Exhibitor Terms and Conditions
- By submitting the Trade Application Form you agree to the Terms & Conditions of the 2018 Wanaka A & P Show.
- The Upper Clutha A & P Society may accept or decline any application for exhibiting rights.
- A non refundable admin fee of $75 (plus GST) must accompany any application. This will be refunded if a site is not offered.
- Sub-let exhibitors must complete a separate Trade Space Application Form and forward the $100 + gst with their application. If no fee is paid by sub-lessee then the $100 + gst will be charged to stall holder.
- No Exhibitors can move to any other space other than what has been allocated. Any person infringing regulations without permission in writing or from an authorized officer of the Upper Clutha A & P Society will incur expulsion from the Showgrounds.
- The Upper Clutha A & P Society will endeavor to offer Trade Exhibitors their first option of the same site each year. Changes to the grounds, growth of the show and other unforeseen circumstances may alter layout and may impact on this, we do not guarantee corner sites orthrough sites. To request the same site number as last year complete the Trade Application Form and return it with your $75 + gst admin fee before the 30 June. We will do our best to provide a similar position within the park. Ultimately the Society reserves the right to move any exhibitor as they deem necessary.
- Any exhibitor supplying alcohol from their site must apply to the Upper Clutha A & P Society for a Special Show Liquor License.
- Marquee/Structure N.B. A building permit is required for structures and marquees over 100sqm. Contact: Queenstown Lakes District Council 03 450 0300 Email: email@example.com
- All Trade Space fees must be paid in full no later than 30 November 2017 to fully confirm sites.
- If full Trade Space fees are not received by the due date the site may be offered for resale.
- Exhibitors who invite another company or individual (sub- let exhibitor) to display or demonstrate on their site, must ensure that the company or individual concerned completes a Trade Space Application form and pays the $100 +gst administration fee. If sub- let notification on a Trade Space application is not received the original exhibitor shall be liable to pay the administration fee.
- All admission Wristbands to be collect from Trade Office at Gate 1 on arrival provided final payment has been received.
- The UCA&P Committee reserve the right to increase charges as and when required.
- The Upper Clutha A & P Show will be open to public Friday and Saturday 9th and 10th March 2018.
- The gates will be open to the public from 8.00am to 5.00pm on both days.
- Exhibitors must have their stands fully operational during the advertised opening hours of the show. Personnel must be in attendance between the hours 8.00am-5.00pm Friday and Saturday. No exhibitor’s display to be removed from the showgrounds until after 5.00pm Saturday in view of safety. Note: Public safety is of paramount importance so ensure all care taken is while setting up and dismantling your site.
- Restocking can be done from 5.30-7.30pm on Friday evening and before 8am Saturday morning.
- All Trade Exhibitors need to cease trading by 5.30pm.
- The Event Coordinator or other person appointed by the Upper Clutha A & P Society, has the power to enter an Exhibitor’s site at any time and remove any article, sign, picture or printed matter which in their opinion may cause offence to the public, or is not in keeping with the requirements of the Society.
- Trade Exhibitors must display Company Name and site number, minimum size A4, in plain view for identification purposes.
- The grounds will be marked out the week preceding the show and exhibitors will be able to set up from Thursday March 8th, 2018 until 8pm unless by prior arrangement.
- All displays must be set up by 8.00am Friday 9th March 2018.
- All sites will be measured using the Society’s measuring wheel. This measuring wheel will be the official measurement tool for all display sites.
- All exhibitors must contact the Trade Marshall prior to driving pegs etc. If an exhibitor causes damage to underground services and has not checked the location of the services with an official they will be liable for all costs to repair the damage. See attached map.
- Exhibitors must take all steps to ensure their site is returned to its original condition within four days following the closing of the Show. Failure to do so will result in the exhibitor having to pay extra costs.
- Any exhibitor leaving rubbish on sites will be liable for a fine of $200 +gst as well as the cost of removing the rubbish. All trade sites must arrange for the removal of their rubbish via Bis at Wanaka Wastebusters on 443 8606 and pay the appropriate fee.
- Any cattle or deer included as part of a Trade Display must have completed all TB testing requirements as per Animal Health Board TB testing regulations. All stock must be identified as per NAIT requirements www.nait.co.nz.
