Terms & conditions

About 3D2D Events

3D2D exists to provide craftworkers, makers and designers with tried and tested venues where they can exhibit their work and sell directly to the public. The origins of the organisation go back to July 1981 when the first Fair was held at the Assembly Rooms in Edinburgh. Since then, 3D2D has established a reputation for consistent standards with both the public and potential stallholders.

This year’s programme will consist of events with targets of between 60 and 120 stallholders depending on event. Careful selection of stallholders ensures that standards are kept high and that there is a broad mix of work on display.

3D2D is in the business of promoting homegrown talent; imported craft can be bought in every town and city these days and while it is often very good (and reasonably priced), there’s a richness and diversity in the work being produced in Scotland, and in Britain as a whole, that is unbeatable. This work needs constant exposure to remind the public that there are alternatives.

All the events that 3D2D organises, or participates in, are based in Scotland. 3D2D’s stallholders are however drawn from all over Britain and beyond, although the majority are based in Scotland.

There are several hundred active names on 3D2D’s database, with new faces and new work constantly replenishing those who move on.

Events are run by Philippa & Tiana Wilson-Buys, Mike Rankin-Clemments and Jennie Loudon, all active stallholders at 3D2D events. They are backed up by a small team at the events.

Office

You can usually speak to someone in the office between our opening hours of 10.00am — 1.00pm Monday to Thursday, though please remember we all run our own craft businesses too, so leave a message or email us if we’re not available.

0131 564 3232

info@3d2d.co.uk

www.3d2d.co.uk

3D2D Events Limited, Unit 2, Newbattle Abbey Business Park, Dalkeith, Midlothian, EH22 3LJ

Terms & Conditions

These Terms & Conditions form the basis of the agreement between us – 3D2D Events Limited – and you, the Exhibitor. When applying for an event, you must electronically sign that you agree to these. There may be Event specific terms included in each Info Pack. These also form part of these T&Cs

Social Media

We post on a regular basis throughout the year to build a relevant and engaged audience of potential customers. To achieve this, we would like to be able to share your social media content on an ongoing basis. The 3D2D accounts will follow your accounts and, alongside the content we create ourselves, we will share relevant posts. We encourage you all to be involved with our increased volume of social media posts on Instagram, Facebook & Twitter. Simply “like” them, re-post them or even better – leave a comment. This all helps the algorithms to boost and promote 3D2D which in turn will bring us more customers. It needs to be a group effort for our community. High quality square format product images should be sent to 3D2D for the opportunity to be featured in our social media and publicity material.

By submitting your application you automatically give 3D2D permission to share your social media content. If you do NOT want your content shared by 3D2D please let us know in writing.

Promotion

3D2D recognises that what ultimately really matters to stallholders are sales - those made on the day of the event itself, and almost as importantly for many stallholders, the level of follow-up business generated. Our promotional efforts must attract not only an impressive attendance but also the right kind of public. Targeting has always been important but it is becoming more so.

3D2D promotes its events thoroughly using many diverse methods: What’s-on listings in publications and online, newspaper and periodical advertising campaigns, press releases, the websites, social media, on-the-day signage and banners, mailshots and invitation cards, posters, flyers, brochures, and so on.

3D2D also has a year-round internet presence through our websites, Facebook, Instagram & Twitter. Increasingly, we will also be emphasising the message that 3D2D stallholders sell only what they themselves have made.

3D2D INFOPACK

Applying, Availability & Restrictions

You must fill in your application forms fully and electronically sign them. If you’re unsure, contact us.

You can apply for whatever you like. Bear in mind that Fairs are often very oversubscribed. The later you leave it, the less likely your application is to be successful.

Priority is not given to any type of application or applicant. Our overriding concern is the balance that is achieved and how this will be perceived by the public.

ONLINE APPLICATIONS

Our application forms are now online. Please do not share the link and password with other people as we only accept bookings from Exhibitors who have been passed by our panel. Allowing others access just generates office work for us, and they won’t be accepted.

The online forms are designed to be simple to use, and should only show you relevant information based on what stall size you chooose. We hope these forms make the booking process easier for everyone.

The online forms are new and whilst we endeavour to ensure they work correctly, in the event of a malfunction 3D2D reserve the right to alter terms, prices or withdraw the online application at any time.

