British Motorcyclists Federation
Promoting, pursuing and protecting the rights of all UK motorcyclists
The BMF Shows
The BMF is more than just great shows!
British Motorcyclists Federation
Promoting, pursuing and protecting the rights of all UK motorcyclists
The BMF Bike Shows » Bikefest Kelso » Booking terms and conditions
Booking terms and conditions
- 1. Bookings:
a) No Bookings are confirmed until payment in full has been received.
b) The Organisers reserve the right to relocate any Exhibitor’s stand space should this be deemed necessary
c) ‘Sub – letting’ of plots is strictly forbidden. If plots are to be shared there must be agreement in writing from the organisers prior to the show opening
- 2. Cancellations:
a) Once a stand position is booked the following cancellation charges will apply:
i) Within 90 days of the event – 50% of the stand space fee
ii) Within 60 days of the show – 75% of the stand space fee
iii) Within 30 days of the show – 85% of the stand space fee
iv) Under 30 days of the show – 100% of the stand space fee
- 3. Deposits (New clause 2013)
Due to persistent breach of the condition 4e below, a fully refundable cash deposit of £100 will be taken on arrival at the show ground. This will be refunded in full after 5pm on the last day of the show. Any exhibitor who breaks down their stand and leaves the showground before this time will forfeit their deposit.
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- Entry to the show: (Trade exhibitors) On site Conditions:
a) Entry is by Exhibitor Wristband and Vehicle Passes, which will be sent prior to the event. Without an official pass – no entry to the show will be allowed
b) The speed limit of 20mph must be observed at all times when using any vehicle on the showground site. Headlights must be on at all times.
c) Exhibitors must not ride, or drive vehicles around the site during show opening hours, or contravene the Road Traffic Act 1988/91 Motor Vehicles (off Road Events) Regs.1992, at any time. If you can’t do it legally on the road -you can’t do it on the Show site.
d) All vehicles, trailers etc; not contained within an Exhibitor’s space must be removed to the designated Exhibitor Parking Areas (where applicable) after unloading. Vehicles must not block avenues, or restrict emergency access. All vehicles MUST adhere to these requirements and failure to do so will result in any future requests for trade stand bookings at any of the BMF shows being refused.
e) Stands should be ready for gates opening 9am-5pm at ALL BMF Shows, and not to be broken down until after the closing time on the last day of event.
- 5. Exhibition Stands:
a) Exhibitors who extend beyond their agreed boundaries of their booked stand space will be charged at £100.00 per metre frontage.
b) The MAXIMUM stand depth permitted will be 10 metres. Any breach of this requirement and any additional metres used will be charged at £100 per metre
c) Neither BMF (Enterprises) Ltd, nor The Organisers can be held responsible for the safety of stands, goods thereon, vehicles, equipment, cash or any other items whilst on the show site
d) The Organisers’ reserve the right to move any stand if deemed necessary for the purposes of safety, showground conditions or reasons of dispute
e) Exhibitors are responsible for any damage or injury to persons or property caused by any default of their stand or any act of omission by them, their staff or contractors. Exhibitors should check their insurance coverage to ensure that they are fully covered for loss or damage to their own property. All Exhibitors must ensure that they are covered for Public Liability Insurance and supporting documents must be produced to The Organisers to prove it. Also to ensure they have current Product Liability Cover.
f) We strongly advice that all Exhibitors protect themselves against losses caused by Abandonment, Cancellation or Curtailment of the event due to reasons beyond The Organisers’ control. Neither the BMF nor the organisers will be liable for a refund of the stand costs.
g) Exhibitors may stay overnight on their plot for security purposes but must not cook, light bonfires, fireworks, play loud music, or behave in such a way as to cause a nuisance to others on site or local residents. The Organisers reserve the right to remove any exhibitor from the site who is deemed to be behaving in an unsociable manner.
h) All Exhibitors must ensure their stand space is cleared of all rubbish before they leave the site. Any exhibitor leaving rubbish on their stand will be charged a clearance fee. Please use skips or bins provided. If in doubt contact The Organisers
i) Exhibitors using their own marquee, caravan, awning etc; must ensure it is mechanically sound, of good condition and appearance, is contained within their plot space, fully insured and conforms with fireproof regulations. All marquees WILL be inspected by the Health & Safety officer
j) Risk assessments, fire proof certificates and Public Liability certificates MUST be sent to The Organisers at time of booking or BEFORE erection of the stand. Copies may be requested at the show.
k) Exhibitors must not play any amplified noise, music, DVD or video cassettes at any time during the Show unless permission in writing has been obtained from The Organisers. In the event that permission is given, it is the sole responsibility of the Exhibitor to ensure they have the appropriate licences.
l) Exhibitors must not, under any circumstances, sell food or drink from their stand without prior written permission from The Organisers
m) Only ‘silent’ running diesel generators are permitted on the Show site and may be used up to midnight.
n) Exhibitors must provide details of goods to be displayed/ sold. The Organisers reserve the right to ban goods from the site, which are not considered either legal or suitable for family events. The following items are NOT permissible: Guns and or Ammunition, Knives, Lazer Pens, Fireworks, Chinese lanterns or explosive devices
o) Seconds must be clearly identified as seconds and, where possible, the fault must be labelled.
p) Exhibitors must display a notice stating the name, address and telephone number of the company trading.
q) Exhibitors must offer receipts for goods sold.
r) No form of advertising material may be displayed or distributed at the event other than on, or from, the Exhibitors stand.
s) Dogs must be kept on a lead at all times and cleaned up after.
t) Publicity: by purchasing a ticket or booking a club or trade stand you give consent to the Organisers’ to use any photography, video recording or other medium in any promotional marketing activity.
u) The Organisers reserve the right to refuse bookings without reason being given. Completion of a booking form is not a guarantee that space will be made available. No stand space should be considered secured until full payment has been received and written confirmation has been sent by The Organisers
v) If your company name is different to your trading name, both MUST be shown on this booking form.
w) The Organisers reserve the right to evict anyone from the site who is deemed to be in breach of the Conditions of Booking, or who is deemed to be acting in a manner detrimental to the event and to other persons on site.
