STAFFORDSHIRE & BIRMINGHAM AGRICULTURAL SOCIETY

STAFFORDSHIRE COUNTY SHOW

27th & 28th May 2009

Average Attendance 70,000

TRADE STAND

INFORMATION

Chief Executive: R C Williams BSc Hons., N.D.A.

County Showground, Weston Road, Stafford, ST18 OBD

Telephone: 01785 258060

Fax: 01785 246458

TRADE STAND AREAS

OPEN SPACE - MAIN SHOWGROUND (GRASS AREAS)

This is available to any stand wishing to go in the main outdoor area of the Showground. Shell schemes/structures are not provided, however, water and electricity can be connected to the majority of stands. (Please see the Trade Stand Application Form and paragraphs 18 & 20 of the Rules and Regulations section of this booklet for further information). Pricing of outdoor stands relates directly to the stand and the business classification, however, all stands are subject to a minimum charge of £100 plus VAT exclusive of premiums for corner sites or main ring frontage. Moreover, it should be noted that to qualify for the motor dealer rate stands must be 100sq mtrs or over.

OPEN SPACE - MEMBER'S PAVILION CAR PARK (HARD STANDING)

This area is situated in front of the Member's Pavilion either side of a central pedestrian walkway. The terms and conditions detailed above for open space on the Showground apply equally to the Member's Pavilion Car Park. However, in order to limit damage to the car park's surface the erection of traditional style marquees or other structures that require the use of a large number of pegs or large diameter pegs is prohibited. Exhibitors are also asked to note that space in this area is both limited and extremely popular. If f you would prefer to be positioned in this area please include a manuscript note on your application form.

OPEN SPACE – COUNTRY PURSUITS AREA (GRASS)

The Country Pursuit Area links the Main Showground to the woodland display and picnic areas. This area is centred on an arena where country sport demonstrations take place throughout the two days of the Show. As a result, the area is an ideal venue for those stands selling/demonstrating equipment or merchandise connected with country pursuits. However, Exhibitors are asked to note that only a limited number of stands are available in this area.

MARQUEE SHOP UNITS - MEMBER'S PAVILION CAR PARK (HARD STANDING)

This area is particularly suited to those traders who wish to be located on outdoor hard standing but with the benefit of weather protection. Each bay offers 3mtr frontage, 6mtr depth and is approximately 3.6mtrs to the eaves. The open fronted units are complete with a canvas roof, side partitions and back, together with a night drop sheet covering the frontage.

BINGLEY HALL – GROUND FLOOR

The ground floor and annexes of Bingley Hall are subdivided into areas to accommodate and show livestock and agricultural trade stands. A limited area is also available for agricultural trade stands, breed societies, etc.

BINGLEY HALL – FIRST FLOOR BALCONY

This covered gallery within  the main hall overlooks the cattle accommodation and showing rings. This area is particularly suited  to smaller traders who wish to have the benefit of indoor accommodation. 

FOODHALL

The Food Hall is co-located with the Heart of England Fine Foods Cookery Theatre in the Prestwood Centre. This area is reserved for standssellingt or promoting fresh or packaged foods.    Stands are allocated in 3m x 3m units. Any stand that wishes to sell hot food will be required to pay a surcharge of £50 plus vat over and above the appropriate rent for the floor space  occupied by the stand.  However the sale of food or beverages deemed by the Society's stewards to be incompatible with the stand description is strictly prohibited.

PLEASE NOTE THAT TABLES ARE NOT PROVIDED IN ANY AREA

RULES AND REGULATIONS FOR TRADE STAND EXHIBITORS

1. APPLICATIONS FOR TRADE STAND SITES

(a) All applications for trade stand sites must be made by completing an application form which must be signed by the Exhibitor; such a signature being an acceptance of the Society's Regulations.

(b) The application form must be received by the Society by 28th February 2009 for existing customer sand by 1st April 2009 for new exhibitors. , furthermore, full payment must accompany the application. Moreover, Exhibitors are asked to note that post dated cheques will not be accepted.

(c) A separate application form is required for each stand where an Exhibitor requires more than one stand.

(d) In order to retain the same site as in 2008 existing exhibitors must apply before 28th February 2009, after that date sites will be re-allocated.

(e) No site will be reserved until the Society has received the completed application form and full payment.

