Terms and Conditions

1. Bookings and Payment

When you submit the application form, it’s considered an offer to exhibit. A binding agreement is only in place once the Organiser sends written confirmation and we’ve received your full payment.

Please note that your space isn’t confirmed until you have been accepted and the payment clears. Any unpaid invoices after 14 days will be cancelled, and the space will be released without prior notice.

All places are final, non-refundable, and cannot be transferred unless the Organiser cancels the event entirely. Cancellations made on or after the event date won’t be eligible for a refund or credit.

The Organiser reserves the right to decline an application if a category is full, or if the business isn’t suitable for the event.

Please be aware that overdue payments may accrue interest at 8% above the Bank of England’s base rate, plus recovery costs, as per the Late Payment of Commercial Debts (Interest) Act 1998.

All prices quoted are inclusive of VAT unless specified otherwise.

2. Space and Allocation

The space fee is £115, including electricity, as set out on the application form.

Spaces are allocated according to layout, safety, and exhibitor mix. The Organiser reserves the right to change layouts at any time, including on the day of the event, without notice if required for safety, operational, or logistical reasons.

Sub-letting, sharing, or subcontracting space is strictly prohibited without written consent.

All spaces must be presented to a professional standard and remain open throughout public hours.

The Organiser gives no guarantee of attendance numbers, sales, or return on investment. Participation is at the Exhibitor’s own risk.

3. Setup and Pack-Down

Setup and pack-down times will be provided before the event. Exhibitors must adhere to them.

Spaces must be ready 30 minutes before opening and not dismantled before closing.

Each Exhibitor must leave their area clean, safe, and free of waste.

4. Insurance

All Exhibitors must hold valid public liability insurance with a minimum cover of £2,000,000 for the duration of the event, including setup and pack-down.

Proof of insurance must be provided to the Organiser at least 14 days before the event. Failure to provide proof may result in the Exhibitor being refused entry, with no refund due.

It is the Exhibitor’s responsibility to ensure they have adequate insurance cover for their stock, equipment, and activities at the event.

5. Power and Equipment

Power is included in the exhibitor fee. Exhibitors who need guaranteed power will be placed inside the marquee, and should say so on the application form.

All electrical equipment must hold a current PAT certificate. Unsafe or uncertified items will be removed.

Extension leads must be safety-tested and fully uncoiled in use.

6. Advertising, Promotion and Photography

Exhibitors purchasing advertising or listings on My Wedding Vibe will be subject to the terms and conditions in accordance with that agreement. By exhibiting, the Exhibitor grants permission for the Organiser to use their business name, logo, and photographs from the event for marketing and publicity unless withdrawn in writing. Attendance at the event implies consent for photographs and video footage to be used for future marketing by My Wedding Vibe.

7. Cancellations and Refunds

All places are non-refundable and non-transferable unless the Organiser cancels the event in full.

If an event is postponed for reasons beyond the Organiser’s control, places transfer automatically to the new date. If the Exhibitor cannot attend a rescheduled event, no refund or compensation is due.

8. Health and Safety

Exhibitors must comply with all venue regulations and UK health and safety law.

Fire exits, aisles, and walkways must remain clear.

Helium balloons, naked flames, or hazardous materials require prior written approval.

9. Behaviour, Compliance and Conduct

The Organiser may refuse entry or remove any Exhibitor who breaches these Terms or behaves unsafely or unprofessionally.

The Exhibitor is responsible for the conduct of their employees, contractors, and representatives.

The Organiser’s decision on event management is final.

Exhibitors must not engage in any conduct, including on social media or other public platforms, that brings My Wedding Vibe, its events, or its team into disrepute. This applies before, during, and after the event. Breach of this clause may result in removal from future events.

10. Liability and Indemnity

The Organiser is not liable for injury, damage, or loss during setup, the event, or pack-down except in cases of proven negligence.

The Organiser is not responsible for cancellations or delays caused by weather, illness, venue issues, or other force majeure events.

Exhibitors are liable for any damage they cause to the venue.

The Exhibitor agrees to indemnify and hold harmless the Organiser against all claims, damages, costs, or losses (including legal fees) arising from their participation or breach of these Terms.

Nothing in these Terms limits liability for death or personal injury caused by negligence or any liability that cannot lawfully be excluded.

11. Force Majeure

“Force majeure” includes acts of God, government restrictions, industrial action, power failure, venue damage, public-health incidents, or any event beyond the Organiser’s control. The Organiser shall not be liable for loss or damage arising from such events.

12. Data Protection

The Organiser collects and processes Exhibitor data only for event administration and communication.

Data is processed under the lawful basis of contract fulfilment and legitimate interest.

Personal and financial data are kept only for as long as legally required for accounting and tax purposes, then securely deleted.

Data will not be shared outside the Organiser’s team and venue partners.

Exhibitors may request access to or deletion of their data and may complain to the Information Commissioner’s Office (ICO).

Where Exhibitors collect personal data from visitors at the event (including names, email addresses, or contact details), the Exhibitor is solely responsible for ensuring compliance with UK GDPR and the Data Protection Act 2018. This includes providing appropriate privacy notices and obtaining valid consent where required.

13. Communication and Evidence

All confirmations and notices must be in writing. Email counts as written communication. Verbal agreements are not binding.

14. Jurisdiction

The laws of England and Wales govern these Terms, and the English courts will handle any disputes.

15. Disputes

The Organiser aims to resolve issues promptly and amicably. Formal complaints must be submitted in writing within 14 days of the event.

16. Agreement

By submitting the application form, the Exhibitor confirms they have read, understood, and agree to these Terms and Conditions.