Fieldays® 2027 Pre-Release Terms and Conditions
Fieldays® is a registered trade mark of the New Zealand National Fieldays Society Inc
1.0 Definitions | ||
| 1.1 | The following meanings will be given to these words in the below Exhibiting Terms and Conditions: | |
| a) | Co-Exhibitor refers to a separate legal entity, exhibiting on a Site with the Main Exhibitor irrespective of whether it is under common ownership, control, or affiliation with the Main Exhibitor. | |
| b) | Coffee Vendor refers to an exhibitor that is selling barista-made coffee to patrons at the event; | |
| c) | Event means Fieldays. | |
| d) | Exhibitor means any individual, company, organisation, or entity approved to occupy a Site at the Event for the purpose of exhibiting, promoting, selling, or demonstrating goods, services, or activities. | |
| e) | Exhibiting Criteria means the separate document containing the additional terms and conditions specific to each of the Fieldays Exhibiting Areas; | |
| f) | Exhibitor Portal refers to an online portal facilitating Exhibitor Site applications and contains essential information for these Exhibitors. | |
| g) | Fieldays means the Fieldays Event, held at Mystery Creek Events Centre. | |
| h) | Fieldays® Trade Marks is the legal term for what is commonly known as a brand. It is any word, phrase, symbol or design (or any combination of these) that identifies the Fieldays® event and distinguishes it from other events; | |
| i) | Food Vendor refers to a Main Exhibitor that is selling ready-to-eat food and/or non-alcoholic beverages to patrons at the Event in one of the designated Food Courts or Bar & Eatery. | |
| j) | General Application refers to the public application process to secure a Fieldays site(s). | |
| k) | Main Exhibitor refers to an exhibitor who has been allocated and invoiced for the site in the first instance and exhibits on the larger portion of the allocated site. | |
| l) | Precinct refers to a specific exhibition zone of the Event as determined by the Society. | |
| m) | Pre-Release Booking Fee means the fee payable to secure an Exhibitors’ site(s) during the Pre-Release period. The Pre-Release booking fee is not a deposit on site fees. | |
| n) | Pre-Release Booking System refers to the booking system that allows eligible Exhibitors who exhibited at the immediate previous event to pay a Pre-Release booking fee to secure their existing Site(s) prior to General Application opening. Please refer to the additional terms and conditions in addition to Fieldays Exhibiting Terms and Conditions. | |
| o) | Site refers to a specific area of the Event that is allocated to you as an exhibitor, including, in relation to a Co-exhibitor, the Site allocated in the first instance to the Main Exhibitor. | |
| p) | Site Fee means the fee payable for the Exhibitors’ Site(s) as outlined in the formal site offer. This is separate from a Pre-Release booking fee. | |
| q) | Society refers to the New Zealand National Fieldays Society Inc. (NZNFS), that owns and operates Fieldays. | |
| r) | You and Your means the person or entity that is the Main Exhibitor or Co-Exhibitor at Fieldays. | |
2.0 Overview | |
| 2.1 | The Pre-Release booking system allows Main Exhibitors who held a Site at the immediately previous Fieldays event within the Agribusiness Indoor, Agribusiness Outdoor, Motor Vehicle, Heavy Equipment and/or Rural Living Outdoor precincts the opportunity to re-book their existing Site(s) prior to General Application for the respective event. |
| 2.2 | Exhibitors who are not eligible to enter the Pre-Release booking system include: | |
| a) | Fieldays Hauora Taiwhenua Health & Wellbeing Hub, Rural Living Indoor, Fieldays The Pantry (indoor & outdoor) exhibitors; | |
| b) | Food Vendors; | |
| c) | Coffee Vendors; | |
| d) | Co-Exhibitors; and | |
| e) | Innovation Award entrants | |
| 2.3 | The Pre-Release booking system takes place on an annual basis, and is subject to terms, conditions, and criteria. |
| 2.4 | Applications for the Pre-Release booking system are assessed each year on a case-by-case basis. |
