exhibitor handbook 2018 - the game fair 2021

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

[email protected]

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


Email: [email protected]

Head Office: 1 Forum Place, Winchester Court, Hatfield AL10 0RN T: 01707 252707

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Exhibitor Checklist


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.


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.


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.


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.


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.


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


Furniture Hire Tel: 01923 851580

E-mail: [email protected]

Flag Poles and Stand Build Fuchsia Exhibition Service: 01371874800

[email protected]

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

[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 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


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,

[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 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.


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


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

[email protected]

by the 25th May. All forms can

be found on the Exhibitor Hub.


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].


NOTES



EXHIBITOR HANDBOOK 2018

exhibitor handbook 2018 - the game fair 2021

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