Advertising terms and conditions

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Please read the following terms and conditions

View our accepted payment terms (PDF 2MB)

Please read the following terms and conditions before you complete the booking form


  1. For the purposes of this agreement, the “Organisation” shall refer to Bucks Students’ Union of Queen Alexandra Road, High Wycombe, Buckinghamshire HP11 2JZ, United Kingdom – a registered charity in England and Wales (charity registration number 1144820, VAT number GB 669 0980 87).
  2. All references to the “Customer” in this agreement refer to any company, organisation or individual who shall enter into any purchase or hire agreement with the Organisation.
  3. The Organisation reserves the right to change these conditions, any agreements will be subject to the terms and conditions at the date and time of order. Copies of the appropriate terms and conditions are available by email from
  4. These terms and conditions are subject to English law and the jurisdiction of English Courts.



  1. The Organisation accepts payment by credit card, debit card, BACS or cash on collection/delivery.
    1. If the Customer is invoiced, payment must be received by the Organisation within 30 days from the date of the invoice or by the date of collection of hired equipment, or before the start date of training courses or events, whichever is earlier.
    2. Deposits may be taken at the discretion of the Organisation in advance of the hire of equipment and the provision or reservation of goods or services.
    3. Prices quoted exclude VAT with the exception of advertising and marketing media where prices are inclusive of VAT.
  2. Late payments will be subject to fixed charges and interest.
    1. Interest will be applied to any account not paid after 30 days from the date of invoice (or other relevant notification of charges due). The interest rate will be charged in accordance with the Late Payment of Commercial Debts (Interest) Act 1998. For consumer debts, interest will be charged at 8% per annum.
    2. Fixed late payment charges will be applied to all commercial debt exceeding the payment terms in accordance with the Late Payment of Commercial Debt Regulations 2002. For consumer debts, a fixed fee of £40 per invoice will be charged for late payment.
  3. The Organisation does not hold any Customer’s card details on file or store Customer financial information.


Contribution to activities

  1. Agreement by the Customer to make a contribution towards activities held by the Organisation will be subject to the payment terms detailed in 5.0-7.0.

