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Dear Exhibitor,

Welcome to the Royal County of Berkshire Show Exhibitors Manual (‘the Manual’), we hope this booklet contains all the information you require in preparation for, during and after the Show.

The 2018 is set to be a very exciting year for the Show…..

We are delighted to announce that we will be lifting the dog ban and becoming a DOG FRIENDLY SHOW! We will also be launching a NEW public campsite so that visitors can stay for the weekend and enjoy two

days of entertainment and shopping! The main arena will be host to a fantastic display showcasing 100 years of Berkshire Farming… and Tractor Ted Live will also be a new feature this year along with our brand new tractor and trailer ride.

An early booking discount is available for bookings made before the 20th April 2018. For bookings made on or before this date there is an opportunity to pay in two instalments. Please be advised that all personnel attending / working at the Show must present an admission ticket, each day. Failure to present a ticket will result in the full admission price having to be paid. No refunds will be given in these circumstances. Please ensure you have ordered the correct amount of tickets and have distributed them to your staff before the Show.

Important Information;

Please ensure you send a 50% deposit with your application to secure your 2018 booking

Stand build will only be allowed between 7am and 8pm Monday to Thursday and 7am and 10pm Friday.

Access to the showground on Saturday and Sunday morning will stop at 7.30am; all vehicles that fail to leave the showground by 8am will incur a fine.

Please note the use of generators on site is strictly prohibited

Balloons are also strictly prohibited on site.

We very much look forward to welcoming you to the Show this year. I look forward to working with you all and please do not hesitate to contact me if you have any questions or concerns.

Yours sincerely,

Laura Priestley-Cooper Show Manager

Newbury & District Agricultural Society, Newbury Showground, Priors Court Road, Hermitage, Thatcham, Newbury, RG18 9QZ. www.berkshireshow.co.uk 01635 247111

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2017 Tradestand Questionnaire Results

Market Research

‘Newbury (Royal Berkshire) is always a good Show for us and it is great

that it is a bit later in the year for our products.’

“I’ve attended the Berkshire show numerous times with two different

companies, and would certainly make it a staple on our show calendar.

The layout, organisation and communication from the organisers is

excellent, and the show has time and time again proved to be a success

in terms of exposure and revenue taken”

Overall, how would you rate the Show for trading?

Overall, how would you rate the Show for organisation?

‘It was the first year for BundleBean at the Berkshire Show and we had

a blast! A really fun weekend, meeting lots of new customers and getting

our range of practical, waterproof footmuffs and babywearing covers

out there to a new demographic. The show was really well attended,

well organised and cost effective for a small business – bravo and see

you all next year!,

‘Just completed the survey. I couldn’t put anything negative as your

show just keeps getting better.

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Visitor Profile

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Please see the Open Space pricing chart on page 8 for breakdown.

Depths are sold in 6m, 9m, 12m, 18m, 24m & with a frontage of your choice. Exhibitors taking the open ground space option must make their own arrangements to cover their sites. Our tent contractors will be very happy to help you with this if required. Please contact: Danco: 01454 250 222 (Ext 254) The whole of the stand must be within the space booked. No part (including tent ropes, tow bars, storage and re-stocking facilities) may be permitted to encroach onto or overhang the boundaries or avenues. Please remember with trailer units and caravans to measure from the ball hitch to the rear of the trailer. Please also be aware that the size stated by the supplier of, for example, a “10x10m tent” may occupy up to 0.5m more than this once erected.

Early booking discount of 10% off if booked by XXX

Tented Shedding is available in 3m, 6m or 9m units. The units are part of a row of similar tents which are separate from each other and may be closed at night by drawing across the canvass front. Tented Shedding will be available on Avenues A, B, E and F. A good option if you don’t own your own marquee! Banner rails consist of a rail only. Exhibitors are responsible for supplying their own banners. Banner rails are approximately 0.6m high and run the length of the unit.

Please note that shedding units do not come with space behind them for storage/parking. If you require space please indicate on your form and we will try to accommodate it although it is not available at every location.

Flooring & banner rails are available at an additional charge- please see the booking form at the back.

Tented Shedding Dimensions

Gable width 3m 6m Leg height 2.3 2.3

Frame type Danco Danco Ground to top of eaves 2.21 2.26 Dist. from ground to underside of eaves 2.13 2.13 Ground to top of gable cross bar 2.3 2.3

Ground to the underside of gable cross bar 2.23 2.23 Ground to top of apex 2.9 3.4 Ground to underside of apex 2.77 3.27

Open Space:

Tented Shedding:

2018 TRADESTAND OPPORTUNITIES

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A great opportunity for smaller businesses and companies that prefer to be undercover.

Plots of 3m x 3m or 6m x 3m are available in our indoor Shopping Pavilion.

3m x 3m £465.00 6m x 3m

Benefits will include: Overnight security guard, general lighting, stand dividers, 1 x 500 watt rated single electrical socket per bay, 1 x correx name sign (if booked before 31st July).

Please note: there is no storage space behind or around the Pavilion and vehicles must be parked in the exhibitor’s car park.

Please note there will be no flooring generally available in the Shopping Pavilion but it may be ordered for individual units at extra cost.

Stands in the Food Fayre and Craft Marquee are by invitation only and are subject to a selection process. Please send your written application, consisting of an explanation of what you sell, where you have exhibited before, photographs and samples (if applicable) to the relevant person at the Show Office. Stands are 3m deep by 3m wide. Extra width may be requested by the metre, up to 6m. Approximately 20% of stands are changed every year. Booking Deadline is the 21st April 2017.

The perfect opportunity for wedding suppliers including cakes, flowers, venue dressing, dream dresses, photographers, entertainment and lots more to showcase their products to a huge audience! 6ft space (1 selling table) £150.00 12ft space ( 2 selling tables) £220.00

Benefits will include: undercover marquee, general lighting, and overnight security. Additional space can be purchased upon request.

As in previous years, we plan to have exhibits from a number of local and national sporting clubs, societies and health initiatives. To be eligible for FOC Entry into this zone you must provide a free of charge have a go activity. Entry includes either a 3m x 3m or 6m x 6m open tradestand space (plot only – please bring your own gazebo etc) and the opportunity to provide have a go activities either on your stand and/or in the Sports Zone Arena. If you require more space, please contact us to discuss. If you are selling merchandise on your stand a £50 fee will apply. Open space and tented shedding options available in this area too! The Flower tent will be in a NEW location in the village green in 2018 with its very own coffee shop! Open space plots available outside.

