Hawke's Bay A&P Show Trade Exhibitor Prospectus - Wednesday 19, Thursday 20 & Friday 21 October 2022 - Webflow
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Hawke's Bay A&P Show Wednesday 19, Thursday 20 & Friday 21 October 2022 Trade Exhibitor Prospectus
Dear Valued Trade Partner,
After the challenges of Covid in 2020 and 2021, we are extremely excited to welcome our Trade and Retail
Partners back to the 2022 Show which is to be held on 19, 20 & 21 October 2022.
Over the past two years we have spent considerable time reflecting on how we can deliver the most effective
Show experience for our Partners and Show visitors. We are confident that all of our changes will lift trade
traffic, increase exposure to your trade site and create a more streamlined layout for the attendees of the
Show!
Trade is an integral part of the Hawke’s Bay A&P Show and we are really excited to implement these changes
to maximise your investment as a vendor with us. If you have any questions please give our Trade Manager,
Samantha a call or email.
Contact Details
Trade Manager: Samantha Greene
021 198 5330 or 06 878 3123 Extension: 205
Email: trades@hawkesbayshow.co.nz
Administrator: Pam Thompson
06 878 3123 Extension: 201
Email : admin@showgroundshb.co.nz
One Single Entry Point for the Show New Trade Zone Booking Structure
One major carpark will be created off GATE ONE, Kenilworth We have identified that Show-goers visit our event for many
Road and will follow a significant pathway into the Show. reasons and would find it easier to explore by “products and
services” rather than a scattered trade site approach.
We have created a new major ticketing entranceway into the
Show, directing Show attendees straight into the trade zones To apply for a trade and retail site for the 2022 Show, you will
which we are confident will give our vendors the opportunity register your interest for a “product and service zone”. Once
to maximise customers. applications close, we will allocate site positions in each
specific zone.
The entry point will be a substantial size and will have the
ability to deal with large numbers of people. We will be This will allow us to assign trade exhibitors in the most
installing modern ticketing technology and streamlined appropriate locations, arrange the orientations of the trade
processes to get people in as quickly and as easily as possible. sites for best exposure and create a natural flow through the
trade zones compared to one or two popular laneways.
The Carnival is staying on Karamu Road Development of a Food and Family Lawn Area
In 2020 and 2021, we changed the location of the Carnival to This will be located along Beehive Drive at the end of the
the Karamu Road corner of the showgrounds and saw huge Grandstand, on the equestrian oval. It will be designed to
benefits in doing so. draw attendees through the Trade sites to the Food & Family
Lawn.
To access the Carnival, attendees will only be able to park in
the dedicated car park at Gate One. This will also see carnival- The Food & Family Lawn will allow attendees to come to a
goers directed through the trade sites ensuring we maximise designated area for food where they can enjoy a spot to
the “passive” shopper. unwind and relax. This will include sunshades, umbrellas, and
seating to keep out of the Hawke’s Bay sun.
Our 2022 Trade Zones are as Follows:
Home & Living, Vehicles & Boats, Rural, Carnival, Community/Charity, Indoor ( Exhibition Hall)
Key Dates
2 May Trade Site sales open to all – Returning Exhibitors retain first right of renewal
for preferential allocation in new trade zones
23 May Last day for Returning Exhibitors to retain first right of renewal for preferential
allocation
29 August
Final payments due
17 October
Outdoor trade sites open for set up 9am – 7pm (outside these days and hours
by arrangement only)
Collect Trade Information Pack from Information Kiosk at Tomoana Showgrounds
18 October
Indoor trade sites open for set up 9am - 7pm (outside these days and hours by
arrangement only)
19 October
Hawke’s Bay A&P Show Gates Open 8.30am-5.00pm
Trade Networking Function
20 October
Hawke’s Bay A&P Show Gates Open 8.30am-5.00pm
21 October
Hawke’s Bay A&P Show Gates Open 8.30am-5.00pm
Hawke’s Bay Anniversary Public Holiday
22 October
Tomoana Showgrounds open for pack out 8.30am - 7pm
Outdoor exhibits removed no later than 29 October
The Process
Complete the online application form.
