Welcome to Tocal Field Days 2013- our 30th event!

It gives me great pleasure to invite your participation in this milestone event – our 30th Tocal Field Days. Special features for 2013 include

Dairy Innovation in Agriculture

We have allocated a separate area to showcase any new innovations in agriculture and these will form part of our talks and demonstrations program and feature in the guide book. If you have anything you would like to have included in this area we encourage you to contact us or complete the ‘EOI Demonstrations and Talks’ form. You can complete the application on line at www.tocalfielddays.com or you can post, fax or email the hardcopy version. If you want to retain your site or have the best choice of a new site the secret is to GET IN EARLY! We look forward to your contribution and participation and to working with you on this landmark event. Wendy Franklin Manager

Contact details Tocal Field Days, Tocal Agricultural Centre, Paterson NSW 2421 Phone 02 4939 8820, 4939 8827 Fax 02 4939 8807 Email fielddays@tocal.com Website www.tocalfielddays.com

Important deadlines

22 October 2012 All applications open

7 December 2012 Deadline for applications if you want to;

Retain your existing site Request to be relocated to

a different site Apply for a site for the

first time NOTE You will need to pay in full (if taking advantage of the 10% Early Bird Discount) or pay a 30% deposit at this time

Applications are not processed without either full payment or a 30% deposit

21 December 2012

All applications received on or before 7 December will be advised of the status of their application before the Christmas break

1 February 2013 Balance of payment due in full

11 March 2013 EOI to participate in the talks and demonstrations program due. Successful applications will be advised by March 29

29 March 2013 Deadline to have your information and / or advertisement in The Land Guide Book

TOCAL FIELD DAYS 3-5 MAY, 2013

1. GENERAL GUIDELINES APPLICABLE TO ALL EXHIBITORS • No vehicle is to remain on the site after 8.30 am each day – exhibitors must park vehicles in one of 2 exhibitor

car parks not throughout the site. Parking in the Visitor Car Park is free of charge. • Power will be available from 7 am Thursday (for caterers) and 1 pm Thursday for all other areas. • Exhibitors must contain their activities within their designated site. • Spruiking is not allowed. • Groups wishing to conduct a raffle or other fund-raising activities must gain approval from the TFD Association

in accordance with government and TFD Constitution guidelines. • Additional charges apply to exhibitors who do not remove all rubbish from site on departure. • Pass allocation for 2013 is 2 Exhibitor or equivalent one day passes & 1 Vehicle pass (except for Commercial

and Community Caterers who need to purchase all passes). Any additional passes required are offered at the exhibitor rate and must be ordered prior to the event.

• We encourage you to conduct a pre-event inspection to avoid set-up problems. • Setting up may commence between 8:30 am and 5:00 pm from Tuesday to Thursday prior to the event and

Friday morning of the event from 6:00 am • Power is at an additional cost and must be organised prior to the event

2. ADDITIONAL NOTE FOR FOOD BUSINESSES & CATERERS • All food businesses in NSW including those involved in temporary events must either hold a current NSW Food

Authority license or notify the Authority of their food activity details. The only exceptions to either of the above are for not-for-profit fundraising events. For further information visit the NSW Food Authority website at www.foodauthority.nsw.gov.au. Please complete the ‘Food & Alcohol Vendor Compulsory’ form which is available on the website.

• Food Safety Standards compliance will be checked by Maitland City Council during the event. • Community Caterers (such as schools and service clubs) site fee will be calculated on the space required and

charged at a cost of $3 per m2. There will be no post event percentage payable. • Exhibitors approved to sell alcohol must comply with the TFD On-Function License. Please complete

the ‘Food & Alcohol Vendor Compulsory’ form which is available on the website. • Good Food & Wine Area is to provide a venue to showcase food and wine products from the Hunter Valley and

rural NSW, where people can taste and learn about food preparation and presentation. • Exhibitors in the Good Food & Wine Hall will be required to provide a ready to serve tasting plate for the

‘Sponsors & Supporters’ luncheon.

3. ADDITIONAL NOTE FOR CHILDREN PARK EXHIBITORS • There is no power in the Children’s Park area. Each ride must come with its own power source.

4. ADDITIONAL NOTE FOR CRAFT EXHIBITORS • The Craft area is for hand made items and not for commercial exhibits.

5. ADDITIONAL NOTES FOR LAND PLANTS & ENVIRONMENT

• Community environmental groups may qualify for Hunter Central Rivers Catchment Management Authority (HCRCMA) sponsorship. Financial support is reviewed each year and the calls for Expression of Interest are administered through the HCRCMA.

• Exhibitors are encouraged to provide talks, competitions or demonstrations which are research-based, engaging, informative and entertaining.

