1. Rule Changes
1.1. The Organiser (Sbarc Ltd) reserves the right to alter or add to these Rules & Regulations (either generally or in relation to any one or more Exhibitors) if, in their discretion, such alterations or additions are necessary or desirable in the interests of the Event and/or our Exhibitors or Visitors.
Exhibitors must comply with any such alteration or addition as soon as the Organiser gives Exhibitors notice, whether such notice is provided in writing, orally or otherwise.
1.2. These Rules & Regulations are to be read in accordance with the Event Terms & Conditions and the definitions contained therein.
2. Types of Stand Space:
2.1. Where Exhibitors have contracted for Shell Space:
2.1.1. The Organiser will appoint and instruct such contractors as they see fit to construct a Shell Stand; such Shell Stand shall prominently display the Stand number and require no stand-fitting on Exhibitors part.
2.1.2. Exhibitors must not directly or indirectly obstruct the construction of, interfere with, or otherwise alter the physical structure of the Shell Stand.
2.1.3. The Exhibitor may at their expense instruct a designer and/or contractor to design and complete the interior only of the Shell Stand.
2.1.4. The Organiser shall endeavour to erect Stands not less than 1 day before Event Opening.
2.1.5. Property rights in the Stand shall remain vested in the Organiser at all times.
2.1.6. Exhibitors must leave the Stand in situ after Event Closing in the same condition as it was when the Organiser erected it, except for fair wear and tear.
2.2. Where Exhibitors have contracted for Space Only:
2.2.1. The Exhibitor may use a competent contractor of their choice for the construction and erection of the Stand; such stand must comply fully with the Permission to Build Notice.
2.2.2. Open Space Exhibitors must prominently display Exhibitors Stand number in figures of no less than 10cm high or as otherwise directed by the Organiser.
2.2.3. When erecting an outdoor Stands, Exhibitors and their contractors must take special care to avoid underground electrical cables, pipes and other utilities. Great caution will be required when driving pegs or stakes into the ground. It will be the responsibility of each outdoor Exhibitor to use, or to ensure that their stand/marquee contractor uses, a CAT Cable Locator to identify cables and obtain a ‘Marquee Permit’ prior to staking into the ground.
2.2.4. Exhibitors shall be liable for the cost of repairing any damage caused to underground pipes and cables within their Space, and for any loss or injury so caused.
3. Build-up and Breakdown
3.1. The Organiser shall give Exhibitors reasonable notice of the Build-Up and Breakdown Schedule. Exhibitors must not commence delivery, installation or arrangement of the Stand or Exhibits before the dates and times referred to in the Build-Up and Breakdown Schedule.
3.2. The Organiser reserves the right to vary those dates and times but shall try to give to Exhibitors reasonable notice of such variation. In no circumstances shall the Organiser be liable to Exhibitors for any loss orexpense, which may occur as a result.
3.3. The Exhibitor must ensure that the construction of the Stand and the arrangement of Exhibits on Exhibitors Space be fully completed on or before 8 p.m. on the day before the Event Opening. The breakdown of the Stand and removal of Exhibits may not be commenced until after the Event Closing. Exhibitors must ensure the complete breakdown and removal of the Stand and the removal of all the Exhibits by the date advised in the Build-Up and Breakdown Schedule. Any property remaining on the Stand after the Final Clearance Date shall be subject to the Organisers Rights of Lien and Sale.
3.4. If Exhibitors or their employees, agents or sub-contractors should fail to fully vacate the Event by the Final Clearance Date, for whatever reason, the Organiser shall hold Exhibitors fully responsible for all losses and expenses incurred by the Organiser as a result and Exhibitors agrees to indemnify the Organiser against all such losses and expenses.
3.5. Movement orders must be strictly adhered to during Build-up and Breakdown. On the last two days of Build-Up, only Exhibitors and their authorised contractors shall be admitted to the Event in accordance with the Build-Up and Breakdown Schedule. Exhibitors must inform their personnel and contractors of this regulation.
3.6. Exhibitors with stands outside should provide their own adequate temporary lighting of their own on and around their stand if they need to work after dusk.
4. Exhibitor Attendance on the Space
4.1. Exhibits must be promoted, displayed and exhibited in a safe and responsible way.
4.2. Exhibitors must ensure that an appropriately responsible, competent and knowledgeable representative is present on the Space each day of the Event during the Open Period, from 15 minutes before the Event is due to open to Visitors until 15 minutes after the Event closes. The Space and Exhibits must remain open to view and intact throughout the Event.
If any Exhibitor fails to open, attend or uncover the Exhibits during that period the Organiser may open and uncover the Space at Exhibitors expense and risk.
5. Space and Stand Appearance Cleaning
5.1. The Exhibitor must maintain the Space and Stand in good order and ina clean condition for the duration of the Open Period.
5.2. Exhibitors must not carry out major cleaning or maintenance of the Space or Stand whilst the Event is open to Visitors but should regularly tidy and remove rubbish.
5.3. Chemicals used for cleaning must be brought to the Organisers attention before use, and their consent for use at the Event be obtained; the Organiser may grant or refuse consent at their absolute discretion.
6. Contracts for Services
6.1. In order that the Organiser may promote and facilitate quality control, security and safety, Exhibitors must not provide, or seek to provide, the services of catering, lifting or mechanical handling, telephonic and internet connectivity for communications, power, water or waste disposal or other services to their Space, Stand or Exhibits or to other Exhibitors.
7. Handling of Exhibits
7.1. The Organiser shall appoint the exclusive mechanical handling contractor for the Event; no other contractor shall be permitted to operate cranes, fork lift trucks, service vessels or other handling equipment at the Event.
7.2. Unless expressly included within the Space package, Exhibitors must directly contract the Organisers nominated lifting contractor; details of which shall be provided by the Organiser following the issue of the Confirmation of Space Letter.
7.3. Exhibitors must ensure that a competent and responsible representative is present at during any mechanical handling of their Exhibits.
7.4. Where Exhibitors are unsatisfied with the service or any damage has or is alleged to have occurred the Exhibitor must immediately notify the Organiser and their nominated contractor.
