SPRING HARVEST EXHIBITION

Transcription

1 SPRING HARVEST EXHIBITION ,000 people attended Spring Harvest in Exhibiting or advertising at Spring Harvest provides the perfect opportunity for your organisation to reach guests, increase your support base and get your message out to the Church. We have a variety of options available enabling you to make the most from your time and budget. SPRINGHARVEST.ORG/EXHIBITION SPRING HARVEST 2016

2 SH2016 PACKAGE THE SH2016 PACKAGE IS DESIGNED TO GIVE YOUR ORGANISATION MAXIMUM EXPOSURE AT SPRING HARVEST. THE PACKAGE INCLUDES: FROM JUST 440 2MX2M EXHIBITION SPACE Exhibition space with additional metres available (subject to availability). CHALET TV ADVERTISING Your static advert or one minute video broadcast daily on TVs within the chalets. LITERATURE DISPLAY Your literature placed on display for guests to browse and take home. WEBSITE LINK A link from our website to your organisation s for 12 months. PROGRAMME PLANNER PROFILE 30 words that describe your organisation, plus your logo in the Spring Harvest Programme Planner. VOCATION ZONE LISTING Advertise your job or mission vacancy in our dedicated area, run by Christian Vocations. DISCOUNTED ACCOMMODATION OR DAY VISITOR WRISTBANDS 20% discount on resort accommodation or four day visitor wristbands per break. CHRISTIANITY MAGAZINE ADVERTISING DISCOUNT Receive 10% discount when you advertise in April s Christianity Magazine, distributed free to guests. SH2016 LITE SH2016 Lite offers opportunities for organisations who can t be there in person or those who are looking for smaller budget options (see the SH2016 Package above for item descriptions). CHALET TV ADVERTISING LITERATURE DISPLAY POP-UP BANNERS FROM JUST 100 REGISTERED CHARITY DISCOUNT We understand exhibiting can be costly, particularly for smaller charities. This year, we re offering small charities up to 20% discount on 2mx2m exhibition space. ANNUAL TURNOVER 500k and under = 20% discount 500k - 1m = 10% discount 1m and over Full price

3 APPLICATION FORM THE SPRING HARVEST EXHIBITION 2016 Name of Organisation: Registered Charity: Yes No If yes, please give charity number: Contact Name: Address: Phone: Website: Please indicate the quantity of each item required in the boxes below. VAT will be charged at the current rate, where applicable. I would like to book: BOTH RESORTS MINEHEAD ALL BREAKS SINGLE BREAKS SH2016 PACKAGE Exhibition Space (2mx2m) 1250* 999* MH Break MH Break MH Break SK Break Additional Metres (1mx2m) Please describe the products and/or services which you would be promoting/selling at the event. Please note, you will only be entitled to promote/sell the products/services shown on your application form: TOTAL COST Double 13amp Power Socket 120** 60** 60** Day Visitor Passes (max 4 per break) 20% Discounted Accommodation On Resort Vocation Zone Listing Christianity Magazine Advertising Discount SH2016 LITE Chalet TV One Minute Video Advert 150** Chalet TV Static Advert 120** Literature Display 120** Pop up Banner 120** Overall Total: *Registered Charity Discount: The following discounts apply to 2mx2m exhibition stands: 500k and under = 20%, 500k - 1m = 10%, 1m and over = full price **VAT Exemption: All products above include VAT. For zero rated VAT on advertising and power, please complete the form below. Declaration I have read and accept the terms & conditions of exhibition advertising at the Spring Harvest Exhibition 2016 and agree to abide by them should my application be accepted. I have enclosed: A deposit of 500 ( 100 if applying for a single break) My public liability insurance documents (further information available in the terms & conditions) A copy of my VAT exemption form (if applicable, see below) Signed: Print Name: Date: Please return this form to the Exhibition Manager via or by post: exhibit@springharvest.org 14 Horsted Square, Uckfield, East Sussex, TN22 1QG

4 DECLARATION OF ZERO VAT FOR CHARITY ADVERTISING We declare that the below named charity is buying from: Name of Supplier: Memralife Group Address: 14 Horsted Square, Uckfield, East Sussex, TN22 1QG The following goods or services are eligible for relief from VAT under Item 8; Schedule 8 of Zero Rate Group 15: Description: Purchase of advertising space: Chalet TV Advertising, Literature Display or Pop up Banners for Spring Harvest Exhibition Contact Name: Position in Charity: Charity Name: Charity Address: Charity Registration Number: VAT Registration Number (if applicable): I confirm that this information is correct There are severe penalties for making a false declaration. If you are in any doubt about the eligibility of the goods or services you are buying, you should seek advice from your local VAT office before submitting this declaration. Spring Harvest and Essential Event Management are activities of Memralife Group. Registered Charity Number: A Company Limited by Guarantee, registered in England and Wales. Company Number: Horsted Square, Uckfield, East Sussex, TN22 1QG

