EXHIBTIOR MANUAL 2021 - 23-25 RAGLEY HALL WARWICKSHIRE - The Game Fair
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EXHIBTIOR
MANUAL 2021
23-25 RAGLEY HALL
WARWICKSHIRE
1
RAGLEY
HALL 2021
2
Welcome
Welcome to the Exhibitor Manual for The Game Fair 2021.
This manual contains all the information you should need in order
to exhibit at the show. You will find the answers to most of your
questions here in this manual, but it is not designed to replace
our personal service.
I am happy to answer any questions you have and can be
contact by email on exhibitor@thegamefair.org or by telephone
on 07814 764 074.
This manual will not be sent to you as hard copy; it is for electronic
distribution only.
Please keep checking the Exhibitor Manual for any updates
throughout the year. In the meantime, should you have any
queries please do not hesitate to contact me.
Wishing you a successful show at The Game Fair in 2021.
CATHERINE BISHOP
Operations Manager
The Game Fair
3
Contents
Welcome message 1 Exhibitor Passes 21
Show Information 6 Exhibitor Entry Pass Entitlement 21
Key Contacts 6 Ordering Additional Wristbands 21
Deadlines and Early Build up Passes 22
Bird Rates for Exhibitor Vehicle Passes 22
All Exhibitors 7 Vehicle Passes Allocation 23
New Exhibitors 8 Displaying your Vehicle Pass 23
Types of Stands 9 Breakdown – Sunday 25th July 24
Shedding 9 On-Site Facilities 25
Open Space 10 Exhibitor Lanes 25
Totally Food 10 Exhibitor Car Park 25
3m x 3m Retail Stands 11 Organisers Office 25
Catering Units 11 Toilets 25
Totally Game Area 12 Showers for Exhibitors 25
Marketing 13 Catering 26
A-Z Exhibitor Website WI-FI, Internet & Card Machines 26
listings 13 Stand Security 27
Game Fair Society 13 CCTV 27
The Game Fair Shop 13 First Aid 27
Charity of the Year 14 Accommodation 27
GDPR 14 Electricity 29
New Launches at the Additional Services 30
show and networking 14 Furniture Hire 30
Event Guides 15 PA/ AV/ TV Screens 30
Sponsorship Hospitality Provider page number 30
Opportunities 15 Marquee / Shedding Supplier 30
Communication 15 Stand Builders 31
Exhibitor Party 16 RDW Exhibitions 31
Dressing your stand 16 Fuchsia Exhibition Service 31
Show Information 18 Your Stand Location and Stand
Opening Times 18 Identification 33
Arriving at the Show 19 Stand Shares 33
Preview Thursday 19 Site Regulations 34
Build Up 20 Deliveries 34
PPE Requirements 20 Site Speed Limit 34
4
Contents
Golf Buggies and Quad Bikes 34 Alcohol & Temporary
Event Staff 35 Event Notice (TEN) 43
Children 35 Food & Drink Exhibitors
Warnings for Exhibitors (AEO) 35 including Stand Hospitality 43
Balloons/Blimps 35 BBQ 44
Waste and Rubbish 36 RFD’ (Registered Firearm Dealers) 44
Sustainability 36 Displaying Vehicles on Stands 44
Dog Creche 36 Disability Awareness 45
Dogs on Site 37 Working at Height 45
LPG Cylinders 37 Fur Products 45
Health and Safety 38 Noise 46
Risk Assessments 40 FAQ’S 47
Fire Extinguisher 41
Insurance 41
InEvexco 42
5
Show Information
Below is the key travel information for arriving at the venue. Ragley Hall is located south
of Alcester, eight miles west of Stratford-upon-Avon.
Venue: Ragley Hall, Warwickshire
What3Words: This leading App and geolocation system uses three words to
identify anywhere on the globe. They have divided the world into a grid of
3m x 3m squares and assigned each one a unique 3‐word address.
We encourage you to use this app to help you locate entrances and other
aspects of the site. The Game Fair Exhibitor Lanes for instance is
///downfield.jelly.tech. Use of this system will be encouraged by the Game Fair.
Website: https://what3words.com
App Link: https://apps.apple.com/gb/app/what3words/id657878530
It is strongly recommended that all exhibitors arrive before Thursday 22nd July to assist
with a smooth and managed build-up. This will avoid congestion, traffic jams and frus-
tration for all concerned. Please follow AA signs for ‘Exhibitors’. Due to the temporary
one-way systems in place, we advise that exhibitors use the SatNav Postcode B49 5NJ
and then follow the relevant AA event signage, which then supersedes 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 a dedicated Exhibitor Entrance.
SatNav Postcode: B49 5NJ
The Game Fair Team Ashley Cooper Health & Safety
Head of Commercial and Team – Avon Safety
Catherine Bishop Partnerships T: 07395 408528
Operations Manager T: 07949 111 359 Email: healthandsafety
T: 07814 464 074 Email: Ashley.cooper @thegamefair.org
Email: catherine.bishop @thegamefair.org
@thegamefair.org KEY CONTACTS
Melanie Ball
Gemma Payne Sales Manager Furniture
Head of Marketing T: 07814 764 093 Thorns
T: 07814 764 097 Email: melanie.ball T: 0208 801 4444
Email: gemma.payne @thegamefair.org sue@thorns.co.uk
@thegamefair.org
Lee Hurst Insurance – InEvexco
Ryan Watson Section Manager T: 01732 757 616
Sales Manager Gunmakers Row Email: Exhibitor@inevexco.co.uk
T: 07970 245158 T: 07949 111539
Email: ryan.watson Email: lee.hurst AV
@thegamefair.org @thegamefair.org NSR Communications
T: 01778 393938
Email: sales@nsrcommunications.