- Any sheep included as part of a Trade Display must include a Brucellosis Certificate with their Trade Application Form.
- Any alpacas/llamas included as part of a Trade Display must belong to a clear TB herd where whole herd testing is performed in accordance with the AANZ Voluntary TB Scheme and must include a TB Certificate with their Trade Application Form.
- An Electrical Application Form needs to be completed and sent with the Site Application Form. A fee is charged for each site needing power. Please complete this form accurately, it is the exhibitors responsibility to ensure the form is accurate with all necessary power clearly stated, including the requirement for overnight power.
- All portable electrical equipment on site must have a current electrical test and tag, complying with NZS3760 wiring regulations. All catering sites (caravans etc) must have a current electrical WOF NZS3019.
Insurance, Security and Vehicles
- Exhibitors are advised to arrange personal insurance cover for their own property.
- All Exhibitors should have public liability insurance for an amount not less than $2,000.000. Proof of this cover or an affidavit is to be produced for the Upper Clutha A & P Society if requested. The Upper Clutha A & P Society will not be responsible for any claim.
- During the hours between 6pm – 7am on Thursday- Saturday and Sunday until 8am the grounds will be patrolled by security guards.
- The Upper Clutha A & P Society will take all care but will not be responsible for any losses or damage incurred at this event.
- Trade Exhibitors are allowed one vehicle only inside the showgrounds to set up their site but it does not allow for the vehicle to remain parked inside the showgrounds. All vehicles must be out of the grounds by 8.30am.
- Public Safety is paramount – authorized vehicles only may driven inside the showgrounds to a maximum speed of 15km. Exercise extreme care.
- All vehicles must be out of grounds by 8.30am.
- No vehicles are permitted to remain inside the Show area during Show hours unless on the Exhibitors site or as part of the overall display.
- Vehicles with sheep foot roller and/or weight exceeding 2 ton give notification to the show coordinator.
- Admission Wristbands are to be collected at the Trade Office on arrival and are only issued if full payment has been received. Wristbands are allocated as per page 1.
- Additional Wristbands may be purchase at $25 for the two days or $15 for one day
- No entry is permitted without a Wristband.
Health and Safety
- Trade Exhibitors must follow the instructions of show officials and marshals
- Any fire or bbq applicance must be fire safe compliant.
- Trade Exhibitors must comply with local body bylaws and requirements and Acts of Parliament (including OSH Act and its amendments), which govern the erection of structures, the display and/or sale of machinery, vehicles and/or other products or goods of the Exhibitors and Aviation Safety Regulations. Trade Exhibitors are responsible for preparing and monitoring a Health and Safety audit for their site by identifying, isolating or managing any potential hazards for staff, volunteers, contractors and the public.
- Trade Exhibitors are responsible for briefing all staff and volunteers working on their site regarding the Health and Safety planning and monitoring of their site.
- Trade Exhibitors are required to have suitable, approved fire extinguishers on their stand at all times.
- All Trade Exhibitors using a heating appliance or apparatus must provide an appropriate non-flammable separation area of at least 2 meters wide between the public and the apparatus.
- There is to be No Smoking inside any marquees or showgrounds buildings.
- No Trade Exhibitor shall install or maintain any LPG container greater than 10 kg. All compressed gas cylinders must be secured against tipping and must have snap couplings.
- The Upper Clutha A & P Society reserves the right to order immediate removal from the showgrounds of any exhibits it considers dangerous, offensive or unmanageable.
- Each Trade Exhibitor must keep all display equipment and signs within their allocated site boundaries.
- All tent and marquee pegs must be covered with sandbags or shrubs as must other dangerous spikes, protruding objects.
- The President reserves the right to order immediate removal from the Showgrounds of any Exhibit they consider dangerous, offense or unmanageable.
- Trade Exhibitors must ensure that they keep walkways clear and no dangerous equipment or chemicals are accessible to the public.
- Trade Exhibitors are reminded that no exhibit shall be removed from the showgrounds until after 5.30pm on the 9 & 10 March 2018.
- The First Aid Station is located beside the Rugby Club Pavilion.
- Accidents and hazards must be reported to the Coordinator at the A & P Office.
Food and Hospitality
- Exhibitors providing hospitality must inform the Society.
- Any exhibitor supplying from their site must apply to the Upper Clutha A & P Society for a Special Show Liquor License.
