Thank you for your interest in becoming a vendor at Oh So Stagey Fan Fest. These terms are here to help the event run smoothly, safely and fairly for everyone.
By applying for, paying for, or using a vendor space, you agree to these terms.
1. Who these terms apply to
These terms apply to all vendors, exhibitors, sellers, artists, makers, businesses, charities, organisations, staff, helpers and contractors using a vendor space at the event.
In these terms:
“we”, “us” and “our” means Oh So Stagey Ltd.
“you” and “vendor” means the person, business or organisation booking or using a vendor space.
“event” means Oh So Stagey Fan Fest.
“venue” means the NEC, Birmingham.
2. NEC rules come first
The event takes place at the NEC, so all vendors must follow:
- these vendor terms;
- any vendor guide or joining instructions we send you;
- NEC venue rules, safety rules and event instructions;
- reasonable instructions from us, NEC staff, security, stewards and emergency services.
If there is a conflict between these terms and NEC rules, NEC rules take priority.
The NEC may require changes to layouts, access, timings, safety arrangements, capacity, products, signage, displays or activities. If that happens, you must cooperate with those changes. NEC rules and requirements flow through to vendors because we remain responsible to NEC for exhibitors, sub-licensees, contractors and visitors under the venue agreement.
3. Applications and approval
Applying does not guarantee a space. We reserve the right accept or decline applications at our discretion.
We consider things such as:
- fit with the event;
- quality and originality of products;
- product mix across the event;
- safety and suitability for the venue;
- previous conduct at our events or other events;
- whether your products fall within the approved event profile agreed with the NEC.
Please give accurate information in your application. If what you bring on the day does not match what we approved, we may ask you to remove items or, in serious cases, cancel your space without refund.
4. What you can sell or display
You may only sell, display, promote or give away items or services that we have approved.
Products should fit the spirit of the event and be suitable for a musical theatre and theatre fan convention. This may include theatre-themed art, merch, apparel, accessories, gifts, books, creative services, educational opportunities and related products, where approved by us.
Please do not bring extra product lines, brands, activities, competitions, giveaways, performers, guests or displays unless we have agreed them in writing.
We or the NEC may ask you to remove anything that is unsafe, unsuitable, unlawful, offensive, misleading, outside the event profile, or likely to damage the reputation of the event, Oh So Stagey, the NEC, a production, performer, rights holder or third party.
5. Intellectual property and fan art
You are responsible for making sure that everything you sell, display or promote is legal and does not infringe anyone else’s rights. This includes show names, logos, artwork, characters, scripts, lyrics, photos, recordings, costumes, trade marks, copyright material, performer images and production branding.
You must not sell counterfeit goods, bootlegs, unauthorised copies, or items that falsely suggest official approval from a show, performer, producer, venue, brand or rights holder.
If we receive a reasonable complaint or have concerns, we may ask you to remove items immediately. We do not have to decide whether the complaint is legally correct before asking for removal.
You are responsible for any claims, complaints, losses or costs caused by your products, branding, artwork or promotional materials.
6. AI-created products
We want to support original creative work.
You must tell us if AI tools were used to create products, artwork or designs you plan to sell. AI can be used as part of your creative process, but the final product must clearly involve your own meaningful creative input.
You must not sell work that is fully or mainly AI-generated with little or no human creativity, or AI work that copies another artist, performer, production, logo, show branding or protected style.
We will ask you to remove items that do not follow this policy and our decision will be final.
7. Payment
A 25% non-refundable deposit is required within 7 days of the invoice date to hold your space. Your booking is not confirmed until payment has been received in full and we have confirmed your booking.
The remaining balance must be paid in full six months before the event date, by the due date shown on your invoice. You may pay in instalments if you wish, but the full balance must be received by this date. Further payment information will be included on your invoice.
If your deposit or final balance is late and we have not agreed an arrangement with you, we may cancel your booking, offer the space to another vendor, and reserve the right to refuse future vendor applications.
If you are experiencing short-term payment difficulties, please contact us as soon as possible so we can discuss whether an arrangement can be made.
8. Cancellation by you
If you need to cancel, please tell us in writing as soon as possible. The 25% deposit is non-refundable. Vendor bookings are generally non-refundable and non-transferable, unless we decide otherwise.
Where you give us enough notice, we may try to resell your space. If we can resell it, we may offer a refund or credit for payments made above the deposit at our discretion, after deducting any costs already incurred.
No refund or credit will be given for a no-show.
You must not sell, transfer, share or sublet your space without our written permission.
9. Changes, postponement or cancellation of the event
We will do our best to deliver the event as planned, but we may need to change, postpone, shorten, relocate, reconfigure or cancel the event for reasons such as venue requirements, safety, legal restrictions, operational issues, low availability of facilities, force majeure or circumstances outside our reasonable control.
If the event is postponed, we will usually transfer your booking to the new date. If you cannot attend, we will consider refund or credit options, but we cannot guarantee them.