Advertising and marketing

  1. The Organisation reserves the right to refuse distribution of any material deemed to be unsuitable. This includes, but is not limited to, material that contravenes the Organisation’s Equal Opportunities policy, which is available on request. Our decision is final.
  2. All media copy, the Customer provides, must be accurate, approved, legal, decent, honest, truthful and meet the standards of the Advertising Standards Authority. The Customer must own or have authority to use any trade name, trademark, British Service Mark or other quality assurance mark, logo or other material that is used in the copy. The Organisation shall not be held responsible if any of the aforementioned have been used without authority.
  3. Customers unsure about the suitability of promotions or any material can send a copy of the material, or an outline of the promotion, to the Communications and Marketing Manager at the address detailed in 1.0.
  4. The Organisation takes no responsibility for the content of any advertisements or promotions, and will not be held liable for any transactions that may be completed as a result of the promotion or advertisement.
  5. New Customers are required to make payment in advance. Once an account has been established, future orders will be invoiced and subject to the terms detailed in 5.0-7.0.
  6. All orders for the freshers’ fair must be paid in advance and settled before the event start date.
    1. Late payment may result in exclusion from the event and where relevant subject to the late payment terms detailed in 6.0.
  7. In addition to any statutory rights Customers may have to cancel an order, orders may also be cancelled in part or full by giving notice in writing to the Organisation. Notice must be received by the campaign start date or within 14 days of the date of the booking order – whichever is earlier.
    1. If the Organisation receives written notice to cancel an order more than 14 days after the date of the order, a cancellation fee equal to 25% of the charge for the media plus VAT (where applicable) will be applied
    2. The Organisation cannot accept a request to cancel the order if received after the campaign start date.
    3. Cancelling any part of the order means that the Customer is no longer eligible for a discount for multiple advertising and/or agency discount (if applicable).
  8. In the event that for any reason the Organisation shall cancel all or any part of a publication, or be unable to perform their obligation under the agreement, the liability of the Organisation shall be limited to the refund of any payments made by the Customer under the agreement.
  9. The Organisation shall accept no liability with regards to attendance figures to any event.
  10. The Organisation takes no responsibility for any inserts or leaflets included in the pre-freshers’ mailout.
    1. The Customer has full responsibility for the quality and safety of any inserts into the pre-freshers’ mailout on the Customers behalf.
    2. The maximum size and weight per leaflet insert into the pre-freshers’ mailout is A4 and 30g.
    3. Pre-freshers’ inserts must be delivered to the Organisation by the indicated deadline in distribution opportunities.
    4. Any inserts sent to the Organisation must be clearly marked for the attention of the Communications and Marketing Coordinator and sent to the address detailed in 1.0.
    5. The Organisation cannot accept responsibility for the loss or delay of any delivery that is not clearly marked. The full invoice amount will be chargeable if inserts are not included due to a delay caused by an incorrectly addressed delivery.
  11. At the freshers and re-freshers fairs, Customers may only promote their own products or services.
    1. Any Customer found promoting a third party will be asked to leave and be escorted from the premises, if required.
    2. Stalls or rented space may not be sublet. Only the named Customer attending any event, or on-site activity through the Organisation, may advertise their own products or services.
    3. Customers must only promote products and services from the immediate vicinity of their stall. Anyone seen distributing promotional material or collecting data elsewhere on the premises may be asked to leave.
    4. Customers are responsible for the security and safety of their property. The Organisation cannot be held responsible for damage or theft.
    5. Customers must not obstruct access to fire exits or appliances when exhibiting at any of the University premises. Customers must not endanger the safety of the Organisation or University staff, students or the general public.
    6. Customers may play music on stalls provided it is at a reasonable level and doesn’t interfere with the activities of other stalls or staff. If a member of staff from the Organisation or University asks for the music volume to be reduced, Customers must comply.
    7. Any damage caused by a Customer to backing boards, walls, ceilings or flooring, including any cleaning costs, will be recharged and subject to the terms detailed in 5.0-7.0.
    8. All aspects of a Customers stall, including the promotional material and staff, must comply with the Organisation’s Equal Opportunities policy.
    9. As part of our environmental accreditation, Customers are not permitted to distribute plastic bags at the event. Reusable or environmentally friendly bags are the preferred option.
    10. The Organisation will endeavour to provide access to electricity if requested when the booking is made. The Organisation will only provide access to a socket and any additional items (eg extension leads) must be provided by the Customer.  The Organisation cannot be held responsible for any issues experienced by loss of power through externally provided equipment or cables.
    11. Parking is only temporarily permitted in the area allocated for the purpose of loading or unloading. No vehicle is to be left, even temporarily, in such a manner as to block access to the Organisation’s or University facilities or safety/fire exit/entry points. No parking will be provided on any of our sites unless pre-arranged with the Communications and Marketing Manager and such arrangements have been confirmed. The Organisation cannot be held responsible for any parking violations issued on campus.
    12. Wi-Fi access can be provided if requested when the booking is made. To set-up a temporary account, the Organisation needs to provide the University IT team with a main contact name and email address. For security purposes, this should be an email address for someone that will be on-site during the activity or event.
    13. Due to the nature of the freshers’ fair, planning the layout of stall locations can change right up until the last minute. Whilst the Organisation endeavour to be accommodating and fair to all Customers, sometimes the size and complex layout of the event means that the location of a Customers stall won’t be communicated before arrival on the day.
  12. If you are supplying your own artwork you can send it to us by post using the address detailed in 1.0, email, or in person.
    1. Artwork for print should be sent at print resolution (300dpi), CMYK, fonts outlined, and ideally submitted as a PDF.
    2. Artwork for web or email should be screen resolution (72ppi), optimised for the web, and saved as a PNG, JPG or GIF. Website artwork should be supplied with a URL for the web ad to link through to.
    3. If any artwork is supplied and needs to be formatted to suit the media, this cost will be recharged back to the Customer and subject to the terms in 5.0-7.0.
  13. The Customer shall indemnify the Organisation against all loss, actions, costs, claims, demands, expenses and liabilities whatsoever which may incur either at common law or by statute in respect of personal injury to or death of any person or in respect of any loss or destruction of damage to property (other than as a result of any default or neglect of the Organisation or of any person of whom the Organisation is responsible) which shall have occurred in connection with any work executed by the Customer under this contract.
  14. Where a signatory does not have the necessary authority and has signed a booking form, the Organisation reserves the right to pursue any claim for outstanding monies from the signatory themselves.
  15. The Organisation reserves the right to refuse any unsuitable advertising copy.
    1. The Organisation does not accept responsibility for any loss or damage resulting from error, late publication, non-publication, or failure of any cause.
    2. Artwork can be returned if requested. However, the Organisation does not accept any responsibility for loss or damage, and is not an insurer for such articles.
    3. Advertisers must warrant that the information in their copy or artwork is accurate and not a breach of the Trade Descriptions Act (1968) or any subsequent Acts. The Organisation does not take any responsibility for inaccurate or misleading information.
    4. Corrections, changes and amendments must always be confirmed in writing.
  16. The Organisation has a number of exclusive contracts that form a customer veto list. This list prevents us from advertising any form of media from Customers offering the same or similar products/services or for ethical reasons. If you book any form of media that contravenes this list, the Organisation reserves all rights to cancel the order and offer a full refund of any money paid.
  17. Any company that collects data whilst promoting at the Organisation must be compliant under the Data Protection Act 1998.
  18. Any variations to the agreement and any special terms will only be effective if set out in a printed form issued by us or agreed by the Communications and Marketing Manager of the Organisation.