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Exhibitors Information

2017 General Information

Each show is staged in a clearspan pavilion. Space is measured by the metre frontage, minimum frontage is 2 metres and you can book in multiples of 0.5 metres i.e. 2.5, 3, 3.5. The depth of the stand is about 2.3 metres but at some shows this is reduced to 2.1 metres to accommodate the crowds. The height of the pavilion wall is 2.44 metres at the rear. Middle sites, corner sites and entrance sites are available. Please state your preference on the booking form and we will endeavour, but not guarantee, to accommodate you; see A,B,C,D,E diagram. It often pays to do a tour of perhaps, three shows, to reduce costs.

 

Cancellations. Must be received in writing at the Association's Wormley address. The full stand fee will be charged and must be paid unless the space is relet; the onus is on the exhibitor to check if the space has been relet.

 


Stands

The Association does not supply any tables or stand fittings - you must bring your stand with you. This should be designed to fit your space and display your work to its best advantage, using various heights. Please provide suitable freestanding walls and backing to your stand. When you book your stand do remember to include some space for getting in and out without encroaching on your neighbours' space. Please stand within your own stand space, not in the aisle or on the front edge of your neighbours’ stand. A waterproof groundsheet is useful, as is an overnight cover for your stand. All stands must have a name board readable at three metres.

The Association can supply a grey shell scheme and tables at some events, these can be hired and charged according to the size of your stand.

Shell Scheme Prices:

(The panels come in .5 and 1m sections, they are 2.5cm thick and 2.3m high)

2m                   =          £90.00 + VAT per show
2.5m                =          £97.50 + VAT per show
3m                   =          £105.00 + VAT per show
3.5m                =          £112.50 + VAT per show
4m                   =          £120.00 + VAT per show

Table Prices:

(The tables are .77cm wide and 1.78m long)

1 table             =          £15.00 + VAT per show
2 tables            =          £28.00 + VAT per show
3 tables            =          £40.00 + VAT per show 

We are essentially an Association devoted to the well-being of British crafts and will give priority to British makers at all events. However we live in a world where communication and transport allow the swift passage of craftwork from other countries and we allow such work providing it conforms to the following conditions:

  1. The work on show does not directly clash with British-made crafts at the same event.
  2. The work on show is of a standard compatible with the pavilion we present to the public.

Decisions in both cases are made by the Standards Committee.

The Association is a founder member of the European Network of Show Organisers and will admit and welcome European craftspeople into its UK pavilions providing that the maker or makers attend to sell their work.


Standards Committee

The Standards Committee is made up of a group of senior experienced members of the Association. In the case of a dispute or disagreement we call upon these members to advise on how to proceed. This committee also advises on standards of work submitted for space. Their decision is final.


Copying

We deplore the copying of other members' work and will act on a complaint; the offending members may be asked to leave the Association without refund of any monies paid.


Times

The times of the shows are normally 9 a.m. to 7 p.m. The Steward’s announcement marks the end of the day. Packing up before this announcement is seen as unprofessional and will not be allowed. Closing times are directly related to the customers' needs. Please do not bring your vehicle to the sides of the pavilion until after the close of the show has been announced. It could affect the look of our pavilion and may stop sales in the last hour of trading.


Electricity

The cost of electricity will be included in your stand costs and electricity will be available at all shows with the exception of those marked "no power" at which you may be able to use a generator. Please see the information on each show. We have imposed a limit on the amount of power you may use as follows: -

Jewellery and stands of 3.5 metres and over - 600 watts - 4 x 150 watt lights.

All crafts and stands under 3 metres - 450 watts - 3 x 150 lights.

Low voltage lights are encouraged and provide an excellent light for your products.

So, whatever lighting system you have, you should not exceed your limit and in this way we can maintain supplies. Should you have special requirements e.g. demonstration machines, fridges etc. let us know and we will make special arrangements for you.

Electricity is available to you during the show opening hours, within the pavilion only.

Electrical equipment - you must provide your own lighting equipment, which must be to the following specifications:-

Extension Lead - 15mm cable, minimum 6 metres long with unbreakable plug with a 5 amp fuse.

Fourway - connect your extension lead to a 4-way fused box. 2-way blocks are not allowed.

Lights - purchase good quality spot lights and if metal, earth them using .75m 3-core cable. Fit correct bulbs for lights - do not go over 100 watts (several 60 watt lights would be preferable).

Halogen lights - maximum bulb size 150 watts and equipment must have a toughened glass cover.

No equipment can be used that does not comply with these specifications - there will be no exceptions.

All equipment must be PAT tested (the RCA electrician can help with this if required).

Note: - Power only available within the pavilion during show hours. Owners of refrigerated vehicles which need 24 hour power must make arrangements with us prior to the event. Power for caravans overnight only is at the discretion of the show manager at each event and should be booked directly with our electrician.


Payment for Show Space

Payment for booked space should be made by the ‘due date’ on the invoice. Since this is only 4 - 5 weeks before the show this is a distinct advantage to your cash flow - remember, other exhibitors on the showgrounds have paid their stand fee four months in advance. 

