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EXHIBITOR HANDBOOK 2019
Please take the time to read through this information booklet carefully as it will answer many of the questions you may have about exhibiting at The Game Fair®. If in doubt, please telephone or
email the team and continue to visit www.thegamefair.org for regular updates.
EMAIL: [email protected]
HEAD OFFICE: 1 FORUM PLACE, WINCHESTER COURT, HATFIELD AL10 0RN T: 01707 252707
EXHIBITOR TEAMWe are here to help to ensure you have the best experience at The Game Fair.
If you have any queries, here is how you can contact us:
CATHERINE BISHOP
Senior Commercial Executive
07814764093
KATRINA MIDGLEY
Gunmakers Section Manager
07778 212357
DAVE & SAM MORTON
Health and Safety Officer
07919 394652
CHRIS SELDONGundogs, Gardens & Destinations
Sales Management
07949 [email protected]
HARRIETT WESTON Retail Sales Manager
07949 111 [email protected]
ORGANISER’S 01707 252707 EXCELL ELECTRICAL 07715 355544
WIFI/ ETHERLIVE [email protected]
E X H I B I T O R S @ T H E G A M E FA I R . O R G
17th MAY 2019
17th MAY 2019
17th MAY 2019
17th MAY 2019 17th MAY 2019
17th MAY 2019 17th MAY 2019
17th MAY 2019
17th MAY 2019 12th JULY 2019
21st JUNE 2019
HS1 H&S Checklist (must be returned)
HS1 PART A Exhibitor Information
HS1 PART B Insurance Declaration
Copy of Public Liability Insurance
Copy of Employers Liability Insurance
HS1 PART C Fire Risks & Assessment
HS1 PART D General Risk Assessment
HS1 PART E Exhibitor’s own structures & exhibition vehicles. Comples structure Documentation
HS1 PART F Exhibiting Food & Drink. Copy of Food Hygiene Rating
HS1 PART G Exhibiting Poultry & Captive Birds - Avian Gathering Record & Declaration
HS1 PART H Exhibiting Firearms & Ammunition (additional RAMS to Part D) Declarations relation to Weapons Policy
FORM NAME RETURN BYTICK WHEN YOU HAVE SUBMITTED THIS FORM
TRMG Show guide entry (Online)
Excell Electric Booking Form
Wifi Booking Form
Exhibitor Camping
Fire Extinguisher Hire Form ( IF APPLICABLE )
28th MAY 2019
22nd JULY 2019 6th JULY 2019
5th JULY 2019
10th JULY 2019
EXHIBITOR CHECKLIST
The stand balance has been paid All relevant forms have been completed and returned
Exhibitors are wearing the correct wristbands and displaying the correct vehicle passes
EXHIBITORS WILL ONLY BE ALLOWED ACCESS ONTO SITE IF...
E X H I B I T O R S @ T H E G A M E FA I R . O R G
OR N/A
OR N/A
OR N/A
OR N/A
Please DO NOT move vehicles on the showground until authorised to do so and please work with our team of staff and stewards who will aim to get you moving as soon as possible.
SHOW OPENING TIMES
DAYS
FRIDAY
SATURDAY
SUNDAY
GATES OPEN
6:00 A.M
6:00 A.M
6:00 A.M
7.30 A.M
7.30 A.M
7.30 A.M
9.00 A.M
9.00 A.M
9.00 A.M
7.30 P.M*
6.00 P.M*
6.00 P.M*
NO VEHICLE MOVEMENT
AFTER 8PM
AFTER 6.30 P.M
AFTER 6.30 P.M
STANDS OPEN
VEHICLE MOVEMENT
STANDS CLOSE
*FROM MONDAY 22 JULY THE SITE WILL BE OPEN FROM 8AM.
For safety reasons vehicle movement will not be allowed while visitors remain on site, therefore these times are a guideline only and entirely at the discretion of the organiser.