12ft space (2 selling tables) £96.00 (Inc VAT)

Additional space can be purchased upon request. Trade Stands that are of an agricultural nature in their entirety may be eligible for a discount on the stand price (Open Space only) of 60%. The decision of the Society and its Officers on this matter will be final and disputes will not be entered into. Please contact the Show office for more details.

Indoor Shopping Pavilion:

Food Fayre & Craft Marquee:

NEW Indoor Wedding Showcase:

NEW Sports, Health & Wellbeing Zone:

Flower Tent

Agricultural Tradestands:

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Registered Charities

A fixed number of stands at the Show are available at a discount for Registered Charities that uphold the charitable aims of the Newbury and District Agricultural Society. Applications from new charities will be considered in the event that room becomes available. Organisations wishing to make appeals for contributions or run competitions must seek written approval, prior to the Show, from the Office. Exhibitors will not be permitted to make collections outside their stands nor draw undue attention to themselves.

Trade Stand Competitions

All competitions are free to enter and entry is requested by ticking the relevant box on the Trade Booking Form. Judging of all Trade Stands will commence at 9.00 a.m. on the Saturday of the Show.

Categories are as follows:

Exhibits will be assessed by the judges with the following criteria in mind: Quality of the product / service The general aesthetics of the display Efficiency and attractiveness of the layout Clarity and logic behind the display of the product Anything unusual and / or inspiring Educational value

Food, Craft and Horticulture exhibit competitions are as follows:

Very Small Trade Stands:

The Best of Newbury Perpetual Shield

Frontage of 5m or less.

Small Trade Stands: Newbury Weekly News Perpetual Challenge Cup

Frontage of 6m - 8m.

Medium Trade Stands: Pinnock Bros Perpetual Challenge Cup

Frontage of 9m - 14m.

Large Trade Stands: A J Low Perpetual Challenge Cup

Frontage of 15m and over.

Agricultural Trade Stands: BK Grain Perpetual Challenge Cup Stands selling agricultural items or equipment.

Automotive Trade Stands: West Berkshire Rapid Response Car Trophy

Stands selling automotive vehicles and equipment.

Local Trade Stands: Ridgeway Volkswagen Newbury Trophy Stands within a 25 mile radius of the Corn Exchange, Newbury.

Food Fayre

Best Trade Stand

Best Local Trade Stand (20mile radius)

Most Attractive Stand

Craft Marquee

Best First Time Exhibitor

Best Exhibitor

Best Product

Best Display & Demonstration

Flower Tent

For Horticulture awards please see the Horticulture Schedule

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All prices shown are exclusive of VAT

Depth (m) 6 9 12 18 24

Rate per m frontage (£) 80.00 86.00 92.00 100.00 110.00

2018 Depth (m)

Frontage (m) 6 9 12 18 24

4 £320.00 £344.00 n/a n/a n/a

5 £400.00 £430.00 £460.00 n/a n/a

6 £480.00 £516.00 £552.00 £600.00 £660.00

7 £560.00 £602.00 £644.00 £700.00 £770.00

8 £640.00 £688.00 £736.00 £800.00 £880.00

9 £720.00 £774.00 £828.00 £900.00 £990.00

10 £800.00 £860.00 £920.00 £1,000.00 £1,100.00

11 £880.00 £946.00 £1,012.00 £1,100.00 £1,210.00

12 £960.00 £1,032.00 £1,104.00 £1,200.00 £1,320.00

13 £1,040.00 £1,118.00 £1,196.00 £1,300.00 £1,430.00

14 £1,120.00 £1,204.00 £1,288.00 £1,400.00 £1,540.00

15 £1,200.00 £1,290.00 £1,380.00 £1,500.00 £1,650.00

16 £1,280.00 £1,376.00 £1,472.00 £1,600.00 £1,760.00

17 £1,360.00 £1,462.00 £1,564.00 £1,700.00 £1,870.00

18 £1,440.00 £1,548.00 £1,656.00 £1,800.00 £1,980.00

19 £1,520.00 £1,634.00 £1,748.00 £1,900.00 £2,090.00

20 £1,600.00 £1,720.00 £1,840.00 £2,000.00 £2,200.00

21 £1,680.00 £1,806.00 £1,932.00 £2,100.00 £2,310.00

22 £1,760.00 £1,892.00 £2,024.00 £2,200.00 £2,420.00

23 £1,840.00 £1,978.00 £2,116.00 £2,300.00 £2,530.00

24 £1,920.00 £2,064.00 £2,208.00 £2,400.00 £2,640.00

AREA SIZE COST Early booking

Tented Shedding 3m x 3m £480.00 £456.00

6m x 6m £680.00 £646.00

Shopping Pavilion 3m x 3m £465.00 £441.75

6m x 3m £880.00 £836.00

Food Fayre 3m x 3m £406.00 Craft Marquee 3m x 3m £406.00 Wedding Showcase 6ft (1 selling table) £150.00 12ft ( 2 selling tables) £220.00 Flower Tent 12ft (2 selling tables) £80.00

3. Open Space Trade Stand Prices

OTHER Trade Stand Prices

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All prices shown are exclusive of VAT

Surcharges will apply to Avenue A and corner sites as follows: Avenue A & B: 10%, Corner sites: 10% Early booking discount of 5% before 21st April 2017(excluding Food Fayre and Craft Marquee) Payment is available in two instalments, the first on or before 21st April 2017and the second on or before

31st July 2017. All outstanding monies must be paid in full by the 31st July 2017 (excluding Food Fayre and Craft Marquee)

Tickets and passes will not be issued until all outstanding payments have been made. PLEASE NOTE YOU MUST BOOK A SPACE THAT ACCOMODATES YOUR MARQUEE AND YOUR VECHILE, IF YOU

HAVE PARKED BEHIND YOUR STAND AND NOT BOOKED ENOUGH DEPTH YOU WILL BE FINED. All tradestands are renumbered every year. Your number will be issued with tickets in late August (providing

all paperwork and payments have been completed). Should you need to prepare any advertising etc. prior to receiving your tickets please contact the show office to confirm your tradestand number.

