Terms & Conditions for Trade Stands Exhibitors are advised to read carefully the following Trade Stand Rules, Terms and Conditions before completing their Trade Stand Application Form and to retain this sheet for future reference.
GENERAL –
YOUR PITCH
- Application, Stand Allocation & Position – Sites will be reserved on receipt of a completed Application Form. The show will endeavour to site exhibitors in a fashion that two similar exhibitors aren’t next to each other. New exhibitors will be sited in position to suit the existing layout. The Shows word is final on all locations and applications.
2. Trading – Trade Stands are required to be open and manned on both days of the 2023 Show. Failure to turn up for both days may result in being banned from future Shows.
3. Stand positions – The Show has the right to move any trade stand. The Show Organisers decision is final on stand location.
4. Catering – Sale of food and drink, apart from the Food & Drink Area, no other exhibitors are permitted to sell food or drinks without written permission. Catering and Fast Food sites are let by tender, details from the Organiser. All catering operations and any trade stand offering hospitality must comply with Food Safety legislation
5. Charities – A limited number of sites are offered to local registered charities at a reduced rate, Charity Registration numbers must be included on the application form and will be checked with the Charity Commissioners.
6. Exclusivity and Franchises – The Society does not operate to any exclusivity or franchise restrictions, but to ensure the best selection of stands, the Society reserves the right to limit the number of traders offering similar products.
7. Games of Chance, Auctions, Leaflets and Demonstrations – Distribution of leaflets is not allowed outside of your stand area. No Auctions, Raffles or Tombola are permitted without written permission from the Organiser, which must be displayed. Demonstrations of small appliances, tools etc. will not be allowed. No exhibitor may call attention to his goods in such a manner to cause annoyance to other exhibitors or to the public, sales by Auction, Dutch Auction, Shouting, the use of amplification equipment or other unsuitable behaviour is prohibited. Anyone breaking this rule is liable to expulsion from the Show.
8. Identification & Data Protection – All exhibitors must clearly display on the stand, their Trading Name and Address. The details from the application forms will be retained on computer in the Show Office, but such data will not be passed on to other data banks. The name and address of every exhibitor will be printed in full in the Show Catalogue unless otherwise requested.
9. Insurance – All exhibitors must provide the Society with a copy of their PUBLIC LIABILITY INSURANCE POLICY. Exhibitors are advised to check that their insurance adequately covers the activities of their stand in respect of cover for loss, damage & public liability whilst taking part in the Show.
10. Liability – The Society accepts no responsibility for damage or loss to Trade Stands, equipment or vehicles on the Show Ground, nor will the Society accept responsibility for injury to exhibitors, staff and guests. Exhibitors are responsible for conforming with Health & Safety Act requirements and to the Society’s Safety Policy Statement
11. Pitch – details of the size of the Trade Stands, both on open ground and within Marquees appears on Show website, together with the price structure. Please ensure that you book sufficient space to allow for guy ropes, trailer drawbar, canopies, awnings and racks of stock, which must not project over your boundary line. Traders who need to draw stock from their vehicles must allow enough room to park them within the confines of their stand. If you need to manoeuvre a large vehicle or trailer on to your site, please allow for this or ensure that it is delivered to the site early in the week. The Show only provides the space booked by the exhibitor. Subletting of trade stand space is not permitted. The Show reserve the right to remove any tent or gazebo which they deem to be unsafe and at risk of endangering others.
12. Refunds & Refusals – In the event of abandonment or cancellation of the Show, the Society will make refunds of the booking fee at its discretion. The Society will not be liable for any costs incurred by the exhibitor. The Society reserves the right to refuse any application whatsoever, to refuse admission, or to remove from the site any exhibit which they consider unsuitable, and to restrict noise level as necessary. The Show reserves the right to cancel any booking at any time.
13.COVID-19 Refunds – Trade Stands are reminded that the 2023 Adventure bike Show is a COVID secure event, it has been organised to ensure it can run during the ongoing COVID-19 pandemic following all Government Guidance at the time of the Show including a reduced Visitor capacity. Therefore, the Show will only be cancelled if Public Health England or Government Guidance do not allow the Event to take place. When booking Trade Stands are reminded that they are booking into an event which will still take place during the pandemic. If the Show is cancelled due to the Government restrictions during the Pandemic a refund will be offered or the chance to roll the booking to 2024. However, no refund will be given if a Trade Stand decides to pull out because they did not adequately plan for their Trade Stand to be able to run during the pandemic and potential social distancing or if they are closed during the Show by Enforcement Officers for failing to provide adequate control measures
14. Set up & Removal of Exhibits – The Showground is open from Tuesday prior to the Show until the Tuesday following the event, between 9:00 and 21:00. 9:00 to 18:00 on Saturday & Sunday). The gates will be locked at that time shown every night, no vehicles will be allowed in or out until next morning. Trade stands must, where practical, be completed by 21:00 on Thursday evening. In the event of wet weather access will be strictly limited. On Show day no vehicles will be admitted to the Showground between 8:00 and 18:30. Any vehicles already on site and not forming part of the exhibit must be removed to the car park by 8:00. Vehicles must be driven by fully licensed and insured drivers only. A maximum speed limit of 5 mph will apply at all times. NO DISMANTLING of Trade Stands should take place until 18:00 on Sunday 30th July. Remember the public have paid to see YOU and their safety is paramount.