E X H I B I T O R S @ T H E G A M E FA I R . O R G
CLOSEOPENS
ARRIVING AT THE SHOW
It is strongly recommended that all exhibitors arrive before Thursday 25th July to assist with a smooth and managed build-up. This will avoid congestion, traffic jams and frustration for all concerned. Please follow AA signs for ‘Exhibitors’. Due to temporary one-way systems in place, we advise using Sat Nav Post Code AL9 5HX until you pick up relevant AA event signage, which then supercedes any Sat Nav information.
To enable exhibitors to get to their stand as easily as possible, and to assist the traffic plan for visitor vehicles, we have an Exhibitor Entrance.
Build-up & BreakdownAll exhibitors must wear hi-viz. No children under 16 allowed onsite. Take great care when moving around vehicles – catch the drivers eye first.
Late Arrivals – Thursday 25th JulyFor exhibitors arriving after 10pm on Thursday 25th July, security will not allow access to the site for safety reasons. There will be a holding area for the exhibitors to park overnight. Security will allow exhibitors from the holding area to enter the showground at first light on Friday 26th July at approximately 5.30am. As this is a show day, you will need the relevant entry passes and vehicle passes to access the site.
Arriving on site on show daysYou must enter the site prior to 7.30am and be parked on your stand no later than this time. There is only one entrance onto site for exhibitors, please ensure you arrive early and allow plenty of time as traffic builds up quickly at this time.
Leaving the site during the showIf you need to leave before the site closes (8pm to 7pm Friday, 6.30pm Saturday and Sunday), please park your car in the exhibitor car park for the day. You will need a re-entry stamp every time you leave/enter the show ground.
Exhibitor Entry PackYour exhibitor entry passes will be dispatched automatically. Once your stand has been paid for in full and all relevant Health & Safety forms have been submitted, Exhibitor wristbands will be sent to you in the post.
No entry passes will be dispatched by post after Friday 12th July. Wristbands required after that date must be collected upon arrival in the Exhibitor lanes.
E X H I B I T O R S @ T H E G A M E FA I R . O R G
EXHIBITOR ENTRY PASS ENTITLEMENT
Exhibitors are entitled to an allocation of entry passes at no additional charge. The number of entry passes is dependent on stand size.
E X H I B I T O R S @ T H E G A M E FA I R . O R G
STAND SIZE
1 UNIT
3M
2 UNITS
6M
3 UNITS
9M
4 UNITS
12M
5 UNITS
15M
6 UNITS
18M
7 UNITS
21M
8 UNITS
24M
No. of wristbands
4 6 8 10 12 14 16 18
Ordering Additional TicketsExhibtors can purchase additional tickets on the Exhibitor Hub via SeeTickets our ticketing supplier at a special rate of £17 per day (Day specific) or £51 for three days.All exhibitors must wear a valid entry passfor each day of the show. The re-sale of complimentary passes is strictly prohibited and any Exhibitor found selling complimentary passes will be fined or escorted off site.
On site exhibitors can purchase additional wristbands via SeeTickets at the entrances or at the exhibitor lanes only.
Exhibitor Vehicle Passes Exhibitor vehicle passes are issued according to stand size and will be dispatched automatically. It is not possible to request additional exhibitor vehicle passes.
No more than the allotted number of vehicles are permitted to park at the rear of the stand. All vehicles must fit into the marked area. Any vehicles parked outside of the allocated stand area, vehicles parked blocking access to aisles and vehicles not displaying the correct pass will be photographed and will only be allowed to leave the site on payment of a £200.00 fee to the National Game Fair. Exhibitors who do not have sufficient room behind their stand to park vehicles, can park in the Exhibitor car park, which is free of charge.
Any exhibitor who erects a stand in the wrong location will be responsible for dismantling.
E X H I B I T O R S @ T H E G A M E FA I R . O R G
VEHICLE PASSES ALLOCATION
STAND SIZE
1 UNIT
3M
2 UNITS
6M
3 UNITS
9M
4 UNITS
12M
5 UNITS
15M
6 UNITS
18M
7 UNITS
21M
8 UNITS
24M
Total no. of vehicle
passes
2 2 3 3 4 4 5 5
Displaying your PassFrom Monday 22nd July vehicles arriving on site must display the correct vehicle pass at all times. This will either be the exhibitor vehicles pass (valid for the build-up period and the show days) or a Build-Up Pass, issued to vehicles arriving on site before Friday. This pass is not valid during show opening hours. Please note that anyone displaying an exhibitor vehicle pass will have restricted movement during the event. All passengers remaining on site during opening hours of the event must wear a valid wristband.