The Royal County of Berkshire Show reserves the right to reposition tradestands at any time before or during

the show, should it be absolutely necessary. If this happens the exhibitor will be advised. Show Management have the power to remove from the showground any exhibitor whose articles are not in

accordance with the description given on the booking form.

Important Information

Congratulations to our 2017 Tradestand Winners! Here are a few in photos...

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3.1 Booking

By submitting the Society’s trade stand booking form (“Trade Booking Form”) the Exhibitor offers to hire the Trade Space and such of the goods and to purchase such of the services (the “Services”) as are specified in the Trade Booking Form.

The Trade Space specified by the Exhibitor in the Trade Booking Form constitutes a request by the Exhibitor for that Trade Space but is subject to availability. The Society shall be entitled to substitute an alternative Trade Space to the Exhibitor. A booking shall arise upon the Society receiving a deposit and the Invoice is sent to the Exhibitor (a “Booking”).

If the Trade Stand requested by the Exhibitor is subject to a surcharge which has been paid by the Exhibitor and

the Society substitutes a Trade Stand that does not carry a surcharge, as specified in section 3 of the Trade Booking Form, then the Society will refund the amount of the surcharge paid by the Exhibitor.

The Society provides:

(i) the Trade Stand from the Tuesday immediately prior to the Show to 5pm on the Friday immediately following the Show; and (ii) the other goods and services as specified in the Trade Booking Form for both of the two days of the Show only.

The invoice will provide summary details of the Trade Space and any other goods and Services, as specified in section 3 of the Trade Booking Form, that have been booked together with the cost thereof (the “Payment Sum”).

Trade Booking Forms received on or before 21st April 2018:

(i) will receive an early booking discount of 5% of the Payment Sum on Open Space only, as specified in the Trade Booking Form (“Early Discount”); and

(ii) may be paid for in two instalments with the first instalment of 50% of the Payment Sum to be paid at the time the Trade Booking Form is sent to the Society and the second instalment of the remaining 50% of the Payment Sum to be paid on or before 31st July 2018(the “Due Date”).

After 21st April 2017the stand space will be charged at the full, at the undiscounted rate as set out in the Trade Booking Form.

If the Exhibitor fails to make payment of the second instalment on or before the Due Date then, without limiting

any other right or remedy available to the Exhibitor, the Society may terminate the contract with the Exhibitor. An Exhibitor which, in the view of the Society, is occupying a Trade Space in excess of that listed in its Trade

Booking Form will be liable to pay a sum to the Society for the additional space that is occupied at a rate to be determined by the Society at its absolute discretion.

Any fines imposed by the Society under the terms of the Manual shall be due to the Society and shall be paid no later than 28 days after the last day of the Show.

Payment Sums and any other payments payable to the Society can be made by cheque to ‘The Newbury and

District Agricultural Society’ or by debit or credit card (please note there is a 2.5% surcharge on credit card transactions) or by BACS. Our account details are:

NatWest Bank PLC, Market Place Branch, Newbury. Account Number: 65515730 Sort Code: 60-15-07 Account Name: The Newbury & District Agricultural Society

Terms & Conditions (the “Terms”) of the Newbury & District Agricultural Society (the “Society”) for the Royal County of Berkshire Show 2017 (the “Show”)

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3.2 Cancellations and Refunds

The Society reserves the right to terminate a Booking for any reason at any time before the date of the Show by

written notice (“Termination Notice”). Once a booking has been received, refunds will only be made on the following basis;

(i) Cancellation by 17:00 on 30th June = 75% of the total fee will be refunded (ii) Cancellation by 17:00 between 30th June – 28th July = 50% of the total fee refunded (iii) Cancellation by 17:00 from 28th July onwards = NO REFUND

3.3 Force Majeure Neither the Society nor any of its employees, agents, consultants or sub-contractors, shall be considered in breach of

its obligations to provide any Services referred to in the Trade Booking Form or the Manual under these Terms (“Obligations”) or under any liability whatsoever to the Exhibitor for non-performance, part performance, defective performance or delay in the performance of any Services supplied or to be supplied or work carried out or to be carried out by the Society, its employees, agents, consultants or sub-contractors hereunder which is directly or indirectly caused by or as a result of any circumstances beyond its reasonable control (each a “Force Majeure Event”), including but not limited to any of the following:

(i) Adverse weather conditions; (ii) Failure of utility service, including but not limited to electric power, gas or water; (iii) Acts, restrictions, regulations, bye-laws, prohibitions or measures of any kind on the part of any

governmental, parliamentary or local authority; (iv) Acts of God, including but not limited to fire, flood, earthquake, windstorm or other natural disaster; (v) Acts of terrorism, civil disturbances, national emergency or riots; (vi) war, threat of or preparation for war; or (vii) fire or explosion.

A Force Majeure Event shall have the effect of suspending any of the Services provided by the Society to the

Exhibitor and/or terminating all or part of the Show and suspending and/or terminating the Society’s Obligations. Within 60 days of the date of a Force Majeure Event that results in the termination of the Booking, the Society will

refund the Payment Sum less an amount to be deducted for administration costs that shall be decided by the Society at its absolute discretion.

3.4 Limitation of Liability

THE EXHIBITOR’S ATTENTION IS IN PARTICULAR DRAWN TO THE PROVISIONS OF THIS CLAUSE 3.4

3.4.1 The following provisions set out the Society’s entire liability (including any liability for the acts and omissions of its employees, agents, consultants and sub-contractors) to the Exhibitor in respect of: any breach of its contractual obligations arising under these Terms or the Manual; or any representation statement or tortious act or omission including negligence (but excluding any of the same made fraudulently) arising under or in connection with these Terms or the Manual.

3.4.2 Any act or omission on the part of the Society falling within clause 3.4.1 above shall for the purposes of this clause 3.4 be known as an ‘Event of Default’.

3.4.3 The Society does not exclude liability to the Exhibitor for death or injury resulting from its own or that of its employees’, agents’ or sub-contractors’ negligence.

3.4.4 Subject to the limit set out in clause 3.4.5 below the Society shall accept liability to the Exhibitor in respect of damage to the tangible property of the Exhibitor resulting from the negligence of the Society or its employees, agents, consultants and sub-contractors.

3.4.5 Subject to the provisions of clause 3.4.3 above the Society’s entire liability in respect of any Event of Default shall be limited to damages of an amount equal to the Payment Sum.

