THE ORGANISER
‘The Organisers’ of the event is Geek Mania.
ALLOCATION OF SPACE
All reasonable effort will be made to allocate Exhibitors the site space they request, but no guarantee will be given, nor should it be assumed that any position chosen will be allocated. Bookings maybe reserved on a ‘first‐come, first‐served’ basis, but The Organisers are under no obligation to accept any application, and the acceptance or refusal of any application is at the discretion of The Organisers.
Full payment must be made within 7 days of receiving the invoice provided by the organiser.
The Organisers reserve the right to refuse any application (with return of payment) without giving reasons. Only written confirmations are valid.
All stands face outwards with no access to public behind. All stands (including all fixings) must be within the site allocated. If too large, then subject to available space it may be accommodated at the Organisers discretion on payment of an additional fee. Only those products or services described on the application form can be exhibited or sold. The Organisers aim to provide a good mix of exhibits and requires a high standard from exhibitors.
The Organisers reserve the right to decline or prohibit any activity, at any time, which in its opinion is not suitable or is undignified or otherwise objectionable or incompatible with the aims of the event. The reservation includes persons, items, decorations, conduct, printed matter, souvenirs, catalogues and all other tangibles or intangibles not herein defined which may, in the sole opinion of The Organisers, affect the character and/or nature of the event. The Organisers reserve the absolute right to remove or require removal of such displays, stands or persons from the event site. All exhibitors are subject to and must comply with the rules and regulations of The Organisers from time to time applicable to the event.
EXCLUSIVE RIGHT
The granting of exhibition space does not guarantee the exhibitor sole right of selling or promoting its particular commodity or service unless The Organisers approve such an agreement in writing.
CHARITIES
Charities may only collect money on their site space and collectors are not permitted to wander the site, save that this should not apply to the event’s official nominated charity.
SECURITY
Limited general security will be on site provided by the venue. Precise times will not be known until we arrive at the venue for setup. Exhibitors are responsible for the insurance and safekeeping of all equipment or articles brought onto the event site and no responsibility is accepted by The Organisers.
SUBLETTING
Exhibitors are not permitted to sublet or share any part of their allocated site.
STAND CLEANING
Exhibitors are responsible for keeping stands tidy and clear of rubbish. The site shall be maintained and left by the Exhibitor in a clean and tidy state to the satisfaction of The Organisers. Any costs incurred for cleaning the site will be charged to the Exhibitor.
PROHIBITED ITEMS
The following items may not be offered to the public because the concessions have been sold separately or for other reasons:
- Food and drink, whether by sale or otherwise, unless expressly agreed with the Organisers.
- Alcoholic beverages.
- Unlicensed merchandise and memorabilia
- Pirated DVDs, Blu Rays or CDs
- Chinese Lanterns or similar products
- Event commemorative merchandise of any description.
- We also request that no exhibitor sell any form of AI generated artwork, Geek Mania is here to celebrate and support the talents and skills of the community, not AI.
You will be required to leave the site if you do not comply with the above. No refunds will be given.
Please provide a list of the items you wish to offer to the public. If you are unsure that your product complies with the above, please contact Geek Mania. All intellectual property rights arising from or in relation to the event including the name and any logo are vested and remain vested in Geek Mania and shall not be passed to or otherwise licensed or exploited by or on behalf of any entrant or exhibitor or third party, without the prior consent of Geek Mania.
HEALTH AND SAFETY
All Exhibitors must read and comply with the Health and Safety information and requirements from time to time and complete all appropriate assessment forms.
INSURANCE
The Exhibitor must maintain Public Liability Insurance with a reputable insurer throughout the event against his/her liability to third parties with a minimum limit of £5,000,000. A copy of this insurance certificate must be produced at any time on request. The Exhibitor must also ensure that they have adequate, relevant insurance to cover all liabilities, including cancellation and curtailment, as well as loss or damage to the Exhibitors property. The Exhibitor also agrees to indemnify The Organisers, its officers, staff, representatives and agents against all or any claims, which may arise.
