Terms and Conditions
IPSF Vendor Stall Agreement- World Pole Sports Championships 2017
a) ‘The Organiser’: IPSF – International Pole Sports Federation
b) ‘Vendor’: traders, schools, charities, non-commercial groups and companies wishing to exhibit with a Vendor Trade Space at the World Pole Sports Championships
c) ‘Vendor Stall Space’: the term Vendor Trade Space refers to the seller’s area purchased for the duty of selling its products/services
1.1 All applications for Vendor Stall Space can only be made by completing this application. The IPSF reserves the right to decline applications and refund money.
1.2 No company or person will be allowed to trade at the venue without the prior consent of The Organiser.
1.3 No subcontracting of Vendor Stall Space will be allowed without the written consent of The Organiser.
2. HOURS OF EVENT
2.1 The Organiser reserves the right to alter the hours of operation at the event without advance notice to Exhibitors in the case of unforeseeable events. Event opening time is from 9am to a maximum of 10.30pm
2.2 Vendors are permitted to set up stalls from 9am Thursday 29th June 2017. Vendors cannot set up any other days. Vendors not ready for 9am opening will receive a £100 penalty. Vendors must be off site on and have removed all property by 9pm Sunday 2nd July 2017.
3. POSTPONEMENT OR ABANDONMENT
3.1 Where the event is cancelled or postponed by The Organisers prior to the event date, a full refund of Vendor Stall Space will be made available to Vendors.
3.2 In the case of Vendor neglect to attend their stall, it is The Organiser’s right to offer this space for resale without the need to provide the Vendor with a refund. (Please refer to clause 4 for details).
4. DEFAULT BY EXHIBITORS
4.1 Vendors shall be in default under the general conditions of this agreement for Vendor Stall Space should they:
• Fail to make payment by the due date stated by The organiser.
• Fail to physically occupy their allotted Vendor Stall Space.
• Use the Vendor Stall Space in a manner that contravenes the agreement.
• Be in breach of any item or provision of this application.
• Fail to produce related insurance/hygiene documents (See clause 12)
5. EXCLUSIVE RIGHTS
5.1 The granting of Vendor Stall Space does not guarantee the Vendor sole right of selling or promoting their particular commodity or service unless The Organiser approves such agreement in writing.
6.1 Neither The Organiser nor their representatives shall be liable or responsible for any injury to the Vendor or their employees, agents, guests or visitors while within the confines of the Vendor Stall Space allocated to them.
7. SAFETY & SECURITY
7.1 Vendors shall be solely responsible for providing security for their own Vendor Stall Space. Neither The Organiser nor their employees shall be liable for any damage to property of the Vendor or the property of Vendor’s staff. The Vendor agrees to indemnify and hold harmless The Organiser and their agents against such loss.
7.2 All Vendors must comply with local fire, health and safety regulations and with the directions of The Organiser’s appointed health and safety person at the venue.
7.3 Vendors are required to complete their own risk assessments as required.
7.4 Vendors are required to have all electronic equipment PAC tested. Equipment found not to feature the PAC test sticker will not be able to be used.
7.5 There are a limited amount of power points. Extension cords can be used as long as it has been PAC tested and has been secured and hazard taped to stop any injuries.
8. STALL MANAGEMENT
8.1 Vendors are allowed a maximum of 2 staff per stall regardless of number of vendor locations purchased. Staff should be:
• Over the age of 16
• Adequately trained
• Be appropriately dressed for a sporting event
• Well presented at all times
The Organiser may require the Vendor to remove any member of staff that in the opinion of The Organiser does not meet these standards. The use of offensive or abusive or threatening language by the Vendor or its staff will breach this clause and overall agreement.
9. STALL STRUCTURES
9.1 Vendor Stall Space will have the choice of a table and two chairs. The Organiser cannot guarantee a back drop of a wall to hang banners and therefore roller banners are advised.
9.2 When using temporary structures or large pieces of equipment, the Vendor must make sure it complies with Health and Safety standards and be approved by the organisers before the event.
9.3 All tables must be covered with a table cloth provided by the Vendor. Colour(s) can be decided by the Vendor.
9.4 The vendor booths are NOT sectioned by any form of partition or back wall. Please feel free to bring roller banners.
9.5 You will have approximately 2m x 2m of space unless you have negotiated a larger area (VIP 5x4m).
9.6 Vendors are not guaranteed access to an electricity point.
10. UNLOADING OF PROPERTY AT THE VENUE
10.1 You are able to load and unload on Thursday 29th June (see 2.2). The unloading area is located at the entrance.
10.2 It is strictly forbidden to leave your vehicle blocking any emergency exits.
10.3 Vendors are responsible for the unloading and loading of their own property. No assistance will be provided by the organisers.
