Terms and Conditions

NEW WINE FESTIVAL 2025 & LUMINOSITY 2025

BOOKINGS

1. 1. Payments include entry to New Wine Festival 2025 and/or Luminosity 2025 venues (subject to capacity), use of facilities and a camping pitch.
   2. Delegates booking to stay off site will receive a £40 reduction per ticket.
   3. Your ticket remains the property of New Wine and is a personal revocable license which may be withdrawn, and admission refused at any time.
   4. Any unacceptable behaviour likely to cause damage, nuisance or injury shall permit New Wine or the event hosts to request your removal from the premises.
   5. All tickets are non-refundable, including deposit.
   6. Delegates requesting a paper booking (this includes booking over the phone) will be subject to an additional administrative fee of £10 per person. Please add this to the appropriate rates to calculate total fees.
   7. Day ticket holders are permitted access to the site 7am-midnight only and are not permitted to stay overnight.
   8. It is your responsibility to check your booking, mistakes cannot be rectified later. It is also the responsibility of the delegate to inform New Wine of any changes to personal contact details including a current valid email address which is the preferred New Wine contact media.
   9. An unsuccessful volunteer team application does not guarantee you a delegate place. If you are unsuccessful in your team application, you will need to purchase a delegate ticket. Any delegate tickets are subject to availability at the time of purchase.
   10. As a condition of sale the ticket holder consents to being filmed, photographed and recorded for television, radio, webcast and other communication to the public in any medium and/or for any video, DVD or similar or any projection or digital mapping as part of the audience, and/or by any CCTV cameras and recordings operated by or on behalf of and made by or on behalf of New Wine Events for public safety and security purposes.

CANCELLATIONS AND REFUNDS

1. 11. All fees paid will be forfeited in the event of delegate cancellation – we strongly recommend you take out travel insurance.
   12. In the event of New Wine cancelling New Wine Festival 2025 or Luminosity 2025 due to “circumstances beyond our control” (definition in terms below), then ticket places and fees may be transferred to an alternative event without additional charge. Where delegates do not wish to hold their place for an alternative event, the ticket fees will be fully refunded.
   13. We are unable to offer refunds in the event of changes to the programme or speakers.
   14. For any refunds processed, New Wine has no liability for costs incurred by delegates beyond those of the event ticket fees.
   15. In person event tickets can not be exchanged for online event tickets and vice versa.
   16. In the event of changes to the programme or speakers, we are unable to offer refunds.

RIGHT TO ADMISSION

1. 16. New Wine may be required to introduce certain conditions to entry to events to comply with national or local authority rules or regulations, or to comply with health and safety advisers and insurers. This could include proof of relevant vaccination, test results, or similar, before admission. New Wine may refuse admission in the event of non-compliance and/or insufficient proof and/or a positive test result. A refund of the face value of your ticket(s) will be considered if admission is refused on these grounds and may be given dependent on the individual circumstance.
   17. New Wine reserves the right to search attendees’ bags upon entry as needed (for example, if we’re instructed to do so by the local authority). If this is the case, we ask for you to comply with searches and any inappropriate items (weapons, illegal substances, fireworks or other items we deem inappropriate) will be confiscated without compensation.
   18. Any person in possession of illegal substances, contraband goods or offensive materials, may be refused admission or ejected. Anti-Social or dangerous behaviour will not be tolerated, and we reserve the right to eject people from the event without refund or compensation.
   19. Where we detect actions that are illegal or criminal in nature, we will report them to the police. Any acts of vandalism to the venue or any of the structures therein will result in the persons involved being evicted from site, pending future criminal and/or civil prosecution to recover the costs of the loss or damage.

PAYMENT DEADLINES

1. 20. A minimum of 50% of each ticket fee must be paid as a first instalment to secure tickets. This is non-refundable.
   21. For Early Bird rates, you must pay at least the first instalment (50% of each ticket) upfront follow by all remaining fees being paid by 1 April 2025.
   22. Ticket fees increase to the standard rate once the flash sale or early bird tickets have sold out. You may still pay in instalments up until 1 April 2025, when all remaining fees are due. After 1 March 2025, full fees must be paid at the time of booking.
   23. Any tickets not paid in full by 1 April 2025 will be cancelled. All fees paid will be forfeited in the event of delegate cancellation. If New Wine cancel the event, tickets and fees can either be transferred to an alternative event without additional charge, or fully refunded.

