indoor trade stands - Royal Highland Show

FOR ALL
WALKS OF LIFE
THE ROYAL
HIGHLAND SHOW
24-27th JUNE 2010
SHOW
BUSINESS
Trade Exhibitor Guide

CLOSING DATES 2010
Cut off point for Bonus Tickets – 24th December 2009
APPLICATION FORMS – 31 st January 2010
Entry for Catalogue -30 th April 2010
Technical Innovation Award – 31 st January 2010
Electricity Supply – 1 st May 2010
Water Supply – 1 st May 2010
Main Drainage Connection – 1 st May 2010
Grass Cutting – 14 th June 2010
RHASS
TECHNICAL
INNOVATION AWARDS
2010
Kindly sponsored by
Hillhouse Quarry Group Ltd
For full details about this
competition please see Pages
33 to 35 of this guide.
An application form is also
enclosed.
All entries should be sent to the
Trade Stands Manager prior to
the closing date of
31 st January 2010.
CONTACT DETAILS
Trade Stands Department
Royal Highland Show
Royal Highland Centre
Ingliston
Edinburgh
EH28 8NB
Tel: 0131 335 6218 or 6217
Fax: 0131 333 1453
tradestands@rhass.org.uk
Trade Stands Manager:
Mags Clark
Tel 0131 335 6217
margaretc@rhass.org.uk
Trade Stands Co-ordinator:
Anne-Marie Thomson
Tel 0131 335 6218
annemariet@rhass.org.uk

INDEX OF CONTENTS
GENERAL INFORMATION.. .. .. .. .. .. .. .. 2
PRICING STRUCTURE .. .. .. .. .. .. .. 3
ADMISSION TICKETS .. .. .. .. ... .. .. 5
VEHICLE PASSES .. .. .. .. .. .. .. .. 6
VEHICLES IN THE SHOWGROUND.. .. .. .. .. .. 7
BUILD UP AND STAND CONSTRUCTION .. .. .. .. .. 8
OPENING AND STAFFING OF STANDS .. .. .. .. .. 9
BREAKDOWN OF STANDS .. .. .. .. .. .. .. 10
SECURITY .. .. .. .. .. .. .. .. .. 11
CATALOGUE & PRODUCT LISTING SERVICE.. .. .. .. .. 12
OUTDOOR TRADE STAND GUIDANCE & LIMITIATIONS.. .. .. 13
INDOOR TRADE STAND GUIDANCE & LIMITIATIONS.. .. .. .. 14
GENERAL TRADE STAND GUIDANCE & LIMITIATIONS.. .. .. .. 15
SHOWGROUND MAP .. .. .. .. .. .. .. 18
OFFICIAL CONTRACTORS & SERVICES .. .. .. .. .. 23
ADDITIONAL INFORMATION .. .. .. .. .. .. 25
RISK ASSESSMENT GUIDANCE NOTES .. .. .. .. .. 27
RISK ASSESSMENT EXAMPLES.. .. .. .. .. .. .. 30
TECHNICAL INNOVATION AWARD CONDITIONS OF ENTRY .. .. 33
1

