Terms & Conditions

For Advertisers

In these terms and conditions “the company” means Roots of Life and “the advertiser” means the person, company or other body to whom this document is addressed and who wishes to place advertisements in the company’s publications. “Booking” means a request or order (whether written or verbal) for the advertisement or insert to be placed in the company’s publications and including but not limited to the company’s web sites. Advertising Agencies, unless the context requires otherwise, will be treated as acting as principal.


SPECIFIC CONDITIONS

These terms and conditions shall govern every booking and shall constitute a contract between the company and the advertiser and shall apply to all advertisements accepted by the company. Any other conditions including the Advertiser’s standard conditions of purchase are expressly excluded, and no variation of any of these terms and conditions shall have any effect unless expressly agreed in writing by the company.

The company reserves the right to refuse, withdraw, omit or otherwise deal with all advertisements at its absolute discretion without any liability to the advertiser thereby arising.

All advertisements are accepted subject to space being available and to the advertising creative and/or copy supplied by the advertiser being acceptable to the company, in its discretion. The company shall not in any way be liable to the advertiser for any loss suffered by the advertiser due to non availability of space or unacceptability of advertising creative and or copy.

A verbal booking shall be a contract governed by these terms and conditions provided that the advertiser has not previously dealt with the company. Under these circumstances a verbal contract with a first time advertiser can be cancelled within 5 days of receipt of a copy of these terms and conditions.

Each booking shall be treated as a separate contract. There shall be no right of set off between separate bookings and/or advertisements and regardless of any series, multiple or separate booking by an advertiser or of any series or other discount offered by the company each booking and each publication of an advertisement shall be deemed to be the subject of a contract.

4 The Company reserves the right to determine the position of each
advertisement unless a special position at a premium has been agreed in
writing by the advertiser and the company.

The advertiser specifically undertakes that the advertisement (a) shall not contravene any English law, or Act of Parliament (b) shall conform with the British Code of Advertising Practice as stated by the Advertising Standards Authority (c) shall be original to the advertiser and shall not be illegal or defamatory or infringe the copyright or other proprietary right of any third party (d) shall be legal, decent, honest and truthful.

The advertiser shall fully indemnify the company against any claim whatsoever (including legal and other costs and expenses incurred in dealing with any claim) arising from the publication of the advertisement.

RATES
(a). Advertisement rates are subject to change by the company except where a rate protection guarantee has been agreed in writing by the company with advertiser. In the event of a rate increase the advertiser has the right to cancel without loss of discounts but must give the proper period of notice.
7.(b). In the case of a series booking, discounts will only be given when the series
is booked in advance to be completed within the following twelve months and
there is no cancellation by the advertiser.

CANCELLATIONS
8(a). Any advertiser who cancels part of a series booking may at the company’s
sole discretion be charged at the standard rate for each campaign prior to
such cancellation, and the advertiser shall immediately pay to the company all
such additional sums as may be due as a result of the company so charging.

8(b). Cancellations will only be accepted by the company if in writing and will only
take effect 2 weeks after receipt by the company.

COPY AND MATERIAL
9(a). Creatives must be supplied by the advertiser without request by the company
prior to copy/creative date. Failure to do so will mean that at the company’s
discretion existing creatives may be repeated or the advertisement omitted if
no repeat creative is available. In either case the full cost of the advertisement remains payable.

9(b). Where a booking is made but the creative does not arrive before 12 noon, the
day before the campaign is due to go live, the impressions will be pro rated
down for each day creative is not live, but the full cost of that booking is
payable.

9(c). Where errors are clearly the fault of the company and where the copy arrived
before the copy date, any claim by the advertiser shall be limited to a
maximum of the cost of the specific advertisement concerned. Whilst every
care is taken to avoid errors the company shall not be liable for errors due to
insufficient and inaccurate instructions or circumstances beyond its control.

9(d). The company shall not be liable for any loss suffered by or occasioned to any
copy and/or artwork and other property of the advertiser which shall be held at
the advertiser’s risk and should be insured by the advertiser against loss or
damage from whatever cause. The company reserves the right to destroy,
without notice, all copy and/or artwork or other property of the advertiser
which has been in its custody for six months from the date of its last use.

9(e). Complaints about mistakes or poor reproduction must be received in writing
by the company not more than 10 days after publication date. Complaints
received after shall not be entertained by the company which shall have no
liability in respect thereof.

PAYMENT TERMS
10(a). Payment terms are strictly 30 days from the date of invoice. All invoices are
dated with reference to the start date of each campaign.

10(b). Failure to settle any invoice within thirty days of the invoice date will render the
advertiser liable, at the company’s sole discretion, to lose any discount
entitlement and to pay interest on the outstanding invoices at 5.0% per annum,
accruing daily, above Barclays Bank Plc base rate. Failure by the advertiser
to comply with these terms or any other payment terms agreed in writing with
the company shall entitle the company not to publish any advertisement
previously accepted.

10(c). Not withstanding paragraph 13(a) above, if an advertiser has not paid for an
advertisement which forms part of the series booking by the copy date for the
next advertisement in this series the company shall be entitled to omit that
next and subsequent advertisements and to charge the advertiser under
paragraph 12 as if it had cancelled the series.

