Exhibitor Terms and Conditions
These terms apply to all exhibitors attending Liverpool Coffee Festival 2027. By submitting a booking and accepting a stand, the exhibitor agrees to comply with these terms, the Exhibitor Information Pack, all reasonable instructions issued by Liverpool Coffee Festival Ltd and any applicable venue rules.
1. Event details
Liverpool Coffee Festival 2027 will take place at Black Lodge Brewery, Liverpool, on:
Saturday 5 June 2027, 10am–4pm
Sunday 6 June 2027, 10am–4pm
Exhibitors must have their stands fully staffed, stocked and ready to trade before the festival opens on both days.
Exhibitors must not begin dismantling or packing down their stands before 4pm on Sunday unless instructed to do so by the Organiser.
2. Booking and payment
Submitting an application does not automatically guarantee an exhibitor space. Liverpool Coffee Festival Ltd reserves the right to accept or decline any application and to determine the most appropriate stand location and festival area.
A booking is confirmed only when:
Liverpool Coffee Festival Ltd has accepted the booking in writing; and
Full payment of the applicable exhibitor fee has been received.
Unless a different payment date is agreed in writing, all exhibitor fees must be paid in full by 30 April 2027.
If payment has not been received by this date, Liverpool Coffee Festival Ltd may cancel the booking and offer the stand to another exhibitor.
The stand may not be occupied by, transferred to, shared with or sublet to another business without prior written permission.
3. Exhibitor cancellation
All cancellation requests must be submitted in writing to livcoffeefest@gmail.com.
For cancellations received on or before 31 March 2027, Liverpool Coffee Festival Ltd will refund the exhibitor fee, less any non-refundable payment-processing charges.
For cancellations received after 31 March 2027, no refund will be provided.
Failure to attend the festival, late arrival, early departure or failure to comply with these terms will not entitle the exhibitor to a refund.
Liverpool Coffee Festival Ltd may attempt to resell a cancelled stand but is under no obligation to do so.
4. Load-in and vehicle access
Exhibitor load-in will be staggered during the following periods:
Friday 4 June 2027, between 10am and 4pm
Saturday 5 June 2027, between 7am and 9am
Exhibitors will be allocated or asked to select a load-in time. Exhibitors must follow all vehicle-access instructions provided by the Organiser or venue.
All exhibitor vehicles must be unloaded and removed from the event site by 9am on Saturday 5 June. Vehicles may not remain within the festival site during public opening hours.
Sunday exhibitor access arrangements and final load-out instructions will be confirmed in the Exhibitor Information Pack.
No stand may be dismantled before the festival closes at 4pm on Sunday 6 June. All exhibitor stock, waste and equipment must be removed by the stated load-out deadline.
Paid public parking is available close to the venue but is not operated or supervised by Liverpool Coffee Festival Ltd. Vehicles and their contents are left entirely at the owner’s risk.
5. Stand packages and presentation
Liverpool Coffee Festival Ltd will provide only the furniture, utilities and other items specifically listed in the exhibitor’s chosen stand package.
The exhibitor is responsible for providing all additional stock, equipment, fittings, decoration and signage required for its stand.
All items must remain within the exhibitor’s allocated space. This includes:
A-boards and freestanding signs
Flags and banners
Refrigerators and freezers
Display equipment
Furniture
Product displays
Promotional materials
Queuing or sampling equipment
Nothing may protrude into gangways, neighbouring stands, emergency routes or public circulation areas.
The area beneath and immediately behind a stand may be used for storage only where it does not create a fire, trip, hygiene or access risk.
Liverpool Coffee Festival Ltd may require the removal or repositioning of any item it considers unsafe, unsuitable, obstructive or inconsistent with the appearance of the event.
6. Stand allocation and alterations
Liverpool Coffee Festival Ltd will make reasonable efforts to provide the stand package and location booked by the exhibitor. However, the Organiser may make reasonable changes to stand positions, floor plans, entrances, layouts, festival zones or neighbouring exhibitors.
Such reasonable changes will not normally entitle the exhibitor to cancel or receive a refund.
No exhibitor is guaranteed exclusivity within a particular product category unless this has been expressly agreed in writing.
7. Permitted products and activities
Exhibitors may display, promote, sample or sell only products and services that have been disclosed to and approved by Liverpool Coffee Festival Ltd.
The Organiser may prohibit any product, activity, promotion, competition, demonstration, sound system or display that it considers:
Unsafe or unlawful
Misleading or offensive
Excessively noisy
Inconsistent with the festival
Likely to obstruct neighbouring exhibitors
Likely to damage the venue or festival reputation
Alcohol may not be sold, supplied or sampled without prior written approval from Liverpool Coffee Festival Ltd and compliance with all applicable licensing requirements.
8. Food safety and allergens
Each exhibitor supplying, preparing, handling, sampling or selling food or drink is responsible for complying with all applicable food safety, hygiene, traceability and allergen requirements.
This includes responsibility for:
Holding any required food business registration
Maintaining appropriate food hygiene procedures
Keeping food at safe temperatures
Preventing contamination and allergen cross-contact
Providing accurate allergen information to customers
Displaying or making available all legally required product information
Ensuring staff are appropriately trained
Maintaining clean equipment, utensils and service areas
These responsibilities also apply to complimentary food and drink samples.
Liverpool Coffee Festival Ltd may request evidence of registration, food hygiene procedures, allergen information or other relevant documentation.
9. Health, safety and electrical equipment
Exhibitors are responsible for the health and safety of their staff, contractors and activities.
