Rules and Conditions for EXHIBITORS & VISITORS

1. CLOSING DATE:  All entry forms must reach the Organizers on or before    23 MARCH 2012.   The Organizers may, in their absolute discression, request an additional deposit from individual exhibitors, which is repayable at the end of the proceedings on condition that the rules and conditions were adhered to.

2. ALLOCATION: Please note that there are only a limited number of exhibition spaces. Tariffs and admission fees are as set out in the application form. Exhibition confirmation will only take place after payment of the application fee  is received and processed.  Payment must be made on or before 7 APRIL 2012 to confirm the space.

3. EVALUATION:  Applications will be subject to approval to ensure acceptable standards are maintained and to prevent the duplication of products, or reduce such duplication, and to ensure that a wider range of products may be exhibited.  This does not follow that there will be no duplication, since competition is  an established business practice.  The decision of the Organizers regarding the allocation of a stand is final and no correspondence will be entered into. In the event that food is provided at the stand, the exhibitor must adhere to all municipal regulations and / or other applicable laws, by-laws etc.  Exhibitors must provide their own fire prevention equipment, heating and / or cooling equipment for perishable products.  For quality assurance, the Organizers have the right to nominate approved dealers from which products must be acquired.  For additional workers the Exhibitors will pay the daily admittance fee at the gates, alternatively pay the special admittance fee applicable for the duration of the festival.   Foodstalls will be monitored and food / drinks must comply with the highest standards. In the event that food / drinks does not comply to standards, the organizers may remove such food / drinks and / or remove the exhibitor from the festival.  The exhibitor must ensure that enough stock is available.  An exhibitor may not sell any product for which he is not approved. 

4. PAYMENT OF COSTS:   A successfull exhibitor must pay the application fees into the account of Naboom Windpompfees on or before 7 APRIL 2012  (see banking details at bottom).   Any cancellations made after 30 MARCH 2012 may result that a cancellation fee of 10% of the stand’s tariff, be payable.   The reference number of the allocated stand must be stated on all deposits, and the deposit slip must be faxed to 086 695 1806.   If no reference is indicated, the Organizers will not be liable for non- allocation of a stand, the allocation of a different stand, or for any damages suffered by the Exhibitor.   If a payment is reversed by the bank, automatic cancellation of the application and re-allocation of the stand will follow. The outstanding balance is due on 7 APRIL 2012. In the event that the balance of payment is not received by 7 APRIL 2012, the Exhibitor forfeits the right to the stand and thereafter the organizers may re-allocate the stand within their sole discression.   In the event  of the stand’s booking being cancelled after 30 MARCH 2012, the fees paid to date will be forfeited in discretion of organizers.   

5. WEBSITE AND PROGRAM:  It is the responsibility of the exhibitor to submit all logo’s and information to windpompfees@gmail.com to ensure promotion on the website and in the program.   The closing date for submissions is 23 MARCH 2012.  It is the Applicant's responsibility to provide the information, at own costs, in the correct format.   In the event that no logo or information is submitted, it may follow that the exhibitor's details are not included in the program or on the website.  No discount will be granted in such event. In the event that information is submitted after 23 MARCH 2012, the Organizers may display same on the website within their sole discretion and with such conditions as they may decide.     

6. HOURS OF OPERATION:  The gates will open on 26 APRIL 2012 at 10h00 and for 27 and 28 APRIL 2012, at 07h00.  Gates will close daily at 22h00, and exhibition areas must be operated between the hour of opening of gates untill, at least, 19H00, or otherwise as authorized by the Organizers on written request.   No stand may be closed before 19H00 without prior written approval from the Organizers.   

7. VEHICLES : No vehicle will be admitted onto the exhibition areas  during the dates 26, 27 and 28 APRIL 2012.  Vehicles must be parked on allocated spaces.  In the event that it is unauthorized parked, he vehicle may be towed away at cost of the owner.  The Applicant may not allow any other vehicle to make use ot their allocated parking.  A pre-paid Shuttle Service may be available during the festival (depending on demand prior to festival) for transport of goods to and from the exhibition area.   Exhibitors must arrange with the organizers before the festival if they wish to make use of this service.  The Organizers reserve the right to, without prior notice, prohibit the admittance of vehicles, or in the event where already admitted, to prevent exit and /or to change the times of entry / exit, in the interest of the safety of the public and exhibitors.  All vehicles that do not form part of the exhibition, must be removed from the exhibition areas by Wednesday 25 APRIL 2012 at 21H00 to their aalocated parking.  Exhibitors are not allowed to drive with any vehicle on the premises, other than that authorised herein, and which includes golf carts, quad bikes, bicycles and or motorcycles, or any other vehicle.  The Organizers reserve the right to make specsific rules applicable to individual exhibitors.

