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Terms & Conditions and Set Up Instructions

1. Date and opening times:

The show will be open to visitors from 10.00am to 3.00pm on Sunday 12th March 2023.

2. Address:

The venue address is The Norfolk Showground Arena, Dereham Road, Costessey, Norwich, Norfolk. NR5 0TT.

3. Stands:

Charges for space are detailed on the separate online booking form. Upon arrival, a member of our staff will show you to your stand. Stands cannot be changed/moved on the day without express permission from one of our events team who will be wearing our branded clothing. Only promotional material from the stand holder may be displayed on the stand, 3rd party material is not permitted.

4. Indoor Stands:

There are a variety of size stands available, which are detailed on the separate booking form. If you would like a larger bespoke stand, please contact us for a quotation.

5. Outdoor Stands:

If you have booked an outdoor stand, a member of the MJR Events team will direct you to your space.

6. Sub-letting:

Exhibitors will not be allowed to sub-let or divide their stands unless special written permission has been obtained from the organisers, which will only be granted in exceptional circumstances.

7. Access:

Exhibitor access to The Norfolk Showground Arena will be from 2pm until 5pm on Saturday 11th March 2023 or from 7.30am on Sunday 12th March 2023. If you would like to set up on Saturday 11th, please can you advise us in advance. Stand holders must not pack down their stands before 3.00pm. All goods and exhibits belonging to any exhibitor and interior fittings are to be removed from The Norfolk Showground Arena before 5.00pm on Sunday 12th March 2023. Vehicles will not be allowed access to pack down stands before 3.00pm. Full details will be sent out on Set Up Instructions prior to the event.

There is ample access for deliveries around the venue – these spaces are for unloading and vehicles must be removed once unloaded. The organisers are not able to accept deliveries on behalf of exhibitors.

8: Parking:

Parking is free of charge to both exhibitors and the public. There will be an allocated parking area for exhibitors.

9. Goody Bags:

If you would like to include your flyers/business cards in the goody bags, this is available under separate charges detailed on the online booking form. We will be preparing 400 goody bags. You may only include one flyer/business card/brochure per stand. These must be delivered to us no later than Monday 6th March 2023 to MJR EVENTS, 12 FRERE ROAD, HARLESTON, NORFOLK. IP20 9DL. We regret that we will be unable to include any promotional material after this date or on the day of the event. No promotional material will be allowed on the front desk in the foyer.

10. Show Guide:

If you have paid for a Show Guide advert, a print ready pdf will need to be emailed to us no later than 17th February. the advert dimensions are detailed on your invoice. Submissions after this date can not be guaranteed entry and therefore you will forfeit your payment.

11. Equipment:

If you require electricity, this is available under separate charges and must be booked in advance. We will require details of what you will be powering at the event and once agreed, this can not be amended, as an appropriate power supply will be allocated in advance. All electrical equipment must be PAT Tested. If you require power, you will be expected to provide your own extension lead, which must also be PAT Tested.

12. Table Cloths:

Please ensure that you bring your own table cloth, as MJR Events will not be providing them.

13. Fire insurance and inflammable exhibits:

No exhibitor shall do anything to jeopardise the insurance policies or licenses and every exhibitor shall in all cases comply with the requirements of the fire officer and other authorities concerned. Cloth or drapes of any description must be non-flammable and should be thoroughly tested.

14. Insurance of exhibits:

Although every precaution is taken to protect exhibitors and their property during the event, the organisers expressly decline responsibility for any loss or damage of property. Exhibitors are reminded that they are responsible for effecting insurance cover in respect of:
a. Exhibits and contents of stands
b. Public Liability and Third Party Risk (compulsory)
c. Expenses incurred due to abandonment or postponement of the exhibition (compulsory)

Please provide a copy of your Public Liability Insurance Certificate upon booking and ensure that you have it with you on the day for perusal if required.

15. Obstruction of gangways:

Exhibitors must not obstruct gangways or encroach outside of their agreed stand space. The distribution of brochures from the gangways is expressly forbidden.

16. Injury by machinery or exhibits to visitors or employees etc:

In case of injury or damage being caused by any exhibit, structure or fitting, to any person or persons whosoever, or to any property or any part of the show, the exhibitor by whom or for whose purpose the exhibit, structure or fitting was brought into the show premises, indemnifies the organisers against all actions, expenses, costs, charges or claims arising out of such injury or damage.