GENERAL INFORMATION
1. APPLICATIONS
Applications, accompanied by the appropriate remittance in full, must be received by the relevant
closing date of 31 st January 2010. The charges stated on page 3 will apply in 2010. In any
discussion as to what constitutes a non-agricultural exhibit the decision of the Society shall be final.
Please note membership of the Society is obligatory for all exhibitors.
Membership is on an individual basis and the membership form can be found within the Trade
Stand Application pack and must be completed and returned with the application for space.
Applications will be accepted on the strict understanding that the Society reserves the right to
refuse any application without giving any reason therefore, and to determine the position and area
of sites.
VAT should be applied to stand bookings at the prevailing rate. If there is a change in the rate of
VAT before the remittance is banked the VAT payable will require to be recalculated.
2. USE OF STAND SPACE
Applications will be accepted on the strict understanding that space allocated is used for the
display, promotion or sale of the items or services listed by the exhibitor on the application form.
Exhibitors and stand personnel must conduct their business only within the space
allocated to them.
In the event of any exhibitor occupying more space than has been allocated, the Society reserves
the right to charge for the additional space or to ask the exhibitor to vacate the space. The tenancy
of the space is granted for the period of the Royal Highland Show 2010 only and expires at 8.00
am on Monday 28 th June 2010. In the event of any exhibitor failing to occupy and arrange their
own stands and exhibits within the space allocated to them before 8.00 a.m. on Thursday 24th
June 2010 to the satisfaction of the Stewards of Trade Stands the allocation of space may be
cancelled by the Society without refund and the Society may re-let the space.
3. SUB-LETTING OF STAND SPACE
Exhibitors who wish to share their stand with another company or individual must obtain the written
agreement of the Society. Except where the Society appoints individuals or companies to act
as its agents to manage an exhibition or stand at the Show, exhibitors are prohibited from
sub-letting space allocated to them.
Where the Society appoints agents, those who rent space from them will be regarded as exhibitors
for the purpose of complying with the Trade Stand Regulations. Agents will distribute copies of the
Trade Stand Regulations to all of their exhibitors, and must ensure compliance with them. Agents
may issue additional regulations of their own, which must be submitted to the Society for approval,
and which must not contradict the Society’s own regulations.
BANNER OPPORTUNITIES 2010
Maximize your product/service awareness by having your company’s banner in a
prominent position at the Royal Highland Show. With a potential viewing from over
160,000 visitors, you cannot ignore this opportunity for marketing.
BANNER RATES (6.1m x 1m maximum size):
MAIN RING –1 banner £400.00 OR Package of 1 Main Ring + 2 elsewhere £500
JUMPING RING,COUNTRYSIDE ARENA OR FORESTRY ARENA – 1 banner £250.00 OR
Package of 1 in Jumping ring, Countryside Arena or Forestry Arena + 2 elsewhere £350
15 th AVENUE, HORSE WARM UP RINGS, SHEEP OR CATTLE RINGS –1 banner £200 OR
Package of 2 banners for £250.00
GENERAL SHOWGROUND – 1 banner £100 * OR Package of 2 General showground £175
PRICING STRUCTURE
Please see the trade application form enclosed for more details.
2

OUTDOOR TRADE STANDS
PRICING STRUCTURE 2010
Excluding VAT
TO BE ALLOCATED ONLY IN UNITS OR MULTIPLES OF UNITS OF FRONTAGE AS DESCRIBED
BELLOW:
Category Description Size
(Increments of ‘X’m
frontage by ‘X’m
depth)
1 Grass Space Only –
Non Prime or Special
sites
2 Grass Space Only –
Non Prime or Special
sites
3 Grass Space Only –
Prime Site i.e.
Avenue 7, 13 & O
4 Grass Space Only –
Non Prime or Special
sites
5 Grass Space Only –
Non Prime or Special
sites
6 Individual Marquee
on Floral Walkway
(Horticultural Exhibitors
only)
7 Individual Marquee
on Floral Walkway
(Horticultural Exhibitors
only)
8 Grass Space Only –
Countryside Area i.e.
4 th Avenue
9 Renewable Area
3m frontage x 6m
depth
3m frontage x
12m depth
3m frontage x
15m depth
4.5m frontage x
15m depth
4.5m frontage x
16.5m depth
4.5 frontage x
4.5m depth
12m frontage x
4.5m depth
A) 3m frontage x
6m depth
B) 3m frontage
x 12m depth
A) 3m frontage x
6m depth
B) 3m frontage x
12m depth
C) 4.5m frontage
x 15m depth
D) 4.5m
frontage x 16.5m
depth
E) 6m frontage x
6m depth inc 6m
x 4.5m individual
marquee
Agricultural
Exhibitor Rate
135.00 312.00
269.00 625.00
594.00 1388.50
470.00 1104.00
602.00 1405.00
n/a 350.50
n/a 935.00
n/a 328.00
n/a 656.00
n/a 342.00
n/a 685.00
n/a 1283.00
n/a 1410.00
Non-Agricultural
Exhibitor Rate
n/a £1185.00
3

INDOOR TRADE STANDS – SHOPPING ARCADE AND MARQUEE
(Excluding VAT)
SHOPPING MARQUEE:
Category Description Size
(Increments of ‘X’m
frontage by ‘X’m
depth)
10 Modular shell 3m frontage x
scheme stand
11 Modular shell
scheme stand
1.5m depth
3m frontage x 3m
depth
Agricultural
Exhibitor Rate
n/a 671.00
n/a 1223.00
Non-Agricultural
Exhibitor Rate
SHOPPING ARCADE:
Category Description Size
(Increments of ‘X’m
frontage by ‘X’m
depth)
15 Modular shell 3m frontage x
scheme stand 1.5m depth
16 Modular shell 3m frontage x 3m
scheme stand
17 Modular shell
scheme stand
depth
6m frontage x 3m
depth
Agricultural
Exhibitor Rate
n/a 687.50
n/a 1253.50
n/a 2429.50
Non-Agricultural
Exhibitor Rate
ALL MODULAR SHELL SCHEME STANDS COME COMPLETE WITH:
- FABRIC MODULAR SHELL UNIT WITH 3 SIDES UNLESS CORNER OR END STAND
WHEN YOU WILL HAVE 2 SIDES.
- NAMEBOARD
- CARPET
- TWO SPOTLIGHTS & ONE POWERPOINT
All prices exclude VAT and so VAT at the prevailing rate, at date of
application should be added to the above rates.
4

