SUPER TROWEL 2026
EXHIBITOR & SPONSOR TERMS AND CONDITIONS
(Hertfordshire Showground – Outdoor Event)
Event dates: Friday 31 July & Saturday 1 August 2026
Venue: Hertfordshire Showground, Redbourn, Hertfordshire
Organiser: Super Trowel (UK) Ltd (trading as “Super Trowel”)
These Terms and Conditions (“Terms”) govern the participation of all Exhibitors and Sponsors at Super Trowel 2026. By signing the Booking Form and/or paying any part of the applicable fees, the Exhibitor/Sponsor agrees to be bound by these Terms.
1. DEFINITIONS
In these Terms, unless the context requires otherwise:
• “Exhibition” / “Event” means Super Trowel 2026 held at Hertfordshire Showground on 31 July & 1 August 2026, including build and break days.
• “Organiser” means Super Trowel (UK) Ltd (and its employees, agents and authorised contractors).
• “Exhibitor” means any company, firm, organisation or individual who has applied for, been allocated or occupied exhibition space at the Event.
• “Sponsor” means any company, firm, organisation or individual who has purchased a sponsorship package in relation to the Event.
• “Participant” means Exhibitor and/or Sponsor, as applicable.
• “Space” means the outdoor ground area allocated to the Exhibitor for their stand, whether grass-only or including a marquee.
• “Booking Form” means the Exhibitor or Sponsor contract/online booking submitted to and accepted by the Organiser, describing the Space or package purchased and the fees payable.
• “Venue” means Hertfordshire Showground and all land, access routes and facilities provided to the Organiser under its hire agreement.
2. APPLICATION AND ALLOCATION OF SPACE
2.1 All applications to exhibit or sponsor must be made on the Organiser’s Booking Form (or approved digital equivalent) and are subject to acceptance by the Organiser at its sole discretion.
2.2 The Organiser will use reasonable efforts to allocate the Space or package requested, but reserves the right to:
• Allocate alternative Space of similar size and position;
• Adjust the exact dimensions or orientation of Space to accommodate services, walkways or safety requirements;
• Reallocate or relocate stands where necessary in the overall interests of the Event.
2.3 The Exhibitor agrees to accept and pay for the Space allocated, provided that the area shall not differ by more than 10% from the area applied for. The allocated Space represents the full extent of the area available to the Exhibitor.
2.4 All dimensions provided on floor plans are approximate. Exhibitors must verify measurements on site before constructing any structure. The Organiser will not accept responsibility for minor discrepancies between plan and actual measurements.
2.5 If the Exhibitor gives written notice at any time prior to the Event of their intention not to take up the Space, or fails to occupy the Space by the time specified in the Exhibitor Manual, the Organiser may deal with such Space as it sees fit without any obligation to refund or reduce fees already paid or due.
3. OUTDOOR EVENT CONDITIONS
3.1 The Exhibitor acknowledges that Super Trowel 2026 is an outdoor event and that:
• The ground surface may be grass, compacted soil or temporary trackway and may be uneven.
• Weather conditions (including rain, wind, heat, mud, etc.) may affect access, comfort and presentation.
• The Organiser cannot guarantee weather conditions and will not be liable for any impact of weather on footfall, visibility, comfort or operation of stands.
3.2 Exhibitors are responsible for:
• Ensuring all structures, marquees, signage and displays are adequately ballasted or staked to withstand expected wind loads;
• Protecting their own stock, displays and equipment from weather (e.g. rain ingress, sun, dust);
• Bringing suitable floor protection if required (unless purchased from the Organiser).
3.3 No excavation, driving of stakes, or fixing into the ground may take place without the Organiser’s permission and compliance with venue-specific rules (including underground services plans).
4. PAYMENT TERMS AND CANCELLATION
4.1 Once the Organiser has received the signed Booking Form (or completed online booking) and has issued a confirmation, the agreement is binding. The signatory confirms they are authorised to commit the Participant to all fees and obligations.
4.2 Fees, deposits and payment dates are as stated on the Booking Form or invoice. Unless otherwise specified:
• 25% deposit is payable upon booking (non-refundable), and
• The balance is payable by the dates specified on the invoice.
4.3 All prices are exclusive of VAT and applicable taxes. VAT and any local taxes will be charged in addition and must be paid in full.
