Here are all of the expo terms and conditions you can expect from a Wedding Ring Expo
• SPACE RENTAL PAYMENT – A DEPOSIT IS REQUIRED TO SECURE A BOOTH: Balance due and payable 7 days prior to the expo. 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. Full payment is compulsory in advance of move-in dates. Wedding Ring Inc. (Expo Management) 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 with chairs. (Tables provided where applicable – Table packages are available at KW, Hamilton, Oakville, Newmarket & Niagara for a small fee. Décor, signage, linen, etc. are the sole responsibility of the Exhibitor. Displays must not protrude beyond the measured booth dimensions or obstruct a clear view of the neighbouring booths. Aisles are not to be used by individual exhibitors. No solicitation may be conducted in aisles.
• 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.
• HYDRO: Access to hydro is based on booth location, and must be requested in advance (available in KW, Hamilton, Niagara & Oakville for a small fee) if you requested hydro, you will have access to the nearest available outlet. (hydro is not always directly in the booth). It is the responsibility of the Exhibitor to bring the necessary extension cords as one will not be provided.
• 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 or have representative products, magazines, signs, collateral or any other types of materials from any other business other than the one listed on this contract. Promoting non-exhibiting vendors in any way is prohibited.
• ASSIGNMENT OF EXHIBIT SPACE: Floor plans are subjected to venue approval. Exhibit space will be allocated by Expo Management. Expo Management reserves the right to relocate exhibits which may be affected by a change in the floor plan, or in the interests of optimum traffic control and exhibit exposure. Expo Management will not be held liable if competitive exhibitors are adjacent to or opposite each other, but, if possible, efforts will be made to allocate space on a basis fair to all exhibitors.
• NO SUITCASING POLICY: “Suitcasing” refers to the practice of attending a trade show but “working the aisles” from a suitcase or briefcase, soliciting business from other attendees and exhibitors. The only legitimate place to interact with couples or sell merchandise or services during expo hours is within a contracted exhibit space on the show floor. Exhibitors/Sponsors are encouraged to protect their investment and report any violations to Expo Management. Attendees observed soliciting business in the aisles or other public spaces or in another company’s booth will be ejected from the Event and may be banned from future events at Expo Management’s sole discretion.
• WIFI: Since the host venue offers Expo Management access to WIFI at no additional charge, we do not charge exhibitors for WIFI. Expo Management is not responsible for the quality, speed or reliability of the venue.
• 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 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.
• 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.
• EXHIBIT DISMANTLING: Unless permitted by Expo Management, no exhibitor shall disassemble or remove any part of his display earlier than the show end time of 3pm (or 4pm) depending on city. 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/or (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.
• ARRANGEMENT OF EXHIBITS: Displays must not protrude beyond the measured booth dimensions or obstruct a clear view of the neighbouring booths. Aisles are not to be used by individual exhibitors. No solicitation may be conducted in aisles.
• 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.
• 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 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 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. Violation of this provision cancels this Agreement and forfeits any monies paid. The sale and/or distribution of wine, liquor, or beer is strictly prohibited except with the consent of Expo Management. If consent is given, the Exhibitor must comply with all relevant laws and regulations. If in the opinion of Expo Management, an exhibitor or its servant or agents conduct themselves in an objectionable manner, Expo Management reserves the right to expel them from the show. In such circumstances, Expo Management will not be liable for any damage or loss to the Exhibitor or the person expelled, nor will there be any refund of exhibitor fees. If alcoholic beverages are served with out permission of the host venue and The Ring prior to the expo a fee of $500 will be charged.
• MAILING LISTS: Sharing expo contact list with non-exhibitors is a violation of CASL. Mailing lists may not be sold or otherwise distributed with non-exhibitors and are for the exclusive use of the Exhibitor. Please note that vendors may only promote 1 specific brand they are exhibiting as. Cross-promotion of additional services is not permitted (e.g. if you are a photographer and officiant – you can only promote photography, or if you are a dj but also have a photobooth – you can pnly promote dj, etc.). This ensures a focused and clear experience for all participants. Violation will result in being precluded from participation in future shows.
• 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 his 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. 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.
You can find all of our Wedding Expo’s here
