with

Next year: 25th & 26th June 2011

EXHIBITORS' GUIDE

incorporating the

Rules & Regulations 2010

Raising funds for local organisations

1.  INTRODUCTION

The Show is held annually - towards the end of June - to raise funds for local organisations. It is organised by a Committee, which includes Ron Cross (Chairman) 01297 678718, Gaye Baulch (Show Secretary) 01297 33709 and Elizabeth Stonex (Treasurer) 01297 33944. All members are unpaid volunteers. Other helpers also assist with the preparation of the show, its organisation during the event and closure. The Showground is on The Trafalgar Way, just a short distance from the Axminster by-pass (A35).

2.  ACCESS FOR EXHIBITORS AND THEIR VEHICLES

At the beginning of June, a letter is sent to all exhibitors enclosing a Car Pass. Trade Exhibitors will also be sent two badge (more for larger stands); exhibitors in marquees will be provided with badges by your Marquee Organiser on your arrival. The Car Pass, which applies for both days of the Show, MUST be clearly displayed on your windscreen to gain entry to the showground via the Exhibitor’s Entrance. If it is absolutely necessary to have another vehicle enter via the same entrance on Show days, please contact your Organiser whose name appears on your Application Form for a further pass.

The Badges are to be worn by yourself and a member of your team at all times during the Show and if needed will give you access from the Exhibitor’s /Public Car Parks on both Saturday and Sunday. Any further Assistants should park in the Public Car Parks and gain direct access to the Showground – THEY WILL NEED TICKETS, which can be purchased at a preferential rate using the Application Form. These will also be available for sale at the Showground on the Friday prior to the Show.

We would ask Exhibitors to use the specially designated Exhibition Car Parks wherever possible, though limited parking on the Showground may be possible depending on the weather.

3.   SETTING UP / TIMES OF OPENING

	Thursday	9.00 am to 7.00 pm
	Friday	6.30 am to 10.00 pm
	Saturday	6.30 am to 9.00 am	VEHICLES WILL NOT BE PERMITTED TO THE SHOWGROUND AFTER THIS TIME
	Sunday	7.30 am to 9.00 am

Arrangements can be made for Exhibitors wishing to set up prior to these days.

The Exhibitor's Entrance will be locked at 10.15 pm on the Friday evening. In the event of your arrival being delayed, please contact your Organiser.

All exhibits must be set up and vehicles moved to the designated car parks by 09.30 am on show days. Parking within the Showground is limited. The Show opens to the public at 10.00 am and closes at 6.00 pm on the Saturday, 5.30 pm on the Sunday. No exhibit may close before these times as we have a large number of visitors who arrive in the late afternoons and who must be afforded sight of the whole Show. Under no circumstances can exhibitor’s vehicles be moved while the public are still on the Showground

EXHIBITORS WHO DISMANTLE THEIR STANDS BEFORE THESE TIMES WILL FORFEIT THE RIGHT TO ATTEND FUTURE SHOWS.

4.  CAMPING / ACCOMMODATION

Please indicate on your Application Form if you intend to bring a caravan or wish to camp. If weather permits, a site within the Showground will be allocated to you. A WC and water supply are provided. Sleeping within the marquees and in vehicles within the Showground is permitted provided a valid Exhibitor's Badge is displayed and Security Staff have been informed. Note that dogs are used to patrol the Showground overnight. Further information is available from the Tourist Information Centre, The Old Courthouse, Church Street, Axminster EX13 5AQ Tel: 01297 34386.

5.  SECURITY

There will be continuous night security patrols from Monday to Sunday inclusive. Exhibitors are advised to make arrangements for the safe keeping of items of equipment or stock in trade, which are valuable and need special arrangements for their security.

6.  AWARDS

Judging for awards in the Floral Marquee will take place at 8 am on Saturday. All other awards will be judged throughout the Saturday morning - the Dave Swarbrick Rose Bowl for the best Trade Stand, the Axe Cup for the Craft Marquee, the Chairman’s Cup for the best outside Nursery Stand, the Keith Berry Plate for the best exhibit in the Food Marquee and the McKinlay Trophy for the best outside demonstrator stand.

7.  DOGS

We permit dogs in the showground, but THEY MUST BE KEPT ON A LEAD AT ALL TIMES. We ask owners to operate a strict poop-scoop system. Fresh water is available at a number of stations around the showground. Dogs are not permitted in the Food Marquee or Refreshment Marquee.