6. ADDITIONAL NOTES FOR LIVESTOCK EXHIBITORS

• It is a safety requirement that all cattle/horses brought to exhibit must be broken in to lead. • A National Vendor Declaration, NSW Animal Health Statement or individually numbered Transport Stock

Statement is required for ALL stock entering the site. Cattle must be NLIS tagged. • Livestock exhibitors must comply with the Tocal Field Days Health & Safety Requirements for Entry of

Livestock guidelines. • Use the designated area for soiled bedding/ animal waste, which will be removed daily. • Eligible registrants for the Best Livestock Exhibit Award will be automatically judged on Friday.

 

 

1. EXHIBITOR DETAILS Business/Organisation Name

Business name EXACTLY AS YOU WOULD LIKE IT TO APPEAR IN THE GUIDEBOOK ABN

Postal Address Suburb State & Postcode

Address to post entry tickets to (All tickets will be posted to the address 4 weeks prior to the event, tickets reissued at event must be paid for) Contact Person Email

Phone – TO APPEAR IN GUIDE BOOK Mobile Fax

2. SITE SELECTION – Please complete one section only.

*Please refer to the ‘Guidelines’ form to determine which area as an exhibitor you qualify to exhibit in. OR I am a returning exhibitor from 2012 and would like the same site/s. Site Number/s ………………………………………….…

(a) COMMERCIAL (For sizes and pricing refer to PAGE 6)

Site Description

Preferred Site No.

Second Choice

Third Choice

Preferred Site Size

Site Cost

Outdoor Site $

Lifestyle Marquee (Grassed, no partitions) $

Outdoor site in Land Plants & Environment Area $

3 x 3 sites in Children’s Park area (CP 5 – 8 on map) Rides and food in the Children’s Park area are tendered see separate application

$

Additional Sites – A maximum of 3 additional sites per package …………. Sites @ $425 per site $

25% Deposit required by 7 December 2012 to secure your site. TOTAL (2a) $

(b) COMMUNITY CATERERS (NOTE: % payments post event have been abolished)

Site Description No. of sq. metres TOTAL DUE

_____width x _______depth ______ @ $3 per m2 $

TOTAL (2b)

(c) CRAFT AREA* – For handmade items and not for commercial exhibits Site Description

Cost before 7 DECEMBER 2012

(10% ‘earlybird’ discount)

Cost before 1 FEBRUARY 2013

TOTAL DUE

Societies & Association 3 x 3 Hand Made Art & Craft – in Courtyard Hand Made Art & Craft - in Marquee 3 x 3 Small Courtyard sites (2.4m x 2.4m)

Less 10% Less 10% Less 10%

(Single site) $200 $375 $400 $320

(Double site)

- $600

$ $ $ $

TOTAL (2c) $

MMMaaayyy 333,,, 4 44 &&& 555,,, 222000111333

NOTE: COMMERCIAL CATERERS, COFFEE PROVIDERS & CHILDREN’S PARK RIDES ARE NOW BY TENDER. PLEASE REFER TO TENDER FORMS ON THE WEBSITE.

 

(d) GOOD FOOD & WINE AREA* – Showcasing food, wine and produce from the area

Site Description

Cost before 7 DECEMBER 2012

(10% ‘earlybird’ discount)

Cost before 1 FEBRUARY 2013

TOTAL DUE

3m x 3m in Hall *

3 x 3 Around walls

3 x 3 Centre stalls (G8 – 11)

$375

$400

$ $

Large open sided Marquee – Each site 3m x 3m $375 $ Outdoor sites (no cover) 6m x 3m $325 $ One shelf in cool room No discount $50 $

*Site allocation is at discretion of GF&W Coordinator TOTAL (2d) $

(e) LAND PLANTS & ENVIRONMENT AREA – Non Commercial & Government (Commercial sites complete section (2a) Tick Description

Cost before 7 DECEMBER 2012

(10% ‘earlybird’ discount)

Cost before 1 FEBRUARY 2013

TOTAL DUE

Inside CMA marquee – 3m x 3m (for community and not for profit organisations)

$375 $

3 x 3 Marquee (Roof Only) - In clusters of 4 with each site a corner site with 2 sides to serve / present from

$630 $

6 x 15 Marquee with sides $2485 $

10 x 9 Marquee with sides $2335 $

Commercial exhibitors located in the Land Plants & Environment area do not complete this section. Please complete section 2 (a)

$

TOTAL (2e) $

(f) LIVESTOCK SITE AREA Site Description

Cost before 7 DECEMBER 2012

(10% ‘earlybird’ discount)

