Here are all of the expo terms and conditions you can expect from a Wedding Ring Expo

• SPACE RENTAL PAYMENT – A DEPOSIT IS REQUIRED AT TIME OF BOOKING TO SECURE A BOOTH: Full payment is due as specified by Wedding Ring Inc. (Expo Management). If balance is not received by the deadline, Exhibitor waives all rights to the space contracted, and Expo Management will not guarantee space at the requested location requested. Wedding Ring Inc. reserves the absolute discretion to grant or refuse any request from individuals or companies wishing to exhibit in the expo.

• CANCELLATION POLICY: Payments are non-refundable/non-transferrable. Cancelling a booth after payment, in whole or in part, has been collected will result in forfeit of payment.

• POSTPONEMENT POLICY: Expo show dates and locations may be subject to change at the reasonable discretion of Expo Management, and any such change shall not be considered a breach of the Exhibitor Booth Agreement or these terms and conditions. Payments are non-refundable/non-transferrable. In the event of a postponement, all deposits/payments will be applied to the new date.

• EXHIBIT SPACE: Expo Management agrees to provide a standard display booth. Exhibitor may promote their business and distribute marketing materials only from within their assigned space. No part of Exhibitor’s display may extend outside of their assigned space. Aisles are not to be used by individual exhibitors. No solicitation may be conducted in aisles.

• SUBLETTING/BOOTH SHARING: Subletting/booth sharing space is prohibited. The Exhibitor shall not assign, sublet or apportion the whole or any part of the space allocated.  

• PROMOTION OF NON-EXHIBITING VENDORS: Exhibitors may not promote, advertise, or distribute materials for any non-exhibiting vendors during the event. This includes but is not limited to contests, giveaways, booth décor, floral arrangements, food items (e.g., cupcakes) and open house promotions. Any exhibitor found doing so will be charged a $150 non-exhibitor promotion fee.

• ASSIGNMENT OF EXHIBIT SPACE: Floor plans are subject to venue approval. Exhibit space will be assigned by Expo Management. Expo Management reserves the right to relocate exhibitors due to changes in the floor plan, hydro requirements, or in the interest of optimal traffic flow and exhibitor exposure. Expo Management will not be held liable if competitive exhibitors are placed adjacent to or across from one another; however, every effort will be made, where possible, to allocate space in a manner that is fair to all exhibitors. 

• SET-UP: All exhibitors must be set up within the time schedule specified by Expo Management. Expo Management will not be responsible to an exhibitor for any loss or damage caused as a result of the booth being unattended during expo hours.

• DAMAGES: Items may not be attached to any stationary wall, door, window, drape or ceiling with nails, tape, staples or any other means in order to prevent damage to the facility, fixtures, and furnishings. If the exhibitor damages tables, chairs, flooring, walls, drapes, etc, at any point during the expo, setup or tear down, the exhibitor is responsible for all costs associated with repairing or replacing the damage.

• EXHIBIT DISMANTLING: Unless permitted by Expo Management, no exhibitor shall disassemble or remove any part of their display before the expo closes. In the event Exhibitor violates this provision this will constitute a breach of the Exhibitor Agreement and the Exhibitor shall: (a) forfeit its rights to the list of show attendees, (b) be precluded from participation in future shows, and (c) be subject to an early departure fee of $250.00. Penalties are at the discretion of Expo Management. All exhibits must be removed from the exhibit hall by 6 pm on the day of the expo.

• SAFETY: The exhibitor will assume all responsibility for compliance with the local, city, and provincial fire, safety, and health ordinances regarding the installation and operation of their exhibit. Exhibitors with moving booths (ie. 360 Photobooths) must have all sides blocked in from the public.

• NO CHILDREN under the age of 12 are permitted on the expo floor during setup or teardown hours.

• HYDRO: Hydro must be requested in advance and is subject to booth location (available in KW, Hamilton, Niagara, and Oakville for a small fee). Access will be to the nearest available outlet, which may not be within the booth. Exhibitors are responsible for bringing their own extension cords and power bars.

• WIFI is provided free of charge by the venue. Expo Management is not responsible for the quality, speed, or reliability of the WiFi.

• OPEN FLAME: No open flames, candles or smoke emitting devices are allowed except sternos with attached lids (at the discretion of the venue).

• FIREWORKS: Cold Sparking Indoor Fireworks will not be permitted without prior special permission. May affect booth location.

• SAMPLES: It is the responsibility of the Exhibitor to obtain any permits or fill out any forms ahead of time that may be required to hand out samples. Expo Management does not assume responsibility for failing to do so.

• ALCOHOL/SMOKING: No Alcoholic Beverages or Smoking of Any Kind (including Vaping) is allowed on the premises at any time. If alcoholic beverages are served with out permission of the host venue and The Wedding Ring prior to the expo a fee of $500 will be charged.

