Venue T&Cs

Venue Terms & Conditions

 

Introduction

We will always do our best to fulfill your needs and meet your goals, but sometimes it is best to have a few simple things written down so that we both know what is what. In this contract you won’t find complicated legal terms or large passages of unreadable text. We have no desire to force you into signing something that you might later regret. We do want what’s best for the safety of both parties, now and in the future.

 

Guarantee

We are extremely proud of the events we organise. We are interested in a long, working relationship with venues. To help ease any initial worries, we offer the following guarantee. We guarantee that we will stick to the arranged time frame, agreed conditions and set desires.

 

In short

Venue name, agree to work with The Wedding Guide with the end goal of hosting our wedding fair. The guidelines outlined in this document will provide a clear list of duties expected from the venue and from us, The Wedding Guide.

As a venue,  you have the power and ability to enter into this contract on behalf of your company or organisation. You agree to provide us with everything that we need to complete the project on time including text, images and other information as and when we need it, and in the format that we ask for. Deadlines work two ways and you will also be bound by any dates that we set together.

We will endeavor to meet all the deadlines set, but we can’t be responsible for a missed launch date or deadline if you have been late in supplying the necessary information at any stage.

 

Details of work

For those who have agreed to provide a venue for one our events, Thank You! We are delighted to be working with you. Here we state what we will provide you and what will be expected of you when agreeing to be a venue for one of our events:

 

What YOU will receive

  • Social Media – We will be advertising your venue on our social media platforms (Facebook, Instagram, Twitter, Linkedin etc), tagging or mentioning you where appropriate.
  • Website – We will feature your venue on our website, in the Wedding Events section. We will provide the following information: Name, Phone Number, Location and Date of Event.
  • Marketing Collateral – We will include your logo and an image on your marketing materials for the specific event. Those materials include 250 A5 Flyers, 1 Roller Banner, 1 Outside Banner (3x1m vinyl banner), 12 Wedding Events Directories, an email to our list of brides interested in the event one month before the date of the event and 3 Marketing Images A5, A6 & A7.
  • Brides – We will register the brides for you and provide a list of those brides seven days before our Guide Clients receive it.
  • Call-To-Action – A specific CTA on the feedback emails which are sent to brides the Tuesday after the event.
  • Suppliers – Sit back and relax, we got you covered when it comes to arranging suppliers for the event! We also take in to account your preferred suppliers when arranging them, providing them with exclusivity to a category if not filled within 2 weeks.

 

What WE want from YOU

  • Venue – We would like the full use of your venue for free.
  • Wifi – Provide free wifi to all guests and exhibitors for the entire time that they will be on site.
  • Set up – On the day of the event, the venue will be set up to the agreed floor plan. This includes the cost of tables and power supply.
  • Access – We, The Wedding Guide, will be allowed full access to the venue from 07:30 until 16:00. Suppliers will be allowed full access to the venue from 09:00 until 16:00. Brides/public will be allowed full access from 11:00 until 15:00.
  • Promotion – Supply promotion of the event on your website, all of your social media platforms, display banners in a clear place, emails to your bridal contacts and flyer handouts in a prominent place.
  • Website – Provide your website URL and link to the page which includes our event’s advertisement.
  • Refreshments – Provide a self-service tea and coffee station for the exhibitors.
  • Details – Provide necessary information such as access areas, car parking, toilets and risk assessments upon sign up to the event.
  • Contact – Provide, upon sign up to the event, a name, phone number and email address for a contact for the day of the event.
  • Logo/imagery – Send us your hi-res logo for use on our marketing collateral. We also require hi-res images of your venue and previous weddings you have hosted to be used in marketing techniques for the event.
  • Supplier List – Issue us with a preferred supplier list upon sign up to the event.

 

Copyrights

You guarantee to us that any elements of text, graphics, photos, designs, trademarks, or other artwork that you provide us for inclusion in the event and its marketing are either owned by your good selves, or that you have permission to use them.


But where is all the horrible small print?

Just like a parking ticket, you cannot transfer this contract to anyone else without our permission. This contract stays in place and need not renewed. If for some reason one part of this contract becomes invalid or unenforceable, the remaining parts of it remain in place.

We have tried to make this contract as simple as possible so both sides know what to expect and how things will work which we hope you appreciate. However the terms and conditions specified are to be regarded in every way as a legal document.


Everyone should sign on the last page and keep a copy for their own records.