Cost before 1 FEBRUARY 2013

TOTAL DUE

In Livestock Area

Up to 10 x 10 site – site only*

$160

$

Cattle yards (3.3 x 6.6) $30

$

Goat yards (2.5 x 2.5) Sheep yards (2.5 x 2.5) No discount $30

$ Commercial Livestock Products

3 x 3 site – site only (Adjacent to Piglet Races)

$300

$

At Skills Arena 5m x 5m – Outdoors

$160 $

5m x 5m – Under cover

$215

$

4m x 5m – Under cover

$200

$

Horse Yards (3.1 x 3.1) If this is not ticked no horse yards will be provided – note you cannot bring your own horse yards

No Discount

$30 $

I require sawdust Yes No $0

Marquees – we no longer provide marquees, TOTAL (2f) please bring your own or order separately from Butlers Events Ph 49566733 $ (g) HEALTH & SAFETY AREA* Site Description

Cost before 7 DECEMBER 2012

(10% ‘earlybird’ discount)

Cost before 1 FEBRUARY 2013

TOTAL DUE

Not for profit Community Organisations

(Must have a health / Safety focus)

3 x 3 - Site Only, no marquee

Less 10% Less 10%

$200 $300

$ $

TOTAL (2g) $

TOTAL SECTION 2 $

 

3. Demonstrations / Lectures / Talks Program If you would like to be involved in the formal programmed talks you must complete the EOI Demonstrations & Lectures Booking form. This must be completed by December 7. You will be notified in January if your EOI has been successful. Please do not apply for this unless you are sure you can be available for all 3 days at a time we allocate to you.

4. ADDITIONAL ITEMS

Number outlets required

Cost

TOTAL DUE

Power (Refer to Additional Information for power usage.)

One outlet = 1 x 10amps or 1 x15amps (240 volts) @ $70 each

Examples:

• 1 Pie warmer = 1 x 15amps = one outlet = $70 • 1 TV + 1 computer + 1 clock radio = 1 x 10amp outlet = $70 • 1 TV + 1 computer + 1 clock radio + 1 urn = 2 x 10amp outlets = $140

Appliances (List each item) Amps drawn

……………………………………………... …………….

……………………………………………... …………….

……………………………………………... …………….

……………………………………………... ……………. Overnight power is available to caterers and for other exhibitor displays deemed essential. Please indicate whether you require overnight power.

Yes I require power overnight? (Give details)

………………………………………………………………….

………………………………………………………………….

$70 $

Bond (Applies to exhibitors who require footings for above-ground structures. If site is cleared by 10 May, 2013 bond will be refunded.)

$500 $

Website Link (www. ) $35 $

Additional Passes – Note: There are 2 Exhibitor & 1 Vehicle Pass included in your pack.

Exhibitor Pass (allows one person to enter on 3 days)

$20

$

One Day Pass (allows one person to enter on one day) $8 $

Exhibitor Car Park Pass $10 $

Visitor Car Park FREE $

For any additional hire equipment such as marquees, furniture and panelling please refer to Hire Equipment in the ‘Additional Information’ section.

ALL PRICES INCLUSIVE OF GST TOTAL PAYABLE $

OPTION 1: ‘EARLY BIRD’ DISCOUNT ONLY APPLIES IF YOU PAY ABOVE AMOUNT IN FULL BY 6/12/2012

OPTION 2: A 25% DEPOSIT PAID BY 6/12//2012 WILL HOLD YOUR SITE

BALANCE MUST BE PAID BY MONDAY 1/2/13 OR THE SITE WILL BE RE-ALLOCATED

5. Product Listings for the Official Program

  FARM, GARDEN, WATER & PEST PRODUCTS 

  ANIMALS & ANIMAL PRODUCTS    HOUSE, GARDEN, LEISURE  

Including the following; Including the following; Including the following; Soils / Compost / Mulchers  Animals / Livestock  Home Products & Gifts Feeds , Supplements & Fertilizers  Animal Health/Products/Services  Furniture & Supplies Horticulture / Landscaping   Aquaculture & Accessories  Cooling / Heating / Insulation  

Energy / Solar Technology Trees / Plants / Nursery Products   Pets / Supplies Olives / Products & Equipment  Saddlery / Riding Gear  Pools & Spas Organics / Alternate farming  Veterinary Products & Services  Waste Management Seed / Seeders & Planters  Feeders  Camping Pest Management     

  MACHINERY, EQUIPMENT & VEHICLES   CLOTHING/ FASHION / CRAFT Viticulture Equipment Including the following; Including the following; Irrigation / Water Management 

Weeds / Weed Control  Fashion / Jewellery / Accessories  Tractors  / Backhoes / Forklifts Worms / Worm Farming  Arts & Crafts  Brush cutters / Chainsaws / Chemicals Applicators  Clothing / Hats / Footwear  Earthmoving / Front End Loaders   Leathergoods  Compressors / Air Tools 

