Terms and Conditions

Terms & Conditions for Wandsworth Arts Fringe 2024

  1. Definitions
  • Wandsworth Arts Fringe “WAF” is managed by Wandsworth Council “WBC”.
  • These terms and conditions relate to Wandsworth Arts Fringe 2024, an open access festival taking place digitally and all over Wandsworth borough from 7 - 23 June 2024.
  • The following Terms and Conditions are between WBC and the Event Organiser.


  1. Registration Payment
  • Event Organisers are requested to complete the registration payment and complete the registration form by Fri 16 February 2024, 5pm for the event to be confirmed as part of WAF 2024.
  • There is no further selection process to take part in WAF.
  • By completing registration, the Event Organiser agrees to accept and abide by any event rules of WBC and any other regulations provided as part of WAF.


  1. Venues
  • Although the WAF team might make introductions, it is the responsibility of the Event Organiser to secure the authorisation to perform in their chosen venue, be it indoor or outdoor.
  • It is the responsibility of the Event Organiser to communicate effectively on all levels with the venue and ensure that all the required information and requirements are shared and agreed with the venue management prior to the event.
  • Payment of a venue hire, if required, is the sole responsibility of the Event Organiser.


  1. Licenses, Insurances and Documentation
  • The Event Organiser is responsible for applying for and obtaining all relevant licenses and permissions for the event, including but not limited to: a temporary event licence; premises licence; TFL/public highways; minimum £5 million Public Liability Insurance; written permission to use the site from the owner or manager.
  • The Event Organiser must obtain and provide the correct permissions for any performance piece and image that have a copyright attached. 
  • The Event Organiser is required to provide an up-to-date, event specific, site specific and relevant Risk Assessment produced by a competent person.
  • This Risk Assessment must include a section on how the event organiser plans on ensuring that all their events are Covid-safe.
  • Where relevant. the Event Organiser is required to provide a Safeguarding Children and Vulnerable Adults policy.
  • Where relevant, the Event Organiser must adhere to the Criminal Records Bureau Disclosure Barring Services requirements.
  • The Event Organiser must operate the ‘Challenge 25’ policy with regards to the purchase of alcohol.


  1. Listing content
  • WBC reserves the right not to include any event which may be considered offensive under the Equalities Bill or risk legal action being brought.
  • WBC politely request that Event Organiser considers the guidelines and advice of The Committees of Advertising Practice (CAP) when preparing their listing content.
  • WBC reserves the right to correct spelling and grammar and to edit event descriptions to fit the style guide.
  • It is the responsibility of the Participant/Event Organiser/Artist to obtain all relevant and necessary legal permissions (in writing) for any material (including videos, music, images and text) related to their event.
  • The Event Organiser is responsible for inputting the correct copy/content/images onto the WAF website. WBC will not offer refunds for listings with incorrect information.
  • WBC will do their best to ensure the information in the WAF website and publicity material is accurate; however, WBC declines any responsibility in ensuring the accuracy of the information provided by the Event Organiser upon completion of registration.


  1. Ownership and Use of Artistic Material
  • All artistic material registered with WAF remains the property of the Artist.
  • All artistic material streamed through WAF will be recorded on Vimeo and remain on the WAF Vimeo Channel for as long as WBC sees fit.
  • All artistic content promoted through WAF will be published and remain on WAF You Tube Channel for as long as WBC sees fit.
  • By sharing its artistic content as part of WAF, the Event Organiser authorises WBC to use its material for promotional and marketing purposes.


  1. Images
  • At least 1 (one) event image should be submitted to WBC by Fri 16 February 2024, 5pm; this can be uploaded through the registration area at the time of registering.
  • Event Organisers are responsible for obtaining the right to use all the images that they upload on the Wandsworth Arts Fringe website. Any costs incurred by WBC due to non-compliance with copyright regulations will be re-charged to the participant with an added 20% administration fee.
  • WBC is not responsible for the quality of images submitted by Event Organisers.
  • WBC has the right to refuse an image that is of poor quality, not to the required specifications, incorrectly labelled or deemed to be offensive.
  • There is no compensation for failing to get images to WBC by the advertised deadline.
  • Where Event Organisers have failed to submit a suitable image for promotional print materials or website, WBC reserves the right to use a default image.
  • WBC politely requests that the Event Organiser includes the title of the event and the photographer credit in the name of all their images, and that the Event Organiser completes the description for visually impaired patrons for all images.
  • A guide to correct imaging is provided on the Wandsworth Arts Fringe website. Event Organisers must ensure they have read the terms and conditions for submitting images and advert artwork.


  1. Publicity and Distribution
  • Event Organisers are responsible for their own publicity, including the distribution and displaying of flyers and posters.
  • The correct logo credits should be included on all publicity (available to download from the website).
  • WARNING - Please note that fly-posting is illegal, and any costs incurred by WBC due to fly posting will be re-charged to the participant with an added 20% administration fee.


  1. Advertising
  • Event Organisers and Local Businesses may be offered the opportunity to book additional advertising via WAF channels. To request a Media pack, please email arts@wandsworth.gov.uk.
  • Once a booking has been made, it is the Advertiser’s responsibility to supply copy before the deadline.
  • WBC reserves the right to reject supplied advertising copy; this shall not be deemed in breach of contract but will require the advertiser or its agents to supply new copy.
  • An advertisement that cannot run because of late supply will be charged at the full rate.
  • WBC can accept no liability for any loss or damage caused by error or inaccuracy in the printing or omission of any advertisement.
  • WBC owns the copyright on all advertisements written or designed by them or their agents.