co.uk
6
Electric Wi-Fi Stand Build
Excel Electrical Etherlive RDW Exhibitions
T: 07725 355 544 T: : 01666 800 129 T: 01939 260 350
Email: bookings@excellelectrical. Email: gamefairorders Email: mark@rdwexhibitions.co.uk
com @etherlive.co.uk
Flag Poles & Stand Build
Stand Security Fire Extinguisher Hire Fuchsia
Tony Hewitt Rapid Fire T: 01371 644 800
T: 07982 321 457 T: 01922 418 583 Email: info@fuschsiaevents.co.uk
Email: tony.hewitt24@gmail.com Email: gamefair
@rapidfirecover.co.uk
DEADLINES AND EARLY BIRD RATES FOR ALL EXHIBITORS
ACTION DEADLINE MORE INFO
Risk Assessment Form Friday 15th May 2021 CLICK HERE
Fire Risk Assessment Form Friday 15th May 2021 CLICK HERE
Copy of Employers Liability Friday 15th May 2021 CLICK HERE
Certificate - £2Mill minimum
Copy of Product Liability Friday 15th May 2021 CLICK HERE
Certificate - £2Mill minimum
Fire Extinguisher Hire Form Wednesday 14th July CLICK HERE
Excell Electric Booking Form Friday 25th June 2021 CLICK HERE
PDQ Card Hire – Early Bird Thursday 17th June 2021 CLICK HERE
Rates Deadline
PDQ Card Hire – Final Deadline Thursday 1st July 2021 CLICK HERE
Wi-Fi & Internet – Early Bird Rates Deadline Saturday 3rd July 2021 CLICK HERE
Wi-FI & Internet – Final Deadline Monday 12th July 2021 CLICK HERE
Book Exhibitor Camping Thursday 15th July 2021 CLICK HERE
All Furniture orders with Thorns Friday 9th July 2021 CLICK HERE
Ordering additional exhibitor Thursday 15th July 2021 CLICK HERE
wristbands
Show Guide entry with Newhall Publishing Wednesday 30th June CLICK HERE
Gun Stands Only – RFD Form Friday 15th May 2021 CLICK HERE
Wednesday 30th June
FOOD, DRINK & HOSPITALITY STANDS ONLY
Food Hygiene Certificate Friday 15th May 2021 CLICK HERE
TEN (Temporary Event Notice) On request from The Game Fair CLICK HERE
for Alcohol
EXHIBITOR’S WILL ONLY BE ALLOWED ON TO SITE IF
• The stand balance has been paid
• The correct health and safety have been completed and returned
• Exhibitors are wearing the correct wristbands and displaying the correct vehicle passes.
7
2021
New Exhibitors
Exhibiting for the first time at The Game Fair
can be a daunting experience. We are here
to make your life easier.
Once you have confirmed your stand location with the sales team the next
steps are.
• To read the Exhibitor Manual – Enjoy with a cup of tea or a glass of wine.
• Complete all your health and safety forms, including Employers and Product
liability Insurance certificate. These can be found on the Exhibitors Hub.
• Make sure you have ordered any electricity, furniture, Wi-Fi etc. for your stand.
• Paid for your stand in full to ensure you receive your Exhibitor Pack in plenty of
time.
• Keep any eye out for any additional information from The Game Fair.
• Put the key dates from the Exhibitor Manual in your diary.
• Received your Exhibitor Pack in June/July once you have paid your balance in full.
8
Types of Stands
Please note The Game Fair does not hire furniture to trade stands. Exhibitors should
organise their own stand furniture, tables, chairs and flowers.
Temporary shedding marquees will be dismantled at 9am on Monday 26th July.
All exhibitor items must be removed by this time.
SHEDDING
Shedding Is a structure which the exhibitor has purchased from The Game Fair via the
Contract for Space. Which is a white tented marquee that varies in length, depth and
height. Flooring and carpet depend if the exhibitor has purchased this. You can dress
this as required. Sizes start at 3m (frontage) x 6m (depth). Behind this you will then have
a further 9m of depth to park any vehicles or camping that you require.
The average height inside the shedding structure is 2.3metres but this can vary if you
have carpet and flooring.
Banner Rail – You will automatically receive a banner
rail, which is the width of your stand and 60cm high.
Exhibitors will need to supply their own banner. We
recommend using a banner with eyelets holes in so
you can attach the banner with cable ties.
Carpet and Wooden Flooring – If you have purchased
carpet for your shedding unit the default colour will
be grey. It is possible to change the colour of this
carpet, however this will be at your own cost. Please
get in touch with exhibitors@thegamefair.org
for more information on how to do this.
Flooring – Flooring is offered as an upgrade. If you have purchased wooden flooring, you
will NOT receive any carpet. If you have not purchased any flooring, your shedding will
just have grass flooring. Grass is cut short to 2-3inches subject to weather.
Camping – Camping is allowed within exhibitors booked space. All vehicles should be
parked within the boundaries of the units booked. If they do not fit, they must be moved
to exhibitors camping or parking. This is to ensure all emergency services have full
access around the site.
Night Sheet – It is the exhibitor’s responsibility to take the night sheet on and off every
day
9
Types of Stands
If you have not confirmed in writing for your stand to be pushed back, it will be at the
front of the unit. If you would like it to be pushed back, please get in touch with
exhibitors@thegamefair.org.
OPEN SPACE
Open Space stands are grass plots located throughout the showground, with the flex-
ibility to fill the space as required. Sizes start from 3m (frontage) x 15m (depth) square.
The open space should also include any vehicles or camping requirements for your
stand as well.
No shedding unit is provided, and you are responsible for organising all of this at your
own cost. The design of the stand is your responsibility and must be such that it can be
erected and dismantled within the time available. When you arrive at the show, the area
of your stand will be marked out on the ground. It is your responsibility to ensure that
the stand is built to the correct floor markings. If you are unsure of these please contact
a floor manager before commencing build.
Open space exhibitors may start construction of their stands from Monday 19th July.
Open space structures such as gazebos must be able to withstand up to 40mph of wind,
and must be at of a good standard, clean and tidy.
TOTALLY FOOD
Our extremely popular Totally Food is a fantastic attraction at the Show giving an ex-
cellent opportunity to introduce your delicious products. Traders in Totally Food must
be selling food or drink for consumption off- and on-site only and must comply with
current food and hygiene regulations. Frontages start at 3m. Totally Food Exhibitors will
then have a further 3m depth to park vehicles or for camping as required.
No Exhibitor is allowed to sell alcohol by glass or to sell coffee as their prime product
without written confirmation from the organisers.
You can sample and sell in Totally Food. The Game Fair will have the local Council’s
Environmental Health Officers conducting checks in Totally Food throughout the show.
Signage - Each stand in Totally Food will be given a correx double sided sign which will
have your company name on as per the contract. If you need to amend this, please get
in touch with exhibitors@thegamefair.org
Electric – As part of the Totally Food area your stand will include one plug socket. If you
need additional electrical connections this needs to be purchased through our official
supplier Excell Electric.
New for 2020 – The structures are 3m x 3m stands. With 12m available directly behind
the stand to park vehicles and camp if you wish.