  FOOD  Wool Products  Drilling Equipment 

Including the following;  Cosmetics & Personal Products  Hydraulic / Engineering Products 

Food Products    Engines / Generators   GATES, SHEDS, TANKS & STRUCTURES  Mowers / Slashers / Cultivators Wines 

Including the following; Caterers  Pumps / Pressure Units & Equipment   Fencing / Yards / Gates  Tillage Equipment / Ploughs 

  EDUCATION, INFORMATION, IT  Garages / Carports / Buildings / Sheds  Tools 

Including the following;  Storage Containers  Trailers & Accessories 

Finance / Insurance / Super  Septic Tanks / Water tanks  Vehicles  / 4WD / Motorcycles Government  Troughs  Vehicles & Accessories  

Communications  Filters  Spray Equipment & Accessories Rural Services  Hardware  Sawmills  / Chippers / Shredders Employment Services  Concrete Products  Stock – Handling & Equipment Education  Steel  Hay Balers & Hay Equip Agriculture Information Services  Aluminum Products   

  HEALTH & SAFETY Information Technology  Wood / Products & Equipment   Including the following; Tourism 

 BOOKS / N’PAPERS / MAGAZINES   Fire Protection    SOCIETIES / CLUBS  Protective Gear / Safety Equipment 

   Emergency Services  

 

  Health Care 

6. SETTING UP Are there any Special Setup Requirements we should know about / Comments (please describe)? ..........................................................................................................................................................................................................

..........................................................................................................................................................................................................

Do you require the use of a Forklift? (A free forklift service is available for setting up and dismantling.)

NOTE: The forklift driver will be available from Monday through to Thursday and then Sunday afternoon and Monday. Please give an indication below of day & time and we will contact you when we are putting the roster together.

  NO Yes If yes DAY: ………………………………………….. AM/PM: …………….………………..…. 7. Trailers and vehicles in displays (do not fill this out if your display

 

is vehicles, tractors or trailers) Trailers and vehicles are not permitted on site unless your display is trailers and vehicles. If you need a vehicle on site you must adhere strictly to the following guidelines.

• The vehicle is not visible to the public. YES NO

• The vehicle is wholly contained within the boundary of your own site. YES NO

• The vehicle DOES NOT MOVE until AFTER THE EVENT HAS CLOSED. YES NO

• You provide vehicle registration number to the TFD Association. YES NO

• Keeping your vehicle at your site is necessary to your exhibition. YES NO If you have answered ‘Yes’ to all of the above, please provide your registration number(s) below.

Trailer Registration Number …………………………… Vehicle Registration Number……………………………

Note that passes will not be sent unless we have your registration details

8. Public Liability Insurance Details – You must supply a copy with your application

EXHIBITOR NAME: ……………………………………………………………………………………………………….

NAME OF INSURER: …………………………………………….. POLICY NO: ……………………………………..

EXPIRY DATE: …………………………INDEMNITY AMOUNT: ………………………………………….

9. How would you like to receive event updates? (please tick one)

POST EMAIL (Please ensure you have entered your email address under contact details.)

10. Exhibiting Conditions

I have read and accepted the ‘2013 Guidelines’ and the ‘Terms and Conditions’ as outlined in the Tocal Field Days Prospectus Folder (and available on the website). I acknowledge that this form represents a contract between me, as an authorised representative of the exhibitor, and the Tocal Field Days Association in accordance with the exhibiting conditions of the event. I certify that the contents of this application form are true and accurate.

Signature: ……………………………………. Position: ……………………………… Date: ……………………….

11. Payment (please tick payment option)

DIRECT DEPOSIT – CREDIT CARD Visa Mastercard BANK: Westpac

Name on Card ............................................................................................... ACCOUNT NAME: Tocal Field Days Assoc Inc.

Card No: _______/_______/_______/_______ BSB: 032-529 / Account No. 90-1593

Date of transaction: _ _ / _ _ / _ _ Amt: $_______ Expiry Date ………… / ………… Amt: $........................................

IMPORTANT!!!!! Please quote THE NAME Signature: ........................................................................................... YOUR APPLICATION IS IN as a reference on your payment.