7.4.1. The Exhibitor shall confirm all relevant heights and sizes, under the signature of Exhibitors representative. Exhibitors are therefore put on notice that reliance shall be placed on such data, which shall be deemed accurate, and that Exhibitors shall be accountable for any accident, damage or injury which results from any inaccuracy in the data given.
7.5. Where mechanical handling is required, failure to arrive at the specified time may involve delay for Exhibitors; where this results in increased congestion and/or delays in moving other Exhibitors’ materials, the Organiser may at their discretion invoice Exhibitors a surcharge in accordance with the contractors’ standard charges, a copy of which shall be supplied on request.
8. Electricity and Power
8.1. The Organiser shall appoint the exclusive electrical contractor for the Event; no other contractor shall be permitted to operate within the Event.
8.2. Unless expressly included within the Space package, Exhibitors must directly contract the Organisers nominated electrical contractor.
8.3. Electricity consumed, and a connection charge, shall be billed directly to Exhibitors by the contractor.
8.4. In no circumstances must Exhibitors interfere with any electrical installation, except to connect apparatus to authorised plug points. If any Exhibitor does so, or permits another to do so, the Organiser may at their discretion request the contractor to immediately disconnect their electrical supply.
8.5. The Exhibitor must not suspend, or attempt to suspend, any electrical wiring or light fittings from any overhead structure at the Event. All light fittings must be properly incorporated in the design and construction of the Stand, and all floor level lighting properly protected so as to offer no risk to people or property.
8.6. Electricity shall be available to Exhibitors from half an hour before, to half an hour after, the Event opens to Visitors each day.
8.7. The Exhibitor must ensure that all electrical equipment and appliances used on their Space have been appropriately tested and conform to the relevant health and safety regulations. In the event that the electrical system on the Space is found not to conform to such regulations, the supply shall be withdrawn. The cost of tracing and repairing faults caused by defective equipment shall be charged to the Exhibitor.
Multiple adaptors are not permitted.
8.8. The use of portable generators for supplying electricity is prohibited.
8.9. No form of electric heating shall be permitted on the Space other than internal heating systems in boats in the Marina.
9. Telephone and Internet Connectivity
9.1. The Organiser shall appoint the exclusive telephone and internet connectivity contractor for the Event; no other contractor shall be permitted to operate within the Event.
10.1. The Organiser shall appoint the exclusive catering contractor for the Event; no other contractor shall be permitted to operate within the Event; where Exhibitors wishes to use another catering company Exhibitors must first obtain the Organisers written approval.
10.2. Exhibitors must ensure that where alcoholic beverages are consumed on their Space that such consumption is in moderation. Exhibitors must not permit or tolerate any alcohol abuse, nor the taking of prohibited drugs.
10.3. Sampling of food or beverages shall not be permitted at the Event without the Organisers prior written consent. Such consent shall only be given in accordance with the Event policy as amended from time to time. Requests for consent must be made no later than one calendar month prior to the Event Open Period.
11. Liquor Licensing
11.1. 12. Exhibitors must apply to the Local Authority direct for a licence should they wish to sell alcohol from their Stand, and must gain prior permission in writing from the Organiser.
12. Catering Legislation
12.1. Where an Exhibitor has obtained consent to offer food or beverages such Exhibitor must ensure that they are offered in accordance with applicable legislation, including but not limited to:
12.1.1. Food Safety Act 1990: This states that it is an offence to sell food, which is not of the nature, substance or quality demanded by the consumer.
12.1.2. Food Safety (General Food Hygiene) Regulations 1995: Controls the hygiene standards of food premises and require food businesses to carry out “Risk Assessment”.
12.1.3. Food Safety (Temperature Control) Regulations 1995: This applies to the effective temperature control of perishable and hot products. Most foods, which need to be kept cool, have to be kept below 8ºC although poultry has to be kept below 4ºC. Cooked food, which is kept hot, must be kept above 63ºC.
12.1.4. The Food Labelling Regulations 1996: This covers the labelling of foodstuffs. These regulations state that it is an offence to sell, or possess for sale, food that is beyond its “use by” date.
13. Water & Waste
13.1. No mains water or waste service may be connected to a Stand.
13.2. No paint, oils, fats, waste food, spirits, chemicals or other noxious substances shall be discharged into the drainage system. These materials shall be discharged into closed containers manufactured of material suitable for this purpose. Full details of wastes of these
types are to be submitted to the Company who shall make arrangements for their disposal at the cost of Exhibitors. The cost of clearing or repairing the drainage system or making good any other damage caused by the stand effluent shall be the responsibility of Exhibitors.
13.3. During the Breakdown period all Exhibitors are responsible for removing their own large items of stand fitting, eg: Wall panels, carpet, surplus wood, etc. Failure to do so may result in Exhibitors being liable for excess cleaning charges.
14.1. The Organiser shall appoint the exclusive security contractor for the Event; no other contractor shall be permitted to operate within the Event.
14.2. The risk of the Exhibits and other property and persons at the Event shall remain vested in the relevant Exhibitor. The Organiser accepts no liability whatsoever or responsibility for any theft, loss or damage to the Space, Stand, Exhibits or other property belonging to Exhibitors or which is in Exhibitors possession, care or control.
14.3. Exhibitors must immediately report any criminal activity, known or suspected, or suspicious packages, or any loss, theft or damage to their Exhibits or property, either to a security officer or to the Police.
14.4. Night sheets must be flame retardant.
14.5. The Organisers contracted security guards shall take charge at all times, at all gates where access is permitted. Exhibitors must ensure that their passes are carried at all times. Passes shall only be considered valid if signed and carrying a photograph of the holder. Under no circumstances are passes transferable. Exhibitors must inform the Organiser promptly if any passes are lost or stolen.
15.1. The Organiser may permit television or audio broadcasting transmissions, filming, photography and audio recordings at any time during the Event and may re-site Exhibitors and/or their Exhibits for that purpose, at their risk and expense, if so requested by the relevant producers. The Organiser shall reinstate such Exhibits to their previous locations as soon as reasonably practicable.
