Terms and conditions
For more information and FAQ’s please go to www.beaconbusinessand leisure.co.nz
1. APPLICATION AND PAYMENT
1.1 A written application must be submitted along with payment of the application fee in full
before a site will be confirmed as secured.
1.2The deadline for early-bird bookings and payment is 22nd May 2015. Providing payment in
full has been returned before this date, the application fee payable shall be discounted by 5%.
1.3The Show Committee reserves the right to accept or decline any application.
1.4The show committee reserves the right to remove any objectionable material, or unsafe
equipment from the exhibitor’s exhibit. The Show Committee further reserves the right
to exclude from the Show any product or service that it deems in its sole discretion to be
inappropriate to the theme of the Show or detrimental to the Show Committee’s
reputation.
1.5Cancellations Policy:
(a)No refund of the application fee will be issued by the Show Committee unless it
first receives written confirmation of the cancellation from the applicant.
(b)Cancellations confirmed on or before 22nd May 2015 will result in a full refund of the
application fee.
(c)Cancellations confirmed between 23 May to 19 June 2015 (inclusive) will result in a
refund of 50% of the application fee.
(d)Cancellations confirmed on or after 20 June 2015 will result in no refund of the
application fee.
1.6 Payment of the Application Fee:
(a)Online Payment of the application fee can be made to:
EBOP Business and Leisure Show Inc, ANZ Whakatane 06 0489 0237467 00
(b) Eftpos, Mastercard and Visa payment can be made at Radio 1XX, corner McAlister St
& The Strand Whakatane. Please return completed application form with payment.
(c)Cheques should be made out to EBOP Business and Leisure Show Inc and posted to:
PROevents, P. O Box 3191, Ohope 3121
2. POSTPONEMENT OR CANCELLATION
2.1If the Show Committee finds it necessary or expedient to cancel the Show, it may do so by
giving written notice to the exhibitors of such postponement or cancellation.
2.2The written notice must be served on the each exhibitor in any number of the following
ways:
(a) By writing to the exhibitor’s email address as detailed in the exhibitor’s application
form; or
(b) By mail to the exhibitor’s postal address as detailed in the exhibitor’s application form; or
(c) By advertisement in the Public Notices section of the Whakatane Beacon newspaper.
2.3The Show Committee will not be liable to the exhibitor for any compensation whatsoever
as a result of the cancellation or postponement of the Show.
2.4No refund of any monies paid will be made to the exhibitor in the event of the Show being
cancelled or postponed.
3.INSURANCE AND SECURITY
3.1The Show Committee will not be liable for loss or damage to the exhibitor’s property while
it is on the Show Facilities.
3.2The Eastern Bay of Plenty Business and Leisure show Inc. maintains Public Liability
Insurance which covers the Show Facilities.
3.3 Exhibitors are advised to arrange their own insurance cover for their property on the
Show Facilities, and the Exhibitor acknowledges that they are solely responsible for any loss
or damage suffered to their property while it is on the Show Facilities.
3.4 Exhibitor badges must be worn at all times including during set-up and breakdown.
3.5 The Show Committee will provide after-hours security patrols to monitor the Show
Facilities both inside and outside the Hall.
3.6The Hall will be securely locked at the end of the set up and after shut down at the end of
each show day.
3.7 Each Exhibitor is responsible for any additional security they require in respect of an
exhibit site situated outside of the Hall (excluding patrols provided by the Show
Committee).
3.8 Each Exhibitor will be responsible for the replacement, repair or reinstatement of any
damage caused to the Show Facilities by them, their agents and/or employees or their
representatives. The costs of any such replacement, repair or reinstatement shall be the
sole responsibility of the Exhibitor.
4.HEALTH & SAFETY
4.1 Exhibitors must be cognisant with the Health and Safety in Employment Act 1992 and
related and relevant legislation and must comply with its provisions. All Exhibitors must
examine their displays for hazards and take steps to eliminate, protect and mitigate
potential injury to the greatest extent practicable.
4.2Exhibitors with displays that allow members of the public to move or examine items must
ensure items cannot cause injury, and if moved, can be put back in the same safe situation.|
4.3If any equipment with potential risk to health and safety is being demonstrated, Exhibitors
must ensure that there is a barrier and sufficient space between the equipment and
members of the public.
4.4 If any equipment with potential risk to health and safety is being demonstrated,
Exhibitors must provide their own safety equipment (ie, fire extinguisher) to ensure public
and hall safety.
4.5Prior to commencing site set up, Exhibitors must submit a list of identified hazards posed
by their site along with remedies to eliminate, isolate or minimise those hazards.
Permission
for an exhibitor to commence site set up Is dependent on this information being provided in
full and being accepted by the Show Committee.
4.6Exhibitors must ensure that no part of their display, including but not limited to equipment,
signage and storage facilities, extends outside of their allocated site boundaries. Items
external to site boundaries may be removed by the Show Committee at the Show
Committee’s sole and absolute discretion.
4.7 Exhibitors must not demonstrate noisy equipment in the Hall.
4.8Exhibitors must tape all electrical cords to the floor.
4.9 Exhibitors must not permit any children under 15 years of age to be on site during the set up and breakdown of the exhibitions.
5. FOOD & BEVERAGES
5.1 Exhibitors intending to serve any food and/or beverages at any time during the Show must
apply to the Show Committee for approval and may not serve any food or beverage until |
such time as their application is approved in writing.
5.2 Exhibitors intending to cook food on site during the Show must apply to the Show
Committee for approval and must not cook food on site until such time as their application
is approved in writing.