5 TERMS & CONDITIONS THE SPRING HARVEST EXHIBITION All exhibitors whose application to exhibit at the Spring Harvest Exhibition is accepted, will be required to comply with the following terms and conditions as part of the SH2016 Package (the Exhibition ). If your organisation s application to attend the Exhibition is accepted, your organisation s individual requirements will be confirmed in a confirmation MY APPLICATION Please note that your application is an offer to exhibit which we are entitled to accept or decline. Spring Harvest is not bound in any way to offer you a place within the Exhibition as a result of you signing and returning this application form. Spring Harvest will inform you in writing whether your application to exhibit has been accepted. Applications will close on Monday 11th January PARTICIPATION Spring Harvest is in agreement with the Evangelical Alliance Basis of Faith and the Lausanne Covenant. Spring Harvest reserves the right to ask you to remove any item from your stand that (at Spring Harvest s sole discretion) (a) could cause offence to attendees of the Exhibition or (b) is not suitable for the Exhibition bearing in mind the purposes of Spring Harvest. As part of the Exhibition, you are required to read and sign the terms of our Child Protection Policy. Due to the nature of the Event, children and their parents/carers feel safe and children are given a lot more freedom than they would in other settings. We therefore ask all staff, exhibitors and volunteers to follow our Child Protection Policy. 3. DEPOSIT A deposit of 500 ( 100 if you are applying for a single week) must be paid prior to Spring Harvest accepting your application to exhibit. This deposit will be returned to you if you are unsuccessful in your application. Deposits are non-refundable if we accept your application and you cancel your place at the Exhibition (see Clause 6). 4. COST The price you pay will be shown on your application form. All payments (less any prepaid deposit) for exhibition space or advertising at the Exhibition shall be payable within 28 days of receipt of an invoice. In the event that payment is not received within this deadline, Spring Harvest shall be entitled to decline your application to exhibit or advertise at the Exhibition and retain absolutely the deposit prepaid by you. Cheques should be made payable to Memralife Group. Bank transfers should be made using the reference: SH2016 Exhibition, Sort Code: , Account Number: VAT The prices quoted in the brochure are inclusive of VAT, where applicable, which will be charged at the current rate. Please note, VAT is not chargeable on the SH2016 Package or, additional stand space. 6. CANCELLATIONS If you wish to cancel your SH2016 Package, you must do so in writing, addressed to the Exhibition Manager. In the event of a cancellation, you will still be liable to pay Spring Harvest the following: a) If you cancel your booking before 11 January 2016 then your deposit will be non-refundable. b) If you cancel your booking on or after 11 January 2016, then not only your deposit but also the balance of the advance payment will be non-refundable. Invoices for advance payment will be issued on 11 January COMMISSION Following the event, you will be asked to submit an account of your total net sales. This should be broken down to sales by week and resort, exclude VAT and, using the form provided to you by Spring Harvest, be sent to the Exhibition Manager at Spring Harvest Head Office by 9 May Should 20% of your net sales exceed the total value of your SH2016 Package and additional stand space, we will invoice you for the difference, plus VAT at the current rate. Commission is payable to Spring Harvest within 28 days of the invoice being issued to you. 8. REGISTERED CHARITY DISCOUNT Registered charity discounts will be available on a first come, first served basis to those who are registered with the Charity Commission, booking a 2mx2m stand. The registered charity discount is limited to five 2mx2m stands per break and is subject to availability. Please note, registered charity discounts will only be valid on one 2mx2m exhibition space, per organisation. Any additional space will be charged at the rate stated on the application form. Registered charities will receive specific discounts based on their annual turnover: Under 500k 20% Between 500k - 1m 10% Over 1m Full price 9. DEADLINES All deadlines will be strictly adhered to. Failure to provide the requested items or information by the deadlines set may lead to Spring Harvest denying you access to relevant aspects of the SH2016 Package. No refund of monies paid will be provided or damages payable by Spring Harvest. 