Terms and Conditions for Exhibiting
Terms and conditions for individual events can be requested via email.
The following Terms and conditions should be followed at all events.
- If you do not following these conditions you will be asked to cease trading until the problem is rectified. If the problem is such that you are asked to cease trading altogether you will not be refunded your fee.
- Exhibitors must ensure they comply with all legal requirements relevant to their exhibition space including all relevant food safety, trading standards, health and safety legislation, and any event guidelines.
- Exhibitors must display business contact details, including a permanent business address.
- Diverse Events will not be held responsible for any poor sales experienced at any event. Nor will they be accountable for any loss due to adverse weather or cancellation of the event.
- Exhibitors are only permitted to sell within their allocated exhibition area. All equipment must be contained within the exhibition area.
- Exhibitors are only permitted to sell items as described when booking.
- Diverse Events cannot guarantee a particular position at any event.
- Exhibitors are responsible and liable for:
- Public Liability Insurances (£5million is recommended)
- Risk Assessments
- CFOA Fire Risk Assessments
- PAT testing certificates
- If selling alcohol: Temporary Events Notice (TENS) licences
- If collecting for charity: Charity Collection licences
- If using gas at an event: Gas Safety Certificates
- If selling food at an event: Food safety management systems (safer food better business or equivalent)
- If selling food at an event: Local authority registrations or copy of food hygiene rating stickers
- If selling food at an event: Food Hygiene Training Certificates
- If selling food at an event: Organic Certificates (If required)
- If selling food at an event: Food origin information
- If selling food at an event: Allergen information
- All exhibitors are responsible for the insurance of their own property and goods at any event.
- All exhibitors should be environmentally conscious, specifically:
- No plastic bags
- No plastic straws
- No single use, non-biodegradable food packaging
- No plastic cutlery
- No plastic, non-biodegradable drinks containers
- No single use, non-biodegradable cutlery
- No Styrofoam
- No bubble-wrap
- Any meats and fish should be sustainable sourced
- Any electrical cabling shall be placed where it cannot sustain physical damage and does not cause a trip hazard.
- Exhibitors are responsible for the cleanliness of the exhibition area and any waste/grease must be cleared before leaving the event.
- The allocated exhibition area will be clearly marked on the day of the event. We take great care when planning events and therefore will not relocate exhibition areas once allocated, unless there are mitigating circumstances. Mitigating circumstances will be agreed by ‘Diverse Events’.
- The exhibition area will only be allocated upon ‘Diverse Events’ received full payment from the exhibitor.
- The exhibitor will not be set up their exhibition area till full payment is made to ‘Diverse Events’.
- The exhibitor will not set up the exhibition area till the allocated time.
- The exhibitor will not pack away and leave the event till the allocated time.
- The exhibitor is responsible for the decoration and set up of their exhibition area as well as any equipment that they may need. ‘Diverse Events’ will not provide any equipment at our events unless it has been previously agreed in writing.
- Exhibitors operating outside of the allocated exhibition area will be reminded to operate inside of their allocated exhibition area.
- All fees are payable in full before the event. Payment is contractual agreement that you accept this contract and all guidelines within.
- Exhibiting at an event is contractual agreement that you accept this contract and all guidelines within.
- Diverse Events will provide no electrical power outlets or other electrical equipment unless it has been previously agreed in writing.
- ‘Diverse Events’ will not be liable for: Theft, damage or loss of any property of the exhibitors, however caused.
- Loss of money or lack of earnings, caused by inclement weather, position of exhibition stand or any other case
- Penalties imposed due to the exhibitor’s failure to comply with any statutory requirement concerning their trading activities
- Public Liability Insurance in respect of any activities carried out by the exhibitor in connection with their exhibition area
- Any certificates in respect of any activities carried out by the exhibitor in connection with their exhibition area, these include but are not limited to Health and Hygiene, Risk Assessments, Gas Safety Certificates, Temporary Event Notices, Charity Collection Licences
- Refunding any fees for any reason, other than cancellation of the event, unless act of God, terrorism, or force majeure
- No permission has been granted for music to be played from any exhibition area unless it has been previously agreed in writing.
- The sale of alcoholic items is not permitted by any exhibitort.
- The use of petrol generators is not permitted by any exhibitor.
- Registration onto an event does not reserve your exhibition space at that event unless full payment is received.