15.2. The Organiser shall have no liability whatsoever for the nature or content of any transmission or production broadcast from or recorded at the Event.
15.3. Should Exhibitors wish to permit any television or audio broadcasting transmission, filming, photography or audio recording at the Event they must apply to the Organisers and obtain their written consent; such consent not to be unreasonably withheld or delayed.
15.3.1. Where Exhibitors request the re-siting of any other Exhibitors Exhibits for such purpose, the Exhibitor must obtain the relevant Exhibitors consent and make all necessary arrangements for the Exhibits removal and reinstatement as soon as practicable, incurring responsibility for all risk and expense.
16. Public Address and Music, Audio Video or Live Performances
16.1. The Exhibitor must not use any public address or audio system, nor permit any live performance at the Event without the Organisers written consent; such consent not to be unreasonably withheld.
16.1.1. Where consent is given it may be revoked if in the Organisers reasonable opinion the public address, audio system, or live performance at the Event at their ultimate discretion; circumstances leading to revocation include but are not limited to the public address, audio system, or live performance causing inconvenience and/or annoyance and/or nuisance to other Exhibitors or to Visitors, create a health and safety risk or which may mask any emergency announcements.
16.2. Any Exhibitor application for live performance consent shall be subject to a full risk assessment; such requests must be made to the Organiser no less than least two months prior to the start of tenancy at the Venue.
16.2.1. Where a live performance request is granted Exhibitors must ensure that all equipment and displays are located within their Space and any demonstration does not constitute a fire or safety hazard or nuisance.
16.3. It will be Exhibitors sole responsibility to obtain an appropriate licence for the playing of recorded music from the Performing Rights Society Limited (PRS) or other appropriate body, and pay the fees or royalties they require. Please complete and return the PRS Form direct to PRS.
17.1 The placing of apparatus in the gangways or in front of exits for taking photographs or motion pictures or for television or radio relays shall not be permitted during Event is open hours without the Organisers express consent.
18. Neon, Flashing & Strobe Lighting (inc: Laser Displays) General
18.1. At least 60 days prior to the Event Opening, Exhibitors must obtain the Organisers written consent (which shall be granted or withheld in their absolute discretion) for the use of any flashing or interrupted lighting, laser display or other non-standard type of electrical or other illumination at the Event; ensuring the Organiser can display appropriate warning notices at the entrance to the Event stating that stroboscopic lighting shall be operating.
18.2. A fireman’s switch will be required for all neon lighting. This switch must be positioned 3m above the floor so as to be out of Visitors’ reach but easy for the Fire Brigade to find. Neon units must be positioned so as to be out of reach by any person.
18.3. Stroboscopic lighting units shall be mounted at high level and wherever possible the beams deflected off a matt surface to reduce the glare. Strobes shall not be sited on escape routes or corridors or stairs or other changes of level.
18.4. Where stroboscopic effects are used in public areas, the sources shall be synchronised and locked off to operate at a fixed frequency outside the band of 4 to 50 flashes per second.
18.5. Laser installation and operation shall comply with the HSE Guide ‘The Radiation Safety of Lasers Used for Display Purposes’ HS(G)95, and only undertaken by competent persons. Lasers produce very intense light beams, which could blind; cause skins burns or even start a fire if used improperly. Even reflected beams can be dangerous. These conditions do not apply to Class 1 or Class 2 lasers.
18.6. Laser beams shall be at least 3m above the highest affected floor level at all times and arranged so that they cannot scan onto any member of the public, performer or staff. Supporting structures shall be rigid to avoid any accidental misalignment of the laser(s). Any mirrors shall be securely fixed in position.
18.7. Laser equipment, including mirrors, shall be placed out of the reach of the public.
18 .8. The alignment of the laser installation, including any mirrors, must be checked on a daily basis by a competent person from the laser installation contractor that installed the laser.
19. Marine Radios and Radar
19.1. Any marine radio or radar used or displayed at the Event must comply with all relevant regulations and licensing requirements. Radar towers may only be used with the Organisers prior written consent.
20. Marina Rules & Regulations
20.1. Marina Exhibitors must comply with the requirements below; failure to do so shall result in Exhibitors being prohibited from demonstrating boats at the Event.
20.2. Marina Exhibitors shall remember that at all times they are berthed in water which is under the jurisdiction of Associated British Ports. They shall observe all Rules and Regulations as prescribed and submitted to them and applied by the Harbour Master, as well as the Event Marina Manager, in whom authority to decide on any and all course of action as and when the necessity arises shall be vested. The Marina Manager’s decision will be final and Exhibitors shall not at any time approach persons other than the Marina Manager on any matter regarding the Marina.
20.3. Exhibitors must at all times consider other users of the Water.
The Harbour Master has full power to take legal action against any person causing hazard or risk to other users. Very slow speeds (6 Knots) must be observed when leaving or approaching the Marina.
21.1 The Marina Demonstration Area is allocated as the demonstration area; this area will be designated by marker buoys. All guidance Rules & Regulations regarding demonstrations must be adhered to strictly by all Exhibitors; non compliance may at their discretion result in the Organiser imposing a temporary or permanent ban on demonstrating their boats.
21.2. All Marina Exhibitors undertaking on-water demonstrations must submit their Skippers full details using the ‘Marina Demo Forms’ MS1 and MS2, and obtain their ‘Marina Demo Permission’ in writing from the Organiser. When Exhibitors arrive onsite, all Skippers must check-in with the Marina Manager to get their details checked in-person, whereupon they shall receive a marker or wristband to indicate they are an officially recognised demo-skipper.
21.3. When travelling at speeds, boats shall at no time encroach on water outside the marker buoys.
21.4. The Demonstration Area will only be available for use during the Event Open Hours. Exhibitors must not demonstrate boats in this area outside of these hours.
21.5. Only boats up to 10m length are permitted to use this area. (Exhibitors with boats over 10m in length who wish to demonstrate can use Cardigan Bay. Exhibitors shall still be subject to the Harbour Master’s regulations. Prior to carrying out a demonstration Exhibitors must contact our Marina Manager to advise of their intention to demonstrate and return time.
