IMPORTANT INFORMATION FOR THE BSSK ELSECAR EVENT - 25th & 26th August, 2012

IMPORTANT INFORMATION FOR THE BSSK ELSECAR EVENT

25^th & 26^th August, 2012

ELSECAR HERITAGE CENTRE

WATH ROAD, ELSECAR,

BARNSLEY, S74 8HJ

    

Thank you for booking your place at the above event.  Please read this document carefully, as it contains important information for your participation in this event.

Dear Exhibitor

Our secondt show of the year at Elsecar and it promises to be another wonderful event with exhibitors both old and new attending.

Before launching into the information, may I draw specific attention to the need to move vehicles into the exhibitor parking on the opposite side of the road from Building 21.  The parking is straight across the road from the venue, so only a very short walk.  Those requiring disabled parking should see the security officer in the gatehouse who will arrange this.    May we ask that once you are unloaded on Saturday, before beginning to set up, that you move your vehicle please.  This venue is very particular on this point and will withdraw parking rights if we do not adhere to this rule.

Elsecar – Show Specific Information:

1                    Set up is available on Friday, 24^th August,  from 2pm to 7pm

2                    Access on Saturday is from 7.30am, with the event opening at 10 a.m. 

3                    Unloading is via the fire exits to the either side of the hall.   On Saturday, once unloaded, vehicles MUST be moved to the exhibitor car park, which is directly opposite the gate near Building 21.  This must be done before setting up please.

4                    Catering – The venue has appointed ‘approved caterers’ which we are obliged to use.  Last time they seemed to have adjusted the pricing, certainly where drinks were concerned, and we were more than happy with the quality of the fayre on offer.

5                    Directions - The post code is listed above for those with Sat Nav or to type into Google Maps or www.theaa.co.uk on the web.  If you require directions and don’t have web access, please contact me.  Please note – most SatNavs tell you to leave the  M1 at Junction 35, but the correct exit is Junction 36.  If you take J36, your SatNav should easily recalculate, but if it does not, there are ample brown tourist signs that point the way.  If travelling via the  A1, leave at Junction 37. 

6                    Payment – Your invoice has been dispatched by separate e-mail some time ago.  This is now due for payment please.  If you ring to pay by card and  we are out of the office, it is quite safe to leave card details on the answering machine as only Chris and myself have access to it.  In this instance I require the long number on the card, the valid from and expiry date, issue number if there is one and the last three digits on the signature strip.

7                    Please make sure if you have renewed your Public Liability and / or Professional Indemnity policies, to send us a copy of the new schedule.

The general exhibitor information common to all shows follows below.  It is included on each letter for the year in case you need to refresh yourself on it, but will be the same unless we draw your attention to any changes.

May I extend my hope that our Elsecar event, is an exciting, fulfilling and profitable one for you all.

Kindest Regards

Angie & Chris

BSSK Events

General Information – Common to all shows

Setting up and General:

1             Exhibitors must be on site and set up with bags and boxes out of the gangways and out of the way of neighbouring exhibitors by 9.45am on Saturday morning, so the final health and safety check can be performed prior to opening.  All loading bay doors will be secured at this time.  Exhibitors arriving after 9.45am, unless having set up on the Friday or contacted us to advise of unavoidable late arrival, may be refused permission to set up so as not to disrupt neighbouring stands.  The mobile number for emergency contact is 07980 827145. Some shows have a queue waiting for entry by 9.50am, so late arrival is not acceptable.

2             On Sunday, exhibitors should be on site by 9.45am at the latest please. The show opens at 10am and we cannot be responsible for unattended stands.  This show usually has the public arriving from around 9.30am, so please be on time.

3                    If you have polystyrene packaging, please be sure to have the means of sweeping up the mess it can make, i.e. brush and dustpan or hand held vacuum.

4                    Although the majority of exhibitors already do this, may we request those that do not yet do so, to use a table cover that reaches the ground at the front of their stand.  This provides more continuity and enhances the appearance greatly, besides providing a hiding place for unsightly boxes and bags.  A bed sheet works if you have nothing else, and it may be topped with an attractive cloth.

5                    Please note, once a show is open, no further access through fire exits is permissible.  This is for security but also in fairness to the exhibitors opposite or either side of them.  If you need to return to your vehicle, you must use the front doors please.

6                    Kettles or coffee machines and the like are not permitted on stands.  This is for safety reasons and electrical overload.  If you need a kettle to provide hot water in connection with your therapy etc, please notify us in advance so we may arrange electrical connection accordingly.