- Payment of fees is not confirmation of your booking. If you have not been successful you will be informed and your full payment will be refunded.
- Diverse Events does not provide parking.
- Please note: For the purpose of this contract, ‘in writing’ includes email correspondence.
Terms and Conditions for Vehicles
Terms and conditions for individual events can be requested via email.
The following Terms and conditions should be followed when accessing closed sites or roads with your vehicle.
- Failure to display a valid permit may result in the issue of a Penalty Charge Notice.
- Diverse Events accepts no liability in respect of loss or damage to any vehicle or the contents of any vehicle.
- Permits must be prominently displayed so as to be visible to both Civil Enforcement and Police staff and only used by the vehicle it was issued to.
- The vehicle speed must not exceed 10mph while travelling on a closed site or road.
- The vehicle speed must not exceed 5mph while travelling on a grass or soft floorings.
- The vehicle should not travel in reverse gear, or perform u-turns, unless the activity is supervised by a banksman at an appropriate speed and in a controlled manner.
- Vehicles must only use the access and egress routes advised by Diverse Events.
- You must never park in such a way as to cause an obstruction or danger to pedestrians.
Terms and Conditions for Electrics
- If electricity is booked the Electricity Voltage is 230/400v AC 50Hz.
- All electrical connections must be made under the supervision of the event electrician, or event organiser, no self-connections are available
- Any interference with electrical boards by unauthorised persons will result in removal from site.
- If electricity is bookable, no generators are to be used without express written consent of the event organiser.
- Your electrical demand should be calculated in VA or kVA to include your appliance power factor
- For example, an induction hob may have a cooking power of 2200watts but a power factor of 0.8pf. To calculate 2200 divided by 0.8 gives a VA rating of 2750VA or 2.75kVA.
- If your appliance does not list a power factor you should assume 0.6 for discharge lamps, 0.85 for ovens, 0.8 for induction hobs and hotplates, 0.9 for water boilers.
- For clarification please contact the event electrician.
- Ensure you book a sufficient supply for your needs
- All supplies are electronically monitored by the distribution equipment, if you exceed the maximum demand for your socket you will be charged the difference to the supply type suitable for your demand.
- There may be some disconnection time while a new supply is found for you.
- In some cases a larger supply may not be available and you will need to reduce demand by removing appliances.
- All equipment and cables must have been PAT tested within the last 12 months.
- All equipment and cables must show evidence of a PAT test as a sticker on the appliance, or in a supplementary printed certificate or report made available to the event electrician.
- All equipment must be capable of passing a PAT test at the time of connection.
- There should be no exposed conductor cores.
- All cables must be double insulated.
- Appliances must use a safety plug.
- There should be a good ground connection to exposed metal parts.
- There should be no leakage of current from the device.
- Equipment that is unsafe to use will not be permitted.
- Any cables used outside or in sunlight or in moist conditions must be made of HO7 rubber cable of suitable CSA for the connection type
- 2.5mm for 16a connections
- 6mm for 32a connections
- PVC, SY, SS, or HO5 cables may be used where inside a tent or enclosed exhibition unit, or within an appliance, out of sunlight, and away from exposure to moisture.
- Reeled extension cables must be fully unwound during use, even if labelled safe for use wound up.
- Any exhibition or catering unit with installed electrics must:
- have an EICR (Electrical Installation Condition Report) dated within 12 months.
- be capable of passing an EICR inspection.
- have RCD protection on all outlets, except where covered by an exempting risk assessment, made available to the event electrician at the time of connection
- Damage to power distribution equipment due to overload or misuse will be charged at cost of replacement.
- Waste products, food, and liquid must be kept away from cables and connectors.
- Any waste products found on cables or distribution equipment will result in a charge of the cost of cleaning or replacement.
- All supplies and equipment must confirm to BS7971:2018 and BS7909:2011 as defined in the Health and Safety at Work Act 1974 (HASAWA). There will be no power supply to any equipment that fails to comply with these regulations.
Terms and Conditions for Event Management
Available on request.
This policy tells you how Diverse Events use your personal data when you visit our website, interact with us or purchase space at our events.
It also tells you about your privacy rights and how the law protects you.
If you have any questions or would like to exercise your privacy rights, please follow the instructions in this policy.
2. Our Business
Our website sells exhibitor spaces at our events. It is aimed at businesses. This website is not intended for children and we do not knowingly collect data relating to children.