3.4.6 Subject to clause 3.4.3 above the Society shall not be liable to the Exhibitor in respect of any Event of Default for the loss of profits, business, goodwill or any type of special indirect or consequential loss (including damage to the Exhibitor’s reputation and goodwill and loss or damage suffered by the Exhibitor as a result of an action brought by a third party) even if such loss was reasonably foreseeable or the Society had been advised of the possibility of the Exhibitor incurring the same. If a number of Events of Default give rise to substantially the same loss then they shall be regarded as giving rise to only one claim under this Contract.

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.

E TICKETS ARE VALID ONE DAY ONLY. YOU MUST PURCHASE ANY ADDITIONAL TICKETS AS REQUIRED.

The following tickets and passes will be allocated to Exhibitors:

Ticket / pass name Ticket / pass type Reason for use Contractors Pass

C

Required for entry to the Show Site for build up or break down of the Show, (not valid on Saturday and Sunday of the Show).

Can be used more than once.

Free of charge.

Should be ordered on the Trade Booking Form.

MUST BE DISPLAYED IN ALL VEHICLES DURING BUILD UP AND BREAKDOWN.

Exhibitors Vehicle Pass

Exhibitor

E

Required for the duration of the Show and can be used more than once.

MUST BE DISPLAYED IN ALL VEHICLES DURING SHOW DAYS.

Allows you access to the Showground at the times when the Show is closed, plus free parking in the Exhibitors’ Car Park (Silver).

Should be ordered on the Trade Booking Form.

Additional Exhibitors’ Car Passes may be purchased using the Trade Booking Form at the rate of £5 including VAT.

Admission Ticket

E TICKET

ONE ENTRANCE TICKET IS NEEDED PER PERSON, PER DAY. Every person working on or visiting your stand will require a ticket to enter the Showground.

Additional entrance tickets to your allocation may be purchased at the advanced rate via the following methods:

Online at www.berkshireshow.co.uk.

On your Trade Booking Form.

At outlets throughout Berkshire (see website).

Tickets purchased on the day will be at the full admission price.

We regret that Tickets are not refundable including in the event of lost or forgotten tickets.

The following number of tickets and vehicle passes will be given within the price of the stand. All extra tickets must be purchased in advance or at the gate, on the day.

Open Space One ticket for each metre of frontage that you have ordered.

If your stand has more than one side, the frontage will be deemed to be the largest side only.

One Exhibitors’ Vehicle Pass will be issued for stands of 6m or less, 2 for stands of 7m to 12m and 3 for stands of 13m+.

Covered Space, including Tented Shedding, and the Shopping Pavilion

A standard allocation of two tickets per day and one Exhibitors’ Vehicle Pass will be given for each 3m frontage booked.

4. Tickets and Passes

All personnel attending and working at the Show must present an admission ticket. Failure to present the correct ticket at the Showground entrance will result in the full admission price having to be paid. No refunds will be given in these circumstances. Please ensure you have ordered the correct amount of tickets and have distributed them to your staff before the Show.

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5.1 Service Avenues

Behind some stands are 1 metre Service Avenues. These are to allow electricians and ground staff access to junction boxes and inspection chambers during the build up, over the Show and during breakdown. Exhibitors must ensure that this Service Avenue is kept clear at all times and note it is for the use of our contractors only.

5.2 Electricity Please book your electric supply directly with Excell Electrical by completing the enclosed booking form. Please contact Excell Electrical if you have any questions, visit their website www.excellelectrical.com to book your power online or alternatively complete the application form at the back of the manual. Generators are strictly prohibited on site. Please note it is strictly prohibited to share electricity supplies. Any exhibitors found sharing electricity or using their own generator during the show will be charged an ‘on the spot’ fine of £100 + VAT and will not be invited to future shows.

5.3 Water

A private water supply can be plumbed to your stand at a charge specified on the booking form, and should be booked using the Trade Booking Form. Please enclose a simple plan of the required location of the standpipe with your application. It is recommended that you book your water supply with your trade stand as not all areas of the Showground are able to receive water. There are also standpipes located around the Showground for general use. Hosepipes must not be attached to these. Water will be working during the opening hours of the Show but it cannot be guaranteed that it will be available during set up. If you need water during set up please discuss this with us first. If you anticipate using large amounts of water please also discuss this with us as it may affect stand siting. Any water booked in the two weeks prior to the Show will be charged at double the rate listed above. Any queries should be directed to the Show Office on 01635 247111.

5.4 Camping and Caravans

An Exhibitor camping area will be provided on Friday and Saturday nights; there is a facility charge of £25 per plot, bookable in advance. No bookings will be taken on the day. There are no electrical hook ups or individual stand pipes. There will be a shower and toilet block and running water. There should therefore be no need for caravans on trade stands. Please indicate on the Trade Booking Form whether you intend to bring a caravan and / or camp. Plots are limited and will be allocated on a first come first served basis. We will inform you if there is insufficient room for you. All caravans should carry a suitable fire extinguisher and smoke detector.

5.5 Security 5.5.1 24 hour security is provided which patrols the Showground from the Tuesday prior to the Show weekend. The main entrance

gate is also manned. There is no security after the Wednesday following the Show and Exhibitors should endeavour to have portable items in particular removed from the site well before this time. No responsibility can be accepted by the Society for any losses at any time.

It is advised that if an Exhibitor is particularly concerned, they employ their own security personnel. No Show staff will be permitted to carry out security duties for Exhibitors. A schedule of the exact timings of security cover in particular areas of the Showground is available from the Show Office. Please indicate on the Trade Booking Form whether you provide your own security or not. Exhibitors who are not on site overnight must give the name and contact number of a secondary person who will be responsible for the stand when not manned on the booking form. Any Exhibitor discovering losses or alleged theft from their stands must report this immediately to a Steward and follow this up with a written report to the Show Office.

5.5.2 Exhibitors are advised not to leave any portable items on display overnight on their stands and to secure the front of their

stands.

5. Services

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5.6 Local Accommodation DoubleTree by Hilton Hotel Newbury North - 01635 247010 Travelodge Hotel – Newbury Chieveley M4 - 0871 984 6203

5.7 Inclement weather, Ground Conditions or other Circumstances Exhibitors must ensure that they have made adequate suitable preparation to allow for adverse weather

conditions at the Show.