10Types of stands
3M X 3M RETAIL STANDS
New for 2020. We have 3m x 3m tented stands which will NOT have back of house (a place
to park your vehicles on the showground). You will be able to park vehicles in the Exhibi-
tor’s car park or the nearest car park to your stand. The Exhibitor car park is approximate a
10-15-minute walk from the show site.
The average height inside the shedding structure is 2.3metres but this also varies if you
have flooring.
The 3m x 3m stands will be provided with wooden flooring only.
Stock vehicles should be removed from site and parked in the Exhibitor car park by Green
entrance. There is no parking space behind the stand, all parking is at the Exhibitors car
park.
Banner Rail - You will automatically receive a banner rail, which is the width of your stand
and 600mm in depth. Exhibitors will have to supply their own banner. We recommend
having a banner with eyelets holes in so you can attach the banner with cable ties.
Wristbands - You will not receive any vehicle passes for show days, but you will receive four
3-day Exhibitor Wristbands.
CATERING UNITS
The Game Fair catering units are located all-round the show ground. Each catering unit will
have a bespoke pitch. Some catering units do not come with back of house (for camping
and excess vehicles) so please make sure you confirm how much space you have behind
your stand. To confirm please get in touch with exhibitors@thegamefair.org.
No Exhibitor is allowed to sell alcohol by glass or to sell coffee as their prime product
without written confirmation from the organisers.
These do not include an electric supply. These must be booked with our official supplier
Excel Electric.
Please see our notice on LPG Cylinders.
11Types of stands
TOTALLY GAME AREA
New for 2020 in the Totally Game Area section there will be 3m x 3m stands. There is No
Space behind for parking, and vehicles need to be removed to the exhibitor car park. Access
will be allowed daily before and after the show only.
To be in the Totally Game Area you have to:
• Be a Game supplier.
• Have a small business turnover.
• Sample food only, no selling directly from the stand.
Camping will be allocated for Totally Game Exhibitors with one space per unit at the
Icehouse camping area. Alternatively camping can be arranged at the Exhibitor campsite
which you can book here. To book Icehouse camping area please do so via –
exhibitor@thegamefair.org
Totally Game Exhibitors will not receive any electric or correx signage in the
Totally Game Area.
If you have any questions, please get in touch with exhibitors@thegamefair.org
LAND MANAGEMENT
If you are exhibiting in Land Management and your stand is 7.5m in depth. Please be aware
that you will not receive any vehicle passes. Stock vehicles should be removed from site and
parked in the Exhibitor car park by Green entrance. There is no parking space behind the
stand, all parking is at the Exhibitors car park.
Land Management is approx. a five-minute walk from the Exhibitor Car Park.
If you have any questions, please get in touch with exhibitors@thegamefair.org
12Marketing
Please take time to go through the marketing resources we have created to enhance your
time at the show. A marketing tool kit is available for your use on the exhibitor’s page on
The Game Fair website.
Ideas for promoting that you are exhibiting at The Game Fair.
Please include The Game Fair logo on your email signature and on social media feeds.
Please ensure you complete this otherwise you will not be added to The Game Fair website:
https://forms.gle/4vnSjCSEBqBzRXkW8
A-Z EXHIBITOR WEBSITE LISTINGS
Every Exhibitor is entitled to a website listing on The Game Fair website. This will be a
company logo only. If you would like to enhance your listing, please get in touch with
Ashley Cooper for more information – Ashley.cooper@thegamefair.org
GAME FAIR SOCIETY
We are delighted to announce the launch of The Game Fair Society, which brings together
a group of like-minded individuals with a shared interest in country pursuits. Members have
a passion for the protection of the Great British countryside, both now and in the future,
and enjoy being part of a wider community that celebrates the heritage and history of a
more traditional way of life.
As part of this we are launching The Game Fair magazine, which will be printed four times a
year, and include exclusive features and articles from the leading voices in the various
sectors that are familiar to regular visitors to The Game Fair.
If you would like an advertisement in the magazine. Please get in touch with Ashley Cooper
for more information – Ashley.cooper@thegamefair.org
You can join The Game Fair society here - https://thegamefair.org/society/
THE GAME FAIR SHOP
This is live now at www.thegamefairshop.com and products are being sold.
The Game Fair Shop is the online shopping mall where people passionate about
countryside pursuits can shop 365 days a year.
• There are easy upload and stock management screens, and you can even have your own
unique shop page within The Game Fair Shop to sell your products with no set-up or
monthly charges.
• The platform charges 10 per cent commission.
13• The Game Fair Shop is the best way to reinforce your presence at The Game Fair, and to
reach the event visitors all year round.
• We’ll also send you step-by-step instructions and tutorial video links on how to do upload
your inventory and images. It’s very easy. We can import your inventory from a .csv file if
you prefer. We will also be running online training with Q&A sessions for The Game Fair
Shop sellers.
• Once you’ve listed your products for sale, and they have been approved, they will be re-
leased for sale on The Game Fair Shop for customers to buy.
• When sales are made you will be notified on your dashboard, and by email, and you can
ship the items to the customer. It’s that simple!
To sign up to the Game Fair Shop please follow this link: https://bit.ly/32brHN6
CHARITY OF THE YEAR
The Country Food Trust is the official charity of 2021. The Country Food Trust are a
charity food producer making top quality protein based ready meals. The meals are given
free to those people living in poverty and sold to those people who appreciate country food
in order to help CFT feed more people. Visitors can find out how to support The Country
Food Trust by visiting various areas of the show including the new Wild Food area.
Find out more at thecountryfoodtrust.org
Please ensure you visit the Public Restaurant which they are running this year.
We will announce more information about this nearer the event.
GDPR
Please be aware that we may pass on your details on to our official suppliers and partners
to enhance your experience at our events. This could be (for example) electricity and
internet providers because these services are required for a seamless exhibition experience,
and it is in your interest to be provided with this information. If you prefer us not to share
these details with our suppliers and partners, please unsubscribe by contacting
exhibitors@thegamefair.org
NEW LAUNCHES AT THE SHOW AND NETWORKING FUNCTIONS THEGAMEFAIR.ORG
Please update us about any new launches of products you may have so we can
help promote and support these for you.
As per the Terms and Conditions of your contract, if you wish to hold a social event
(including but not limited to a party, function or reception) at any time during The Game
Fair, you will need to obtain written permission from the Organiser by contacting
exhibitors@thegamefair.org
Once permission is granted, the social event may only be held within the limits of your
stand, and must not cause any nuisance, annoyance or inconvenience to the public or to
any other Exhibitors. The Organisers reserves the right to disband any social event should it
become a nuisance, annoyance or inconvenience.