8. EXHIBITION AREA: The size of the stands are as per the application.  Certain stands will have an exterior frame.   Trailers must either form part of the stand or must be removed to the designated parking area. IN THE EVENT WHERE YOU MAKE USE OF PREMADE  EQUIPMENT (EXC TRAILOR), YOU MUST DECLARE THIS INFORMATION & SIZES TO THE ORGANIZERS BEFORE 23 MARCH 2012. Extreme care is taken by the Organizers when measuring the size of the stand, but these are not guaranteed.

Exhibitors may prepare their stands from 25 APRIL 2012.   No preparation of stands may be undertaken from 09h00 on 26 APRIL 2012, AND AFTER 07H00 ON 27 and 28 APRIL 2012. No stands may be vacated before Saturday 28 APRIL 2012 at 23H00, without the prior written consent of the Organizers, subject to the discretion in terms of clause 7. Stands may also be vacated on Sunday 29 APRIL 2012.   EXHIBITORS VACATING THE STANDS BEFORE THE CLOSE OF PROCEEDINGS, SHALL NOT BE ENTITLED TO REPAYMENT OF ANY FUNDS AND THE ORGANIZERS WILL RESERVE THE RIGHT TO BAN SUCH EXHIBITOR FROM FUTURE EXHIBITIONS.  All stands must be vacated by 29 APRIL 2012, 17H00.

NO PERSON IS ALLOWED TO OVERNIGHT IN THE STANDS.                                         

No pets are allowed on the grounds and at the stands. Exhibitors are responsible to keep their allocated area in a neat and tidy condition.  All stands will be provided with one 220v electricity point for __________ watt equipment.  The Organizers will do a power requirement after all applications has been received, and will allocate amps to the exhibitor.   No heaters, urns or elements may be used at this power point.    Exhibitors must supply their own extensions, tables, roofs (if not allocated under roof or tentspace), chairs and exhibit equipment.  In the event an extra supply of power is required, special arrangements must be made with the Organizers at additional fees.   

YOUR LIST OF POWER TOOLS TO BE USED AND YOUR REQUEST FOR ADDITIONAL POWER MUST BE SUBMITTED BEFORE 23 MARCH 2012.

The Organizers do not accept responsibility for any perishable product or products that do not sell.  An addissional fee may be charged in the event where the organizers charge for tent space, power and /or water supply.  

An admittance fee is payable by visitors / the public at the grounds of Naboom Windpompfees at Euphoria Gholf Estate.   No liqour or food may be brought onto the premises, OTHER than approved for sale by exhibitor.  

9. LOGO’S & SOUND SYSTEMS: Exhibitors may display logo’s at the stands, but such logo’s must not infringe on the area of neighbouring stands.   The use of the Naboom Windpompfees logo or name is strictly prohibited and may not be used without the consent of the Organizers.

Applications in this regard may be adressed to the Organizers at windpompfees@gmail.com / Fax : 086 695 1806 / Cell : 076 533 4513.

The use Windpompfees of sponsors, or the advertising of such sponsors logos, promotions etc. is prohibited.   In the event where an exhibitor is sponsored by any entity, and it is required that advertising boards, notices and / or advertisments be given to the sponsor, written authority must be obtained, with application, for the display and or  advertising of the intended sponsor.   In the event that the exhibitor is not in possession of the written authority, the Organizers may request the exhibitor to remove such items and  / or to immediately vacate the premises.    Any payment or benefit of the exhibitor will be forfeited.  If a sponsor of the Organizers withdraws their sponsorship, whether partly or in full, due to the display, advertising and / or promotions of a sponsor of an exhibitor, and / or a distributor in opposition of the Organizer’s sponsor, or in competition to the Organizers sponsor, the exhibitor shall be liable for any losses the Organizers may suffer.

The use of any sound systems, systems of anouncement etc. are strictly prohibited and may not be used without prior written consent of the organizers.   ALL anouncements will be made through the organizers, and which will be done at their sole discression.

10. SECURITY: Naboom Windpompfees will supply security at the grounds but can not accept responsibility for any loss or damage of whatever nature. A Personal guard for your stand may be arranged from the Organizer’s security firm for the exhibitors account.  The firms details may be obtained from the Organizers.   No photos and or videos of the performers may be taken, made or used without the written consent of the Organizers.  