Upon receiving your application, the Trade Manager will send an acknowledgment and confirm your allocated
zone. (The Trade Manager reserves the right to place you in a different zone to the one allocated if the Trade
Manager feels it is a better fit)
A tax invoice will be emailed to you.
Pay the non-refundable deposit of 30% of your 2022 total site fee (including GST) to confirm booking within 7
days of receiving invoice.
Pay full fees by 29 August 2022. Failure to do so may lead to cancellation of your booking and forfeiture of
any payments made.
Confirmation of site within zone, electronic entry passes will be emailed prior to the Show.
Collect your trade pack including all your passes on set up days to ensure you can get into the Showgrounds
on Show days.
Our preferred method of application is via our online application form.
Click HERE or contact Samantha on trades@hawkesbayshow.co.nz.
General Information All sites include
Security fee for 24 hour patrolling
All prices are GST exclusive. Free WIFI
Power is available to most areas of the Show. Power Inclusion in the Trade Exhibitor List within our
is charged at $50 + GST per site for indoor sites and Official Show Promotion (site fees must be paid in
$80 + GST per site for outdoor sites for the duration full by 29 August to be included in this)
of the Show (includes set up). Entry pass to the Show
Complimentary WIFI is available to ALL indoor sites Trade Exhibitor only car parking
and MOST outdoor sites. Please specify if you
require Wi-Fi for your business operation.
Marquees and gazebos must comply with our new
policy in place. Please refer to Terms and Conditions
item number 8.
Subletting Payment of Fees
Exhibitors who are invited and/or hosted by another
company or individual to display or demonstrate on Your site is not considered CONFIRMED until
their site are classified as a Sublet Exhibitor. payment of deposit is received.
Sublet Exhibitors must complete a separate Please contact admin@showgroundshb.co.nz for
application form to the original Exhibitor, invoice enquires or to discuss payment schedules.
acknowledging the acceptance of terms and Please pay the deposit promptly to ensure your site
conditions. is confirmed and to avoid your site being subject to
All Sublet Exhibitors will be invoiced a flat rate fee re-sale. No commitment will be made to hold sites
of $400 + GST. without a deposit paid.
The original Exhibitor must ensure that the Once deposit has been received you will be notified
company or individual concerned completes a Trade with a conformation of booking email
Application Form and pays the Sublet fee. If this
process is not received the original Exhibitor will be
liable to pay the sublet charge
Key Event Highlights
The Hawke’s Bay A&P Society is committed to providing an exciting and engaging programme to celebrate all
aspects of rural living and creating a fusion of urban and rural, acknowledging our proud history whilst embracing a
strong future focus.
There are several exciting initiatives to make the 2022 Hawke's Bay A&P Show an amazing event that attracts
thousands of people to the Tomoana Showgrounds, including but not limited to:
Attracting 30,000 visitors from Hawke's Bay and beyond
Focus on showcasing the food and fibre sector and connecting back to our rural roots
An extensive education programme on Wednesday (attracting over 2000 school children and care givers)
A significant marketing campaign in coordination with local and national media brands covering digital, radio and
hard copy mediums
Best of the Bay Beef Competition
Export Lamb Competition
Mahon's Amusements
Multiple corporate functions hosted over the three days
Advertising & Sponsorship Opportunities
We have a wide range of advertising and sponsorship opportunities available for you to take advantage of to promote
your attendance and profitability at the Show.
Our team can assist you to have good return on investment in an area with direct links back to your business and its
people. Pricing and size requirements of advertising will be discussed on a case by case application.
