B R I T I S H R E D C R O S S
T h e G r e a t S p r i n g G a r d e n i n g E v e n t
Hampton Court Castle and Gardens
Hope under Dinmore, near Leominster, Herefordshire HR6 0PN www.hamptoncourt.org.uk
STALLHOLDERS APPLICATION FORM 2014
The
British Red Cross, Great Spring Gardening Event will be held on
Wednesday 30th April 2014 at Hampton Court Castle and Gardens, Herefordshire. Opening
Hours are from 10:30 a.m. to 4:30 p.m.
TO BE RETURNED AS SOON AS POSSIBLE
If you have not already done so please ensure you read our Terms & Conditions carefully before starting to complete the form. By submitting this form you are agreeing to the
Gardening Event’s Terms & Conditions, see page 4.
Name……………………………………………………………………………………………
Company (if applicable)………………………………………………………………………
Postal address…………………………………………………………………………………
…………………………………………………………………………………………………..
…………………………………………………………………………………………………..
Postal Code……………… Email ………..…………………………………….…….
Daytime telephone number………………………….Mobile number………………..…….
Website address……………………………………………………………………………….
Data Protection
We will use the personal data you have supplied for administrative purposes connected with the event. This may involve sharing the data with other traders, the media and relevant statutory bodies. If you are not happy with this arrangement please inform us in writing. The personal data we gather and hold is managed in accordance with the Data Protection Act
1998
I consent to the BRCS contacting me in future about other similar events [ ] Y/N
I/We produce/sell ( 8 words maximum for promotion event programme).
Enclose any promotional material as part of the selection and to maintain on file.
…………………………………………………………………………………………………..
…………………………………………………………………………………………………..
Please circle appropriate reply, where indicated.
Please select which category you best fit in:
P lant……………. Garden supplies………………
Outdoor lifestyle…………… Home …………………………. Food …………..
I/We have our own stall/gazebo? Yes No
If yes, what size? ……………………………………………………………………………
Please include any other information you feel may help your application, i.e. wall space for display pane, indoor marquee only; there is no site provision for outdoor walls space.
………………………………………………………………………………………………….
………………………………………………………………………………………………….
British Red Cross Spring Garden Event/Application form
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B R I T I S H R E D C R O S S
T h e G r e a t S p r i n g G a r d e n i n g E v e n t
Hampton Court Castle and Gardens
Hope under Dinmore, near Leominster, Herefordshire HR6 0PN www.hamptoncourt.org.uk
Preferred unloading slot, please circle only one of the choices.
A. Afternoon prior to event date 12 noon to 4:00 p.m.
B. First slot on event date 7:15 a.m. to 8:30 a.m.
C. Second slot on event date 8:30 a.m. to 9:30 a.m.
I/We wish to reserve: (please tick as appropriate)
Inside space 12ft (3.66 metres) frontages x 6ft depth (1.83 metres) @ £80.00 ………….….
Inside space 6ft (1.83 metres) frontage x 6ft depth (1.83 metres) @ £60.00 ….………….....
Outside space Sites approx. 12ft (3.66 metres) frontage x 6ft depth(1.83 metres)
@ £50 ………………………………………………………………………………………….
No partial sites will be considered.
Bespoke sites offering exhibitors more space and profile are available, should you wish to discuss these and/or sponsorship please contact either Sue Burleigh or Debra Tritton.
Trestle tables
I would like ……………….. 6ft trestle tables at a cost of £7.00 each
Trestle tables will only be supplied to those who have booked, and paid for, them in advance.
Complimentary Vouchers
Two vouchers will be supplied with the entry instructions for each registered exhibitors or company, to provide coffee/tea and a piece of cake. Tea, coffee and refreshments will be on sale all day.
In addition to the basic charge, each stall is required to pay the Herefordshire,
Shropshire & Worcestershire Area of British Red Cross, 10% of all takings accrued at the
Spring Gardening Event 2014. This levy will be collected at the end of the day.
Cheques payable to British Red Cross: To include payment for trestle tables.
.
Please send completed and signed application form with cheque enclosed to:
British Red Cross, 6 Harrow Road, Plough Lane, Hereford, HR4 0EH
Enquiries telephone 01432 373020
I/We agree to the Terms & Conditions of the 2014 British Red Cross Spring Gardening Event.