21.6. The maximum permitted speed in the demonstration area is 25 knots. Speeds must be reduced when turning at the western end, in order to avoid causing hazard or risk to permanent private moorings in the vicinity. Care must also be taken to allow access for craft entering and leaving the Hafan.
21.7. All craft must travel in a clockwise direction, i.e. keeping the marker buoys on the port side.
21.8. All craft must carry operational VHF radios on Channel 12 to enable them to be contacted if necessary.
21.9. Exhibitors must Event consideration for other users with regard to excessive speeds and consequent wash.
21.10. A 6-knot speed limit must be observed when travelling between the Event’s Marina and the Demonstration Area, or any other area of the Hafan. Speeds must be adjusted to allow for prevailing conditions and other craft. It should be noted that the Hafan is monitored by Harbour Master, and therefore any breach of regulations shall be immediately observed and reported.
21.11. All demonstrating Exhibitors must check in with the Marina Patrol Boat at the entrance to the Demonstration Area before starting their demonstration and must comply with any instruction given.
21.12. The Organisers Marina patrol boats shall be in attendance at all times around the Marina to re-enforce the Harbour Master’s and our own regulations. Exhibitors must comply with any instruction given.
21.13. Exhibitors wishing to demonstrate must use a qualified helmsmen where the minimum qualifications required are: For a powerP, the RYA National Powerboat Certificate 2 or equivalent qualification and 12 months experience. For a Yacht, the RYA Day Skipper or equivalent qualification and 12 months experience. For a dinghy it is the RYA National Sailing Certificate 3 or equivalent qualification and 12 months experience.
21.14. No mooring-off shall be permitted. Any craft, whether officially exhibited or not, shall be committing a breach of Port Regulations if found moored within the vicinity of, or adjacent to, the Marina. Offenders may be towed away and impounded.
21.15. All Marina Exhibits must arrive by sea: facilities shall be provided for the launching of craft at the Event site. The Organiser shall not be responsible for any loss of or damage to craft or their contents whatsoever the cause; particularly with regard to boats being brought to or leaving the Event; and Exhibitors must make their own insurance arrangements as required and necessary.
21.16. All craft exhibited at the Marina must be seaworthy and fully equipped with anchor, ropes, fenders, etc: engines must be connected and in full working order.
21.17. Where fitted, engine kill-cords for engine cut-off, must be used at all times and must be tested and fully operational before craft are taken out.
21.18. All Exhibitor boats on the Marina must be manned by a competent helmsman who must at all times be available to move the boat in the case of an emergency.
21.19. In the interest of safety, the Organiser has the discretionary right to close the Marina to Visitors at any time during Event Open Hours as deemed necessary.
21.20. Exhibitors are responsible for the health and safety of all visitors and staff when on and around their boats at all times. Visitors must be escorted when on board. On all boats man overboard and fire fighting equipment must be readily available at all times and suitable personal floatation device must be worn by all persons regardless of the size of the craft.
21.21. Exhibitors must not at any time hand over the helm to a passenger.
21.22. Marina Exhibitors are expressly forbidden to use or permit the use of inboard toilet accommodation whilst moored at or in the direct vicinity of the Marina.
21.23. The Marina walkway and fingers must be kept clear of all encumbrances and obstructions, i.e. flag poles, signs, gangplanks, ropes etc. Access to boats must be safe at all times. Steps shall be allowed at our discretion. Signs stating the Company name and berth number shall be provided by the Organiser and shall be the only identification permitted: any signs required by Exhibitors must be displayed solely on the craft. Davits, bowsprits etc. must not overhang the walkways.
21.24. On the final Sunday of the Event Exhibitors who wish to leave their berths to demonstrate their boats after 1600 hours must obtain permission from the Marina Manager; all boats must return to their berths before Event open hours end.
21.25. All craft must vacate the Marina by 1800 hours on the Monday following the close of the Event; unless due to weather conditions it is not safe to do so. The Organiser cannot accept responsibility for any craft which have to be relocated in order to remove any section or sections of the pontoons after this time.
21.26. For the avoidance of doubt berths are allocated and priced based on the total overall length (to include any outboard engine, bathing platform, davits, bowsprit etc) and the maximum beam at its widest point as declared on the Application Form. If a boat is found to be larger than stated, the Organiser reserves the right to relocate the boat or craft and submit a supplementary invoice for the additional cost.
21.27. Vehicle Passes shall not automatically be sent to Marina Exhibitors but if deliveries are required (leaflets, equipment etc) which cannot be carried or taken by water, or by trolley and a vehicle is required to make them, an application must be made for a Vehicle Pass. The vehicle must be removed from the Event immediately after the delivery has been made.
Please note that priority shall be given to land-based Exhibitors when vehicles passes are allocated.
21.28. Hospitality Decking: No structure or items may be affixed by Exhibitors to the decking area of the hospitality area without the Organisers prior written permission. These decks are subject to a weight loading and Exhibitors must not build stands or place heavy exhibition material on them.
21.30. All Marina Exhibitors staying on a marina berth overnight must comply with all guidelines set out by the Organiser. Exhibitors must check-in and out with Security Control after Event hours, use a lifejacket (with automatic light on it) and a torch when moving around the Marina after dusk and always stay in pairs.
22. Stand Design & Construction
22.1 Exhibitors must design and/or build Stands to a professional and safe standard and maintain this standard throughout the Event so as to fully conform to these Terms and Conditions and the Stand design as approved by the Organiser when issuing the Permission to Build Notice.
22.2. General checks made by the Organiser, their contractors or agents are made to ensure compliance with Event health & safety guidance as well as the Permission to Build Notice only.
22.3. The Organiser nor their contractors or agents shall be liable in the event the Stand is found not comply with any relevant Rules and Regulations as well as these Terms and Conditions or the Venue’s own Regulations.
