Saturday 5th September - Ayr Low Green
Sunday 6th September - Glasgow Prestwick Airport
Dear Trader / Exhibitor
Please find enclosed an applicationform for Trade/Exhibitor space at the Scottish Airshow 2015
to be held on Saturday 5th Sptember and Sunday 6th September.
The Scottish Airshow returned to Ayrshire in 2014 after a gap of 22 years and was a resounding success
bringing millions of pounds into the local economy.
We had a fantastic weekend of Flying Displays, Static Aircraft displays as well as hosting a huge range of
activities, exhibits and entertainment facilities.
The Scottish Airshow 2015 will be bigger and better with more Flying, Static and ground exhibits and entertainment.
As one of the largest outdoor events in Scotland, we expect attendances of 80,000 on Saturday at the
Low Green, Ayr (Saturday) and 20,000 at Glasgow Prestwick Airport (Sunday).
All applicants must complete each section of this document and include your risk assesment, PLI Insurance & PAT
certification results.
The Organiser is required to produce evidence of safety measures and therefore assurances are required from you.
We are obliged to provide a safe operational environment and in the interests of all concerned your
cooperation is greatly appreciated.
Please note that failure to complete/supply all relevant forms will result in no booking and the paperwork
will be returned to you immediately.
The Form is fully electronic and should not be returned by Post. Each field should be completed and the
document signed electronically (Clicking on the signature field will present a guide on how to create your digital
signature).
Mac users please note, the form cannot be completed using Apple`’s Preview app, please use Adobe Acrobat Reader.
Please also make sure Javascript is enabled in Adobe reader.
The form can’’not be submitted until it is fully completed and signed. Once completed, hit the submit button and follow
the instructions. Please do not `Save form as`.
Any problems regarding this form, then please don`’t hesitate in calling us at 01292 479 500.
Full payment is required for your booking to be processed.
If you are interested in any hospitality opportunities or advertising in the official souvenir programme please
contact the Scottish Airshow Office on 01292 479500.
We would like to take this opportunity to thank you for supporting the Scottish Airshow 2015 and we
look forward to seeing you there.
Regards
Trade Team
Scottish Airshow
The Scottish Airshow
5th & 6th September 2015
Exhibition & Traders Application Form
Company No. SC481501
VAT 206 9983 73
Once complete, please submit this form and return by email to :
[email protected]
Any difficulties in completing or signing this document,
please give us a call on 01292 479 500
If, however, you are unable to email this and supporting documents,
then please return to:
The Scottish Airshow – Commercial / Pitch Application
c/o Zisys Events
UNIT 8
Robertson Road
Prestwick Airport
South Ayrshire
KA9 2QA
Please note this is an application for a pitch
To complete this form, please refer to the site rules and pricing information
This document is an offer and does not constitute a contract for a guaranteed pitch.
We will consider all applications and notify all applicants by email
The Decision of the Scottish Airshow is final
Please email [email protected] if you require any further information
or assistance in completing this form
Please complete one application PER PITCH, PER DAY
Please note that we are unable to accept any applications for Catering concessions as these
are contracted separately.
5th September @ Low Green Ayr
6th September @ Prestwick Airport
Company / Org. Name
Contact Name
Position
Address 1
Address 2
A
Address 3
Postcode
Email
Website
Telephone No.
Mobile Site Contact
Business type
Pitch Location
Saturday 5th September - Low Green, Ayr - Air Display
Sunday 6th September - Glasgow Prestwick Airport - Aircraft Exhibition Day
Indoors
Apron B Hangar (Limited Availability)
Terminal Concourse
Terminal Function Room
Low Green, Outdoor on Grass
B
(ONE application per day)
Esplanade Outdoors on Hard Standing (Limited Availability)
Outdoors
Terminal Frontage
Apron B
Pitch Fee calculator
Pitch Type: Local Craft Trader
No. Required
No. of 3m pitches (or m2 for Motor Trade)
0
Market Stall (no. required)
0
Tables (no. required)
0
Chairs (no. required)
0
Power Drop 230V AC (5A)
0
Power Drop 230V AC (16A)
0
50" Plasma Screen on High Stand
0
Laptop (Powerpoint/Graphics)
0
C
Small Sound System (Speech/playback) 0
I have read this pitch offer document and, if accepted for The Scottish Airshow, I agree to be bound by
the Terms and Conditions laid down by the Organizers as set out in the Scottish Airshow Site Rules.
Cost (excl VAT)
£0
£0
£0
£0
£0
£0
£0
£0
£0
Total (Excl VAT):
£ 0.00
VAT 20% : £ 0.00
Total (Inc VAT):
£ 0.00
Documents enclosed
Risk Assessment
Signed
Public Liability Insurance Cert.