Signed………………………………………………………….Date…………………………
On behalf of (if signing for a company)……………………………………………………..
Please keep a copy of this form for your records.
Weight of vehicle(s) that will be unloading should not exceed 3.5 tonnages including all loads.
If you are intending to bring a larger vehicle please state make, model and weight below:
………………………………………………………………………………………………………….
……………………………………………………………………………………………………………
Successful applicants will be notified as soon as possible but not later than January 2013
British Red Cross Spring Garden Event/Application form
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B R I T I S H R E D C R O S S
T h e G r e a t S p r i n g G a r d e n i n g E v e n t
Hampton Court Castle and Gardens
Hope under Dinmore, near Leominster, Herefordshire HR6 0PN www.hamptoncourt.org.uk
Official Use only
Received………………………………..Category…………………Cheque enclosed……………………
Marquee…………………………………………. Location…………………………………….…
Outdoor stall…………………………………….. Location……………………………………….
British Red Cross Spring Garden Event/Application form
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B R I T I S H R E D C R O S S
T h e G r e a t S p r i n g G a r d e n i n g E v e n t
Hampton Court Castle and Gardens
Hope under Dinmore, near Leominster, Herefordshire HR6 0PN www.hamptoncourt.org.uk
British Red Cross Spring Gardening Event Terms & Conditions
Offers
The completion of an application form does not guarantee a site at the Great Spring Gardening Event.
Completed application forms with application fees must be returned to the British Red Cross Event
Office as soon as possible but not later than 15 th January 2013.
Selection
The process will commence in October 2013 . The organising committee is not bound to provide any reason for its decision. Applicants will be informed, either way, if a site is available to them. In some cases unsuccessful applicants will be placed on a waiting list.
Unsuccessful applicants’ fees will be returned. Corresponding vehicle entry emblems (limited to 2 vehicles) and event map/directions will be sent out closer to the event date.
Exhibitors
Non-plant exhibitors will have the option of applying for either outside or indoor space.
There will be no sub-letting of sites without prior consent from the Gardening Event office. Exhibitors are required to co-operate with Site Managers, Security, Emergency services and all official organizations on site.
Exhibitors ’ vehicles
A one way system will be in place, with entry to the event site via the main entrance gates and the exit through a separate driveway, this system will be used by all event traffic. Stallholder parking will be clearly signed. Please allow sufficient time to enter, unload and clear the site before 10:00 a.m.
Unloading
By request we will operate three (3) timed site entrances to facilitate the stall holders unloading between as follows:
A. Afternoon prior to event date 12 noon to 4:00 p.m.
B. First slot on event date 7:15 a.m. to 8:30 a.m.
C. Second slot on event date 8:30 a.m. to 9:30 a.m.
Exhibitors are strongly recommended to set-up the afternoon prior to the event.
Stall holders must allow for their own equipment to transport goods via a purpose built ramp from the parking area to the exhibition sites.
members of their own staff. This help is on a first come first served basis and there should be no expectation of its availability. Aside from this limited resource, exhibitors are responsible for the unloading and loading of all their site materials and goods, this may involve transporting items over distances of 150 metres.
Hampton Court Castle and Gardens Management will only permit exhibitors to unload and reload via the ramp over the ha-ha, no exhibitors vehicles are permitted on the event site.
If you have any queries please contact either Sue Burleigh or Debra Tritton before you submit your application.
Setting-up
Exhibitors setting up displays are reminded that under no circumstances can large wooden posts or stakes be driven into the ground. Ground pegs for gazebos/small tents are acceptable. All gazebos/tents must be suitable for the event’s weather conditions.
British Red Cross Spring Garden Event/Application form
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B R I T I S H R E D C R O S S
T h e G r e a t S p r i n g G a r d e n i n g E v e n t
Hampton Court Castle and Gardens
Hope under Dinmore, near Leominster, Herefordshire HR6 0PN www.hamptoncourt.org.uk
Exhibitors must not place merchandise beyond the boundaries of the stall either on the ground or hanging unless previously agreed with the organisers. No banners or other display materials are to be placed on the outside of the marquees.
The name and contact phone number of each exhibitor should be displayed prominently for both indoor and outdoor stallholders.