“Aaron Monk” trading as “Diverse Events” is registered at 47 Elm Road, Mannamead, Plymouth, Devon, PL4 7AZ.
Diverse Events is the data controller responsible for this website and any handling of personal data carried out by or on behalf of Diverse Events.
3. Personal data which we collect about you
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We collect a variety of information about our customers and visitors to the Diverse Events website. This personal data falls into these categories:
Identity Data includes: first name and last name. If you interact with us through social media, this may include your social media user names.
Contact Data includes: postal address, email address and telephone numbers.
We collect no Financial Data.
Transaction Data includes: details about payments to and from you and other details of products and services you have purchased from us.
Profile Data includes: profile data which we have added (for example, requested positions, size of stalls. etc). Copies of insurances or food hygine certification or risk assessments.
Technical Data includes: internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
We collect no Usage Data.
Tracking Data includes: information we or others collect about you from cookies and similar tracking technologies, such as web beacons, pixels, and mobile identifiers.
Marketing and Communications Data includes: your preferences in receiving direct marketing from us and your communication preferences.
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Profile Data to calculate the percentage of customers of any one type.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
4. How is your personal data collected?
We use different methods to collect data from and about you including through:
Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or through chat or social media.
This includes personal data you provide when you:
- sign up to our mailing list
- make enquiries or request information be sent to you
- order our products or services
- ask for marketing to be sent to you
- engage with us on social media
- contact us
Automated technologies or interactions. As you interact with us, including via the Diverse Events website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We may also collect Tracking Data when you use our website, or when you click on one of our adverts (including those shown on third party websites).
Third parties or publicly available sources. We may receive personal data about you from various types of third parties, including:
- Technical Data and/or Tracking Data from analytics providers, advertising networks and search information providers
- Contact, Financial and Transaction Data from providers of payment and fraud prevention services
- Identity and Contact Data from data partners
- Data from any third parties who are permitted by law or have your permission to share your personal data with us, such as via social media or review sites. We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
5. How we use your personal data
- Where we need to perform the contract we are about to enter into or have entered into with you. For example, when you purchase an exhibitor space, that’s a contract.
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. For example, when we carry out checks that insurance is in place.
- Where we need to comply with a legal or regulatory obligation. For example, keeping records of our sales for HMRC.
Generally, we do not rely on consent as a legal basis for processing your personal data other than where the law requires it, for example in relation to sending certain direct marketing communications. Where our legal basis is consent, you have the right to withdraw consent any time.
6. Explaining the legal bases we reply on to process personal data
The list below shows you a description of all the ways we plan to use personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data.
We do not carry out any automated decision making.
If you ever have any questions about this, all you have to do is contact us.
Purpose – To register you as a new customer
Type of data – Identity / Contact
Lawful basis for processing – Performance of a contract with you
Purpose – To process and deliver your booking
Type of data – Identity / Contact / Transaction / Marketing and Communications
Lawful basis for processing – Performance of a contract with you / Necessary for our legitimate interest (including to recover debts due to us)
Purpose – To deliver direct marketing to you
Type of data – Identity / Contact / Profile
Lawful basis for processing – For most direct marketing communications, we reply on consent, however there are situations in which it is in our legitimate interests to use your personal data in this way, for example, you may have attended the event in the past or shown interest in the event in the past
Purpose – To make suggestions and recommendations to you about goods or services that may be of interest to you
Type of data – Identity / Contact / Profile
Lawful basis for processing – Necessary for our legitimate interests to develop our products/services and grow our business
Purpose – To prevent and detect unlawful acts
Type of data – Identity / Contact / Transaction / Technical / Tracking
Lawful basis for processing – Necessary for our legitimate interests (to protect our business and clients by way of checking for suspicious transactions or to check if exhibitors carry valid insurances) / Necessary to comply with a legal or contractual obligation to share personal data for the purpose of law enforcement
Purpose – In order to resolve legal claims or disputes involving you or us
Type of data – All relevant data, depending on the nature of the allegation or claim
Lawful basis for processing – Necessary to bring or defend a claim
7. Advertising, marketing and your communication preferences
We may use your Identity, Contact, Technical, Tracking, and Profile Data to form a picture of what we think you may want or need, or what may be of interest to you. This is how we decide which products may be relevant for you and tell you about them. This is what we call direct marketing.
