Terms & Conditions

1. Visiting Policy

1.1 General Rules

  • Smoking and Prohibited Items: Smoking, including the use of electronic cigarettes, is strictly prohibited within the event venue. Designated smoking areas will be signposted outside the venue. Open flames, hazardous substances, or any potentially dangerous materials are not allowed unless previously approved by the organisers.
  • Children: Children aged 12 and under are allowed free entry to AQUAH 2025 when accompanied by an adult with a valid ticket. Unaccompanied children will not be admitted. For safety reasons, children under 16 (including infants and toddlers) are not permitted access to the venue during event setup or breakdown periods.
  • Pets and Animals: Only assistance animals, such as guide dogs, are permitted at the event. Visitors are not allowed to bring pets or animals unless otherwise authorised by the organisers in writing.
  • Conduct: Visitors are expected to behave responsibly and courteously. Aggressive behaviour, harassment, or damage to property will result in immediate removal from the venue without a refund. Visitors must follow the instructions of event staff and comply with all safety and health protocols.
  • Carer Tickets: Carers accompanying attendees to the event are required to purchase their own tickets. Due to the nature of the event and capacity limitations, we cannot accommodate carers without a ticket.

1.2 Entry and Tickets

  • Entry Requirements: All visitors must present a valid ticket for entry. VIP ticket holders can access the venue 1 hour before general public access times, while general admission tickets grant access during standard operating hours. VIP ticket holders can bypass the queue and collect their tickets from the door staff for entry.
  • Non-refundable Tickets: Tickets are non-refundable unless the event is cancelled by the organisers. In the event of cancellation, ticket holders will be informed promptly and refunded the full ticket price.

1.3 Health and Safety

  • Emergency Procedures: In the event of an emergency, attendees must follow the instructions of event personnel and immediately proceed to the nearest exit. Emergency exits must be kept clear at all times. Attendees should familiarise themselves with the locations of exits and first aid stations.
  • Public Health Guidelines: Visitors must comply with any health guidelines in effect during the event, including wearing face masks, observing social distancing, and following one-way systems if necessary. Non-compliance may result in refusal of entry or removal from the venue.

1.4 Liability

  • Personal Responsibility: The organisers are not responsible for any loss, damage, theft, or injury that may occur during the event. All attendees participate at their own risk.
  • Event Modifications or Cancellations: The organisers reserve the right to modify or cancel the event due to unforeseen circumstances, including public health emergencies or force majeure events. In such cases, attendees will be notified, and refunds will be issued according to the situation.

1.5 Photography and Media

  • Consent for Photography: By attending AQUAH 2025, visitors consent to being photographed or filmed for promotional purposes. The organisers may use any media captured at the event for marketing without compensation.
  • Personal Use: Visitors may take personal photographs and videos during the event, provided they do not obstruct other attendees or exhibitors. Commercial use of photos or footage requires written permission from the organisers.

2. Exhibiting Policy

2.1 Setup and Breakdown Procedures

  • Setup Timetable: Exhibitors may begin setting up their stands on Friday, 19th September with exact times to be confirmed. All stands must be fully assembled and ready 2 hours prior to opening on the event days. Exhibitors and their contractors must bring and wear their own high-visibility clothing during setup and breakdown. High-visibility vests will be available for purchase at the venue for £10 each. Wearing high-visibility clothing is mandatory to avoid potential injury.
  • Breakdown Schedule: No dismantling of stands is permitted before the event closes on Sunday, 21st September. The time by which all exhibitors must complete the breakdown and removal of all materials is to be confirmed. Any items left behind will be considered abandoned, and the exhibitor will be charged for disposal. We encourage all exhibitors to follow our 'zero-waste' policy and remove any waste materials to avoid charges.