11. ACCOMMODATION:  Exhibitors are responsible for their own transport and accommodation arrangements. For assistance in this regard the office of the Organizers may be contacted at windpompfees@gmail.com.

12. REGISTRATION: All approved exhibitors may register from WEDNESDAY 25th of APRIL 2012 between 09h00 en 17h00 at the grounds.  THE ADMITTANCE GATES CLOSES 17H00 ON 25 APRIL 2012 AND NO EXHIBITOR, WITHOUT HAVING MADE PRIOR ARRANGEMENTS, WILL BE PERMITTED ENTRY.   NB : NO REGISTRATION MAY BE DONE AT THE GROUNDS AFTER 08H00 ON THE 26th OF APRIL 2012. 

At registration, admittance cards shall be issued / delivered to the exhibitor and the number of employees for whom payment was received.  Approved exhibitors who do not register on this date, will forfeit their application fees and stands, and the Organizers may re-allocate the stand.  The exhibitors may display their goods only after registration. The exhibitor may not cause any disturbance, be engaged in any fighting  and / or after hours be or sleep at unauthorised places.  All disputes must be referred to the Organizers who will make a final decision binding on all involved.   

13. BREACH : In the event an exhibitor is in breach of a condition, or guilty of misconduct, the Organizers will be entitled to request the exhibitor to remove any item, to stop any action / activity, or to adhere to any directive, order or request, to vacate the stand and premises, or see to the removal from the premises.  In the event other products not authorized are sold, the organizers may remove such products or request the exhibitor to leave the premises. If food / drinks do not comply to standards, the organizers may remove such food and or request the exhibitor to leave the premises.  The exhibitor will forfeit any payment / benefit and the Organizers may confiscate any prohibited items.  The exhibitor may be refused registration of fututre events.  In the event that any vehicles is in a prohibited area without permission, this vehicle may be towed and stored, for which costs the relevant person will be liable. 

14. INDEMNITY: Naboom Windpomp Fees grounds at Euphoria Gholf Estate are entered at own risk and subject to the rules of the organizers and of Euphoria Gholf Estate.  The Organizers, Euphorbia C.O. School, Euphoria Gholf Estate, the sponsors, management, parents and workers do not accept any liability for any damage, loss, death and / or injury.  The applicant indemnifies the Organizers, Euphorbia C.O. School, Euphoria Gholf Estate, the sponsors, management, parents and workers from liability for any damage, loss, death and / or injury.  

Upon entry to the premises it is unconditionally consented in person, as parent and or guardian, and duly authorized thereto by my spouse / partner, that I/we, the minor may participate in all activities of the Festival.   The workers, Organizers Euphorbia C.O School, Euphoria Gholf Estate, sponsors and performers are indemnified and exempted from any claim and / or liability, I / we/ the minor may suffer as a result of entering the premises, participating in the activities, visiting animals, or otherwise may have suffered, including claims for loss, injury or death, and to hold them harmless.   I / we are aware that the animals may act contra naturam, even if they are trained animals, and must at all times be considered as dangerous.  I/we am aware that there is no work relationship between the exhibitors, performers, providers of entertainment, owner of the property and the Organizers of the Festival.

I / we enter the premises and participate in activities at own risk, which risk I / we accept on behalf of myself / ourselves and the minor(s).  I / we consent to injury / damage and are aware we may suffer damages, losses and / or injury, including death in participating in activities and / or on entering the premises.   

I / we are aware of the consequences of the abdication of rights, which I / we understand and this is done without undue influence and out of free will. The Organizers reserve the right to ammend the Rules and Conditions without prior notification.

Please note that by signing the application the exhibitor confirms that he / she is aware of, and understands, the terms and conditions and that he / she accepts such. All completed application forms must be faxed to the Organisers at 086 695 1806 or e-mailed to windpompfees@gmail.com. If you submit your application via the website, you declare that you have read, understand and accept thses rules by clicking SUBMIT.

BY ORDER, ORGANISERS

BANK AND CONTACT DETAILS:

Bank: First National Bank

Branch Code:  260-348

Account Name: Windpompfees

Account Number: 62 171 395 984 (Savings account) 

Reference: Name of bussiness

Emai: windpompfees@gmail.com

Fax Number: 086 695 1806

Cell Number: 076 533 4513