This must also be included on your Risk Assessment.
14EVENT GUIDES
The National Game Fair Official Show Guide is published by Newhall Publishing.
Each exhibitor is entitled to one free copy which will be delivered to your stand.
Every stand has one standard entry in the show guide A-Z you can upgrade your entry
when completing the online form.
Please note that your trade name as entered on your original Contract for Space will be the
name used in all event information, and in the Show Guide, unless we are notified
otherwise in writing.
We will automatically advise Newhall Publishing of all stand number’s when they are
official released.
Telephone – 0151 632 3232
Email - richard.woolliams@newhallpublishing.com
Please Click Here to complete you’re A-Z listing in the Official Show Guide.
THE DEADLINE FOR SHOW GUIDE ENTRY IS WEDNESDAY 30TH JUNE 2021
SPONSORSHIP & BRANDING OPPORTUNITIES
If you would like to enhance your presence and time at the show, Exhibitors can purchase
one of our sponsorship opportunities. Please get in touch with Ashley Cooper for more in-
formation on Ashley.cooper@thegamefair.org
If you want to promote your brand to as many prospects as possible, it makes sense to pair
up your stand with one or more of our exclusive branding opportunities. Distribute your
brand event-wide and drive traffic to your stand. For more information about branding
opportunities at The Game Fair please get in touch with Ashley Cooper on
Ashley.cooper@thegamefair.org
COMMUNICATION
We will be sending you monthly emails about exhibiting at The Game Fair including
COVID-19 updates. Please make sure the emails are going to the correct person who will
be managing your stand. We will be using the email that was on your Contract for Space
booking form.
If you are creating any letters or documents for your staff and contractors or stand shares
about details coming to The Game Fair. We are more than happy to check any
communication to make sure the messaging is correct. Please send these to
exhibitors@thegamefair.org
15EXHIBITOR PARTY
On Saturday 24th July Guns On Pegs will be hosting the Exhibitor Party at The Game Fair.
Details will be announced closer to the event.
Dressing your stand
To create a high-end look to your stand we recommend that you choose from the
suggestions below.
• Furniture used should reflect your brand
• Use cabinets, counter units, dresser or similar to display products opposed to trestle
table and cloth displays, which are not permitted
• Be creative with your furniture / storage options. Use ladders to hang scarves or use as
shelves, branches or oars to hang clothing, wooden apple crates as storage boxes etc.
FINISHING TOUCHES
And finally, add some finishing touches suggested below:
• Flowers and plants
• Mirrors
• Rugs
• Props to reflect your brand
• Clever price tags ideas such as gift tags
• Lighting can really help showcase a product - use spotlights and LED lighting to
highlight individual items.
Do’s and Dont’s
• Please do not hand out flyers around the showground. This is not allowed. Offenders
may be fined and escorted off site.
• Exhibitors are not allowed to break into the ground. Ragley Hall is an English Heritage
site and we all must treat the estate grounds with respect.
• Please do not damage any shedding or catering units by stapling anything to them.
Offenders will be fined for damages.
• Please adhere to your allocated stand dimensions.
• Be prepared for all manners of weather. If it rains your products and stock may get wet
or muddy if left exposed.
• Read through the Exhibitor Manual and if you have any questions please just ask.
• Any demonstrations should not cause nuisance to adjoining stands or cause any
obstruction to the alleys.
16TIPS FOR EXHIBITORS
1 Make sure you bookmark the ‘Exhibitor Hub’ on The Game Fair website to keep on top
of all your To-Do’s.
2 First impressions count. Stand design is critical in attracting visitor attention.
3 Spread the word – let your colleagues and customers know you are exhibiting at the
event by posting an approved The Game Fair logo on your website, in print ads, or in
any
marketing materials.
4 If you need clarification on anything in this Exhibitor Manual, please get in touch via
exhibitors@thegamefair.org
5 Before arriving on site save all important contacts in your phone(s) and circulate them
with your team.
17Show Information
OFFICIAL HOURS
SHOW OPENING TIMES:
The Game Fair 2021 runs from Thursday 22nd to Sunday 25th July
OPENING CLOSE
Gates open No vehicle movement OFFICIAL EXHIBITOR STANDS VEHICLE MOVEMENT
onsite after: STAND OPEN CLOSE ALLOWED AFTER:
THURS
13.00 p.m 12.30 p.m 13.00 p.m 6.30 p.m Earliest 6.30pm
FRI
8:00 a.m 7.00 a.m 9.00 a.m 7.30 p.m* earliest 7.30pm
SAT
8.00 a.m 7.00 a.m 9.00 a.m 6.00 p.m earliest 6.30pm
SUN
8.00 a.m 7.00 a.m 9.00 a.m 6.00 p.m earliest 6.30pm
OPENING TIMES
All stands must be open by 9am on Friday, Saturday and Sunday. However, if the
exhibitor chooses to there can open before this time. Visitor opening hours start at
8am each day with last entry at 5pm unless you have already brought a ticket.
Our gates open from 6am each morning on Friday, Saturday and Sunday.
PLEASE REMEMBER NO VEHICLE MOVEMENT ON SITE AFTER 7.00AM
There is only one entrance into the site for exhibitors. Please allow plenty of time, as traffic
builds quickly. We advise you to arrive early.
CLOSING TIMES
Closing times are 7.30pm on the Friday and 6pm on the Saturday & Sunday. Stands are
strictly unpermitted to close before the official hours without approval from the
organisers first.
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.
18Show Information
If you need to leave before the site closes (before 7.30pm Friday; 6pm Saturday or
Sunday), please park your vehicle in the Exhibitor car park(s) at the beginning of the day
and enter / leave the showground on foot. You will need to get a re-entry stamp at the
entrance.
Vehicles on the showground will not be able to leave while the site is open to the public.
ARRIVING AT THE SHOW
Exhibitors’ stands must be ready by 11am on Thursday 22nd July. We are expecting a high
volume of vehicles on Wednesday and Thursday morning, so please plan this into your
journey. If you are not taking part in Preview Thursday, your stand needs to be ready by
Thursday evening.
It is strongly recommended that all exhibitors arrive before Thursday 22nd July afternoon to
assist with a smooth and managed build-up. This will avoid congestion, traffic jams and
frustration for all concerned. New for 2021, The Game Fair is holding a Preview Thursday
afternoon.
PLEASE FOLLOW AA SIGNS FOR ‘EXHIBITORS/CONTRACTORS’.