15. Show Contractors All services are booked direct with the supplier and not through the Show. Where services are being booked please indicate on the application form the contractor. It is the exhibitors responsibility to inform their contractors of their stand location, terms and conditions and provide them with passes. The exhibitor is responsible for the contractor.
16. Venue – The Venue is a permanent pasture with some internal service tracks, access from the public highway is single track country lane. The Society cannot be held responsible for any damage caused to an allocated pitch prior to the event. Digging on the site is strictly forbidden and holes for tent supports or displays must be back filled.
17. Tickets – Tickets & Vehicle Passes will be sent out two weeks prior to the Show. The tickets give access to the Showground. The Show will not provide any further passes than those allocated to the Exhibitor.
18. Dangerous weapons – The promotion and/or sale of offensive or dangerous weapons or toys such as guns, peashooters, laser guns/pens, knives that are listed as banned weapons, catapults and BB guns is strictly forbidden. Any exhibitor found displaying, promoting or selling such items will be removed from the venue immediately and will not be invited to exhibit at future Shows. Knives being sold for kitchen or utility use must be in a suitable container. The Exhibitor is responsible for checking the age of their customers. No knives must be sold to young persons under 18 years of age.
20. Alcohol – Anyone selling alcohol is responsible for obtaining a Temporary Events Notice (TENs) from Dorset County Council. Those stands selling alcohol must hold suitable licences, have a refusals log and undertake Challenge 25 to prevent sale to underage customers. Those exhibitors providing alcohol as part of their hospitality arrangements are reminded of their safeguarding responsibilities for the welfare of young people on our site. In the event of any problems with someone thought to be under the influence of alcohol please contact a member of our Show Team. Under no circumstances may anyone drive or operate machinery whilst under the influence of alcohol or any other substance.
21. Animals – Anyone bringing animals onto their trade stand must obtain authorisation from the Show Organiser prior to the event. Dogs are not permitted within the Shows Marquees. If you have animals on your trade stand you must advise visitors to wash their hands after touching animals. Signage advising visitors where the nearest hand wash facilities are must be provided by the exhibitor – hand gels are not a substitute for hand washing The sale of animals directly from trade stands is not permitted
22. Balloons and Lanterns – The handing out of balloons from trade stands is not permitted. The remnants from these can cause serious illness for animals grazing our land after the Show. The sale or use of Chinese lanterns is strictly prohibited
23. Children’s Entertainment/Fairground – Entertainment devices must comply with HSG 175 Fairgrounds and Amusement Parks – Guidance on Safe Practice. They must be operated by qualified adults and supervised at all times. All operations must take place within the designated area. In date ADIPS/PIPA inspection sheets and evidence of insurance will be required. All documentation including risk assessments must be available on site. Failure to produce appropriate documentation will result in refusal to operate.
24. Communications – Please contact one of our Show Stewards for radio communications. Phone signal on site can be intermittent dependent on service provider.
25. Dogs – We advised exhibitors to leave their dogs at home however it you must bring your dog then please ensure that it is not left in your vehicle and that it is kept on a lead and under your control at all times. Please clear up after your dog.
26. Drones (Unmanned Aircraft) – The flying of drones is not permitted on the Showground or in any car park areas. The Show reserves the right to authorise commercial drone flying for promotional purposes however this will be carried out in accordance with relevant CAA legislation and the Drone Safety Code.
27. Electricity – is available on site by prior arrangement and should be booked direct with the contractor. Petrol generators must not be used unless they are an integral part of a unit (eg built in). Other silent generators may be used as long as they cause no nuisance to other exhibitors and comply with current regulations. Any portable electrical equipment brought onto site must be in good condition and suitable for the environment in which it is to be used.
28. Emergencies and Evacuation – In the event of a major emergency or evacuation please follow the instructions of our Incident Team who will advise you which route to take depending on the location of any emergency. Please do not move vehicles until instructed to do so. The emergency number on site is 07543 320365. The Show Control Centre is located inside the show control, by the stage and the Showground Barn.
29. Fire – Exhibitors must provide fire extinguisher(s) suitable for the activities that they are undertaking. Exhibitors must provide their own fire extinguishers where their activities include cooking, hospitality including teas/coffees, electrical equipment, gas equipment or any type of hot works/equipment where provided by the exhibitor fire extinguishers must be located within the stand and be easily accessible, and maintained. All exhibitors must provide a fire risk assessment for their stand and ensure that their staff/volunteers are aware of what to do in the event of a fire. Please ensure that combustible materials are stored away from any ignition source. Under no circumstances may fire exits be blocked by stock, packaging, or vehicles. In the event of a fire please dial 999. The what 3 words for the venue are ///.Photocopy.Reserved.speaking.