If for any reason assistance in moving Exhibitors’ vehicles or property is required and provided by the Society, in applying for a trade stand, Exhibitors shall agree to indemnify the Society, their agents and employees and any other person who may assist them against any claims in respect of damage to vehicles or property arising from the assistance. Please do not drive over neighbouring tradestand space. The show reserves the right to restrict or refuse vehicle access to the Showground at any time to protect the ground.

5.8 Exhibitor Enquiries

An onsite Trade Stand Reception will be available from the Thursday prior to the Show, until Friday at 17.00. 5.9 Disabled Facilities and Disability Discrimination Act (2005) (‘the Act’)

If you or a member of your staff are disabled you will be able to park in the Disabled Car Park upon production of your blue “disabled” sticker. The Disabled Car Parks are located next to the Newbury Building Society Gate (£5) and in the White Car Park (foc). Mobility scooters are available to hire from both locations. They should be booked well advance of the Show to ensure availability. Telephone Event Mobility on: 01386 725 391.

Please let us know if you have any particular requirements and we will do our best to help you. The organisers have taken care to provide facilities for disabled visitors as far as they are able to. Exhibitors must make adequate provision to ensure that any areas for which they are responsible comply with the correct requirements of the Act.

5.l0 Local Shopping Amenities

Local amenities are as follows…..

Excellent village shops in both Chieveley and Hermitage.

Waitrose, Oxford Road, Newbury (RG14 1NB) (8am-9pm Mon-Fri, 8am-8pm Saturday, 10am-4pm Sunday).

Tesco, Pinchington Lane, Newbury (RG14 7HB) (Mon 6am – Fri 24 hours, Sat closes midnight, Sunday 10am-4pm).

Sainsbury’s Kings Road, Newbury (RG14 5AB) (7am-11pm Monday-Saturday, 10am-4pm Sunday). 5.11 Catering

Mobile catering will be available off Lew Spencer Avenue Monday to Friday pre-Show, and the Monday following the Show (8am-2pm). Hot meals are available in the main catering area. A Full Bar will be in operation until 11pm Friday and Saturday & 7pm Sunday

Various mobile outlets will also be open. 5.12 Cash facilities

There will be cash withdrawal services on site.

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6.1 Show Build Up

The Showground will be accessible for build up from Monday 11th September to Friday 15th September, from 7am to 8pm Monday – Thursday and 7am to 10pm on Friday, and from 5.30am on Saturday 16th September. All stands are to be set up and ready for trading by 8am on Saturday 16th September. Please note that no vehicles will be admitted to the Showground under any circumstances after 7.30am on Show days.

Only vehicles displaying the correct vehicle pass as detailed in Section 4 will be permitted access to the

Showground. All vehicles (including stock vehicles) other than those that form part of a trade stand display should be removed from the Showground and parked in the Exhibitors Car Park by 8am on both Show days.

During build up, to ease traffic congestion, exhibitors are requested to remove vehicles, once unloaded to the

nearest car park. 6.2 Show Breakdown No part of a stand may be closed or dismantled until 6pm on the last day of the Show. Stand holders should

remain at their sites until the order is given to depart. On Sunday night all stands will be issued with details of the Sunday night exit procedure. This procedure must be strictly adhered to, to ensure safe and swift clearing of the Showground.

All vehicles on the Showground must adhere to the 10 mph maximum speed limit. All loads must be properly secured at all times. Please be aware that handheld mobile phones should not be used when driving on site. All vehicles must at all times be driven by a properly licensed and fully insured driver.

7.1 Opening Hours

The Show is open 8am - 6pm each day (closing time may vary and the Main Arena displays may continue later). Trade Stands must be open at all times during these hours. Vehicle movement is not allowed on the showground until all public have left – this will be announced over the PA system. The Horticulture Marquee will be closed to the public from 9am on Saturday while judging of the Trade, Horticultural, Intervillage and Floral Art exhibits takes place. Exhibitors will be allowed 15 minutes to prepare their stands after judging has finished and before the tent is opened to the public.

7.2 Stand Identification, Siting and Maintenance 7.2.1 All sites will be clearly numbered by the Society. Marking pegs must not be removed, disturbed or obscured by

Exhibitors. Exhibitors who mow their own sites must ensure that pegs are replaced in the correct positions.

7.2.2 All Exhibitors must provide a clear sign bearing the name of the firm or organisation as listed in the Show Guide. 7.2.3 Exhibitors must not occupy any space on the Showground other than that booked by themselves. Encroaching

on other exhibitors stand space is strictly forbidden. If your marquee or tent is too big for the site booked you will be expected to change it or take it down. Adopting what appears to be a vacant site may result in their removal from the Showground.

7.2.4 Sub-letting or re-letting of space is expressly forbidden and may result in the Trade Stand being refused in subsequent years.

7.2.5 Unless another surface is booked, all Open Space stands are located on a grass surface. If using your own marquee or gazebo, it is the responsibility of the tradestand holder to ensure they are adequately anchored to withstand high winds and adverse weather.

During the Show

Show Build Up and Breakdown

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7.2.6 Mowing stand sites is the responsibility of the Exhibitor once the site is marked out, although grass cutting can be

arranged at the following cost:

Trade stands 12m deep and less = £0.50per m2 Trade stands 18 and 24m deep = £0.30per m2

Covered stands (i.e. tented shedding, Shopping Pavilion stands, Food Fayre and Craft Marquee) = £5 per 3 m2 If you would like to use this service please state on your Trade Booking Form and state the date you need it mown on. We will endeavour to mow on this date, but this is subject to weather conditions. If you do not specify a date, Exhibitors who have specified a date will have priority and you will be fitted in when possible. We may be unable to accommodate requests made less than two weeks before the Show. Mowing in front of the site is limited to a width of 2m. Grass cuttings must be removed to the skips in various locations around the site. The skips will be available 2 weeks prior to the show.

7.2.7 No mechanical digging (including demonstrating mechanical equipment) will be allowed. Demonstration of chainsaws, use of generators or other noisy equipment is prohibited. Please beware of underground cables. It is your duty to check for buried cables before penetrating the ground. We are able to advise on the approximate location of cables. No post holes shall be bore or dug by an exhibitor without prior authority from the Show Manager. Any damage to the underground or other services or the showground caused by authorised diggings will result in an exhibitor/ trader being liable for any and all repair charges.