• NOISE AND DISTURBANCE: Any display with audio must be kept to a reasonable volume level and not infringe on its neighbour. Expo Management reserves the right to stop the display, demonstration, or the running of any music or video or other which is considered to be a nuisance and expel immediately any Exhibitor from the show who, after being warned verbally, fails to comply. In such a case, all monies paid to Expo Management shall be forfeited.

• INCLUSIVITY POLICY: At The Wedding Ring, we are 100% inclusive. Regardless of race, religion, sexuality, gender or any other variable, all couples must be made to feel welcome and loved at our expos, in our magazine, and online. Exhibitors will conduct themselves in a courteous, professional manner. Expo Management reserves the right to expel from the expo anyone who behaves in an objectionable manner as determined by Expo Management.

• CHARACTER AND CONDUCT: All displays, music played, and promotional literature must be in good taste and suitable for an audience of all ages. The product or service must be presented in a professional manner. Free samples may be distributed (please confirm with Expo Management if you need to fill out an additional form). Orders for products may be taken and merchandise may be sold at cash retail prices. Exhibitors will conduct themselves in a courteous, professional manner. Expo Management reserves the right to expel from the expo anyone who behaves in an objectionable manner as determined by Expo Management.

• PRIZES: Any item promoted as a “prize” must be awarded through a defined giveaway, draw, or contest and not provided to all attendees. Items distributed to all attendees will be considered a promotional gift, not a prize, and must be described as such. Vendors are responsible for ensuring accurate wording in their promotions and for fulfilling all prize details as advertised.

• ATTENDEE LISTS: Exhibitors may request the list of attendees following the expo. Expo Management reserves the right to implement measures that protect the privacy of the individuals on the list, allow compliance with laws, and prevent misuse of the list. These measures may include, but are not limited to, seeding of the list and placing limits on list usage. Exhibitor agrees not to sell, lend, or otherwise transfer this list to any other party. Exhibitor agrees not to use the list to promote another business or event, even if promotion is combined with Exhibitor’s information. Exhibitor agrees to be held liable for any unauthorized use of the list and further agrees that the monetary damages to Expo Management resulting from each such unauthorized use will be set at a dollar amount equal to that of Exhibitor’s space in the show. Each individual contact made by mail, email, telephone or other means shall be deemed a separate, unauthorized use.

• EXPO MANAGEMENT LIABILITY AND EXHIBITOR’S INSURANCE: Expo Management shall not under any circumstances whatsoever be liable or responsible for (a) any loss, damage, theft or destruction whatsoever or howsoever caused to any goods, equipment or any other property belonging to the Exhibitor or for which the Exhibitor is responsible (b) any damage or injury suffered by the Exhibitor or their staff or agents or by any other person (c) any loss, damage, injury, or cost whatsoever suffered by the Exhibitor by reason of any change in the date, time or place of Exhibition or the abandonment thereof. The Exhibitor shall be liable for and will indemnify and hold harmless Wedding Ring Inc. and its parent, affiliates and related companies and their respective directors, officers, employees and agents from any and all liability, causes of action, claims, demands or proceedings whatsoever, whether by common law or statute, arising out of or in any way related to the Exhibitor’s participation at the expo and/or Exhibitor’s products and/or services. Upon request, Exhibitor agrees to provide Expo Management with a certificate of insurance for a minimum of $2,000,000.00 General Liability Coverage inclusive of bodily injury and/or property damage for each occurrence. The Wedding Ring Inc. and the owner of the building must be named as additional insureds. If Expo Management should be prevented from holding the expo by any cause beyond its control or if it cannot permit the Exhibitor to occupy its rented space due to circumstances beyond its control including, but not limited to, strike, fire, civil disobedience, inclement weather, lockouts, acts of God, and suppliers, Expo Management shall have no further obligation or liability to the Exhibitor. Any contractual agreements made between the Exhibitor and any supplier shall be between those parties and Expo Management shall not be a party thereto nor incur any liability on behalf of any one in such contractual arrangements.

• GENERAL: All matters and questions not covered by these Terms and Conditions are subject to the decision of Expo Management. In addition, Expo Management shall have full discretion in the interpretation and enforcement of all terms and conditions contained herein and the authority to make such amendments thereto and such further rules and regulations governing the conduct of the participation in the show as it shall consider necessary for the proper presentation of the show. Exhibitor agrees to abide by all decisions of Expo Management and further agrees to cease any activity that the Expo Management deems to be a violation of the terms and conditions and to follow the directive of Expo Management. This Agreement shall be governed by, and construed in accordance with, the laws of the Province of Ontario and the federal laws of Canada applicable therein. Any court of competent jurisdiction within the Province of Ontario will be the exclusive jurisdiction and venue for any disputes arising out or relating to this Agreement.