outdoor Stand
Best Entertainment Feature
Best Marketer

13.0 Licenses

Our food areas will operate under a Temporary Event Licence, any stand operating under the conditions of the licence must comply fully with all relevant legislation.

14.0 Tenancy

The exhibitor is granted the rights to exhibit at the Outdoor Lifestyle Show from July 4-6th July 2007.

15.0 Disclaimer of Liability

Outdoor Lifestyle Shows Ltd will not be held responsible for the death, injury, disease, damage or loss howsoever caused to an exhibitor or his/her staff, agent or representative, or thing of whatever nature exhibited or brought into the exhibition area by or on behalf of the exhibitor.

Organisers

The organisers of the event are Outdoor Lifestyle Shows Ltd, Registered Offices at 4 Cedar Park, Cobham Road, Ferndown Industrial Estate, Wimborne, Dorset. BH21 7HN.

Co Registration No 6275383 Vat No 909 1415 34
Tel: 01258 840 319 Fax: 01258 841 436,
email: Here