2.2 Stand Design and Construction

  • Stand Specifications: Stand design must comply with the venue’s height and safety regulations. Stand height is restricted to a maximum of 4 metres, and all structures must be secure and free of hazards. If event or venue staff consider any structure to be unsafe, exhibitors will be required to follow instructions to either remove or secure the cause of concern.
  • Electrical Services: Exhibitors requiring electricity must order it through the designated event contractor before the event. All electrical equipment must meet safety standards, and cables should be properly secured to avoid tripping hazards. The venue will have 24-hour electrical power during the event period.
  • Stand Cleaning and Maintenance: Exhibitors must maintain a clean and organised stand throughout the event. All stands must be cleaned before vacating the venue. Additional cleaning fees may be charged if the area is left in disarray.
  • Risk Assessments (RAMs): All exhibitors must submit a Risk Assessment Method Statement prior to the event. Once a stand is purchased, an editable digital document will be sent, which must be completed and returned promptly.

2.3 Health and Safety Obligations

  • Safety Equipment: All exhibitors and contractors are required to wear appropriate personal protective equipment (PPE), including high-visibility clothing during setup and breakdown periods. Exhibitors must ensure that all staff are aware of emergency procedures and fire safety protocols.
  • Fire Safety: Exhibitors must ensure their stands are equipped with necessary fire safety measures, such as accessible fire extinguishers. Stands must not block fire exits or safety routes. A detailed risk assessment must be submitted before the event, especially for stands containing machinery or other hazards.

2.4 Animal Welfare for Exhibitors Displaying Animals

  • Animal Care and Housing: Exhibitors displaying animals must provide enclosures that ensure proper care, including adequate space, water, food, and climate control. All animals should be securely housed to prevent contact with visitors unless supervised. The venue will have 24-hour electrical power during the event period.
  • Documentation and Legal Compliance: All animals displayed or sold must comply with local laws and international trade regulations. Exhibitors must have necessary documentation, such as CITES permits, available for inspection upon request. Any violations may result in the removal of animals and penalties for the exhibitor.

2.5 Promotional Activities and Conduct

  • Promotional Materials: Exhibitors may only distribute promotional materials within their designated booth space. Distribution of materials outside of the exhibitor’s stand or in public areas is prohibited unless part of a sponsorship agreement.
  • Sound and Lighting: Exhibitors using sound or lighting equipment must ensure it does not disturb neighbouring stands. Volume and brightness must be kept within reasonable levels to avoid disruption.

2.6 Insurance and Liability

  • Public Liability Insurance: All exhibitors must carry public liability insurance with a minimum coverage of £2,000,000. Proof must be provided in the form of a policy certificate to the event organisers prior to the event.
  • Exhibitor Responsibility: Exhibitors are solely responsible for the security and insurance of their equipment, products, and animals. The event organisers are not liable for any damage, loss, or theft of property during the event. The venue will be locked outside of exhibitor access hours.

2.7 Overnight Security

  • Overnight Security: The venue will be equipped with overnight security, including surveillance and security personnel, to ensure the safety of all exhibitors' equipment, products, and animals. However, exhibitors are advised to take necessary precautions, such as securing valuables, as the organisers are not liable for any loss or damage during non-exhibitor hours.

2.8 Payments and Cancellations

  • Payment Terms: Full payment for exhibition space is required prior to the event. Payment terms are by individual agreement with the event organiser. Late payments may result in the forfeiture of exhibition space without refund.
  • Cancellations: No refunds will be issued for cancellations, and failure to show up for the event will not result in any refunds.

2.9 Additional Regulations for Special Exhibits

  • Complex Structures and Rigging: Any stand exceeding the height limit or involving complex structures (e.g., multi-storey setups or rigging) must receive prior approval from the organisers. Detailed technical drawings and risk assessments must be submitted for review before 1st July 2025.
  • Hazardous Materials and Demonstrations: Exhibitors planning to use hazardous materials or conduct live demonstrations must submit a detailed risk assessment. Approval must be obtained from the organisers prior to the event. Exhibitors using machinery or equipment must ensure it poses no safety risks to visitors.