Terms & Conditions
Wand-Con, Elstree-Con & LibertyEvents UK Events
Vendor Terms & Conditions
THE ORGANISERS
The Organisers of Elstree-Con / Wand-Con events are LibertyEvents UK.
ALLOCATION OF SPACE
All reasonable effort will be made to allocate exhibitors the site space they request, but no guarantee is given, nor should it be assumed that any position chosen will be allocated.
Bookings may be reserved on a first-come, first-served basis, but The Organisers are under no obligation to accept any application. Acceptance or refusal is entirely at the discretion of The Organisers.
Full payment must be sent with the application. A confirmation of booking will be provided upon receipt.
The Organisers reserve the right to refuse any application, with return of payment, without giving reasons. Only written confirmations are valid.
Provisional telephone bookings accepted by The Organisers will be held for 14 days only.
All stands face outwards with no public access behind. Stands, including all fixings, must remain within the allocated site. If the setup exceeds the allocated space, additional fees may apply, subject to available space and Organiser discretion.
Only the products or services described on the application form may be exhibited or sold. The Organisers aim to ensure a good variety of high-quality exhibits.
The Organisers reserve the right to prohibit or remove any display, item, or person they deem unsuitable, undignified, or incompatible with the event. This includes decorations, conduct, printed materials, or any aspect deemed inappropriate.
All exhibitors must comply with all rules and regulations issued by The Organisers.
LICENSABLE ACTIVITY
If you plan to offer licensable activities, such as alcohol sales, music, film screenings, or performances, contact LibertyEvents UK in advance, as this may affect your stall location and fees. Obtaining the correct licence is the vendor’s responsibility.
EXCLUSIVE RIGHTS
Exhibition space does not guarantee sole rights to sell or promote a particular product or service unless agreed to in writing.
CHARITIES
Charities may collect donations only from within their site space. Roaming collectors are not permitted, except for the event’s nominated official charity.
SECURITY
Limited general security will be provided by the venue. Exhibitors are responsible for their own insurance and the safekeeping of items on-site.
The Organisers accept no liability for loss or damage.
DELIVERIES
Exhibitor deliveries must go directly to their own stand, not to the organiser’s office.
SUBLETTING
Exhibitors may not sublet or share their allocated space.
STAND CLEANING
Stands must be kept clean and tidy. Any costs for post-event cleaning will be charged to the exhibitor.
PROHIBITED ITEMS
The following are strictly prohibited unless otherwise agreed in writing:
- Sale or distribution of food and drink, including alcohol
- Unlicensed or counterfeit merchandise
- Pirated DVDs, Blu-rays, or CDs
- Chinese lanterns or hazardous goods
- Any commemorative merchandise bearing the event’s name or logo
IMPORTANT: Any exhibitor found selling counterfeit or unlicensed goods will be asked to leave immediately. No refunds will be given.
All items offered for sale must be clearly listed on the application form. When in doubt, contact the organisers for clarification.
All intellectual property related to the event remains the property of LibertyEvents UK. Vendors are not permitted to use the name or branding of the event without prior written consent.
SAMPLING & LITERATURE DISTRIBUTION
Product sampling must be approved in advance. Sampling quantities and methods will be subject to strict guidelines.
Distribution of flyers, posters, or literature is only permitted within your stand area. Roaming promotion or market research is not allowed.
HEALTH & SAFETY
All exhibitors must comply with current health and safety requirements and complete relevant risk assessments. Adequate insurance cover is mandatory and must include cancellation, public liability, and loss/damage cover.
LIABILITY
The Organisers shall not be held liable for any loss, theft, damage, or injury at the event site. Exhibitors assume full responsibility for their own setup and any third-party claims.
COMPLIANCE
All exhibitors must observe and comply with UK laws and event guidelines issued by The Organisers.
DISCLAIMER
The Organisers accept no responsibility for any costs, damages, or claims arising from participation in the event.
This exclusion does not affect liability for death or personal injury resulting from negligence.
Exhibitors agree to indemnify The Organisers against all legal claims resulting from breach of these terms or acts/omissions by the exhibitor or their representatives.
SET-UP & BREAKDOWN
Late arrivals may be refused entry. Stands must be fully set up by 9:45 AM on the day of the event and may not be dismantled before 6:00 PM without written permission.
Stands can usually be set up the day before the event. Times will be confirmed in advance.
All equipment must be removed promptly after the event. Any remaining items may incur a storage/disposal fee.
DAMAGE
Do not fix anything to grey backing boards using pins, nails, or staples. Only Velcro is permitted. Any damage caused will be charged to the exhibitor.
CANCELLATIONS
Cancellations must be submitted in writing. No refund will be issued unless the space is successfully resold. In such cases, a refund will be processed.
If the event is postponed or rescheduled, exhibitors may request a refund or transfer the booking to the new date.