10. STAND SIZES The SH2016 Package includes a standard size of 2mx2m. However organisations may increase this to a maximum size of 8m wide by 2m depth by purchasing additional areas of 1mx2m. All stands will have a standard depth of 2m. 11. INSURANCE Your organisation is required to have its own Public Liability Insurance with an indemnity limit of at least 5,000,000 per claim. Please note, Employers Liability Insurance is not sufficient to exhibit at Spring Harvest. All insurance documents must be received by 26 February Full details of Spring Harvest s liability are available upon request. 12. SECURITY The Exhibition is located in an open area with public access 24 hours a day. Spring Harvest excludes all liability and responsibility for the security of your stand and stock. You will be responsible for the security of your stand and equipment at all times and should ensure that you have the correct insurance cover in place.

6 13. ACCOMMODATION You are required to highlight on your application form whether you will require on-resort accommodation (maximum of one accommodation unit, per organisation, per break) or day visitor wristbands (maximum of 4 per organisation, per break). On Resort Accommodation Exhibitors should book and pay their deposit with Butlins by visiting You will then need to provide your booking reference number to the Exhibition Manager at Spring Harvest who will supply you with a 20% discount voucher via , upon your acceptance to exhibit. Please note, this will only be valid for a maximum of one accommodation unit per organisation, per break. You will be responsible for the booking and payment of accommodation for your staff either on or off resort (subject to availability). It is your responsibility to ensure any of your staff, either on or off resort, have been booked through Butlins prior to the event. Any extra staff arriving at the resort who have not been booked in through Butlins will be liable to pay the full brochure rate for their accommodation. Where they are unable to pay, your organisation will be invoiced for the full cost. In extreme cases they may be asked to leave the resort immediately. You will indemnify Spring Harvest, against all liabilities, costs, expenses, damages and losses (including any direct, indirect or consequential losses, loss of profit, loss of reputation and all interest, penalties and legal and other professional costs and expenses) suffered or incurred by Spring Harvest arising out of any loss or damage caused to any accommodation which you book as part of the SH2016 Package or is otherwise inhabited by you or any member of your staff. This indemnity shall apply whether or not you or your staff have been negligent or at fault. Day Visitor Wristbands Any exhibitors staying off-resort for the duration of the Exhibition will be required to wear day visitor wristbands. These are available free as part of the SH2016 Package (maximum of 4 per organisation, per break). If you require wristbands and are not booking the SH2016 Package, or require additional wristbands, you will need to purchase these separately by visiting Day visitor wristbands are to be used by your stand staff only. All staff must provide their day visitor wristbands for checking when requested to do so. Spring Harvest reserves the right to remove any individuals who are unable to produce a day visitor wristband when required to do so. Any staff arriving at the resort without their day visitor wristbands will be liable to pay the full brochure rate for their wristbands. 14. SALES & PROMOTION Any additional activities including, but not limited to, surveys or questionnaires must be approved in writing by Spring Harvest, prior to the Exhibition. Butlins have exclusive rights to the sales of food and drink during the Exhibition and these should not be sold or given away from your stand. No combustible material including, but not limited to, candles, may be used or sold at the Exhibition. 16. CHALET TV ADVERTISING Adverts which are broadcast within Butlins chalets should be provided by Spring Harvest via WeTransfer, Dropbox or CD/DVD by 26 February Any adverts not received by this date will not be shown. Spring Harvest reserves the right to refuse to show adverts if they deem them, in its absolute discretion, unsuitable. Chalet TV adverts must be supplied as a one minute video or static advert (depending on your individual booking). Further details will be sent to you once your application has been received and accepted. Static Adverts So far as is possible, promotional videos will be shown at least three times daily for 20 seconds. They should be created as JPEG images at 1024 x 768 pixels and should be single screen without audio. One Minute Videos So far as is possible, promotional videos will be shown at least twice daily for one minute. 