DUE TO VARIOUS TEMPORARY ONE-WAY SYSTEMS IN FORCE,
WE ASK THAT YOU DO NOT FOLLOW SATELLITE NAVIGATION
SYSTEMS.
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.
If you are arriving on late Thursday evening please let us know via
exhibitors@thegamefair.org so we can plan for this.
PREVIEW THURSDAY
We are aware that some exhibitors will be arriving late on Thursday evening. If you will be
arriving late on Thursday, please let us know via exhibitors@thegamefair.org
For exhibitors arriving after 10pm on Thursday 22nd 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 23rd July. This will be approximately 5.30am. As this is a show day, you will need the
relevant entry passes and vehicle passes to access the site.
19Show Information
BUILD UP
Build up is from Monday 19th July until 12.30pm on Thursday 22nd July 2021. You can access
the site from 7am until 7pm. Apart from Thursday where you cannot access the site from
12.30pm due to Preview Thursday.
Please note there is no overnight build. We recommend stopping build at 8pm during the
build-up due to darkness. All exhibitors should ensure that all staff (their own and those of
any company contracted by them) are aware and adhere to the Working Time Regulations
1998.
Build-up and Breakdown: All Exhibitors must wear HI-VIZ. No children under 16 allowed
onsite. Take great care when moving around vehicles – catch the driver’s attention
first.
PPE REQUIREMENTS
Appropriate Personal Protective Equipment (PPE) is required for the job being carried out.
Other forms of PPE such as hard hats, eye protection, gloves, etc must be worn if required
when performing a specific task.
20Exhibitor Passes
Exhibitor wristbands - must be worn from Monday 19th July 2021. Any Exhibitor wishing
to leave the Site and return must wear a valid wristband, otherwise he will be charged for
an entry ticket or refused. Vehicle passes must be clearly displayed from Monday 19th July
2021. Every member of your staff who will be entering or working within The Game Fair at
any time, requires a wristband to obtain access past security.
Your exhibitor entry passes will NOT be dispatched automatically. Once your stand has
been paid for in full and approved health and safety forms, you will then receive your
wristbands in the post.
No entry passes will be dispatched by post after Friday 20th July they must be collected
upon arrival in the Exhibitor Lanes.
FOR 2021 NO COLLECTING EXHIBITOR PASSES AT EXHIBITOR PASSES.
ALL PASSES WILL BE SENT IN THE POST.
EXHIBITOR ENTRY PASS ENTITLEMENT
Exhibitors 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 UNIT 3M FRONT 2 UNITS 6M 3 UNITS 9M 4 UNITS 12M 5 UNITS 15M 6 UNITS 18M 7 UNITS 21M 8 UNITS 24M
TOTAL NO. OF 4 6 8 10 12 14 16 18
WRISTBANDS
ORDERING ADDITIONAL WRISTBANDS
Exhibitors can purchase additional tickets at a preferential rate on the Exhibitor Hub. They can
be ordered using the Exhibitors Hub. Tickets per day – £20 (Day Specific) or £51 for all three days
(including VAT). All exhibitors must have a valid entry pass for each day of the show and must be
wearing the wristband properly.
CLICK HERE TO ORDER ADDITIONAL EXHIBITOR WRISTBANDS.
Passes issued free of charge are not for resale.
Any exhibitor found selling passes for resale will be fined or escorted off site. We will stop selling
exhibitor wristbands and camping on Thursday 18th July 2021 at midday.
21Exhibitor Passes
BUILD UP PASSES
YOU WILL BE GIVEN A BUILD UP PASS AT THE EXHIBITOR LANES FOR BUILD-UP DAYS
ONLY.
If additional vehicles are assisting with set up/break down or delivering items, they will be
issued with a build pass during build-up, breakdown and on show days between 5.00am
and 7.00am and have to exit before 7.30am. Entry will be at the discretion of the Organiser
in the evening.
When the vehicle leaves the site, the build-up pass must be returned to security on exit.
We reserve the right to issue a financial penalty for any build-up vehicles not removed from
the site during the opening hours of the show.
NO BUILD UP PASSES WILL BE ISSUED DURING SHOW DAYS
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 inside 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 £250.00 fee to The Game Fair.
Exhibitors who do not have sufficient room behind their stand to park vehicles can park in
the exhibitor car parks located near the exhibitor entrance. This parking is free of charge.
If you are in any doubt about the correct location of your stand, please contact the
Organisers Office. Any exhibitor who erects a stand in the wrong location will be
responsible for dismantling it and correcting the error.
As per the T&C’s on your contract, only those vehicles displaying a vehicle pass are
permitted to enter the Site and park within the stand area. Each Vehicle Pass issued to the
Exhibitor has to include the Stand Number and this entitles the vehicle on which the pass is
displayed to be parked at the rear of the stand, if space is available.
22Exhibitor Passes
•V
ehicle Passes do not confer right of entry to the vehicle occupants.
All vehicle occupants must have a valid Entrance Pass / Ticket.
•V
ehicles without the appropriate pass will not be permitted entry to the Site during
the whole period of The Game Fair. The Exhibitor is wholly responsible for providing
the members of his staff, contractors and private catering staff, where applicable,
with the necessary vehicle passes.
YOU CANNOT PURCHASE ADDITIONAL VEHICLES PASSES
VEHICLE PASSES ALLOCATION
STAND SIZE 1 UNIT 3M FRONT 2 UNITS 6M 3 UNITS 9M 4 UNITS 12M 5 UNITS 15M 6 UNITS 18M 7 UNITS 21M 8 UNITS 24M
TOTAL NO. OF 2 2 3 3 4 4 5 5
VEHICLE PASSES
DISPLAYING YOUR VEHICLE PASS
From Monday 19th 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 when a build-up vehicle arrives on site
(which is not valid during the opening hours of the show).
Please note that neither the Exhibitor Vehicle Passes, nor the build-up pass allows
passengers access to the show during event hours. Passengers who intend to remain
on site during event hours must wear a valid wristband.
23Breakdown - Sunday 25th July
During the show all Exhibitors will be given a Breakdown notice by one of the team during
the show. You will also receive a text notification about Breakdown as well.
The dismantling of stands is not permitted before 6.30pm on Sunday 25th July. ‘Breakdown’
will be announced over the show tannoy system – as soon as the public have left the site.
From this point onwards Exhibitors may commence dismantling stands and vehicle
movement can resume.
• We will operate a one-way traffic system via the Exhibitor Lanes.
• There will be no vehicle access to site via any other entrance.
• You may be charged a disposable fee for any fittings and rubbish left.