8.  ELECTRICITY

Electricity is available if requested in advance. Please give details of the electrical equipment you intend to use on the Electrical Supply Request Form. We reserve the right to prohibit use of electrical equipment which has not been declared. You should include as much information as possible concerning the appliances you will be using, to assist the Show Electrician. Please indicate if you intend to leave perishables on site overnight.

Charges for electricity are as follows:

Less than 5 Amps	£30
6 to 16 Amps	£40
17 to 32 Amps	£80

Our minimum supply at £30 for the two day show is primarily intended for small stallholders to provide lighting, etc, e.g. in the Craft Marquee. This supply is not suitable for standard 2kW domestic kettles. If you require a supply of more than 32 Amps, please contact the Show Electrician befor the Show. All appliances must be in good working order and correctly wired. Each user will be provided with a fused outlet in order to prevent overloads affecting other users, but other defects can cause faults which can disrupt whole sections of the supply. For example, some surge protection devices can cause excessive earth leakage. Stallholders are warned that in the event of defects in their equipment causing disruption to services, they will be liable for losses incurred by the Show, other stallholders and the general public. Stallholders wishing to use a computer powered from the electricity supply should seek authorisation through the Show Electrician - Mike Beviss on Tel. No.07836 738535.

THE USE OF PRIVATE GENERATORS IS NOT PERMITTED.

9.  APPLICATION FOR SPACE

All applications for space must be made on the appropriate form, which must be signed by the exhibitor or his representative, such signature being an acceptance of the regulations. FORMS MUST BE RETURNED TO THE OFFICE BY 1st MAY AT THE LATEST. The Organisers reserve the right to refuse any entry whether received prior to the closing date for entries or not.

10.  DESCRIPTION OF EXHIBITS IN THE SHOW GUIDE

Each exhibitor must submit a description which will be entered in the Show Guide free of charge, giving the name and address of the exhibitor together with up to 20 words of descriptive matter, which may be edited. Exhibitors should indicate if they do not want their telephone number and/or address included in the Guide. Any misrepresentation in the Show Guide to gain admittance will result in expulsion from the Showground without compensation.

11.  TRADE LIMITATIONS

The Organisation retains the right to refuse any exhibit that it considers unworthy of being shown and also to order the removal of any unsightly or unsuitable stands, receptacles or staging.

12.  CANCELLATION OF SHOW;

In the event of the Committee cancelling the Show for any reason beyond their control before first opening to the General Public, each Exhibitor whose Application Form has been accepted shall be entitled to a refund of all sums paid for that year up to the date of cancellation, less £20 for administration costs. Exhibitors whose application has been revoked will not be entitled to any refund. No Exhibitor will have any further claim for loss, damage, interest or compensation.

13.  WITHDRAWAL OR CANCELLATION OF SPACE RESERVED

Where an exhibitor withdraws from the Festival or cancels the space reserved for them for any reason or fails to attend, they shall forfeit all fees paid. The Organisers reserve the right to re-let such space.

14.  ALLOCATION OF SITES

The allocation of sites and positioning of trade stand space will be entirely at the discretion of the Organisers, although every endeavour will be made to meet any request made by an exhibitor or trader regarding the positioning of their stand. No guarantees can be given.

• Exhibitors or Traders booking open space must apply and pay for sufficient space to allow for all stays and/or guy ropes required for any buildings, tents or caravans to be erected on the allocated space, which must be declared on the Application Form.
• Boundaries of sites will be marked and under no circumstances will exhibitors or traders be allowed to occupy a larger space than that allocated to them.
• The Organisers will not be held responsible for damage caused to a site by a third party, and will not undertake to make good such damage.
• If an Exhibitor or Trader does not wish to be placed adjoining a particular other Exhibitor or Trader, this must be stated in writing at the time of application.
• Site positions cannot be guaranteed from year to year.

15.  SUB-LETTING

No Exhibitor or Trader shall sub-let or portion off the space allocated to them or move to any other site other than that allocated.

16.  CATERING

Snacks will be available for sale on site from Friday afternoon onwards.

Catering for the public is only permitted in the Catering Marquee, the Food Hall, in the Mobile Food Stands and other stands which have been granted permission before the show. Such Exhibitors or Traders catering on their stands are reminded that they must conform to the requirements of the Food Hygiene Regulation 1997, and relevant amendments. The use of cooking appliances at other stands is not permitted. The FOOD HANDLING & STORAGE - FOOD SAFETY ACT 1990 embraces all forms of catering - from large-scale food outlets to food offered by way of hospitality or even given as prizes.   Important aspects are the storage at the correct temperature and the fitness of food offered to the public and customers. Several Regulations and Codes of Practice have been produced. Anyone who needs more information - especially legal interpretation - should seek advice from the Chief Health & Housing Officer, Knowle, Sidmouth (Tel: 01395-516551).