7.2.8 In the event of wet conditions and/or soft ground we ask that heavy vehicles are sited on roadways to prevent

them from becoming stuck and damaging the ground. Please note that in the event of damage occurring, re-instatement is the responsibility of the Exhibitor.

7.3 Rubbish and Recycling

A collection of cardboard boxes and waste sacks will take place on the Friday evening. Please flatten all boxes and leave them at the front of your tradestand. Any un-flattened boxes will not be removed.

Thereafter waste containers will be sited around the Showground and will be emptied as and when necessary.

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 showground.

7.4 Deliveries

7.4.1 It is the responsibility of the Exhibitor to brief all contractors and sub-contractors involved in erecting and dismantling their stand as to their stand number and the regulations as laid out in this Manual. The signing of the Trade Booking Form means that they agree to abide by the rules and regulations of the site as set out in the Manual.

7.4.2 Goods and packages will not be accepted by the Society on behalf of an Exhibitor and should not be sent to the Showground unless there is a representative on the stand to receive them. It is the Exhibitor’s responsibility to properly brief delivery drivers, with packages for specific stands, as to their stand number and the name of the person responsible. The delivery driver will need a contractors pass to access the Showground. The Show Office cannot sign and accept deliveries on behalf of stand holders.

7.5 Goods Being Sold / Shown

7.5.1 Exhibitors are instructed that under no circumstances may they offer a service or sell goods other than those described on their Trade Booking Form. The holding of auctions and the selling of goods other than from approved Trade Stands is strictly prohibited.

7.5.2 Organisations wishing to make appeals for contributions or run competitions must seek prior written approval

from the Show Office. Exhibitors will not be permitted to make collections outside of their stands or draw attention to themselves with undue noise.

7.5.3 Only new or unregistered vehicles may be exhibited for sale. If you wish to exhibit or sell used vehicles please

apply for permission from the organisers office.

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7.5.4 Food and drink may only be sold by official Show caterers. To avoid contravention of the rights of the Show

caterers, sale of food or drink in single portions or for immediate consumption is prohibited. Any Exhibitor wishing to give away food or drink at the Show must gain written permission from the Show Office.

7.5.5 The sale of animals and birds is strictly prohibited. Animals and birds for display are prohibited outside of designated areas of the Showground and therefore not allowed in the main trading / exhibiting areas. Please check before booking.

7.5.6 The Society reserves the right to order any Exhibitor to remove its equipment from the Showground if the

Exhibitor or their stand is not of a type or standard considered acceptable. 7.5.7 All items sold, with the exception of food, over the value of £15 should be accompanied with a receipt bearing

the trading address and telephone number. 7.5.8 The Society does not grant exclusivity to any company or organisation for the marketing or selling of goods or

services at the Show. 7.5.9 The Society holds a Premises Licence for the sale of alcohol on the Showground. Exhibitors wishing to sell alcohol

must send a copy of their Personal Licence to the Show Office with their application form. 7.5.10 The sale of firearms that are not licensed (eg ball bearing guns etc) is strictly forbidden. The display of knives for

sale (including knife blanks) must be in a locked display cabinet unless protected in a pre-sealed pack at the time of manufacture. Any trade stand displaying or selling knives must do so in accordance with the current legislation and must ensure that an age verification system is in force. All employees must be trained and aware of the system. Suitable age restriction signage must be clearly on display. Trading standards Officers will be at the show and may use underage test purchasers to verify that the non-sale of knives to under 18s is being enforced.

7.5.11 In the interests of animal health and the environment, the Society suggests that balloons are not given out to the general public and an environmentally friendly alternative is found.

7.5.12 If filling pools or spas and if you plan to include chlorine in the pools or spa, at close of show a neutralising agent must be added before the water is released. A record of the amount of chlorine placed in each pool / spa is required to be retained for inspection by the relevant authorities. This is to comply with the Environmental Protection Act to avoid pollution of the water course and drainage system.

7.6 Noise

7.6.1 The use of amplifiers, megaphones or other noisy equipment is prohibited. The Society reserves the right to require any person or persons to leave the Showground who, in its absolute discretion, it considers is/are creating unnecessary noise, nuisance or disturbance.

7.6.2 Recorded music may not be used on a stand unless written permission has been obtained from the Show Office.

Under the 1998 Copyright Designs and Patents Act, the Exhibitor is responsible for obtaining a License and payment of any royalty or license fees due from the following two companies:

Phonographic Performance Ltd: Tel: 020 7534 1000 Performing Rights Society: Tel: 0800 068 4828

7.6.3 Recorded or live music may be played but it must be kept at a low level and not be audible from outside the trade area booked.

7.6.4 Exhibitors wishing to use radio microphones during the Show are required to inform the Show Office, at least one

month prior to the event, which frequencies they are intending to use. The Society reserves the right to limit the number of frequencies and power and/or direct the frequencies to be used, and/or stop the Exhibitor from using the equipment should they interfere with the Society’s equipment, or that of its Contractors.

7.6.5 Telephones (private) are permitted on Trade Stands on condition that the noise levels are kept to a minimum and

cause no annoyance to neighboring Exhibitors.

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7.7 Responsible Drinking

The Show attracts visitors of all ages and works hard to uphold the full licensing objectives – the prevention of crime and disorder, public safety, the prevention of public nuisance and the protection of children from harm. All exhibitors must follow the following golden rules of responsible drinking:

- Respect the over 18 rule applied at the bars on the Showground (please ask customer for valid proof

of age if unsure) - Purchasing / supplying alcoholic drinks by/to anyone under the age of 18 is illegal. - Anyone who appears to be intoxicated must not be served or given alcohol and may be asked to

leave the Showground. 7.8 Dogs

Dogs more than welcome to attend the Royal County of Berkshire Show with you, provided they are kept on a non-retractable lead at all times. They are not however permitted in to the Food Fayre, inside the Livestock Marquees and Cattle Building. For the safety and enjoyment of all our four legged friends:

Please keep your dog on a lead at all times Please make sure you ‘poop scoop’ any mess and put it in the bins provided Please do not under any circumstances leave dogs in cars Pease ensure you bring water and water bowls with you.