OTHER
11(a). All prices quoted are subject to variation as a result of government taxes and
levies.

11(b). The various provisions of these terms and conditions are severable and if any
of its provisions shall be held to be invalid or unenforceable by any competent
court jurisdiction then such invalidity or unenforceability shall not affect the
remaining provisions of this agreement.

11(c). This contract shall be governed and construed in all respects in accordance
with English law and any disputes will be subject to the jurisdiction of the
English Courts.

For Stallholders

Bookings, Terms & Conditions of Exhibiting
1. Bookings are accepted on the basis of the description of products & services outlined on the booking form. Any deviation from the description must be with the approval and agreement of the Organiser. The Organiser reserves the right to ask you to remove any items on display which have not been declared previously on the booking form or agreed with the Organiser prior to the Fair.
2. Subletting or sharing a stand is not permitted unless with the approval and agreement of the Organiser at the time of booking: in the case of readers only 1 reader is permitted per reader stand. The number of similar types of exhibitioner will be limited in the spirit of fairness to all.
3. No extensions or widening of stands is permitted – if a larger stand is required then this must be stated on the booking form and payment made accordingly: likewise, if a stand has a pull-up display, backing display or banner then this must be declared at the time of booking. Due to the popularity of these events only a limited number of double space stalls will be accepted and these will be allocated to those booking early.
4. Exhibition stands will be allocated by the Organiser in the interest of ensuring an interesting and well-balanced event and the requirements of the venue. If Exhibitors have specific requirements then these must be put on the booking form – wherever possible these will be taken into consideration, however the Organisers decision is final.

Payments
5. The price of the stand is outlined on the booking form however there is some flexibility due to the nature of stall holders. Please get in touch if you have any queries around this. Please get in touch if you cannot see what you need or require an alternative layout.
6. Preference will be given to those who pay promptly. Failure to pay the full amount by 6 weeks before event may result in the loss of your stand allocation.

7. Cancellations must be given as soon as possible to give maximum notice. In the event of a cancellation before 2 weeks before Event Date then a full refund will be given; if it's after that date then a refund will be given ONLY in the event that your space has been resold to another business and on receipt of their payment.
Cancellation within 48 hours of the event will not be subject to a refund. Cancellation IMMEDIATELY before the event should be notified to Deborah Brookes on the mobile number 07956550447.

Insurances
8. It is the responsibility of each & every Exhibitor, performer & therapist to be aware of any current change in legislation that affects their activities & to comply with such legislation.
9. Whilst the Organisers have taken every precaution to ensure a safe & secure environment for the Fair it is the responsibility of each stand holder to make sure that they have their own insurance to cover their goods & services as required by law & should have both Public Liability insurance & Professional indemnity for any products & treatments given. No responsibility will be accepted by the Organisers for claims
made against any products, services or treatments or for any loss or damage to Exhibitors stock or equipment.
10. If you are bringing electrical items to use on the day these must have a certificate to prove they have been PAT tested as the venue may request to see proof.
Health & Safety
11. The boundaries of the stand are the limit & extent for each Exhibitor – a single stand is approximately 6’ wide unless otherwise stated at the time of booking: no goods, furniture or storage items are permitted to block aisles, doorways or fire escapes.
12. Naked Flames, Hopi candles, tea lights, incense or naked flames are only permitted with prior arrangement with the venue manager. Please state on the booking form if you are intending to use any of these so we can clarify with the venue that there is a location for you to do this.
13. Readers: No readings are to be given to any persons under the age of 18 years old.
14. Electricity: Please advise the organisers in advance if you require an electrical socket on the day. These will be allocated on those booking first and cannot be guaranteed.
15. Leaflets: these are permitted in your exhibition space only – there will be no other space provided for leaflets of exhibitors; the leaving of leaflets at any other area of the venue including the refreshment area and the toilets is not allowed.

16. Posters: No posters are to be attached to the fabric of the building by drawing pins, sticky tape or similar – any damage charged for by the venue will be passed on to the Exhibitor.

Your participation in advertising the Event
17. A major proportion of expenditure for Events is the publicity generated via the press, by flyers and adverts on websites and other distribution sources. It is in all our interests that the Event is a success therefore I ask that you distribute leaflets or flyers sent to you about the Event and if possible that you put the Event on your website with appropriate links. I will in turn be happy to include a reciprocal link to
your website. This also applies to Facebook. The more sharing we do the more people will know about your business or service. We will be sharing a link to all of our exhibitors at the time of booking and nearer the event.

Setting up & Closing Down
18. Exhibitor access for setting up will be from 8.30am on the morning of the Event. Please do not arrive earlier than this as the room will not be ready and we will be unable to accommodate you. We ask that you have finished unloading by 10am at the latest and at the time are setting up and finishing your stall.
19. After unloading vehicles should be removed away from the loading areas so as not to restrict other Exhibitors unloading or visitor’s access to the venue. Please park sensibly to assist all and give vehicular registration details if in doubt to the organiser.
20. Closing down should not be until 5pm – closing down before this time is not permitted as it is disruptive to other exhibitors and the visiting public. Please take all stand displays, equipment, rubbish and materials with you when leaving. Please be respectful to the venue and staff when clearing your area and leaving the premises.
Debs Brookes Roots of Life
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