CHEQUE mailed to Tocal Field Days, Tocal Agricultural Centre, 815 Tocal Rd, Paterson 2421

CONTACT DETAILS; Tocal Field Days, Tocal Agricultural Centre, Paterson NSW 2421 Telephone: (02) 4939 8820 or 4939 8827 Fax: (02) 4939 8807 Email: fielddays@tocal.com

Website: www.tocalfielddays.com ABN 54 135 988 596

 

Price List 2013

ELECTRICITY

$70 PER OUTLET See ‘Electricity Section’ of this Application Form

$100 PER OUTLET if requested at event

PASS PACK Included in your pack

Two x 3 Day Exhibitor Passes One x Exhibitor Car Park Vehicle Pass

Additional passes can be purchased at exhibitor rate – 3 day pass -$20 Vehicle Pass - $10 One day pass $8

Parking in the visitor car park is free of charge

ADDITIONAL SITES $425 - Up to 3 per exhibitor only. Cost includes passes pack

LIVESTOCK / SKILLS ARENA

Display Commercial

LIFESTYLE

L 1 4 x 5 $200 Inside marquee L 2-5 5 x 5 $215 S1- S49 L6-7 5 x 5 $160 Standard 3 x 3 $690 L8-27 Up to

10 x 10

$160 Corner 3 x 3 $730

L28 - 31

3 X 3

$350 S1 & S14 4 x 3 $700 CRAFT Outside marquee (no cover)

Marquee 3 x 3 $400 S50 - 51 3 x 3 $350 6 x 3 $600 S52 - 53 6 x 3 $525 Courtyard 3 x 3 $375 GOOD FOOD & WINE 2.4 x 2.4 $320 Outdoor

CHILDREN’S PARK 501 - 502 3 x 6 $400 CP 5 - 8 3 X 3 $300 Hall

G1 – 6 (Walls) 3 x 3 $375 (Rides & Food are tendered) G7 5 x 3 $535

HEALTH & SAFETY Adjacent to Health marquee

G8-11(Centre) 3 x 3 $400

H1 – H5 3 x 3 $300 G12 -14 3 x 3 $375 (Not for profit community groups pay $160) Marquee