POSTPONEMENT / ABANDONMENT
The Organisers are not liable for cancellations or losses due to weather, strikes, third parties, or other circumstances beyond their control.
EVENT ALTERATIONS
The Organisers reserve the right to amend the event schedule, layout, or any other aspect without notice.
NOISE
Use of music or public address systems must be pre-approved by The Organisers.
HELIUM BALLOONS
The release of helium balloons is not allowed without prior written permission.
MEDIA & PROMOTIONS
Please check with the Event Office for a list of authorised media partners before distributing promotional content.
DATA & PRIVACY
Any personal information collected in connection with Elstree-Con, Wand-Con or LibertyEvents UK events will be processed in accordance with applicable UK data protection legislation, including UK GDPR and the Data Protection Act 2018.
GOVERNING LAW
English law applies to all dealings.
Ticket Terms & Conditions
General Terms
Entry Tickets: Entry tickets are issued to individual attendees and may only be used by the named ticket holder.
Event Access: Entry tickets grant access only to the event and date specified on the ticket.
Additional Activity Tickets: Tickets for photo opportunities, talks, workshops, experiences, or other add-on activities are only valid when accompanied by a valid event entry ticket for the same day.
Add-On Activities: Add-on activities may take place at any time during the event day. Ticket holders are responsible for ensuring they are available when called.
Add-On Refunds: Add-on tickets are non-refundable if purchased without a valid entry ticket for the same event day. Please ensure you have purchased the required admission ticket before purchasing add-ons.
Refunds & Transfers: Entry tickets are non-refundable and non-transferable except where required by law or if the entire event is cancelled by LibertyEvents UK.
Guest Activity Refunds: If a guest cancels their appearance, tickets purchased specifically for that guest’s activity will be transferred to a rescheduled appearance where possible. If a rescheduled appearance cannot be attended, a credit voucher or refund may be offered at the organiser’s discretion.
Missed Activities: LibertyEvents UK accepts no responsibility for missed activities due to late arrival, queue times, schedule clashes, or attendees not being present when called. Attendees are responsible for monitoring event schedules and announcements.
Guest Appearances: All guest appearances are subject to professional commitments, health, travel arrangements, and circumstances beyond the organiser’s control.
Guest Availability: Not all guests will appear for the entire event. Appearance times, schedules and activities may change without notice.
Right of Admission: LibertyEvents UK reserves the right to refuse entry or remove any person whose behaviour is considered disruptive, abusive, unsafe, or in breach of event rules. No refund will be given in such circumstances.
Changes to Event Hours: Event opening times, schedules, attractions, activities and guest appearances may be altered for operational reasons without liability or compensation.
Ticket Types
VIP Adult Admission: Provides one adult with access to the designated VIP session and event on the specified date. VIP benefits are subject to change without notice.
Adult Admission: Allows entry for one adult to the designated event on the specified date. Admission is granted via a valid e-ticket presented either in printed form or on a mobile device.
Child Admission: Provides entry for one child to the designated event on the specified date. Children must be accompanied by a responsible paying adult at all times.
Children Under 5: Children under 5 years of age are admitted free of charge unless otherwise stated.
Family Admission: Provides entry for two adults and two children, or one adult and three children, unless otherwise stated on the ticket description.
Reservation of Rights
Refusal of Entry: LibertyEvents UK reserves the right to refuse entry to any area of the event.
Activity Changes: Activities, attractions, guest appearances, panels, workshops and experiences may be modified, substituted, rescheduled or cancelled without prior notice.
External Factors: Changes resulting from circumstances beyond the organiser’s control may require alterations to schedules, guests, attractions, opening times or event dates.
Event Postponement or Cancellation: LibertyEvents UK reserves the right to postpone, relocate or cancel an event if circumstances require. Where an event is postponed, tickets will normally be transferred to the new date.
Ticket Transfers Following Postponement: If an attendee is unable to attend a rescheduled date, LibertyEvents UK may offer a credit voucher, ticket transfer, or refund at its discretion and subject to applicable consumer law.
Photography & Media
By attending Wand-Con, Elstree-Con or any LibertyEvents UK event, attendees acknowledge that photographs and video recordings may be taken for promotional, marketing, archival and media purposes. Attendance constitutes consent for such use unless otherwise prohibited by law.
Privacy
Any personal information collected in connection with Wand-Con, Elstree-Con or LibertyEvents UK events will be processed in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Information provided by attendees will be used solely for the administration and operation of the event, including processing bookings, communicating event information, and fulfilling contractual obligations.
LibertyEvents UK will not sell or share personal information with third parties for marketing purposes without consent, except where required by law or where necessary for the operation of the event.
Governing Law
These terms and conditions shall be governed by and construed in accordance with the laws of England and Wales.