22.4. The Organiser reserves the discretionary right to require Exhibitors and/or their contractors, to make improvements or changes to the Stand; or directly or through contractors, alter, demolish and/or reconstruct Exhibitors Stands and/or the layout of the Exhibits, or take any other necessary action to ensure all Space, Stands and Exhibits fully conform with the Event Terms and Conditions, are finished to a professional standard or in the overall interests of the Event.
22.5. Exhibitors must, on demand, pay to the Organiser all costs and expenses that the Organiser may incur in having to take such action.
22.6. The Exhibitor must ensure that the dimensions of the Space allocated to them are accurate before commencing construction of their Stand and/or setting or installing Exhibits and make all other necessary checks of the allotted Stand and/or Space considered reasonably necessary as good working practice.
22.7. No part of any Exhibitors Stand or Exhibits or property belonging under their control, including banners or any other item Eventing the Exhibitors branding shall protrude beyond, overhang and/or obstruct any gangway or other Stand or other Exhibitors Space, or otherwise exceed the Perimeter of Exhibitors Stand.
22.8. Except where boats overhang the Perimeter of the Space with the Organisers specific written permission, subject to the submission of plans within the stated deadlines to enable due consideration of Health and Safety and other issues relevant to the Event. If an Exhibitors boat overhangs the allocated Space Perimeter it must not cause an obstruction or create a hazard to Visitors and Exhibitors shall be charged a full Rent for the area occupied by the overhang, with no discount.
22.9. Any dispute or uncertainty relating to the Perimeter, of Stand space, signage, positioning of Exhibits, banners and logos, etc, shall be determined and settled by the Organiser, and our decision shall be final and binding upon Exhibitors.
22.10. The Exhibitor shall not change the design, colour or layout of their Space or Stand or the Exhibits following the Event Opening, without the Organisers written consent.
22.11. Upon request, the Organiser will provide Exhibitors with the name and contact details of other Exhibitors whose Spaces shall be adjacent to, or close to, their own Space; Exhibitors shall be required to communicate with neighbouring Exhibitors to ensure as far as practical that there
will no conflict between the layout and construction of neighbouring Stands, Spaces or Exhibits, for the benefit of the Event and Visitors and to help maintain the spirit of the Event. Whilst the Organiser will take all reasonable precautions to ensure that neighbouring Exhibitors build in line with these Terms and Conditions, it is Exhibitors responsibility to ensure that neighbouring Stands, Exhibits, walling or features shall not be detrimental to their own Space. The Organiser will not supply copies of Exhibitors’ stand plans to other Exhibitors.
22.12. You shall comply with other relevant details as Eventn in the current version of the venue’s Rules and Regulations at all times, except where superseded by these requirements herein.
23. Stand, Height Limits
23.1. Undercover Stands must be built to a minimum height of 2.5m, with a maximum height of 3.0m where adjacent to a Wall and 4.0m elsewhere.
23.2. Multi-storey Stands built on Outside Open Space may be built to a general height of 6m at the Organisers discretion. Exhibitors must contact the Organiser for further details and guidance. The overall Stand height shall be determined by the Structural Calculations, wind loading and Stand position. The Organiser reserves the right to enforce a lower Stand height than Exhibitors application at their absolute discretion should they consider it necessary.
23.3. Any outdoor Exhibitor displaying boats wishing to build a Wall between them and an adjoining Stand displaying boats must include a set-back of 2m from a walkway at a maximum height of 1.2m and consult with the adjoining Exhibitor to ensure the walling will be acceptable to both parties. Confirmation must be submitted in writing to the Organiser. In the event of a dispute our decision shall be final.
24. Exhibition of Boats
24.1. All boats exhibited on hard standing must be placed in a horizontal position, with the lowest part of the keel on the hard standing/ grass/floors unless otherwise agreed in writing by us.
24.2. All boat cradles must be suitable and sufficient for the required load. Full structural details and/or Structural Calculations must be submitted at the same time as the Stand drawings together with an inspection certificate from an independent structural engineer. The Organiser reserves the right to exclude or insist on changes being made to any unsatisfactory or unstable boat cradle drawn to our attention.
24.3. Visitors must not go forward of the cockpit area externally of any boat exhibited, and must be under the full control and guidance of Exhibitors personnel at all times; where this not possible, then a method of physically stopping visitors going forward on the deck must be used and higher handrail and netting may need to be fitted. It is imperative that any potential area where persons may suffer a fall from height be properly guarded. Muslin, cloth or any other non-structural material must not be used to span the gaps between boats so as to make the gap appear solid.
24.4. Fuel will only be allowed in boats exhibiting in the Marina.
24.5. Where Exhibiting in the Marina Exhibitors must ensure that:
24.5.1. All fuel tanks are safe and contain no more than a quarter of a tank of fuel at any one time;
24.5.2. Fuel tanks are securely fixed or locked shut at all times; and
24.5.3. Re-fuelling must not take place during the Event Open Period or within the Venue.
24.5.4. All fuel tanks must be either empty or otherwise made safe, and pumps and all other pumps onboard must be disconnected for the duration of the Event.
24.6. All batteries must be made safe and/or if on land, disconnected. All power for internal boat display lighting, etc. must be supplied through a suitable mains transformer. All props, powered winches, anchors, drives, pumps and hatches must be physically disconnected on the boat in order to prevent Visitors inadvertently operating them. Exhibitors must contact the appointed electrical contractor for the Event.
24.7. Exhibitors may erect a banner of up to 600mm wide on a yacht with a fully erected mast. The length of the banner must not exceed the vertical extremes of the forestay or backstay, and the banner must be parallel to them, below them along the whole length. If, in the Organisers reasonable opinion, a banner causes a nuisance to another Exhibitor, or may be detrimental to the Event, obstructs or obscures the view to other Exhibits, Exhibitors must remove or reposition it upon notification by the Organiser.
24.8. Propellers must be removed or otherwise made safe. Low-level lights and trailer tow-bars must be suitably guarded and positioned so as to avoid persons walking into or touching them. Anchors and bow-rollers must be at least 2.5m off the floor, removed, or firmly secured and not protruding over the Stand boundary.
24.9. Where a boat cradle sits over a duct cover or drain, then a suitable base plate should be used which overlaps the duct cover by at least 100mm. Please see the base plate regulations herein.