TICKET TRANSFERS

1. 24. Delegate places can only be substituted like for like when received by New Wine in writing, from the booking contact.

CAMPING

1. 25. Please select the group you’d like to camp with when booking. Changes to your selection or accommodation can be made until 6 April pre-event. After this date, we cannot guarantee that you will be able to camp with your church group.
   26. If you would like to be linked to another camping group please email info@new-wine.org by 1st April but note that we cannot guarantee to meet all requests for different church groups particularly if they are large groups, to be camped together.
   27. Please note that villages are usually made up of several different church groups.
   28. A limited number of electrical hook-ups (1x 16A camping hookup) are available for the infrastructure and power fee of £150 once bookings open. These may sell out before the event. In some instances, EHUs can be provided via a bursary where lifesaving or emergency medical equipment is needed up until June 2025. To apply for the bursary discount, please email info@new-wine.org to discuss this further with us. All medical EHU bursary applications must be received by 1st June 2025.
   29. New Wine is unable to guarantee electric hook-ups for mobility scooters. We advise that delegates bring a spare battery and we will provide a central charging point for these.
   30. We will not be able to provide any electrical supply to you whilst onsite if it has not already been added to your booking

UNDER 18s

1. 31. Children under the age of 18 must be booked on to the event with, and be accompanied by, an adult aged 21 or over.
   32. Children are allocated to the appropriate children’s groups according to their age or school year on 30 July 2025. Unfortunately, we cannot accept transfer requests for different children or Luminosity groups.
   33. When not in New Wine children’s venues, children are the responsibility of their parents or youth leaders. Always know where your children are, who they are with and when they are expected back. Please see our safeguarding policy.

PETS

1. 34. Pets are not allowed on site except working guide or assistance dogs. The definition for New Wine purposes is that pertaining to dogs provided to individuals living with disabilities or long-term health issues via:
   • Canine Partners,
   • Dog A.I.D,
   • Dogs for the Disabled,
   • Hearing Dogs for Deaf People,
   • Guide Dogs,
   • Medical Detection Dogs, and
   • Support Dogs.These seven charities have been accredited by Assistance Dogs International (ADI) to ensure that those with medical conditions maintain the highest standards of training for their assistance dogs in order to perform their duties, and are hence the only category of dogs allowed on site by New Wine.

SAFEGUARDING

1. 35. There will be official photographers on site at New Wine Festival 2025 and Luminosity 2025. Delegates may feature in these images, which will be used for our website, magazine and on social media channels. If you do not wish your child to be photographed, you must submit a letter stating this to the Team Leader of their children’s group during registration.
   36. You are required to inform New Wine if you are subject to a safeguarding agreement with your home church, please email info@new-wine.org with details.
   37. While on site, you are obliged to co-operate fully with site security, stewards and New Wine staff, and to adhere to rules and safety regulations set out in New Wine communications before and during the event.
   38. If requested by the church/camping group leader, we will provide a list of delegate names who have selected to camp with that church/group. If you would prefer not to have your name disclosed in this way, please let us know at info@new-wine.org
   39. All New Wine Events operate within the guidelines of our Safeguarding Policy, which will be overseen by our safeguarding leads at each event.

GENERAL TERMS & CONDITIONS FOR ALL OTHER EVENTS (also see event-specific terms on individual event pages)

1. 40. Tickets are transferrable but non-refundable.
   41. In the event of changes to the programme or speakers, we are unable to offer refunds.
   42. New-wine.org links to both internal (New Wine) and external (non-New Wine) websites. We select links that are relevant to the New Wine vision and values and may support the wider ministry of the churches in the New Wine family.
   43. Some links will be provided by external organisations as part of an advertising campaign selected by New Wine so that revenue from such a campaign can be used to support the New Wine ministries. Some of our external links may be to websites which also offer charitable or commercial services, such as requests for donations and other online purchases
   44. New Wine is not responsible for the content of external websites. This is because:
   • New Wine does not produce them or maintain/update them
   • New Wine cannot change them and they can be changed without New Wine knowledge or agreement
   45. The inclusion of a link to an external website from new-wine.org should not be taken as an endorsement of that website or the site’s owners (or their products/services).

