Exhibitor’s Manual The contents of this Exhibitor’s Manual forms part of the ‘Terms & Conditions’ of booking a stand at the Show. The Show: The Stratford-‐upon-‐Avon Home & Garden Show 2015 (SHGS) Venue: The Recreation Ground, Stratford-‐upon-‐Avon, Warwickshire. Exhibitor access via Shipston Road (A3400), postcode CV37 7LW Show dates: Friday 17th July 10.00am – 6.00pm Saturday 18th July 10.00am – 6.00pm Sunday 19th July 10.00am – 5.00pm Gala Charity Preview Evening: Thursday 16th July 6.00pm – 9.00pm Organisers: Blooming Marvellous Events Ltd. 60 Loxley Road Stratford-‐upon-‐Avon Warwickshire CV7 7DR General enquiries: 01789 549199 Email: [email protected] Show Director: Steve Brookes 07801 552538 Show Manager: Stephanie Lester 07764 588501 Exhibitor’s Manual – The Stratford-‐upon-‐Avon Home & Garden Show 2014 1 Page Contents 1 – 2 Show Details 3 -‐ 4 Opening, Closing & Build Times Breakdown & End of Show Instructions Exhibitor Passes Information 4 – 5 Vehicle Access Information 5 – 6 Health & Safety Information 7 – 8 Food & Drink Exhibitors Information 8 Responsible Alcohol Policy 9 – 11 12 General Instructions: •
Camping •
Cleansing & Waste •
Disabled Access •
Electrical Provision •
Fire & Emergency Evacuation •
First Aid •
Good Neighbour Policy •
Insurance •
Organisers Office •
Rubbish Removal •
Show Signage •
Toilets •
Water Provision •
Water Features / Pools Contact Details Exhibitor’s Manual – The Stratford-‐upon-‐Avon Home & Garden Show 2014 2 Opening, Closing & Build Times: Show opening times: !
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Thursday 16th July: 6.00pm – 9.00pm (Gala Charity Preview Evening) Friday 17th July: 10.00am – 6.00pm th
Saturday 18 July: 10.00am – 6.00pm Sunday 19th July: 10.00am – 5.00pm Re-stocking times: Mornings from Evenings from Build times: !
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7.30am – 9.00am 6.30pm – 7.30pm !
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Tuesday 14th July: 1.00pm – 7.30pm Designated Outside Space Only Exhibitors Wednesday 15th July: 7.30am – 7.30pm All exhibitors (allocated times) Wednesday 15th July: 1.00pm – 7.30pm All exhibitors (allocated times) Thursday 16th July: 7.30pm – 4.00pm Final finishing set up of all stands !
The latest time for closure on any day will be 7.30pm. Persons are not permitted to be on the Showground beyond this time, for both safety and security reasons. !
Any exhibitors or contractors needing access out of normal hours must make their request to the SHGS Manager no later than 2.00pm on the day of the required access. !
All exhibitors must have their stands completed by and all non-‐essential items cleared from the site by 4.00pm on Thursday 16th July, in preparation for the start of the Gala Charity Preview Evening. !
All exhibitors will be asked to choose a preferred time period during which they must arrive for build up. This is due to the specific allocated access routes onto the Show ground so as not to cause compaction damage to tree roots. Please respond immediately when you receive the email asking for your arrival time otherwise one will be allocated to you. !
Please ensure that your stand is built entirely within the confines of your marked stand area as detailed on your Trade Stand Application Form. Any exhibitor not adhering to this will be asked to rebuild or reconfigure their stand to conform to their stand’s allocated area. Breakdown & End of Show Instructions: !
Breakdown will commence ONLY once all members of the public have left the Showground after 5.00pm on Sunday 19th July and must be completed by 9.00pm !
4.00pm -‐ 5.00pm: Public ‘Sell Off’ commences !
5.00pm: Closure of all exhibits !
5.00pm -‐ 6.00pm: Removal of public from the Showground !
6.00pm: Vehicle movement allowed on site !
9.00pm: Showground closes During the breakdown, exhibitors are subject to the following conditions: !
Exhibitors may not bring into the Showground: plants, cut flowers, or any item specifically for sale during the public ‘Sell Off’ of the Show. Exhibitor’s Manual – The Stratford-‐upon-‐Avon Home & Garden Show 2014 3 !
Exhibitors must not dismantle their exhibit stands, covers, etc prior to the end of the Show (including parts of the stand, etc). !
No items forming part of ‘formal displays’ (including plants, flowers, fruit or vegetables) may be removed or otherwise disposed of prior to 4.00pm on the last day of the Show. !