24.10. All Exhibits must be safe and guarded where necessary.
24.11. Only the officially appointed Event contractors are permitted to undertake boat lifting.
25. Dangerous Substances and Power-Driven Exhibits
25.1. All moving parts of any machine must be suitably guarded at all times.
25.2. Exhibitors must not under any circumstance run internal combustion engines or electric motors, or to hold or store in the Space or elsewhere at the Event any fuel, anti-fouling, flares, paints, liquefied petroleum gases (propane, butane etc) or other pyrotechnic or inflammable products, although Exhibitors are at liberty to advertise them for sale on Exhibitors Space.
25.2, Exhibitors may with the Organisers express permission:
25.3.1. Hold such items outlined in 25.2 in any boat lying in a Marina Berth provided it is usual practice for the boat in question; or
25.3.2. Having contained written consent from the Organiser for which a satisfactory risk assessment must be obtained, Exhibit anti-fouling paints or associated products.
25.4. Fuel required for demonstration of Exhibits must be obtained from a marina site and must not be carried to or from the Exhibits lying in the Marina Berth, other than across the water.
25.5. It may permissible to run electric or diesel-driven equipment (not engines) for display purposes only. Such equipment must conform to Local Authority regulations for the venue, based on noise, emissions, fuel storage and public safety. Exhibitors must request permission from the Organiser and indicate the nature and appearance of the display when submitting Stand plans. The Organiser has the right to determine the suitability of the display when Exhibitors seeks Stand plan approval.
25.6. Liquefied petroleum gases (“LPG”propane, butane etc) are not permitted at the Event except with the Organisers prior permission in writing, and then only outside the Halls. LPG presents a substantial fire/explosion risk. To be granted permission, Exhibitors must submit details of the appliance and why mains gas cannot be used, together with a risk assessment at least 30 days prior to the Event.
25.7. All liquid fuels and LPG must be used with the greatest vigilance and care and precautions must be taken against the risk of fire.
26. Spa Baths & Water Features (inc: water tanks)
26.1. To protect against Legionnaire’s Disease, Exhibitors must adhere to the following:
26.1.1. Spa baths, jacuzzi’s, ponds, pump displays, misting machines, humidifiers, dry ice and smoke machines, etc, must not be used without our prior written permission and have a fully operational UV filter and system in place prior to the nozzle outlet. Proof that these systems have been disinfected at the point of installation must be provided to the Organiser before the system will be allowed onsite.
26.1.2. Water must be maintained at either a temperature below 20°c or heated to above 70°c at all times – from the time the receptacle is filled to the time it is emptied.
26.1.3. Filtration and water treatment tablets must be used on a daily basis, and more often if instructed by the Organiser or their appointed agent.
26.1.4. Water that supplies any display unit must not be recycled. Water should be from a mains supply and potable (ie: drinking water) and the water changed daily.
26.1.5. Water features must have a suitable bund tray installed to eliminate any leakage onto the hall floor and into floor ducts.
26.1.6. Water for either display or product demonstrations shall be subject to testing for bacterial content throughout the duration of the Event by our officially appointed agent. Exhibitors featuring water on their Stand shall share the costs involved in water testing.
26.1.7. Direct connections from the water mains service to a machine shall not be permitted unless a double check valve is fitted at the inlet to the machine. All vessels of this type containing water are to be fitted with either a connection in the base to a waste pipe ordered from the Event’s official contractor, or a suitable connection incorporating a pump connected to a waste pipe; so as to ensure prompt drainage in case of emergency or at the end of the Event.
26.1.8. All Exhibits and ancillary equipment containing water shall be carefully drained down at the end of the Event, in such a way that water will be not discharged onto the floor. Any costs involved in dealing with water discharge onto floors, or into service ducts, or any damage caused to mains services in the service ducts or tunnels under the floor by the discharge of water, shall be charged to Exhibitors.
27. Walling and Travel Distances
27.1. The Exhibitor must on Open Space (within the Halls) construct a Wall between their Stand and any adjoining Stands to a minimum of 2.5m high, and have a suitable floor covering. Failure to do so shall mean the Organiser has the right to erect a Shell Stand and/or lay floor covering and charge Exhibitors accordingly for the cost incurred.
27.2. Any Wall must feature a ‘fair face’ from all angles, appropriately decorated and finished to the full height, to our satisfaction. For Undercover Open Stands, dividing Walls above 2.5m high must feature a ‘fair face’, which means they must be competently decorated in a plain and single neutral colour and without branding or logos if they overlook an adjoining Exhibitor’s Space. For Outdoor Open Stands, the complete Wall must have a fair face.
27.3. For all Exhibitors, the maximum travel distance on the ground floor from any part of the Stand to an open side, or exit, or to a gangway, must not exceed 15m.
28. Doors: Office & Fire Doors
28.1. All doors should have vision panels and recessed fittings.
28.2. Doors and gates on emergency exit routes must open outwards, i.e.: in the direction of escape, clear of any steps, landings or in the public way. Such doors may therefore need to be recessed or protected so as not to foul any gangway or traffic route when open. Such doors shall be free from fastenings, other than panic bolts of a type and pattern, and installed in accordance with BS EN 1125. The number of emergency exits must as required by law be identified in the Exhibitors risk assessment.
28.3. Where any door or gate is at the head or foot of stairs, a landing shall be provided between the door or gate, and the top or bottom step, or both as the case may be. The depth of the landing shall be not less than the width of the flight. Doors should be set back from the Stand edge by at least 1m.
29. Floor Coverings of Spaces in Halls
29.1. Unless the Stand is a Shell Stand, Exhibitors must ensure that all visible floor areas are covered with carpet or other similar floor covering, professionally and properly laid and secured.
29.2. The Organiser will have the right, at Exhibitors expense, to carpet and/or cover any uncovered floor area of Exhibitors Space visible at 12 on the day before Event Opening. Furthermore, the Organiser will be entitled to remove and replace at Exhibitors expense any carpet or floor covering, which does not conform to these Terms and Conditions.