Build-Up PassesIf additional vehicles are assisting with build-up/break down or delivering items, they will be issued with a Build-Up Pass during build-up, breakdown and on show days between 5.00am and 7.00am - exiting before 7.30am. Any vehicles leaving the site must return the Build-Up Pass to Security on exit.
We reserve the right to issue a financial penalty for any build-up vehicles not removed from site during the opening hours of the show.
Exhibitors are entitled to an allocation of entry passes at no additional charge. The number of entry passes is dependent on stand size.
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BUILD - UP 22-25 JULY 2018
Open space exhibitors may start construction of their stand from Monday 22nd July. Open space structures such as gazebos must be able to withstand up to 40mph wind and must be of a good standard, clean and tidy.
We recommend any HGV vehicles arriving before Wednesday 24th July to help with a smooth build up.
Banner RailsIf you have booked a shedding unit you will automatically receive a banner rail, which is the width of your stand and 60cm high. The exhibitor will have to supply their own banner.
Show Breakdown – Sunday 28th July The break-down of stands before 6.00pm on Sunday 28th July is strictly prohibited for health & safety reasons. Breakdown will be announced over the show tannoy system – as soon as the public have left the site. From this point you may commence dismantling your stand and vehicle movement. However, please bear in mind there is to be no vehicle movement permitted before 6.30pm (which includes entering and exiting the site). The organiser will make every effort to allow breakdown lorries, car etc on to the site as quickly as possible after the show closes.
If a stand is left untidy, a clear up charge of £250 + VAT will be charged by The National Game Fair.
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ON-SITE FACILITIES
Organiser’s OfficeThe organising team will be on site from Monday 22nd July and the organisers’ office will be open from 6am - 8pm everyday.
Exhibitor Car Park The exhibitor car park is located outside the show site and should be used by exhibitors for vehicles that do not fit within the confines of their stand and for additional staff vehicles. There is no charge for using this exhibitor car park (Red Entrance).
Toilets & ShowersBaby changing facilities will be provided within disabled toilets. Additional toilets and showers will be opened nearer to show opening times. Please note that the shower blocks will be closed during show opening hours to prevent public use.
CateringOne food outlet, situated in the middle of Row G, will be serving hot food and drink from Monday, 22nd July - Thursday, 25th July. Opening hours are 7.30am - 4pm each day (subject to change).
Delivita, who wil be running our public restaurant will be offering exhibitor discounts during the show and each evening from Thursday 25th July.
Water PointsWater points are located around the showground and at each toilet/shower block. Individual water supply points can be ordered from The Game Fair if required. If you wish to purchase a dedicated water point, please use the order form on the Exhibitor Hub. The cost of a single water tap is £249 inc. VAT.
Wi-Fi & Card MachinesAll forms for Wi-Fi & Card Machines can be found on the Exhibitor Hub. Early Bird order closing date 6th July at 5pm.Orders received after this date and time will be subject to the standard rate.
PDQ orders accepted until 5th July all other orders accepted until 17th July after which a feasibility study will be required to confirm services can be installed and extra charges may apply.
E X H I B I T O R S @ T H E G A M E FA I R . O R G
E X H I B I T O R S @ T H E G A M E FA I R . O R G
ON-SITE FACILITIES
Electricity All electricity must be ordered via our official contractor, Excell Electrical (0771 5355544) The order form can be found on our Exhibitor Hub. No private generators are permitted on site - this includes the running of vehicle engines during the show. Electricity will be available from 9am on Thursday 25h July until 8pm on Sunday 28th July. Orders for electricity have to be submitted to Excell Electrical by Monday 24th June. Orders after that date are subject to a 25% surcharge.
BBQBBQs are allowed in open areas but not in marquee structures. Subject to weather conditions.