First Allocations

Applications must be checked, grouped and logged when they arrive in the office. This can be a lengthy process. Nevertheless, we intend to have made the first batch of allocations in February.

Please note that we are not undertaking to allocate you everything you apply for by this date.

To maintain standards and to present a wide range of categories of work at each Fair, we do not operate on a first- come, first-served basis. Some applications will inevitably be held over and some will be turned down to maintain a good mix. Many, many application forms will of course be received after the initial set of allocations. They will be grouped and considered every week from then on. Some categories, such as jewellery, will be restricted if oversubscribed at an event.

How to Pay

To ensure commitment from stallholders, 3D2D requires full payment in advance of the event. Usually we ask you to pay in stages, with the first payment being due at the time of allocation. Each event has a further one or two payment dates. If booking after a payment due date, you need to pay the total amount due to that point.

In order to minimise bank charges and administration costs (eg: chasing unpaid invoices) we would prefer BACS payments, if this is not possible then post-dated cheques are acceptable. All payments must be made in full prior to the event.

If paying by cheque. please note that the payment accompanying your application will not be banked until we have allocated you space - and have informed you about it. We do not cash the cheque on receipt of the application.

It is often the case that events are oversubscribed - if we cannot offer you space, then your cheques will be destroyed.

Please note: all prices quoted on the Application Forms are inclusive of VAT at 20%

Confirmation of Bookings

Once you have sent in your Application Forms, you should not assume you have a firm booking until you receive confirmation from 3D2D. Since we do not operate a first-come, first-served system, allocating space can sometimes take time. If you need to find out where your application is in the process, you can always call or email the office - if you need to leave a message, someone will get back to you as soon as possible.

Please ensure you note the dates of future payments and pay promptly. Chasing late payments uses up huge amounts of office time and ends up making events cost more. Please help us help you by ensuring prompt payment.

Altering Applications & Allocations

Phone or email the office in the first instance. It’s easier to change an application for space before it has been processed and a decision has been made. But, if you want to change a booking once you’ve received confirmation, swap dates, or simply apply for more fairs, please make sure you get a confirmation from us that we have received your message/email/letter.

Cancellation of Your Booking

Cancellation of a booking after a confirmation has been sent out will result in a cancellation charge being levied. This is to cover some of the admin costs involved in this process.

In order to receive a refund of your stall fee (less the cancellation charge) a certain amount of notice must be given in writing (see below). Thereafter, refunds less the cancellation fee are discretionary, depending on whether your space can be re-let to someone in an appropriate craft category. Please note that when the date of a Fair approaches we have sometimes contacted everyone on our Waiting List.

Charge Notice Period

West End Fair. £50. 8 working weeks*

Royal Highland Show. £50. 6 working weeks*

Scone Game Fair. £50. 6 working weeks*

Assembly Rooms. £50. 6 working weeks*

Trades Hall Glasgow. £50. 6 working weeks*

Winter in the West End. £50. 6 working weeks*

Any other event. £50. 6 working weeks*

* a working week is Monday to Thursday, while the 3D2D office is open.

If your application is still pending – in other words, no confirmation invoice has been sent out – there is no charge for withdrawing.

Cancellation of an Event & Changes to Times, Venues and Dates

If a Fair is cancelled or prevented from taking place, or if a Fair’s location or duration is changed in any way that prevents the Exhibitor from taking part, for reasons outside 3D2D’s control (such as but not excluding fire, flood, subsidence, strong winds, malicious damage, pandemic, labour disputes, demonstrations, civil unrest etc) 3D2D will refund the Exhibitors unable to attend a pro rata share of the total amount paid by all Exhibitors at the Fair, less all costs and expenses incurred by 3D2D Events in connection with the Fair including a reserve, established at the sole discretion of 3D2D Events, for future claims and expenses in connection with the Fair, and 3D2D Events cannot accept any liability for other costs incurred by stallholders in connection with the Fair, with the exception stated below. The Exhibitors agree and acknowledge that they will have no further claim whatsoever against 3D2D Events in respect of such cancellation. A full explanation of any deductions made would be forthcoming in due course. Excluded from this is if a multi day event is cancelled for part of the event, in which case no refund will be made. For example, if a multiday event had to close due to strong winds for an afternoon, but other days went ahead as planned, no refund would be given.

If 3D2D chooses to cancel an event because it is under-subscribed, all stall fees will be repaid in full.

