Elstree-Con/LibertyEventUK - Vendor Terms & Conditions

THE ORGANISERS
The Organisers of Elstree-Con events are LibertyEvents UK.

ALLOCATION OF SPACE
All reasonable effort will be made to allocate exhibitors the site space they request, but no guarantee is given, nor should it be assumed that any position chosen will be allocated.

Bookings may be reserved on a first-come, first-served basis, but The Organisers are under no obligation to accept any application. Acceptance or refusal is entirely at the discretion of The Organisers.

Full payment must be sent with the application. A confirmation of booking will be provided upon receipt.

The Organisers reserve the right to refuse any application (with return of payment) without giving reasons. Only written confirmations are valid.

Provisional telephone bookings accepted by The Organisers will be held for 14 days only.

All stands face outwards with no public access behind. Stands (including all fixings) must remain within the allocated site. If the setup exceeds the allocated space, additional fees may apply, subject to available space and Organiser discretion.

Only the products or services described on the application form may be exhibited or sold. The Organisers aim to ensure a good variety of high-quality exhibits.

The Organisers reserve the right to prohibit or remove any display, item, or person they deem unsuitable, undignified, or incompatible with the event. This includes decorations, conduct, printed materials, or any aspect deemed inappropriate.

All exhibitors must comply with all rules and regulations issued by The Organisers.

LICENSABLE ACTIVITY
If you plan to offer licensable activities (e.g. alcohol sales, music, film screenings, or performances), contact LibertyEvents UK in advance, as this may affect your stall location and fees. Obtaining the correct licence is the vendor’s responsibility.

EXCLUSIVE RIGHTS
Exhibition space does not guarantee sole rights to sell or promote a particular product or service unless agreed to in writing.

CHARITIES
Charities may collect donations only from within their site space. Roaming collectors are not permitted, except for the event’s nominated official charity.

SECURITY
Limited general security will be provided by the venue. Exhibitors are responsible for their own insurance and the safekeeping of items on-site.

The Organisers accept no liability for loss or damage.

DELIVERIES
Exhibitor deliveries must go directly to their own stand, not to the organiser's office.

SUBLETTING
Exhibitors may not sublet or share their allocated space.

STAND CLEANING
Stands must be kept clean and tidy. Any costs for post-event cleaning will be charged to the exhibitor.

PROHIBITED ITEMS
The following are strictly prohibited unless otherwise agreed in writing:

Sale or distribution of food and drink (including alcohol)

Unlicensed or counterfeit merchandise

Pirated DVDs, Blu-rays, or CDs

Chinese lanterns or hazardous goods

Any commemorative merchandise bearing the event’s name or logo

IMPORTANT: Any exhibitor found selling counterfeit or unlicensed goods will be asked to leave immediately. No refunds will be given.

All items offered for sale must be clearly listed on the application form. When in doubt, contact the organisers for clarification.

All intellectual property (IP) related to the event remains the property of LibertyEvents UK. Vendors are not permitted to use the name or branding of the event without prior written consent.

SAMPLING & LITERATURE DISTRIBUTION
Product sampling must be approved in advance. Sampling quantities and methods will be subject to strict guidelines.

Distribution of flyers, posters, or literature is only permitted within your stand area. Roaming promotion or market research is not allowed.

HEALTH & SAFETY
All exhibitors must comply with current health and safety requirements and complete relevant risk assessments. Adequate insurance cover is mandatory and must include cancellation, public liability, and loss/damage cover.

LIABILITY
The Organisers shall not be held liable for any loss, theft, damage, or injury at the event site. Exhibitors assume full responsibility for their own setup and any third-party claims.

COMPLIANCE
All exhibitors must observe and comply with UK laws and event guidelines issued by The Organisers.

DISCLAIMER
The Organisers accept no responsibility for any costs, damages, or claims arising from participation in the event.

This exclusion does not affect liability for death or personal injury resulting from negligence.

Exhibitors agree to indemnify The Organisers against all legal claims resulting from breach of these terms or acts/omissions by the exhibitor or their representatives.

SET-UP & BREAKDOWN
Late arrivals may be refused entry. Stands must be fully set up by 9:45 AM on the day of the event and may not be dismantled before 6:00 PM without written permission.

Stands can usually be set up the day before the event. Times will be confirmed in advance.

All equipment must be removed promptly after the event. Any remaining items may incur a storage/disposal fee.

DAMAGE
Do not fix anything to grey backing boards using pins, nails, or staples. Only Velcro is permitted. Any damage caused will be charged to the exhibitor.

CANCELLATIONS
Cancellations must be submitted in writing. No refund will be issued unless the space is successfully resold. In such cases, a refund will be processed.

If the event is postponed or rescheduled, exhibitors may request a refund or transfer the booking to the new date.

POSTPONEMENT / ABANDONMENT
The Organisers are not liable for cancellations or losses due to weather, strikes, third parties, or other circumstances beyond their control.

EVENT ALTERATIONS
The Organisers reserve the right to amend the event schedule, layout, or any other aspect without notice.

NOISE
Use of music or public address systems must be pre-approved by The Organisers.

HELIUM BALLOONS
The release of helium balloons is not allowed without prior written permission.

MEDIA & PROMOTIONS
Please check with the Event Office for a list of authorised media partners before distributing promotional content.

DATA & PRIVACY
Data collected is managed under the Data Protection Act 1998 and will not be shared with third parties without consent.

GOVERNING LAW
English law applies to all dealings.