Stand Security The National Game Fair has 24 hour security on site and at all entrances. All thefts and disturbances must be reported to the security team (Located at the organisers office). CSP Security – Tony Hewitt for over-night stand security [email protected] or Telephone number 07982 321457. For security reasons we do not allow any other stand security company on site apart from CSP Security
Camping on your standWe would like to remind you that caravans and camping within the space at the rear of your stand is acceptable to the organiser and reduces the stress of entering and exiting the site when the roads are busy with visitors. It also improves the security of your stand.
Caravan/campsiteIf you do not have room at the rear of your stand, we also provide a caravan/campsite within the Hatfield House Estate.Please call 07816 453047 or email: [email protected]. Exhibitors are entitled to a discounted rate of £100 + VAT for a 10m x 10m pitch for a maximum of six people per pitch. Additional pitches can be purchased for £155 including VAT.
E X H I B I T O R S @ T H E G A M E FA I R . O R G
ADDITIONAL SERVICES
Furniture Hire Thorns Furniture Tel: 0208 801 4444Email: [email protected] Website: www.thorns.co.uk
Flag Poles and Stand Build Fuchsia Exhibition Service: [email protected]
PA/AV/TV ScreensNSR CommunicationsTel: 01923 209640Email: [email protected] www.nsrcommunications.com
Forklift HireA limited number of forklift trucks are available to assist exhibitors to unload/re-load their stock during build-up and breakdown from Monday 22nd July.This service MUST be booked in advance. Please email [email protected]. Cost for the first hour’s use of forklift (or part thereof) is £75 + Vat. Cost for each additional hour (or part thereof) is £50 + Vat. All forklifts will be invoiced and must be paid for prior to the event. If you require the forklift for longer than 2 hours, please hire your own forklift.
Dogs/Dog Crèche The Dog Crèche, managed by experienced staff, is located on aisle J. Any dog brought on site is the responsibility of the owner and has to be kept on a lead. Dog mess has to be cleaned up and disposed off hygenically in the dog bins provide. Please DO NOT leave your dog in your car unattended. We have dog patrols working with the RSPCA and the Police and any dogs found left in a car will be removed. The Game Fair will not be held responsible for any damage to vehicles.
University AccommodationBookings can be made by emailing [email protected] referencing The Game Fair as these are special rates:
Parties of 10+: £48.50 (inc VAT) Individuals or parties under 10 persons: £69.00 (inc VAT)
E X H I B I T O R S @ T H E G A M E FA I R . O R G
ADDITIONAL SERVICES
Accepting DeliveriesThe Organiser will not take responsibility for any third party deliveries and ‘signed for’ items will not be accepted. There are no storage facilities on site to accommodate these.During build-up, exhibitors must ensure that contractors, who are delivering supplies to the stand, know the correct stand number and exhibitor trading name. A build-up pass will be issued at the exhibitors entrance. Please ensure that someone will be available on the stand to receive the delivery.
All deliveries must be sent to your stand number at Hatfield House AL9 5PG
Waste, Rubbish and Recycling Bins are located around the site for rubbish. Please ensure that all rubbish is deposited in the bins provided by 7.30pm.Do not dispose of waste water outside your stand but take it to the waste water disposal points at each toilet/shower block. We do recycle 85% of all waste on site.Handing out flyers/leaflets off your stand and around the show ground is not permitted.For any further questions, please contact our Operations Manager Garrath Rowley, [email protected].
Site speed limitPlease ensure you stay within the site speed limit of 10mph at all times.Anyone found driving recklessly or under the influence of alcohol and drugs will be reported to the organisers and escorted off site.
Golf buggies and quad bikesExhibitors are not permitted to bring their own golf buggies or quad bikes to site at any time, including build-up. Only official National Game Fair vehicles are allowed to be used.
High visibility clothingAll exhibitors and contractors working on site during build-up and breakdown MUST wear a high-vis waistcoat or jacket.
Event staffSecurity, Floor Managers, Stewards and Organisers will be on site to assist you when possible. Please treat them with respect. If you have any queries on site, please visit the Organiser’s Office or call 01707 252707.