17. Termination or cancellation of contract:

The financial terms for an agreed cancellation are as follows and are not negotiable:
The stand fee is non-refundable. If the event is cancelled due to COVID or circumstances beyond our control, it will be rescheduled and your booking will automatically be transferred to the new date.

18. Alcohol/Catering:

If you are selling food on your stand, please send us a copy of your Food Safety Certificate at the time of booking and ensure that you have it with you on the day for perusal if required. The sale of alcohol is not permitted at this event.

19. Staff:

All stands will be allowed two members of staff only, unless otherwise agreed in advance. Once the show has opened, any staff that we are unaware of will be made to pay the entrance fee.

20. DBS (Disclosure and Barring Service)

Please ensure that if you are interacting with children on your stand during the day, all staff must have a current DBS (Disclosure and Barring Service). We may request sight of this on the day.

21. Rubbish:

Stand holders are responsible for taking their rubbish home with them.

22. Flyers:

Promotional flyers are only allowed on your stand. No flyers must be distributed outside of your space, including within the car park. Flyering of vehicles is strictly forbidden at all events at The Norfolk Showground and those in breech of this will be charged by the RNAA.

SET UP INSTRUCTIONS

The address of the venue is The Norfolk Showground Arena, Dereham Road, Norwich, Norfolk NR5 0TT.

Please note – all stands, unless agreed, will be indoors in the main Arena building.

Access to The Norfolk Showground Arena will be off the main entrance just off the roundabout.

Access to the venue will be from 7.30am on Sunday 12th March 2023. Alternatively, if you would prefer to set up on Saturday 11th March, access will be available between 2-5pm by prior appointment only. Please contact us asap to advise whether you would like to set up on Saturday. Any items left overnight, will be left at the owners risk.

Please follow directional signs to the Arena. There is a loading bay for deliveries to the rear of the venue – these spaces are for unloading only and vehicles must be removed once unloaded. The exhibitors car park will be to the rear of the building. Parking is free of charge.

All stands must be set up by 9.45am. Aisles must be cleared and stands must be manned.

The Fair will be open to the public 10.00am – 3.00pm.

We ask that stands are not broken down until 3.00pm please.

Stands must be cleared by 5.00pm.

All indoor stands have one trestle table (L1.8m x W0.8m) and 2 chairs, unless agreed otherwise. A table has been allocated per 3m x 3m stand.

Table cloths will NOT be supplied.

If you have requested power, then you will need to bring an extension lead which will need to be PAT Tested. If you have not booked and paid for electricity, then you will not automatically have access on the day. If you do require power, please can you let us know as soon as possible and we will try and accommodate you.

If you have electrical equipment on your stand it must be PAT Tested.

Your stand will be clearly marked with your company name. Upon arrival, please make yourself known to a member of the MJR Events team who will show you to your stand.

Stands cannot be changed/moved on the day without express permission from one of our events team who will be wearing our branded clothing.

Only promotional material from the stand holder may be displayed on the stand, 3rd party material is not permitted. Promotional activities can only be carried out in the vicinity of your own stand.

Stand holders are responsible for taking their rubbish home with them.

Please ensure that if you are interacting with children on your stand during the day, all staff must have a current Disclosure Certificate. We may request sight of this on the day.

Please ensure that you bring a copy of your Public Liability Insurance Certificate if you are offering activities.

All stands will be allowed two members of staff, unless otherwise agreed. If you do require additional staff, please can you notify the names of people on your stand prior to the show. Once the show has opened, any staff that we are unaware of will be made to pay the entrance fee.

If you are selling food on your stand, please ensure that you bring a copy of your Food Safety Certificate.

If you have paid to include your flyers in the 400 goody bags, then please ensure that they reach us no later than Monday 6th March 2023. There is one piece of promotional material per £25.00 fee. If flyers reach us after this date, we can not guarantee inclusion in the bags, as they are prepared in advance. No refunds of flyer fees will be given if flyers are received late. Our address is MJR Events, 12 Frere Road, Harleston, Norfolk. IP20 9DL. If you would like to drop them off, please contact us to arrange a convenient time.

Contact numbers on the day: Mark Raines 07531 120817 or Meryl Raines 07770 923867.