7.9 Sleeping on Site

All tradestand exhibitors are reminded that if they intend to sleep overnight within or behind their tradestand area, they are required to complete the relevant section on the tradestand booking form, so that the relevant authorities can be notified in the event of an emergency. As with all sleeping accommodation, a working battery smoke detector must be installed. The Show security contractor will be made aware of those sleeping overnight on the showground.

7.10 Insurance and Responsibility

Exhibitors must have an appropriate and proper insurance policy against public liability and third party risks. The minimum cover should be £5 million and should cover the Exhibitor’s stand or display and any additional equipment under their control. If food is sold there should be specific insurance to cover against food poisoning for the same amount. A COPY OF YOUR INSURANCE CERTIFICATE SHOULD BE ATTACHED TO YOUR BOOKING FORM. ENTRANCE TICKETS AND VEHICLE PASSES WILL NOT BE ISSUED UNTIL ALL RELEVANT DOCUMENTS HAVE BEEN RECEIVED. The Society does not have insurance covering cancellation of the Show. We recommend that Exhibitors consider taking out their own insurance to cover such an eventuality. Please talk to an insurance broker that is regulated by the FSA (Financial Services Authority) for professional advice.

Exhibitors shall not have any claim against the Royal County of Berkshire Show, or any member of the Newbury and District Agricultural Society in respect of any loss or damage whatsoever consequent upon the Show or any part of its failing (for whatever reason) to be held or having to abandoned. It is the responsibility of the Exhibitor to ensure that his servants or agents are aware of all the conditions and regulations regarding their trade stand.

7.11 Copyright

The organisers have no copyright responsibility in respect of any Exhibitor. Exhibitors are reminded that third party copyrights should not be infringed. Proper dispensation must be obtained and any royalties due paid prior to the use of materials.

Should any copyright dispute arise then the Society will not be liable for any resulting loss or damages sustained by any Exhibitor.

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8.1 Health and Safety at Work 1974

The Showground is subject to unannounced visits by representatives of the Health and Safety enforcing authority, not only during the Show but during the setting up and break down periods. Any Exhibitor or contractor not complying with the relevant legal requirement will be liable for prosecution. Exhibitors and contractors are reminded that it is now a requirement for them to have completed a Risk Assessment to identify any significant risks which may be associated with their operation, including Fire Safety risks, and the enforcing authorities may require these in writing at any time. Risk Assessment forms are included in the Trade Booking Form.

A COMPLETED AND SIGNED RISK ASSESSMENT SHOULD BE RETURNED WITH YOUR BOOKING FORM. ENTRANCE TICKETS AND VEHICLE PASSES WILL NOT BE ISSUED UNTIL A COPY HAS BEEN RECEIVED.

The Society reserves the right to close down, immediately, any area identified by the Health and Safety Officer as unsafe or not meeting acceptable standards of safety for a period to be decided also by the Health and Safety Officer.

Exhibitors are reminded of: a. Their responsibility for the health and safety of the general public whilst on their stands and exhibition areas. b. The need for adequate supervision of stands by competent persons at all times. c. The need to ensure that items exhibited for sale comply with current health and safety legislation. d. The need for the safe storage and location of flammable materials. e. That all persons operating machinery must hold the appropriate proficiency certificate, which must be produced

if requested by the Health and Safety Officer. f. The requirement that engines should not be re-fueled when hot or running. g. The requirement that all static machinery should be secure and no part of a raised machine should rely solely on

hydraulic pressure to keep it in the raised position. All sharp points and extended parts should be masked to protect the visitor. Any moving exhibit should have a barrier restricting access to visitors, which must be substantial and effective and be attended during Show opening hours.

h. If gas is to be used on a stand or inside a marquee please indicate on the Trade Booking Form because the safety implications may have a bearing on the allocation of stand space. Whilst consideration will be given to gas cooking no gas water boilers can be accepted. Gas cylinders must be stored outside tents, caravans and exhibition units. They must be secured at all times to prevent them falling and protected against tampering, for example held within a cage and out of public view. Cylinders, regulators and all hoses will be the subject of a detailed inspection during the two days of the Show. Users must be familiar with gas equipment and must carry/provide their own fire extinguisher(s). Hirers using any appliance operated by LPG (either propane or butane) must be aware of the operational requirements and should be able to produce on demand, current certification confirming that the appliance(s) have been inspected and installed by a competent person with CORGI or GAS SAFE approval. Failure to comply with these requirements may mean that the society may need to prevent the use of appliances not so conforming.

i. All contractors are advised that operatives / sub-contractors are to wear hi-vis jackets when on site.

8.2 Food Safety Standards a. Trade Stands must comply in full with Food Safety and Health and Safety legislation. b. Adequate washing facilities must be provided by the Exhibitor as necessary, for both personal use and

equipment. c. Cooked and raw foods must be adequately separated at all times. d. Open foods which are unwrapped must be protected from a risk of contamination. e. All operatives handling food must wear gloves which must be removed before handling money f. Adequate ‘sneeze screens’ should be used to effectively separate customers from foods on display. g. Food handlers should be trained to a level commensurate with their food handling responsibilities. At least ONE

person on the stand should have received (and be able to prove/justify if needed) a satisfactory level of food hygiene training. Photo-copies of certificates will be accepted.

h. Local authority Environmental Health staff will be present during the Show and are entitled to inspect any stand to ensure full compliance with the relevant legislation.

i. The Society’s own Health & Safety Officers will be present from Friday to Sunday and will give advice and assistance as required, but cannot adjudicate between Exhibitors and the local authority officers.

Health and Safety

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8.3 First Aid and Emergencies

Services are provided adjacent to Ring 1 and the Blue Circle Gate. In the case of an emergency: a. Alert the professional Zone Marshall for the area who can be identified by a high visibility waistcoat. b. As a last resort contact the Show Office but be warned the phones can be extremely busy.

The Zone Marshall will call for assistance via the radio on your behalf should it be required. It may be of benefit to identify your Zone Marshall before the Show opens to the public.

8.4 Fire Precautions - Regulatory Reform (Fire Safety) Order (2005) You must be able to show, if asked, that you comply with the following:

Fire Plan. You must have arrangements in place that would be used in case of an emergency

Fire Extinguishers. You must have the appropriate extinguishers, mounted and accessible

Evidence of Staff training in the use of extinguishers.