17. LITERATURE DISPLAY If you have booked the SH2016 Package, at either one resort or both, the cost of us displaying literature at both resorts is included within the SH2016 Package. You should send up to 400 items of publicity by 26 February These should be packaged and labelled separately with 250 copies for Minehead and 150 copies for Skegness. Literature should be a maximum of A4 in size. Please note, we are unable to return any unused literature to you at the end of the event. 18. POP UP BANNERS Banners should be no more than 800mm wide. You will be responsible for sending your banner to Spring Harvest clearly labelled with your organisation, site (Minehead or Skegness), sent to the Exhibition Manager. Spring Harvest will place your banner in an area deemed suitable by them and no guarantee will be given as to where this will be. All banners will be returned within 28 days via an appropriate delivery service. We accept no responsibility for the safe return of your banner. 19. CHRISTIAN VOCATION ZONE If you wish to place a job advert with Christian Vocations, please tick the box on the application form. We work alongside Christian Vocations and we will pass your name, organisation s name, telephone number and address for Christian Vocations to contact you directly. 20. CHRISTIANITY MAGAZINE ADVERTISING If you wish to place an advert in Christianity Magazine please tick the box on the application form. Your details will be passed to Christianity Magazine who will contact you directly with further information. Spring Harvest exhibitors can qualify for 10% discount on advertising rates in Christianity Magazine (April 2016 issue), to a maximum of 20% when booking directly (10% if via agency). 15. EXHIBITION SPACE Spring Harvest will provide you with the appropriate floor space within the Exhibition and inform you should there be any change to this. A shell scheme, the walled structure which fits around exhibition stands, is NOT provided. You will need to provide your own display panels to fit the given floor area. These must be a maximum of 2.4 metres high. Please ensure your stand fits into the space you have booked. If it exceeds the area that you have booked on your application form you will be charged for any extra metres taken up at the advertised rate. Spring Harvest reserve the right to re-lay the stand plans and/or re-allocate, move or adjust stands as necessary and to close entrances, exits and access to the exhibition area as it deems necessary (in its absolute discretion). Your stand must be erected within the area marked out by the Exhibition Manager and this will be strictly enforced.

7 21. FITTINGS All stands, fittings and materials, which you propose to use at the Exhibition, must be fire-retardant where necessary in accordance with the requirements of all the appropriate authorities and British Standard 5867 part 2. Appropriate certification must be available and it is your responsibility to ensure you have the relevant certification including, for spray on applications when, in the last twelve months, the fire-proofing was undertaken and which product was used. You will be responsible for providing tables, cloths, backdrops and display boards for your stand. All fittings should be of high-quality professional standard. All articles, goods, advertisements, signs and any other materials exhibited must comply with the law and be free from any offensive or defamatory images, words or statements. They must not infringe any copyright, trademark, design, patent or other intellectual property right and must conform to any statutory provisions or regulations relating thereto. Spring Harvest reserve the right to ask you to remove anything from your stand which is not appropriately certified or which it deems unsuitable, in its absolute discretion. You will indemnify Spring Harvest against all actions, costs, claims and demands in respect of any breach of the provisions of this cause. You will immediately remove any item from your stand when requested to do so by a member of the Exhibition Team. 22. LITERATURE All literature must be distributed and all business activity conducted within the confines of your stand area. 23. OVERSEAS WORKERS & VOLUNTEERS You will be responsible for ensuring any volunteers or workers you employ on your stand from outside of the European Alliance, hold the correct visa to work in the United Kingdom. Spring Harvest cannot take responsibility for confirming their eligibility to work in the UK. 24. ILLNESS You will be required to ensure all your staff are fit to work and are not displaying any symptoms of illnesses which could be contagious. All staff will be required to have 48 hours clear of any episode of vomiting or diarrhoea before being allowed to attend the event. Any members of staff who show symptoms of any contagious illness will be asked to seek outside medical assistance and may be asked to leave the event. This is at the absolute discretion of Spring Harvest. 