| 2.5 | All Pre-Release booking applications must be completed in full and online in the respective Events’ Exhibitor Portal by 5pm, 31 July (the year preceding the respective Event). Verbal, tentative and/or pencil bookings will not be accepted under any circumstance. |
| 2.6 | The Pre-Release booking fee must be paid in full for the application to be assessed. |
| 2.7 | Pre-Release application completion and booking fee payment does not automatically guarantee the site. The Society will respond to all Exhibitors regarding their application outcome. |
| 2.8 | The Society reserves the right to offer, revoke, and/or refuse any Pre-Release application and/or accepted Pre-Release booking at its sole discretion. |
| 2.9 | The Society reserves the right to relocate a site booked during Pre-Release if required, to accommodate a Society or Fieldays Partner and/or Sponsor or Fieldays strategic initiative. |
3.0 Criteria for the Pre-Release Booking System | ||
| 3.1 | To be eligible for acceptance, exhibitors must: | |
| a) | Have been the Main Exhibitor in an eligible Precinct at the previous Fieldays event; | |
| b) | Be wanting to retain at least one (1) or all of the Site(s) held at the previous Fieldays event; or be interested in expanding their current location. This does not include relocating their Site(s) to another part of the Event. | |
| c) | Have a good payment history, with no outstanding fees. | |
| d) | Have a good compliance history with Fieldays Exhibiting Terms and Conditions. | |
| e) | Have a product offering and planned site design that meets the Exhibiting Criteria specified for that Precinct. | |
4.0 Pre-Release Booking System Payment Terms | ||
| 4.1 | There is a $465 + GST Pre-Release booking fee per site. | |
| 4.2 | The Pre-Release booking fee is separate to the Site Fee payable by the Main Exhibitor and is not a deposit or portion of the Site Fee. | |
| 4.3 | The Pre-Release booking fee is non-refundable, except for: | |
| a) | If the Society requires the Main Exhibitor to relocate their Site due to the positioning of a Partner and/or Sponsor, or Fieldays strategic initiative(s). In this case, a full refund of the Pre-Release booking fee(s) will be offered. | |
| 4.4 | If the Society determines that it is necessary to cancel or postpone Fieldays, the benefits of the Pre-Release system will be transferred to the following event, including all Pre-Release booking fees paid. | |
| 4.5 | Pre-Release booking fees will be invoiced once the application is received by the Society and must be paid in full on a 14-day term. | |
| 4.6 | If the Pre-Release booking fee is not paid in full by the deadline noted on the invoice, the Pre-Release application will be automatically declined, and the Main Exhibitor will need to apply during General Application. No guarantee is provided for an existing site during General Application. | |
| 4.7 | The Pre-Release booking fee is waived for Fieldays Partners and Sponsors at the discretion of the Society. | |
| 4.8 | All site fees will be invoiced in December (the year preceding the respective Event) and will be due in full by 20 January (the year of the respective Event). | |
5.0 Forfeiture for Non-Payment | |
| 5.1 | If the Main Exhibitor fails to pay the Pre-Release booking fee(s) invoice in full and/or the Site Fee(s) by the respective due dates stated on the invoice, the exhibiting right and renewal option for the Site(s) is forfeited and the Site(s) may become available for allocation to and/or reservation by another Main Exhibitor. |
6.0 Society's Reservation of Rights | |||
| 6.1 | The Society reserves the right, at its sole discretion and without notice, to: | ||
| a) | Accept, refuse, revoke, or cancel any Pre-Release booking application; | ||
| b) | Waive, extend, suspend, or redefine the availability or operation of the Pre-Release Booking System; | ||
| c) | Change, amend, or replace the Exhibiting Criteria, or Exhibiting Terms and Conditions; | ||
| d) | Alter, relocate, or remove sites for reasons including, but not limited to: | ||
| i) | Changes to the size or layout of the Precincts; or | ||
| ii) | Redevelopment of any area(s). | ||
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