For the purpose of these Terms and Conditions, Woodland Wellness Events shall be referred to as WW throughout. 

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(1) Bookings

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 1. Bookings are accepted on the basis of the description of products and services outlined on the booking form. Any deviation from the description must be with the prior approval and agreement of WW. WW reserves the right to ask any exhibitor to remove items for sale which have not been declared at the time of the booking or agreed with WW prior to the Event.

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2. Exhibition stands will be allocated by WW prior to the event and limits will apply to the amount of traders selling or offering the same product/service category to ensure the event is a well-balanced and fair to all exhibitors. 

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3. Subletting or sharing a stand is strictly prohibited whether retail, therapy or reader. If an exhibitor requires a stand for retail and space for a reader/therapy then a reader/therapy stand and a retail stand must be booked. 

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4. WW reserves the right to refuse any exhibitor if they are in breach of the terms and conditions.

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5. Burning of candles or naked flames is strictly prohibited and the burning of incense/essential oils must be agreed upon with WW on the day. WW retain the right to refuse without explanation. ​

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6. No extensions or widening of stands will be permitted. If a larger stand is required then this must be stated on the booking form and the relevant fee paid. 

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7. If an exhibititor wishes to use posters or banners or floorstands, permission must be granted by WW. WW cannot guarantee there will be adequate space or suitability for displaying such items.

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8. The playing of music is in general prohibited with the exception of pre-agreed music for the purpose of therapy and group sessions.

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9. WW reserves the right to instruct an exhibitor to reposition their stand if upon inspection an issue is deemed possible with health and safety regulations.​

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(2) Payments and Cancellations

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1. The price for all stand types is outlined on the booking form. An initial deposit of £25 for all exhibitors is required at the time of booking to secure a stand/space.

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2. An invoice will be issued 8 weeks prior to the event upon which the balance payment for the stall/space booked must be paid for in full within 7 daysof its date, no exceptions. Payment details will be on your invoice and should be made via BACS. 

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3. 7 weeks notice must be given for all cancellations. Should you have reason to cancel your stand without the required 7 weeks notice then the deposit will be forfeited and the reserved space/stand shall be offered to another exhibitor.​​ Stands cancelled with less than 7 weeks to go will still be required to be paid for in full. 

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6. If the event is cancelled then all monies paid to WW shall be refunded within 21 days of the event cancellation date.​

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(3) Readers

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 1. Reader stands are strictly limited at the event. You must clearly state on your booking form if you wish to perform readings from your stand. If you do not state this at time of booking, you will not be allowed to conduct readings on your stand and may be asked to leave without recompense.

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​2. WW definition of Readers includes, but is not limited to: – Clairvoyants, mediums, psychics, aura photographers, psychic artists, card readers, oracle readers.

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3. It is your responsibility to ask for proof of age and only provide readings to those within your insurance regulations.

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4. WW insist that all readers charge a minimum of £20 per session per person to ensure fairness for all exhibiting at an event. A clear sign showing the fee is required to be displayed at all times and should a reader be found to be offering sessions for less than the minimum amount then WW reserves the right to ask the reader to increase their price. WW reserves the right to ask the reader to leave the event with no refund due should they fail to do so.

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5. It is the responsibility of the reader to undertake their own bookings for readings at a WW event. 

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6. Appropriate disclaimers are required to be on clear display at each reader stand.

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(4) Therapists

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1. Therapist space/stands are limited at the event and in order to ensure fairness to all exhibitors, places shall be limited to 2 per type of identical therapy offered. 

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2. It is the responsibility of the therapist to ensure they adhere at all times to the requirements of their insurance and the expectations as set out by WW. 

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3. Appropriate consultations prior to the start of a treatment are strictly the responsibilty of the therapist.

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4. It is the responsibility of the therapist to undertake their own bookings for readings at a WW event. 

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5. Treatment prices should be clearly displayed at all times.

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(4) Setting up and packing away​

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1. Set up details will be emailed to exhibitors at least 2 weeks prior to the event.​

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2. Walkways, at all times, should not be blocked with boxes, bags or trollies. Always ensure that others can pass you and that their path is clear to do so. WW reserves the right to ask you to move boxes if walkways are found to be blocked.

 

3. Stands must be ready by 9.30am of the opening day and all aisles must be clear, to enable the event to open at 10am. 

 

4. No exhibitor is to clear away/start packing away before the advertised end time of an event. Visitors paying to enter an event expect to be able to browse all stall advertised and purchase items up until the advertised time, which will be stated on your booking form and in your set up details emai​l.

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(5) Insurance, Health & Safety, Security

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1. It is the responsibility of every exhibitor/therapist/speaker to be aware of any current change in law and legislation that affects their activities of which they must comply with at all times.

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2. WW require copies of insurance at the time of booking. No exhibitor will be permitted to trade without the correct and current insurance.

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3. WW will take every precaution to ensure a safe and secure environment for the event. It is the responsibility of each exhibitor to ensure that they have their own insurance to cover their goods and services as required by law. Exhibitors should have a minimum of £1 million Public Liability insurance and a minimum of £1 million professional indemnity for all products offred for sale and for all treatments given. No responsibility will be accepted by WW for any claims made against any products, services or treatments, or for any loss or damage to exhibitor’s stock or equipment.

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4.  It is the exhibitor’s responsibility to ensure that all monies, phones, card readers, laptops are secure at the venue as WW take no responsibilty for any losses.

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5. Readers, psychic mediums, psychic counsellors, psychic artists, aura photographers and spiritual therapists should have the appropriate professional indemnity insurance and appropriate disclaimer and send a copy of each with their bookings.

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6. All exhibitors electrical equipment requires a PAT test certificate and be in good working condition. Please have the certificates to hand if WW staff asks to see them. WW has the right to refuse the use of any electrical equipment which is deemed as not fit for use and would be a hazard to other exhibitors, visitors and WW electrical system.

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7. Exhibitors who require power must request this at time of booking. If available, exhibitors will be required to bring an extension lead with a minimum of a  10 metre cable.  Exhibitors must not trail cables in walkways or any place that is in breach of health and safety. 

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8. No goods, furniture or storage items are permitted to block aisles, exits/entrances or fire escapes.

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9. All exhibitors should act with respect and show consideration towards other exhibitors, visitors and members working for WW  at all times.

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(6) Risk Assessments

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 1. All exhibitors will be required to send in a completed risk assessment form for the event.  This is a legal requirement of our insurance company.

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(7) Leaflets and Advertising

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1. We will have a space for exhibitors to be able to place leaflets or business cards.

 

2. WW asks that all exhibitors help advertise the event(s) they are attending through social media channels, pages and direct links to WW website. Please tag us in the advertising so that we can advertise you too. 

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3.Goody bags will be available at certain events for visitors and exhibitors will be required to supply something of interest to include. This can be a free gift, a discount voucher, an information sheet or something as simple as a business card with a chocolate.  A member of the WW team will contact you prior to the event to confirm what you wish to offer.  This is a great way of raising your profile.

 

 

(8) Talks, Demonstrations and Workshops

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 1. All talks, workshops and demonstrations will presented either free of charge or for a small fee to the public at WW events. These are a valuable way for you to promote your services and products. 

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2. If you would like to present a talk/workshop/demonstration then please indicate on the booking form and please give as much detail as possible to content and how long your talk will be for.

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3. In the event of multiple requsts to give talks/demos/workshops, WW will allocate at discretion.

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4. If you wish to hold a talk at WW events we  ask that these talks are not talks that are available to watch freely on social media or your own website.

 

5. Timings for talks/demos/workshops to be agreed upon prior to booking. 

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Last updated 14/07/24

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