4.4 If the Participant fails to pay any sum by the due date, the Organiser may:
• Withdraw or reallocate the Space/package without obligation to refund any amounts already paid; and/or
• Charge interest on outstanding sums at 2% per month (or part thereof) from the due date until payment is received; and/or
• Withhold access to the Venue or Event for the Participant.
4.5 Cancellation by Exhibitor/Sponsor
If a Participant wishes to cancel, it must notify the Organiser in writing. The following charges will apply (based on the total value of Space/package booked, excluding VAT):
• Cancellation 8 months or more before the first build day: 30% payable.
• Cancellation 6–8 months before the first build day: 60% payable.
• Cancellation less than 6 months before the first build day: 100% payable.
Any deposit already paid will be applied against these cancellation charges. If cancellation fees exceed amounts paid, the balance remains due and payable.
4.6 No refunds will be made for non-attendance, delayed arrival, early departure, or failure to make use of any rights or benefits included in the package.
5. USE, TRANSFER AND SUBLETTING OF SPACE
5.1 The Space allocated is for the sole use of the named Exhibitor/Sponsor and cannot be:
• Transferred, sublet, shared or exchanged (wholly or partly) with any other company or brand; or
• Used to promote goods/services not declared on the Booking Form,
without the prior written consent of the Organiser.
5.2 Only products and services normally manufactured, supplied or provided by the Exhibitor in the ordinary course of business may be displayed, unless otherwise agreed in writing.
6. STAND DESIGN, HEIGHTS AND STRUCTURAL APPROVAL
6.1 There will be no shell schemes provided as standard. Exhibitors are responsible for their own stand build, marquees, structures and dressing, unless included within a specific package purchased from the Organiser.
6.2 There is no blanket height restriction; however:
• Any structure, rigging or display exceeding 2.4m in height must have suitable structural calculations and, where applicable, a Temporary Works assessment signed off by a competent person (e.g. structural engineer).
• The Organiser and/or Venue may request copies of calculations and risk assessments at any time.
6.3 The Organiser reserves the right to:
• Prohibit or require modifications to any structure that is, in its opinion, unsafe, unstable, excessively high or visually intrusive to neighbours or sightlines;
• Require the removal of unapproved structures or any stand element that breaches safety standards.
6.4 Stand plans and layouts (including any marquee layouts, elevated platforms, towers, heavy equipment or machinery) must be submitted by the deadline stated in the Exhibitor Manual for approval.
6.5 Exhibits must not obstruct emergency routes, fire points, plant display areas, competition zones or shared spaces.
7. BUILD, BREAK AND HOURS OF OPENING
7.1 Build and break times will be stated in the Exhibitor Manual. Exhibitors must:
• Adhere strictly to the published schedule;
• Ensure their stand is fully built, dressed and safe before the Event opens to visitors;
• Not begin breakdown before the official closing time on the final show day, without written permission from the Organiser.
7.2 The Organiser may charge additional fees for out-of-hours working, late removal, or any additional Venue or supplier costs incurred due to the Exhibitor’s overrun.
7.3 Exhibits must be attended during all published opening hours. Stands must be presented in a clean, safe and professional manner at all times.
8. HEALTH, SAFETY AND RISK
8.1 The Participant agrees to comply with all relevant UK health and safety legislation, Venue rules, and any safety instructions issued by the Organiser.
8.2 Exhibitors must:
• Complete and submit a risk assessment and method statement (RAMS) for their stand, activities and equipment;
• Ensure all staff are trained and competent for any demonstrations or machinery;
• Use only PAT-tested electrical equipment and certified gas equipment (where permitted);
• Provide any necessary safety equipment (e.g. barriers, PPE, fire extinguishers) where their activity warrants it.
8.3 No dangerous activities, substances or equipment may be used without prior written approval, including but not limited to:
• Hot works (welding, cutting, grinding);
• Flammable or explosive materials;
• Live demonstrations involving cutting equipment or powered plant;
• Working at height beyond normal display construction.
8.4 The Organiser reserves the right to stop any activity which it considers unsafe or inappropriate, without liability.
9. INSURANCE AND INDEMNITY
9.1 The Participant must hold, at its own cost, for the duration of the Event (including build and break):
• Public Liability insurance with a minimum limit of £10 million per occurrence; and
• Employer’s Liability insurance where applicable.
9.2 Evidence of insurance may be requested by the Organiser at any time and must be supplied promptly.
9.3 The Participant shall indemnify and keep indemnified the Organiser, its employees and agents against all claims, losses, damages, costs and expenses (including legal fees) arising out of:
• Any act or omission of the Participant, its employees, contractors or guests;
• Any damage to the Venue, fixtures, plant or other Exhibitors’ property;
• Any injury or loss caused to visitors or third parties due to the Participant’s stand, products or activities.