Advertising opportunities include: Sponsorship opportunities include:
Catalogue – general/equestrian Naming of an arena, performance location or lawn
Website – home page/tickets page Naming of a function or venue
Social media – Facebook advertorial Prize money in a competition section such as
Main Arena – signage equestrian, cattle, sheep, alpaca, dog trials, poultry,
External Buildings – Exhibition Hall long wall, Beehive home industries
Newsletter – Members/trade exhibitors Support of an entertainment provider
Official Show programme or supplement The Education Programme for school students (primary
Opportunities for advertising with media partners & secondary), including the career expo activities,
marquee and learning zones
Trade Exhibitor of the Year
The much sought-after Trade Awards recognise excellence in Trade Site presentation and customer experience. All
Trade Exhibitors are eligible to enter the Trade Exhibitor of the Year awards. Judging will take place during the
afternoon of Wednesday 19 October.
Categories include: 2019 Overall Winner – WaterForce
Best Indoor Trade Exhibit
Best Outdoor Trade Exhibit
2018 Overall Winner – Napier Port
Best Overall Trade Site
Winners receive an official rosette and certificate to display on their site, an advertorial on our Facebook page and a
50% discount on their 2023 trade site booking. Trade Awards will be presented at the Trade Awards Function.
The judges will take the following into consideration:
Interest created with eye-catching displays
Clear information and product placement
Friendly well-informed staff offering good service
Creative use of marketing tools such as promotions, interactive elements, giveaways, demonstrations, and methods
of engaging with customers.
Site Options
Indoor - Exhibition Hall
The Exhibition Hall is our premium indoor trade facility.
Aimed towards Commercial businesses.
Booths are partitioned and supplied as ‘hard floor only’.
Premium sites are available - see map for details.
Power is available - $50 + GST, additional to site fee.
Prices and sizes starting from:
3x3 (9m sq) $445 + GST
4x3 (12m sq) $545 + GST
Outdoor
Outdoor sites give you the freedom to set up your own
space, marquees or displays.
Marquees can be supplied at an additional cost - please
enquire.
Power is available - $80 + GST, additional to site fee.
Prices vary depending on size and location. Premium
sites are an additional cost.
Choose from our zones to best suit your business needs:
The confirmation and suitabililty is to the distrection of the
Trade Manager and not graranteed.
Sizing of sites starting from:
Home & Living Price available on application
Rural
Vehicles & Boats 3x3 (9m sq)
5x5 (25m sq)
Community & Charity 10x10 (100m sq)
Equestrian 10x15 (150m sq)
Carnival 10x20 (200m sq)
20x20 (400m sq)EXHIBITOR TERMS & CONDITIONS 4.0. SITE ALLOCATION 7.5. Exhibitors must keep all display
V5 23/03/2022 – This document replaces all 4.1. Upon receiving your application, the equipment including promotional material
previous versions. Trade Manager will send an and signs within their allocated site
acknowledgment and confirm your boundaries, two (2) metres inside
1.0. DEFINITIONS allocated zone. roadways.
1.1. Throughout these Terms and 4.2. Exhibition sites will be allocated at a 7.6. All tent pegs, etc. must be two (2)
Conditions, later date once a zone is close to filling and metres insideall roadways.
a. Trade Exhibitor will be referred to as once the non- refundable deposit has been 7.7. All Showgrounds services (power,
‘Exhibitor’ throughout these Terms and paid. water, and irrigation) are situated
Conditions. 4.3. Site allocation for food vendors will be underground and will be marked out using
b. The Hawke’s Bay A&P Society will be allocated by metre squared and location as paint. Please contact the Trade Manager for
referred to as the ‘Society’. determined by the Trade Manager. more detail.
c. The Hawke’s Bay A&P Show will be Preference can be indicated but the Trade 7.8. If an Exhibitor causes damage to
referred to as the ‘Show’. Manager retains the right to allocate site underground services and has not checked
2.0. SITE APPLICATIONS locations at their discretion to achieve the location of the serviceswith the Trade
2.1. By submitting the Trade Application customer selection and best layout. Manager, or followed instructions, they will
Form, you agree to the Terms & Conditions 5.0. SHOW DAYS be liable for all costs to repair the
for the 2022 Show hosted by the Society. 5.1.The 2022 Show will be open to the damage.There are high voltage power
2.2. All Exhibitors are eligible to apply for a public from Wednesday 19 October to cables underground so please communicate
trade zone from 2 May. Friday 21 October 2022. to your staffthe danger and requirement to