5.3 All Exhibitors intending to cook on site and/or serve food or beverages = must hold a
current Food Registration Certificate issued by a Local Authority in compliance with the
Food Hygiene Regulations 1974 and the Health (Registration of Premises) Regulations
1966. Food Registration Certificates must be displayed.
5.4All Exhibitors intending to cook on site and/or serve food and/or beverages must comply
with all Whakatane District Council health requirements and hygiene regulations.
5.5 An inspection by the Whakatane District Council’s (“Council”) Environmental Health
Officer may be made prior to the commencement of the Show. If an inspection has not
occurred prior to the commencement of the Show, the Exhibitor may be subject to an on site inspection and, if remedial work is required to be done by the Council, the Exhibitor
shall be prohibited from further involvement in the Show until such time as the Council has
conducted an inspection and has confirmed that all remedial works have been completed to
its satisfaction.
5.6If an Exhibitor is prohibited from involvement in the Show in accordance with clause 5.5, all
fees paid by the Exhibitor will be forfeited and no compensation will be payable to the
Exhibitor.
5.7 Any Exhibitor intending to provide alcoholic beverages at the Show must comply with
Section 76 of the Sale of Liquor Act 1989 and make application to the Council for a Licence
to operate. To ensure that sufficient time is allowed to complete the application process,
operators (where possible) should make an application at least three months prior to the
Show.
5.8Exhibitors must provide the Show Committee with a copy of the liquor licence prior to the
commencement of the Show. A failure to do so will result in the Exhibitor being prohibited
from providing alcohol at the Show with no right to compensation.
6. GENERAL TERMS & CONDITIONS
6.1 Exhibitors may begin setting up their displays after 10.00am on Thursday 27th August 2015
and the hall will be open until 4pm that day for set up purposes. On Friday 28th August, the
hall will be open from 9.00am and all displays must be completed by 11.00am. The Show
will be opened to members of the public at midday.
6.2 Exhibitors are required to have show equipment pre-booked (lights and power) with the
Show Committee prior to the close date for applications. Requests for equipment after this
date will incur a $95.00 service charge in addition to the fees from the equipment installer.
6.3 Exhibitors must park their vehicles in the Short Street Car Park to the west of the Hall on
show days. Failure to do so will result in a fine of $50.00.
6.4 The Exhibitor agrees to observe the designated hours of the show.
6.5 Exhibitors may only sell or display promotional material on their allocated site.
6.6 Exhibitors must not undertake fundraising including raffles, auctions and similar activities.
The Show Committee may prohibit an activity at its sole and absolute discretion.
6.7 Rubbish is to be put in the bins provided and there will be a rubbish pick up at the end of
each day.
6.8 Pedestrian areas must be kept free and clear for pedestrian use only.
2015
Celebrating Living & Working
in the Eastern Bay of Plenty
Friday 28th August
Saturday 29th August
Sunday 30th August
12PM — 5pm
9am — 4pm
9am — 3pm
Whakatane war memorial Centre
Free Entry
to the Public
Sponsors
Photo Credit: BullsEye Productions
Stall Sizes and Rates
inside
Booked before
size
22/5/15
Booked after
22/5/15
2x2
$306
$321
2x3
$381
$399
4x2
$603
$632
4.8 x 3
$752
$788
4.8 x 4.8
$938
$983
REGISTRATION
Contact person: _
Business Name: _
Address: _
Phone: _
Email: _
STAND PLACEMENT
outside
The Beacon Business and Leisure Show
is Proudly Local
The Business and Leisure Show is focused on creating opportunities
for local businesses to prosper within the Eastern Bay. We promote
and encourage people to ‘Buy Local’ and keep money within our local
economy. By participating at the show you’ll also have the chance
to network, get to know and support other local businesses and help
strengthen the economic base of our community.
The Beacon Business and Leisure Show is a cost-effective way of
developing leads and making sales. With free entry to the public, this is
your chance to showcase your products and services to the Eastern Bay
of Plenty.
Eligible areas
Booked before
size
22/5/15
Booked after
22/5/15
A10x10
$588
$616
A5x4
$115
$121
B10x10
$309
$324
B8x15
$309
$324
B5x4
$115
$121
C5x4
$115
$121
List in order of preference as your first choice may not be available.
All associated costs are on this form and floor plans are available on
request from the Event Manager.
1.
2.
Lights
@ $39ea
To secure site, full payment and a completed registration must be made
by 20th June 2015.
Outside Power
10 amps @ $150ea
tv Brackets
@ $55ea
Eftpos, Mastercard and Visa payment can be made at Radio 1XX,
corner McAlister St & The Strand Whakatane. Please return completed
registration form with payment.
Cheques should be made out to ‘EBOP Business and Leisure Show Inc’
and posted to:
PROevents
P. O Box 3191
Ohope 3121
CONTACT: Jo Finlay
P 027 555 3733
[email protected]
This event is owned and operated by the Eastern Bay of Plenty Business
and Leisure show Incorporated society. The show committee reserves
the right to accept or decline any application. Exhibitor’s preference will
be considered when assigning stands, however final determination of
stand locations will be made by the show committee in the best interest
of the show.
x
$
No. req
$
No. req
$
No. req
$
No. req
$
Inside Power
4 way multi box
amp @ $79ea
Payment Details
3.
Stall size
Online Payment can be made to: EBOP Business and Leisure Show Inc,
ANZ Whakatane 06 0489 0237467 00
www.beaconbusinessandleisure.co.nz
Subtotal
$
GST
$
TOTAL
$
ACKNOWLEDGEMENT
I HEREBY ACKNOWLEDGE that I have read the Terms & Conditions
for the Beacon Business & Leisure Show and ACCEPT them as stated
on this form.
Signed: Date: