BORDER UNION SHOW TRADE STAND BOOKING FORM

Transcription

1 BORDER UNION SHOW TRADE STAND BOOKING FORM Border Union Show - Friday 25 th and Saturday 26 th July 2014 FINAL PAYMENT DATE 29 th April TRADING NAME ADDRESS Postcode DESCRIPTION OF BUSINESS OPEN SITE (Please refer to PRICE LIST) Frontage Depth Total Area Net Cost (metres) (Standard 10m) (Sq. metres) OPEN POWER POINTS (By Prior arrangement only) PLEASE REFER TO PRICE GUIDE FOR CHARGE COVERED AREAS Exhibition Hall m Frontage x m per sq. m Craft & Gift Hall, m Frontage x 2 m per sq. m Countryside Marquee REGISTERED CHARITIES ALLOWANCE ( life saving or animal charities not educational) (Please refer to regulations in Price Guide) Registration No. Deduct 20% Adjusted Amount POSITIONAL SURCHARGE Site subject to charge YES/NO Per Metre (Check on availability prior to booking) Amount liable to VAT at current standard rate Add 20.0% ADDITIONAL ADMISSION PASSES PASSES VALUE (VAT inclusive) Fri. Admit 8.00 Sat. Admit No. *TOTAL REMITTANCE DUE PLEASE TURN OVER AND READ THE TRADE STAND REGULATIONS AND THEN COMPLETE THE DECLARATION ON THE LAST PAGE OF THIS FORM. THIS BOOKING FORM WILL NOT BE ACCEPTED UNLESS THIS FORM HAS BEEN COMPLETED CORRECTLY.

2 TRADE STAND REGULATIONS Please read these conditions carefully before signing the declaration on the last page of this form. Exhibitors hire space at the Border Union Show at their own risk. All Exhibitors have the responsibility to ensure that nobody is injured on their stand. Therefore all Exhibitors must complete a risk assessment for their stand to identify any potential risks and if applicable, take steps to reduce the likelihood of injury occurring. Risk Assessments must be brought to the Show and be available for inspection on request. All liability on Trade Stands lies with the particular Exhibitor who is responsible for obtaining his/her own Public Liability Insurance. All stands at the Border Union Show must be covered by Public Liability Insurance, a copy of which must be available for inspection on request. ALL AMUSEMENT AND NOVELTY STANDS MUST SUPPLY A COPY OF THEIR PUBLIC LIABILITY INSURANCE CERTIFICATE AT THE TIME OF BOOKING. Return of payment in the event of cancellation of stand by Exhibitor Notice given in writing before 29 th April 90% of any payment made. (10% for administration costs) Notice given in writing before 31 st May 50% of any payment made. Notice given in writing on the 31 st May or after No refund of any payment made. The Society will not be responsible for any accident involving implements, machines or other articles belonging to any Exhibitor and it is a condition of entry that each Exhibitor shall hold the Society blameless for, and indemnify it against, any legal proceedings arising from any accident caused by Exhibitors or their employees or exhibits. Exhibitors must notify the Society before the Show if they wish to demonstrate and / or operate machinery. Exhibitors must provide the Society with a written risk assessment. The provision of such an assessment shall not imply any endorsement by the Society and the Society reserve the right to refuse permission to demonstrate and / or operate machinery. Foodstuffs or drinks may only be provided for immediate consumption within stands for hospitality purposes. No food or drink may be sold or given away to the general public which is intended for immediate consumption. (Trade Stand holders who provide foodstuffs for hospitality purposes, must ensure that their suppliers have all relevant food safety certifications). It is the responsibility of all exhibitors to comply with all relevant Trading Standards and Environmental Health legislation in respect to their stands, exhibits and merchandise. Trading Standards Officers may visit Trade Stands during the Show and this is something which the Border Union Agricultural Society has no control over. The Border Union Agricultural Society reserves the right to refuse or place limitations upon, any application for space and to return fees, in whole or in part, or otherwise deal with the application as they may consider advisable and that without providing any reasons therefore. Trading from Stands must be restricted to within the designated area applied for in the application form and no Exhibitor shall sub-let the whole or any part of the space allocated. No Exhibitor will be permitted to arrange a stand or place signs in such a manner as to obstruct or inconveniently affect the display of any other Exhibitor. Signs and guy ropes must not be allowed to project beyond the space allocated. SPACE RESERVED MUST ALLOW FOR THIS. Infringements of this regulation will be dealt with by the Stewards, who are empowered to remove the cause of the offence or to have the stand rearranged at the expense of the Exhibitor. Where the ground requires to be broken to suit the requirements of the Exhibitor, permission must be sought from the Society Office. The ground must then be restored to the satisfaction of the Society and at the expense of the Exhibitor, within seven days of the close of the Show. In the event of the Exhibitor failing to comply with this requirement, the Society reserve the right to restore the ground to its original condition and recover the cost thereof from the Exhibitor. If Exhibitors wish to lay chips or gravel on any part of the site, this should be done on a base material to allow the removal of the chips. 2