2.3. Returning Exhibitors retain first right of 5.2. The gates will open to the public at liaise with event staff.
renewal for preferential allocation in new 8.30am and close at 5.00pm. 7.9. Sites within the Exhibition Hall are
trade zones until 23 May. 5.3. Exhibitors must have their stands fully partitioned; the cost of partitions is included
2.4. The Society may accept or decline any operational during the advertised opening in your site fee and will be set up prior to
application. Any declined Exhibitor may hours of the Show, 8.30am to 5.00pm. your arrival at the Showgrounds.
enter the appeal process. Personnel must be inattendance between 7.10. Excavations to trade sites may only be
2.5. A non-refundable deposit of 30% of 8.00am to 5.15pm on Wednesday, undertaken with permission grantedby the
2022 site fee (including GST) must be paid Thursday, and Friday. Trade Manager.
to confirm a site within seven days of 6.0. EXHIBITOR ADMISSION 8.0. GAZEBOS AND SELF-ERECTED
reciving the invoice. This will be invoiced 6.1. Admission of Exhibitors through gates STRUCTURES
once the selection process is completed on Show days requiresan Exhibitor Entry 8.1. All structures erected need to be
with the Trade Manager. Pass. secured to a standard that will withstand
2.6. Trade sites may be available until 14 6.2. Exhibitor Entry Passes will be allocated high winds. At any time should our staff
October 2022. The two deciding factors will after full payment of fees. For allocation deem that the structure is unsafe the
be space availability and payment in full. refer to the table inthe Trade Information Society retain the right to request the
2.7. Food vendors selling from a Pack. structure bedismantled by the stall holder
stall/vehicle must have all current and valid 6.3. Exhibitor entry passes and vehicle immediately. This may cause disruption to
safe food handlers and Council licences to passes will be included in the Trade trading. If the dismantling of a trading
operate and serve from their premises. All Information Pack which will be available for venue (gazebo) is required, the Society will
permits must be valid until 25 October collection from the Tomoana Showgrounds not be responsible for providingan
2022. Permits must be sent to the Trade at the Information Kiosk from 17 & 18 alternative venue unless the marquee is one
Manager before confirmation will be October. provided by the Society.
issued. 6.4. Additional Exhibitor Passes may be 8.2. A pre-show check will be conducted to
3.0. PAYMENT OF FEES purchased at a discounted price of $20 per ensure that all gazebos are secured with
3.1. Both Existing and New Exhibitors are 3-Day Exhibitor Pass (these ticket prices are suitable sized pegs and guide ropes as
required to pay a non-refundable deposit of GST inclusive). This price is a discounted necessary. If required (at the exhibitor’s
30% of your 2022 total site fee inclusive of pre-Show price for tickets purchased prior expense),expert advice will be sought,and
GST payable within seven days of to Friday 14 October 2022. After this the recommendations will be enforced where
receiving invoice. The amount of payment tickets will be available at normal gate public safety is identified as being
will be established during the booking rates, payment is required before tickets potentially compromised.
process once a site has been chosen. Site are released. 8.0. Failure to ensure potential public safety
confirmation will not be issued until the 7.0. EXHIBIT SET UP may result in the exhibitorbeing asked to
deposit is fully paid. 7.1. All sites will be measured using the dismantle a structure even if there are no
3.2. The balance of invoices must be paid Society’s measuring wheel. This measuring winds present at the time. Non-compliance
in full no later than 29 August 2022 or on wheel will be the official measurement tool may result in the exhibitorbeing asked to
receipt of invoice for bookings after this for all display sites. leave. In such case no refund will be made.
