Media terms & conditions
1. Welcome Fair Terms
1.1. The completed booking form is a binding agreement, and the booking is chargeable. No refunds or cancellations can be made once the booking is agreed upon, unless agreed by the Welcome Programme Co-ordinator (studentopps @chester.ac.uk)
1.2. Full details of the Fair will be sent to you one week at the latest prior to the date. It is your responsibility to ensure that you have received these details.
1.3. Stall positioning will be allocated at random, in accordance with the level of stall purchased.
1.4. Food sampling may be permitted on application - please indicate your intention to distribute samples on your booking form.
1.5. Chester Students' Union shall accept no liability with regards to attendance figures at Welcome Fair.
1.6. Exhibitors must only promote products and services in the immediate vicinity of their stall. Anyone seen distributing promotional material or collecting data elsewhere on the premises will be asked to leave and be escorted from the premises if required.
1.7. All bookings must be paid within 30 days of the date of booking.
1.8. One organisation per booking.
1.9. Chester Students' Union reserves the right to refuse any booking, with or without explanation.
1.10. Exhibitors may only promote their own products or services. Any stallholder found promoting a third party will be asked to leave and be escorted from the premises if required.
1.11. All artwork for print or digital materials (unless otherwise agreed) must be provided by the client. This will be made available to you upon request.
1.12. All advertising must comply with the British Code of Advertising Practice (2010) and the Trade Descriptions Act (1968), and any other acts or regulations that ensure advertising standards.
1.13. Advertising supplied must not infringe any copyright or intellectual property, and must not be deemed defamatory, fraudulent, misleading, or false.
1.14. Chester Students' Union cannot accept responsibility for damage to, or loss of, photographs or advertising mediums.
1.15. Chester Students' Union takes no responsibility for the content of any advertisements or promotions, and will not be held liable for any transactions that may be completed as a result of the promotion or advertisement at any Students’ Union.
1.16. Chester Students' Union takes no responsibility for any inserts, leaflets and/or posters. You accept full responsibility for the quality and safety of any product that is supplied to the Union.
1.17. In order to comply with Health & Safety requirements, you must ensure that all of your electrical equipment is PAT-tested, in good working condition and maintained properly.
1.18. Risk assessments for activities during any activity must be provided prior to taking place.
1.19. Where a signatory does not have the necessary authority to make purchase orders or bookings and has signed this booking, Chester Students' Union reserves the right to pursue the signatory themselves for any claim for outstanding monies.
1.20. Chester Students' Union shall accept no liability with regards to attendance figures to its campuses and events.
1.21. This agreement shall be subject to English law and the jurisdiction of the English Courts.
1.22. Any equipment or product stored overnight at the Union or hired location is at the entire risk of the exhibitor.
1.23. Any damage caused by an exhibitor to walls, ceilings or floorings, including any cleaning charges, will be recharged.
1.24. Any personal information you give to us will be processed in accordance with the General Data Protection Regulations. We will not share your contact details with any third parties or contact you with regards to any other activities. If you require any further information as to how we will store your contact information, please contact the CEO at Chester Students' Union who will provide you with information for the appropriate Data Protection Officer.
1.25. Please let us know in advance if you have any special requirements.
2. Welcome Fair Cancellation Policy
2.1. All cancellations must be notified in writing to the Marketing & Development Lead at Chester Students' Union by the client. The date on which it is received will be deemed the date on which the cancellation is effective. There are no exceptions. The following amounts are refundable in the event of a cancellation:
- Before 9th August – 100% of the full amount of the cost
- Between 10th August and 31st August – 50% of the full amount of the cost
- After 31st August – 0% of the full amount of the cost.
2.2. In the event of a postponement due to circumstances outside of CSU’s control, your booking will be retained and carried over to the reorganised event with no further action required by you. Chester Students' Union will postpone the event, advise stallholders accordingly and set a new date as soon as possible.
3. Alcohol Policy
3.1. CSU are currently reviewing their policy on alcohol at events. If you wish to request the sampling and/or distribution of alcohol, please email studentopps@chester.ac.uk to request the use of alcohol in writing.
3.2. CSU do not guarantee that vendors will be granted alcohol usage after making a written request.