Payment Enclosed
D
Name
Comments - complete if No or N/A above
Organisation
Date
Please sign, date, send to us electronically.
Alternatively send the form & documentation by post and include payment by Cheque.
Submit this form
EXHIBITION & TRADE
All Exhibition / Trade pitches are sold by frontage in 3 and 6 metre sites with an additional charge for excess metres.
Maximum site depth: 5 metres outdoors, indoors 3 metres
All vehicles, tow bars, guy ropes etc must be included within requirements.
All vehicles* must be removed from the site AFTER unloading and will not be allowed to return until the site is closed to the public.
*except essential support vehicles eg refrigerated vehicles for food storage
No vehicle movements are permitted during public times.
All traders MUST be packed up and the site vacated by 8PM on the Saturday and 7PM on the Sunday.
Site Entry times will be detailed by email to each trader.
Entry, Exit and Public Times are NOT flexible and MUST be adhered to by all traders.
PUBLIC HOURS
Air Display (Saturday) - 10am to 6pm
Static Display (Sunday) - 10am to 5pm
There must be no packing up or vehicle movements during public opening times.
CHARITY TRADING PITCHES
Subject to availability, indoor and outdoor sites will be available to Registered Charities either free or at a reduced rate
Any Charity attending must have a valid registered charity number in order to qualify for a free or discounted pitch.
LOCATIONS & ACCESS
All pitches MUST be set up and ready to operate by 10AM on Saturday 5th or Sunday 6th
Trader description
Charity Promotional (Must have a reg. charity number, must be non-political)
Charity Selling or Collecting (Must have a reg. charity number, must be non-political)
Local Craft Trader
Specialist Food e.g. Local Produce, Farm Outlet Trader, Scottish Honey, Specialty Cheeses, Fudge, Candyfloss
Motor Vehicle Traders (min 100m2 e.g. 10m x 10m)
Goods Trader – e.g. Clothes, Models, Army Surplus, Books etc
Non – Aviation Exhibition / Commercial Promotional – e.g. Cars, Vans, Banks, Hotels
Aviation Exhibition / Commercial Promotional – e.g. Aircraft sales & services, Manufacturer
Political / Protest / Campaigning. e.g. Political Parties etc
Exhibition – Value Added / Non-Commercial – e.g. Vintage Cars, Re-enactment Society, Model Club
Pitch Fee (per 3m frontage)
FREE
£85 ex VAT
£100 ex VAT
£200 ex VAT
£5 per m2 ex VAT
£235 ex VAT
£240 ex VAT
£200 ex VAT
£170 ex VAT
FREE
TRADERS’ ADDITIONAL REQUIREMENTS / FACILITIES
Please Note: NO standalone generators will be allowed on site in order to reduce noise and pollution. Power drops are available (see below).
Only purpose built trading units with in-built generators will be allowed.
We must be notified in advance of any additional requirement on the form attached. Last minute requirements cannot be guaranteed.
Item
Cost
POWER DROP per 5A outlet. (These are RCD protected Standard 13A outlets limited to 5A draw)
£30 ex VAT
POWER DROP 16A for kettle or urn etc
£35 ex VAT
Table 180cm x 80cm
£10 ex VAT
Chair
50” Plasma on High Stand (Must be under cover in marquee, indoors etc)
£3 ex VAT
£100 ex VAT
Laptop for PowerPoint and / or Graphics
£40 ex VAT
Small sound system for speech / playback
Covered outdoor Trader / Exhibition Unit. (3m x 3m)
£70 ex VAT
£50 ex VAT
VEHICLE & STAFF PASSES
A strictly enforced policy of entry by pre-issued vehicle and staff passes will be in operation. All vehicles are subject to search.
NB: all vehicles MUST be parked off site in the designated Exhibitor Car Park.
Exhibitors and Traders will automatically be allocated passes according to site frontage as follows:
Up to 6m -– 1 vehicle pass + 2 staff passes
7m to 12m -– 2 vehicle passes, 4 staff passes
Over 12m -– 3 Vehicle passes, 5 staff passes
SITE RULES FOR ALL PITCHES
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All Passes/Permits for Vehicles and Individuals are to be fully displayed.
You are to take reasonable care of your own Health & Safety and that of others who may be affected by your actions or omissions.
The Scottish Airshow Organisers reserve the right to halt your activity, if it presents serious or imminent danger to people, plant or equipment.
All equipment you bring on site must have any certification it needs for legal operation if required. It must be serviceable and in good condition.