(f) The Society reserves the right to refuse any application, whether received prior to the closing date for entries or not. Furthermore, the Society also reserves the right to cancel any application, which may have been previously accepted without any reason being given for such cancellation.

(g) The allocation of sites and the positioning of trade stands will be entirely at the discretion of the Society although every endeavour will be made to meet any request by an Exhibitor regarding the position of his stand. We do not offer exclusivity for any product or service. Accordingly, we do not undertake to limit the number of stands selling similar or identical products or service. Furthermore, we do not guarantee a minimum separation between stands selling such products or services.

(h) The selling of goods by auction, shouting or use of loudspeakers is forbidden, as is the selling of articles likely to cause offence. 

2. GENERAL & FIRE RISK ASSESMENT

In accordance with Health and Safety Legislation all trade stand exhibitors are required to undertake a general and fire risk assesment of their stand. Accordingly, a risk assesment section is included in the trade stand application form. Failure to complete this section of the form will result in the application being rejected.

3. FACILITIES AVAILABLE

Open Ground Space only is let – with the exception of the marquee shop units, accordingly exhibitors are to make their own arrangements for any structures or equipment required on their stand i.e marquees, shell systems, tables, chairs etc.

4. ALLOCATION OF SPACE

(a) The area applied for must include ALL GROUND NECESSARY FOR THE ERECTION OF GUY ROPES AND STAYS which under no circumstances will be allowed to project beyond the Exhibitor's allocated area. Where a marquee is to be sited a space of at least 2m between the marquee sides and the boundary of the stand must be allowed on all sides to comply with safety regulations.

(b) No Exhibitor shall sub-let any portion of the space allotted to him.

(c) No Exhibitor shall ply for trade other than within the area of the stand space allocated to him. Exhibitors or any person found plying for trade around the driveways or any exhibition area other than that allocated to them will be removed by the Society's Stewards.

(d) The Society reserves the right to refuse the inclusion of any Stand in any specialist area of the Show for which it considers that Stand does not comply with the requirements of that area.

(e) Any Exhibitor found to have moved his stand without permission from the Stewards shall be removed from the Showground. Stand number plates must not be removed, disturbed or obscured.

(f) Whilst every endeavour will be made to allocate level ground that is free from obstructions, the Society cannot accept responsibility for levelling or otherwise making good any ground space which may be uneven either through natural or other conditions.

(g) Permission must be obtained at the time of application for stands over 5.4 mtrs (18 feet) high.

5. TIMES OF OPENING

Stands are to be open for business from 8.30am until at least 6pm on each day of the Show. The Showground is open to the public from 8am until 8pm.

6. TRAFFIC

No vehicle shall be driven at speeds in excess of 10 miles per hour anywhere on the Showground. In an endeavour to prevent excessive congestion on the Showground, the attention of Exhibitors is called to the following regulations.

(a) Pre-Show Vehicles conveying goods to stands will be admitted to the Showground until 10pm on Tuesday 26th May 2009; thereafter the Showground will be closed until 6am on Wednesday 27th May 2009. Vehicles that are not conveying goods to stands are required to park in the adjoining car parks to prevent undue damage to the grass and congestion in the avenues.

(b) Show-Days Vehicles will only be permitted to enter the Showground via the Weston Gate Entrance D between 6am and 8am on payment of a refundable deposit of £40 (Note: cash only no cheques or credit cards). This deposit will only be refunded at the designated entrance (the Weston Gate Entrance D) on production of the reciept if the vehicle is removed within one hour and before 8am. No refund will be made from any other place than the Weston Gate Entrance D. You are requested to note that this rule will be strictly adhered to. The Society reserves the right to remove any vehicle contravening this regulation and accepts no responsibility for any damage so caused. This rule will equally apply to Exhibitor’s contractors and caterers. Any exhibitor having a requirement to admit a vehicle to the Showground in order to operate any aspect of their stand should inform the Chief Executive 28 days prior to the Show to obtain the necessary vehicle pass.

NO EXCEPTIONS WILL BE CATERED FOR ON SHOW DAYS, AND NO REFUNDS WILL BE GIVEN.