LIABILITY
The Organisers, its officers, staff, and representatives shall not be liable for any loss, theft, damage or injury to persons or property on the site. The Exhibitor will assume full responsibility for any third-party claim arising from his/her own exhibit or conduct.
COMPLIANCE
All exhibitors shall observe and comply with, in addition to these terms and conditions, all relevant laws and other directions, codes of practice or guidelines imposed by The Organisers and/or any law or other competent authority applicable to the event.
DISCLAIMER
The Organisers, its officers, employees, agents and representatives shall have no liability whatsoever in respect of all and any action, claim, demand, proceedings, costs, expenses, fines, penalties loss or damage whatsoever arising out of or connected with the participation by any person firm or company in whatever capacity in the event including but not limited to arising or resulting from or connected with the loss injury or damage sustained by or to any third party, any refusal by insurers to meet in full or in part or at all any claim or the seizure or taking of possession of any equipment.
This shall not operate or be construed to operate to exclude or restrict the legal liability of The Organisers for death or personal injury caused by its negligence. Each entrant for itself and all those for whom it is directly or indirectly responsible shall indemnify and hold The Organisers harmless from and against all costs and expenses of whatever nature, actions, proceedings, claims, demands and damages made against The Organisers, its offices and/or representatives arising from any breach of its obligations to The Organisers or from any acts or omissions on the part of the entrant and/or those for whom it is so responsible.
ERECTION AND REMOVAL – SET‐UP AND BREAK‐DOWN
The Organisers reserve the right to refuse admission to Exhibitors on late arrival. Exhibitors must report to a member of the Geek Mania crew who will be located in the venue on arrival for registration and must not set‐up trade space until registration is complete. Stands must be fully erected by 10am the day of the event and may not be removed before 5pm on the day of the event, without prior written permission of The Organisers. Exhibitors will be refused entry if arriving after the show has opened to the public. The site will be open 2 hours before the event opens to the public, for the erection of Exhibitor stands and precise times will be communicated to you. All merchandise must be removed after the event and Exhibitors may be charged for any merchandise remaining on site. The Organisers are not responsible for any Exhibitor’s equipment on site at any time.
DAMAGE TO THE SITE
Nothing must be affixed to the walls of the venue by nail, pin or staple. Only temporary fastenings can be used on the venue’s walls, any damage will render the exhibitor liable to the cost of repair. Any exhibitor or contractor causing damage to any part of the Event site is responsible for the cost of reinstatement and will indemnify The Organisers accordingly.
CANCELLATION
Cancellation must be made in writing to Geek Mania. No refund will be given for any cancellation on the part of an exhibitor. Should Geek Mania have reason to adjust the dates of an event after your booking, you are entitled to a full refund or for your booking to be transferred to the new dates.
If a vendor/artist table is cancelled and Geek Mania is able to resell the cancelled vendor/artist table a refund will then be actioned.
POSTPONEMENT OR ABANDONMENT
In the event of the Event being postponed or abandoned for any reason whatsoever, or in the event of failure or curtailment of any supplies, services or facilities afforded to the exhibitors due to strikes, lock‐outs, bad weather, acts of God, third party or other circumstances, at any time, The Organisers shall in no way be held responsible for any expenditure, loss, damage or liability sustained or incurred by the exhibitors prior to, during or after the event.
ALTERATIONS TO THE EVENT
The Organisers reserve the right to alter any element of the Event at their sole discretion without notice. The Site Map is for guidance only; its accuracy is not guaranteed.
NOISE
Amplified music and PA systems are not permitted without prior written permission from The Organisers and at a volume decided by The Organisers.
HELIUM BALLOONS
The release of helium balloons is not permitted without prior written permission from The Organisers.
CONTACT DETAILS
The data we gather and hold is managed in accordance with the Data Protection Act (2018). Geek Mania will not disclose or share personal information supplied by you with any third-party organisation without your consent.
GOVERNING LAW
English law shall apply in all respects.
Last update 10th December 2025