10.4 Extreme caution should be taken with equipment being dragged along the wooden floor. If is a vendor has been found to damage the floor they will be responsible for the repairs. No loading equipment shall be provided by the organisers.
11. STAND CLEANING
11.1 Vendors are responsible for ensuring that all rubbish is thrown away. Bins will be provided at the venue to discard of waste products.
12.1 Vendors must have their own public liability insurance. The IPSF will not be held responsible for any claims that arise from an accident that happened due to vendor negligence. All Vendors must present a copy of their public liability insurance to the IPSF by 1st June 2017 or their contract will be terminated with immediate effect and no refunds will be given. All vendors should also bring a copy of their public liability insurance to the event.
12.2 Vendors who will be using poles and teaching are required to provide The Organiser with a copy of their Public Liability insurance.
12.3 All insurance cover must be legally acceptable in The Netherlands and vendors must provide evidence of this either by showing the clause where this is relevant.
13. BRANDING / PUBLICITY
13.1 The Vendor shall not reproduce the ISPF logo or any branding associated with the company on any publicity material or otherwise without the prior written consent of The Organiser or unless the Vendor has an IPSF Organisation Membership.
13.2 There is a strictly NO recording at the WPSC. Vendors found recording will be asked to leave the event without a refund provided.
13.3 Vendor branding materials shall not be placed anywhere other than the Vendor Stall Space. (If a Vendor wishes to have banners placed around the room (apart from the already allotted stand/booth) the cost is £40. Vendors will be required to supply a 2 x 6 foot banner.)
13.4 Vendors are required to provide a raffle prize of at least £20 in value. This should be given to the IPSF stand upon arrival on Thursday 29th June, along with a paragraph about the vendor for promotional use.
13.5 1.5 No third party sponsorship may be displayed on any pitch without the prior written approval of the event organisers.
14. DAMAGE TO THE VENUE
14.1 Any damage to any part of the venue as a result of Vendor property will be liable to the cost of reinstatement by the Vendor.
14.2 If you do have a back drop you must not use anything but blue tack to hang banners and posters.
15.1 The Vendor Stall Application is personal to the Vendor and shall not be assigned or transferred to additional Vendors without prior consent from The Organiser.
16. PROHIBITED ITEMS
16.1 We cannot allow under any circumstances Vendors to sell, promote or advertise:
• Educational courses which are in direct competition with IPSF courses.
• Any competition which is not endorsed by the IPSF.
• Knives or anything that could be construed as a weapon.
• Any illegal or controlled substances.
• Alcohol, cigarettes or tobacco products.
• Any item purporting to be official or unofficial WPSC / ISPF merchandise of any description, or in regard to any of the athletes appearing at the event.
• Any unauthorised records, CDs, videos or tape recordings.
• Candles, hand held torches, flares or wands which may constitute a fire hazard or cause injury to any person.
• Laser pens or other laser equipment.
• Items that include PVC, Bondage style clothing, Items of a non sporting nature.
Any Exhibitor found selling these products will be removed from the site and no refund will be available.
17. EXPLICIT / ADULT MATERIALS
17.1 The sale of explicit or adult materials is strictly forbidden to sell or display.
18.1 Once a stand has been paid in full no refund will be given. Deposits made for stands will not be refunded
19.1 In the event of any disputes in relation to this agreement, the Vendor is to write an official letter of dispute addressed to the IPSF committee, upon which formal communications will commence.
It is expressly forbidden to sell images and video of any IPSF event without express permission.
Quarter page ad: 148.5mm high x 105mm wide (portrait) Plus bleed.
Half page ad: 148.5mm high x 210mm wide (landscape) Plus bleed.
Full page ad: 297mm high x 210mm wide (portrait)
Bleed: All ads should have 3mm bleed. Text should be kept within 5mm of outer edges.
Resolution: Supply in CMYK (full colour) at high resolution (300dpi).
Resolution: Supply in CMYK (full colour) at high resolution (300dpi).
File format: Preferred format is PDF or EPS or TIFF. If this is not possible, a high resolution JPG is the next best option.
Flyers should be sent to: IPSF, Campanulastraat 25. 5271 GX Sint-Michielsgestel. The Netherlands They must be received by 15th June. Flyers not received will not be placed in bags and not refunded.
“I accept the terms and conditions laid out above in the formal agreement and agree to abide by the terms on lead up to, during and after the event I understand that any breach of this agreement will result in the possible removal from the WPSC event...”
Thank you for supporting the World Pole Sports Championships and the IPSF. We are looking forward to seeing you on the day.