Terms & Conditions
+ Ticket sales T&C's
GENERAL Countrywide does not guarantee a minimum lumen (light) level at any event/venue. We do not guarantee ground/weather/environmental conditions at any event/venue. Countrywide may impose conditions during the event due to the venues own discretion/instruction or dependant on the weather and with site safety in mind.
TICKET SALES Countrywide Events has the right to refuse entry: if we think that fraudulent activity has taken place (IE ticket copying, passing tickets on, forwarding emailed tickets, using an stolen card), buying a ticket for a child when they are over the child-age, public who are: drunk, aggressive or fail to carry out the instructions of stewards of both the venue and or Countrywide Events. Countrywide Events will not refund tickets after the event date for which the ticket was purchased (including if the the ticket holder can not attend for whatever reason icluding illness or poor weather conditions (unless deemed by Countrywide Events that site is unsafe)).
CANCELLATION Should the site be deemed unsafe for the public by either Countrywide Events or the venues safety officer we will contact you with as much notice as possible - we will offer to transfer your ticket to another date/event at the same venue or a refund. Countrywide Events will not cancel an event or accept cancellations/refunds due to poor/inclement weather such as rain/snow/heat/wind (unless they pose a direct threat to safety) or road access obstructions beyond the control of Countrywide Events or the venue.
+ Exhibiting T&C's
ELECTRICAL Each space will have at least one 13-amp socket within 15ft. We do not guarantee the continual supply at any venues. There may be restrictions on total consumption for any one exhibitor. All electrical equipment should be PAT tested every 12 months (Provision and Use of Work Equipment Regulations 1998). Stock & displays should not be placed on any cables/sockets. All cable reels must be unwound to stop overheating. NO multi-plugs are permitted. If Countrywide deem a cable/connection/fitting to be unsafe we reserve the right to disconnect the/those item/s from Countrywides/venues electrical supply until rectified to ensure event/venue safety and comply with insurance.
INSURANCE You are responsible for the safety of your display and stock at all times. You should have public liability/damage insurance to cover injury to third parties or damage to venues. Countrywide Events insurance policy DOES NOT cover you for any: Loss/damage/theft of stock/display/stand/personal items. Damage to the fabric of a venue or its contents as a result of your property/display/stock/actions/negligence/neglect. Any injuries/damage to third parties and their property as a result of your property/display/stock/actions/negligence/neglect, nor does it cover you in any way for event abandonment by whatever cause or loss of income due to any circumstances (including weather).
PARKING All vehicles are to be removed after set-up to the exhibitors car park or as directed by Countrywide Events or the venues staff. Vehicles must not be moved until instructed that it is safe to do so. (Health & Safety Reg’s).
SET-UP/KNOCK-DOWN Specific entry/exit times for each venue are listed in the event information pack issued after booking. No stock/display can be stored at venues beyond Countrywide Events rental period. Early arrival is at Countrywides discretion. Displays/stock are not to be dismantled/removed prior to the event closing and being cleared of public. Vehicles are not to be moved from the exhibitor parking area/s until instructed to do so by Countrywide. (H&S Reg’s).
GENERAL Countrywide does not guarantee a minimum lumen (light) level at any event/venue. We do not guarantee ground/weather/environmental conditions at any event/venue. We do not guarantee a particular exhibition position. A single position is 3mts frontage x 1.8mts depth including 1no table, 2no chairs and power within 4.5mts. A double position is 4.5mts frontage x 1.8mts depth including 2no tables, 2no chairs and power within 4.5mts. At Countrywides discretion we will issue extra tables free of charge. Countrywide may impose conditions during the event due to the venues own discretion/instruction or dependant on the weather and with site safety in mind.
RECOMMENDATIONS We strongly advise you to carry out and have with you a Health & Safety Risk Assessment pack. Displays should have covers or frontage to the ground on all public viewed sides and be lit to a suitable level. It is also recommended that the trading name of your business/stand be displayed to the public.
I have read and understood the above and confirm my booking.
PLEASE SIGN HERE:……………………………….. DATE:……………………..
Data protection policy as of Jan 2018
Introduction Countrywide Events needs to gather and use certain information about individuals. These can include customers, suppliers, business contacts, employees and other people the organisation has a relationship with or may need to contact. This policy describes how this personal data must be collected, handled and stored to meet the company’s data protection standards — and to comply with the law. Why this policy exists This data protection policy ensures Countrywide Events: • Complies with data protection law and follow good practice • Protects the rights of staff, customers and partners • Is open about how it stores and processes individuals’ data • Protects itself from the risks of a data breach Data protection law General Data Protection Regulation (GDPR) (EU) 2016/679 describes how organisations — including Countrywide Events— must collect, handle and store personal information. These rules apply regardless of whether data is stored electronically, on paper or on other materials. To comply with the law, personal information must be collected and used fairly, stored safely and not disclosed unlawfully. The GDPR is underpinned by eight important principles. These say that personal data must:
- Be processed fairly and lawfully
- Be obtained only for specific, lawful purposes
- Be adequate, relevant and not excessive
- Be accurate and kept up to date
- Not be held for any longer than necessary
- Processed in accordance with the rights of data subjects
- Be protected in appropriate ways
- Not be transferred outside the European Economic Area (EEA), unless that country or territory also ensures an adequate level of protection It applies to all data that the company holds relating to identifiable individuals, even if that information technically falls outside of the GDPR. This can include:
- Names of individuals
- Postal addresses
- Email addresses
- Telephone numbers
- plus any other information relating to individuals Data protection risks This policy helps to protect Countrywide Events from some very real data security risks, including:
- Breaches of confidentiality. For instance, information being given out inappropriately.