7. CANCELLATION

If for any reason whatsoever a trade stand is cancelled by an Exhibitor, 50% of the total fees shall be refunded provided the Society is notified in writing four weeks prior to the commencement of the Show. Any cancellation during the four weeks prior to the Show will result in forfeit of the total amount of fees paid, moreover, the Society reserves the right in all such instances to re-let the space. The Society reserves the sole right of decision to postpone, cancel, abandon or curtail the Show. Where such decision arises from directive, happenings or circumstances outside the control of the Society, it shall not create liability to claim for loss or damage, nor for the refund of any fees or charges paid. 

8. BALLOONS & KITES

Exhibitors may NOT sell or donate either inflated or deflated balloons on the Showground for reasons of animal safety.  Kites must not be flown anywhere on the Showground.

9. AUCTIONS AND LOTTERIES

The operation of lotteries or auctions is strictly forbidden.

10. PHOTOGRAPHERS AND ROVING TRADERS

No person shall ply for trade as a snap-shot photographer or solicit trade from visitors to the Show in any other capacity deemed by the Society to cause annoyance. The Society reserves the right to expel from the Society's property without repayment of the admission charge anyone who infringes this Regulation.

11. MUSICAL OR OTHER LIVE ENTERTAINMENT

Any Exhibitor wishing to use musical or live entertainment, such as Jazz Bands, as part of their stand are to seek the Society's written permission at the time of application. Any exhibitor intending to play copyright music on their stand must obtain licences from both the Performing Rights Society and Phonographic Performance Limited. No Exhibitor shall be permitted to use audio equipment including disco music as a sales aid or attraction without the written permission of the Society. If such permission is granted the volume must not exceed 60 decibels at 20 metres. 

12. CHARITIES AND BREED SOCIETIES

Stand charges for registered charities and breed societies will be based on two-thirds of the normal stand charge for the area in which the stand is situated. It should be noted, however, that this discount does not apply to stands with a full price value in excess of £100, electric and water connections, admission tickets and membership fees. The written permission of the Chief Executive must be obtained by any charity that wishes to conduct any form of fund raising activity including collections, tombolas, etc. Moreover, if permission is granted such fund raising activity must be confined to the stand area. Furthermore, it should be noted that only a limited number of charities will be accepted.

13. PREPARATION AND DISMANTLING

(a) Exhibitors accommodated on outdoor areas of the Showground may commence work on their stand from 9am on Wednesday 20th May 2009. Exhibitors in Bingley Hall may commence work on their stand from 9am on Monday 25th May 2009 and in the Food Hall (Prestwood Centre) from 9am on Tuesday 26th May 2009. In exceptional circumstances Exhibitors may be granted earlier access by arrangement with the Chief Executive. All stands MUST be in position on the Showground by 7am on the first morning of the Show.

(b) The Society's Stewards will be available at the Trade Stand Office (situated adjacent to the Main Gate entrance A) from 9am until 5pm on Monday 25th May 2009 and from 8.30am until 6pm on Tuesday 26th May 2009 to assist with any problems relating to siting of stands. NO RESPONSIBILITY will be taken by the Society or it's Stewards for any difficulties experienced in siting stands by Exhibitors arriving after 6pm on Tuesday evening.

EXHIBITORS MAY NOT DISMANTLE THEIR STAND UNTIL 6PM ON THE LAST DAY OF THE SHOW. VEHICLES  WILL NOT BE ALLOWED TO ENTER  OR LEAVE THE SHOWGROUND UNDER ANY CIRCUMSTANCES BEFORE 6PM ON EITHER EVENING.

(c) Stands must be cleared from all indoor areas by 8am on Saturday 30th May 2009 and from the outdoor areas on the Showground by 8am on Sunday 31st May 2009.Any exhibits not cleared by theses dates will be moved to a convenient place and a fee of 10% of the total site fee per day of storage will be charged.

(d) Any damage to the ground on which a trade stand is sited must be reinstated within 7 days of the Show. Failure to undertake such reinstatement will result in the Society arranging for the necessary work to be carried out and recharging the cost to the Exhibitor.

(e) Exhibitors are required to clear litter from their stands and the portions of the Avenues immediately adjacent to their stands each evening. The Society’s contractors will then collect all litter.

(f) Delivery to Stands - Goods and packages  cannot be received by the Society and should not be sent to the Showground.

14. HEAVY MACHINERY

Vehicles with tracks will not be allowed to move about the Showground but should be unloaded directly onto the Exhibitor's stand before 10pm on Tuesday 26th May 2009.