NEW WINE FESTIVAL 24

(as of February 2024)

1. All New Wine advertisers/exhibitors/sponsors must be aligned with New Wine’s vision and values. New Wine reserve the right to undertake all available checks to ensure that advertisers’ religious doctrines and practices comply with the teaching of the Christian Church. Any advertising not aligning with New Wine’s vision and values will be removed. The booking fee may not be returned.
2. Registered charities should be in good standing with the Charity Commission. New Wine cannot accept potential advertisers who may be in dispute with the Commission or under investigation until a positive outcome can be proven.
3. If advertisers are not affiliated with an established Christian denomination, they must be able to demonstrate a good understanding of the Christian faith.
   

   EXHIBITING

4. Once confirmed, the full sponsorship/exhibiting/advertising costs must be paid before the deadline communicated. Non-payment before the deadline will result in your application being cancelled.
5. During the application process, specific locations for the Exhibition Huts are selected. Once a Hut has been booked, it will no longer be available for selection. New Wine is unable to accommodate any requests for Exhibition Huts that have already been booked.
6. The exhibitor is responsible for ensuring everything filled out in the application form is correct and up-to-date.
7. All adverts on the Exhibition Hut or within it must comply with the British Code of Advertising Practice and not contravene any of the provisions of the Trade Descriptions Act 1968.
8. Two free transferable tickets are given for each manned Exhibition Hut size 3m x 1.5m x 2.2m.
9. For Exhibitors who would like their family to attend New Wine Festival ‘24, tickets are available to purchase through our booking system. All under 18-year-olds must have a responsible adult (18 years or older) on site who is not serving on a Team or as a Stand representative.
10. New Wine reserve the right to make further enquiries of any Exhibition Hut representative to deem suitability to exhibit.
11. Exhibitors may only sell, sublet, advertise or share spare with any other organisation with prior written consent from New Wine.
12. New Wine will provide floor space as requested; which includes an Exhibition Hut 3m x 1.5m x 2.2m.
13. Tables and chairs can be pre-booked using the application form. New Wine cannot accommodate requests made on the day of the event.
14. St Andrews Bookshop has the sole franchise for selling books, CDs and resources at all New Wine events. Any products sold by St Andrews Bookshop cannot be sold on your stand during the period they have booked to exhibit.
15. The exhibitor must contact New Wine 30 days before the event if they are considering selling books/CDs at their stand.
16. The stand cost does not include food passes. It is the responsibility of the exhibitor to accommodate food for their team.
17. All exhibition representatives on-site must always have a valid event pass. Transferable passes (included in the cost of your booking) are valid for one person at any time.
18. All exhibitors must complete their camping requirements (camping/size of tent/camping with a church etc.) via the New Wine booking system. A link will be provided once your application has been accepted. This must be completed by 1 June 2024. New Wine cannot guarantee camping space after this date. If the exhibitor is staying off-site, no action is needed regarding accommodation.
19. All stand representatives must be over 18 years of age.
20. New Wine reserves the right to relocate or remove exhibition space, close or move entrances and exits and adjust exhibition space before and during the event.
21. The exhibitor is responsible for ensuring that any non-UK citizen holds the correct Visa to undertake this role. New Wine does not take on any employment responsibilities for exhibitors.
22. Exhibitors must take all reasonable steps to confirm that exhibition representatives are suitable and behaviour to attend this family event and are not disqualified by any illegal activity. All exhibitors must be reference checked before arriving on site. New Wine reserve the right to refuse admission to stand representatives and carry out spot checks to ensure these conditions have been met.
23. Exhibitors may not begin dismantling before the time communicated.
24. The Exhibitor Huts must be manned during opening hours of the exhibition area except for specified ‘Unmanned’ Stands if available at the event. If an Exhibition Hut is not being manned, New Wine reserves the right to dismantle and remove the contents. No refund will be made.
25. New Wine cannot accommodate early delivery of exhibition items, and items should only be left behind for collection once you have left the event. New Wine will not be responsible for anything left behind that has been disposed of.
26. New Wine reserve the right to refuse or revoke the exhibitor’s rights to be on-site at any time. The exhibitor’s exhibition items will need to be packed away and closed. New Wine will refund the fee, or part of, as appropriate.
27. It is not compulsory but recommended that each exhibition representative wears a name badge with the exhibition representative’s name, organisation name and the organisation logo visible.
28. New Wine reserve the right to use photography, audio or visual recordings of your exhibition area and representatives for communication and marketing purposes.
29. No photography or filming of the delegates is allowed without permission from New Wine and without permission from the delegates being photographed if at a close distance. If the delegate is under 18, the parental guardian must be asked for permission.
30. Exhibitors are not permitted to use the New Wine Festival ‘24 App for Marketing purposes.
31. Exhibitors must adhere to the volume levels New Wine staff and volunteers regulate.
32. All exhibitors are solely responsible for purchasing relevant licenses for music or copyrighted materials played or used in their exhibit.
33. New Wine will not be held liable for any theft, lost or missing items. The exhibitor is responsible for having adequate insurance or a system for removing valuable items when the exhibition area is unmanned.
34. Exhibition huts must be completely set up, and exhibitors must be ready to attend the exhibitors meeting on the first day of the event at a time specified in the advance information. 
35. Leafleting or canvasing for sign-ups outside your exhibition area is strictly prohibited. Aggressive or overzealous leafletting and canvassing for delegates will not be tolerated. In the case of young people under 18 years old, they can instigate a request to sign up with an Exhibitor themselves, but Exhibitors should not directly target them to sign up for anything unless asked. The New Wine staff and volunteers can confiscate leaflets or ask an exhibitor to cease or modify an activity if deemed inappropriate.
36. All storage space, exhibition furnishings, and exhibits must be confined to the area booked unless the exhibitor has paid for extra storage space.
37. Exhibitors are prohibited from sticking anything onto any of the walls in a way that would cause damage.  If wall decoration is prohibited at a venue, we will inform you.
38. Exhibitors are responsible for providing and removing all necessary furnishings.
39. Each Exhibitor Hut is equipped with one 13-amp power supply. If the total electrical equipment load exceeds 13 amps, an additional point must be purchased. Kettles, irons, or any other electrical devices that generate heat are not allowed.
40. Chairs and tables must be ordered in advance and not taken from any other area of the event. 
41. Exhibitors must provide adequate accreditation if they sell products labelled ‘ethical, organic, fairtrade, fair for life etc.
42. Exhibitors will be held responsible for any damage they cause to the property at the Bath & West Showground.
43. New Wine assumes no liability for damages caused to the exhibitor hut or its contents due to weather-related incidents.
44. The exhibitor must leave the exhibition space as they found it. Nothing must be left after the event has finished.
45. Showcase seminars and Sofa sessions, if available at the event, must remain within the allocated time. New Wine has the right to stop the session if it exceeds the time frame.
46. Showcase seminars and Sofa sessions, if available at the event, must align with the visions and values of New Wine. New Wine has the right to cut short any session that does not.
    