date. 7.2. The grounds will be marked out in the 9.0. EXHIBITS DURINGTHE SHOW
3.3. If total fees are not received by the weeks prior to the Show and Exhibitors will 9.1. The Trade Manager, or other person
A&P Society by 29 August 2022 the site be able to be set up from Monday 17 appointed by the Society, has the power to
may be offered for resale. October 2022 or earlier by arrangement. enter an Exhibitor’s site at any time and
3.4. Trade site fees are subject to change 7.3. Formal security starts on Tuesday 18th remove any article, sign, picture, or printed
and may differ from previous years. October at 6pm. matter which in his/her opinion may cause
3.5. Any Exhibitor not fully paid up will not 7.4. All displays must be set up by 7pm offence to the public, or is not in keeping
be approved to set up and unless Tuesday 18 October 2022. Access to the with the requirements of the Society.
immediate payment is received, the Showgrounds after this time must be 9.2. The Showgrounds will be open from
Exhibitor may be asked to leave the event. arranged with the Trade Manager by 6am on each Show Day to restock exhibits.
appointment only. All sites must be operational by 8.30am and
vehicles removed by 7.30am.9.3. The use of amplifiers or loudspeakers Exhibitor for the cost of repair or 12.4. Vehicle parking passes allow for sites by Exhibitors is at the discretion of the replacement. to be restocked between 6am – 7.30am and Society’s Approval. 10.0. ELECTRICITY 5.15pm – 7pm. 9.4. Outdoor Exhibitors must take all steps 10.1. Exhibitors must apply for power use 12.5. No vehicles or trailers are permitted to to ensure their site is returned to its to be set up at the site. Exhibitors are remaininside the Show area during Show original condition within 5 (five) days advised to book their site connection with hours unless on the Exhibitors site as part of following the closing of the Show. Failure the Trade Manager when they apply for a the overall display and have been approved to do so will resultin the Exhibitor having site due to some sites not having access to by the Trade Manager. Failure to comply to pay costs and/or a bond being placed on power. All power requirements must be will result in the vehicle being towed at the the Exhibitorfor subsequent events. confirmed prior to 1 October. owner’s expense. 9.5. Rubbish on Sites: standard recycling After this date, there is no guarantee that 12.6. Ignition keys must be removed from all protocols have been adopted by the Show. power will be made available. vehicles not actually in use within the Exhibitors are required to comply with 10.2. Exhibitors that book power must display areas. recycling instructions at the event. Any supply their own outdoor extension lead 12.7. All vehicles must have their Exhibitor Exhibitor leaving rubbish on sites will be up to 30 metres long with a current safety name displayed in the front windscreen. liable for a fine of $500 as well as the cost tag. 12.8. Maximum vehicle speed on roads in of removing the rubbish. Taking a photo of 10.3. Power is not included in site fees. The the Showgrounds during the Show is your site prior to departure is recommend. cost of connecting power to your site is 5km/h. All roads within the Showgrounds 9.6. Exhibitors cannot distribute any additional and will be charged on the are for pedestrian access. Vehicles must printed material for their company from invoice. give way and drive with extreme caution, any location on the Showgrounds except 10.4. Power supply is standard 10amp and with hazard lights operating. from within the boundaries of their own 15amp. Limited 3 phase may be available. 12.9. Public safety is paramount – No site unless prior permission is granted by 10.5. Exhibitors must display the power tag unauthorised vehicles to be driven inside the Trade Manager. supplied in the Trade Information Pack. the perimeter fence between 8.00am and 9.7. No animals (including dogs), except 10.6. All portable electrical equipment on 5.30pm during Show days. those entered in the A&P Show site must have a current electrical test and 13.0. HEALTH AND SAFETY Competitions or guide dogs, will be tag, complying with NZS3760 wiring 13.1. The Society is constantly reviewing its allowed on the Showgrounds. regulations. All catering caravans (outside Health