Insurance

All exhibitors are required to hold public liability and furnish us with a current copy of the certificate. 

In addition, the following cover is required and copies of documentation supplied:

Therapists  -  cover for treatments (known either as therapist liability, medical liability, treatment risk, medical negligence, or professional indemnity depending on insurer) , is required.

Traders -  products liability is required where anything is sold that you manufacture, mix or pack yourself or for which they claim esoteric properties.

Readers -  Professional indemnity cover or similar, that will cover you for the content of your readings.  Members of the SWA will have access to their block policy – others may wish to explore the very reasonably priced cover at http://www.westminster-indemnity.co.uk.

Other Exhibitors – please check with us as to the specific insurance requirements for your discipline.

Candles 

Under the ever tightening health and safety requirements of the venues, lighted candles may not be used on your stand at any BSSK event unless we notify you to the contrary or unless by prior agreement and with special safety arrangements.  If you wish to purchase battery operated versions of either, I do have a web address where they are available.

Children 

You will all be aware that I strive to make the events ‘family friendly’ for visitors so that they may bring their children and stay at the event longer to benefit you, the exhibitor.  Time and again I have mothers say that if this were not the case, they would have to miss the event, so it clearly serves a purpose.  I do however refuse admission on health and safety grounds and for the security of your stands, to unaccompanied children under the age of 15 years. 

For exhibitors however, the events are primarily a place of work.  Please note that whilst not refusing to allow exhibitor’s children within the event, BSSK does not offer a crèche facility or undertake to keep an eye on children in any way.  Whilst I am happy to encourage children’s interest, the days are long and with little to occupy them, children will naturally become bored.  We therefore expect that they will be well briefed about watching cars, playing in stairwells, bouncing balls, running around in reception, getting in the public’s way or interrupting conversations and other matters that may endanger them or inconvenience the public, your customers. 

We expect those with very young children and babies to use discretion in this matter.  I don’t expect anyone would object to the odd crying as a feed is due etc, but a constantly crying baby is an unacceptable intrusion for neighbouring stands. 

If you intend bringing children to the event, please see the appropriate section of the terms and conditions of booking regarding this.

Your Property

On Saturday evening, while no responsibility for exhibitor’s goods is assumed by either ourselves or the venue, the hall will be locked as we exit.  A BSSK representative stays behind to see the room secured and it is requested that there is no admittance, even to exhibitors, until we are on site the following morning.  If you arrive early, please do not try to gain entry from the venue staff before the allotted time unless we are on site.  Most venues are alarmed and at some, we have an overnight security guard within the building.

Your Space

In addition to the table and 2 chairs, Therapists will be allocated space for one couch or massage chair unless a double therapy slot has been booked.  If traders have additional stands or racks they need to place, please be aware that space for these cannot be guaranteed.  If you have back boards, or want to put a table behind your stand, we also need to know, to make sure you have sufficient depth.

Velcro, Sellotape and other fastenings 

Please note that no drawing pins, Velcro fastenings, adhesive tape or other fixings likely to cause damage to the surface may be used on the fabric of the building at any BSSK event. 

Bluetack and similar is allowable, but even this can leave oily marks, so care should be taken in the placing of this too please, particularly where there is wallpaper or matt finished paint.

If any incident results in a claim against us, our insurers would automatically look to recover their costs from the liability insurers of the exhibitor concerned if they are identifiable by the position of the damage in relation to the stands. 

This would be totally out of my control, and there would be nothing I could do to stop it as it is a natural course of action by insurers.    In order for your Public Liability to cover such a claim, it needs to include Accidental Damage in the list of perils covered. I would therefore recommend you check your Public Liability insurance to be sure this is the case.

Wall Space

Wall space will be allocated at our discretion.

Refreshments

Refreshments will be available throughout the each day at every event but the nature and arrangements for these will be announced show by show.

Directions

In each show letter, the postcode of the venue will appear clearly at the top for those with Satellite Navigation.  For those without, a map for each event is downloadable from the website of via Google Maps or www.theaa.co.uk by typing in this postcode.  If you do not have web access, please request these from me show by show.

Breakdown

The event closes at 5 p.m. each day, and packing away before this time is strictly not permitted unless by prior arrangement.  This is for the good of all, as early pack up has an unsettling effect on the public who think the event is closing and disturbs other exhibitors who may still be working.