NO standalone generators will be allowed on site in order to reduce noise and pollution.
You MUST bring a PAT test record and certificate for any electrical equipment you bring onto any site. The item must be indicated on your PAT record.
If you are selling/displaying any of the following please advise us in advance.
- RIFs, Toy Guns, Paintball Equipment, Airsoft Equipment, Air Guns or Replica weapons of any type.
These items can be sold on site via mail order or postal delivery ONLY.
No item that is illegal for sale may be sold on any Scottish Airshow site.
No items of this nature are to be handed over to the public on any Scottish Airshow site.
Scottish Airshow organisers reserve the right to ask for replica firearms to be removed from sight on request.
No goldfish, invertebrates, or any other animals are allowed to be given as prizes.
Any home baking must be individually wrapped and no cooking is allowed, other than those areas which the main catering contractor will be responsible for.
All appropriate certifications must be available for inspection by South Ayrshire Council’s Environmental Services Officers by 9.00am on 5th and 7.00am on the 6th
September.
You MUST have an appropriate Risk Assessment for your activities on any of the Scottish Airshow sites. Please submit this in advance with this form or by email.
Individuals are to be fully trained to use any hired-in equipment, prior to arrival.
Suitable personal protective equipment and clothing should be worn for all activities undertaken.
All drivers are to ensure they fully observe and adhere to DVLC driving regulations.
Any movement of vehicles MUST be marshalled by no fewer than: 1 x driver and 1 X external qualified party; who is out-with the vehicle at the time of direction.
Site speed limit of 5mph in force.
The Scottish Airshow has an Environmental Policy. No contamination of Air, Land or Water is permitted.
No disposal of waste materials is permitted into land or water channels that would endanger human health or other living species (animal/plant-life).
All refuse created or generated by any trader must be collected and removed from the site at the end of the show by the trader.
No dumping of any waste material is permitted. Traders are responsible for ensuring their waste is removed from the site.
No animals (other than approved guide-dogs) are permitted during the event at the Prestwick Airport site.
We also recommend that pets are not brought to the Low Green site.
If using a PA system for playback sound or speech, etc. it must be kept at reasonable levels for use at your own pitch.
This must not interfere with the main announcement system.
The organisers of the Scottish Airshow may ask for the level to reduced or system to be switched off. Any request must be complied with.
No vehicles are to be moved on site during public open hours. Movement of vehicles between 8.30am and 7pm on 5th and 6.30am and 5.30pm on 6th will NOT be
permitted.
Pitches are not to be dismantled until the event is closed.
All traders must have their own insurance to cover their activities – please supply a copy with this document.
ALL vehicles must be removed from the sites by 8.30am on 5th and 6.30am on 6th. All pitches must be set up and ready to trade by 9.30am on 5th & 6th.
On the 5th, passes are available that will give you access through the road closures to the site from 7am to drop off equipment/supplies.
Your vehicle must then be removed to the Exhibitors Car Park area before you set up your stall.
Maps are available from the Scottish Airshow Organisers showing which entrance/exit is most suitable for your stall and giving directions to Exhibitor Parking.
There is NO parking behind stalls on site.
Only purpose built catering vehicles are allowed to remain on site during the event.
All other vehicles must be removed prior to the opening of the event; vehicles cannot remain on-site to hold stock.
Vehicles will not be permitted back onto the site until the event has finished and the event organisers and Police Scotland have given approval.
Please follow the routes indicated by security to avoid passing through any busy public areas and observe the 5mph speed limit.
Please be aware there is no provision for overnight accommodation on site and camping is not permitted.
There are many hotels and bed and breakfast facilities in Ayrshire, some very close to the site.
Should you require this information please contact the Scottish Airshow Organisers.
Collection of donations by charities and organisations is permitted at their stall only.
Stallholders are not permitted to collect in buckets or containers in any other areas of the site or to approach members of the public seeking donations.
No alcohol in any form to be given to persons under the age of 18. If in doubt please discourage participation.
Please ensure that prize-winners are aware of the byelaw which prohibits the consumption of alcohol in public places with South Ayrshire.
PAYMENT TERMS.
Payment in full to be included with the application for a pitch.
Return the completed form with a cheque payable to the "Scottish Airshow" or by BACS transfer.
Any funds will be refunded if the application is rejected for any reason.
We will email you a full VAT invoice.
Direct BACS Transfers to:
The Royal Bank of Scotland
High Street
Irvine
SORT CODE 83-23-13
ACCOUNT 10772374
The Airshow (Scotland) Ltd
SC481501