1. Welcome Fair & reUNION Fair

1.1. The completed booking form is a binding agreement and the booking is chargeable. No refunds or cancellations can be made once the booking is agreed upon unless agreed by the Marketing & Development Lead (c.garrett@chester.ac.uk).

1.2. Full details of the Fair will be sent to you one week at the latest prior to the date. It is your responsibility to ensure that you have received these details.

1.3. Stall positioning will be allocated at random, in accordance with the level of stall purchased.

1.4. Alcohol sampling is not permitted. Food sampling may be permitted on application - please indicate your intention to distribute samples on your booking form.

1.5. Chester Students' Union shall accept no liability with regards to attendance figures at Welcome Fair.

1.6. Exhibitors must only promote products and services in the immediate vicinity of their stall. Anyone seen distributing promotional material or collecting data elsewhere on the premises will be asked to leave and be escorted from the premises if required.

 

2. Welcome Fair Cancellation Policy

2.1. All cancellations must be notified in writing to the Marketing & Development Lead at Chester Students' Union by the client. The date on which it is received will be deemed the date on which the cancellation is effective. There are no exceptions. The following amounts are chargeable in the event of a cancellation:

  • Before 9th August – 0% of the full amount of the cost
  • Between 9th August and 21st August – 50% of the full amount of the cost
  • After 22nd August – 100% of the full amount of the cost.

2.2. If COVID-19 restrictions come in place that prevents Welcome Fair from running on the intended date, Chester Students' Union will postpone the event, advise stallholders accordingly and set a new date as soon as possible.

2.3. In the event of a postponement due to COVID-19, your booking will be retained and carried over to the reorganised event with no further action required by you.

2.4. Cancellations as a result of COVID-19 will be handled on a case-by-case basis, and only considered if put in writing to the Marketing & Development Lead.

 

3. reUNION Fair Cancellation Policy

3.1. All cancellations must be notified in writing to the Marketing & Development Lead at Chester Students' Union by the client. The date on which it is received will be deemed the date on which the cancellation is effective. There are no exceptions. Clients are liable for the below payments:

  • 4 weeks prior to activity – 50% of the full amount of the cost.
  • 2 weeks prior to activity – 100% of the full amount of the cost.

 

4. General terms (also apply to Welcome Fair)

4.1. All bookings must be paid within 30 days of the date of booking.

4.2. Acceptance of all media bookings is subject to availability.

4.3. One organisation per booking.

4.4. Chester Students' Union reserves the right to refuse any booking, with or without explanation.

4.5. Exhibitors may only promote their own products or services. Any stallholder found promoting a third party will be asked to leave and be escorted from the premises if required.

4.6. All artwork for print or digital materials (unless otherwise agreed) must be provided by the client. Artwork must be provided in compliance with the technical specification laid out by the Chester Students' Union Marketing Department. This will be made available to you upon request.

4.7. All advertising must comply with the British Code of Advertising Practice (2010) and the Trade Descriptions Act (1968), and any other acts or regulations that ensure advertising standards.

4.8. Advertising supplied must not infringe any copyright or intellectual property, and must not be deemed defamatory, fraudulent, misleading, or false.

4.9. Chester Students' Union cannot accept responsibility for damage to, or loss of, photographs or advertising mediums.

4.10. Chester Students' Union takes no responsibility for the content of any advertisements or promotions, and will not be held liable for any transactions that may be completed as a result of the promotion or advertisement at any Students’ Union.

4.11. In the event that, for any reason, Chester Students’ Union shall cancel all or part of a publication, or be unable to perform its obligation under this agreement, the liability of the Union shall be limited to the refund (or credit) of any payment(s) made by the exhibitor to the Students’ Union under this agreement.

4.12. Chester Students' Union takes no responsibility for any inserts, leaflets and/or posters. You accept full responsibility for the quality and safety of any product that is supplied to the Union.

4.13. In order to comply with Health & Safety requirements, you must ensure that all of your electrical equipment is PAT-tested, in good working condition and maintained properly.

4.14. Risk assessments for activities during any activity must be provided prior to taking place.

4.15. Where a signatory does not have the necessary authority to make purchase orders or bookings and has signed this booking, Chester Students' Union reserves the right to pursue the signatory themselves for any claim for outstanding monies.

4.16. Chester Students' Union shall accept no liability with regards to attendance figures to its campuses and events.

4.17. This agreement shall be subject to English law and the jurisdiction of the English Courts.

4.18. Any equipment or product stored overnight at the Union or hired location is at the entire risk of the exhibitor.

4.19. Any damage caused by an exhibitor to walls, ceilings or floorings, including any cleaning charges, will be recharged.

4.20. Any personal information you give to us will be processed in accordance with the General Data Protection Regulations. We will not share your contact details with any third parties or contact you with regards to any other activities. If you require any further information as to how we will store your contact information, please contact the CEO at Chester Students' Union who will provide you with information for the appropriate Data Protection Officer.

4.21. Please let us know in advance if you have any special requirements.

 

5. Cancellation Policy (On-campus Stalls)

5.1. All cancellations must be notified in writing to the Marketing & Development Lead at Chester Students' Union by the client and the date on which it is received will be deemed the date on which the cancellation is effective. There are no exceptions. Clients are liable for the below payments:

  • 6 weeks prior to activity – 0% of the full amount of the cost.

  • 4 weeks prior to activity – 50% of the full amount of the cost.

  • 2 weeks prior to activity – 100% of the full amount of the cost.

 

6. Housing Fair

6.1. Limit of one stall per provider.

6.2. You must be a Cheshire Landlord Accreditation Scheme-registered housing provider or, if an agency, agree to house students only in CLAS-registered properties/with CLAS-registered landlords. Your booking may be withdrawn if you fail to meet these criteria. 

6.3. We cannot guarantee footfall due to variations in timetabling, study trips and the weather.

 

7. Social Media Posts, Solus Emails & Other Online Activity

7.1. Payment must be received in full before any marketing activity can take place.

7.2 Social media posts are subject to a limit of one post per channel per week, up to a maximum of 3 across all channels.

7.3. Your fee entitles you to the following: text, one link, one hashtag, one image and reporting on engagements and impressions.

7.4. Solus emails are limited to one per company per term; for agencies, this means one per each of your clients per term.

7.5. Your fee for souls emails entitles you to the distribution of content you provide to our opted-in commercial mailing list and reporting on deliveries, opens and clicks.

7.6. CSU makes no guarantees with regards to impressions, engagements, sessions, page views, clicks or other assorted metrics unless otherwise agreed in writing by the Marketing & Development Lead.

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Registered Office: Parkgate Road, Chester CH1 4BJ
Registered in England Company Number: 7623621
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