Vehicles will not enter the Showground for breakdown before 6.00pm. (This may be delayed if there are still members of the public on the Showground). !
All vehicles entering the Showground will be required to follow the one-‐way system as indicated by staff of Rightguard Security Ltd. Clearance of site: !
Showground re-‐opens at 8.00am on Monday 20th July !
Exhibitors must remove their property from the Showground as soon as practicable after the close of Show on Sunday; and no later than 4.00pm on Tuesday 21st July. !
In the case of plants and materials brought on to site by exhibitors at any date and not removed at end of the Show, SHGS reserve the right to move, remove, or otherwise dispose of the said plants and materials without incurring any liability to the exhibitor concerned. !
SHGS does not accept any responsibility for items left on site and cannot be held responsible for damage or loss of items after the Show has closed (see SFS Limits of liability). Exhibitor Passes: All exhibitors will be allocated a quantity of exhibitor passes based on the size of stand: !
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Up to 6m2 – 2 passes Up to 12m2 – 3 passes Over 12m2 – 4 passes Additional passes can be purchased at a cost of £6.00 + VAT each (see Additional Forms for details). These passes MUST be worn at all times during build-‐up, breakdown and during the Show days. Exhibitor Vehicle Access / Car Park Passes: Exhibitor vehicle access & car park passes will be emailed in advance of the Show. These must be clearly visible in the windscreen of the vehicle at all times, otherwise access to the Showground for build-‐up, pre-‐Show day restocking and breakdown will not be permitted or seriously delayed. A vehicle pass must be displayed to allow residence in the Exhibitors’ Car Park after the Show closes each day. Vehicle Access: All vehicle movements on and off the Showground and onto and out of the specific Exhibitors’ Car Park provided will be strictly organised and controlled by the Show Traffic Team. Exhibitors are requested to comply at all times with their instructions for your safety and that of others and to ensure that the Show build-‐up and breakdown is completed efficiently. All vehicles and drivers MUST comply with the following: !
Observe the 5mph speed limit. !
Give priority to pedestrians at all times. !
Comply with the traffic direction system and instructions from the Show Traffic Team. Exhibitor’s Manual – The Stratford-‐upon-‐Avon Home & Garden Show 2014 4 !
Observe all ‘no go’ areas marked with yellow & black tape. These are specific areas cordoned off to prevent root compaction to trees. !
Vehicles must not be left parked and unattended on the Showground, and must be removed as soon as possible. !
All vehicles must comply with legal requirements (eg: insurance, tax and, if relevant, a valid MOT) and must at all times be driven by competent persons with the correct class of license for the vehicle. !
Large vehicles or those with unusual, high or wide loads must be notified to the Show Manager prior to arrival. !
It is the responsibility of exhibitors to ensure that all vehicles and contract vehicles have their respective passes for access. Health & Safety Statement It is the policy of Blooming Marvellous Events Ltd (the Organisers) to endeavour to seek the co-‐
operation of all concerned in order to achieve the highest possible standards, in all aspects, of health & safety. The Organisers and the venue have a responsibility to ensure that safe working practices are maintained at all times. This includes ensuring that provision is made whereby persons other than the employees of the organisers or the venue are reminded of their responsibilities whilst working onsite. As an Exhibitor, Contractor or Agent you have a duty under The Health & Safety at Work Act 1974, and all of its component parts, to ensure that all personnel, contracted by you are aware that they have a responsibility, so far as is reasonably practicable, for the health, safety and welfare of all employees, and that any plant or systems of work which may be used are, so far as is reasonably practicable, safe and without risks to health. This includes that all employees are provided with information, instruction, training and supervision to ensure not only their own health & safety but also that of others working or attending the Show. Under the current COSHH Regulations (Control of Substances Hazardous to Health), exhibition stands are considered to be a workplace. It is, therefore, your responsibility to ensure that all your staff and contractors have received sufficient Health & Safety training and are provided with the correct protective clothing and equipment to enable them to carry out their work in a safe manner in accordance with COSHH and the Act. It is a requirement under the Health & Safety at Work Act that you must be in possession of a copy of your own Health & Safety Policy, a Risk Assessment and certificate of Public Liability Insurance and those of your contractors excluding those appointed by the Organisers. Health & Safety Declaration and Risk Assessment forms can be found on pages 9 & 10 of the Additional Forms document and MUST be returned to the Organisers by the dated stated. Failure to do so will mean that you will NOT be permitted to set up your stand. AL Exhibitor’s Manual – The Stratford-‐upon-‐Avon Home & Garden Show 2014 5 General Health & Safety requirements 1. A person must be appointed who is responsible for health and safety matters on the stand. 