Terms and Conditions

All stallholders at this event must adhere to the following Terms and Conditions:
  1. All items on sale, display or available at the event must be vegan. If your company/organisation makes or sells non-vegan items, please do not display or sell them at the event. Particular attention should be paid to ingredients such as beeswax, bee pollen or honey. If you not sure about something, please contact the office. The organisers reserve the right to ask exhibitors to remove any items that are not vegan from their stall and stallholders must agree to this. Staff exhibiting at your stalls must also agree not to consume animal products or wear non-vegan apparels at the event.

  2. All promotional material on offer during the show should be vegan-friendly and child-friendly and should not promote any animal products or depict cruelty to animals. Any clothing or other products that promote sexism, ableism, homophobia, transphobia, xenophobia, body shaming, cultural appropriation, racist or oppressive messaging will not be permitted and the organisers reserve the right to ask any stallholder to remove any item deemed as such.

  3. All campaign groups that exhibit at VegfestUK must include vegan education as part of their outreach work. Please note that we cannot accept bookings from campaign groups with campaigns that may fuel xenophobia.

  4. VegfestUK operates a ‘no smoking’ policy on site. No gas, naked flames or chaffing fuels are permitted at this event.

  5. Bookings will be confirmed on receipt of the submitted online booking form. On receipt of a deposit of £240 including VAT (traders) / £120 including VAT (charities), your stall position will then be confirmed (on a first come, first served basis) and your details entered on the website where appropriate. Exhibitors agree on submitting booking form online to pay the deposit on booking and the full balance by June 30th 2019 at the latest. Booking online is a binding legal agreement and acts as a confirmed booking. Cancellation fees apply if bookings are cancelled once submitted online. Full balance of payment is required before stallholders enter the venue. Please note: deposits are non-refundable in any circumstances.

  6. Catering or serving of food or drink to be consumed on the premises is allowed. Packaged food or drink for consumption off the premises is also permitted, as are free tasters and samples. Adequate handwashing facilities, insurance, allergy awareness and training, and the appropriate health and safety / food hygiene certificates and standards will be required by all stallholders who are handling food or drink samples and tasters. Any cups served that contain hot drinks must have caps fitted to them by the stallholder. Please see the Caterers Guide for full details.

  7. All caterers are required to arrive on Friday setup day for setup, with their electrical appliances to be tested on Saturday morning before the event opens to the public.

  8. Exhibitors are responsible for any accidents or injuries to the public caused by their products, display stands or their use of the space allocated to them, and must arrange their own Public Liability Insurance cover (up to £5M) and Employers Liability Insurance cover (if applicable), and have current Food Hygiene and Electrical safety certificates as applicable. Please refer to the link here for full set of paperwork required from stallholders before the event. All electrical equipment used must be PAT tested and will be inspected before the event starts. All exhibitors must also have their insurance, electrical safety certificates and food hygiene certificates (if applicable) ready for inspection by the appropriate authorities if requested, and adhere to all current health and safety legislation whilst exhibiting at the event, especially in relation to food hygiene.

  9. Stallholders are responsible for their own goods at the event and no responsibility is accepted by the organisers for loss, damage or financial loss due to abandonment or cancellation of the event due to severe inclement weather or other factors beyond our control or any other factors. The organisers will not be able to refund any money taken in advance of the show in any circumstances.

  10. VegfestUK Ltd are not responsible for the services provided, or decisions made, external contractors at the venue. VegfestUK Ltd are not liable in the event of cancellations or failure to provide any services supplied by external contractors.

  11. VegfestUK Ltd are not liable for any decisions affecting the show made by the venue management at Olympia London.

  12. In the event of you wishing to cancel your stall before June 30th 2019, you will be liable to a £200 + vat (traders) / £100 + vat (charities) cancellation fee. If you cancel from July 1st 2019 onwards, you are liable for the whole fee and no refunds will be made. Cancellation must be made in writing by email by the person who has booked online originally. This cancellation policy applies only to stalls. Furniture, advertising, sponsorship and other marketing options will be charged at the full price. All fees are subject to VAT at 20%.