G17 – 19* 3 x 3 $375 LAND PLANTS & ENVIRONMENT G 22 – 24* 3 X 3 $375

403 ( A – L) 3 X 3 $375 All prices include GST

G16,20,21, 25 corners

3 x 3 $400

C O M M E R C I A L

Site Size Cost Site Size Cost Site Size Cost Site Size Cost Site Size Cost 23 10 x 10 $810 131 15 x 10 $870 182 9 x 7 $725 227 10 x 10 $810 275c 10 x 10 $85524 10 x 10 $810 132 10 x 10 $810 183 10 x 7 $745 228 10 x 10 $810 276 10 x 10 $81025c 8 x 5 $665 133 10 x 10 $810 184 5 x 7 $605 229 10 x 10 $810 277 10 x 10 $81026c 7 x 10 $755 134 10 x 10 $810 185 5 x 5 $585 230c 10 x 10 $810 278 10 x 10 $81027 10 x 10 $810 135 3 x 5 $520 186 5 x 5 $585 231 10 x 10 $810 279 10 x 10 $81028 10 x 10 $810 136 5 x 10 $690 187 6 x 5 $600 232 10 x 10 $810 280 10 x 10 $81029A 5 x 5 $585 137 10 x 10 $810 187A 5 x 5 $585 233 10 x 10 $810 281 10 x 10 $81029B 5 x 5 $585 138 7 x 10 $745 188 5 x 5 $585 234 10 x 10 $810 282 10 x 10 $81029C 5 x 5 $585 139 5 x 5 $585 189 5 x 5 $585 235 10 x 10 $810 283 10 x 12 $82029D 5 x 5 $585 140 5 x 5 $585 190 5 x 5 $585 236 10 x 10 $810 284 10 x 12 $82091 10 x 10 $810 141 6 x 5 $585 191 5 x 5 $585 237 10 x 10 $810 285 10 x 12 $82091a 5 X 5 $585 142 5 x 5 $585 192 5 x 5 $585 238 10 x 10 $810 286 10 x 12 $82092 10 x 10 $810 143 5 x 5 $585 193 5 x 5 $585 239 10 x 10 $810 287 10 x 12 $82093 5 X 5 $585 144 5 x 5 $585 193c 6 x 5 $620 240c 10 x 10 $855 288 10 x 12 $82094c 10 x 10 $855 145 5 x 5 $585 194 20 x 10 $1235 241c 10 x 10 $855 289 10 x 12 $82095 10 x 10 $810 146c 5 x 5 $620 195 20 x 10 $1235 242 10 x 10 $810 290A 3 x 3 $480 96c 10 x 10 $855 147c 5 x 5 $620 194C Modern Motors 243 10 x 10 $810 290 5 x 6 $595 97c 10 x 10 $855 148 5 x 5 $585 194D Sponsors Site 244 10 x 10 $810 291 7 x 6 $610 98 10 x 10 $810 149 5 x 5 $585 196 5 x 5 $545 245 10 x 10 $810 292 7 x 6 $610 99 10 x 10 $810 150 5 x 5 $585 196A 6 x 5 $600 246 10 x 10 $810 293^ 5 x 6 $595 100 10 x 10 $810 151 5 x 5 $585 196Bc 5 x 5 $620 247 10 x 10 $810 294^ 7 x 6 $610 101 10 x 10 $810 152 5 x 5 $585 197 5 x 5 $585 248 5 x 10 $690 295^ 10 x 10 $810102c 10 x 10 $855 153 5 x 5 $585 198 6 x 5 $600 249 10 x 10 $810 296^ 10 x 10 $810103 5 x 10 $690 154 5 x 5 $585 199 6 x 5 $600 250 10 x 10 $810 297^ 10 x 10 $810104 5 x 10 $690 155 5 x 5 $585 200 5 x 5 $585 251 5 x 10 $690 298 3 x 3 $480 105 5 x 10 $690 156 5 x 5 $585 201 5 x 5 $585 252 10 x 10 $810 299 10 x 10 $810106 10 x 10 $810 157 10 x 7 $745 202 10 x 10 $810 253 10 x 10 $810 300 10 x 10 $810107 10 x 10 $810 158 10 x 7 $745 203 10 x 10 $810 254 10 x 10 $810 301c 10 x 6 $725 108 10 x 10 $810 159 10 x 7 $745 204 10 x 10 $810 255 10 x 10 $810 302 10 x 10 $810109 10 x 10 $810 160 10 x 7 $745 205 10 x 10 $810 256 10 x 10 $810 303 10 x 10 $810110c 10 x 10 $855 161 10 x 7 $745 206 10 x 10 $810 257 10 x 10 $810 304 10 x 10 $810111c 10 x 10 $855 162 10 x 10 $810 207 10 x 10 $810 257Ac 10 x 8 $755 304A 5 X 5 $585112 10 x 10 $810 163 10 x 10 $810 208 10 x 10 $810 258 10 x 12 $820 398 Small Farms Mag 113c 10 x 10 $855 164 10 x 10 $810 209 10 x 10 $810 258A 10 x 10 $810 399 The Land 114c 5 x 10 $725 165 10 x 10 $810 210 10 x 10 $810 258B 10 x 10 $810 400 Tocal Books 115 10 x 10 $810 166 10 x 10 $810 211 10 x 10 $810 259 10 x 10 $810 402 Hunter Water 116 10 x 10 $810 167 5 x 10 $690 212 10 x 10 $810 260 10 x 12 $820 403 CMA 117 10 x 10 $810 168 10 x 10 $810 213 10 x 10 $810 261 10 x 12 $820 404 Weeds Tent 118 10 x 10 $810 169 10 x 10 $810 214 10 x 10 $810 262 10 x 12 $820 405 - 6 10 x 10 $810 119 10 x 10 $810 170c 10 x 10 $855 215 10 x 10 $810 263 10 x 12 $820 407 - 10 5 x 10 $690 120 10 x 10 $810 171c 10 x 10 $855 216 10 x 10 $810 264 7 x 12 $770 411- 14 5 x 5 $585 121 10 x 10 $810 172 10 x 10 $810 217c 10 x 10 $855 265 10 x 10 $810 415 7 x 7 $665 122 10 x 10 $810 173 10 x 10 $810 218c 10 x 10 $855 266 10 x 10 $810 416^ 10 x 10 $690 123 5 x 10 $690 174 10 x 10 $810 219 10 x 10 $810 267 10 x 10 $810 417- 22 5x10 $690 124 10 x 10 $810 175 10 x 10 $810 220 10 x 10 $810 268 10 x 10 $810 423 Hunter TAFE

125c^ 10 x 10 $855 176 10 x 10 $810 221 10 x 10 $810 269 10 x 10 $810 424-29* 3 x 3 $630 126c 10 x 10 $855 177 10 x 10 $810 222 10 x 10 $810 270 10 x 10 $810 430 LHPA 127 10 x 10 $810 178 10 x 10 $810 223 10 x 10 $810 271 10 x 10 $810 KEY 128 10 x 10 $810 179 10 x 10 $810 224 10 x 10 $810 272 10 x 10 $810 ^ Irregular or curved

boundary, refer to map 129 10 x 10 $810 180 10 x 7 $745 225 10 x 10 $810 273 10 x 10 $810 c Corner Site

130 10 x 10 $810 181 10 x 7 $745 226 10 x 10 $810 274c 10 x 10 $855 * Includes marquee, roof only