2. During the build-‐up and breakdown periods, your staff and sub-‐contractors should be constantly reminded by you of the need for vigilance regarding the health and safety of themselves and those working in their vicinity. 3. There is a non-‐smoking policy within any of the marquees. 4. You must ensure that portable electric tools are used with the minimum length of trailing leads and that such equipment is not left unattended with a live power supply to it. 5. No electrical cables must be allowed to cross gangways, passageways and fire exits. 6. Operatives should wear suitable protective clothing relevant to their job, which may include eye, hearing, foot and hand protection (Personal Protective Equipment). 7. Work areas should be maintained free from general waste and packaging materials that could cause hazard to operatives. 8. Packing cases and other materials must not be allowed to obstruct gangways, passageways and fire exits and must be removed from the Show area as soon as possible. 9. Nails, etc must not be left protruding from any packing case or material. 10. Exhibitors are responsible for the safe use and storage of flammable liquids and substances and segregation from waste and other risk areas. Only one day's supply can be kept on your stand. 11. Caterers and suppliers of refreshments must comply with the Food Safety Act 1990 and the Food Hygiene (Amendment) Regulations. 12. Any violations or concerns regarding any of the above points should be reported to the Organisers Office. The following legislation is relevant to all stand contractors • The Management of Health and Safety at Work Regulations 1999 • The Personal Protective Equipment Regulations 1992 • The Manual Handling Operations Regulations 1992 • The Lifting Operations and Lifting Equipment Regulations 1998 • The Provision and Use of Work Equipment Regulations 1998 • The Construction (Health, Safety & Welfare) Regulations 1996 • The Construction (Head Protection) Regulations 1989 • The Control of Substances Hazardous to Health Regulations 1999 (COSHH) Guidance Notes Exhibits must be positioned so that at no time do they protrude into the gangways (as a hazard to visitors). All stand personnel should acquaint themselves with the Fire, Medical & Emergency procedures on page 10 of this manual. Exhibitor’s Manual – The Stratford-‐upon-‐Avon Home & Garden Show 2014 6 Environmental Health & Trading Standards Advice on Food Safety The following explains the main requirements of the legislation for exhibitors who may be offering food, for sale or by way of hospitality, to people visiting their stand. The Food Safety Act 1990 and regulations made under it aim to ensure that all food offered to the public is safe to eat. Part of the Environmental Health Officer’s role is to carry out checks on food safety and hygiene to ensure compliance with the legislation. The legislation requires that all food shall comply with safety requirements in that: • It should not be injurious to health • It should be fit for human consumption • It must not be contaminated with harmful bacteria or foreign matter In addition to the above, the following also applies: • The Food Safety (Gen. Food Hygiene) Regulations • 1995 The Food Safety (Temp. Control) Regulations 1995. • The proprietor of a food business must identify any step in the food business, which is critical to food safety, and ensure that adequate safety procedures are identified, implemented, maintained and reviewed. • Every stand must be kept clean and in such good order, repair and condition as to enable it to be effectively cleaned. For example in food preparation areas the floor covering must be smooth and impervious and readily cleanable. In this instance carpet is not acceptable. • Every stand must be designed and constructed so as to avoid the risk of contaminating foodstuffs and harbouring pests. Personal Hygiene • All persons engaged in the handling of open food must wear clean, washable over clothing. • Food handlers must keep clean and cover any cuts with a suitable waterproof dressing. • A suitable first aid kit must be provided. Training • It is a requirement that all food handlers are trained or supervised and instructed in food hygiene matters commensurate with their work activity. Equipment • All equipment with which food comes into contact must be kept clean and in such good order and repair as to enable it to be effectively cleaned. Food • Food for human consumption must be protected against the risk of contamination. • All raw and cooked foods should be prepared, handled and stored separately so as to avoid any risk of cross contamination. • There must be adequate provision for maintaining and monitoring suitable food temperature conditions e.g. portable thermometers and temperature readouts built into the equipment. • Food which is likely to support the growth of pathogenic micro-‐organisms or the information of toxins must be stored at or below 8°C. • Alternatively, where foods are to be served hot, they must be kept at or above 63°C. Exhibitor’s Manual – The Stratford-‐upon-‐Avon Home & Garden Show 2014 7 Electrical / Gas / Equipment / Generators • The siting of generators and other machinery must be carefully considered for safety and fire but also considered in terms of noise and fumes. Use of quiet generators is required. Additional fuel should be stored safely and away from any source of ignition. All portable electrical items must display evidence of PAT testing. Washing