and Safety plan and reserves the 9.8. Where live cattle or deer form part of a food sites) must have a current electrical right to change any terms relating to Health trade display the Exhibitor is responsible WOF NZS3019. and Safety during the year. All exhibitors for: 10.7. Exhibitors using power must abide by will be notified if the Society does so. a. Ensuring all stock have completed all TB the safety requirements. The Society 13.2. As an Exhibitor, you will be asked to testing requirements and meet all retains the right to remove any appliance acknowledge that it is the responsibility of biosecurity requirements. or lead not displaying the correct tag and yourself, your staff, and any appointed b. Ensuring all stock are identified in any lead connecting to the Showgrounds agents to take all necessary precautions to accordance with current NAIT legal power that is not paid in full. ensure the safety of the people and property requirements. For more information call 11.0. INSURANCE AND SECURITY within the allocated boundaries of the trade 0800 624 843 or visit www.nait.co.nz. 11.1. Exhibitors are advised to arrange site allocated. 9.9. Any sheep included as part of a Trade insurance cover for their own property. 13.3. Exhibitors must follow the instructions Display must include a Brucellosis 11.2. Exhibitors are advised to arrange of Show Officials and Marshals. Certificate with their Trade Application public liability insurance for their own 13.4. Exhibitors must comply with local Form. property. body bylaws and requirements and Acts of 9.10. Any alpacas/llamas included as part 11.3. The Society will not be responsible Parliament (including OSH Act and its of a Trade Display must belong to a clear for any claim against or by an Exhibitor. amendments), which govern the erection of TB herd where whole herd testing is 11.4. Security is onsite from 6pm Tuesday structures, sale of liquor, the display and/or performed in accordance with the AANZ 18 October 2022 until 8am Saturday 22 sale of machinery, vehicles and/or other Voluntary TB Scheme and must include a October 2022. products or goods of the Exhibitors and TB certificate with their Trade Application 11.5.The security headquarters are under Aviation Safety Regulations. Form. the back of the Grandstand. 13.5. Exhibitors are responsible for 9.11. All animals involved with the Trade 11.6. Exhibitors must take all reasonable preparing and monitoring a Health and show must be cared for within measuresto ensure the security of their Safety audit of their site by identifying, recommended guidelines for animal own property whilst on the Showgrounds. isolating, or managing any potential hazards welfare and meet all biosecurity 11.7. The Society will take all reasonable for staff, volunteers, contractors, and the requirements. Please speak directly with care but will not be responsible for any public. the Trade Manager to discuss losses or damage incurred at this event. 13.6. Exhibitors are responsible for briefing arrangements. 12.0. VEHICLES all staff and volunteers working on their site 9.12. Couriers will not be able to access the 12.1.Exhibitors will be given vehicle regarding the Health and Safety planning Showgrounds during the Show dates. parkingpasses with the trade information and monitoring of their site. Alternative arrangements must be made pack. 13.7. Exhibitors are required to have a for deliveries. 12.2. Exhibitors must display an Exhibitors suitable, approved fire extinguisher on their 9.13. Damage caused to any feature vehicle parking pass (which will be stand at all times if flammable materials are marquee during the Show by an Exhibitor, emailed) to gain entry for pack in and pack present. or their display will be the responsibility of out. 13.8. Any Exhibitor using flammable liquids the Exhibitor. Exhibitors are to take due 12.3. Vehicle parking passes allow in their Exhibit must notify the Trade care in the setting up and dismantling of Exhibitors to park in the designated Manager and therefore seek approval in exhibits. If partitions are not returned in Exhibitor carpark inside Gate 17 via Gate 1, writing prior to the Show commencing. condition in which they were delivered, the off Kenilworth Road. All vehicles require a Society have the right to charge the parking pass to enter.