  1. Ticketing
  • WBC is not responsible for the ticket sales for the Event Organiser.
  • By registering an event through the WAF website, the Event Organiser commits to using WAF’s recommended Ticketing service.
  • Only in exceptional circumstances will the Event Organiser be allowed to run their own box office alongside WAF’s recommended ticketing provider’s. Please contact WBC for more details.
  • By selling tickets to a WAF event, the Event Organiser enters an agreement directly with the Ticketing provider and should refer to their Terms and Conditions.
  • It is the responsibility of the Event Organiser to provide WBC and its ticketing partner with the contact details for the person managing the sale of tickets for that event.
  • Events cancellations might incur a charge per performance cancelled. Please refer to WBC’s Ticketing provider’s Terms & Conditions for more details.
  • WBC is not responsible for any payments due to the Event Organiser, audiences, third parties e.g. artists, performers, venues, external promoters or box offices.
  • WBC reserves the right to retain any money made through ticket sales that is outstanding to Wandsworth Arts Fringe.


  1. Press and Promotional Tickets
  • It is courtesy for Event Organisers to offer 2 complimentary tickets to the Wandsworth Arts Fringe team, to be confirmed in advance.
  • It is courtesy for recipients of a WAF Grant to invite the Voluntary Service team and local Councillors to events taking place in their wards.
  • Event Organisers will manage their Press tickets independently through the WAF ticketing system, although WBC might request up to 2 press tickets per event. WBC will inform the Event Organiser of any press interest.
  • Multiple requests for tickets and occasional promotions will be at the discretion of the Event Organiser, except for the Multi-Buy promotion, which runs throughout the WAF programme.
  • Should WBC require tickets for promotional offers, WBC will contact the Event Organiser directly before doing so unless they have requested otherwise on the registration form.


  1. Cancellation or modification of event
  • Events cancelled before Fri 16 February 2024, 5pm will qualify for a refund of their registration fee.
  • The Event Organiser must inform WBC and its recommended Ticketing provider immediately of any necessary updates or changes to their event details.
  • WBC will endeavour to update any necessary changes correctly but cannot be held responsible for any mistakes for those changes made after registration has been completed.
  • WBC reserves the right to cancel or interrupt any event that does not advertise clear safeguarding information regarding age appropriate content, nudity, strong language or disturbing themes.
  • WBC reserves the right to cancel or interrupt any event that would commit libel or slander.
  • No refunds will be made as a result of a change or cancellation after Friday 16 February 2024, except when imposed by WBC at no fault of the Event Organiser.
  • It is the responsibility of the Event Organiser to publicise any change or cancellation as effectively as possible on the WAF website, at the venue and anywhere else the event may have been publicised.
  • Occasionally, inclement weather can disrupt an open-air event. Any decision to cancel the Event shall be taken by the Event Organiser. No refund shall be made in case of cancellation.


  1. Refunds
  • WBC will refund the registration fee if the Event Organiser cancels the event in writing (arts@wandsworth.gov.uk) before Fri 16 February 2024, 5pm. 
  • No refund will be offered to Event Organisers after that date, except if WBC cancels the festival or specific events.
  • Booked adverts will also be refunded in case of cancellation of the festival by WBC.
  • The Event Organiser is responsible for inputting the correct copy and image onto the WAF website. WBC will not offer refunds for listings with incorrect information.


  1. Data Protection
  • There are CCTV cameras within public facilities and within the parks and open spaces.


  1. Severability and Variation
  • WBC reserves the right to amend these Terms and Conditions from time to time when deemed reasonable and necessary to do so.
  • It is the responsibility of the Event Organiser to check the Terms and Conditions that apply to WAF2024.
  • WBC shall make all reasonable endeavours to put an alert on the WAF website if the Terms and Conditions have been amended.
  • WBC shall not be liable for failure to perform any obligation under these Terms and Conditions to the extent that the failure is caused by Force Majeure. For the purposes of these Terms and Conditions, “Force Majeure” means any cause beyond the WBC’s control including, without limitation, an act of God, war, insurrection, riot, civil disturbances, acts of terrorism (or the threat thereof), fire, explosion, flood, royal mourning, national mourning, theft of essential equipment, malicious damage, strike, lock out, storm, third party injunction, national defence requirements and/or acts of national or local governments.
  • Should any part of this agreement be declared unenforceable or invalid, the remainder of the Terms and Conditions shall continue to be valid and enforceable.
  • These Terms and Conditions shall be governed by English law and those bound by them hereby submit to the exclusive jurisdiction of the English courts in connection herewith.


  1. Disputes
  • Disputes between parties outside of Wandsworth Arts Fringe are not to be arbitrated by WBC and its relevant services. Any disputes relative to Wandsworth Arts Fringe will be dealt with in-house quickly and efficiently for all persons involved.
  • To report any complaint, please email arts@wandsworth.gov.uk or write to Wandsworth Arts Service, The Town Hall, Wandsworth High Street, London, SW18 2PU.


Completion of payment for registration indicates your acceptance of the Terms and Conditions above.

If you need advice on any of these areas or you are having issues with your registration you can contact WBC’s arts service at arts@wandsworth.gov.uk.

Wandsworth Arts Service, 29/08/2023