3D2D reserves the right, if reasonable notice has been given to stallholders, to change the date and opening times of an event and to change location or venue, without being liable to any claims by stallholders for loss or additional expenses. In such circumstances, stallholders are given the option of cancelling their booking and full refunds are given.

3D2D reserves the right to change the type of stand system at our events, if necessary. Measurements of stalls are approximate.

We reserve the right to cancel bookings at any time, for any reason. This is never a decision taken lightly. A full refund of your booking fee will be given if your booking is cancelled/deallocated by 3D2D Events prior to an event unless you are being deallocated due to late or non payment - Please see below. 3D2D Events shall not have liability to the Exhibitor for any other costs, such as but not limited to, refunds, additional expenses, loss of earnings, accommodation or transport bookings, rebooking fees, etc. The Exhibitors agree and acknowledge that they will have no further claim whatsoever against 3D2D Events in respect of such cancellation.

Non or late payment: If we are in the 6 week (8 weeks for West End Fair) period prior to an event and you have not fully paid for your stall as per the payment terms, 3D2D Events reserve the right to cancel your booking and retain any monies paid if the space is not resold in its entirety. If the stall is sold in its entirety 3D2D Events will refund you the full amount less an administration fee of 25% or £100, whichever is larger, to cover the administration costs of chasing late payments, advertising and reselling the stall space and any other related costs. At our discretion, you may also be removed from our mailing list. The Exhibitors agree and acknowledge that they will have no further claim whatsoever against 3D2D Events in respect of such cancellation.

Sharing Space / Group Stalls

Any number of people may take a share in a space, but each participant’s work must have been previously confirmed as acceptable by 3D2D. For reasons of expense or convenience, only one representative of a group need be present at any one time. A single booking and set of payments must be made by only one member of the group. 3D2D will not take multiple partial payments for one stall.

Selling Other People’s Work

The rule is that other people can sell your work on your behalf on your own stand but you cannot sell other people’s work if it has been bought in for re-sale or even if it is on a sale or return basis. Employees, friends and family can all look after your display in your absence and can be remunerated in any way you like. If you are in any doubt you should contact the office.

What You Can Sell on Your Stall

All work for sale on your display must have been submitted for prior approval by 3D2D and be detailed on your Application Form. Existing stallholders should note that approval must be sought before work in another category of craft is displayed (eg: a potter beginning to make jewellery).

No bought-in work is permitted for sale.

3D2D’s rule is that stallholders must be selling only what they themselves have made.

Bought-in materials, which form part of, or the basis for, a finished piece of work, are permitted if there is sufficient added design or craft input. 3D2D will be the sole judge of whether an item of work meets these criteria.

Any stallholders found to be breaking these rules regarding the origin of work on their display, will be asked to remove the work in question or if in the opinion of 3D2D the situation warrants it, be made to remove their display entirely.

Insurance

All stallholders must have product liability insurance, and public liability insurance for damage to property, and personal injury to third parties (eg: the public, venue staff, other contractors and stallholders). 3D2D cannot be held liable under any circumstance for loss or damage to stallholders property. Our public liability insurance does not cover you when you are occupying your stall space. You should contact an insurance broker or search on the internet for alternatives. For example: https://www.artistsunion.scot/insurance_and_other_benefits offer free insurance to members

Stall Sizes and space for displays etc

You need to ensure you book enough space to allow you to access your stall, get behind your table and have space for all your stock, displays, browsers, seating, stock etc, etc within the booked area. It is not acceptable to “spread” out into aisles or encroach on others’ stalls. Our licenses often require specific minimum aisle widths and flow. No part of your display, including yourself, should be outwith your allotted space (this includes browsers, display stands and seating), so when planning your stall please ensure you book enough space to suit your needs.

Tables

Due to huge transportation costs for moving hired tables to the more distant Fairs, we have introduced a nominal fee for tables at Scone and GRCH. This fee doesn’t cover our costs for the table, it merely offsets some of the transportation costs. For all events, please ensure you order the correct tables for your stall. We order in tables based on these bookings, so if you don’t book them on application, you may not get a table on the day.

Overnight Security

You will be able to leave your displays in place overnight at all our events, but entirely at your own risk. Depending on the event, either 3D2D personnel will be on site overnight, or electronic security systems will be in place.

You can stay on site at the Royal Highland Show and Scone, but only in officially designated campsites.

