General Information for Exhibitors
	• CIANA FAIRS ARE A COMBINATION OF TABLE-TOP AND SHELL SCHEME   • The TABLE STAND includes one draped 6ft x 2½ft table, chairs, carpet and signage. Shelf units are also available for placing on the Tables - see item 7 below. All materials must be displayed and sold from tabletops.   • SHELL SCHEME Includes chairs, carpet and signage. Minimum depth 2m, minimum width 2m.   Shelving, lighting and furniture can be hired directly from the venue or exhibitors can provide their own shelving and furniture - for this option bear in mind the set-up time on the Saturday and breakdown time from 5pm to 9pm on the Monday. See the Shell Scheme folder for further information.   • POWER - TELEPHONE - INTERNET – Please note these services are available only to Shell Scheme stands. See the Shell Scheme folder for further information.   • CATALOGUE – Exhibitors have a full listing of company details and a 30-word company description. You can view or print previous catalogues by going to www.ciana.co.uk. Information, 4) About the Fairs - either January or September. Catalogue details can be amended online until the catalogue goes to print two weeks before the Fair.   ADVERTISING – Advertising is available in the catalogue to exhibitors only. The catalogue stays online with advertisers' links to their website and email as printable pdf for 12 months.   • VAT TO OVERSEAS CUSTOMERS – All overseas customers (including EU Members) will be charged UK VAT (Value Added Tax - currently at 17.5%) as the Fair takes place inside the UK.   • BOOKING AND PAYMENT – Full details of booking and payment are in the final section of the Terms and Conditions (see link below).   1. Booking: The booking forms show the details you have entered. All that is required is to sign and date both forms and return them to CIANA before the Booking Deadline. The box at the end of Booking Form (2 of 2) contains your notes, comments or requests.   2. Return Forms: Sign both forms, and fax or return them to CIANA before the Booking Deadline. Please note the booking forms must be signed and dated, and submitted as hard copy to CIANA, for the application to be confirmed. Signature on the Booking Form will consitute acceptance of the Terms and Conditions (see link below).   3. Confirmation: We will confirm your allocation and invoice you in the week of within one week of the booking deadline with forms detailing all your updated information. Please make a final check against the confirmation form as subsequent changes cannot be guaranteed for the catalogue.   4. Payment: Full payment must be made by the Payment Deadline to guarantee your booking. We will try to help everyone, but cannot guarantee the full number of tables or space you request.   5. Samples Service: Our nominated shipping company will be provides a delivery service of exhibitor samples, from their UK depot direct to your stand on setup day. Please apply to them for their current rates.   6. Setting up: Full details will be forwarded to confirmed exhibitors on eight weeks before the Fair.   7. Shelf Units: We are again offering a standard shelf unit in plain, unvarnished wood for hire, for Table Stands only. The shelf unit dimensions are 37” high x 27.5” wide x 12” deep with 3 shelves (maximum height for the lower two shelves is 11”).   8. Accommodation: Local hotel and accommodation details are available online. We recommend you always check the websites of hotels you intend to stay at as there are often special online deals available.   9. Entrance Fee: Admission for pre-registered visitors is free. There is a £10 entrance fee for visitors who have not pre-registered. The Fair is Trade Only.   10. Party: We usually host a party in association with our nominated shippers after the Fair closes on the Sunday.   If you would like further information or to discuss your requirements, please email and we will be pleased to help.   We do urge early application and look forward to hearing from you.   Sarah Weedon Robert Collie     PLEASE NOTE BOOKING FORMS MUST BE SIGNED AND DATED, AND SUBMITTED AS HARD COPY. COMPLETING THE ONLINE BOOKING PACK SEQUENCE DOES NOT CONSTITUTE A VALID BOOKING.
	Terms & Condtitions