17.  PHOTOGRAPHS

The Organisers may wish to take photographs of your stand for inclusion in future publicity. Please indicate on your Application Form if you do not wish photographs of your stand to be used for this purpose.

18.  REINSTATEMENT OF GROUND

Anyone wishing to break the soil must seek the permission of the Organisers. All Exhibitors or Traders who break the soil in the showground for the purpose of fixing their exhibits or stands, must restore the same prior to leaving the site at the end of the Show, by which time the site of the stand must be cleared of all materials, rubbish, etc. Failing this the Organisers will undertake the work and the cost of the clearance and/or reinstatement will be charged to the Exhibitor or Trader.

19.  LITTER AND WASTE DISPOSAL

Exhibitors and Traders must keep their stand and adjacent areas clear of litter. At the end of each day any litter or refuse should be placed in the skips provided. PLEASE FLATTEN CARDBOARD BOXES TO SAVE SPACE IN THE SKIPS. Caterers, Exhibitors and Traders who have food waste must provide their own bins.

20.  PAINTING AND VARNISHING

Any paint or varnish used in the decoration of stands must be completely dry by 9am on the opening day of the show.

21.  SIGNS

Exhibitors and Traders must provide and display a clear sign bearing the name of the firm or organisation as entered in the Show Guide. All stands and/or sites allotted to Exhibitors and Traders will be clearly numbered by the Organisers. Trade stands must be erected in such a way that they do not overshadow a neighbouring stand.

Exhibits or Trade goods must be so placed that they do not obscure the name of adjacent stands. Flagpoles and other high structures may only be erected more than 10ft from any electricity or telegraph pole and more than 6ft from any electricity or telephone cables. Signs must be so fixed that there is no risk that they may cause damage to the canvasses of marquees.

22.  COLLECTIONS, APPEALS AND RAFFLES

No lotteries, raffles or voluntary collections may be held on any stand without prior written consent of the Organisers.

23.  ADVERTISEMENTS

No Exhibitor, Trader or any other person shall be allowed to affix any placard or advertisement to any part of the Organisers' plant or premises unless permission to do so has been obtained from the Show Secretary. Nor will any person be allowed to distribute handbills or display advertisements anywhere in the showground, except on their own stand, unless permission has been given in writing. Aerial advertising over or around the showground is not allowed. The practice of putting handbills on vehicles in car parks is NOT permitted. Anyone found fly-posting will be liable for the cost of litter removal.

24.  WATER

Mains water is available on site via standpipes. Catering organisations requiring a mains supply should state their requirements on their Application Form.

25.  GRASS CUTTING

All grass will be cut prior to the showground being laid out. Any further cutting must be undertaken by the Exhibitors or Stand holder.

26.  NUISANCE

Exhibitors and Traders must not use any public address equipment, noisy or smoky equipment or any offensive practices likely to cause annoyance to other exhibitors.

27.  OBSERVATION OF REGULATIONS

While in the showground, all Exhibitors and Traders, their contractors and employees, shall be subject to the rules and regulations of the Axe Vale Festival. The Organisers and their Stewards have the power to order the removal of any article from the showground or to close the stand of any Exhibitor or Trader who does not conform to the regulations of the Organisation or the direction of the Stewards and if necessary to expel such Exhibitor or Trader or their representative from the showground.

28.  RESPONSIBILITY OF EXHIBITORS AND TRADERS

THE ORGANISERS WILL NOT BE HELD RESPONSIBLE IN ANY WAY FOR ANY ARTICLE, PLANT, MACHINE OR OBJECT OF ANY KIND EXHIBITED OR OFFERED FOR SALE IN THE SHOWGROUND. Exhibitors and Traders will assume full responsibility therefore, including liability for all claims arising out of the exhibition, handling or housing of such exhibits and the conduct of their stand generally. The Exhibitor or Trader shall indemnify the Organisers against such claims, damages or expenses whatsoever, in any way, arising out of the Exhibitor or his exhibits, or the Trader and their stock in trade, in the showground. Acceptance of the foregoing conditions shall be a condition of entry.

29.  INSURANCE

Exhibitors and traders must ensure that they have adequate insurance cover, not only with regard to their own property but also against Third Party Claims - especially Public Liability indemnity and against claims arising from the conduct of their stands and from fire. Larger exhibitors should ensure that their insurance cover is adequate for carrying on business away from their usual premises and small exhibitors are advised to check that their Home Insurance policy has adequate cover for attending shows under “Working from Home”.

30.  DISCLAIMER OF LIABILITIES

The Organisers will not be responsible for the death, injury, disease or loss caused to any Exhibitor or Trader or their servants or representatives, or to any animal, plant or stock in trade, or any item of whatever nature, however such damage, loss or injury shall be caused.

31.  COVERED SITES

SMOKING IS NOT PERMITTED IN ANY MARQUEE

32.  FLORAL MARQUEE

Sites are available within this marquee for Exhibitors to display floral or foliage exhibits which will be judged by not less than two recognised judges, and certificates together with cash prizes will be awarded to those exhibits which, in the opinion of the judges, are of sufficient merit to qualify for such an award. There are 3 types of site available within the Floral Marquee:

• Side of Marquee - these have a storage area behind a 6ft high back rail at the rear of the exhibition space.
• Back to Back in Centre of Marquee - these have 3ft of storage space behind a maximum 8ft high back rail.
• Island Site - these provide exhibition space in the centre of the marquee, but will have storage space as near as possible.

Exhibitors should indicate on their Application Forms which type of site they would prefer and the Exhibition Frontage. Exhibit Tables are free. There is a charge for Sales Tables. All tables measure 6ft x 2ft 3in.

There will be an opportunity to sell exhibits at 5.00pm on the Sunday, but stands must not be dismantled until 5.30pm.

33.  CRAFTS MARQUEE / TOYS & HOBBIES MARQUEE

Sites are available in both these marquees for people selling and/or demonstrating their own articles. Frontage from 8ft wide and a depth of 6ft are available. Extra frontage is available if requested. Each Exhibitor will be provided with a 6ft x 2ft 3in table if required. Additional requirements must be specified on the Application Form. Because of the considerable additional frontage provided by outward-facing corner sites, these cost an extra 25% in the Crafts Marquee. In both these marquees demonstrators who do not receive any financial gain from attending the Show are invited free of charge. If you profit from attending - e.g. by obtaining orders for work - a donation towards the work of the Show's Charities would be appreciated.

34.  ANTIQUES & COLLECTABLES MARQUEE

Sites are available in this marquee for people selling and demonstrating collectables and antiques. They are all approximately 7ft deep, minimum widths of 10ft with 2 free tables, or 20ft with 4 free tables. Chairs and additional tables can be supplied. Additional requirements must be specified on the Application Form. For security reasons Exhibitors in the Antiques Marquee are not permitted to set up until the Thursday.

35.  FOOD HALL MARQUEE

Sites with frontage from 10ft wide with a depth of 8ft are available in the Food Hall for Exhibitors with specialist produce - particularly those from the local area of the South West Region. Corner sites attract a premium of 25%. Each Exhibitor will be supplied with a 6ft x 2ft 3in table unless otherwise specified on the Application Form. Chairs and additional tables can be supplied. All products available for sale must be detailed in the description on the Trade Stand Application Form. Exhibitors may only sell hot food if the uncooked product is also for sale. Where food is cooked for sale to the public, exhibitors must use an extractor fan ducted outside the marquee. No mugs of tea/coffee or canned drinks are to be sold within the marquee. The Organisers undertake to provide First Aid and washing facilities adjacent to the Food Hall. Exhibitors requiring electricity for coolers, fridges, cookers, etc. must give specific details on the Electrical Supply Request Form. No private generators are allowed. Exhibitors must comply with the Food Hygiene (Market Stalls and Delivery Vehicles) Regulations 1996, and relevant amendments.

36.  HORTICULTURAL SOCIETY MARQUEE

This marquee is allocated to the Axminster & District Horticultural Society Annual Show which includes competitions for floral decoration, flowers plants and shrubs, handicrafts, home produce, photography and a youth section.

37.  SPIRIT OF THE COMMUNITY MARQUEE

This marquee is for exhibitors within the Axe Vale selling goods/services or promoting their business. Sites are available with frontages of 7ft, 8ft or 12ft. each stand is provided with a 6ft x 2ft 3in table. Chairs and additional tables can be ordered on the Application Form.

OPEN SITES

38.  TRADE SITES / CHARITY SITES

Open sites are available in the showground for those wishing to provide their own form of cover or those wishing to display their goods without cover. (Food cannot be displayed without cover.) These sites are let on a frontage x depth basis and allowance should be made for any caravans, vehicles or tentage (including guy ropes) when making your application. Under no circumstances will anyone be permitted to take up space other than that which is allocated to them.