3 Exhibitors may organise for the grass under their Stand to be cut. The Exhibitor is entirely responsible for the organisation and payment for such a service. Exhibitors will be responsible for the removal of all refuse from their site. By law, all enclosed public spaces (THIS INCLUDES MARQUEES) must be kept SMOKE FREE. Council Smoking Inspectors, who are not employed by the Border Union, may attend and will issue a fine if someone is smoking in an enclosed area. The Border Union will not be liable for this fine. Exhibitors employing contractors (e.g. marquee suppliers, caterers) are required to provide the contractors with all relevant information to enable them to carry out their tasks with all due efficiency. All LPG cylinders should be located in open air, away from entrances, emergency exits, circulation areas and sources of ignition. The cylinders must incorporate pressure relief valves and be secured in an upright position. Appropriate fire fighting equipment must be available and combustible materials should be kept away from cylinders and appliances. Exhibitors are advised to seek advice from the Firemaster. ACCESS TO THE SHOWGROUND DURING THE SHOW. THIS SECTION RELATES TO YOUR ENTITLEMENTS WITH REGARD TO VEHICLES AND ADMISSION AT THE SHOW. PLEASE READ IT CAREFULLY. On both Show Days access to the Showground will be restricted to vehicles displaying valid windscreen labels ONLY. All other vehicles will be directed to Public Car Park. Exhibitors will be issued with admission passes and windscreen labels for their personnel and essential vehicles in accordance with the enclosed Trade Stand Information Sheet. Additional admission passes may be purchased from The BUAS Office (see Information Sheet). Additional windscreen passes are not available due to space restrictions. Exhibitors must ensure that provision is made for all contractors, suppliers and their staff who may be required to attend on Show Days. The Border Union regrets that extra admission passes for the above mentioned MUST BE PURCHASED. While in the Showground, all Exhibitors vehicles must be parked in the Trade Exhibitors Car Park or within the boundaries of their site. Windscreen labels do not entitle vehicles to unrestricted movement within or beyond the Showground while the Show is open to the public. No facilities are available within the Showground for caravans, tents or other temporary living quarters unless contained entirely within stand boundaries. Stewards within the Showground are empowered to authorize the removal of indiscriminately parked vehicles where their presence is likely to hinder the free movement of Priority and Emergency Services or otherwise cause public nuisance. All occupants of Exhibitors' vehicles must be in possession of valid passes or they will be required to pay the full admission charge. No refunds will be made to personnel arriving without passes. Trade Stands will be entitled to 1 Car Pass for the Orange Gate on both Friday and Saturday which will allow access for 1 vehicle after 3.00 p.m. ONLY, into the old car park / horse box parking area. However, this pass must be applied for in advance vehicles turning up without a pass will be turned away! This pass will not entitle vehicles to enter the Main Showground you must still wait until after 5.30 p.m. to do this. PLEASE TURN OVER TO THE BACK COVER TO COMPLETE THIS FORM. 3

4 I have read and understood the Trade Stand Regulations included on this form and agree that the Trade Stand applied for on this form will comply with them at the Border Union Show. Signed.. Print Name. Date. Please provide a contact name and phone number for any queries related to this booking. Name.. Telephone Number.. Mobile .. Please return this Declaration Form to BUAS Office, Springwood Park, Kelso, Scotland, TD5 8LS. Enquiries caitlinyounger@buas.org or Applications Close 21 st March Payment Due 29 th April All cheques payable to BUAS PLEASE PHOTOCOPY THIS FORM FOR YOUR OWN RECORDS. 4