Facilities • An adequate supply of hot and/or cold clean wholesome water must be available. • Appropriate facilities must be available to maintain adequate personal hygiene (including, where necessary, facilities for the hygienic washing and drying of hands, hygienic sanitary arrangements and changing facilities). • Adequate provision must be made for the cleaning and, where necessary, disinfecting of work utensils and equipment. • Adequate provision must be made for the cleaning of foodstuffs. Waste • Provision must be made for the enclosed storage of waste. Penalties • Failure to comply with the requirements of the legislation may result in formal action. A person found guilty of an offence is liable to a fine or imprisonment or both. • The information given above is intended as a guide and is not in itself a legal document or substitute for specific Acts of Parliament or Regulations. Responsible Alcohol Policy The event should be an enjoyable experience for both visitors and exhibitors. In line with licensing legislation and as alcohol is being served and sold on site we are keen to promote compliance from all staff and exhibitors on site with the following Responsible Alcohol Policy. Please ensure that this policy is explained and a copy given to all staff working on your stand, restaurant, bar or feature at the Show. It is a good idea to display this policy on your stand for staff reference, as well as your licence to sell alcohol. Please note the following legal points: • It is a criminal offence to sell any alcohol to children under the age of 18. It is the responsibility of the exhibitor to verify the age of anyone who appears to be under 21 before selling him or her alcohol. • It is a criminal offence to knowingly sell or serve alcohol to a person who is drunk or who appears to be drunk. • It is a criminal offence to sell or serve alcohol to the companion of a person who is drunk for the drunken person’s consumption. • All alcoholic drinks should have their ABV clearly displayed. • Please ensure that the size of measures being sold is clearly displayed. • Please ensure that the correct measure is served, either measuring the volume before pouring into a glass or having the correct measure is displayed on the glass for service. • The Organisers will not tolerate rude or abusive behaviour and reserve the right at their sole discretion to ask anyone exhibiting such behaviour to leave the premises immediately. Exhibitor’s Manual – The Stratford-‐upon-‐Avon Home & Garden Show 2014 8 General Instructions A – Z Camping Facilities A designated camping & caravan area will be made available, next to the Showground, with toilet and shower facilities provided. There will be a three-‐day charge for this use of a camping / caravan pitch. You will have indicated your request to take advantage of this provision on your initial Trade Stand Application Form. The booking full form can be found on page 17 of this manual. Please note – only a limited number of pitches are available so book early! Cleansing and waste disposal The Organisers will ensure that cleanliness of the site is maintained during the week of the Show. An adequate number of waste disposal bins will be available for use within the Showground. Exhibitors are reminded of their responsibility to maintain the cleanliness and neat storage of waste and packaging in their exhibit site. Where practicable, exhibitors who have a large amount of packaging for disposal must keep it tidy and bundle it together and either deposit at the side of the waste bins for collection or in some cases it may be possible to arrange for large amounts to be collected from the exhibit site direct by the contractor for an additional fee. Exhibitors are responsible for their own arrangements to dispose of heavy waste (e.g. wood, metal, concrete, plants, organic waste, etc) both prior to the Show and afterwards. Food & Drink Concession exhibitors must ensure that all food waste is removed from the site each day. It is forbidden for any food or drink waste to disposed of on site under any circumstances. Disabled Access All exhibitors’ stands and displays should ensure that they are accessible and suitable for disabled access and use. Electrical Provision: ! Power supply The electricity supply to the Showground is 230v or 400v supply via generators. ! Electrical contractor The Show’s approved electrical contractor is Dean Vickers Ltd. Trade exhibitors requiring a direct electrical supply must make the necessary application for hire of the supply and all relevant equipment to the electrical contractor using the Application For The Supply of Electricity Booking Form. This form can be found on pages 2 & 3 of the Additional Forms document. Please Note: Any electrical equipment hired through Dean Vickers Ltd must be returned at the end of the Show in the same condition in which it was hired at the start of the Show. Exhibitors are NOT permitted to tamper in any way with the equipment hired to them including, but not exclusively, altering, rewiring, painting or dismantling of any item. Exhibitors will be charged the full replacement cost for any items treated in such a way. In all cases, where exhibitors, their employees or contractors carry out any kind of electrical installation, circuitry or install appliances, in whatever form, such installation must be inspected and approved by the SHGS official electrical contractor, Dean Vickers Ltd. Exhibitor’s Manual – The Stratford-‐upon-‐Avon Home & Garden Show 2014 9 !