15. SECURITY

All exhibits or articles remain on the Showground at the sole risk of exhibitor; the Society will not be responsible for any loss or damage to equipment whilst on the Showground. The Society will use its best endeavours to protect the site, accordingly, security personnel will patrol the Showground from 8pm until 6am on the nights of   Monday 25th May 2009, Tuesday 26th May 2009 and Wednesday 27th May 2009. Accordingly, Exhibitors are advised to make their own arrangements for the security of their stands, details of the Society's security contractor can be obtained from the Showground Office on 01785 258060. Exhibitors are advised to insure against fire and public liability, not only as regards their own property but also against third party claims.

16. EXHIBITOR HOSPITALITY

Exhibitors may supply refreshments free of charge to their customers. However, under no circumstances will they or anyone else on their stand be permitted to sell or receive money for refreshments. Exhibitors catering on their own stands are reminded that they must conform to the requirements of the Food Hygiene Regulations, advice on which can be obtained from the Stafford Borough Environmental Health Office - Tel: 01785 619000.

17. FOOD HYGIENE   All Exhibitors must -  provide food handlers with adequate supervision, instruction and or training in food hygiene.  Copies of certificates/training records must be available for inspection.

Make sure that food (which includes drink) is supplied or sold in a hygienic way and is protected from contamination. Sanitising solution / sprays must be provided to prevent cross contamination.

Keep food at the correct temperatures. Hot and cold temperature record cards must be available for inspection.

Identify food hazards.

Know which steps in his/her activities are critical for food safety.

Ensure safety controls are in place, maintained and reviewed.

Have pest control  measures.

Provide facilities for and enforce personal hygiene measures. A bowl, anti-bacterial soap, thermos of hot water and hand drying facilities must be provided for high risk activities.  High risk activities include ready to eat, open foods and samples. 

18. ELECTRICITY

Electrical connections are available on most areas of the Showground. Electrical connections on all outdoor sites are subject to individual quotation, accordingly an application for connection on all outdoor sites must be made DIRECTLY to the Society's contractors, Messrs T G Hughes & Son, Stone Road, Bramshall, Uttoxeter, Staffs, Tel 01889 562827, at least 28 days prior to the Show. The cost of electrical connection for stands in Bingley Hall and the Prestwood Centre is fixed at £65 plus VAT and should be applied for on the Trade Stand Application Form. All Exhibitors should be aware of the live overhead cables on the Showground.  All portable electrical equipment and pre-wired stands must have current test certificates and the appropriate labels attached to the equipment.

19. GENERATORS

The Society allows generators to be used providing they are moderately sized and do not reach a noise level whereby they become a nuisance to adjacent Exhibitors. The Society's Stewards are empowered to stop the use of any such equipment if, in their opinion, it is causing a nuisance to others or is in a dangerous condition. Moreover, such equipment must be sited within the area of the Exhibitor's stand and must comply with Health and Safety Regulations.

20. WATER

A dedicated water supply is available to most trade stands. Exhibitors requiring a dedicated water supply to their stand should complete the appropriate section on the Trade Stand Application Form. Moreover, a separate letter indicating the position of the supply and any additional requirements should be attached to the Form. The Society's contractor will install a dedicated standpipe within the trade stand area for which a charge of £65 plus VAT is made which must be paid at the time of applying for trade space, as shown on the application form. Any enhancement to this basic facility will be subject to an additional charge; the exact cost of which will be notified to the exhibitor within 28 days of receipt of the application. 

21. FIRE PRECAUTIONS

Trade Stands will be inspected by the Fire Officer to ensure compliance with fire regulations. Any stand using bottled gas must have the installation checked by a qualified fitter to ensure that  the apparatus is safely installed.  Moreover, spare gas cylinders must be kept in a safe position outside the marquee or stand and suitably protected against unauthorised access.  All exhibitors are required to supply a suitable fire extinguisher in accordance with their fire risk assessment.

22. SALE OF FIREARMS, SHOTGUNS, AIR PISTOLS, ETC

Special authorisation must be obtained from the Society and the Staffordshire Police Authority for the sale of firearms at the Show. The sale of Cap guns, BB guns, laser pens and explosive devices is prohibited.

23. ADMISSION TICKETS

An allowance of two-day admission tickets is allocated to Exhibitors on the following scale:

(Note: All stand costs quoted exclude VAT).