Dismantling
Stall clearing or dismantling is not permitted until after 4.30 p.m. on the day of the event.
Insurance
The British Red Cross cannot accept responsibility for the loss or damage to exhibitors ’ property.
British Red Cross will only accept liability in respect of personal injury or damage to third party property as the result of its negligence.
Exhibitors must hold their own Public Liability Insurance – proof of which must be available upon request. Exhibitors must also have Product Liability and Employers Liability where appropriate.
Pets
No pets with the exception of registered guide dogs will be permitted on the event site.
Publicity
The event leaflets are proofed by mid-February. Exhibitors or corporate participants, whose application along with full payment is not banked by the 10 th February 2013, cannot guarantee your name/company being listed in the leaflet.
Security
Exhibitors who choose to leave product or equipment on site overnight do so at their own risk.
Risk Assessment
All stall holders are advised to have carried out a careful assessment of risks associated with their particular activity.
Towing
Could all traders please be aware that in the event of bad weather and the area getting boggy, there will be a Landrover available to aid in the extraction of vehicles off the event field and onto the metalled tracks that lead in and out of the area.
This assistance would be on the understanding that:
The casualty vehicle does not exceed Landrover manufacturer ’s gross towing capacity of 3.5 Ton all up weight (vehicle + Load), and that any damage incurred to the casualty vehicle or property is not covered by the British Red Cross vehicle indemnity insurance and will have to be covered by the traders own insurance.
The British Red Cross, its volunteers and employees accept no liability for any damage incurred following the extraction of any private vehicles from the event field.
Wet Weather Contingency
Any announcements will be made via the hotline only 0844 893 0080. All trade stands holders are to ensure that their stands, gazebos and displays are appropriate for the weather conditions. Hampton
Court Castle and Gardens management reserve the right to cancel due weather conditions.
Electricity
Electrical supply will not be available. Stall holders are not permitted to use electricity in the indoor exhibitor marquee. Generators used outdoors must comply with current regulations.
Fire Safety Equipment
British Red Cross Spring Garden Event/Application form
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B R I T I S H R E D C R O S S
T h e G r e a t S p r i n g G a r d e n i n g E v e n t
Hampton Court Castle and Gardens
Hope under Dinmore, near Leominster, Herefordshire HR6 0PN www.hamptoncourt.org.uk
All electrical equipment must be in good condition and have a current PAT certificate. All gas equipment must be covered by an up to date gas certificate issued by a regulated gas engineer (Gas
Safety Registers). The certificates must be available for inspection by a Health and Safety officer.
Environmental Health
Exhibitors are expected to comply fully with the relevant regulations in respect of Trading Standards,
Health and Safety and Environmental Health of Herefordshire County Council. Exhibitors may be inspected during the event and those deemed not to comply with relevant regulations may be shut down.
Trading Standards
Trading Standards may visit the site over the course of the event to ensure traders comply with
Weights and Measures legislation (which includes accurate and stamped scales and glasses), pricing and general Fair Trade Legislation.
Waste disposal
Exhibitors are expected to keep their surrounding areas as clean as possible throughout the event duration. Exhibitors are responsible for taking their own refuse away from the site. No salaried staff are on site to remove refuse.
Disposables
We would encourage only bio-degradable disposables on site i.e. paper products and wooden cutlery.
Cancellation
British Red Cross will use reasonable endeavours to avoid having to cancel the event. However, in the event it is necessary to cancel (for reasons beyond its reasonable control, including adverse weather conditions); British Red Cross will not make any repayment of fees or pay any other compensation. British Red Cross will, so far as reasonably possible, give stallholders as much notice as possible of any such cancellation.
An Exhibitor may cancel its booking and obtain a full site refund by writing to Sue Burleigh, British
Red Cross, 6 Harrow Road, Plough Lane, Hereford HR4 0EH. Such notice must be received by 60 days prior to the event. After this date no refunds will be given.
These terms are governed by English law.
Contact details: British Red Cross 6 Harrow Road, Plough Lane, Herefordshire HR4 0EH
For further information, please contact during business hours:
Sue Burleigh Telephone 01432 373020 or Debra Tritton Mobile 07816 754 544 www.redcross.org.uk/events
British Red Cross Spring Garden Event/Application form
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