    HEALTH & SAFETY

47. The exhibitor is fully responsible for safely assembling the stall and the maintenance during the event. The exhibitor is responsible for the health and safety of unloading and reloading stand equipment to make sure it is done risk-free.
48. New Wine requires the exhibitor to complete a full risk assessment document, which the exhibitor should complete and have available on site. This should ensure the safety of the team and the delegates and not infringe on the venue’s safety. New Wine has the right to complete a risk assessment of any stalls during the event and implement changes due to safety issues.
49. The exhibitor is responsible for their exhibition area and equipment health and safety compliance and for each exhibition representative.
50. All electrical equipment must have a current PAT certificate and comply with safety requirements; this includes laptops.
51. The exhibitor is responsible for ensuring that their exhibition space is always safe.
52. The exhibitor is responsible for ensuring that their exhibition space and anything related to it, including all merchandise, meet with current Health and Safety legislation.
53. It is the exhibitor’s responsibility to comply with any requests from New Wine representatives which are given to ensure the safety of the venue. This includes but is not limited to ensuring that all trailing cables are taped to the ground and that no item can cause an obstruction in a gangway, block a fire exit or cause any other hazard.
54. Exhibitors must have public liability insurance with a minimum cover of £5m. A copy will need to be produced on-site at New Wine Festival ‘24. New Wine cannot be held responsible for any damage, theft or loss of equipment or stock owned or loaned to exhibitors.
55. Exhibition equipment and decorations must stay in the dimensions applied for and cannot go over the space. Please remain in the allocated space to avoid eviction with no refund.
    

