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 2018
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.
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 Chapman Commercial Director
07879 644768
Katrina MidgleySales & Operations Liaison Manager [email protected]
07970 245158
Catherine BishopEvents [email protected]
07814764093
Dave RogersHealth and Safety [email protected]
01202 679959
On site: 07763 140033
Organiser’s 01707 252707
Excell Electrical 07715 355544
WiFi / SWAP 01621 397001
E X H I B I T O R S @ T H E G A M E FA I R . O R G
Email: [email protected]
Head Office: 1 Forum Place, Winchester Court, Hatfield AL10 0RN T: 01707 252707
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Exhibitor Checklist
E X H I B I T O R S @ T H E G A M E FA I R . O R G
Form 1 HS1: Health & Safety Declaration (ALL Exhibitors)Form 2 Fire Risk Assessment (ALL Exhibitors)Form 3 Food & Drink HACCP Form 4 Weapons PolicyForm 5 Avian Gathering
Copy of Public Liability InsuranceCopy of Employers’ Liability Insurance
Friday 25th May 2018
FORM NAME RETURN BY
TICK WHEN YOU HAVE SUBMITTED THIS FORM:
TRMG Show guide entry (Online)
Excell Electric Booking Form
Monday 25th June 2018
Friday 13th July 2018
Exhibitor Camping Monday 23rd July
Fire Extinguisher Hire Form ( If applicable )
Wifi Booking Form
Tuesday 10th
July 2018
● 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 ...
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Tuesday 29th May 2018
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
OPENS
VEHICLE MOVEMENT
STANDS CLOSE
CLOSE
* From Monday 23rd July the site will be open from 8am until 7pm. 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
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.
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Arriving at the showIt is strongly recommended that all exhibitors
arrive before Thursday 26th 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 B49 5NJ 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 and 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 26th JulyFor exhibitors arriving after 10pm on
Thursday 26th 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 27th 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 your car 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 PassesYour 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 20th 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 5
Exhibitor entry pass entitlementExhibitors are entitled to an allocation of entry passes at no additional charge.
The number of entry passes is dependent on stand size.
STAND SIZE
1 UNIT3M
2 UNITS6M
3 UNITS9M
4 UNITS12M
5 UNITS15M
6 UNITS18M
7 UNITS21M
8 UNITS24M
No. of wristbands 4 6 8 10 12 14 16 18
Ordering Additional TicketsExhibitors can purchase additional tickets on
the Exhibitor Hub at a a special rate of £17
per day or £51 for three days (including VAT).
All exhibitors must wear a valid entry pass
for 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.
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 numbers 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 6
Vehicle passes allocationExhibitors are entitled to an allocation of entry passes at no additional charge.
The number of entry passes is dependent on stand size
STAND SIZE
1 UNIT3M
2 UNITS6M
3 UNITS9M
4 UNITS12M
5 UNITS15M
6 UNITS18M
7 UNITS21M
8 UNITS24M
Total no. of vehicle passes
2 2 3 3 4 4 5 5
Displaying your PassFrom Monday 23rd 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 - existing
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.
E X H I B I T O R S @ T H E G A M E FA I R . O R G 7
Build - Up - 23-26 July 2018Open space exhibitors may start construction
of their stand from Monday 23rd 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.
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
there own banner.
Exhibitors’ stands must be completed by
8.30pm on Thursday 26th July, we are
expecting a high volume of vehicles on
Thursday please plan this into your
journey. Any vehicles that do not fit
within the confines of the stand must be
removed from the showground and
parked in the exhibitor car park.
Show Breakdown – Sunday 29th July The break-down of stands before 6.30pm
on Sunday 29th July is strictly prohibited for
health & safety reasons.
Breakdown’ will be announced over the show
tanoy 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.
E X H I B I T O R S @ T H E G A M E FA I R . O R G 8
On-Site Facilities
Organiser’s OfficeThe organising team will be on site from
Monday 23rd July and the organisers office
will be open from 6am - 8pm.
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 (Entrance B).
Toilets & ShowersThe central toilet and shower block, located
near the Organiser’s Office, will be open from
Monday 23rd July. Baby 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 near the Main Arena
grand stand, will be serving hot food and
drink from Monday, 23 July - Thursday, 26 July.
