Trade Exhibitor Terms and Conditions for Exhibiting at the SuperShow Society Events

1. Application and Payment:

• All trade exhibitors must complete the official application form provided by the show organizers.
• Full payment of the exhibitor fee must accompany the application form, and space will only be confirmed upon receipt of payment.
• Late applications may be accepted at the discretion of the organizers, subject to availability and late fees.
• Exhibitors are responsible for any additional costs, including electricity, water, and additional services required for their stand.

2. Cancellations:

• Cancellations made in writing 30 days prior to the event will receive a 50% refund of the exhibitor fee.
• No refunds will be made for cancellations less than 30 days before the event.
• The organizers reserve the right to cancel or reschedule the show in case of unforeseen circumstances (e.g., extreme weather or public health concerns). In such cases, the organizers will refund exhibitor fees or offer a space in the rescheduled event, but no other compensation will be provided.

3. Exhibitor Space:

• Exhibitor spaces will be allocated on a first-come, first-served basis, and the organizers reserve the right to make final decisions on stand placement.
• Each exhibitor must keep within the confines of their allocated space. Any stand that exceeds the space allocated will be asked to adjust, or additional fees may be incurred.
• Exhibitors are responsible for the setup, maintenance, and teardown of their stands. Stands must be set up by the opening time of the show and dismantled only after the event concludes.

4. Stand Setup and Removal:

• Exhibitors will have access to the exhibition area the day before the show for setup and must complete setup by the stated deadline.
• Stands must be manned by the exhibitor or their representatives at all times during show hours.
• Exhibitors are responsible for the removal of all their materials and waste after the event. Failure to do so may result in additional cleanup fees.

5. Products and Services:

• Exhibitors may only display and sell the products or services that have been approved in their application. Any changes must be submitted for approval by the organizers.
• The sale of counterfeit or prohibited goods is strictly forbidden. Exhibitors found violating this rule will be removed from the event without refund.
• Exhibitors must not engage in fraudulent, misleading, or aggressive sales tactics. All goods should be clearly priced.

6. Health, Safety, and Insurance:

• All exhibitors must adhere to local health and safety regulations. Exhibitors are required to ensure their stands are safe for both visitors and staff.
• Food and beverage exhibitors must comply with all relevant food safety regulations and obtain the necessary licenses and certificates.
• Exhibitors are responsible for insuring their products, staff, and stand equipment against theft, loss, or damage during the show.
• The organizers are not liable for any loss, theft, or damage to exhibitor property during the event.

7. Power and Utilities:

• Electrical connections and water supply (if applicable) must be ordered in advance and will be subject to additional fees.
• Exhibitors using electricity must ensure that all equipment complies with local safety standards and is properly PAT-tested.
• Generators are not permitted unless previously agreed with the show organizers.

8. Advertising and Promotion:

• Exhibitors are permitted to display signs and distribute promotional material within their allocated space. No signage is allowed outside the designated trade area without prior approval.
• Public announcements, music, or sound systems must not cause a disturbance to neighboring exhibitors or visitors. The organizers reserve the right to request a reduction in noise levels.
• Any unauthorized advertising outside the exhibitor's space, including flyer distribution or posting banners in non-approved areas, is prohibited.

9. Fire and Safety Regulations:

• All exhibitors must comply with fire safety regulations. Stands must be equipped with fire extinguishers if necessary, and fire exits must remain clear at all times.
• No open flames, gas cylinders, or hazardous materials are allowed unless prior approval has been obtained from the organizers and relevant authorities.
• Exhibitors using cooking equipment, heating, or other potentially hazardous items must ensure they meet all safety standards and regulations.

10. Conduct and Responsibility:

• Exhibitors and their staff must behave in a professional and respectful manner toward visitors, other exhibitors, and event staff.
• Any form of harassment, inappropriate conduct, or disruptive behavior will result in immediate expulsion from the event without refund.
• Exhibitors are responsible for any damage caused by their display, products, or staff to the showgrounds or neighboring stands.

11. Exhibitor Parking:

• Each exhibitor will be allocated a parking pass, with specific areas designated for exhibitor parking.
• Vehicles must not be parked in pedestrian or emergency access areas, and exhibitors may only access their vehicles during non-show hours unless otherwise approved.

12. Security:

• Security will be provided during the event, but exhibitors are responsible for safeguarding their own property.
• Valuable items should be secured or removed overnight. The organizers are not liable for theft, loss, or damage to exhibitor property.

13. Compliance with Laws:

• Exhibitors must comply with all local, state, and national laws related to their trade and the operation of their stand.
• Exhibitors are responsible for obtaining any necessary permits, licenses, or certifications required to sell their products or services at the event.

14. Force Majeure:

• The organizers will not be held responsible for the failure to perform any obligations under these terms due to events beyond their reasonable control, including but not limited to acts of God, war, terrorism, pandemics, or natural disasters.

15. Amendments to Terms and Conditions:

• The organizers reserve the right to amend these terms and conditions at any time. Exhibitors will be notified of any changes in writing, and continued participation in the show will imply acceptance of the updated terms.

By submitting an application and paying the exhibitor fee, exhibitors agree to abide by these terms and conditions throughout their participation in the agricultural show.