Additional One-Day Exhibitor Tickets may be purchased for £9 each (including VAT) which offers a discount on the gate admission charge.  Under no circumstances will refunds be made to exhibitors or their staff or representatives who have arrived at the entrance without admission tickets and have paid the public price to gain admission to the Showground.

24. NON COMPLIANCE WITH REGULATIONS

The Stewards have the power to order the removal of any articles from the Showground, or to close the stand of any Exhibitor who does not conform to the Regulations of the Society. If information given on the application form as to the nature of the stand is found not to be in accordance with the actual goods or services being marketed at the Show then the Society's Stewards shall have the power to re-site the stand or order its removal from the Showground with all fees being forfeited. Moreover, any exhibitor found with objects which create obnoxious smells, smoke or disturbing noises will be immediately ordered from the Society's property with his/her complete stand or will have their goods confiscated by the Society.

25. DISCLAIMER OF LIABILITY

The Society shall not be responsible in respect of loss or damage arising from adverse weather conditions, any error in the apportionment of space on the showground or from any encroachment by one exhibitor on the area apportioned to another.

The Society, its Officers and Servants will not be responsible to any person whatsoever whilst upon, entering on, or leaving the Society’s premises for any damage or loss, howsoever caused, to the property of such persons; or for any injury fatal or otherwise to any such person. The Society, its Officers and Servants shall not be responsible for any damage or loss, howsoever caused, to any Exhibitor or his employee, or to any animal, article or property brought on to the Showground whilst upon entering on, or leaving or being carried into, on or out of the Society’s premises. The Exhibitor shall be solely responsible for any loss, injury or damage that may be done to or occasioned by, or arising from any animal, article or property exhibited or brought on to the Showground by him/her and he/she shall indemnify and hold harmless the Society from all action, suits, expenses and claims on account of or in respect of any such damage, or injury which may be so caused or occasioned.

26. GRASS CUTTING

The Society will undertake general grass cutting by means of tractor drawn mowers, however, Exhibitors may at their own expense engage their own or the Society’s contractor (Mr James Madders 07974 572292), or mow the grass themselves in order to achieve the standard they require. Grass cuttings are to be removed from the Showground. The mowing of trade stand areas by the Society ceases ten days prior to the Show.

27. ADVERTISEMENTS

No exhibitor or other persons shall affix any placard, banner or other advertisement to any part of the Society’s premises including the perimeter fencing and car parks, except on the stand for which he has paid. Furthermore, Exhibitors may only distribute literature, or other promotional items within the perimeter of their stand and must not attach any item or placard to the internal walls of any building.

28. LIVESTOCK EXHIBITS

Permission must be obtained from the Chief Executive to exhibit livestock of any description, and will be subject to any order made by DEFRA or the local authority. Moreover, if any MV / CAE accredited animals are to be included approval must be sought by the exhibitor from the Sheep & Goat Health Scheme.

29. SALE OF ALCOHOL

No alcohol may be sold on the Showground without the prior consent of the Society; such consent must be obtained at the time of applying for a trade stand site. Moreover, if permission is granted the Exhibitor will be responsible for ensuring that the sale of alcohol is supervised by the holder of a personal licence.

30. TRADE STAND COMPETITION

The Trade Stand Competition is open to all exhibitors free of charge. Exhibitors wishing to enter the competition should complete the entry form on the reverse of the white copy of the trade stand application form. Exhibitors are asked to indicate which of the six classes they wish to enter. However, the Society reserves the right to reallocate exhibitors to a more appropriate class if deemed necessary. Exhibitors are asked to note that telephone entries will not be accepted. The Exhibitors placed First, Second and Third in each Class will receive a prize card. Moreover, the Exhibitors placed First, Second and Third in each Class will be entered into the competition for the Champion Trade Stand. The winner of this competition will receive a prize card and a magnum of champagne.

31. MEMBERSHIP

Membership of the Society entitles you to free admission to the County Show and English Winter Fair on both days;  use of the Members’ restaurant; bar area and cloakroom facilities and entry to the livestock classes at the Show at the reduced rates.

Members Subscriptions

MARQUEE SHOP UNITS

Marquee Shop Units are structures with roof, side partitions and night sheets measuring 3mtrs frontage, 6mtrs depth and 3.6mtrs to the eaves. please note that the floor is tarmac and that signage is not provided.