Inspection and testing All electrical equipment (including extensions and adapters, etc) must be inspected and tested prior to being brought onto the Showground. Proof of inspection and testing may be requested by way of PAT certification. !
Generators Generators are not permitted to be used on Show days except for catering units and where the SHGS Show Manager has given express permission and the generators adhere to the inspection & testing stated above and are at or below a noise level of 75 dBA. Fire & Emergency Evacuation In the event of a fire or other emergency, relevant fire exits and exit routes will be clearly signed in all marquees. A General Emergency Procedures will also be included in your Exhibitor Welcome Pack. First Aid First aid provision will be provided by St John’s Ambulance staff and will operate from a designated marquee on the Showground. The first aid centre will operate during the following dates and times: Thursday 16th July: 6.00pm – 9.00pm Friday 17th July: 10.00am – 6.00pm Saturday 18th July: 10.00am – 6.00pm Sunday 19th July: 10.00am – 5.00pm Members of the St John’s Ambulance team will also be patrolling the Showground during public opening hours. During build & breakdown a first aid box will be available in the Organisers’ Office. Good Neighbour Policy Whilst the Show is on privately rented property we would expect all exhibitors and contractors to be aware of any surrounding properties and act neighbourly, courteously and respectfully at all times, and particularly when entering and leaving the Showground. Insurance !
All exhibitors must carry Public Liability insurance with a minimum limit of indemnity of £2m. This insures the Exhibitor's liability for damage to third party property and/or injury to third parties arising from the Exhibitor's use of their stand/pitch. !
Employer’s liability If the Exhibitor employs anyone, employer’s liability insurance must be in force. This insures the Exhibitor's legal liability for injury to employees. ‘Employees’ can be deemed to include volunteers, casual/temporary workers and even ‘self employed’ persons. !
Public liability Products liability Insures liability for damage to third party property and/or injury to third parties arising from goods sold or supplied. The Consumer Protection Act 1998 makes the retailer of a defective product strictly liable to any persons injured by it. It is essential that any Exhibitor supplying goods or services should maintain this insurance under an annual policy. Exhibitor’s Manual – The Stratford-‐upon-‐Avon Home & Garden Show 2014 10 Organisers’ Office The Show Organisers’ Office will be situated in a clearly marked marquee to the right of the Demonstration Stage Marquee. The office will be manned at all times with communication to staff members around the Showground. Rubbish Removal All rubbish should be removed and disposed of as soon as possible from all stands after build-‐up or restocking. Large recycling & refuse wheeled bins will be made available for this disposal and all stands will be checked regularly to ensure areas are clear of rubbish and obstructions. Stand Signage The Show Organisers have a strict policy on stand signage. Although discretion will sometimes be given, the following signage will NOT be permitted: hand-‐written; fluorescent; signs saying ‘Sale!’, ‘Discount’ etc. Exhibitors must agree to remove any signage that is deemed inappropriate. Toilets From the commencement of build-‐up on Wednesday 15th July, two portable toilets will be available for exhibitors use only. These will be situated to the left of the Vintage Tearooms, near the entrance to the Exhibitors’ Car Park. The main Showground toilets will not be functional until the opening of the Gala Charity Evening. Other Public Toilets are available in the children’s playground just outside the Showground Entrance. Water provision The Showground will have a water supply supplied via a bowser and pump. Trade exhibitors requiring water during the Show must make arrangements with the SHGS Show Manager in advance of setting up their stand. Water features / Pools Exhibitors storing water in large receptacles such as ponds, pools, water features and spa baths are responsible for guarding against leaks and flooding. Exhibitors are also responsible for ensuring that their stored water is removed and disposed of in a safe and appropriate manner at the end of the Show or when no longer required. Disposal methods must be agreed with the SHGS Show Manager in advance. Exhibitor’s Manual – The Stratford-‐upon-‐Avon Home & Garden Show 2014 11 Contact details: Registered Office: Blooming Marvellous Events Ltd. 60 Loxley Road Stratford-‐upon-‐Avon Warwickshire CV37 7DR Registered Company: No.8406715 General Enquiries: Tel: 01789 549199 Email: [email protected] Show Director: Steve Brookes Tel: 07801 552538 Email: [email protected] Show Manager: Stephanie Lester Tel: 07764 588501 Email: [email protected] Exhibitor’s Manual – The Stratford-‐upon-‐Avon Home & Garden Show 2014 12