BOOKING FORM FOR FRESHERS FAYRE 2016
Info:
Date: Thursday 29 September 2016
Venue: Student Central, Malet Street, London WC1E 7HY (next door to main Birkbeck building)
Event opening: 3pm until 8pm (last student entry 7.30 pm)
Exhibitors: set-up must be between 1pm and 2:30pm, for the Fayre to open on time at 3pm.
Since 2014 BBKSU has successfully held a Fresher’s Fayre at the beginning of the academic year as an opportunity to meet and welcome new and returning students. Thousands of students come to see what the SU has to offer, making this an excellent opportunity for exhibitors to sell memberships and get people involved with their projects. Our clubs & societies are invited to exhibit for FREE as we always want to provide opportunities for our students’ self-organising efforts to flourish.
Simply fill out the following information and return this form to by 2pm on Friday 16th September.
Contact Details:
We need to know who we should contact with official updates, and who we will be able to contact on the day. Information will be formally communicated by email; however, we may also need to contact individuals by phone. You may also be added to a Whatsapp group to allow us to plan with you.
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Stall Details:
We will allocate you a stall where you can display promotional materials and students can come to you. A standard stall will have room for 1-2 committee members to sit, a table for your leaflets & sign up info (and any goodies you want to give away), and a backing board/wall for you to put up your posters and information behind you. We suggest arranging at least 3 people (where possible) to run a stall; from setup to closedown you could potentially be active for 8 hours across the day so a team of 3 means 2 people can run the stall while a third takes a break or enjoys the Fayre. We want to ensure the day is a safe and enjoyable environment for everyone, so please provide details of any disabilities or access needs; the SU is committed to making every reasonable effort to accommodating you. Power sources for the entirety of the Fayre are not currently guaranteed.
Materials & Funding Requests:
We appreciate you may still be planning your activities and creating your materials, please note the materials & funding request deadline for Freshers activities is Midnight Thursday 22nd September. In some cases, we can accommodate bigger requests with more notice, so please include as much information here as possible. Please be aware that requests may be dependent on general SU requirements being met, for example updates to the website, or the submission of an annual return.
Terms & Conditions
By submitting a booking form to Birkbeck Students’ Union you are indicating that you have read, understood and agree to the following terms andconditions:
Booking
1. Receipt of completed booking forms does not constitute a booking until you have a reply from the Union confirming your stall.
2. Failure to attend the Fayre or cancellation later than 22nd September may see future society requests denied.
3. Late arrival (i.e. the stall is not set up by 14:00 on the day of the Fayre (Thursday 29 September) in time for the safety check) may result in the stall being dismantled and/or re-assigned without notice. This decision isfinal.
Delivery of Goods andParking
4. Delivery of items by a third party is permitted by pre-agreement. BBKSU cannot guarantee parking or the storage of items without notice.
5. Items that are left unattended are done so at the owner’s risk. BBKSU will not take any responsibility for loss, damage or theft of any items. In addition, BBKSU cannot be listed as the named contact for any third party collections, as this would constitute a security risk.
Stallholders andStalls
6. Any stands that are larger than the designated stall space agreed on the booking form may be refused. If you require additional space, you must obtain permission from BBKSU.
7. If bringing any structures or materials, you are responsible for setting up and taking down the stall. Setting up time is 13:00–14:30; taking down time is 20:00–20:45 on the day of the Fayre. Any items still on the premises after this time may be removed without notice.
8. Stallholders are responsible for finding SU team members upon arrival. Failure to do so may result in expulsion from the Fayre.
9. Representatives of your group staffing the stall should be reminded that they cannot utilise the space in front of the table provided.
Distribution & Storage ofMaterials
10. Flyering is only allowed at individual stalls. At no time may you flyer or distribute items in any other part of Freshers’ Fayre, Student Central or Birkbeck College.
11. Materials handed out at the Fayre must relate specifically to your society. Sharing of stalls or distributing materials not directly related to your organisation is not permitted without pre-agreement and could result in immediateexpulsion.
12. All materials utilised on your stand (including boxes, papers and give-aways) must be cleared from Freshers’Fayre no later than 20:45. Any items left after the Fayre finishes are not the responsibility of BBKSU and may be discarded during the cleanup.
13. Items may only be stored underneath your allocated stall. At no time may you utilise the area surrounding your stall for storage. A limited amount of storage may be available and will be supplied on a first come, first served basis (application must be made to the BBKSU before the event); you will have access to your items from 14.00 on the day of the Fair. Please note that any property left in storage is done so at your own risk. BBKSU accepts no responsibility for loss, damage or theft of any items left in storage.
Restrictions onDistribution
14. The taking of any form of payment (including debit/credit card, cash or cheque) is forbidden at all stalls, unless specific arrangements have been made beforehand with BBKSU. Failure to comply will result in immediateexpulsion. Payments can be made through the SU website.
15. Stalls must not display images that may be deemed offensive, or demeaning to women, at the Fayre. In addition, BBKSU retains the right to veto the display or sale of any goods it reasonably deems offensive and holds the sole right to determine such matters.
Expulsion
16. Failure to meet the terms & conditions may result in immediate expulsion from the Fayre.
Signature:
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