This page outlines our media terms and conditions for external organisations who work with us.
Chester Students’ Union will be referred to as; ‘CSU’, ‘we’, ‘our’ and ‘us’ for the purposes of these terms and conditions.
Year-round Media Terms & Conditions
1. Advertisement Terms
1.1 The completed booking form is a binding agreement, and the booking is chargeable. Refunds for cancellations can only be made if agreed by the media bookings team (studentopps@chester.ac.uk) in accordance with our cancellation policy.
1.2 Full details and requirements of the service you purchase (media specifications, dimensions, activity date etc.) will be agreed upon before the booking form is signed.
1.3 All advertisements will adhere to CSU’s advertising requirements found in Section 5 – Advertising Policy & Procedure.
1.4 All bookings must be paid within 30 days of the date of invoicing or by the day before the advertising activity takes place (if the booking was made less than 30 days prior to the activity date).
1.5 CSU shall accept no liability with regards to activity engagement figures. However, CSU will offer advice on best days/times (based on availability) if requested.
1.6 CSU reserves the right to refuse any booking, with or without explanation.
1.7 Advertisers must only promote their own products or services; bookings will not be accepted if a third party is advertised. For on-site promotions, if a stallholder is found promoting a third party, they will be asked to leave or removed from the premises if required.
1.8 All artwork for print or digital materials (unless otherwise agreed) must be provided by the client.
1.9 All advertising must comply with the British Code of Advertising Practice (2010) and the Trade Descriptions Act (1968), and any other acts or regulations that ensure advertising standards.
1.10 Advertising supplied must not infringe any copyright or intellectual property, and must not be deemed defamatory, fraudulent, misleading, or false.
1.11 CSU cannot accept responsibility for damage to, or loss of, photographs or advertising mediums.
1.12 CSU accepts no responsibility for the content, accuracy, or reliability of any advertisements or promotional materials displayed on its premises or platforms. CSU shall not be held liable for any transactions, agreements, or outcomes arising from such advertisements or promotions.
1.13 For onsite activity: in order to comply with Health & Safety requirements, you must ensure that all of your electrical equipment is PAT-tested, in good working condition and maintained properly.
1.14 Copies of risk assessments, food hygiene certificates (if applicable) and public liability insurance for any onsite activity must be provided prior to taking place. CSU reserves the right to request other documents/licenses that are relevant to your advertising activity.
1.15 Where a signatory does not have the necessary authority to make purchase orders or bookings and has signed this booking, CSU reserves the right to pursue the signatory for any claim for outstanding monies.
1.16 This agreement shall be subject to English law and the jurisdiction of the English Courts.
1.17 Any personal information you give to us will be processed in accordance with the General Data Protection Regulations. If you require any further information as to how we will store your contact information, please contact the Data Protection Officer at CSU – csudata@chester.ac.uk.
2. Cancellation Policy
2.1 All cancellations must be notified in writing to the media bookings team at CSU (studentopps@chester.ac.uk) by the client. The date on which it is received will be deemed the date on which the cancellation is effective. There are no exceptions. The following amounts are refundable in the event of a cancellation*:
- More than 30 days before the activity date – 100% refund
- Between 15 and 30 days before the activity date – 50% refund
- Less than 15 days before the activity date – No refund
*at the discretion of the media bookings team
2.2. In the event of a postponement by CSU and outside of the client’s control, the booking will be retained and carried over to a reorganised activity date OR full refunded if CSU cannot fulfill your booking because of this.
Welcome Fair Terms & Conditions
1. Welcome Fair Terms
1.1 The completed booking form is a binding agreement, and the booking is chargeable. Refunds for cancellations can only be made if agreed by the media bookings team (studentopps@chester.ac.uk) in accordance with our cancellation policy.
1.2 Full details of the event will be sent to you two weeks at the latest prior to the date. It is your responsibility to ensure that you have received these details.
1.3 Stall positioning will be allocated at random, in accordance with the level of stall purchased.
1.4 Food sampling may be permitted on application – please indicate your intention to distribute samples on your booking form. Copies of food hygiene certificates will need to be provided.
1.5 CSU shall accept no liability with regards to attendance figures at Welcome Fair.
1.6 Exhibitors must only promote products and services in the immediate vicinity of their stall (unless purchasing the ‘Fair Roaming’ package). Anyone seen distributing promotional material or collecting data elsewhere on the premises will be asked to leave and be escorted from the premises if required.
1.7 All bookings must be paid within 30 days of the date of booking or by the 7th October 2025 (if the booking was made less than 30 days prior to the event).
1.8 CSU will only accept one booking per organisation, unless booking with an agency who represents multiple companies.
1.9 CSU reserves the right to refuse any booking, with or without explanation.
1.10 Exhibitors may only promote their own products or services. Any stallholder found promoting a third party will be asked to leave and be escorted from the premises if required.
1.11 All promotional materials must be provided by the client.
1.12 All advertising must comply with the British Code of Advertising Practice (2010) and the Trade Descriptions Act (1968), and any other acts or regulations that ensure advertising standards.
1.13 Advertising supplied must not infringe any copyright or intellectual property, and must not be deemed defamatory, fraudulent, misleading, or false.
1.14 CSU cannot accept responsibility for damage to, or loss of, any advertising mediums used at Welcome Fair.
1.15 CSU accepts no responsibility for the content, accuracy, or reliability of any advertisements or promotional materials displayed during Welcome Fair. The Union shall not be held liable for any transactions, agreements, or outcomes arising from such advertisements or promotions.
1.16 CSU takes no responsibility for any inserts, leaflets and/or posters. You accept full responsibility for the quality and safety of any product that is supplied to the Union.
1.17 In order to comply with Health & Safety requirements, you must ensure that all of your electrical equipment is PAT-tested, in good working condition and maintained properly.
1.18 Risk assessments for activities during Welcome Fair must be provided prior to taking place.
1.19 Where a signatory does not have the necessary authority to make purchase orders or bookings and has signed this booking, CSU reserves the right to pursue the signatory for any claim for outstanding monies.
1.20 This agreement shall be subject to English law and the jurisdiction of the English Courts.
1.21 Any equipment or product stored overnight at CSU or hired location is at the entire risk of the exhibitor.
1.22 Any damage caused by an exhibitor to walls, ceilings or floorings, will be recharged.
1.23 Any personal information you give to us will be processed in accordance with the General Data Protection Regulations. If you require any further information as to how we will store your contact information, please contact the Data Protection Officer at CSU – csudata@chester.ac.uk.
2. Welcome Fair Cancellation Policy
2.1. All cancellations must be notified in writing to the media bookings team at CSU (studentopps@chester.ac.uk) by the client. The date on which it is received will be deemed the date on which the cancellation is effective. There are no exceptions. The following amounts are refundable in the event of a cancellation*:
- More than 30 days before the activity date – 100% refund
- Between 15 and 30 days before the activity date – 50% refund
- Less than 15 days before the activity date – No refund
*at the discretion of the media bookings team
2.2. In the event of a postponement due to circumstances outside of CSU’s control, your booking will be retained and carried over to the reorganised fair date with no further action required by you. CSU will postpone the event, advise stallholders accordingly and set a new date as soon as possible.
For our Media Data Privacy Policy, please read our Privacy Policy page.