Standard Trade Stand Sites are listed in the table below. (The figures in brackets show the cost per square foot.) Please note that we can also tailor sites to suit your requirements.

Trade Stands	10ft Frontage	20ft Frontage	30ft Frontage
	10ft Depth - £90 (£0.75 per sq ft)	10ft Depth - £150 (£0.75 per sq ft)	10ft Depth - £180 (£0.60 per sq ft)
	20ft Depth - £150 (£0.75 per sq ft)	20ft Depth - £250 (£0.63 per sq ft)	20ft Depth - £300 (£0.50 per sq ft)

 

Open sites are available at discounted rates to organisations with charitable status. Standard Charity Stand Sites are listed in the table below. They are approximately 20% lower than Standard Trade Stand Sites. (The figures in brackets show the cost per square foot.)

Charity Stands	10ft Frontage	20ft Frontage	30ft Frontage
	10ft Depth - £72 (£0.72 per sq ft)	10ft Depth - £120 (£0.60 per sq ft)	10ft Depth - £144 (£0.48 per sq ft)
	20ft Depth - £120 (£0.60 per sq ft)	20ft Depth - £200 (£0.50 per sq ft)	20ft Depth - £240 (£0.40 per sq ft)

 

For both Trade and Charities, corner sites attract a premium of 25%.

Sites are available inside a covered Shopping Mall.

Shopping Mall	10ft Frontage	20ft Frontage	30ft Frontage
Trade	£130	£260	£180
Charities	£105	£250	£300

 

Please indicate this requirement in the box “Inside Shopping Mall” on the Application Form. Alternatively you may like to arrange the supply and erection of your own marquee through the Show's contractor VIP Marquees.

39.  RISK ASSESSMENTS

Health & Safety legislation requires that all Exhibitors, Charities and Demonstrators, who wish to exhibit at the Show must complete a Risk Assessment. Guidance notes and a form are provided; this must be returned with the Application Form.

40.  DEMONSTRATORS

Demonstrators who do not receive any financial gain from attending the Show are invited free of charge. If you profit from attending - e.g. by obtaining orders for work - or feel that you would like to contribute towards our efforts, a donation towards the work of the Show's Charities would be greatly appreciated.

41.  APPLICATION FORMS

Forms must be completed and returned to the Office of the Axe Vale Festival by 1st MAY AT THE LATEST, together with a £20 deposit (not Demonstrators). Please make cheques payable to the AXE VALE FESTIVAL. The balance must be paid by 1st May; we accept post-dated cheques dated 1st May 2010. The Organisers cannot accept entries which are received without remittance. Entries received after 1st May will only be considered if there is space available and full remittance is received.

42.  RECOVERY OF FINES, FEES AND CHARGES

All fines, fees and charges will be recoverable by the Treasurer, and until payment is made by persons owing them they will be barred from exhibiting or trading at this or future shows.

43.  FIRE AND SAFETY REGULATIONS

No heating or cooking appliances are permitted to be installed within a marquee or stand which is not specifically laid out for the purpose. Exhibitors and Traders must have these appliances installed in a non-combustible heat-insulating base and surround on fireproof cement sheets or insulating board. This shield of non-combustible material should be at least 2ft away from combustible fabrics or other materials and care must be taken to ensure that no combustible material can be blown against the heaters. Heating appliances, gas piping and gas cylinders must be kept out of the reach of the general public and stocks of inflammable liquids and spare gas cylinders must be kept in a safe position outside the marquee or stand, and care taken to avoid leaking or spillage.

The Organisers reserve the right of inspection of all marquees and stands by one of its officials or a representative of the Devon & Somerset Fire & Rescue Service and the said official shall have full authority to order that the use of any appliance or equipment be discontinued immediately if in their opinion it constitutes a danger. All stands using bottled gas are required to have the installation checked by a qualified fitter to ensure that the apparatus is safely installed. The decision of the Organisers in this matter must be accepted as final.

ALL EXHIBITORS AND TRADERS USING BOTTLED GAS ARE REQUIRED TO SUPPLY A SUITABLE FIRE EXTINGUISHER
OR EXTINGUISHERS IN THE INTEREST OF FIRE SAFETY

Exhibitors and Traders must realise that these precautions are necessary to protect both themselves and the general public.

Exhibitors, Traders & Demonstrators must comply with all appropriate safety precautions for operating engines and machinery. Persons operating such machinery will be held solely responsible for the safe running of such machinery, which is to be guarded securely from the public.