Criteria for Exhibitors

Below are links for information about applying for space and to see if you are eligable for a particular show.

• How and Which Events May I Apply For?
• Notes About Applying For Space
• Notes And Conditions For Exhibitors
• Booking Form

Notes And Conditions For Exhibitors

1.STAND ALLOCATION

Requests for stands in specific positions will be considered sympathetically but no such request should be deemed as being binding on the organiser. Stand allocations will be made taking into account the nature of the product and the general layout of the venue, and once such allocation has been made no changes will be permitted. If you wish to be guaranteed a particular stand type or position a fee per show will be charged. A high standard of presentation and display is an essential requirement and a condition of acceptance. When tables are being used they must be covered and the cloth must touch the floor at the front and two side.

2. STAND SIZES

Please note when booking your stand space this is for your entire display, including rails, tables and access. Extra space on the day of the event will not be available. Please ensure you book sufficient space.; Too little is a false economy.

3. CRAFTS DEFINITION

HD Fairs LIVE CRAFTS are intended for the exhibition and sale of ARTS, CRAFTS, FASHION, DESIGN and HIGH QUALITY CONSUMABLES. No Goods other than those described on the Application/Declaration form may be exhibited without prior approval of the organisers and the organiser shall have the discretion to require the removal of any item not so approved. Ultimately, the organisers decision is final as to what constitutes a craft.

4. OUTDOOR SPACE

All exhibitors must enclose their space with a minimum of 1m high divides on 2/3 sides as appropriate. Examples of dividers are trellis, bamboo fence or nylon fencing.

5. ELECTRICITY

Electricity consumption is free of charge, though connection charges apply. In the interest of safety should the power supply system become overloaded it shall be within the organisers discretion to request any exhibitor to disconnect lights or any other electrical appliance. Please ensue you have all your lighting or electrical equipment test certificates available for inspection. Kettles and heaters are not permitted.

6. BUILD UP AND BREAKDOWN

Exhibitors are required to complete the dressing of their stand 30 minutes prior to show opening times. Please stow all boxes and packers away safely and clear all gangways and alleyways and please ensure that your vehicle is parked in the area specifically designated for exhibitors parking. Please note that no vehicles will be allowed to enter the outdoor arena within 30 minutes of the show opening times. DO NOT BREAKDOWN BEFORE ADVERTISED SHOW CLOSING TIME.

7. RESTOCKING STANDS

Vehicles will only be allowed to restock stands outside opening hours. The only exception is for refrigerated food vans that require power, which will be located close to the relevant exhibition area.

8. SECURITY AND PUBLIC LIABILITY

HD Fairs Ltd cannot be held responsible for damage or loss of stock, exhibition stands or personal belongings, howsoever caused and all exhibitors are urged to take out their own.

Suitable insurance cover. Stands may be left erected overnight, but this in no way implies responsibility on the part of the organiser for loss or damage. Please note in dramatic changes of temperature there will be a chance of condensation inside the pavilions. We recommend you take precautions to protect your stock accordingly. HD Fairs Ltd carry public liability insurance of £5,000,000 however it should be noted that this does not include responsibility for exhibitors public liability cover and exhibitors are strongly urged to take out suitable cover.

9. CAMPING

Where overnight camping is available please leave the camping area clean and tidy and free of rubbish. Please avoid damage to areas of grass etc. Camping/ Caravanning is available at most venues free of charge.

10.DOGS

Dogs are allowed at most venues, however dogs must be on a lead on show site, without exception at all times.

11. BREACHES OR UNPROFESSIONAL CONDUCT

The organiser shall have the discretion to refuse application without being required to give any explanation. We may ask any exhibitor in breach of any conditions or who behaves in the opinion of the organiser to the detriment of the public, other exhibitors or the organisers to leave the venue forthwith without the stand rental being refunded.

12. TRADING STANDARDS

It is a legal requirement that all exhibitors display to the public their trading name and contact address.

13. FORCE MAJEURE

The organiser shall not be held responsible in the event of any show being disrupted due to unforeseen circumstances, bad weather, major incident, civil unrest or any other reason or cause beyond and outside the organisers control.

14. DEPOSITS, PAYMENTS

A non refundable deposit is to be paid at the time of booking any or all events. Only one deposit fee is required for all shows. This deposit will be deducted from the value of the invoice for the last show booked. An invoice for each show will be tendered approximately six weeks prior to each event and must be paid by the date shown. Please indicate the name of the show and invoice number with your remittance. IF PAYMENT IS NOT RECEIVED TWO WEEKS PRIOR TO ANY SHOW YOUR STAND MAY BE RE-LET AT THE ORGANISERS DISCRETION.

15. CANCELLATIONS

IF ANY BOOKING IS CANCELLED FOR ANY REASON THE DEPOSIT IS FORFEIT.

1. IF CANCELLATION IS WITHIN 6 WEEKS PRIOR TO THE SHOW YOU WILL BE LIABLE FOR THE FULL PAYMENT UNLESS YOUR STAND IS RE-LET.
2. ALL CANCELLATIONS MUST BE MADE IN WRITING AND SENT TO HDFAIRS LTD. AT THE ADDRESS BELOW. VERBAL CANCELLATIONS ALONE WILL NOT BE ACCEPTABLE UNDER ANY CIRCUMSTANCES.