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Terms and Conditions

Terms and Conditions
Camping and Outdoor X Factor (Pty) Ltd 2023/704409/07 T/A X-FACTOR CAMPING AND OUTDOOR EXTRAVAGANZA.
INTRODUCTION
The Organizers of X-FACTOR Camping and Outdoor Extravaganza will do anything possible to promote an Excellent Event and with our Marketing Strategy we will target a ‘BUYERS MARKET’
Please also view our Marketing Strategy on our Website.
The RULES AND REGULATION / TERMS AND CONDITIONS to be accepted by all the exhibitors / vendors, their Staff and Contractors at X-FACTOR CAMPING AND OUTDOOR EXTRAVAGANZA.
RULES AND REGULATION / TERMS AND CONDITIONS
It is important for vendors to abide with all our Rules and Regulations.
All exhibitors and their staff at X-FACTOR CAMPING AND OUTDOOR EXTRAVAGANZA are expected to comply with our Rules and Regulations / Terms and Conditions. Exhibitors must please make sure that their Staff and Representatives are also acquainted with our Rules and Regulations / Terms and Conditions.
The focus and emphasis is placed on a ‘Buyers’ Market and not on an Entertainment Festival.  The name X-FACTOR Camping and Outdoor Extravaganza TELLS IT ALL, Exclusive Camping and Outdoor Event.
EVENT DATE: 28 September - 01 October 2023 - WHERE? - Zwartkop Lapa, Wierda Rd Centurion (Next to Mercedes Benz South Africa).
Stalls can be prepared from Tuesday 26 September 2023. The gates will officially open on Thursday 28 September 2023 at 09:00 sharp and all stalls to be ready to trade. All exhibitions must be manned during this time. Stalls should not be left unattended.
All Exhibitors will be responsible for their own profits or losses.
Exhibitors / Vendors will only use their stalls in accordance with the approval from the Organizer / Organizers of X-FACTOR CAMPING AND OUTDOOR EXTRAVAGANZA.
By booking an Exhibition Space / Stand / Stall at X-FACTOR CAMPING AND OUTDOOR EXTRAVAGANZA, the exhibitor undertakes to abide by the following Rules and Regulations / Terms and Conditions.
RIGHTS RESERVED BY THE ORGANIZERS OF X-FACTOR CAMPING AND OUTDOOR EXTRAVAGANZA
The right of Admission is RESERVED.
The X-Factor Camping and Outdoor Extravaganza Management reserves the right to prohibit the sale of any article and/or literature which they consider undesirable.
For the purpose of effective security measures, no parties, receptions or social gatherings are allowed on the terrain.
The Organizers of X-Factor Camping and Outdoor Extravaganza reserves the right to ban instigators form the event without any refund whatsoever. The Organizers of the event will not tolerate any INSTIGATION - GOSSIPING or NEGATIVE ACTIONS and ATTITUDES from any of the exhibitors before and during the event. Failure to comply with this condition may result in an immediate ban from the venue without any refund.
STALL BOOKINGS:
Upon booking Exhibition Space at X-FACTOR CAMPING AND OUTDOOR, each vendor will also receive this rules and regulations as part of the booking process and it must accordingly be signed and acknowledged and submitted with the application form, Otherwise X-FACTOR CAMPING AND OUTDOOR EXTRAVAGANZA reserves the right to reallocate the stand / stands in question to other prospective Exhibitors / Vendors.
Exhibitors will be held responsible for the violating of our Rules and Regulations / Terms and Conditions, either in their person of by a Staff Member.
Exhibitors are required to complete the exhibitor’s Application Form in detail / in full.
Exhibitors are required to inform the Organizers of X-Factor Camping and Outdoor (Pty) Ltd. beforehand of all the products that will be displayed and/or sold at their stands and to specify all products or goods which will be exhibited on the form attached to the proposal.
STANDARD EXHIBITION RULES
No permanent structures may be erected at the venue.
Exhibitors must please remove all cardboard boxes, Packaging material and trailers in which exhibition material / products were packed / moved from the exhibition site., as well as
All Stalls / Exhibition stands to be erected in such a way as to NOT to obstruct excess to other Exhibition Stalls / Stands.
Exhibition may not project into the public walkways and may not exceed the Stall / Stand boundaries.
Exhibitors / Vendors are bound by our Rules and Regulations to occupy their stand / stands for the duration of our Exhibition.
Exhibitors / Vendors should at all times ensure a High Class Exhibition Stand / Stall that will meet our requirements. The exhibitor shall, for the entire duration of the show and at his own expense, keep his exhibition area neat, clean and hygienic.
Exhibitors can be penalized if products are not comprehensively specified. Only products that are approved by the Organizers may be exhibited and X-Factor Camping and Outdoor Extravaganza and the Organizing Committee of X-Factor Camping and Outdoor Extravaganza reserves the right to decide whether products specified in the exhibitor’s application, may be exhibited or not.