30. First Aid – During the event first aid is provided by Terry Lawrence medics their location is by the Show Office, near the Showground Barn. Stewards with radio contact also have access to first aid providers. The nearest hospital to the site accident and emergency departments is Musgrove, taunton. A minor injuries unit is available at the Minehead Community Hospital, Luttrell Way Minehead Somerset TA24 6DFopening times 9:00 to 18:00.
31. Food – Food traders are not permitted to sell food for immediate consumption unless trading as a catering facility and paying the appropriate concession fee. The cooking/offering of samples is permitted but must be stated as part of the application. All food traders are responsible for the provision of suitable hand washing facilities (a hand washing station is provided behind the Food Hall) and ensuring that they comply with Food Hygiene and Safety Regulations.
32. Lost Children/Vulnerable Adults In the case of any queries with regards to lost children or vulnerable adults please contact a Show Steward or the Show Office.
33. Litter & Waste – All litter and waste must be properly bagged and placed in the skips provided, failure may incur a ban from future Shows. Grass mowing’s must be tipped in approved sites, NOT dumped in the hedge or under caravans.
34. LPG – All LPG cylinders must be located outside the marquee/tent in the open air on firm level ground and secured in the vertical position away from any unauthorised interference, preferably caged. Butane cylinders may be stored in the operating area providing that they are situated next to the appliance but away from any heat source, waste or other combustible materials, – spare cylinders, if required, should be stored in a secure area outside. Where LPG/Butane cylinders are being used a powder fire extinguisher should be provided by the exhibitor. Cylinders must not be sited next to emergency exits. All gas cylinders must be suitably maintained and hoses should be secured using crimped compression fittings. Where required appliances should have flame supervision devices fitted. Please seek advice from your Gas Safe Engineer. All appliances used on trade stands should have an annual Gas Safe Inspection. Documentation should be available on site. The Society reserve the right to audit this documentation and to refuse the use of unsafe equipment. The connection of appliances to the LPG gas supply should be carried out by a competent person, a trained member of staff who can recognise if the connection is faulty or damaged is acceptable.
35. Machinery Demonstrations – Adequate precautions must be taken to protect the operator and spectators; only competent operators are allowed to use machinery. The Show Organiser must be informed and authorise any machinery demonstrations. Any machinery knives, blades spikes and other sharp or protruding edges must be guarded to prevent contact (vintage displays must be within their own protected area). Hydraulically supported equipment must be mechanically supported to prevent failure – this includes machinery with built in safety fail safe systems.
36. Risk Assessment – All trade stands are required to submit a suitable and sufficient risk assessment which should include activities involved in the set-up, operation and break down of their site and COVID-19 control measures that will be implemented throughout. The Adventure Bike Show reserve the right to refuse entry to the Show if the risk assessment is not submitted or if the risk assessment does not cover the activities being carried out by the trade stand. It is the responsibility of the trade stand to take competent health and safety advice on its activities where required.
37. Smoking – Smoking, including electronic cigarettes is not permitted in any marquee or other structure erected for use on the showground including toilets and grandstands. Smoking is also not permitted in any areas where animal bedding is stored. If smoking, please ensure you dispose of cigarette ends safely and without causing litter or the potential for ignition.
38. Third Party Contractors – Exhibitors are responsible for ensuring that they employ competent contractors who work in accordance with health and safety legislation. Please ensure that third party contractors are aware that enforcement officers may be present on site and that they or the Society’s Health and Safety Adviser may request copies of their risk assessments/method statements.
39. Vehicles – The speed limit is 5mph. Please take care if reversing the showground gets very busy during set up and there may be children on site. Please note that the use of handheld mobile phones whilst driving on site is strictly forbidden. On show days there is NO EXHIBITOR VEHICLE MOVEMENT between 8:00 and 18:30. Vehicles will not be permitted onto the site from the car parks until 18:30 or at the Show Secretary/Organisers discretion. If you have HGV vehicles it would greatly assist the Show if these did not arrive until after 19:00.
40. Working at Height - All working at height must be carried out using the appropriate methods and equipment in accordance with the Working at Height Regulations 2005. It is the responsibility of the exhibitor to ensure suitable and sufficient risk assessment of working at height and to ensure that any person including their third-party contractors are competent to carry out work at height. Walking on the tops of tents and marquees without appropriate safety equipment is not permitted on the Show site. Working from the top of vans, climbing on chairs and tables is not acceptable and will be stopped when observed. The show reserves the right to stop any work which it deems to be unsafe.
41. Welfare – Toilet facilities will be provided on the days of the Show and enhanced cleaning will be in operation. The Showground will provide sanitiser stations around the venue and hand washing stations around the venue for Trade Stands to use. Trade stands should remember that after 5 uses hand washing should be used to remove the build-up of hand sanitiser on the skin. It is the Trade Stands responsibility to play their part in proving a safe environment for visitors and others by adhering to the Government guidelines. The Trade Stand must ensure distancing on their stand arrangements should also include queuing arrangements where applicable. While the Show will provide useful information prior to the Show, Traders familiarise themselves with current Government Guidance prior to attending the Show.