We are not responsible for your travel, accommodation, stock, staffing, production, printing, lost sales, lost profit or other costs if the event changes, is postponed or cancelled.
We strongly recommend that vendors consider their own insurance.
10. Your vendor space
We decide the location and layout of vendor spaces. We may move or adjust your space where needed for safety, access, capacity, venue requirements or operational reasons.
Please stay within your allocated space. Displays, rails, stock, boxes, banners, chairs, queues and belongings must not block aisles, doors, fire exits, emergency routes, neighbouring stands, NEC equipment or public areas.
If you go outside your allocated space, we may ask you to move or remove items straight away.
10.1. Sharing vendor space
You must not sublet, share, transfer, assign or allow another person, business or organisation to use any part of your vendor space without our express written permission from the organisers.
11. Set-up and pack-down
You must follow the set-up and pack-down times we give you. Please arrive in enough time to be fully set up before the event opens.
You must not pack down, move stock through public areas, dismantle displays or leave early while the event is open unless we approve it.
You must leave the venue by the final exit time we give you. If you stay late, leave items behind, or cause us to incur NEC charges, you will reimburse us for those costs.
12. Health and safety
You are responsible for the safety of your stand, stock, equipment, activities, staff and helpers.
You must follow all health and safety instructions from us, the NEC, security, stewards and emergency services.
You must keep walkways, exits and emergency routes clear at all times.
Please do not bring anything dangerous, flammable, explosive, hazardous, smoky, noisy, strongly scented, likely to leak, or unsuitable for an indoor public venue unless we and the NEC have approved it in writing.
You must not use naked flames, smoke, haze, compressed gas, sharp props, large structures, heavy items, unusual fixings, suspended items or special effects unless approved in writing.
We or the NEC may ask you to remove anything unsafe or unsuitable.
13. Electricity and equipment
Electricity is not included unless we confirm it in writing. If electricity is required, it will be subject to an extra charge.
All electrical equipment must be safe, suitable and PAT tested where required. Cables must be safely managed and must not create trip hazards.
You must not overload sockets, use unauthorised extensions or connect to venue power pre-ordered and authorised.
14. Food, drink and consumables
You must not sell, sample, give away or promote food, drink, alcohol or other consumables unless we and the NEC have approved this in writing.
If approved, you must provide any and all documents we request, such as insurance, food hygiene certificates, allergen information, risk assessments, local authority registration and product labelling information.
You are responsible for hygiene, allergens, ingredients, storage, serving, labelling and customer safety.
Alcohol may not be sold, sampled or supplied unless expressly approved in writing by us and the NEC.
15. Insurance
You must hold suitable insurance for your stand, stock, products, staff and activities.
As a minimum, you should have public liability insurance. If you sell, sample, supply or give away products, you should also have product liability insurance.
Unless we agree otherwise in writing, your public liability cover must be at least £5 million. We may accept a lower amount for very low-risk vendors, but we may require higher cover for higher-risk activities.
You must send us proof of insurance on request. If you do not provide it when asked, we may cancel your booking or refuse access without refund.
Your stock, equipment, money, devices and personal belongings are not covered by our insurance or the NEC’s insurance.
16. Staff, helpers and conduct
You are responsible for everyone working on or helping with your stand.
Please make sure they understand and follow these terms, the vendor guide and event instructions.
Everyone must treat attendees, vendors, guests, performers, staff, volunteers, security and NEC staff with respect.
We will not tolerate harassment, bullying, intimidation, discrimination, aggressive behaviour, unsafe behaviour, misleading selling, or anything that makes others feel uncomfortable or unsafe.
We will remove anyone who behaves inappropriately, and no refund will be issued.
17. Sales and customer service
You are responsible for your own sales, pricing, payment systems, receipts, refunds, returns, tax, stock control and customer service.
Prices must be clear and products must be safe, lawful and as described.
You are responsible for dealing with complaints, refunds, product faults, chargebacks, consumer rights issues and after-sales enquiries relating to your products.
18. Internet, card machines and payments
You are responsible for your own payment systems.
Although the NEC makes reasonable provision, we cannot guarantee Wi-Fi, mobile signal, internet speed, power or card machine connectivity. Please have a backup payment method.
We are not responsible for lost sales caused by technical issues, connectivity problems or payment system failure.
19. Photography, filming and promotion
You may take reasonable photos and short videos of your own stand for your own promotion, as long as you do not block aisles, film private conversations, disrupt the event, or capture people in an intrusive way.
You must not professionally film, live stream, record panels, record performances, record guests, or use the NEC as a filming location without our written permission. NEC approval may also be required.
You agree that we may photograph or film the event, including vendor areas, for marketing, press, archive and social media.
20. Signage and displays
Your signage and displays must be safe, tidy, suitable and professional.
