General Marketing Terms and Conditions
By submitting a booking form to Students’ Union UCL you are indicating that you have read, understood and agree to the following terms and conditions:
Booking & Payment
- Receipt of completed booking forms does not constitute a booking until full payment has been made.
- Agencies booking stalls on behalf of a client are responsible for passing on all relevant information, including these Terms & Conditions, to the appropriate person and Students’ Union UCL will not be held responsible for the failure of an agency to supply the correct details.
- Failure to attend or supply your materials for distribution or cancellation less than 3 days before your booking will not be subject to a refund.
- Payment can be made by:
- BACS: BACS details are provided on your invoice.
- Credit card (3% surcharge) or debit card: contact us on 0207 679 2513 or 0207 679 2527 to make payment
- Cheque: Cheques should be made payable to “UCLU” clearly stating your invoice number on the reverse.
- All companies must adhere to Students’ Union UCL ethical policies, which are outlined here.
All Printed and Digital Materials
- Promotional material must not display images that may be deemed offensive, or demeaning to women. In addition, Students’ Union UCL retains the right to veto the display or sale of any good it reasonably deems offensive and holds the sole right to determine such matters.
- Any promotional materials related to your booking must be related directly to your business.
On-Site Stalls
- Every stall comes with a 6’ table, which can be collected from reception on arrival at your location.
- If bringing your own stall structure, you are responsible for setting up and taking down the stall. Setting up time is 09:00–09:30 in order to minimise congestion during peak times. Stall structures must be taken away at the end of your booking.
- Stallholders are expected to bring their booking confirmation form on the morning of their booking.
- Any goods to be distributed must be cleared with Students’ Union UCL Marketing Department before arrival – hot drinks and cakes may not be distributed, as this has a negative effect on our cafes. However, anyone wishing to give away these products can do so via vouchers for the café – this must be arranged with Students’ Union UCL in advance of your booking date and will be paid via invoice.
- The only available parking is at the parking meters outside 25 Gordon Street. Unauthorised vehicles left elsewhere may be clamped. (Please note that there are additional parking facilities on site, at nearby NCP car parks, which are within walking distance.)
- Delivery of items by a third party is permitted but it is essential that a member of your organisation must be on-site to accept deliveries. Students’ Union UCL will not sign for or be held responsible for third-party deliveries and will refuse to accept them on your organisation’s behalf, as this would constitute a security risk.
- Failure to meet the terms & conditions may result in immediate expulsion from campus without a refund for your booking.
Distribution of Flyers and Posters
- Flyering and postering are carried out by our team of student staff. At no time may you flyer or distribute items in any part of UCL or Students’ Union UCL buildings.
- Bookings for flyering should be made with at least one week’s notice to allow time to arrange for staff to distribute your materials.
- All materials for distribution should arrive at Students’ Union UCL at least 3 days before your booking. This will allow time for Students’ Union UCL to check the material for any changes that should be necessary.
Welcome Fair Terms and Conditions
- Once your booking is confirmed by a member of the team you will need to make payment within 30 days of receiving an invoice, or before the date of the event - whichever is earliest. Once payment is made your booking is fully confirmed. If payments not made within this period your space may be forfeited to another booking.
- Failure to attend the fair or cancellation less than a fortnight prior to the start of the fair will not be subject to a refund. You will also still need to pay if you fail to inform us of your cancellation.
- Late arrival (i.e. the stall is not set up by 09:30 each morning in time for the safety check) may result in the stall being dismantled and/or re-assigned without a refund. This decision is final.
- Payment for your stall is due 14 days from receiving your invoice or before 18th of September, whichever is soonest. Any bookings made after the 20th of September must be paid immediately upon receipt of the invoice before attendance can be guaranteed. Payment can be made by:
- BACS: BACS details are provided on your invoice.
- Credit card (3% surcharge) or debit card: contact us on 0207 679 2513 or 0207 679 2527 to make payment
- Cheque: Cheques should be made payable to “Students Union UCL” clearly stating your invoice number on the reverse.