    FINANCE

56. Full Payment is due when your application for New Wine Festival ‘24 has been approved. Full payment must be paid by 1 June 2024. If full payment is not received by this time, New Wine reserves the right to re-sell the exhibition space. New Wine reserve the right to apply a 10% surcharge to any payment made after 1 June 2024.
57. For exhibitors in Exhibition Huts who are retailing products (taking payments for products at the event), in addition to the cost of any incidentals hired (e.g. chairs, tables, electrical supply), you will be charged the price of the exhibition space or 17.5% of your sales whichever is higher. If you are registered for VAT, 17.5% will be charged against your net sales. Retailers are expected to disclose weekly takings straight after the event to aid verification and administration. Retailers are also required to record income in as much detail as possible and, ideally, to provide till receipts or similar records. Confirmed figures must be submitted by 30 August 2024, with full payment due by 5 October 2024.
58. VAT will be charged for exhibitors. VAT will also be charged for all advertisers and sponsors.
    

    CANCELLATIONS

59. Cancellations must be received in writing and incur a cancellation fee of 50% if received 90 days before the event starts.
60. No refund can be given if the exhibitor or sponsorship of the event is cancelled within 90 days of the event starting.
61. New Wine reserve the right to cancel an organisation’s booking at any time, before and during the event, and is not responsible for any losses.

NEW WINE LEADERSHIP CONFERENCE 25

(as of August 2024)

1. All New Wine advertisers/exhibitors/sponsors must be aligned with New Wine’s vision and values.  New Wine reserves the right to undertake all available checks to ensure that advertisers’ religious doctrines and practices comply with the teachings of the Christian Church. Any advertising that does not align with New Wine’s vision and values will be removed. The booking fee may not be returned.
2. Registered charities should be in good standing with the Charity Commission. New Wine cannot accept potential advertisers who may be in dispute with the Commission or under investigation until a positive outcome can be proven.
3. If advertisers are not affiliated with an established Christian denomination, they must be able to demonstrate a good understanding of the Christian faith.

EXHIBITING 

4. For the New Wine Leadership Conference, once approved, the full payment of sponsorship/exhibiting/advertising costs must be paid before the deadline communicated for stand space to be confirmed.
5. It is the exhibitor’s responsibility to make sure everything filled out in the application form is correct and up to date.
6. All adverts on the stand must comply with the British Code of Advertising Practice and not contravene any of the provisions of the Trade Descriptions Act 1968.
7. New Wine reserves the right to make further inquiries of any stand representative to deem suitability to exhibit.
8. Exhibitors may not sell, sublet, advertise, or share space with any other organisation without prior written consent from New Wine.
9. New Wine will provide floor space as requested; no shell scheme or wall space is provided.
10. 10.Exhibitors are prohibited from sticking anything onto any of the walls.
11. The exhibitor is responsible for knowing the people who will manage the stand during the period they have booked to exhibit.
12. Tables and chairs can be pre-booked using the application form. New Wine is not able to accommodate requests made on the day of the event.
13. St Andrews Bookshop has the sole franchise for selling books and CDs at all New Wine events. Any products St Andrews Bookshop sells cannot be sold on your stand.
14. 14.The exhibitor must contact New Wine before completing the application form if they are considering selling books/CDs at their stand. Once agreed with New Wine, exhibitors have a limited stock of resources to sell, in total, they are only able to have 10 resources (DVDs, books or CDs).
15. The stand cost does not include food passes for exhibiting at any of New Wine’s events. It is the responsibility of the exhibitor to provide food for their team.
16. Leafleting or canvasing for sign-ups outside your stand area is strictly prohibited. Aggressive or overzealous leafletting and canvassing for delegates will not be tolerated.
17. Exhibitors should not directly target young people under 18 years old; they can instigate a request to sign up with an Exhibitor themselves, but they cannot be approached directly. 
18. The New Wine team will ask an exhibitor to cease or modify an activity if deemed inappropriate.
19. All stand representatives on-site must always be in possession of a valid New Wine pass. Two exhibitor passes per stand are included in your booking price. Additional passes can be purchased through the New Wine booking system.
20. Music played in the Exhibition Space must have the appropriate licenses in place. The Exhibitor or Sponsor will cover any breaches of licensing laws and fines incurred.