Opening hours are 7.30am - 4pm each day
(subject to change).
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.
E X H I B I T O R S @ T H E G A M E FA I R . O R G 9
On-Site FacilitiesElectricity All electricity must be ordered via our official
contractor, Excell Electrical (07715355544)
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 26h July
until 8pm on Sunday 29th July.
Orders for electricity have to be
submitted to Excell Electrical by Monday
25th June. Orders after that date are
subject to a 25% surcharge.
BBQBBQs are allowed in open areas but
not in marquee structures.
Stand Security The National Game Fair has security on
site and at all entrances. All thefts and
disturbances must be reported to the
security team (Located at the organisers
office). The Game Fair does have 24hour
security around the site. We recommended
CSP Security – Tony Hewitt for overnight
stand security – [email protected]
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 Ragley Hall 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
£150 including VAT. To book, please visit
the Exhibitor Hub.
www.thegamefair.org/exhibitors/exhibitors-area
E X H I B I T O R S @ T H E G A M E FA I R . O R G 10
Furniture Hire Tel: 01923 851580
E-mail: [email protected]
Flag Poles and Stand Build Fuchsia Exhibition Service: 01371874800
PA/AV/TV ScreensNSR Communications
Tel: 01923 209640
Email: [email protected]
www.nsrcommunications.com
Forklift HireA limited number of forklift trucks are
available to assist exhibitors to unload/
re-load their stock stock during build-up
and breakdown from Monday, 30th at
10:30am. This service MUST be
booked in advance. Please email
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 situated near the Organiser’s Office.
Any dog brought on site is the responsi-
bility 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.
Children’s Crèche and Go Wild Kids’ ZoneThe Children’s Crèche, managed by
qualified and vetted professionals, provides
a safe and stimulating environment for
your child aged 2 - 8 years old.
The first hour is free, any additional hours
will be charged at £5/hour.
There is a special rate for Exhibitors’
children in the Go Wild Kids’ Zone.
For only £15/day (normally £25), your
child can use the fun and exciting facilities
throughout the day, including bush craft,
face painting, climbing wall,
Battlefield Live and more.
Additional Services
E X H I B I T O R S @ T H E G A M E FA I R . O R G 11
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 Exhibitor entrance.
Please ensure that someone will be available
on the stand to receive the delivery.
Waste & RubbishBins 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.
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,
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 will be reported to the
Organiser 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 12
Health & Safety The Senior Safety Officer The Game Fair is Dave Rodgers. He and the show’s Safety Officers will
be visiting exhibitors during show build and the show itself to ensure that high standards of
health and safety are maintained. Dave may be contacted for advice and guidance on health
and safety [email protected] . Telephone: 01202 679959 or 07763 140033
E X H I B I T O R S @ T H E G A M E FA I R . O R G
All exhibitors, regardless of the number
of employees, MUST submit all relevant
Health & Safety and Fire Risk Assessment
forms to the Organisers - forms can be
found on the Exhibitor Hub.
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 Environmental 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 POLICY
13
Risk AssessmentsWhy risk assessments are requiredHealth and safety laws requires that
employers write risk assessments covering
any significant risks arising from their
business 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.
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. Also, please ensure to
send or attach a copy of your Food Hygiene Rating and Alcohol Personal License.
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.
Stand Insurance – Exhibitors are
required to provide evidence of
adequate public and
Employer’s liability insurances.
These documents must
be submitted to
by the 25th May. All forms can
be found 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 14
Stand LocationAll exhibitors will be sent an email detailing
their stand number including the site plan.
If contractors are erecting your stand, please
send them a copy of the site map to assist
them in locating the correct pitch.
Stand Shares The Game Fair must be made aware of all
stand shares in writing. Non-compliance
may result in a fine.
Show Guide EntriesThe Game Fair Official Show
Guide is published by TRMG Publishing
(01707 273999) ext 298 to contact Mo Rami.
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 trade 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 2019The Game Fair will return to to Hatfield House
from 26th - 28th July 2019.
To secure your stand, please email Catherine Chapman – [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 15
E X H I B I T O R S @ T H E G A M E FA I R . O R G 16
NOTES
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
EXHIBITOR HANDBOOK 2018