We may carry out direct marketing by email, phone or direct message via social media. For example, you might have the Diverse Events newsletter arrive in your inbox.
You have a right at any time to change your mind and opt out of marketing. The easiest way to opt out is to use the unsubscribe link at the bottom of the email.
If you see Diverse Events adverts on websites and in social media, these may not be directed specifically at you, we might just have bid for the space. But here’s some things we may do that may be specifically directed at you:
- emails, for example the monthly newsletter
- text messages, for example with information on events
- phone calls, to tell you something that might be relevant to you and your business
Cookies can tell us if you have seen a specific advert, and how long it has been since you have seen it. This is helpful, because it means we can control the effectiveness of our adverts. Cookies also help us understand if you’ve opened a marketing email because we don’t want to send you things you don’t read.
8. Disclosures of your personal data
We may share your personal data with the parties set out below for the purposes set out in this policy. We may also share your personal data if the law otherwise allows it.
We may share personal data with the following categories third parties:
- suppliers and service providers (such as payment processing, post and courier services)
- auditors and professional advisers like bankers, lawyers, accountants and insurers
- government, regulators and law enforcement
- Those who we are obligated to provide information, for example land owners of land we run events on may require to see proof of exhibitors insurances
- Clients, for example if running an event for a third-party they will require to know who is attending and to see proof of exhibitors insurances
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
9. Payment information
Diverse Events uses third party payment processors PayPal to process payments made via the website. Your payment details are communicated directly from your browser to thee payment processors – Diverse Events never see your card details. This means that the payment form is either off-site or displayed in a frame on the payment page.
For PayPal we only store the tokens required to identify the transaction with PayPal, issue refunds and identify transactions made using PayPal.
10. Data Security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
It is recognised that Diverse Events may need to work outside of the office. This could take the form of using home computers, laptops or palm computers, which do not necessarily have the requisite security measures that are present on computers within the Diverse Events Office. This will only be allowable if the devices have security measures in place.
Wherever possible, personal data will not be worked on outside of the office. However, it is recognised that this may be necessary, in exceptional circumstances.
11. Third-Party Links
12. Data Retention
We will only keep your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
By law we have to keep basic information about our customers (including Contact, Identity, and Transaction Data) for six years after they stop being customers for HMRC purposes.
13. Your Legal Rights
If the General Data Protection Regulation applies to you because you are in the European Union, you have rights under data protection laws in relation to your personal data:
- The right to be informed – that’s an obligation on us to inform you how we use your personal data
- The right of access – that’s a right to make what’s known as a ‘data subject access request’ for copy of the personal data we hold about you
- The right to rectification – that’s a right to make us correct personal data about you that may be incomplete or inaccurate;
- The right to erasure – that’s also known as the ‘right to be forgotten’ where in certain circumstances you can ask us to delete the personal data we have about you (unless there’s an overriding legal reason we need to keep it, such as meeting accounting needs for HMRC)
- The right to restrict processing – that’s a right for you in certain circumstances to ask us to suspend processing personal data
- The right to data portability – that’s a right for you to ask us for a copy of your personal data in a common format
- The right to object – that’s a right for you to object to us processing your personal data (for example, if you object to us processing your data for direct marketing)
- Rights in relation to automated decision making and profiling – that’s a right you have for us to be transparent about any profiling we do, or any automated decision making. (We don’t do any automated decision making)
These rights are subject to certain rules around when you can exercise them. You can see a lot more information on them on the UK Information Commissioner’s Office website.
If you wish to exercise any of the rights set out above, please email us.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
You have the right to make a complaint at any time to the Information Commissioner’s Office (“ICO”), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
14. How To Contact Diverse Events About Privacy
If you have any questions or would like to exercise any of your rights, please email us on firstname.lastname@example.org or write to us at Diverse Events, 47 Elm Road, Mannamead, Plymouth, Devon, PL4 7AZ.
15. Keeping Information Updated
It is important that the personal data we hold about you is accurate and current. Please keep us informed if any of your personal data changed during your relationship with us. You can do this by emailing us.
16. Changed To This Policy
The General Data Protection Regulation is new and guidance is constantly being issued. You may see updates and changes to our policy over the coming months. Be sure to check back for any updates.
Full event plans and copies of Public Liability Insurance, Professional Indemnity Insurance and Employers Liability Insurance can be requested if needed.