Groundswell 2022 Exhibitor COVID POLICY: In the unfortunate circumstances of a cancellation or postponement due to heightened restrictions, exhibitors will be offered the choice of a refund or transfer to the postponed dates.
Lannock Manor Farm is located on the edge of the village of Weston, just off junction 9 of the A1(M), approximately 27 miles north of London. The site postcode is SG4 7EE.
Alex Cherry – Event Director: 01462 790 219
Power and Exhibitor Set Up – 07398 584 295
Event Gates open:
Wednesday 22nd and Thursday 23rd June 2022: 07:30am
From Tuesday 21st June – 12.00pm until 7.00pm.
Machinery/Equipment can be left onsite at an earlier date by arrangement with Groundswell Management
Exhibitors have access to their stands by vehicle up outside of show opening hours. Strictly no on-site vehicle movement between 9am and 5.30pm on show days. Cars can be parked in the general car park or the Exhibitor Car Park to the east of the site and by the Exhibitor Entrance.
All exhibitors should be open by 9am and can close after 5pm. Food traders are subject to specific trading hours.
Timings may be subject to change.
Once the event is open, all stock movement must be manual. No vehicles may be moved within the Event site until breakdown, without the permission of the management team.
Groundswell can accept deliveries in the build up to the show, up until 10th June at the office address: Darnells Hall Farm, Weston, Hitchin, Herts, SG4 7AL. Please make sure deliveries are labelled F.O.A your company.
Exhibitors have a set number of tickets included in their package which can be used for staff or for guests to attend. There is no differentiation between a staff and a guest ticket. Groundswell will provide ticket code/s that can be used to redeem tickets through the Groundswell booking page. Tickets must be registered online IN ADVANCE otherwise they will not be valid and staff/guests will have to purchase a new ticket at the full rate. Each ticketholder must collect their lanyard at registration and wear it at all times whilst at the show.
The event site at Lannock Manor Farm is a green field site with reasonable access to services.
The following items are prohibited from the show site:
● Weapons of any kind (or anything that can be construed as a weapon)
● Glass containers of any kind
● Styrofoam containers
● Wax flares and candles
● Kites and balloons
You are required to have the relevant following certificates and information available for inspection at all times, they must be current (in date), copies of these certificates must also be supplied to the organisers a minimum of 48 days prior to the event for forwarding the local Licensing Authority:
● Electrical Safety Inspection Certificate
● Public/Employers/Product Liability Insurance
● Fire Risk assessment
● Risk assessment
A sustainability fee will be levied for any waste not properly sorted and any rubbish left behind on the site by your staff. This is charged at £200 + VAT.
You are required to hold the relevant Employer’s Product and Public Liability Insurance: evidence that you have the required insurance may be asked for so the required certificates should be displayed on each stall or unit.
The supply of water at the event site may be intermittent, so allow for self-provision.
Remember, you won’t be connected to any drains.
Tents and marquees must be weatherproof, waterproof and in good repair and flame retardant to BS5438 standard and marked accordingly.
Outdoor Stands will be permanent pasture and is liable to dampness, you may which to provide your own carpet/flooring. Indoor stands (with Marquee structure) are on grass or topped herbal ley.
If you employ more than 5 people, you are required by law to produce a written health and safety policy which your staff must read, understand and follow. The written policy must:
● State your general policy on health and safety.
● State who is responsible for carrying out the policy.
● Be revised whenever appropriate.
● Further information and advice on compiling a safety policy can be obtained from your local Environmental Health Department.
If you employ more than 5 people you are required to assess the risks to your workers and any other who may be affected by their work activities and record any significant findings of that assessment.
An assessment of risk is nothing more than a careful examination of what in your work could cause harm to people, so that you can weigh up whether you have taken enough precautions or should do more to prevent harm. The aim is to make sure no one gets hurt or becomes ill.
Any accident to your staff involving a fracture, amputation, loss of consciousness or admission to hospital must be reported at once to the Show Management. Any accident to the member of public, must also be reported at once to Show Management. All accidents must be reported in the Accident Book that your business must hold as well as the organisers or Event Accident Book.
You must have a proper First Aid Kit on each stall and all staff must know where to find it. The kit must contain plenty of waterproof blue dressings, bandages and protective fingerstalls. Under the Health and Safety First Aid Regulations 1981, you should keep a first aid box which stocks provisions by which first aid can be administered.
A full record of any treatment will be kept for which the following information will be recorded:
● The name of the injured person.
● The nature and place of the injury, the time it occurred.
● An indication of the cause of the injury.
● Treatment given and who by.
● Action taken after treatment.
You must consider that staff will need to take rest breaks. Staff may also require somewhere to sleep and, as such, appropriate provision must be made. Safe storage facilities should also be provided for staff to keep their personal belongings in for the duration of the event.
You will be asked to confirm your power requirements on your booking form. All electrical equipment must be properly insulated and earthed. All electrical wiring, sockets and plugs, unless specially adapted, must be protected from the elements.
NB: This is a legal requirement for YOUR safety. Petrol portable generators must not be used on site for safety reasons.
You MUST read the guidance on the Electricity at Work Regulations 1989 and you must have all your equipment checked by a NIC-EIC approved electrician before you arrive on site. You will be expected to have a current certificate for your equipment signed by a qualified electrician.
The Regulatory Reform (Fire Safety) Order 2005 applies to any workplaces on the site, which includes marquees, stages and stalls etc where people are employed to work.