• Power to stands will be switched off at 20.00hrs on Sunday 25th July.
• Breakdown is a high-risk time for security – do not leave valuables unattended.
• Please bear in mind there will be no vehicle movement permitted before 7.00pm
(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 Game Fair.
24On-Site Facilities
EXHIBITOR LANES
Once you have arrived on site at Ragley Hall, the Exhibitor Lanes will be your first point of
contact before you arrive on the showground.
• At the Exhibitor Lanes we can escort you to your stand and show you where your stand is.
• Purchase additional wristbands.
• To help with any questions/queries you may have.
• We cannot transport any stock or people from the exhibitor lanes to your stand.
• For 2021 No collecting exhibitor passes at Exhibtior Lanes. All passes will be sent
in the post.
EXHIBITOR CAR PARK
The Exhibitor car park is located outside the show site next to the Exhibitor Lanes. It 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.
ORGANISERS OFFICE
The Organisers Office should be your first point of contact if you have any issues on site.
One of our staff at the Organisers Office will help you. If you need to purchase any exhibitor
passes, please go to the Organiser’s Office.
The telephone number for Organisers Office during show days is 01707 252707
From Monday 19th July, opening times will be 7am – 7pm* every day.
*Times subject to change.
TOILETS
The central toilet block on site will be available to use from Monday 19th July until Monday
26th July 2021. As build-up progresses, more facilities will open. Baby change facilities are
provided in disabled toilets.
SHOWERS FOR EXHIBITORS
The central shower block on site will be available to use from Monday 19th July until Mon-
day 26th July 2021. More showers will be opened progressively during the
build-up. Please note that the shower blocks will be closed during show opening hours to
prevent public use.
25On-Site Facilities
CATERING
There will be some evening catering available from Monday 19th July. Located in a central
position within the showground. Exhibitors are prohibited to sell food outside the Totally
Food Show other than Official catering units. Gun Makers Pub will be open after trading
opens until 11pm for late night refreshments.
Also, don’t forget Totally Food is a great place to go for food and drink. Make sure you give it
a visit.
WI-FI, INTERNET & CARD MACHINES
All Exhibitors will have to pay for Wi-Fi. There is no free Wi-Fi on site. Etherlive & 123Send are
the official technology provider.
PDQ ORDERS
The official supplier for Wi-Fi is Etherlive. All the forms for the rental of Wi-Fi Card Machines
can be found on the Exhibitor Hub. The closing date for Early Bird orders is 17th June at
5pm. Orders received after this date and time will be subject to the standard rate. Closing
date for all PDQ orders will be 1st July at 5pm. After which a feasibility study will be required
to confirm services can be installed.
INTERNET & WIFI ORDERS
All exhibitors wanting to book internet and wifi will need to do this via the online form
which can be found on the Exhibtior Hub. Early bird order closing date 3rd July at 5pm.
Orders received after this date and time will be subject to the standard rate. Closing date
for all internet orders is 12th July.
Exhibitors should place an order directly with Etherlive using the form below which may be
scanned and emailed to gamefairorders@etherlive.co.uk
Please note that Wi-Fi/PDQ and network service will not be available to use until Friday
23rd July 2021.
Tel: 01666 800 129
Email: gamefairorders@etherlive.co.uk
DEADLINE – PDQ HIRE THURSDAY 1ST JULY AND INTERNET & WIFI MONDAY 12TH JULY
26On-Site Facilities
STAND SECURITY
The 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 has 24-hour
security around the site. CSP Secuity is our official supplier for stand secuirty. Please get in
touch with Tony and his team for stand security. We do not allow any other Security team
on site other than our official secuirty teams.
Tel: 07982 321457
Email: tony.hewitt24@gmail.com
As per the T&C’s of your contract, the Event Organiser is not responsible for the security or
safety of exhibits or any personal effects or tools of trade belonging to the Exhibitor, its staff,
the general public or any contractors employed by the Exhibitor or of any structures on
your Stand.
CCTV
The unauthorised use of CCTV TV systems on your trade stand, or temporary structure is
not permitted. If you wish to install a CCTV system authorisation must be obtained from
The Game Fair, along with your reasons for wanting to install a system. If authorisation is
granted, once the system is installed you must display signage which is clearly visible in a
prominent position and includes the name of the person or company operating the system.
Operation of CCTV systems should comply with the Data Protection Act at all times.
FIRST AID
You can find the first aid point on Row J, located near the lake. If you require urgent first
aid, please do not call 999. Please contact the Organisers Office and we will send the first
aid team to you straight away.
ACCOMMODATION
At The Game Fair we have multi accommodation offerings for you and your team.
ON YOUR STAND
We 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. If
anyone is found camping outside the confines of their stand, they will be relocated to the
campsite and will have to pay for a pitch there.
If you are sleeping on your stand, please declare this on your risk assessment.
27On-Site Facilities
EXHIBITOR CAMPSITE
If you do not have room at the rear of your stand, we also provide a caravan / campsite
within the Ragley Hall Estate. Exhibitors are entitled to a one discounted rate of £120
(including VAT) for an 10m x 10m pitch for a maximum of six people per pitch. You book an
additional campsite pitch at £125 including VAT. Electricity is not included and the rates are
based on three nights.
BOOK HERE FOR EXHIBITOR CAMPING AND WRISTBANDS.
HOTEL PROVIDER
Event Express UK is the official supplier for hotel accommodation at The Game Fair. Please
click the link below to book hotel accommodation via the website.
https://www.eventexpressuk.com/e/game-fair-2021/
28Electricity
All electricity must be ordered via our official contractor, Excell Electrical
These prices increase after Friday 25th June 2021.
Tel: 07715 355 544 Email: bookings@excellelectrical.com
https://order.excellelectrical.com with the text Access Code - TGF21
NO PRIVATE GENERATORS ARE PERMITTED ON SITE
This includes the running of vehicle engines during the show. Electricity will be available
from 09.00 from Thursday 23rd July until 20.00 on Sunday 25th July 2021. Orders for
electric connections must be submitted to Excel Electric prior to Monday 25th June or will
be subjected to a 25 per cent surcharge fee.
• The Exhibitor may only obtain electricity direct from the Organiser’s nominated electrical
contractor. No private generators may be used anywhere on the Site. Requests for power
should be submitted prior to Monday 25th June 2021, after which the electrical contractor
may impose a surcharge. The Organiser gives no guarantee that all power requests will be
granted.