Each exhibitor must:
Complete any requested risk assessment or safety declaration
Follow emergency, fire and evacuation procedures
Keep gangways and emergency exits unobstructed
Use equipment safely and in accordance with manufacturer instructions
Ensure electrical equipment, cables and extension leads are safe and suitable
Prevent trailing cables, spills, trip hazards and unsafe storage
Follow instructions issued by the Organiser, venue or emergency services
Electrical equipment may be inspected, and the Organiser may refuse the use of any equipment considered unsafe.
Gas appliances, cooking equipment, naked flames, smoke-producing equipment or high-powered electrical appliances may not be used without prior written approval.
The exhibitor must immediately report any accident, injury, fire, spill, equipment failure or other safety incident to the festival team.
10. Insurance
Exhibitors must maintain appropriate insurance for their activities throughout the festival, including public liability and, where products are supplied, product liability insurance.
Unless otherwise agreed in writing, exhibitors must hold public liability insurance with a minimum limit of indemnity of £5 million for any one occurrence.
Exhibitors with employees must also hold employers’ liability insurance where legally required.
Evidence of insurance must be supplied to Liverpool Coffee Festival Ltd upon request. Failure to provide satisfactory evidence may result in the booking being cancelled without refund.
11. Staff and conduct
Exhibitors are responsible for the conduct of their employees, representatives, contractors and guests.
All personnel must behave professionally and respectfully towards visitors, other exhibitors, venue staff and festival personnel.
Liverpool Coffee Festival Ltd may remove any person from the festival for conduct including:
Aggressive, abusive or threatening behaviour
Harassment or discrimination
Intoxication or unsafe conduct
Serious or repeated breaches of festival rules
Conduct likely to damage the reputation or operation of the festival
No refund will be issued where an exhibitor or its representatives are removed because of their conduct or breach of these terms.
12. Security and exhibitor property
Security will be present at the venue from Friday 4 June and during the festival period. However, the presence of security does not mean that Liverpool Coffee Festival Ltd accepts custody or responsibility for exhibitor property.
Exhibitors remain responsible for securing and insuring their stock, cash, equipment and personal belongings.
To the fullest extent permitted by law, Liverpool Coffee Festival Ltd is not responsible for theft, loss or damage to exhibitor property unless directly caused by the negligence of Liverpool Coffee Festival Ltd.
Items left overnight or in vehicles are left at the exhibitor’s own risk.
13. Damage and cleaning
Exhibitors are responsible for any loss, damage, excessive cleaning or repair costs caused by the exhibitor or its staff, contractors, equipment or activities.
This includes damage to property belonging to Liverpool Coffee Festival Ltd, the venue, the venue’s owners or operators, other exhibitors or members of the public.
Exhibitors must leave their allocated area clean, clear and free from stock, equipment and waste at the end of the festival.
Liverpool Coffee Festival Ltd may charge the exhibitor for reasonable repair, replacement, cleaning or waste-removal costs resulting from a breach of this requirement.
14. Liability
Nothing in these terms limits or excludes liability for:
Death or personal injury caused by negligence
Fraud or fraudulent misrepresentation
Any other liability that cannot legally be limited or excluded
Subject to the above, Liverpool Coffee Festival Ltd will not be liable for indirect or consequential loss, loss of profit, loss of sales, loss of anticipated business, loss of opportunity or reputational damage arising from participation in the festival.
Subject to any liability that cannot legally be limited, the total liability of Liverpool Coffee Festival Ltd arising from an exhibitor booking will not exceed the exhibitor fee paid for that booking.
Each exhibitor remains responsible for claims, losses, damage or expenses arising from its own products, activities, employees, contractors or breach of these terms.
15. Cancellation, postponement and changes by the Organiser
Liverpool Coffee Festival Ltd may postpone, relocate, shorten, extend or make reasonable changes to the festival where necessary for operational, safety, licensing or other legitimate reasons.
If the festival is postponed, the exhibitor’s booking and payment will normally be transferred to the replacement dates.
If the festival is cancelled and no replacement event is offered, Liverpool Coffee Festival Ltd will notify exhibitors of the refund or credit arrangements after taking account of any irrecoverable costs already incurred in delivering the event.
Liverpool Coffee Festival Ltd will not be liable for exhibitors’ travel, accommodation, staffing, stock production, equipment hire or other consequential costs arising from cancellation, postponement or alteration of the festival.
16. Events outside reasonable control
Neither party will be liable for a failure or delay caused by circumstances outside its reasonable control. These may include severe weather, fire, flood, epidemic, pandemic, terrorism, civil disorder, industrial action, government restrictions, transport disruption, utility failure, venue closure or an instruction from the police, emergency services or local authority.
Liverpool Coffee Festival Ltd will make reasonable efforts to notify exhibitors and minimise disruption.
17. Photography and promotion
Photography and filming may take place throughout the festival.
The exhibitor grants Liverpool Coffee Festival Ltd permission to photograph or film its stand, branding, products and representatives and to use this content for reasonable editorial, publicity and promotional purposes relating to Liverpool Coffee Festival.
Exhibitors must obtain any necessary permission from their employees, contractors or models appearing on their stand.
18. General provisions
The Organiser’s failure to enforce a term immediately does not prevent it from enforcing that term later.
If any part of these terms is found to be invalid or unenforceable, the remaining provisions will continue to apply.
Any amendment to an exhibitor’s booking or these terms must be agreed in writing by Liverpool Coffee Festival Ltd.
These terms and any dispute arising from them are governed by the laws of England and Wales. The courts of England and Wales will have exclusive jurisdiction.
Questions and cancellation requests should be sent to: