Accommodation: We use a company called ‘findmeahotelroom.com’, a hotel booking service. They have negotiated discounts on our behalf. The telephone number is 01775 843414. This is a free of charge service, they will be happy to help you.
Amplified Sound: You are not permitted to use amplified sound without written permission from the organiser.
Banks: There are no banking facilities on site.
Banners: If you would like to display banners around the showground please report to the Information Office. There will be a charge for this.
Bar Facilities: Bars are situated in the entertainment buildings / marquees and food court. The entertainment buildings will be open Thursday, Friday, Saturday and Sunday evenings. Saturday entertainment in the main building / marquee is by ticket only. There are alternative bars available. Please note: due to fire regulations there is a no smoking policy in the entertainment buildings / marquees.
BBQ’s: Are not permitted in the trade area at any time of the day.
Booking Procedure: You will have been explained the booking procedure at the time of booking your stand. An initial payment of 25% of the stand cost is required to secure the stand, followed by the remaining 75% balance 8 weeks prior to the show. Failure to meet these payment terms WILL result in your stand becoming available for re-sale. Payment of the invoice acts as confirmation of booking and that you agree to abide by our terms and conditions – copy of this can be found on our Stand Request page on our website. If you do have any queries with this then please give your Account Executive a call who can discuss this with you.
Breakdown: Do not dismantle / pack away / take down any part of your stand prior to the show closing each evening. Our visitors pay for a full day viewing of stands. Failure to comply with this request may result in future bookings being refused.
Camping on site: We have specific camping areas for trade and the cost for the weekend is £10 plus vat. We do not advise exhibitors to stay overnight on their stands, if you do so please advise the organisers or security in case of fire. If you are staying behind your stand not within your ‘paid for area’ because there is space available you must still purchase an overnight camping pass. If you choose to camp in the trade area you do so at your own risk because this area can become very tight.
Cash Point: At the Peterborough show there is a cash point available within the Atrium – the day visitors entrance. At Malvern there is a cash point to the side of the Severn Hall. Both these cash points are the responsibility of the showground’s. There are no cash points available at any other show. The onsite camp shop do provide cash back when you spend a minimum of £5, and up to £50 cash back. There may be a small charge for this.
Caterers: We ask that caterers wear gloves when handling food.
Counterfeit Goods: If counterfeit goods are discovered at the show, the exhibitor responsible will be immediately excluded from all future Warners events.
Day Car Park for Exhibitors: Do not park in the rally fields, these are marked out to regulated sizes and no room is left for abandoned trader vehicles. Please use the day visitor car park outside the day gate, the day gate will be open from 8am for entry into the trade area. This is also the general public day visitors car park therefore we will clear this area one hour after the show closes. You must therefore display your trade vehicle pass.
Deliveries: Please ensure you are at the show to accept deliveries. Warners cannot take responsibility for deliveries accepted and they may be turned away.
Dogs: We ask that dogs are kept on a lead whilst within the Showground. Please clean up after your pet. They are your responsibility.
Electricity: Electricity will be laid onto stands, as requested, prior to the show, this will be available after 5pm on Wednesday . Should call outs be necessary during the show due to overloading these will be charged to the exhibitor, so please DO NOT OVERLOAD. Do not plug into other stands’ supplies as this is dangerous. Please ensure that extension leads are PAT tested.
Any electricity required and not ordered 14 days before the event will be subject to a 50% surcharge. Please note, if you do not order and pay for electricity prior to the event we cannot guarantee a supply can be provided once at the show.
If you arrive after 5pm to set up then please be aware you may need to wait until the next morning for a connection.
Elsan Points: Can be found at most toilet blocks. PLEASE DO NOT empty elsan down the toilets.
Emergency procedure: In an emergency a phone will be situated at the Information Office during show hours, or call 07831 775450. Outside of opening hours the security at the main gate have a phone available for use.
Emergency phone numbers: In an emergency, fire, first aid and security all have mobiles on site. These numbers can be found in the showguide. Alternatively you can contact an organiser, phone numbers listed under Organisers Mobile.
Entertainment: As set out in the showguide - please collect your copy from security. Please note that entry to entertainment is limited due to fire regulations, entry is on a first-come first-serve basis. Saturday evening entertainment in the main building / marquee is by ticket only – please visit the information office to check availability and ticket cost.
Any exhibitor holding entertainment in marquees should obtain an Entertainment License and Performing Rights License from the local authorities. All music must be finished by 11pm to comply with regulations laid down by the Local Environmental Health.
Equipment: Exhibitors will be held responsible for any items hired from Warners contractors left on stands. Losses will be invoiced.
Fire Extinguishers: Exhibitors are asked to have a large fire extinguisher available on their stand - these can be hired from Warners if required prior to the show.
Fire extinguishers are situated throughout the showground with a warning triangle. In the event of a fire please sound the triangle loudly. Anyone hearing the fire triangle should contact the organisers during the show or the main gate and request they phone the emergency services giving an exact location as is possible.
First Aid: A first aid post will be sited at the show as indicated on the showguide and will be operating during show hours, however available 24 hours. During the show a fully equipped ambulance will be available on site. First Aid telephone number can be found in the showguide.
Flags: All flags need to be kept a safe distance away from overhead cables. If the organisers or the showground deem them to be dangerous they will need to be taken down.
Flyers: We are promoting the events extensively through national and local media, flyer distribution, mail shots and the websites. If you would like flyers then please let your Account Executive know.
Flying Lanterns: Due to health and safety reasons these products are not permitted to be sold at any of Warners events.
Food: Several fast food outlets will be sited in the food courts as shown on the plan around the exhibition area. Some will be open from Wednesday for set-up. At the Peterborough show there will also be hot food served, along with a licensed bar, within the Peterborough Suite on site – opening times will be advertised in the information office. At Malvern, hot food will also be served within the Severn Hall and also Stockmans Restaurant – opening times will be advertised in the information office.
Fresh Water: As shown on the main map in the showguide.
Gas: Available during exhibition opening hours, refer to the showguide for location.
Generators: Generators may be used between the hours of 8.00am-10.00pm. All generators must be of a silent type and enclosed. Should any generator cause a problem to other exhibitors in the way of noise or fumes, the organiser will ask for that exhibitor running the generator to purchase an electric point, chargeable to the stand.
Generators are used at some shows to provide the electricity for traders. Please be aware you may have one situated behind your stand.
Grass Cuttings: If you cut the grass on your stand we ask that you bag it up and dispose of it correctly.
Helicopters: No helicopters are permitted to land on the showground without prior permission from the organisers at least 10 days prior to the event.
Insurance: We hold general public liability insurance for the whole Showground for the duration of the show, but you must take out cover to insure your vehicles and your own exhibits.
Land Condition: Obviously we will make every effort to ensure the condition of land is suitable; however we would ask that when the weather is particularly bad, you do make provisions, i.e. wood chip flooring etc.
Loading/Unloading: Loading and unloading of vehicles should be supervised at all times. Vehicle loaders are not permitted in the exhibition area.
Leaflets: You are allowed to give out leaflets from your stand only, actual leaflet drops are prohibited.
Marking Out: If you need to mark out areas within your stand do not use any permanent markers or spray paint, please ensure all markings are removed before leaving the showground. If your stand is on any hard standing area, please check with an organiser before marking anything out.
Marquees: Please can you refer to your Exhibitor Regulations and Code of Practice before attempting to erect any marquees.
You must inform both Warners and the showground if you intend to erect a marquee on any of our events.
Please ensure that your contractors are informed that in the case of adverse weather conditions e.g. high winds, they may need to come back on site to secure marquees. You will need to obtain a copy of their Health and Safety Policy, Risk Assessment and Method Statement. Can you please ensure if your company or contractors/sub contractors are erecting a marquee they check with the organisers prior to erection.
All marquees should adhere to local County Council Fire Regulations. Exits require nine litre water type extinguishers and for electrical equipment 2.5kg carbon dioxide type extinguishers.
Marquees must not be erected by means of boring holes into hard standing ground. If you have a query on this please give the organiser a call on 01778 391123, or on their mobiles (see below) if it is the week of the show.
No marquees can be erected outside the exhibition area, or your marked trade area, due to underground cabling, without prior permission from the organisers (and can only be erected where instructed).
Organisers’ Mobile: Sally 07831 775450, Darren 07788 144535, Deborah 07795 114043 or Tarnia 07785 462259.
Passes: We need to have details on staff numbers working your stand so we can let you have the correct number of passes prior to each show. The size of your stand relates to the maximum number of passes that can be allocated – any more can be purchased at a discounted rate to the day visitor price; please discuss this with your Account Executive. If numbers were not already discussed upon booking your stand then please inform us of how many you require. This also applies as to whether you need overnight passes or a service pass for the show. Your passes will only be released to you once we have the full payment for your trade stand. Overnight and service passes can be purchased at a cost of £10 plus VAT each.
Playing Of Music On Stands: All usage of music on exhibition stands must have cover from the Performing Rights Society (PRS). In addition to this, if you will be playing sound recordings on your stand you do need a Phonographic Performance Limited (PPL) License. For contact details on this, please contact your Account Executive.
Private Sales: We do not allow private sales, however as a trader, if a private vehicle is sold from your stand, please advise the purchaser accordingly.
Products to be Exhibited: If a product is for sale on your stand without prior consent from the organisers, we reserve the right to ask you to remove it.
Showguide: Please collect from security upon arrival.
Reversing Vehicles: Must be adequately supervised by another person, or be fitted with an automatic reversing audible signal.
Risk Assessment: Exhibitors where applicable must provide us with copies of their Risk Assessment and Method Statements. All contractors and sub-contractors must provide you with copies of their Risk Assessment, Method Statements and Health and Safety checks.
Scooters: If selling scooters could we ask that you display a notice to say ‘The organisers of the show do not permit anyone to ride a scooter without the relevant license and insurance being in place (even when test driving)’. Also we insist a helmet is worn. We would ask traders who use scooters and motorbikes to adhere to this also. Please note that under no circumstances are any bikes/trikes or any other types of vehicles to be demonstrated or ridden in the aisles or on roadways during the exhibitions opening hours.
Security: The main gate will be manned 24 hours from the Monday prior to the show until the Tuesday 5pm after the show. The exhibition area security will commence on the Wednesday prior to the show 6pm until the Monday after the show 9am. We would recommend that you take out cover to insure all vehicles, take out any radios etc. and have your own security on stands in the evening. Security phone number can be found in the showguide.
Service Engineer: We will either have a service engineer on site or a list of traders able to do servicing. Please visit the Information Office for more information.
Shop: There is a shop on site, location as shown in the showguide. This will offer bread, milk and other essential items together with newspapers. Opening hours Thursday – Sunday 7.30am to 10pm and Monday 7.30am – 10am (Monday opening varies at each show).
Showguide: Please collect from security upon arrival.
Showguide Entry: Please can you ensure you complete this form, which can be found online under the header Show Guide, and return it to Sam Porter at email@example.com to make sure your FREE 20 worded entry goes in. If this is not received prior to 6 weeks before the show then we can not ensure it will get in.
Subletting: No subletting of trade stands booked will be allowed.
Taxis: For taxis, please visit the Information office.
Tools/Demonstrations: Demonstrations must be behind a suitable constructed protective screen, to which there is no general public access. Suitable protective clothing or equipment must be worn by the demonstrator. All demonstrators are to hold a current relevant certificate of competency and Public Liability Insurance.
Tourist Information: Leaflets can be obtained from the information office (see plan). There will be a limited amount available.
Tracked Areas: Vehicles must not be left on tracked areas after Sunday evening. Move them to the holding area. The tracking will be taken up on Monday morning.
Undercutting: We ask that exhibitors do not get into price wars with other trade this is not in the best interest of the exhibition.
Vacating the Showground: A FINANCIAL PENALTY will be incurred if the showground is not cleared, including exterior areas, by the Tuesday (after the show) at 5pm. The showground will impose a charge of £15,000 plus VAT for any day or part day thereafter, payable by the exhibitor.
Vehicles: Must not be driven onto the site after 9pm. Vehicles not on display on stands must be parked in the car park.
Vehicles (abandoned): A discretionary fine will be made if you abandon your vehicle on another trade stand without prior permission of the stand holder or the organisers.
Vehicles in any Exhibition Hals / Cattle Sheds: Anyone exhibiting vehicles, whether petrol or diesel, must ensure they have the minimum amount of fuel in their tanks before positioning them in the buildings. These will be checked upon during setup. Please note, there is a height restriction in the ‘cattle shed’ (The National Motorhome Show, Peterborough), of 11’ 9”.
Wash Area: There will be an area allocated to wash down your vehicles, see security or an organiser for exact location. Do not wash vehicles on your stand or within the exhibition area. Do not leave vehicles unattended or causing an obstruction to others at the wash area. Once washed remove immediately to ease congestion.
Waste: Hazardous waste must be taken away with exhibitors – this includes discarded batteries. If you are using contractors it is your responsibility to make them aware of this. A charge will be levied against the exhibitor for any waste not cleared.