5 BORDER UNION AGRICULTURAL SOCIETY TRADE EXHIBITS BORDER UNION SHOW 2014 Friday 25 th & Saturday 26 th July PRICE GUIDE All exhibitors from the 2013 Show are given first refusal for the site that they occupied last year providing they reply by Friday 21 st March Open Sites Located on grassed areas with no basic services. Minimum Frontage 4 metres. Standard Depth 10 metres. (Other depths may be available please contact the office) Charges Sites with frontages of 20 metres and above or a total area exceeding 199 sq.m. will be charged at 1.95 per sq. m. plus VAT at the current rate (20%). Sites under 20 metres frontage will be charged according to metres frontage using the following scale 4m = 180 8m = m = m = 342 5m = 195 9m = m = m = 354 6m = m = m = m = 366 7m = m = m = m = 378 VAT at the current rate will be added to the above charges. Positional Surcharge These sites sometimes become available and preference is given to long term Exhibitors. Stands located in advantageous positions will be required to pay a surcharge. Regular Exhibitors will be aware of their liability in this connection. In any discussion as to what constitutes an advantageous position, the decision of the Society shall be final. Charge per metre frontage + VAT Power Points Electricity is available in the Exhibition Hall and the Craft & Gift Hall and to a limited number of Open Sites in selected areas. New Stands are advised to check availability before booking. Charges Outside per double 13amp socket + VAT per 16amp socket + VAT per 32amp Socket + VAT Charges Inside per double 13 amp socket + VAT The use of silent running generators within the Showground is allowed. The use of any other generator is strictly prohibited. Exhibition Hall Craft & Gift Hall This Hall will be locked at night. Unit sizes can vary in both frontage and depth and will be based on a rate per square metre. Depth 3.00 metres. Minimum Frontage 3.00 metres. **Limited availability - Please check before booking. Charge per square metre + VAT APPLICATIONS TAKEN FOR STANDS SELLING CRAFTS AND GIFTS ONLY This Hall will be locked at night. Units will be a standard depth of 2.00 metres (6'6") Minimum Frontage 2.00 metres. Maximum frontage 5.00 metres. **The Society reserves the right to maintain a variety of stands in this Hall. Charge per square metre + VAT 5

6 Each Unit in the Exhibition Hall, Craft & Gift Hall and Countryside Marquee will be provided with a 6'x 2' table and two chairs. Registered Charities A discount of 20 % is allowable for Registered Charities. It is essential to include proof of charitable status and the charity number on any booking form. As far as the Society is concerned a Charity is a "life saving" organisation for humans and animals as opposed to "educational type" Charities. No charity or similar organisation is permitted to operate from the stand of another exhibitor. Collections, appeals and competitions must only be made within the limits of the Exhibitor s own stand. THE BORDER UNION RESERVES THE RIGHT TO PLACE A LIMIT ON THE NUMBER OF STANDS LET TO CHARITIES. Public Liability Each Company or person booking a site must be covered by Public Liability Insurance. Proof of cover MUST be available for inspection at the Show. Allocation of Sites Site numbers, site plans, admission tickets, etc. will be issued approximately 2 weeks prior to the Show. Sites available from Monday 21 st July. Exhibits MUST be in place by 9.30 am on Friday 25 th July. No Stand to be removed before 5.30 p.m. on Saturday 26 th July. Important Notice Sites not occupied by 9.30 am on Friday 25 th July will be classified as vacant and the Society maintains the right to re-let them. Sites must be used for both days. Failure to do so will mean automatic exclusion the following year. Schedule of Admission Passes and Windscreen Labels Free Issue Site Area Admission Passes Vehicle Passes ( Square metres ) Friday Saturday Friday Saturday 40-99, Craft & Gift Hall, Countryside Marquee and Exhibition Hall (9 sq.metres) and Exhibition Hall (12 sq.metres and over) 200 and over Additional Windscreen Passes are NOT available for the Trade Stand Car Parks due to space restrictions. * Please see notes on Access to the Showground during the Show on the Booking Form for a parking alternative. Additional Admission Passes are available at fully discounted rates Discount Rates (Single Admit Inclusive of VAT) Friday (Standard Price 10.00) Saturday (Standard Price 15.00) Payment for all extra tickets must be made prior to the Show. CLOSING DATE FOR APPLICATIONS FRIDAY 21 st MARCH 6

7 Regular Exhibitors must reply by the above closing date and abide by the Terms of Payment to guarantee their position, should they wish the same site. The Society will adhere to requests if possible but the final decision will be made by the Society. Terms of Payment Total remittance must be made by the specified date, as a final confirmation of booking, otherwise the Society have the right to cancel the reservation and re-let the Stand space. PAYMENT DATE 29 th APRIL 7