13.9. All Exhibitors using a heating appliance 15.2. If you are preparing and selling food at 20.3. Any contamination or damage to sites or apparatus must provide an appropriate the Show you will require a Hastings District caused by Exhibitors will be the non- flammable separation area of at least Council Food Licence. responsibility of the Exhibitor to rectify. two (2) metres wide between the public and 15.3. The Society reserves the right to restrict Exhibitors will be liable for all costs to repair the apparatus. food vendors and exhibitors from selling or the damage. 13.10. There is to be NO SMOKING within distributing any frozen 21.0. CANCELLATION the Showground’s. confectionery/slushies/ice cream product in 21.1. In the unlikely event that the NZ 13.11. No Exhibitor shall install or maintain accordance with any signed sponsorship Government directs the Society to cancel the any LPG container greater than 15kg without agreement. This includes no hot dogs on Show, all Exhibitors will be contacted having a Certified Gasfitters Certificate. All sticks, candy floss orpopcorn being sold at immediately by the Trade Manager. The compressed gas cylinders must be secured the Show. preferred contact will be via email and/or against tipping and must have snap 16.0. RAFFLE TICKETS phone call. couplings. 16.1. Raffle tickets can be sold by Not-for- 21.2. The Society shall not be liable to the 13.12. Exhibitors must keep all display Profit organisations as long as it is done Exhibitor for any compensation whatsoever equipment displays including promotional from their site and prior approval has been as a result of the cancellation of the Show. material and signs within their allocated site sought from the Society in writing. 21.3. Money refunded to Exhibitors as a boundaries, two (2) metres inside roadways. 17.0. ITEMS NOT FOR SALE result of cancellation will be at the discretion 13.13. All tent and marquee pegs, dangerous 17.1. Silly String (plastic string sprayed from of the Society. spikes, protruding objects etc must be an aerosol can), water pistols or any type of 21.4. If the Show is cancelled by the Society, covered with sandbags orshrubs. similar water filled products, toy guns, flick a 100% refund will be given. 13.14. The Trade Manager reserves the knives, swords, sling shots and inflatables 22.0. EXHIBITOR CANCELLATIONS right to order immediate removal from the such as hammers, bats and the like are 22.1. If an Exhibitor should cancel the Showgrounds of any Exhibits he/she banned for reasons of public safety. contract or terminate a site booking: considers dangerous, offensive, or 18.0.ADVERTISING a. Prior to 12am 31 May, the exhibitor can unmanageable. 18.1. Sponsorship opportunities exist for apply for a 100% refund due to extenuating 13.15. Exhibitors must ensure that they keep Exhibitors and can be negotiated by circumstances. walkways clear, and no dangerous contacting the Trade Manager. b. Prior to 12am 30 June, the Exhibitor can equipmentor chemicals are accessible to the 18.2. Advertising opportunities exist for apply for a refund of 50% of the site fee (not public. Exhibitors and can be negotiated by withstanding the deposit which shall not be 13.16. Exhibitors must not remove exhibits contacting the Trade Manager. refunded in any circumstances). Any refund from the Showgrounds until after 5.15pmon 18.3. All Exhibitors will be forwarded of the balance shall be at the absolute and Friday 21 October 2021.Vehicles must not be information on any newspaper sole discretion of the Society. driven inside the exhibiting area between feature/supplements; contact for advertising c. Prior to 12am 31 July, the Exhibitor can 7.30am and 5.15pm any day of the Show. will be made direct from the publication. apply for a refund of 25% of the site fee (not 13.17. First aid is provided during the This information may be distributed through withstanding the deposit which shall not be opening hours of the Show, located under a third party such as a media outlet. refunded in any circumstances). Any refund the back of the Grandstand. Limited first aid 19.0.USE OF EXHIBITOR INFORMATION of the balance shall be at the absolute and services are available outside of show hours 19.1.By completing a Trade Application Form sole discretion of the Society. in the main Showgrounds Office, Level 1 of the Exhibitoragrees and the Society d. On or after 1 September, the Exhibitor will Grandstand. Please familiarise yourself with acknowledges that: receive no refund of the site fee and the the Showgrounds site map. In the case of an a.Exhibitor information details can be shown Society shall retain all money received and emergency dial 111. as part of the Show information. seek all money owed in relation to full value 13.18.Accidents, near misses and hazards b.Exhibitor details can be made available to of this agreement. must be