Responsibility for complying with the Fire Safety Order rests with the ‘responsible person’ – the employer.
The ‘responsible person’ should carry out a fire risk assessment which must:
Focus on the safety of all relevant persons in the case of fire.
● Address those particularly at risk
● Address any dangerous substances on the premises
● Identify risks that can be removed or reduced
● Evaluate fire precautions to be put in place to control the risks.
1.1 You must return a signed copy of your Booking Form to confirm your acceptance of the terms and conditions discussed within this document.
1.2 “Stallholder “or “Exhibitor” or “trader” or “concession” means any person or organisation allocated space at an event.
1.3 “Organiser” means the Groundswell Management Team.
1.4 All part payments must be paid on receipt of invoice. Failure to do so could result in your pitch being reallocated at Groundswell.
1.5 All balances on pitch fees must be received by Groundswell before the Event. If your balance is not received by this point then you will not be allowed on-site to trade.
1.6 It is the responsibility of the Exhibitor to inform their staff/guests of the registration process. Failure to do so may result in denied site access.
1.7 The Exhibitor Fee is as agreed in writing with the Groundswell Management.
2.1 The Exhibitor may withdraw from the Exhibition at any time by notifying the Company of its wish to withdraw in writing. In addition, the Company may by written notice to the Exhibitor accept non-payment by the Exhibitor by the due date for payment of any instalment of the Fee as notice of the Exhibitor’s withdrawal from the Exhibition. In the event of the Exhibitor’s withdrawal, a cancellation fee calculated in accordance with Condition 2.2, will become immediately payable by the Exhibitor to the Company.
2.2 The cancellation fee shall be calculated as follows:
Date of Withdrawal
Percentage of the Fee Payable:
3 months or less before the Exhibition
More than 3 months before the Exhibition
*less in each case any part of the Fee already paid by the Exhibitor to the Company.
2.3 In the event of withdrawal the Company may resell or reallocate the Stand allocated to the Exhibitor. Even if it does so, the Company will be under no obligation to reimburse or reduce any payment made or to be made by the Exhibitor under Condition 2.2.
2.4 For the purpose of this Condition 2, withdrawal will be deemed to take place on the date upon which notice of withdrawal is received by the Company or given by the Company in the case of non-payment by the Exhibitor of any instalment of the Fee.
3.1 Whilst the Organiser has comprehensive public liability insurance cover, we require that all Exhibitors have current public and product liability insurance, with cover of at least £5,000,000.
3.2 The full cost of making good or replacing any damage caused by an Exhibitor or their employees, contractors or agents will be met by that Exhibitor.
3.3 It is the responsibility of each Exhibitor and their staff to ensure that their stand and/or demonstration plot is safe (e.g. machinery, electrical installations, stability of heavy equipment and articles, and other hazards). The Organiser reserves the right to insist on the repositioning or removal of any item that is deemed to be unsafe. Exhibitors are reminded of their responsibilities under Health and Safety Law.
3.4 Any Exhibitor demonstrating potentially hazardous skills or showing potentially hazardous goods must be able to demonstrate to the Organiser that a proper Risk Assessment has been carried out.
3.5 The Exhibitor will indemnify and keep indemnified the Organiser against all actions, proceedings, costs, claims and demands which may be brought or made against the Organiser in respect of personal injury and damage to property arising directly from the Exhibitor’s actions or omissions in connection with the event, except where caused by the Organiser’s negligence.
4 STAND PRESENTATION
4.1 All stands must display a smart name board or banner, which must carry at least your business name, telephone number and/or address. This is a legal requirement.
4.2 Your stand must be at least of the standard of images provided during the application process. All stands are required to be clean and presentable at all times.
4.3 The use of loudspeakers and PA equipment is prohibited. Sales by auction are prohibited.
4.4 Generators are strictly prohibited onsite.
4.5 Please help us by ensuring that your stand and the surrounding area are clean before you leave the event. Please assist us in keeping Groundswell as green as possible by adhering to the waste disposal streams discussed earlier in this document.
5 LICENSING & OTHER LEGAL MATTERS
5.1 No exhibitors may sell alcohol in any form, unless specifically stated by the Organiser.
5.2 All electrical equipment must have been tested for electrical safety by a competent person within the last 12 months and be clearly marked with a test result. Exhibitors will not be permitted to use or connect any equipment that is either deemed unsuitable by the Organiser or does not carry a recent Portable Appliance Test (PAT) certificate or sticker.
5.3 Exhibitors are reminded of their responsibilities under the Health & Safety Acts, Food Hygiene Regulations, Electricity at Work Regulations, and Trading Standards law. It is the responsibility of the Exhibitor and their staff to ensure they comply with all statutory requirements regarding hygiene, safety, labelling, and weights and measures.
6.1 The allocation and position of space is entirely at the Organiser’s discretion. No Exhibitor may carry out any activity or advertising outside the limit of their allocated space.
6.2 Exhibitors may not set up their stalls before the times specified earlier in this document unless special arrangements have been made with the Organiser.
6.3 Exhibitors must not remove their stalls by the times specified earlier in this document unless special arrangements have been made with the Organiser. Any equipment remaining after the clearance times may be repositioned, removed, stored or destroyed by the Organiser or Venue, at the discretion of the Organiser or Venue, and at the expense of the Exhibitor.
6.4 Exhibitors must comply with the reasonable instructions of the Organiser, its employees or agents.