We can accept payment by cheque, BACS or debit card (no extra charge); if you wish to pay by credit card we add 2.5% to the total of your payment to cover the charges.


Entrance Tickets

 These will be sent about 10 days in advance only after receipt of payment for space. The show authorities strictly control the allocation of tickets. We request 2 people and 1 car pass per stand; we then distribute these as we think you will require them. Caravan passes, when appropriate, will also be sent. Vehicles are not allowed on the showground during the show and must be parked as directed.

 


Caravans and Motor Homes

 We have made arrangements with the show organisers for the parking of caravans - sometimes on the showground and sometimes just off the showground. In some cases we have to pay, in others we park free of charge. If you are bringing a caravan you must book a space or you may well be towed off for illegal parking. Lack of co-operation by a few members gives us all a bad name. It is possible to accommodate small tents without difficulty but check with our managers before pitching them. Power is available at some shows and charged directly by our electrician. 2016 cost: £9.00 per night.


Arrival and Setting Up

At the major 2, 3 or 4-day shows it is essential to ‘set-up’ on the afternoon/evening before the show. Please arrange to set-up anytime from 12 noon to 8.00pm. when the manager will secure the pavilion or building.

On one-day events only, you are allowed to 'set up' on the morning of the show. Please arrive at the showground at least 2 hours before opening time.

At some shows a £10 - £50 charge is made for your vehicle to enable you to take it onto the showground. This is refundable when you take your vehicle off the showground, before 9.00a.m.


Security

 Each show authority provides adequate security. This is augmented by our own system. On no account must you enter the pavilion after the Managers have made it secure. The Manager will open the pavilion to exhibitors 45 minutes prior to opening to the public. The security of your own stand in this 45 minutes is your own responsibility.


Managers

 We ask senior members to take charge of our pavilion. This is a voluntary job and your co-operation is appreciated. Some help with locking up at night and clearing up any rubbish in front of your stands, will be most helpful.


Rubbish Collection

 At the end of the show, please clear up all your waste paper and rubbish into one bag and put it in a skip or bin - the Managers will provide a black bag for your use.


Accommodation

 Local Tourist Information Centre telephone numbers are provided on the following pages for your assistance.


Professional Behaviour

 This is a self-help organisation. Our members' ages range from 17 to 80, so a great deal of tolerance is required. This is your living and mine and your attitude on your stand is just as important as your work. You make sales by meeting the customer halfway across the counter, not hidden behind it reading, or even eating a bacon sandwich. Would you expect the Director of Harrods to appear in a T-shirt, chewing a burger and swigging from a great mug of tea? You are the director of your own firm, so live up to it.

We keep our overheads to a minimum by not sending you too many pieces of literature about each show - please ask the Manager if you have any problems.

Do not go to the Show Secretary's Office - they will refer you back to the Manager.

Managers are usually allocated a caravan space close to the pavilion to enable them to carry out their duties - this is for manager’s only.


Membership of the Association

 After seeing your work - either samples or photos to be sent with your booking form - we shall consider your booking. This process usually takes a week; however, in January and February, when the bulk of bookings are received, the process takes considerably longer.

Book your shows on the form - keep the pink copy if using hard copy, if downloading a Booking Form please take a copy and send the top two copies to us ASAP or email (think what you are doing before you mark this form. ANY MARK MEANS A BOOKING!). We will send a Confirmation Form showing your allocation status.

Remember that you are liable for full stand fees unless your space is relet, should you cancel or not attend.

Please take advice as to the best shows for your work, bearing in mind your family commitments, etc. and your type of stand.

Membership

In view of the current economic climate, we, at the RCA, have been working on reducing costs, for example emailing the Communiqué and blogs rather than printing and posting. We are passing these savings onto our exhibitors and this years' membership will be £60.00 (including vat).

If you wish to attend only one show, the membership is £27.00 (including vat), non-refundable, if subsequent shows are booked the balance of £33.00 becomes due.


Communiqué

 We issue Communiqués to members regularly throughout the season to keep everybody in touch with current arrangements. Items for inclusion may be sent to us and will be included free of charge (i.e. vehicle for sale).


Website

The Rural Crafts website is well used and we constantly up-date. As a Rural Crafts member we would welcome reciprocal links, to include images if you wish.

Please email images to us or we can take them from your website, providing the image quality is of a good standard - do let us have your information with your Booking Form.

Note. If you are employing someone to look after your stand, you should make sure they are fully acquainted with our methods of working.


Insurance

 You must obtain Public Liability Insurance to cover yourself, stand, work and us against an accident.

This is the name and contact of the company we recommend (the RCA have no financial ties and receives no financial gain from this company):

NMTF (National Market Traders Federation)
Hampton House
Hawshaw Lane
Hoyland
Barnsley
South Yorkshire S74 0HA

Tel. 01226 749021

Email.enquiries@nmtf.co.uk

View Website

These will be sent about 10 days in advance only after receipt of payment for space. The show authorities strictly control the allocation of tickets. We request 2 people and 1 car pass per stand; we then distribute these as we think you will require them. Caravan passes, when appropriate, will also be sent. Vehicles are not allowed on the showground during the show and must be parked as directed.

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