29.3. Not later than one day after Event Closing, Exhibitors must remove from the Space any carpet tape used.
29.3.1. Exhibitors must only use the approved low-tack carpet tape. If Exhibitors fails to do so they shall be liable to pay the Organisers removal and cleaning rate, which shall be charged per metre length of sticky tape and per square metre of adhesive or other substances.
29.4. Floor coverings must be of non-combustible material.
30. Obstruction of walkways
30.1. No Exhibitor may allow their Stand, Exhibits or personnel to obstruct or impede the gangways or otherwise cause, contribute to or facilitate any obstructions to the smooth running of the Event Build-up or Breakdown.
Each Exhibitor must fully co-operate with the Organisers officers or agents and if an Exhibitor fails to do so, the Organiser will have the right to remove the offending Exhibit or other property or take such other action as they consider reasonable and necessary to safeguard the Event.
31.1. Packing cases and materials must be removed from the Event on or before 5pm on the last working day of Build-up, immediately prior to the first Event Open Day; such cases and materials remaining following this time may be removed, disposed of, or stored by the Organiser at the Exhibitors expense.
31.2. Exhibitors may only keep a reasonable volume of stock, literature, cleaning materials etc on their Space at any one time; the Organiser may at their discretion remove excess to be stored at the Exhibitors expense. No excess stock, literature or packing cases may be stored around or behind Stands.
31.3. Exhibitors must ensure that all Event entrances, exits and fire exits are easily accessible and must not permit or acquiesce any breach of fire regulations.
32. Standfitting, Removal or Repositioning of Exhibits
32.1. The Organiser may, at their discretion, require Exhibitors to remove from their Space or Stand, or from the Event:
32.1.1. Any Exhibits or other property which in the Organisers opinion are or will be dangerous, objectionable or unsuitable to be exhibited, may breach health and safety, may breach third party intellectual property rights, or causes a nuisance to Visitors or other Exhibitors, or are of a poor standard, the effect of which will be to bring discredit upon other Exhibitors or upon the Event; or
32.1.2. Any Exhibit or other property, which may by their continued display or presence, be in breach of the Agreement.
32.1.3. The Organiser shall have this right notwithstanding that such Exhibit has been properly described in the Exhibitors Application Form.
32.2. If following a request from the Organiser to an Exhibitor to remove or reposition any Exhibit or property the Exhibitors fails to do so, the Organiser will have the right to do so at Exhibitors expense and risk; where appropriate the Organiser shall have the right to close the Space and Stand.
32.3. The Exhibitor must not remove any Exhibit from the Space or Stand during the Event open hours; except where the Organisers written consent has been obtained or where an Exhibit has been sold during the ordinary course of business at the Event and does not represent a feature or attraction of the Event.
32.4. Under no circumstances during the Event Open Period may goods such as Exhibits, standfitting materials or equipment be delivered. Such deliveries may only take place either before or after the Event Open Period. During the Event Open Period, only small hand carried items may be permitted to be delivered. All other deliveries must be made outside the Event Open Period.
32.4.1. The Organiser may in their discretion refuse the removal of any particular Exhibit, and shall usually do so if its removal would in their opinion affect the integrity or quality of the Event in whole or in part, reducing the number and variety of Exhibits at the Event.
32.5. Exhibitors must not change the design, colour or layout of their Space or Stand or Exhibits following the Event Opening, without the Organisers written consent.
32.6. Any remedial action which the Organiser may take under this clause will not prejudice their right to terminate the Agreement for Exhibitors breach, under clause 6.
33. Transport of Exhibits and Consignment of Goods
33.1. Exhibitors understand and agree that:
33.1.1. Size and height restrictions apply to the entrance gates, Hall floors, pontoons, bridges, loading and carrying equipment and lifts at the Event.
33.1.2. They shall be responsible for ensuring that all vehicles and other equipment used for transporting or delivering their Exhibits, equipment and other items are capable of gaining straightforward access to the Event.
33.1.3. They shall be responsible for their Exhibits arriving at, and departing from, the Event in accordance with the Build Up and/or Breakdown Schedule. Furthermore, they must co-operate with, and participate in, any convoy or other collective system for facilitating the movement of Exhibits to and from the Event. It may be necessary or desirable for the Organiser to vary such times and dates and in no circumstances shall the Organiser be liable to Exhibitors for any loss, damage, expense or cost incurred by Exhibitors as a result.
33.2. Exhibitors may consign Exhibits to and from the Event by rail, road or sea and must quote the Space number and the address of the Event on all documents. Carriage must be prepaid by Exhibitors.
33.3. Exhibitors must ensure that a competent and responsible representative is present at the Event to receive and despatch the Exhibits at the Event.
34.1. Exhibitors must comply precisely with any specific instructions relating to parking of vehicles.
34.2. Where parking facilities are provided, it shall be on the basis that the Organiser is not liable for any loss of or damage to, any vehicle or its contents.
35. Damage and Dilapidation to the Venue
35.1. Exhibitors, nor their contractors or agents are permitted to:
35.1.2. Excavate, or bolt to, the Hall floor, venue ground or dig up grass areas;
35.1.3. Perforate or otherwise interfere with the floors, walls, columns or ceilings;
35.1.4. Cut trees, hedges or fences or damage tarmac; or
35.1.5. Exhibitors must not affix any promotional material to any part of the Halls or anywhere at the Event, other than on their allocated Space, unless otherwise expressly agreed in writing by the Organiser.
35.1.6. Exhibitors shall be held responsible for, and must have made good at their expense and without delay, all damage and dilapidation caused to their Space, the ground, trees or any other infrastructure or any other property at the Event.
35.17 . Where such damage or dilapidation occurs, Exhibitors shall be advised by the Organiser on or after the Breakdown of the Event; whereby the Organiser will give Exhibitors full details of the total liability, together with an invoice which will be payable on demand.
35.1.7 Exhibitors who leave excessive rubbish or stand material; including but not limited to shingle, nails, screws and stones shall be charged by the Organiser for their removal.