Fire Signage. Where appropriate, indicating escape routes

Fire Exits. Where appropriate, clearly marked, open outward with clear area beyond and unobstructed

Fire Alarm. A means of raising the alarm; shout, clacker, whistle, bell and every member of staff should be aware of it

No Smoking. Smoking should not be allowed on the stand and visible signage be provided to this effect (See below).

Receptacles for discarded smoking materials. Where appropriate, at the entrance

Overcrowding, especially in large marquees. To have considered how staff will prevent dangerous overcrowding by monitoring the crowd and controlling entry.

IT IS AGAINST THE LAW TO SMOKE IN ENCLOSED PUBLIC SPACES. “Substantially enclosed” means that the space has a ceiling or roof and the openings in the walls are less than half the perimeter of the walls. A roof includes and fixed or moveable structure capable of covering all or part of the premises. All Exhibitors must make sure their premises are smoke free. Action includes putting up no smoking signs which meet with the following minimum standards:

Displayed at each entrance to the premises.

In a position that is prominently visible to persons entering the premises.

Are A5 (148mm x 210mm) in size.

Include the international red “no smoking” symbol and the wording “These are no smoking premises. It is an offence to smoke or knowingly to permit smoking in these premises”.

The penalties for non-compliance are:

Failure to display minimum no smoking signs (ie one at every public entrance) up to £1,000 or £200 fixed penalty notice.

Smoking in a non-smoking place; up to £200 or £50 fixed penalty notice.

Failure to prevent smoking in a smoke-free place; up to £2,500. For more information and signage downloads, visit www.smokefreeengland.co.uk Only Smokeless fuel will be permitted during the time the Show is open to the public. THE SHOW IS VISITED BY THE LOCAL HEALTH AND SAFETY ENFORCEMENT INSPECTORATE. THE SOCIETY’S OWN HEALTH AND SAFETY OFFICER WILL BE AVAILABLE TO GIVE ADVICE AS NECESSARY.

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The Management of Health and Safety at Work Regulations 1999 require all employees and self-employed persons to assess the risks to workers and any others who may be affected either directly or indirectly by their undertaking. APPLICATIONS CANNOT BE ACCEPTED WITHOUT A COMPLETED RISK ASSESSMENT. RISK ASSESSMENTS WITH N/A ACROSS THE FORM ARE NOT ACCEPTABLE. The below example should help you to complete your risk assessment:

HAZARD PERSONS AT RISK CONTROLS TO MINIMISE RISK

Look only for hazards which you could reasonably expect to result in significant harm under the conditions in your workplace. Use the following examples as a guideline:

There is no need to list individuals by name – just think about groups of people doing similar work or who might be affected:

For the hazards listed, do the precautions already taken:

Slipping / tripping hazards Chemicals (ie battery acid) Moving parts of machinery (eg blades) Work at height (eg set-up / take-down structures/awnings/stands etc) Pressure systems Vehicles (eg fork lifts, cars on stands) Electricity Dust Fumes Manual handling- unloading & loading of stock Noise Livestock on stand Lifting operations.

Office staff Maintenance personnel Contractors Operators Cleaners Members of the Public Pay particular attention to: People with disabilities Visitors Inexperienced Staff Lone Workers

Meet the standards set by a legal requirement?

Comply with recognised industry standards

Represent good practice?

Reduce risk as far as possible? Have you provided:

Adequate information, instruction and training?

Adequate systems or procedures?

If so, then the risks are adequately controlled but you need to indicate the precautions you have in place.

Fire hazards, eg: Combustable materials (rubbish, flammable substances, LPG etc) Ignition sources (flames, electrical, smoking etc).

As above.

Means of escape, fire detection and alarms, fire fighting equipment and fire evacuation plan.

Chief Executive: Email: CEO@newburyshowground.co.uk Show Manager: Laura Priestley-Cooper Email: Laura@newburyshowground.co.uk Administrator: Natalie Allen Email: Natalie@newburyshowground.co.uk Equine & Livestock Secretary: Amber Wernham Email: entries@newburyshowground.co.uk General Enquiries: Email: office@newburyshowground.co.uk Marketing & PR: Jo Papworth Email: jo@newburyshowground.co.uk Show Chairman: Ian Wilson Showground Chairman: Ben Shand Tel: 01635 247 111 Web: www.berkshireshow.co.uk www.facebook.com/berkshireshow

Show Team

Risk Assessment

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The organisers of the Royal County of Berkshire Show have a dedicated Communications Officer who works closely with the local press, providing them with information about the Show as well as quirky stories and promotions. We also heavily promote the Show and our partners via our social media platforms.

We’re always looking for information on new products, quirky and interesting stories, and anything that may be different and news-worthy. We also put together blogs to feature on our website and social media, so if you feel you have some useful tips and advice you’d like to write about, please send through your suggestions to our Communications Officer, Jo Papworth – jo@newburyshowground.co.uk. We will try to promote and feature as much content as possible.

The following are what we have available to promote your business:

The Berkshire Show website – www.berkshireshow.co.uk On average, we have over 20k visitors to our website per month and we’re always improving and updating content to make it visually appealing but also navigation is kept simple so visitors can find what they’re looking for. We provide news and blogs from a mix of Society members, trade stands and competitors, which gives visitors a real insight into the planning of the Show.

Social Media We have nearly 10k followers and likes on our Facebook page, nearly 5k followers on Twitter and nearly 800 followers on Instagram. We have really seen an increase over the last year and continues to increase week on week as we provide fun and engaging posts.

Competitions and Promotions We run a very successful WIN IT WEDNESDAY competition on Facebook every week in the run up to the Show, so if you are willing to donate a prize, we’ll promote it! Email jo@newburyshowground.co.uk to register your interest. In addition, we are happy to promote any special offers, competitions or games that you will be promoting during your time at the Show.

The Herald Newsletter Our newsletter is distributed bi-annually to our 2,000 members via email. If you’re interested in running an advert/advertorial or competition, please email jo@newburyshowground.co.uk

Royal County of Berkshire Show – Show Guide We print around …… copies, which are sold in advance on our website but also on the gate during the Show weekend. The guide is a helpful piece of information for visitors that includes details of ALL trade stands as well as arena schedules and special offers. If you’re interested in advertising, please email jo@newburyshowground.co.uk .

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