  13. Any amends to your booking that involve re-invoicing will incur an admin fee of £25 + vat.

  14. In the event of late payment for your stall and anything else which you have booked, compound interest will be added at 8% per month for the period after which payment is due, up until full payment is received. A minimum of £250 debt recovery costs will be applied if payment is not made by the agreed dates in these Terms and Conditions.

  15. Each exhibitor is entitled to 6 entry passes for their staff that can be used for the whole weekend.

  16. The final deadline for submitting artwork / text / images for inclusion in the event programme is Friday September 13th 2019. If you have booked paid advertising to be included in the event programme, please ensure that you submit any requisite materials by this deadline. The organisers reserve the right to exclude any artwork / text / images submitted after this date.

  17. Exhibitors are responsible for their behaviour at all times and must ensure that any members of staff or volunteers behave appropriately. Shouting, threatening or unruly behaviour, abusive language, violence, or disrespect in any way to other exhibitors, visitors, security, medical staff, venue staff, event volunteers, organising team, or any other people within the building, will not be deemed acceptable in any circumstances and anyone who is found to be in breach of this may be subject to eviction from the premises at any time with no explanation and no refunds.

  18. Exhibitors agree to have their stalls ready by 9:30am on both Saturday and Sunday, and agree not to breakdown until after 6:00pm on Saturday and after 5:00pm on Sunday. Opening hours are 10:00am – 6:00pm on Saturday and 10:00am – 5:00pm on Sunday. Children under 16 are not permitted in the venue during setup or breakdown times in any circumstances. Please note: exhibitors are not permitted to setup once the venue is open to the public.

  19. Deliveries and collections to and from the venue are entirely at stallholders’ risk. VegfestUK cannot be held responsible in any circumstances for failure of delivery or collection which may result in loss of trading or stock for the stallholder. Stallholders must take responsibility to ensure that all deliveries are made within the times outlined in the exhibitors manual, and likewise, any collections are made within the stated times. In the unfortunate event of your stock not being delivered in time, we cannot issue refunds in any form. Stallholders are advised to check thoroughly that their deliveries are made in time with their courrier services.

    Stallholders are also requested to ensure that any deliveries and collections arrive with suitable equipment to unload stock and move to your stall or storage area. VegfestUK does not supply trolleys, forklift trucks, trolley-jacks, or other equipment to load, unload and move stock.

  20. All exhibitors agree to remove their rubbish, leftover stock and other equipment (e.g. fridges, pallets etc) from the venue at the end of the event – failure to do so may incur an extra removals charge after the event.

  21. Any damage incurred to the fittings of the venue may incur an extra dilapidation charge after the event.

  22. Charity Collections may only be made off stalls that are registered and hold the correct license for collecting in public. Collectors are not permitted to walk around the venue or outside the venue collecting for charities in any circumstances.

  23. All complex structures brought into the venue must be fire-proof and weighted down correctly. They must fit into the footprint of your pitch and not infringe on exhibitors nearby.

  24. Unless agreed with the organisers in advance, exhibitors are not permitted to sell alcohol or offer alcohol samples to the public.

  25. All exhibitors are solely responsible for their stalls before, during and after the event, and the organisers cannot be held responsible for any damage or theft to their stalls, stock or any other property that is on their stalls. Exhibitors are advised not to leave valuables (money, electrical equipment etc) on their stalls overnight.

  26. Exhibitors, visitors and speakers at VegfestUK may appear in promotional photos for the event without prior consultation.

  27. Exhibitors’ contact emails will not be shared with any third parties except contractors and media partners who are working at the show.

  28. We are unable to offer refunds in the case of any non-appearances by people advertised to appear at the show, or cancellation of the show due to severely inclement weather conditions.