WhitstaWool vendor terms & conditions

In these terms and conditions “Organisers” means WhitstaWool, “Exhibitor” means any person, company or organisation and the staff or agents of that company taking a stall “Event” means WhitstaWool “Venue” means Whitstable Castle

An Exhibitor Pack will be sent to each confirmed Exhibitor to help plan for WhitstaWool. It contains detailed information including dates, arrival and departure times, parking instructions and other operational information related to the show.  

1 Once applications have been considered and where acceptance is confirmed by email it is deemed that the signed application form is a binding confirmation of the Exhibitor’s commitment to take the stand applied for and of the Exhibitor’s acceptance of these terms and conditions in full.

2 The Exhibitor accepts all regulations laid down by the local authority applicable to the Event and Venue and all stipulations laid down by the Organisers including but not limited to security, fire procedures and all current Health & Safety regulations. 

4 All stands must be staffed and open throughout public opening times.

5 No dogs except Registered Assistance Dogs will be permitted into the Venue.

6 By acceptance of these Terms & Conditions, Exhibitors agree that any footage or images taken by WhitstaWool photographers may be used by WhitstaWool and our partners in perpetuity and without charge. The images and film may be used for archive and documentation purposes and for future publicity.  

1 The Organisers reserve the right to alter the show plan at the Castle at any time up to and including the arrival of the Exhibitors. 

2 The exact size of the stalls allocated may vary slightly in size from the dimensions given on the application form depending upon the location within the Castle

3 Under no circumstances must a stall be sublet, shared or transferred without the prior consent of the Organiser. All requests must be made in writing via email. The original Exhibitor remains responsible for all liaison with the Organisers and liable for the full price of the stand to be paid to WhitstaWool

1 Exhibitor’s must take responsibility for their own health and safety, and those around them on their stall, including staff during the build, the event and breakdown and must abide by all current Health and Safety regulations. 

2 Specific Risk Assessments for WhitstaWool must be completed and emailed to info@whitstawool.co.uk as requested.

3 Children under 16 cannot be permitted on site during the build or break down. There are no crèche facilities available at the venue so please make appropriate off-site arrangements for these periods.

4 While onsite the designated Health & Safety officer has final say on any issues of Health and Safety, all Exhibitors must adhere to their guidance.

5 Exhibitors must not cause any aisle or emergency exit to be blocked in any way by their goods, displays or staff. In case of any dispute the decision of the H&S officer is final. 

6 Stalls, stall dressing or exhibits must not exceed 2.5m in height.

7 Stands and displays etc must be constructed safely and displays or stand dressing secured appropriately. Cable ties are used to secure unused gates and these ties must remain intact for safety

1 Each Exhibitor must provide evidence of their Public Liability Insurance by email to info@whitstawool.co.ukas requested. This cover must be for a minimum of £5 million. The Organiser accepts no responsibility for the failure of any Exhibitor to arrange the required insurance cover.

2 Each Exhibitor is responsible for the security and insurance of their own stand and its contents. While reasonable precaution is taken, Exhibitors are advised to always take common-sense precautions regarding the safety of their effects.

3 The Organiser cannot accept any liability for any loss or damage sustained from any cause whatsoever.

1 Parking at the castle is extremely limited. Please consider travelling in one vehicle where possible. 

2 Vehicles must be removed from the loading area promptly and parked as directed 

3 Under no circumstances should any entrances be blocked by unauthorised vehicles.

4 Access to the castle for setting up is strictly from 2pm to 8pm on Friday. 

5 Dismantling of stands or removal of any items from them must not commence until the show closes at 4.30pm on Sunday and the public have left the building. Everything must be clear by 6.30pm. 

6 All rubbish must be removed from the stand and taken away. Exhibitors are responsible for any waste material left behind at the end of the show. Any costs incurred by the Organisers in the specific disposal of such materials will be passed on to the Vendor

1 All Exhibitors and their staff must wear the official WhitstaWool identification issued at registration. 2 Passes are not transferrable. The Organiser reserves the right to refuse admission to any individual in possession of an Exhibitor pass, who is not directly involved with an exhibition stall.3 Exhibitors must display their business name prominently on their stand.

The Organisers shall not be responsible for any article or object of any kind exhibited at the Venue. The Exhibitor shall assume all responsibility, including for all claims arising out of the exhibition, handling or housing of such exhibits and the conduct of the stand in general. The Exhibitor shall indemnify the Organisers against all claims, damages, or expenses whatsoever in any way arising from the presence of the Exhibitor or their exhibits at the Venue. 

1 Payment is due as specified on the invoice to secure the stall. Payment must be paid to the correct bank account as per the instructions on the invoice. 

2 The Organisers reserve the right to re-allocate stands if payment in full is not received as specified. No payment reminders will be issued.

11 In the event that an Exhibitor wishes to cancel a booking, reimbursement of fees paid will be as follows:
Cancellation up to 3 months prior to the set up day, a full refund will be given. 

Cancellation up to 2 months prior to the set up day, 50% refund will be given. 

Cancellation within 2 months of the set up day, no refund will be given.

11 The refund relates to fees paid for stands. Payment received for hire of tables 

or chairs will be refunded in full if cancellation is made prior to the Organiser confirming hires. 

If the Event is abandoned, cancelled, or suspended in whole or in part by reason of war, fire, national emergency, labour dispute, strike, lock out, civil disturbance, inevitable accident, the non-availability of the venue, royal mourning or any other cause not within the control of the Organisers, the Organisers may at their discretion repay the space fees and charges for hire of furniture paid by the Exhibitor, or part thereof, but shall be under no obligation to do so. The Organisers shall be under no liability to the Exhibitor in respect of any actions, claims, losses (including consequential losses), costs or expenses whatsoever which may be brought against or suffered or incurred by the Exhibitor, because of the happening of such an event.