SUBLETTING: Under no circumstances are exhibitors allowed to share any part of the stand allocated to them without the consent of the Organizers of X-Factor Camping and Outdoor Extravaganza.
DIRECT SALES: Direct sales or order taking is allowed at X-Factor Camping and Outdoor Extravaganza. Please ensure sufficient stock for the duration of the event.
Exhibitors failing to comply with any clause of this agreement, will risk losing their stands without any refunds.
Cancellation Clause: no refunds will be made in respect of the stall once the booking is ﬁnalized.
Postponement of the Event: Any event may be postponed due an Act of God, Civil Unrest or due to any unforeseen circumstances prohibiting the Event from taking place.
DISCLAIMER NOTICE:
I understand that the Organizers of X-Factor Camping and Outdoor (Pty) Ltd / Adventure Survivor / any of the Co-Organizers / Sponsors or the City of Tshwane Metropolitan Municipality, or any of their staff members / staff, won’t accept any responsibility for any loss or damage that I may encounter as a result of my exhibition, and that I have to arrange with my own insurers for the necessary insurance cover.
I was furthermore advised that the Organizers of X-Factor Camping and Outdoor (Pty) Ltd / Adventure Survivor / any of the Co-Organizers / Sponsors or the City of Tshwane Metropolitan Municipality, or any of their staff members / staff, won’t accept any responsibility for any form of injuries, accidents or even the accidental death to any person arising from attendance and or program participation. Entrance at own risk.
The terms of this notice is severable. Should any legislation restrict or prohibit the effect of this notice, such restriction or prohibition shall not invalidate the balance of this notice.
IMPORTANT NOTICES:
JOC - JOINT OPERATIONS COMMITTEE OFFICE:
Our Joint Operations Committee comprise of a SAPS Representative, our Health and Safety Officer, our Security Representative, Medical Support Services, Fire Brigade Representative, Representative of the Health Department, Cleaning Services, The Organizers of the X-Factor Camping and Outdoor Extravaganza or their Representatives.
At the event we will operate a functional JOC Office to attend to all forms of emergencies.
MEDICAL SERVICES:
Medical Services will only be available during the course of the event and Exhibitors / Vendors / Contractors will be responsible for any medical accidents that may occur during the build-up or breakdown periods.
ELECTRICAL SUPPLY AND INSTALLATIONS:
Power can be made available to most of the open Stalls / Stands. Should an exhibitor wish to have a power point installed on his / her stand, the Exhibitor / Vendor must apply for it in writing to the Organizers of X-Factor Camping and Outdoor Extravaganza upon application.
Since our power supply is limited, Exhibitors / Vendors must apply for electricity points. Exhibitors / Vendors will be limited to 10 amperes and 20 amperes respectively. Hotplates, Kettles Urns and percolators will only be allowed at the Food Stalls.
Exhibitors / Vendors may, by no means, remove bulbs to obtain more power to their stands. An exhibitor may, under no circumstances, draw electricity directly for the resort by means of his / her own installation or coupling.
Installations which are not approved by the Organizers, will not be allowed and such installations will be removed summarily.
DEMONSTRATIONS:
Demonstrations are vitally important to Exhibitors / Vendors. It is expected of Exhibitors / Vendors to exhibit their products at their sites in such a way that it can be demonstrated to visitors. Selected / Designated Demonstration areas will be available for 4x4s.
Exhibitors / Vendors will not be allowed to demonstrate drones on the terrain.
BRANDING OPPORTUNITIES:
Flags improve the appearance and appeal of outdoor exhibitions and Exhibitors / Vendors are requested to make use thereof when designing their stands, without exceeding the boundaries of the sites. Special request may be done for additional branding rights as to flags and banners displays on other parts of the venue.
WEBSITE / CATALOGUE ENTRIES:
X-Factor Camping and Outdoor Extravaganza undertakes to publish a list of all exhibitors on our website and an alphabetical index of exhibitors in the official programme.
The list will include the exhibitor’s name, stand number and contact details as well as the generic products on exhibition.
DAMAGE OR MALICIOUS DAMAGE TO PROPERTY:
Exhibitors / Vendors will be held liable for any damages caused to any facility / structure or the premises, or to another Exhibitor / Vendor’s Property.
AMENDMENT TO OUR RULES AND REGULATIONS / TERMA AND CONDITIONS:
These regulations are, at all times, subject to amendments and supplements at the discretion of the Organizers of X-Factor Camping and Outdoor Extravaganza.
HEALTH AND SAFETY:
X-Factor Camping and Outdoor Extravaganza has appointed a Health & Safety Officer for the Event who will be responsible for the inspection of Stalls / Stands and to see if it meets the necessary legal requirements.
GENERAL:
ALTERATIONS TO PROGRAM
Weather conditions may cause alterations to the program.