You must not attach anything to NEC walls, floors, doors, glass, pillars, fixtures or fittings unless we and the NEC have approved it in writing.
We or the NEC may ask you to remove or change signage or displays.
21. Cleaning, rubbish and damage
Please keep your space clean and tidy.
You must remove all stock, rubbish, packaging, boxes, rails, stands, tape, fixings, marketing materials and personal items by the final exit time.
Do not leave pallets, crates, stand materials, unwanted stock or rubbish behind.
If you leave items behind, cause damage, require extra cleaning, or cause us to incur NEC charges, you will be required to reimburse us for the full cost.
22. Parking, loading and deliveries
Parking, loading and delivery arrangements are controlled by the NEC and may change at any time. You must follow the instructions we or the NEC give you.
We are not responsible for parking charges, fines, towing, vehicle damage, delays, missed loading slots or delivery failures.
Please do not send deliveries to the venue unless we have confirmed the process in advance in writing.
23. Restricted items and activities
Unless we and the NEC approve them in writing, you must not bring, sell, display, sample or use:
- food and drink (except for personal use)
- alcohol;
- weapons, realistic weapons or unsafe props;
- naked flames, smoke, haze or pyrotechnics;
- animals, except assistance dogs;
- gambling, raffles or prize draws requiring legal permission;
- counterfeit, bootleg or infringing goods;
- hazardous, flammable or dangerous materials;
- loud sound systems;
- large structures, rigging or suspended items;
- anything requiring specialist venue approval.
24. Legal compliance and data
You must comply with all laws that apply to your products, services and activities.
This may include consumer law, product safety, food safety, allergen rules, trading standards, tax, data protection, employment law, copyright, trade marks, music licensing and advertising rules.
If you collect attendee data, such as names, email addresses, competition entries or mailing list sign-ups, you must comply with UK data protection law and only use the data properly.
25. Our right to remove or refuse a vendor
We may refuse entry, suspend trading, remove products, close your stand or ask you to leave if:
- you breach these terms;
- you breach NEC rules;
- you do not provide required insurance or documents;
- your products are not approved;
- your conduct is unsafe or inappropriate;
- you fail to follow instructions;
- you create a risk to the event, attendees, vendors, us or the NEC;
- the NEC requires it.
If this happens because of your breach, no refund will be given.
26. Liability
You are responsible for your stand, stock, equipment, money, devices, products, staff, helpers, contractors and personal belongings.
We are not responsible for loss, theft or damage to your property unless caused directly by our negligence.
We are not responsible for lost sales, lost profit, travel costs, accommodation, stock costs, staffing costs, production costs, missed opportunities or indirect losses.
You agree to reimburse us for any losses, claims, costs, NEC charges, damages, complaints, legal costs or expenses caused by your breach of these terms, breach of NEC rules, products, conduct, damage, legal non-compliance, IP infringement, or failure to leave on time.
27. Things outside our control
We are not responsible if the event is affected by something outside our reasonable control.
This may include severe weather, fire, flood, power failure, transport disruption, terrorism or threat, pandemic, illness, venue issue, legal restriction, strike, national mourning, emergency, safety issue, supplier failure or NEC decision.
We will always try to act fairly and reasonably, but we cannot guarantee refunds, compensation or reimbursement of your costs in these circumstances.
28. Use of Oh So Stagey Fan Fest Logo and Event Branding
We are happy for approved vendors to create event-inspired fan merchandise using the Oh So Stagey Fan Fest logo or branding, provided the design is submitted to us for approval before production or sale.
This is to help us make sure that any use of our branding reflects the culture, values and ethos of Oh So Stagey Fan Fest, and is appropriate for our audience and event.
Vendors must not produce, advertise or sell any product using the Oh So Stagey Fan Fest logo, name or branding without prior written approval from the Oh So Stagey Fan Fest team.
When using our logo or branding, vendors must:
- keep the logo clearly recognisable and not distort, stretch, skew, crop, rotate or alter its proportions;
- not recreate, redraw or modify the logo in a way that changes its structure or appearance;
- only recolour the logo where appropriate to suit the product design, provided the logo remains clear and legible;
- not use the logo or branding in any way that suggests the product is official Oh So Stagey Fan Fest merchandise;
- include a clear disclaimer on the product listing, signage or packaging stating that the item is fan-made and not official Oh So Stagey Fan Fest merchandise;
- only sell the approved product as part of their participation in Oh So Stagey Fan Fest, and not as a standalone product outside the event without further written permission.
Oh So Stagey Fan Fest reserves the right to refuse or withdraw approval for any design at its discretion, including where we feel the product does not align with the spirit, tone or values of the event.
29. Final bits
We may update these terms or issue further vendor instructions where needed for safety, legal, venue or operational reasons.
These terms are governed by the law of England and Wales.
By applying for, paying for or using a vendor space, you confirm that you have read and understood these terms and will make sure your staff and helpers follow them too.
Last updated: 29/7/26