reported to the Trade Manager the media for use in compiling the Show 22.2. The Society has the right to cancel this promptly. newspaper supplements, for human contract and to retain any money paid and 13.19. Any Exhibitor providing their own intereststories, as well as for programme seek all money owed in relation to this marquee over 100sqm or any structure over preparation and for the Society to use in contract if the Exhibitor: 100sqm is required to have a building promotional and educational material about a. Infringes any of the exhibiting conditions, permit. the Show. and/or 14.0. ALCOHOL AND CORPORATE c.Exhibitor and company details given to the b. Does not occupy their site during the full HOSPITALITY SITES Society on the Trade Application Form will period of the Show to which this contract 14.1 The Showgrounds are an unlicensed be directly transferred and used as the applies, and/or venue. Exhibitors are not permitted to sell company listing in the Exhibitors listing. c. Does not have their site staffed and fully alcohol or restricted goods without written Exhibitors should clearly indicate any operational from 8.30am to 5.00pm for the consent from the Society. This includes information that is not for publication. three (3) days of the Show. giveaways or hosting. 20.0.REMOVAL OF TRADEEXHIBITS d. Does not have the necessary 14.2. The Society reserves the right to restrict 20.1. Dismantling of sites may take place any permits/licences. beer,RTD & cider sales to specific brands as time after 5.00pm Friday 21 October 2022 23.0. PANDEMIC RESPONSE determined by any signed sponsorship once the Show is closed to visitors.Please 23.1. The Society is committed to agreements. note: On Saturday 22 October, Gate 2 on a. best practice of good hygiene behaviour to 14.3. On site catering requirements for your Kenilworth Road is the only entrance and prevent/minimise COVID-19 site canbe met by the OfficialShow Caterer. exit gate for security reasons. b. follow the most recent advice from the Contactthe Trade Manager for details. 20.2. All Exhibitors, displays and stock items Ministry of Health 15.0. FOOD AND FROZEN CONFECTIONARY must becompletely removed from the 23.2. The Society expects Exhibitors to 15.1.The sale of food or confectionary lines, Showgrounds no later than 12 noon on comply with the most recent advice from the other than from approved outlets, is Saturday 22 October 2022. Ministry of Health. prohibited.
24.0. LIMITATION OF LIABILITY To the greatest extent permissible by law, the Society excludes all liability the Society may have to you for any claim except where the Society has acted in bad faith. This exclusion also applies for the benefit of every officer, employee, contractor or agent of the Society and anyone else they use to perform duties or provide services. 25.0. DISPUTE RESOLUTION 25.1. In the event a dispute arises, both parties shall meet and endeavour to resolve such dispute by good faith negotiation within seven (7) working days of the dispute first arising. 25.2. If the parties are unable to resolve the dispute by negotiation, either party may refer the dispute to the determination of a single arbitrator appointed by the mutual agreement of the parties. 25.3. If the parties cannot agree on an arbitrator within three (3) working days of attempting to do so, either party may apply to the President for the time being of the New Zealand District Law Society to appoint an independent arbitrator. Both parties agree this appointment will be binding on them. 25.4. Any dispute referred to arbitration pursuant to clause shall be determined in accordance with the provisions of the Arbitration Act 1996. 26.0. COMPLAINT PROCEDURE 26.1. Any formal complaint must be made in writing to the General Manager within five (5) working days of the issue arising. This will be acknowledged in writing by the General Manager. 26.2. The complaint will be fact checked with appropriate individuals – those involved, witnesses and expert advice will be sought as necessary. 26.3. A summary and expected timeframe for resolution will be given to the complainant to ensure the complaint has been understood correctly. 27.0. GENERAL CONDITIONS 27.1. If the Society fails to enforce any terms or to exercise its rights under these terms of trade at any time, it has not waived those rights. 27.2. If any provision of these terms and conditions is held to be invalid or unenforceable for any reason, the remaining provisions shall remain in full force and effect. 27.3. The Society and its officers, employees, contractors, and agents may deliver notices to you by sending them to an email address that you have notified to us. 27.4. We may serve notices on you by post or by email or by personal delivery. These terms and conditions are governed by the laws of New Zealand.
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