Electricity Allowances

Royal Highland Show: 100w per square metre.

All other fairs: 25w per foot of frontage, unless otherwise specified.

If you wish to use any item of equipment (other than lighting), you must seek permission first and inform us of the power rating of the equipment. Heaters or Kettles are not permitted as they overload the temporary circuits.

Power Failure

3D2D will do everything possible to ensure continuity of supply. If the supply needs to be restricted, 3D2D reserves the right to ask stallholders to cut back on the quantity of spotlights in use. As we use generators and other temporary power supplies, power supply is not guaranteed at all times.

Safety Restrictions

Adaptors are not permitted, but you may use 4-way or 6-way extension cables. These multi-way sockets must contain a 13-amp fuse and have a neon indicator.

3D2D reserves the right to ban the use of any piece of electrical equipment that is considered unsafe. 3D2D requires that all electrical appliances are submitted for regular portable appliance tests (PATs - lots of electricians and electrical shops provide this service) to ensure that the equipment complies with BS 3456.

Depending on how much space or frontage you have booked there is an allowance of so many watts for spotlight(s). 3D2D never charges for access to a power supply.

Other Craft Fair Organisers

3D2D is organising fewer events these days and would encourage stallholders to attend other events as much as possible in order to make a living. But you should bear two things in mind.

Stallholders should be quite clear that if another craft fair organiser uses the same venue as 3D2D, then in most instances you cannot do their event and 3D2D’s. You must choose. 3D2D sees little point in two organisers offering the same set of stallholders to the public at the same venue. 3D2D wishes its Fairs to be instantly distinguishable from other Craft Fairs at that venue.

3D2D also believes that there is no need for other craft fair organisers operating in Scotland to use the term “Craft & Design Fair” or “Art, Craft and Design Fair”. There are plenty of alternative names. To this end, 3D2D reserves the right to discriminate against any stallholder who supports an organiser who does use one of these terms, regardless of whether that organiser is using different venues or not.

Winter in the West End and other Events

We are looking into arranging other events throughout the year, in various venues. Setting in place proper agreements with these venues takes time, particularly with St Johns as such matters must pass through multiple committees multiple times. We will get out information about these as soon as possible.

When allocating stalls for Winter in the West End, priority will be given to stallholders who are supporting our other Christmas events. Specific Terms & Conditions will be issued for these.

Setting up & Dismantling

Stallholders must complete the setting up of their stall 15 minutes before the advertised opening time. If a stallholder is late and has not arrived within 15 minutes of the advertised opening time 3D2D reserves the right to remove or to allocate the stall to adjoining stallholders, without being liable to refund the late stallholder in any way. Please contact 0131 564 3232 and leave a message if you are experiencing problems These messages get sent to us and we can receive them on site.

No stall or display can be dismantled before the advertised closing time of the Fair, without the prior consent of 3D2D. Doing so is unacceptable behaviour and may affect your allocations for other Fairs.

Unacceptable Behaviour

Remember it’s not just your work that is on show. Your appearance and behaviour can have an effect on the public’s overall perception of an event. Please make every attempt to look smart, be attentive and, above all, approachable.

Long gone are the days when work just used to fly off the stall. You have to work at selling now. Thinking about and planning your display in advance is enormously important.

Reading, eating and looking at your phone while you're on your stall are particularly self-defeating behaviours. Such behaviour has to be noted by 3D2D and will perhaps influence future decisions about which Fairs you attend and where you are placed within a layout.

Exhibitors conduct towards Customers, Exhibitors, Staff and 3D2D Events is also important. We have zero tolerance of unacceptable behaviour, including but not limited to bullying, foul language, incitement, racism, sexism, homophobia, violence, or any other behaviour that could cause fear, alarm or distress.

All emails or communications between 3D2D Events and you are confidential and should not be disseminated to any other entity.

We reserve the right to cancel bookings at any time due to unacceptable behaviour, including but not limited to those above. A full refund will be given if cancelled by 3D2D Events prior. No refund will be given if you are removed from an event. 3D2D events shall not have liability to the Exhibitor for any other costs, such as but not limited to, refunds, additional expenses, loss of earnings, accomodation or transport bookings, rebooking fees, etc. The Exhibitors agree and acknowledge that they will have no further claim whatsoever against 3D2D Events in respect of such cancellation.

We reserve the right to update these Terms & Conditions at any time, without notice.