Business/Organisation Name

Address Suburb Postcode

Contact Person Email

Phone Mobile Fax

Title of your talk Length of time required Please tick each day you will be available Friday May 3 Saturday May 4 Sunday May 5 Please tick time preferred 10 am – 11 am 11 am – 12 Noon 12 Noon – 1 pm 1 pm – 2.30 Where would you prefer to conduct your talk? Land Plants & Environment* Livestock/Skills Arena* Good Food & Wine Hall Homestead Innovation in Agriculture Animal Nursery & Wedge* Department of Primary Industries What is the title of your talk (Maximum 3 words)__________________________________ What is your talk about? Do you have any experience giving talks or demonstrations? Please give details How will you make your talk engaging and interesting? What will the participant learn by attending your talk? What props or equipment will you be using? (*Note that power is not available in these locations) Deadline for submissions Friday March 1 2013 Send to fielddays@tocal.com or Fax to 49398807 Need more information? Phone Wendy on 49398820

Expression of Interest to participate in the

2013 Talks & Demonstrations Program

 

 

 

 

 

Exhibiting Conditions set by Tocal Field Days Association (the “Association”) 1. Applications

1.1 Applications received by the Tocal Field Days office by 7 December, 2012 and will be assessed and processed before the Christmas break. Applications must be properly completed and accompanied by the fee payable.

1.2 The Association reserves the right to refuse in its discretion any application.

1.3 Site allocations and the right to alter them will be at the absolute discretion of the Association.

1.4 By signing the application form, the Exhibitor accepts all policies and conditions affecting its participation and the responsibility to inform all persons involved in the operation of its exhibit, of these conditions.

2 Cancellation of Contract

2.1 If an exhibitor should cancel the contract or terminate a site booking: (a) Prior to 28 February, the Association reserves the right to

charge a 25% fee which can be used as a deposit for a site the following year

(b) For cancellations received after 28 February, the Association shall retain all monies received unless we are able to rebook the site in which case a 10% handling fee will be retained and all other monies returned.

2.2 The Association reserves the right to cancel this contract and to retain any monies paid in relation to this contract, and/or decline future applications if the Exhibitor: (a) infringes any of the Exhibiting conditions, and/or (b) does not occupy the site during the full period of the

Field Days to which this contract applies, and/or, (c) does not occupy the site by 5 pm on the day preceding

opening day.

3 Cancellation/Postponement of Tocal Field Days

3.1 If the Association finds it necessary or expedient to cancel or postpone the event, this contract will cease to operate upon notice to that effect, signed by the Chair, being served on the Exhibitor in any of the following ways: a) Handing it to him/her in an envelope b) By registered mail to her/his address as it appears in

the contract c) By handing or offering it to any person who appears,

or is thought by the Chair to be, an employee or agent of the Exhibitor.

3.2 The Association shall not be liable to the Exhibitor for any compensation whatsoever as a result of the cancellation or postponement of Field Days (refer to Tocal Field Day Cancellation Policy on www.tocalfielddays.com).

d) By handing or offering it to any person who appears, 

or is thought by the Chair to be, an employee or agent of the Exhibitor. 

3.2 The Association shall not be liable to the Exhibitor for any compensation whatsoever as a result of the cancellation or postponement of Field Days (refer to the Tocal Field Day Cancellation Policy on www.tocalfielddays.com). 

3.3 No refund of any monies paid will be made to Exhibitors in the event of Field Days being cancelled or postponed.

3.4 No refund of any monies paid will be made to Exhibitors cancelling the contract except as outlined in 2.1.

4 Insurance and security

4.1 The Association arranges night security 2 days prior to, during and 1 day after the event, but shall not be liable for loss, theft or damage to the property or person of the Exhibitor, or any person when visiting the Exhibitor site, and is indemnified from liability for any such loss or damage, however caused.

4.2 Exhibitors shall have their own public risk liability insurance cover while on site to the value of a minimum $10 million, and provide a copy of the Certificate of Currency with their application.

Site licence 5.1 The Association grants and the Exhibitor accepts, a

licence to enter and use the nominated site for the duration of the field days including a one week set-up and removal period either side.

6 Site sub-letting 6.1 Site sub-letting or sharing is not permitted unless by

written permission of the Association.

7 Games of chance or raffles 7.1 Games of chance or raffles where tickets are sold

are prohibited, unless by written permission of the Association.

8 No livestock or dogs 8.1 No livestock including dogs are allowed on site

without the express permission of the Association (Guide dogs excepted).

9 Exhibitors cannot: 9.1 Extend the exhibit beyond the limits of the

allocated space or erect barriers to prevent free and

uninterrupted passage of the public between exhibits.