TERMS & CONDITIONS   The Table Stand includes one draped 6ft x 2½ft table, chairs and signage. Shell Scheme space includes side and rear walls, chairs and signage. No discount applies if any of the Shell Scheme basics are not required by the exhibitor.   All materials must be displayed and sold from the tabletops, or within the confines of the Shell Scheme area contracted for. The Venue Management does not allow anything to be fixed to the Venue walls.   Only exhibitors and their authorised contractors or sub-contractors will be allowed in during setup times.   The Exhibitor applies to rent a Table Stand or Stands, or Shell Scheme space if available at Ciana Fairs. Upon return of the signed booking forms to CIANA LTD (referred to here as the Organisers), the Organisers agree at their discretion to provide such stand space as is available. The Organisers retain the right to determine the placement of all the Exhibitors within the exhibition, and to establish rules regarding the hours and operation of this exhibition.   The Exhibitor agrees not to sublet or assign part or all of their stand or space without the Organisers’ prior written consent.   If the exhibition venue is destroyed or unavailable in part or whole due to war, national emergency, labour dispute, strike, fire, lockout, act of terrorism, civil disturbance, or any other cause outside the control of the Organisers, or if the Organisers determine that the exhibition will not be held, the Organisers may entirely at their own discretion return to the Exhibitor part or all of the rental fee the Exhibitor has paid to the date of cancellation, but shall not be under any obligation to repay part or all of the rental fee, and shall not be responsible for any additional damages or losses the Exhibitor, the Exhibitor’s contractors or sub-contractors may incur due to the cancellation.   The Organisers reserve the right to reject display material that does not meet with the Organisers’ or the Venue’s approval, such approval not to be unreasonably withheld. No sound system or electronic or mechanical visual display may be used without the prior written consent of the Organisers, with full written details and a demonstration if required, to be provided to the Organisers at least four weeks prior to the Fair.   The Exhibitor agrees to comply during setup times, the Fair days and breakdown, with UK legislation in force at the time of the Fair on Health and Safety law and regulations, concerning all matters relating to delivery, handling, and stand construction and dismantling, and their own welfare and safety and that of their employees, contractors and sub-contractors. Exhibitors must ensure tables, shelf units or display stands are positioned and secured safely, and not loaded in such a way as to create a danger to themselves or persons approaching their stands.   For Table Stands only, Shelf Units supplied by the Organisers are the only display units that will be permitted, and they must be hired from the Organisers only. No other shelving or display material of any other description or from any other source will be allowed unless written agreement by the Organisers is received in advance of the Fair. The Shelf Units must be placed on the tables and not used instead of the tables. Units may not be stacked one on top of another, nor placed on the floor behind or beside tables.   The Organisers and their agents and employees shall not be responsible for any injury or loss to the Exhibitor or the Exhibitor’s employees, contractors or sub-contractors during or because of the exhibition, including personal injury or damage to property. The Exhibitor assumes responsibility and agrees to indemnify the Organisers, and their respective employees and agents against any claims and expenses arising out of the use of the exhibition premises. The Exhibitor understands that neither the Organisers nor the Venue maintains insurance covering the Exhibitor’s property and it is the sole responsibility of the Exhibitor to obtain such insurance.   TERMS & CONDITIONS - BOOKING AND PAYMENT     1. The Exhibitor will be invoiced in pounds sterling for the Table Stands and Shelf Units, or Shell Scheme space the Exhibitor has applied and signed for on the Booking Forms, at the prevailing rates as announced by the Organisers and subject to availability and the Organisers’ discretion.   2. UK VAT (Value Added Tax - currently at 17.5%) will be charged to all companies or individuals both UK and overseas and including EU members, as the Fair takes place within the UK.   3. For applications confirmed and invoiced before the Payment Deadline, payment is due by the Payment Deadline. If invoices are not settled by the Payment Deadline, the Exhibitor cannot be guaranteed inclusion in pre-Fair publicity, catalogue and website. If payment is not received within 14 days after the Payment Deadline, the Organisers reserve the right to deem the exhibitor has cancelled the booking – see clause 8 below regarding payments still due.   4. For applications confirmed and invoiced after the Payment Deadline, payment is due within 14 days of invoice date. These applications cannot be guaranteed inclusion in pre-Fair publicity, catalogue or website. If invoices are not settled within 14 days of invoice date, the Organisers reserve the right to deem the exhibitor has cancelled the booking – see clause 8 below regarding payments still due.   5. For applications confirmed and invoiced within 15 working days of the Fair, payment is due within 3 working days of invoice date. These applications will not be included in pre-Fair publicity, catalogue or website. If invoices are not settled within 3 days of invoice date, the Organisers reserve the right to deem the exhibitor has cancelled the booking – see clause 8 below regarding payments still due.   6. If payment is received with insufficient time for the monies to be cleared through the Organisers’ bank before the last working day before the Fair, the booking will be deemed to have been automatically cancelled by the exhibitor and the exhibitor will not be allowed to occupy the stand – see clause 8 below regarding payments still due.   7. The Exhibitor may cancel the booking by written notice of cancellation, to arrive at the Organisers’ office before the payment due date, dependent on confirmation and invoice date as specified above. Thereafter any monies paid are non-refundable.   8. If cancellation is received after the relevant Payment Deadline as specified above, and full or part payment has not been made at time of cancellation, all amounts outstanding will remain due. The Organisers reserve the right to re-sell cancelled stands, notwithstanding that the full amount for the booking is still due from the Exhibitor.   9. Payment will only be accepted by cheque from a UK bank in pounds sterling, by BACS, IBAN or by wire transfer in pounds sterling. Wire transfers require an additional £12 payment to cover CIANA’s bank processing charges.

PLEASE DO NOT FORGET TO SIGN AND DATE BOTH BOOKING FORMS BEFORE RETURNING THEM TO CIANA

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