- Agencies booking stalls on behalf of a client are responsible for passing on all relevant information, including these Terms & Conditions, to the appropriate person and Students' Union UCL will not be held responsible for the failure of an agency to supply the correct details.
Delivery of Goods and Parking - Pre-agreed company or private vehicles will be allowed to park in the main UCL Quad for the unloading and loading of goods from 07:00–09:00 and 17:00–18:00 on each day of the Fair, for no longer than 30 minutes each time. Companies will be asked to book a delivery slot and provide a vehicle registration number before 16 September. Unauthorised vehicles left at the UCL Quad outside of these times will be clamped. Parking in the surrounding area can be found here. Please see the Information Sheet and FAQs for more details.)
- Delivery of items by a third party is permitted between 07:00 and 09:00 via the main entrance of UCL, Gower Street. Students' Union UCL must be notified in advance and a member of your organisation must be on-site to accept deliveries. Students' Union UCL will not sign for or be held responsible for third-party deliveries and will refuse to accept them on your organisation’s behalf, as this would constitute a security risk.
- Items that are left for collection by a third party after the Fair finishes on Sunday, 03 October, is done so at the owner’s risk. Students' Union UCL will not take any responsibility for loss, damage or theft of any items. In addition, Students' Union UCL cannot be listed as the named contact for any third party collections, as this would constitute a security risk.
Stallholders and Stalls - Only two representatives are permitted per indoor stall. There are no exceptions to this. Additional representatives above the allocated number per stall will not be granted access to the Fair under any circumstances. Refusal to leave the Fair will result in expulsion from the Fair, your stall being dismantled, and future bookings with Students' Union UCL may be refused.
- Any stands that are larger than the designated stall space agreed on the booking form will be refused. If you require additional space, you must obtain permission from the Students' Union UCL Marketing & Communications Coordinator well in advance.
- Every stall comes with a table and two chairs. If you do not require these facilities, please notify Students' Union UCL by Friday 24, September.
- If bringing your own stall structure, please let us know in advance. You are responsible for setting up and taking down the stall. Setting up time is 07:00–09:30; taking downtime is 17:00–18:00 on each day of the Fair. Stall structures left overnight are done so at your own risk. Students' Union UCL accepts no responsibility for loss, damage or theft of any stall structures left overnight.
- Stallholders are responsible for displaying their stallholder access passes at all times. Failure to do so may result in expulsion from the Fair. Security personnel check access passes at all entrances to the fair and will refuse admission unless this is displayed.
- Representatives of your organisation manning the stall should be reminded that they cannot utilise the space in front of the table provided.
Distribution & Storage of Materials - Flyering is only allowed at individual stalls. At no time may you flyer or distribute items in any other part of Welcome' Fair, UCL or Students' Union UCL buildings.
- Materials handed out at the Fair must relate specifically to your organisation. Sharing of stalls or distributing materials not directly related to your organisation is not permitted and could result in immediate expulsion.
- All materials utilised on your stand (including boxes, papers, and giveaways) must be cleared from the' Fair no later than 18:00 on Sunday, 03 October. You are also responsible for tidying your stall by 18:00. Items left overnight on your stall are done so at your own risk. Any items left after the Fair finishes are not the responsibility of Students' Union UCL and may be discarded during the cleanup.
- 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 for the two days of the Fair is available and will be supplied on a first-come, first-served basis (application must be made to the Students' Union UCL Marketing & Communications Coordinator before the event); you will have access to your items from 07:30–09:00 on each day of the Fair. Please note that any property left in storage is done so at your own risk. Students' Union UCL accepts no responsibility for loss, damage or theft of any items left in storage.
Restrictions on Distribution - 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 the Students' Union UCL Marketing & Communications Coordinator. Failure to comply will result in immediate expulsion.
- Stalls must not display images that may be deemed offensive, or demeaning to women, at the Fair. In addition, Students' Union UCL 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 - Failure to meet the terms & conditions may result in immediate expulsion from the Fair without a refund for your booking.