• The accuracy and freedom from fluctuation of the voltage supplied cannot be guaran-
teed. The Exhibitor planning to use electronic equipment such as TV or computer should
consult the supplier of such equipment if in doubt. The Organiser accepts no liability in
such regard subject to Condition.
• The Exhibitor shall ensure that no electrical appliances are placed or stored on
his Stand unless the same has been P.A.T. tested within the period of three months
immediately preceding The Game Fair.
• If the Exhibitor does not erect shedding, he shall make his own arrangements for a safe
means of housing power on his Stand. If no tent, caravan or structure is in position, the
supply may be delayed or refused.
• The Exhibitor shall make his supply point safe before dismantling his Stand. The Organiser
may switch off any supply which appears to be unsafe or in need of attention.
TOP TIP...
A quick way for you to figure out how many watts you’ll need is to check your
appliance, find out how many amps it uses then multiply that by 240 (UK volts from
mains power) and then you’ll have your answer. Example: A TV says it uses 1.6 amps,
if you multiply that by 240; you get 384 watts, so you’ll need at least a 500 watt socket.
29Additional Services
If you require any services
that are not listed please
get in touch via
exhibitors@thegamefair.org
and we will be able to help
FURNITURE HIRE
Thorns Furniture is the official furniture suppliers. Orders should be placed as
soon as possible to avoid disappointment. You can view its range by visiting
https://thorns.co.uk
Tel: 0208 801 4444
Email: sue@thorns.co.uk
THE DEADLINE FOR EXHIBITOR FURNITURE ORDERS IS FRIDAY 9TH JULY
PA/ AV/ TV SCREENS
The Game Fair has partnered with NSR Communications as its official audio-visual supplier
for 2021.
Tel: 01923 209 640
Email: sales@nsrcommunications.co.uk
www.nsrcommunications.com
HOSPITALITY PROVIDER
Exhibitors can purchase stock for stand hospitality via our official supplier Symonds Event
Bars. Please find the booking form on the exhibitor Hub. Including wines, champagnes,
spirits, soft drinks and ice cubes.
For more information please get in touch with Symonds Event Bars.
If you are providing alcohol on your stand, please get in touch with
exhibitors@thegamefair.org or ring Catherine Bishop – 07814 764 074
Tel: 01885 490267
Email: info@eventbars.co.uk
MARQUEE / SHEDDING SUPPLIER
What are the dimensions of a (3m x 6m) shedding unit?
Size will depend on which company is supplying the shedding for that area of the show.
2.3-metres is an average of the height. However, if you have ordered flooring this will reduce
the height. If you would like to see a picture of the shedding please contact
exhibitors@thegamefair.org.
30Stand Builders
RDW EXHIBITIONS
We recommend RDW Exhibitions as the official stand builder. It offers numerous stand
styles and sizes around The Game Fair. Visit the RDW Exhibitions website for more
examples: https://www.rdwexhibitions.co.uk/our-stands-explained/outdoor-stands/
Tel: 01939 260350
Email: info@rdwexhibitions.co.uk
FUCHSIA EXHIBITION SERVICE
Fuchsia Exhibition Services is the official supplier for stand building. Exhibitors can also hire
flag poles from Fuchsia. Please see the booking form below.
Tel: 01371 874 800
Email: info@fuchsiaevents.co.uk
https://www.fuchsia-exhibition-services.com/outdoordesignbuild
THE DEADLINE FOR EXHIBITION SERVICES IS MONDAY 14TH JUNE 2020
31Stand Builders
Please fill in the form below
32Your Stand Location &
Stand Identification
All Exhibitors should have been informed of their Stand location, as we now sell off-plan.
This also would have been confirmed in writing If you need to confirm your Stand location
please get in touch with exhibitors@thegamefair.org
You would have been given a reference stand number by our sales team.
Please note this is not your official stand number. All stand numbers have a letter in front
followed by numbers.
OFFICIAL STAND NUMBERS WILL NOT BE RELEASED UNTIL MAY 2021. PLEASE DO NOT
HAVE ANY STAND NUMBER PRINTED UNTIL THE GAME FAIR HAS GIVEN YOU AN OFFI-
CIAL STAND NUMBER
If contractors are erecting your Stand, please send them a copy of the site map to assist
them in locating the correct pitch. If you need any help accessing this map, please contact
exhibitors@thegamefair.org
STAND SHARES
Exhibitors are reminded that they cannot sub-let, or sub-divide Stands to another company
without prior written permission from the Organisers. Failure to do so may result in a fine or
being escorted off site.
Organisers of group Stands are responsible for ensuring that all exhibitors within their
group are fully aware of, and agree to abide by, the Rules and Regulations and the
Regulations of the Authorities.
To include Stand shares in the Official Show Guide a fee of £100+ VAT will be invoiced to
each sharing exhibitor.
As per your T&C’s you may not sub-let or Stand share without written permission from the
Organisers. This is sincluding sponsorship or product placements or any other commercial
partnership with a third party.
33Site Regulations
Please take time to read the site regulations below. If there is any update or changes,
we will notify you via email or telephone.
• Any banners or posters displayed outside an Exhibitors stand without prior consent
will be removed and destroyed.
• The use of Drones and other similar devices, however operated, are not permitted within
the confines of the Showground or car parks.
DELIVERIES
Accepting Deliveries
Exhibitors must make their own arrangements for the receipt of deliveries. The organiser
will not take responsibility for any type of delivery and ‘signed for’ items will not be accept-
ed in any circumstances. Furthermore, there are no storage facilities on site for deliveries.
Pre-Show
Exhibitors must ensure that contractors who are delivering supplies to a Stand are aware
of the Stand number and trading name at the show. A build-up pass will be issued at the
Exhibitor Lanes. Please ensure there is someone on your Stand to take the package.
Deliveries during Show Days
A contact number must be given to the courier company so they can call you to come and
collect it – No Site Access after 7.00am during Show Days.
Site Speed Limit
The site speed limit is 10mph at all times; please make sure that you keep within this limit.
Our security team will stop anyone driving fast, in a careless manner or under the influence
of alcohol and all incidents will be reported to the organiser and the vehicle keys may be
removed. No vehicle movement on site during show days.
Golf Buggies and Quad Bikes
Motorcycles, Golf Buggies and Quad Bikes are not permitted on site at any time, unless
they are official National Game Fair vehicles with an official ID number.
Event Staff
Security Staff, Floor Managers and the Event Organisers and Stewards will be on site to as-
sist exhibitors where they can. Please co-operate with them always. If you have any queries
on site please go in the Organisers Office or call 01707 252707.
