Exhibitors – Rules and Regulations

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General terms and conditions

General terms and conditions

  • It is the responsibility of all exhibitors and their representatives / employees to read and understand all the terms and contained herein. No indulgences will be considered.


  • The Wilderness Festival commences on Friday 5 May 2017 at 2pm. Exhibitors will be allowed to set up their exhibits from Thursday 4 May at 3pm. Any failure by an exhibitor to furnish his or her stand by 2pm on Friday 5 May 2017 will be deemed a cancellation and the organisers will be entitled to re-allocate the space without any refund.All exhibitors must have removed their exhibit and have their area of exhibit cleared by 3pm on Monday 8 May 2017. All exhibit areas are to be left in the condition they were found, clean and tidy. Failure to do so will result in the forfeit of the deposit.


  • The organisers will make every endeavour to hold the exhibition on the dates stipulated. In the event of postponement or cancellation of the event, the organisers retain the right to cancel the agreement with the exhibitor and shall not be liable for any loss or damages incurred by the exhibitor thereof.If the organiser cancels the event for reasons other than a breach of agreement by the exhibitor, all amounts paid by the exhibitor will be refunded in full in terms of the agreement.The organiser shall not be liable for claims resulting from an act of nature, municipal restrictions, strikes, floods, earthquakes or any natural disaster.


  • Registration will take place on Thursday 4 May 2017 from 8am at the Wilderness Hotel and will close at 5pm on the same day. Should an exhibiter wish to register on Friday morning the exhibitor must submit the request to the organiser by no later than Wednesday 3 May 2016. Late registrations will close at 10am on Friday 5 May 2016.Exhibitors will receive a schedule as well as two access cards per exhibit during registration. Extra access cards will be supplied at a cost of R100 per card. Exhibitors will not be allowed free access to the festival grounds unless they are registered as exhibitors with the organiser.Each exhibit area will be allocated one parking bay within the hotel premises.


  • Allocation of exhibit space is strictly on a first come, first serve basis. The exhibition space will only be confirmed upon receipt of completed application form and full payment, including deposit. A reference number to be used in all communication will be allocated upon receipt of completed application form and proof of payment. No verbal or telephonic bookings of exhibition space will be accepted by the organiser.


  • Exhibitors are strictly prohibited to sub-let or transfer any stand or portion of their stand to any third party without the permission of the organiser. Shared stand will be allowed by prior arrangement.


  • It is illegal to serve any alcohol to any person under the age of 18, whether for tasting, pairing or sale purposes. Each exhibitor is to ensure that no alcohol is to be served to persons under the age of 18. Failure to do so may result in criminal prosecution and forfeiting the opportunity to further take part in the festival, or any future events arranged by the organiser.


  • The festival hours are as follows:
  • Friday 5 May 2017 from 2pm to 10pm
  • Saturday 6 May 2017 from 10am to 10pm
  • Sunday 7 May from 10am to 4pm


  • Exhibition stands need to be manned at all times during the festival hours. No exhibitor will be allowed to dismantle or remove his or her exhibitor any portion thereof until the conclusion of the festival. Should an exhibitor dismantle his or her exhibit or a portion thereof or fail to man the exhibit during festival hours, it could lead to the forfeiting of the deposit.


  • The cost of the exhibitions pace does include one standard electrical outlet. We regret that there will be no three-phase electrical points available. The organiser will not supply extension cords, Should an exhibitor require the use of an extension cord, it remain their responsibility to ensure that all connections are safe, water proofed and covered where necessary.


  • Exhibitions are to be of a high standard and set up in such a manner as to not block any lights, walk ways, or to be a hindrance to any other exhibitor or their exhibit area. It remains the responsibility of each exhibitor to ensure easy public access to their stand as well as neighbouring stands at all times.


  • It is expected of all exhibitors to keep their stall and the area around it clean and tidy at all times.


  • No exhibitor shall be allowed to distribute any posters, pamphlets or brochures in any area other than their exhibit space without permission from the organiser. It is strictly prohibited to distribute any marketing on the festival grounds, on vehicles or to the public visiting the festival grounds. Exhibitors wishing to distribute marketing material to the festival goers need to arrange with the organiser to have the material included in a welcome package to be handed out to the festival goer at the entrance.


  • No items other than those specified on the application form will be allowed on the festival grounds or at the exhibitors stall. No copyright infringement goods or imitation products will be allowed to be sold.The application form submitted must clearly state the nature of the goods and/or services to be presented by the exhibitor. Only goods and services and services described in the application form will be allowed to be sold and displayed. Permission to deviate from this condition may be obtained from the organiser prior to the commencement of the festival. The organiser reserves the right to decline an application if it is deemed unsuitable for the exhibition.


  • No offensive or dangerous articles, weapons, explosives or ammunition will be allowed on the festival premises. The organiser reserve the right to remove any article deemed offensive or dangerous.


  • There will be security personnel patrolling the festival grounds, but it remain the responsibility of each exhibitor to secure their own exhibition area and to ensure that all valuables are looked after during, and packed away securely outside of the festival hours. Neither the organiser nor The Wilderness Hotel will be held liable or responsible for loss or damages of any nature whatsoever.


  • All machinery and/or equipment with movable or fragile parts need to be secured and it remains the responsibility of the exhibitor that no festival goer can be harmed by their machinery or equipment.


  • Each exhibitor, individual or company, exhibit at their own risk. It is a condition that they exempt the organiser and The Wilderness Hotel of any legal action resulting from loss or injury suffered by any reason whatsoever. It is the responsibility of the exhibitor that they comply with all legislation where applicable.


  • The organiser retains the right to make changes to the festival grounds and layout of stalls at their discretion without prior notice.


  • Exhibitors selling food products must be in possession of a current certificate from the health department or local municipality stating that they comply with rules and regulations.In the event of an exhibitor committing a breach of this agreement, the organiser shall be entitled to the remedies it has at law, including the cancellation of this agreement without further notice to claim and recover damages and costs from the defaulting exhibitor.This agreement, together with the application to exhibit, constitute the whole agreement between the parties, and no warrantees or representations which may have been made verbally and not recorded shall be valid or enforceable.