Exhibitors’ Information and Conditions

Alcohol

Alcohol consumption is only permitted inside the Food sales Licensed Area during public opening times.

Bump in/out

Refer to Set up

Camping

Camping is not permitted anywhere within the Botanic Gardens.

Dogs

As Southern Highlands Botanic Gardens is a bird sanctuary, NO DOGS are permitted within the fenced area of the gardens.

Electricity

Electricity will only be available to those who request it when booking.

All electrical equipment used by stall holders must be tagged and tested and meet all current safety standards.

Equipment Hire

The Plant Fair preferred equipment supplier is YES Events. They supply tents, tables, chairs etc., and can be contacted direct on 1800 096 634 http://www.youreventsolution.com.au/

Tents from Yes Events will be delivered to the site on the Wednesday prior to the event and collected on Monday morning after the event.

Any request for equipment hire is a contract between Yes Events and you, the exhibitor. SHBG will not be liable for late deliveries, expenditure or problems related to damaged rented equipment.

Event schedule

Available in the Exhibitor Information Package (a separate document), containing dates and schedules for the event.

Exhibitor packages and costs

Exhibitor packages and costs are outlined in the Exhibitor Information Package.

Fair Updates

Please ensure that we have your current email address on file so that we can keep you informed of all the latest Plant Fair news.

First Aid

If there is a medical incident or any need for first aid, contact the site supervisor. A first aid kit and defibrillator can be found in the site shed.

Insurance

Exhibitors are required to insure their exhibition site areas for public risk liability for a minimum of $20 million.

A copy of an insurance ‘Certificate of Currency’ showing the site holders business name and address MUST be supplied to the SHBG by the date indicated in the Event Schedule. Your insurance should be effective from the first day of ‘bump-in’ to the final day of ‘bump-out’.

Please note it is up to each stall holder to insure their own stock/goods. Any damage to their stock/goods is their responsibility and SHBG will not be liable.

Parking

Visitor parking will be provided on site. Exhibitor parking will be allocated separate to visitor parking.

See separate section below on Vehicles.

Plant Trolleys

A limited number of wheel barrows and plant trolleys will be available for use during bump in/out for stall holders and during the event by customers.

Promotional material distribution

Promotional materials of yours such as brochures, flyers, posters, product samples, etc may only be distributed from your designated site unless express written permission has been granted by SHBG.

Refund Policy

See the Event Schedule for refund for cancellations.

Security

The entire exhibit area is securely fenced. On site security is provided by Friends of the SHBG staying overnight Friday & Saturday of the event weekend.

Set Up

Dates and times are in accordance with the Event schedule.

The venue is not open to members of the general public during Set Up time, so if you notice any unauthorised activity, please report it to an SHBG officer immediately.

All people on site during set up and pack down are required to wear hi-vis vests. A limited number of vests will be available for sale from the SHBG Office.

Please move vehicles away as soon as you have unloaded, allowing others to move in.

If you bring children with you, please ensure they are under constant supervision and always in immediate eyesight. The site has hazards, including water.

Signage & Promotional Material

Optional coreflute sign for tent with business name at the cost indicated in the Exhibitor Information Package. This signage must be booked in advance of the Plant Fair and will be organised by SHBG.

Signage can only be erected within the boundaries of your site and MUST relate entirely to the product you are displaying and selling. No other signage will be allowed to be erected. For example, no political endorsements or political causes, fundraising or awareness campaign signage.

Signage must be of a reasonable size and not impinge on the aspect of surrounding sites. SHBG reserves the right to request the removal of any inappropriate signage.

Promotional materials such as brochures, flyers, product samples etc. may only be distributed from your designated site unless express written permission has been granted by SHBG.

Site Map

A site map will be made available to stall holders at a time indicated in the Event Schedule and will be included in promotional material after this date.

Tent Hire

See Equipment Hire.

Toilets

Toilets are located in our amenities block. Additional hire toilets will be provided to the site on the weekend.

Trading times

Trading times are as shown in the Event Schedule.

No trading to the general public is permitted outside these hours, especially Friday before the Fair commencement7. Any exhibitor found trading outside of hours may be asked to cease trading for the remainder of the event.

Vehicles

Vehicles are not permitted to be used as part of your site display.

Vehicles up to 4.5 tonne can access each stall on Thursday and Friday prior to the event, before 8am and after 4pm on event days, and any time Monday after the event. Trucks above this weight need clearance from the site supervisor for suitable access times for their stall.

To reduce congestion during bump in and out, please contact the event coordinator with your preferred times of arrival and departure.

Bicycles, skateboards and roller blades are not allowed in the garden.

Waste Management

Stallholders are asked to minimise non-recyclable waste. Single use plastic bags should not be used during the event. Please consider the environment in your packaging and waste.

Weather

The Southern Highlands Plant Fair will proceed regardless of the weather and site refunds will only be given in exceptional circumstances and at SHBG’s discretion.

Work Health and Safety

Work Health and Safety Act 2011 together with all NSW State and Local Government regulations apply and it is the responsibility of exhibitors to comply with all such requirements.
If you bring children during set up, please ensure they are under constant supervision and always in immediate eyesight.
All people on site during bump in and bump out are required to wear hi-vis vests. A limited number of vests will be available for sale from SHBG.
All electrical equipment should be tagged and tested and meet all current safety standards.