9.4 The Organiser will not be liable for:
• Loss, theft or damage to any property of the Participant;
• Loss of profit, business, goodwill or any indirect or consequential loss;
• Any reduction in visitor numbers due to weather, transport disruption or other circumstances beyond its control.
10. SPONSORSHIP RIGHTS AND BRAND USAGE
10.1 Sponsors will receive the specific rights and benefits set out in their Sponsorship Booking Form or Sponsorship Pack (e.g. logo placement, naming rights, digital exposure, product placement).
10.2 All artwork, logos and brand assets must be supplied to the Organiser by the stated deadlines and in the requested formats.
10.3 The Organiser may use the Participant’s name, logo and brand description in connection with the promotion of the Event (website, social media, floorplan, show guide, signage, PR, etc.), unless expressly instructed otherwise in writing.
10.4 Sponsors may not describe themselves as exclusive in any category unless explicitly granted exclusivity in their signed agreement.
11. CATERING AND CONCESSIONS
11.1 All food and drink concessions, bars and catering units at the Event are controlled under separate agreements with the Organiser and/or Venue.
11.2 Exhibitors shall not sell, supply or give away food or beverages (including alcohol) from their stand without prior written permission from the Organiser.
11.3 Any permitted sampling must comply with all food safety, hygiene and licensing regulations and any extra Venue rules.
12. DATA PROTECTION AND CONFIDENTIALITY
12.1 The Organiser will process personal data of Participants in accordance with applicable UK data protection laws and its Privacy Policy.
12.2 Participants agree not to disclose any confidential information about the Organiser, its operations, pricing, internal procedures, or other Exhibitors/Sponsors to third parties without written consent.
12.3 Lead capture and data collection must be conducted transparently and in compliance with GDPR (e.g. clear consent for marketing).
13. UNDESIRABLE ACTIVITIES, BEHAVIOUR AND COMPLIANCE
13.1 The Organiser may, at its sole discretion, refuse or remove any display, product, activity or individual which it considers:
• Unsafe, offensive, defamatory, discriminatory or illegal;
• Inconsistent with the values, image or objectives of the Event;
• Likely to cause nuisance or complaints from other Participants or visitors.
13.2 Aggressive selling, harassment, or canvassing outside the Participant’s own stand is prohibited.
13.3 The Participant is responsible for the conduct of its staff, contractors and guests at all times.
14. FORCE MAJEURE, VARIATION AND CANCELLATION BY ORGANISER
14.1 The Organiser shall not be liable for any failure, delay, alteration or cancellation resulting from events beyond its reasonable control, including but not limited to:
• Severe weather or ground conditions;
• Flood, fire or other natural events;
• Terrorist activity or security incidents;
• Government or local authority restrictions;
• Pandemic or public health measures;
• Transport disruption or national emergencies;
• Non-availability of the Venue.
14.2 The Organiser reserves the right to:
• Change the layout, entrance points, or configuration of the Event;
• Adjust opening hours;
• Relocate the Event within the same Venue;
• Reschedule the Event to alternative dates, if necessary.
14.3 In the event of cancellation or rescheduling, the Organiser’s liability will be limited to any remedy expressly offered (such as credit against a future event). The Organiser shall not be liable for any additional costs incurred by Participants (e.g. travel, accommodation, stock, staff).
15. ADDITIONAL PROVISIONS AND MANUALS
15.1 The Participant agrees to comply with all additional rules, technical regulations and deadlines as set out in:
• The Exhibitor Manual
• Any Health & Safety guidance issued
• Any Venue-specific regulations notified to them.
15.2 In the event of any conflict between those documents and these Terms, these Terms shall prevail.
16. APPLICABLE LAW AND JURISDICTION
16.1 These Terms and any dispute arising out of or in connection with them shall be governed by and construed in accordance with the law of England and Wales.
16.2 The parties submit to the exclusive jurisdiction of the courts of England and Wales.
17. ACCEPTANCE
By ticking the box below (physically or electronically) or by completing an online booking and paying any part of the Event fee, the Participant:
• Confirms they have read, understood and agree to these Terms;
• Warrants that the signatory is duly authorised to bind the Participant;
• Accepts responsibility for compliance by all staff, contractors and agents.