E X H I B I T O R S @ T H E G A M E FA I R . O R G
HEALTH & SAFETY
The Health and Safety team for The Game Fair our Dave and Sandra Morton. The show’s safety officers will be visiting exhibitors during show build-up and the show itself to ensure that high standards of health and safety are maintained. Dave and the team may be contacted for advice and guidance on health and safety [email protected]: 07919 394652
Unloading and reloading of exhibits and equipment must be pre-planned and mechanical lifting operations must comply with the statutory regulations.
Plant and equipment must be operated by a qualified person, who must have evidence of training available for inspection.
Vehicles MUST NOT be parked inside covered stands.
Stands, exhibits, banners, flagpoles etc must be adequately secure and stable, taking into consideration likely weather and ground conditions.
Each stand must have suitable fire extinguishers in a prominent, and easily accessible position. Exhibitors can either bring their own or they can be hired - see Exhibitor Hub for details.
Exhibitors handling food must have completed and submitted the HACCP Form and must permit inspection by the Environ-mental Health Officer.
Exhibitors must co-operate with the organiser when reporting accidents to the enforcing authority.
Children under 16 are not allowed onsite during Build-up and Breakdown.
SAFETY POLICYAll exhibitors, regardless of the number of employees, MUST submit all relevant Health & Safety and Fire Risk Assessment forms to the Organisers - forms can befound on the Exhibitor Hub.
E X H I B I T O R S @ T H E G A M E FA I R . O R G
RISK ASSESSMENTS
Why risk assessments are required?Health and Safety laws require that employers write Risk Assessments covering any significant risks arising from their business to undertakings including the use of machinery, vehicles, hazardous substances, manual handling and any work carried out where falling could cause injury. The risk assessment must be suitable and sufficient. The organiser will require each exhibitor to provide a Fire Risk Assessment and a general Risk Assessment. If exhibitors employ one or more contractors to erect their stand, install exhibits etc, a risk assessment for the contractor’s operations must also be provided in addition to those submitted by the exhibitor. If another company is sharing your stand, they must submit assessments in addition to those submitted by the primary exhibitor.
Stand Insurance You can purchase Exhibitor Insurance with James Hallam Insurance Brokers please get in touch with Chris. Brinck-Johnsen Email: Chris.Brinck [email protected] Telephone: 01245 20 45 65 Minimum product liability accepted by National Game Fair is £5 million.
These documents must be submitted to [email protected] by the 26th May. All forms can be found on the Exhibitor Hub.
FOOD EXHIBITORS
Food exhibitors selling food or drink, or serving it as hospitality, either directly or by using a catering contractor, must provide information about their food hygiene.
Please see the forms on the Exhibitor hub.
What to send inTwo risk assessments are required to be submitted by all exhibitors, a Fire Risk Assessment and a General Risk Assessment, plus any additional ones for contractors. Please see the forms on the Exhibitor Hub.
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STAND LOCATION
Stand NumbersOfficial stand numbers will not be released until May. Until then please do not use any stand numbers on print and publication until you have officially been told.
Stand Shares Stand Share is not permitted unless made aware of all stand shares in writing. Non-compliance may result in a fine or escorted off site.
Show Guide EntriesThe Game Fair Show Guide is published by TRMG Publishing (01707 273999) Each exhibitor is entitled to one free copy, which will be delivered to your stand. Each stand has one standard entry in the show guide A-Z.
Please note that your trading name, as entered on your original Contract for Space, will be the name used used in the Show Guide, unless notified.
To credit a stand share in the official Show Guide, a fee of £100 + VAT charged.
The Organiser will automatically advise TRMG of all stand numbers when they are released. Options to upgrade your entry are available for an additional charge. Please contact TRMG directly for more info.
The Game Fair 2020The Game Fair will return to Ragley Hall from 24th - 26th July 2020.
To secure your stand, please email The Team [email protected].
E X H I B I T O R S @ T H E G A M E FA I R . O R G
E X H I B I T O R S @ T H E G A M E FA I R . O R G
NOTES
E X H I B I T O R S @ T H E G A M E FA I R . O R G
EXHIBITOR HANDBOOK 2019
www.thegamefair.org
