Exhibitor Terms & Conditions

1. Bookings

All bookings are subject to availability and accepted at the discretion of the organiser.

We do not operate on a first come first serve basis as we aim to showcase the best businesses in the area.

A completed booking form must be submitted in a timely manner from any communications to secure a booking, however no booking is secure until payment is made.

2. Payment

Full payment is due within 7 days from approval of booking.

All payments should be made via BACS payment, Paypal can be accepted but carries with it a 5% admin fee.

We will hold your booking for up to 7 days without payment. Bookings are not secure and are at risk of cancellation if payment is not made within this time.

Payment plans are available upon request, please note these do carry a 10% admin fee and full payment must be paid no later than 6 weeks prior to the fair. The full terms of the payment plan will be outlined by the organiser prior to it commencing.

2,1. Late payments

Late payments will be subject to a 10% admin fee and at risk of removal. If a payment is more than 7 days late the booking is considered cancelled and the exhibitor forfeits any monies already paid

3. Stand charges, add-ons and adjustments
Stand charges are detailed on the booking form and all additional add-ons are clearly displayed at the time of booking.

Adding or removing of any space or add-on once a booking is complete is at the discretion of the organiser and where appropriate an admin fee may be applicable.

4. Stand location

Location within the fair will be determined by the organiser. An exhibitor can request a specific space or neighbouring exhibitor but it is at the organisers discretion.

5. Subletting

Exhibitors will not be allowed to sub-let or divide their stand unless written permission has been obtained from the organiser.

6. Fixing to the building

Under no circumstance shall any exhibitor fix, insert or make fast any wires, tackle or fastenings of any description to the structures of the hall.

7. Insurance of exhibits.

Although every precaution is taken to protect exhibitors and their property during the event, the organisers expressly decline responsibility for any loss or damage, which may befall the person or property of the exhibitor or their agents from any cause whatsoever. Exhibitors are reminded that they are responsible for effecting insurance cover in respect of:

a. Exhibits and contents of stands

b. Public Liability and Third Party Risk (compulsory see 7.1)

c. Expenses incurred due to abandonment or postponement of the exhibition.

It is in your own interest to arrange insurance as early as possible.

7.1. Public liability insurance

Every exhibitor must hold Public Liability Insurance and make this available to the organiser no later than 3 weeks prior to the date of the fair. Failure to do so will result in the full cancellation of their booking and no refund offered.

8. Epic Prize Draw

Every exhibitor must provide something towards our Epic Prize Draw. The exhibitor must inform the organiser what the donation will be by the date specified in the Exhibitor Manual and have it available to the organiser by the time of the fair.

Please note it is more beneficial to the exhibitor to have the donation with the organiser a minimum of 3 weeks prior to the fair as this will result in additional advertising for the exhibitor in the lead up to the fair.

The donation does not need to be a high value item, see examples in Exhibitor Manual. A simple gift that relates to the business is gratefully received.

9. Activity Sessions

Activity sessions are only guaranteed at the time of booking to exhibitors who book under a premium or custom package. All remaining sessions will be allocated at the organisers discretion.

An exhibitor can request a specific time slot to host their session but the schedule will be set by the organiser.

10. Exhibitor duplication 

The organiser monitors the bookings carefully and will place a limit on each business type to avoid over-duplication and unfair competition on the day. The final number for each business type is at the discretion of the organiser and may differ between business types.

11. Advertising of other businesses

Exhibitors are prohibited from advertising any other business or event outwith their own or that was outlined in your booking form. This includes but is not limited to the distribution of flyer, distribution of marketing materials or displaying signage at your stand. Failure to comply with this could result in the immediate removal of the exhibitor from the fair.

If you wish to advertise another business or event please obtain written permission from the organiser prior to the fair commencing.

12. Promotion

As an exhibitor of Bonnie Bairn you are expected to promote the fair through your social media sites, website, word of mouth and any other means available to you. At 6 - 8 weeks prior to the fair every exhibitor will be issued with a promotional pack containing complimentary tickets, flyers and posters to assist with this.

13. Refusal of admission

The organisers reserve the right to refuse admission or remove from the exhibition halls any person at their absolute discretion without incurring any liability whatsoever

14. Cancellation and refunds

If an exhibitor wishes to cancel their booking, this must be stated in writing to the organiser.

If notification of cancellation is received more than 8 weeks prior to the date of the fair a 50% refund will be issued.

If notification of cancellation is received 8 weeks or less from the date of the fair then no refund will be issued.

15. Abandonment of Show

Should all or any part of the exhibition hall not be fully available for the show or should fire, war, strike or other labour trouble, force majeure, or an act of God, or any other occurrence or circumstances whatsoever, whether ejusdem generis or not, render it, in the opinion of the organisers advisable to postpone, interrupt or prematurely conclude it in whole or part, or to hold it on a reduced scale, the organisers may terminate the contract at any time on giving the exhibitor notice in writing to that effect, and in such cases the organisers shall be under no liability to the exhibitor nor shall the exhibitor be entitled to any refund or charges or monies paid for their booking. 

15.1 Abandonment due to Covid-19 restrictions

Should the Scottish or UK government reinstate restrictions that prevent the event from taking place on the 29th May 2022, the fair will be moved to later in 2022. All exhibitors will have the option of moving their booking or receiving a full refund for their stand fees. Please allow 14 days for refunds to be processed. Advertising packages will be refunded on a percentage level depending on the level of exposure already received.

We cannot guarantee a refund on cancellations made by exhibitors due to Covid-19, if the event is still able to take place.

16. Injury by machinery or exhibit to visitors or employees etc

In case of injury or damage being caused by any exhibit, structure or fitting, to any person or persons, or to any property or any part of the show, the exhibitor by whom or for whose purpose the exhibit, structure or fitting was brought into the show premises, indemnifies the organisers against all actions, expenses, costs, charges or claims arising out of such injury or damage.

17. Breach of term

In the event of any exhibitor committing a breach of any of these terms or failing to observe any requirements of the organisers within the time stipulated by the organisers, or if no time is stipulated then forthwith, or if the organisers being of the opinion that this conduct or proposed conduct is or may be undesirable in the interests of the show or that their business is being or may be conducted in such a manner that there is a risk of persons who may do business with them being dissatisfied or of discredit being brought upon the show, the organisers shall be entitled by notice to the exhibitor to terminate the exhibitors’ booking. Powers conferred on the organisers by any other regulations shall be in addition to, and not in substitution for, the powers conferred on them by this term.

18. Indemnity by exhibitors

The exhibitor indemnifies the organisers against all actions, expenses, costs, charges, or claims which the organisers or any of their contractors may be liable for in consequence or damage or injury to any person or property occasioned by or arising out of the act, default or negligence of the exhibitor, their representatives, servants or workmen or any person or persons or persons under their direction or any independent contractor engaged by the exhibitor.

19. Alterations to regulations

The organiser reserve the right on written notice to add or alter these regulations at any time.