36. Fire Precautions for Construction Materials
36.1. Materials Used in Standfitting
36.2. Exhibitors must ensure that all materials used in the construction of the Stand, signs and fascias, etc, comply with legal requirements and are selected so as to be difficult to ignite. In particular, the use of untreated plywood or sailcloth of any kind shall be expressly forbidden.
37.1.1. Timber used in Stand construction and displays under 25mm thick must be impregnated (pressure process) to flame-resistant BS476 Class 1 standard. Boards, plywood, hardboard, pulpboard, fibreboard and chipboard, etc, under 18mm thickness must be treated in the same way.
All such treated timber must bear a clear distinguishing mark ‘BS476 Part 7 Class 1’ stamped on them. The exception to this is MDF, which is acceptable for use, due to its density although Personal Protective Equipment must be worn & adequate ventilation used when cutting MDF. Timber over 25mm thick is deemed to be inherently flame retardant and need not be treated.
37.2. Timber framing of Stands, counters and floors may be of natural unproofed timber of a minimum thickness of 25mm. Where natural timber is used for floors it must be close-jointed so as not to permit hot or lit objects, ie: cigarettes to fall through. The cupboards or open spaces formed beneath enclosed stairways (ie: where the risers are not open and perforated material is not used for treads and landings) shall be lined throughout with non-combustible material.
38.1. All plastics used must conform to BS476, Class 1 standard. Lexan and Macralon are recommended. Perspex must not be used in stand construction.
38.2. Plastic and artificial foliage flowers are combustible and give off toxic fumes when burning, so must not be used for stand dressing. Silk type or dried flowers are acceptable providing they have been made flame retardant to BS476 Part 7 and BS5438 and are marked as such.
38.3. Sharp branches and sharp leaves must not be positioned at eye level. The Organiser reserves the right to prohibit the use of such plants in some areas.
39.1. Only toughened or laminated glass may be used and will be subject to approval by the Organiser. All glazing must comply with the current UK Building Regulations and relevant British Standards including BS6206 and BS6262.
39.2. Glazing above head height must be laminated or otherwise mechanically protected from shattering. Full height glass on upper levels may require a single handrail at 1100mm height on either side where persons could lean against the glass.
40. Surface finishes
40.1. Untreated wallpaper and similar thin surface finishes, not exceeding 1mm in thickness, may be accepted, provided they are fixed firmly with an approved adhesive.
41.1. Textile fabrics and other decorative material used for stand dressing, including drapes, hangings and curtains must:
41.1.1. Be flameproof by the use of the approved chemicals, or purchased already treated in accordance with BS5438 or BS5852 and BS EN 13773 as required by law;
41.1.2. Be fixed taut and/or in tight pleats (not draped) to a solid backing and secured at least 75 mm above floor level by a 75mm deep skirting and away from any light fittings or heat sources;
41.1.3. Not conceal any exit signs.
41.2. Exhibitors must produce test certificates or in the absence of a test certificate, suitable samples for any textile fabrics and other decorative materials that they intend to use, including in drapes, hangings and curtains. Materials may be tested on site to ensure they comply. If the Organiser is not satisfied that any materials meet the standards required they shall be removed from the Venue.
41.3. Night sheets shall be of inherently non-flammable material or treated so as to render them non-flammable. Night sheets must be firmly secured in a rolled-up position where obstruction is not caused.
41.4. Any upholstery seating shall be required to meet the pass criteria for smouldering ignition source 0, flaming ignition source 1 and crib ignition source 5 when tested in accordance with section 5 BS 5852:19990.
Note: In exceptional circumstances where materials cannot be treated with fire retardant without damage an ad hoc test may be carried out to demonstrate their non-combustibility. In such circumstances the owners of the material shall accept responsibility for resulting damage to the material. All necessary precautions shall be taken to ensure the ignition is contained and that all combustion is thoroughly extinguished on completion of the test.
42. Paint and Spray Applications
42.1. Cellulose paint and other flammable paints with a low flashpoint must not be used for Stand finishes or applied on site. Water-based finishes are acceptable
42.2. Fabrics and materials treated with fire-resistant solutions must not be over-painted with flammable or water-based paint.
42.3. Protective measures must be undertaken to ensure that no paint is spilt on any floors or splashed on walls or other parts of the buildings structure, plant or equipment. No nuisance should be caused to other persons at the Event.
42.4. Sprayers powered by internal combustion engines must have permission for their use gained at least 30 days prior to the event, and be fitted with suitable fire extinguishers. Sprayers using liquid fuel must be refuelled outside the halls and comply with all relevant safety legislation.
42.4. Be flameproof by the use of the approved chemicals, or purchased already treated in accordance with BS5438 or BS5852 and BS EN 13773as required by law; 56. Flooring Coverings
43.1. Carpets, drugget, matting, crumb cloths, carpets, and other textile floor covering and under-lays must comply with BS 4790. Floor coverings shall be secured and maintained so that it shall not cause a hazard.
Mats shall be sunk so that they are flush with the floor of the Stand. Fixing of floor coverings may only be done with the industry standard tape. Other forms of fixing such as cable clips, nails or bolts are strictly prohibited.
44. Fire Precautions & Fire Extinguishers
44.1. Exhibitors must permit and facilitate access at all times to all fire hydrants, fire extinguishers and fire alarms as Eventn on the Event floorplans. Exhibitors must not move, cover, remove or otherwise interfere with any fire fighting or safety equipment.
44.2. Exhibitors must ensure that all entrances, exits and fire exits are easily accessible and must not permit or acquiesce in any breach of fire regulations.
44.3. The Organiser shall place a limited number of type-approved fire extinguishers in general areas, for the duration of the Event. However, Exhibitors and contractors must ensure that they have the correct type fire extinguishers for the specific work they are doing.
44.4. Any work involving naked flames and sparks including soldering, welding, oxy-acetylene cutting, grinders, LPG burners, blowlamps or other open flames used in heat-shrinking processes requires a Hot Work Permit; for which Exhibitors must gain permission from the Organiser’s onsite Health & Safety Officer to ensure that all safety measures are in place prior to work commencing.