9.2 Erect display signs or fencing in such a manner as to cause inconvenience to other exhibitors.

9.3 Paint or mark any of the Association’s property.

9.4 Use equipment producing excessive noise such as loudspeakers or microphones. Noisy machines must be demonstrated on sites one at a time only, and such demonstrations must not offend neighbouring exhibitors. The Association may limit times of use for noisy machines.

9.5 Distribute printed matter or other advertising material at the gates, car parks or anywhere except within the boundaries of their allocated site.

9.6 Display, giveaway and/or sell toy and/or legitimate weapons

9.7 Sell showbags or nuisance toys.

9.8 Sell or display used or re-manufactured equipment (except for educational purposes such as the vintage machinery displays).

9.9 Promote or carry out massages

9.10 Promote any political party.

10 Site preparation and safety

10.1 By accepting a site at Tocal Field Days you agree that you and/or your organisation know and understand the requirements of the NSW Work, Health & Safety (WHS) laws as they relate to your business or undertaking with regards to your participation in the TFD and that you will meet the requirements of the WHS laws. You accept that under the WHS guidelines you are the ‘Person Controlling a Business or Undertaking’ (PCBU) for the conduct of your business at the TFD and as such you are responsible for the Health and Safety of all persons that may be impacted by your Site or business at the TFD.

More information on your obligations and current act and regulations are available from www.workcover.nsw.gov.au

10.2 To comply with the Workplace Health and Safety Act (WHS), the Exhibitor is responsible for the creation and maintenance of a safe environment for both their workers and visitors, including the use of only safe, appropriately tagged and suitable extension leads and power boards.

10.3 Sales of food for consumption on site are not allowed without prior written permission from the Association

10.4 Exhibitors wishing to demonstrate machinery or equipment shall abide by the Association’s instructions regarding movement to and from the demonstration areas, allocated space, soil conditions and a safe and orderly execution of such demonstrations

10.5 Exhibitors are responsible for all costs of repairs resulting from any damage done to any underground Please consult the TFD site office prior to any surface penetration.

10.6 Sites are to be maintained and left in a clean, pre-occupancy condition, and waste taken to the allocated bins for recyclable or mixed waste.

10.7 Sites are to be No persons are permitted to stay on-site overnight

10.8 The exhibition should not be dismantled or goods removed from the site during the field days until 4pm Sunday, unless approved by the Association

11 Vehicles

11.1 No vehicles other than those authorized by the Association are permitted on exhibition sites during the hours (8:30am to 5:00pm). Cars and vehicles parked on roadways between this time will be removed at the exhibitor’s risk and expense

11.2 Forklifts

Tocal Field Days provides a forklift on site for assistance in loading and unloading exhibits. Exhibitors may choose to bring their own forklift. Safety guidelines for the operation of any forklift, Pallet trolleys or mechanised lifting device on site remain the same regardless of who owns or is operating the device, only persons with the current qualification for the device must be allowed to operate it. You must

Present a copy of your qualification to the site office before using any device on TFD site.

Have a designated safety /lookout person present at all times it is used to ensure no one walks in the vicinity of the device whilst it is in operation

Provide a Hi Vis vest to all persons driving, loading, unloading or providing direction

2013 Best Exhibit Awards

Present your display in an engaging, innovative and

educational format and your organisation could WIN!

AGRICULTURAL SECTION: Prize $300 off your 2014 site

(Farming or agricultural exhibit, commercial or otherwise and in keeping with the Field Day theme)

COMMERCIAL SECTION: Prize $300 off your 2014 site

(Commercial exhibitor selling product or services with an initiative and interesting display)

LIVESTOCK SECTION: ½ page advert in valued at $700

(Animals shown in top condition with welfare needs met, with an inviting and engaging display with friendly

and approachable staff)

GENERAL INTEREST: Prize $300 off your 2014 site

(Exhibitor whose product is of broad appeal to visitors and whose display is striking and eye-catching)

EDUCATIONAL & INFORMATIVE: Prize $300 off your 2014 site

(Non commercial exhibits providing information, advice and guidance and whose display and staff is exceptional)

All site winners will receive:

• An invitation to the Tocal Field Days Luncheon on Sunday 5 May to further promote your organisation and provide additional networking opportunities.

• Your business named in our newsletter that goes out on the Saturday & Sunday night.

• A promotional flag to display at your site over the weekend • Promotion on the Tocal Field Days website with company name and website listing for 12 months

Judging:

All exhibits at the event are eligible to enter and are judged – no entry forms are required

Judging will take place on Friday and will be completed by 12 Noon

The panel will be comprised of representatives from the farming/rural sector and/or Tocal Agricultural Centre.

The winners will be notified by 5 pm Friday.

The Awards will be presented on Nash Park stage, Saturday 4 May at 10.30 am.