25. RESTRICTIONS Unless Spring Harvest have granted prior written authorisation, you will not, and will procure that none of your staff will, make or arrange any: Announcements with a microphone; Sign-posting; Activities outside of your exhibition space; Publicised special appearances You may not sell, assign, rent, transfer, trade or share any part of the SH2016 Package with any other organisation without the prior written agreement of Spring Harvest. 26. POWER SUPPLY Double 13amp power sockets will be provided on request, subject to availability, for a charge of 60 (including VAT) per resort. Power sockets must be booked in advance using the application form. 27. ELECTRICAL EQUIPMENT Any electrical equipment or appliances which you propose to use at the Exhibition require a current Portable Appliance Test (PAT) certificate. Please bring the certificates with you to the Exhibition and be ready to produce them to the Exhibition Manager. You will not be permitted to use any electrical equipment or appliances which you cannot produce a PAT certificate for and this will be strictly enforced. 28. SET-UP You will be responsible for the delivery, erection, manning, dismantling and removal of your stand and material on your allocated space. The safety of this area is also your responsibility and Spring Harvest accepts no liability in this respect. Spring Harvest reserves the right to alter and/or close a stand which, in their reasonable opinion, is unsafe. Further information will follow the acceptance of your application to exhibit. 29. OPENING TIMES During the Exhibition, you will ensure your stand is staffed during all opening times, including Sundays. Opening times will be issued to you in the Exhibition Handbook, prior to the event. In addition you are required to open your stand at any other time deemed appropriately by Spring Harvest (acting reasonably). Spring Harvest reserves the right to close down your stand if it is left unattended during the opening hours. Please note, no refund will be given. Opening times will be issued to you in the Exhibition Handbook, prior to the event. 30. BREAKDOWN Stands must not be dismantled before the time advised by the Exhibition Manager. You are responsible for removing all exhibits from your allocated space and for ensuring this space is delivered back to Spring Harvest in good order and clean condition. Spring Harvest reserves the right to charge you a fee for removing any material or cleaning the space, in the event that this is not compiled with. You are responsible for making your own transportation arrangements to and from the Exhibition, including the provision of packing materials. To ensure the safety of guests, no vehicle will be allowed access for loading before midnight on the final night of the event. Exhibitors will be required to break down their stand and vacate the exhibition area by 1.30am on the final night of the event. Further information will follow. 31. EVENT PUBLICITY By completing your application form, you consent to us, and agencies authorised by us, to use and reproduce your image and that of your stand and publicity materials in both the UK and abroad. 32. PARTNER ORGANISATIONS We work with partner organisations to deliver certain aspects of the Spring Harvest Exhibition. By applying to exhibit, you are agreeing for us to pass your content details to partner organisations. Partner organisations will only use your details in relation to the Spring Harvest Exhibition and you won t be contacted for any other purpose. 33. DISPUTE In all matters of dispute at the Exhibition, in the first instance you should put your complaint in writing, setting out the circumstances in full, addressed to the Chief Executive of Spring Harvest. Your letter will be carefully considered and you will receive a written decision. If you are unsatisfied with this response, you should refer the matter to the Chartered Institute of Arbitrators for mediation or arbitration. 34. GOVERNING LAW AND JURISDICTION This agreement and any disputes arising out of or in connection with its subject matter are governed and construed in accordance with the law of England. The parties to the agreement hereby irrevocably agree that the Courts of England have exclusive jurisdiction to settle any dispute or claim that arises out of or in connection with this agreement. If any provision of this agreement (or any part of any provision) is found by a court or other authority of competent jurisdiction to be illegal, invalid or unenforceable, that provision or part-provision shall, to the extent required, be deemed not to form part of this agreement, and the validity and enforceability of the other provisions of this agreement shall not be affected.