STAND ATTENDANTS / REPRESENTATIVES:
Exhibitors / Vendors should arrange for at least one representative to be in control of their stand / stands during the times when the X-Factor Camping and Outdoor Extravaganza. It is important to be security conscious at the event. Together we can minimize crime and secure a Safe Environment for all during the X-Factor Camping and Outdoor Extravaganza.
PROMOTIONAL ITEMS:
The distribution of Pamphlets, Balloons or other promotional items may only be done with the consent of the Organizers of X-Factor Camping and Outdoor Extravaganza.
SLEEPING OVER ONSITE:
Exhibitors / Vendors or their Staff may only overnight on the premises, with duly written consent from the Organizers of X-Factor Camping and Outdoor Extravaganza. In such an event permission will only be granted to those with legal documentation, and certified copies of their IDs and Proof of Residence will have to be submitted.
ACCESS AND USE OF VEHICLES:
No Exhibitor / Vendor will be allowed access of a vehicle onto the terrain during the X-Factor Camping and Outdoor Extravaganza. Only vehicles of service providers will be allowed and only in exceptional circumstances. Exhibitors who need to transport exhibition material to the exhibition premises are only allowed to do so daily between 06:30 and 08:30 in the mornings. Vehicle access is subject to certain conditions that must be strictly adhered to. Permission in terms of this clause will be granted at the discretion of the organizers and is not a right in terms of the Exhibitor’s Agreement.
ALCOHOL REGULATION:
No Exhibitor / Vendor may consume alcohol at their Stands / Stalls. Alcohol may only be consumed in the Beer Garden subject to the Liquor Lisence Regulations and Permits. No Exhibitor / Vendor may bring any alcohol on the premises, EVEN NOT for his / her own use / consumption.
NOISE AND PRESENTATIONS AT STANDS:
No loudspeakers or sound boosters are allowed at stands without prior written consent from the Organizers of X-Factor Camping and Outdoor Extravaganza.
PUBLIC LIABILITY:
X-Factor Camping and Outdoor Extravaganza Public Liability Insurance Policy does not cover the Exhibitor / Vendor or their Staff or Exhibition. It would therefore be in the interest of the Exhibitor / Vendor to obtain his own Public Liability Insurance for the duration of the X-Factor Camping and Outdoor Extravaganza.
INSURACE:
X-Factor Camping and Outdoor Extravaganza is utilizing the Services of an External Security Company and every care will be given to secure the property of our Valued Exhibitors / Vendors, but it must be clearly understood and noted that the Organizers of X-Factor Camping and Outdoor Extravaganza and the City of Tshwane Metropolitan Municipality will not accept any responsibility for the theft, loss or damage of goods for whatsoever reason.
COMPETITIONS AND FUND-RAISING:
Only permitted, approved and authorized Charity Organizations may promote Competitions and Fund-Raising Projects at
ENTERTAINMENT:
As X-Factor Camping and Outdoor Extravaganza is primarily a place of business, emphasis should be placed on the promotion of products, information and services. Exhibitors / Vendors will not be allowed to present any form of entertainment on their stands. This includes shows, music, jumping castles without the written consent of the Organizers of X-Factor Camping and Outdoor Extravaganza.
REMOVAL OF EXHIBITION:
With the exception of goods that have been sold directly to the public, no exhibition or part thereof may be removed from the X-Factor Camping and Outdoor Extravaganza.
REMOVAL OF GOODS FROM STAND / STALL:
Exhibitors who do not wish to risk leaving their goods at their stands overnight should reconsider exhibiting at X-Factor Camping and Outdoor Extravaganza. No special arrangements will be made for the daily removal of products unless prior written consent is obtained from the Organizers and Management of X-Factor Camping and Outdoor Extravaganza, which consent will be granted at the discretion of the Organizers / Management and will not be a right in terms of the Exhibition Agreement.
DELIVERIES:
Exhibitors will not be allowed to transport exhibition material to and from the grounds during official show hours. Deliveries will only be allowed in the morning between 06:30 - 08:30.
BREAKDOWN OF STALLS:
No exhibitor may partially or totally dismantle his / her exhibition or remove it from his / her Stand before 17:00 on Sunday the 01st of October 2023 - This includes any product, exhibition material, banners and pamphlets or any item which may have formed part of the original exhibition. No exceptions will be considered and exhibitors failing to comply with this condition, will forfeit their exhibition rights for the future.
PERSONAL ACCEPTANCE AND ACKNOWLEDGEMENT OF THE RULES AND REGULATIONS / TERMS AND CONDITIONS BY THE EXHIBITOR / VENDOR AT X-FACTOR CAMPING AND OUTDOOR EXTRAVAGANZA:
I have read ALL the Rules and Regulations / Terms and Conditions of X-Factor Camping and Outdoor Extravaganza.
I will make all my / our Representatives and Staff aware of the Rules and Regulations / Terms and Conditions and I / we will adhere to all the Rules and Regulations / Terms and Conditions.

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