Exhibitor Terms & Conditions

Exhibitor Terms & Conditions

1. Agreement to Terms

By booking an exhibitor stand with Pawfest Ltd, you agree to comply with the following Terms & Conditions. These terms apply to all exhibitors, vendors, sponsors, traders, charities, and concession holders participating in any Pawfest event.

Pawfest Ltd reserves the right to update or amend these terms at any time where necessary.

2. Booking & Payments

All exhibitor bookings are subject to availability and confirmation by Pawfest Ltd.

A booking is only considered confirmed once:

  • the full payment has been received, and
  • confirmation has been issued by Pawfest Ltd.

Where a deposit payment option is offered:

  • the remaining balance must be paid by the date stated on your invoice or confirmation email.
  • failure to pay by the deadline may result in cancellation of your stand space without refund of deposit.

Pawfest Ltd reserves the right to refuse applications that are not considered suitable for the event.

3. Cancellations & Refunds

Deposits are non-refundable unless the event is cancelled by Pawfest Ltd.

If an exhibitor cancels:

  • more than 90 days before the event, any payments excluding deposits may be refunded at the discretion of Pawfest Ltd.
  • within 90 days of the event, all payments made become non-refundable.

If the event is postponed due to circumstances beyond our control, bookings may be transferred to a new event date.

4. Insurance Requirements

All exhibitors must hold valid Public Liability Insurance with a minimum cover level appropriate for their business activities.

Proof of insurance may be requested prior to the event and must be supplied upon request.

Food vendors, grooming providers, activity providers, and any business offering physical services must ensure they hold all relevant licences, certifications, and registrations required by law.

5. Health & Safety

All exhibitors are responsible for operating their stand in a safe and professional manner.

Exhibitors must:

  • comply with all event health & safety procedures,
  • ensure their stand area is maintained safely at all times,
  • keep walkways clear,
  • securely manage cables, displays, stock, and equipment,
  • comply with any instructions issued by event staff or venue management.

Pawfest Ltd reserves the right to request modifications to any stand considered unsafe.

6. Electrical Equipment

Any electrical equipment brought onto site must be safe and suitable for public event use.

Pawfest Ltd may request evidence of PAT testing where appropriate.

Exhibitors using generators, heating appliances, cooking equipment, or high-powered devices must notify Pawfest Ltd in advance.

7. Food & Beverage Vendors

Food vendors are responsible for complying with all current food hygiene regulations and licensing requirements.

Vendors must provide:

  • food hygiene ratings where applicable,
  • allergen information,
  • risk assessments if requested,
  • gas/electrical safety documentation where applicable.

8. Stand Allocation

Stand locations are allocated by Pawfest Ltd and may be adjusted where necessary for operational or safety reasons.

While every effort will be made to accommodate requests, exact placement cannot be guaranteed.

Exhibitors may only trade within their allocated space.

9. Set Up & Breakdown

Exhibitors must adhere to the allocated setup and breakdown times communicated prior to the event.

No early breakdowns are permitted without prior approval from Pawfest Ltd.

Exhibitors are responsible for removing all stock, structures, signage, and waste from their stand area at the end of the event.

10. Trading Conduct

Pawfest Ltd reserves the right to remove any exhibitor whose behaviour, products, marketing, or conduct is considered:

  • unsafe,
  • inappropriate,
  • misleading,
  • offensive,
  • disruptive to attendees or other exhibitors.

Counterfeit goods, illegal products, or unsuitable animal-related products are strictly prohibited.

11. Animals at the Event

Exhibitors bringing dogs or animals to the event are fully responsible for their welfare, behaviour, and supervision at all times.

Any aggressive, distressed, or unsafe behaviour may result in removal from the event.

12. Photography & Marketing

By attending the event, exhibitors acknowledge that photography and video content may be captured for marketing and promotional purposes.

Pawfest Ltd reserves the right to use event imagery across digital, print, and social platforms.

13. Weather & Force Majeure

Pawfest Ltd shall not be held liable for cancellations, delays, interruptions, or changes caused by circumstances beyond reasonable control, including but not limited to:

  • severe weather,
  • venue restrictions,
  • government guidance,
  • public safety concerns,
  • acts of nature,
  • supplier failure.

14. Liability

Exhibitors participate at their own risk.

Pawfest Ltd accepts no responsibility for:

  • loss,
  • theft,
  • damage to stock or equipment,
  • exhibitor vehicles,
  • personal injury,
  • business interruption,
    except where caused directly by proven negligence of Pawfest Ltd.

Exhibitors are responsible for ensuring adequate insurance coverage for their business and property.

15. Acceptance of Terms

Submission of payment and/or attendance at the event confirms acceptance of these Terms & Conditions in full.

Failure to comply with these terms may result in cancellation of participation without refund.

If you have any questions regarding these Terms & Conditions, please contact Pawfest Ltd directly prior to booking.