- Special Show Liquor License hours are from 11am-5pm. No alcohol may be served after this time.
- No alcohol is allowed off any site.
- The Upper Clutha A & P Society has adopted a “No glass” policy for exhibitors offering hospitality.
- Exhibitors offering hospitality should apply the Host Responsibility Policy and be responsible Hosts. The UCA&P accept no responsibility for your guests.
- The sale of food or confectionery lines, other than from approved outlets is prohibited.
- Raffle tickets, selling or touting can be sold by non profit organizations as long as it is done from their site or prior approval has been sought from the Upper Clutha A & P Society.
* If you are intending on supplying Alcoholic Beverage from your trade site you need to apply to the society for a special show liquor licence firstname.lastname@example.org. You will not be allowed to offer liquor without permission from the Society.
* If you are selling alcohol from your site you need to contact QLDC on 03 443 0024.
- Sponsorship opportunities exist for Exhibitors and can negotiated by contacting the Upper Clutha A & P Society.
- Advertising opportunities exist for Exhibitors and can negotiated by contacting the Upper Clutha A & P Society.
- The privilege of distributing advertisements or other documents is restricted exclusively to Exhibitors at their respective stands. Placards or advertisement posted without authority will be removed.
- No exhibit shall erect scaffolding above the height of 2m for the purpose of signage. The Committee reserves the right to removed any signage they deem inappropriate. No signage shall be erected outside of their measured site. No signage shall be erected on the security fencing.
Use of Exhibitor Information
- By completing the Trade Space Application form the exhibitor agrees that the Upper Clutha A & P Society (Referred to as UCA&P) acknowledges that: (i) Exhibitor information details can be shown as part of the UCA&P information. (ii) Exhibitor details can be made available to the media for use in compiling the show newspaper supplements, for human interest stories, as well as for programme preparation and for the UCA&P to use in promotional and educational material about the Show. (iii) Exhibitors details can be made available to nominated companies that have exhibit resource materials provided that the UCA&P believes them to be reputable. (iv) Exhibitor and company details given to the UCA&P on the Trade Space Application Form will be directly transferred and used as the company listing in the Trade Exhibitors list in the programme. Exhibitors should clearly state the correct company name which will be publicized.
- No exhibitors display to be removed from the showgrounds until 5.30pm Saturday. Dismantling of sites may take place anytime after 5.30pm on Saturday evening. Displays must be completely removed from the grounds by the Tuesday after the show. (Security finishes at 9.00am on Sunday 11th March 2018.)
- Exhibitors whose items remain on the property after the Tuesday will be liable for any costs incurred (legal or otherwise) plus a storage fee of $50 per day until the items are removed from the showgrounds.
- Exhibitors are to take special care while setting up and dismantling their display as public and young children are walking freely in the area.
- Any contamination or damage to sites caused by exhibitors will be the responsibility of the exhibitor to rectify.
- In the unlikely event the UCA&P finds it necessary to cancel or postpone the show, this contract will cease to operate upon notice to the effect, signed by the President of the UCA&P, being served on the Exhibitor in any of the following ways: posting to the address listed on the Trade Space Application Form, or by handing or offering it to any person, who appears or is thought by the UCA&P to be an agent or employee of the Exhibitor, or by telephone call to the Trade Exhibitor.
- The UCA&P shall not be liable to the Exhibitor for any compensation whatsoever as a result of the cancellation or postponement of the Show.
- If the show is abandoned or postponed due to any reason beyond the control of the Society, the Society is under no obligation to refund in whole or in part any payments made by the exhibitors. Any refund will be at the discretion of the discretion of the UCA& P Society.
- If an exhibitor should cancel the contract or terminate a site booking:- (i) on or after 31 December 2017 the UCA&P will retain all monies received. (ii) prior to the 31 December 2017, any refund shall be at the UCA&P discretion, notwithstanding that a portion shall be retained to defray expenses/costs, the $75 + gst administration fee.
- The UCA&P has the right to cancel this agreement and to retain any monies paid in relation to this contract if the exhibitor (i) infringes any of the exhibiting conditions, and/or (ii) does not occupy the site during the full period of the show to which this contract applies and/or (iii) does not complete the site by 8.00am on Friday 9th March 2018.