34Site Regulations
Children
Under NO circumstances will children under the age of 16 be allowed into the show ground
during the build-up and breakdown. The show ground can be hazardous during these
times and this ruling is in place to protect children’s safety. We regret no exceptions can be
made to this ruling.
Warnings for Exhibitors (AEO)
The official Show Guide is produced in partnership with Newhall Publishing.
In recent years, third parties such as International Fairs directory, Expo Guides, Fair guide,
Construct Data Verlag and others have been targeting Exhibitors at major exhibitions for
paid entries into show guides. These companies are NOT in any way affiliated with The
Game Fair and are NOT working on our behalf.
These companies use a misleading form, often with the show logo which resembles an or-
ganiser’s free catalogue entry form. Exhibitors who sign and return the form for an entry in
an online directory are contracted into a three-year, ‘non-retractable’ agreement. Non-pay-
ment is then followed by aggressive debt collecting by recovery agents, including threats
of legal action. We strongly advise all Exhibitors to be vigilant against organisations such
as these. Please be aware and read the small print details before signing any documents.
Please contact us if you require any clarification.
If you have been caught out, the current advice from the AEO (Association of Exhibition
Organisers) is as follows:
1. DO NOT PAY ANYTHING
2. IGNORE THEM COMPLETELY – do not communicate with them in any way, even if they
threaten legal action. Writing letters simply confirms that you exist and are available at the
address/email address/number they have for you. This encourages them to pursue pay-
ment.
3. Report it to your local trading standards.
4. Keep a log of all correspondence and contact from them.
Balloons/Blimps
If you intend to have any balloons / blimps above your stand, you must ensure that this is
included in the risk assessment for your stand, and that the Health and Safety Form is
completed and submitted. The following regulations must also be adhered to.
• Permission to use advertising balloons must be obtained from the Organisers.
• The balloon must be positioned as centrally as possible within the confines of your allocated
space in order that any logos / designs displayed are not immediately overlooking any
neighbouring Stand.
35Site Regulations
Waste and Rubbish
Bins are located around the site for rubbish. Please ensure that any rubbish goes to the bins
after 7.30pm. Please bear in mind that the earlier rubbish is placed in the bins, the easier
it is to clear. It is important that waste water is not disposed of directly on to the ground.
There are waste water disposal points at each toilet and shower block. These will be emp-
tied as and when necessary.
Please flatten all boxes and leave them at the front of your trade stand. Any un-flattened
boxes will not be removed.
Exhibitors are required to maintain their stand spaces and surrounding area in a clean,
tidy and hygienic condition at all times. Waste material must not be stored at the rear of
a stand. Please be aware of the fire risk when storing waste. Recycling bins are available
across the show site.
Exhibitors are responsible for cleaning their stands each evening by 8pm and leaving their
waste stacked for collection immediately outside the stand in their own waste bags.
Exhibitors providing catering on their stands must provide their own bins for waste food.
Sustainability
As an Exhibitor / Contractor at The Game Fair we ask you to consider the impact of your
participation on the environment.
Did you know The Game Fair recycles 86% of its waste?
One of the key issues is the amount of waste created at events. Below are some helpful
pointers to review:
• Think about what waste your Stand will create. Is this recyclable?
• Can you reduce the amount of plastic that you use?
• Reduce your printed literature by switching to digital options
• Consider the materials used for your Stand – can they be re-used again in the future?
Dog Creche
The Dog Creche is situated in a quiet, shady place with experienced staff looking after the
dogs in a safe kennel area ran by Samsalin Dog Rescue. Located near the Gun Makers Pub.
Opening Times – 09.00 – 17.00 daily. Max 4hours per dog.
Please do not leave your dog in your car while you visit the Game Fair. Our dog patrols
36Site Regulations
work with the RSPCA and the police to release any dogs left in cars. The Game Fair will not
be held responsible for any damages to any vehicle in such cases.
Dogs on Site
All pets must be kept under control and dogs kept on leads. During show hours there is a
dog creche available. Please do not leave pets in cars or caravans. Please clean up any dog
mess and dispose of it hygienically in the bins provided.
Please do not let your dog off the lead in any of the rings/arenas.
Please clean up after your dog.
LPG Cylinders
Any catering stands that are having/using LPG Cylinders will need to store any spare
Cylinders in The Game Fair store which will be located centrally. This will be manned
by The Game Fair security.
You will need to label each cylinder with your company name and stand number on.
Any questions please get in touch with exhibitors@thegamefair.org
37Health and Safety
This section lists all things relevant to Health and Safety and covers the rules and regula-
tions that must be adhered to at the event. All Risk Assessment templates can be found on
the Exhibtior Hub
What you need to provide / bring for the event -
• Risk Assessment
• Fire Risk Assessment
• Employers Liability Insurance Certificate - Minimum £2Million
• Product Liability Insurance Certificate – Minimum - £2Million
• Fire Extinguisher on your stand
The senior safety officer for the Tim Wild and Marc Gaubert from Avon Safety. 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. Tim and his team may be
contacted for advice and guidance on health and safety.
Email: healthandsafety@thegamefair.org
Tel: 07395 408528
EVERY EXHIBITOR MUST SUBMIT BOTH A GENERAL RISK ASSESSMENT
AND FIRE RISK ASSESSMENT.
38Health and Safety
GENERAL EXHIBITOR GUIDANCE
Please ensure you read the safety policy which is available on the Exhibitor Hub prior to
arriving on site.
• Exhibitors and their contractors, regardless of the number of employees, MUST submit to
the organiser a written general and fire risk assessments. (Information and guidance on
general and fire risk assessments are available on the Exhibitor Hub).
• Plant and equipment must be operated by a competent person, who must have evidence
of training available for inspection.
• Vehicles MUST NOT be parked inside covered stands – this also includes shedding.
• Stands, exhibits, banners, flagpoles etc. must be adequately stable, taking into
consideration likely weather and ground conditions.
• Each stand must have suitable fire extinguishers. Located in clear view (The type, sizes and
number of extinguishers should be specified in the exhibitor’s fire risk assessment.)
• Exhibitors handling food must permit inspections by environmental health officers.
• Exhibitors must co-operate with the organiser in reporting accidents too the enforcing
authority.
• Children under 16 are not allowed onsite during Build-up and Breakdown.
• Any exhibitor with health issues or pregnant staff need to make the Organisers Health and
Safety Team aware of this fact prior to the show.
• All reportable injuries, accidents and events shall be reported to The Game Fair Organisers
Office as soon as possible.
39You can also read