- Failing to offer choice. For instance, all individuals should be free to choose how the company uses data relating to them.
- Reputational damage. For instance, the company could suffer if hackers successfully gained access to sensitive data. Responsibilities Everyone who works for or with Countrywide Events has some responsibility for ensuring data is collected, stored and handled appropriately. Each team that handles personal data must ensure that it is handled and processed in line with this policy and data protection principles. However, these people have key areas of responsibility: The data protection officer, is responsible for:
- Reviewing all data protection procedures and related policies, in line with an agreed schedule.
- Arranging data protection training and advice for the people covered by this policy.
- Handling data protection questions from staff and anyone else covered by this policy.
- Dealing with requests from individuals to see the data Countrywide Events holds about them (also called ‘subject access requests’).
- Checking and approving any contracts or agreements with third parties that may handle the company’s sensitive data.
- Ensuring all systems, services and equipment used for storing data meet acceptable security standards.
- Performing regular checks and scans to ensure security hardware and software is functioning properly.
- Evaluating any third-party services the company is considering using to store or process data. For instance, cloud computing services.
General staff guidelines The only people able to access data covered by this policy should be those who need it for their work. Data should not be shared informally. When access to confidential information is required, employees can request it from their line managers.
- Countrywide Events will provide training to all employees to help them understand their responsibilities when handling data.
- Employees should keep all data secure, by taking sensible precautions and following the guidelines below.
- In particular, strong passwords must be used and they should never be shared.
- Personal data should not be disclosed to unauthorised people, either within the company or externally.
- Data should be regularly reviewed and updated if it is found to be out of date. If no longer required, it should be deleted and disposed of securely.
- Employees should request help from their line manager or the data protection officer if they are unsure about any aspect of data protection.
Data storage These rules describe how and where data should be safely stored. Questions about storing data safely can be directed to the IT manager or data controller. When data is stored on paper, it should be kept in a secure place where unauthorised people cannot see it. These guidelines also apply to data that is usually stored electronically but has been printed out for some reason: When not required, the paper or files should be kept in a locked drawer or filing cabinet. Employees should make sure paper and printouts are not left where unauthorised people could see them, like on a printer. Data printouts should be shredded and disposed of securely when no longer required. When data is stored electronically, it must be protected from unauthorised access, accidental deletion and malicious hacking attempts:
- Data should be protected by strong passwords that are changed regularly and never shared between employees.
- If data is stored on removable media (like a CD or DVD), these should be kept locked away securely when not being used.
- Data should only be stored on designated drives and servers, and should only be uploaded to an approved cloud computing services.
- Servers containing personal data should be sited in a secure Data should be backed up frequently. Those backups should be tested regularly, in line with the company’s standard backup procedures.
- Data should never be saved directly to laptops or other mobile devices like tablets or smart phones.
- All servers and computers containing data should be protected by approved security software and a firewall.
Data use Personal data is of no value to Countrywide Events unless the business can make use of it. However, it is when personal data is accessed and used that it can be at the greatest risk of loss, corruption or theft: • When working with personal data, employees should ensure the screens of their computers are always locked when left unattended. • Personal data should not be shared informally. In particular, it should never be sent by email, as this form of communication is not secure. • Data must be encrypted before being transferred electronically. The IT manager can explain how to send data to authorised external contacts. • Personal data should never be transferred outside of the European Economic Area. • Employees should not save copies of personal data to their own computers. Always access and update the central copy of any data.
Data accuracy The law requires Countrywide Events to take reasonable steps to ensure data is kept accurate and up to date. The more important it is that the personal data is accurate, the greater the effort Countrywide Events should put into ensuring its accuracy. It is the responsibility of all employees who work with data to take reasonable steps to ensure it is kept as accurate and up to date as possible. • Data will be held in as few places as necessary. Staff should not create any unnecessary additional data sets. • Staff should take every opportunity to ensure data is updated. For instance, by confirming a customer’s details when they call. • Countrywide Events will make it easy for data subjects to update the information Countrywide Events holds about them. For instance, via the company website. • Data should be updated as inaccuracies are discovered. For instance, if a customer can no longer be reached on their stored telephone number, it should be removed from the database. Subject access requests All individuals who are the subject of personal data held by Countrywide Events are entitled to: • Ask what information the company holds about them and why. • Ask how to gain access to it. • Be informed how to keep it up to date. • Be informed how the company is meeting its data protection obligations. If an individual contacts the company requesting this information, this is called a subject access request. Subject access requests from individuals should be made by email, addressed to the data controller at firstname.lastname@example.org. The data controller can supply a standard request form, although individuals do not have to use this. Individuals will be charged £10 per subject access request. The data controller will aim to provide the relevant data within 14 days. The data controller will always verify the identity of anyone making a subject access request before handing over any information.
Disclosing data for other reasons In certain circumstances, the Data Protection Act allows personal data to be disclosed to law enforcement agencies without the consent of the data subject. Under these circumstances, Countrywide Events will disclose requested data. However, the data controller will ensure the request is legitimate, seeking assistance from the board and from the company’s legal advisers where necessary.
Providing information Countrywide Events aims to ensure that individuals are aware that their data is being processed, and that they understand: • How the data is being used • How to exercise their rights To these ends, the company has a privacy statement, setting out how data relating to individuals is used by the company. [A copy of the this statement (above) is available on request]