FINANCE 

21. Full Payment is due when your application for the New Wine Leadership Conference has been approved. New Wine will invoice you for the amount owed. Full payment must be paid by 1 February 2025. If full payment is not received by this time, New Wine reserves the right to re-sell the stand space. New Wine reserves the right to apply a 10% surcharge to any payment made after 1 February 2025.
22. New Wine does not have subsidised spaces available.
23. VAT will be charged for exhibitors. VAT will also be charged for all advertisers/sponsors unless New Wine is in receipt of a duly authorised exemption request.

CANCELLATIONS 

24. All cancellations for Partners must be received in writing.
25. Cancellations must be received in writing and incur a cancellation fee of 50% if received 60 days or more before the event starts.
26. No refund can be given if the exhibitor or sponsorship of the event is cancelled within 60 days of the event starting unless New Wine is able to source a replacement.

EVENT CANCELLATION

27. The Organiser reserves the right to cancel the Event for any reason.
28. Unless it is impracticable to do so, the Organiser will consult with the Partner before deciding to cancel. 4.3.The Organiser will notify the Partner of the cancellation within two working days after the decision has been made.
29. The Organiser will not be in breach of this Agreement by virtue of the cancellation. This Agreement will automatically terminate on notification of cancellation to the Partner unless the Organiser can re-schedule the Event to a different date to which the Partner has agreed and the parties either agree that the Fee remains the appropriate fee for the re-scheduled Event or agree to vary the Fee. If the parties agree to a lower Fee for a rescheduled Event, the Organiser shall refund the amount of the difference in Fee (and any applicable VAT) to the Partner within five days following cancellation of the Event on the original date.
30. If the parties do not agree on a rescheduled date for the Event, the Organiser shall refund the whole Fee (and any applicable VAT) to the Partner within five days following cancellation of the Event.

HEALTH AND SAFETY 

31. The exhibitor is fully responsible for safely assembling the stall and the maintenance during the event. The exhibitor is responsible for the health and safety of unloading and reloading stand equipment to make sure it is done risk-free. Hi-Viz vests are mandatory for set up and set down for every exhibitor at this event.
32. New Wine requires the exhibitor to complete a full risk assessment document, which the exhibitor should complete, upload on our booking system, and have available at the event. This should ensure the safety of the team and the delegates and not infringe on the venue’s safety. New Wine has the right to complete a risk assessment of any stalls during the event and implement changes due to safety issues.
33. The exhibitor is responsible for their stand’s health and safety compliance and for each stand representative.
34. All electrical equipment must have a current PAT certificate and comply with safety requirements; this includes laptops.
35. The exhibitor is responsible for ensuring that their stand and anything related to it, including all merchandise, meet with current Health and Safety legislation.
36. It is the exhibitor’s responsibility to comply with any requests from New Wine representatives which are given to ensure the safety of the venue. This includes but is not limited to ensuring that all trailing cables are taped to the ground and that no item can cause an obstruction in a gangway, block a fire exit, or cause any other hazard.
37. Exhibitors must have public liability insurance with a minimum cover of £5m. A copy will need to be uploaded on our booking site and produced at the event if requested. New Wine cannot be held responsible for any damage, theft or loss of equipment or stock owned or loaned to exhibitors.
38. Exhibition stands must stay in the dimensions applied for and cannot go over the space. Please remain in the allocated space to avoid eviction with no refund.
39. The Exhibitor will be liable for any damage caused to the property at Harrogate Convention Centre by the exhibitor.
40. The exhibitor must leave the stand space as they found it. Nothing must be left after the event has finished.
41. At the New Wine Leadership Conference, all stands are supplied with a 13-amp power supply. If the total loading of the electrical equipment exceeds 13 amps, an extra point must be purchased. Kettles, irons or electrical items generating heat are not permitted.

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