ADMISSION TICKETS
a. Free Allocation
The allocation of free wrist bands and tickets will be in accordance with the scale shown below.
Please note that wrist bands should be given to/used by staff who will be on the trade stand for the
duration of the show and MUST be worn by exhibitors at all times. Wrist bands will allow exhibitors
access to the site 24hours per day. Between the hours of 8pm and 8am admission to the site
will only be via a valid wrist band. The single admit tickets can only be used once (to admit one
person) and so we would suggest that they are used by any occasional staff. Wrist bands and
single admit tickets cannot be exchanged without prior agreement by the trade stands manager.
Please note if your staff wish to access the site after 8pm in the evening then they MUST have a
wrist band.
b. Additional Stand Attendant Tickets
Exhibitors may purchase additional single day stand attendant tickets up to the limit specified below
at the discounted rate of £18.00 each including VAT. Each ticket will admit once on any one day of
the Show, and are strictly non-transferable. Please note that no tickets will be issued on a credit
basis unless an official purchase order form from the exhibitor’s firm is included. In all other cases
tickets will only be supplied if the appropriate payment is included with the order.
c. Bonus Tickets
Exhibitors who book and pay for their space before the 24th December 2009 will receive a bonus
allocation of single admit tickets in accordance with the scale shown below.
OUTDOOR TRADE
Area Sq M
Free
4 Day
Wrist Bands
Free
Single day
admittance
tickets
No of
Additional
attendance
tickets
Payable
No of
Single day
admittance
bonus
tickets
1-39 2 4 15 4
40-59 2 8 20 4
60-79 3 8 25 4
80-99 3 12 30 4
100-119 4 12 35 6
120-149 4 16 40 6
150-199 5 16 45 6
200-249 5 20 50 8
250-299 6 20 55 8
300-349 6 24 60 8
350-399 7 24 65 8
400-474 7 28 70 10
475-549 8 28 75 12
550-624 8 32 80 14
625-699 9 32 85 14
700-799 10 32 90 16
800-899 11 32 95 16
900-999 12 32 100 18
1000 & Over 13 32 105 20
5

INDOOR TRADE
Area Sq M
Free
4 Day
Wrist Bands
Free
Single day
admittance
tickets
No of
additional
attendance
tickets
Payable
No of
single day
admittance
bonus
tickets
1-9 2 4 8 4
10-18 3 8 12 4
19-27 4 8 16 4
28-36 5 8 20 6
37-45 5 16 24 6
46-54 6 18 28 8
55-90 7 20 36 8
Admission wrist bands and tickets provided for trade stand exhibitors, whether “free” or purchased,
are strictly non-transferable and may not be re-sold. Both wrist bands and tickets will be valid for
admission at all public entrances to the Showground.
VEHICLE PASSES
a. Trade Exhibitor Car Park Tickets
Each Exhibitor will receive an allocation of free ‘4-Day Trade Exhibitor Car Park Season Tickets’ for
entry to any of the Society Car Parks, based on stand size as follows:
up to 70sqm
71sqm up to 200sqm
201sqm up to 300sqm
301sqm up to 400sqm
401sqm and over
1 ticket
2 tickets
3 tickets
4 tickets
5 tickets
Additional Season Car Passes up to a maximum of 4 may be purchased at £16.00 each including
VAT. These may be applied for on the application form.
b. Onsite Vehicles for Outdoor Trade Exhibitors
All vehicles which will be left onsite for the duration of the show will be issued with an ‘Onsite’
vehicle pass. Details of all onsite vehicles including caravans, exhibition units, tractors, vans,
lorries along with any other vehicles MUST be confirmed on the application form. NB A vehicle
which you plan to leave onsite MUST have one of these passes therefore full details must be
supplied on application. If you want to apply for an onsite vehicle i.e. caravan, outside the
boundaries of your trade stand then a fee of £100.00 will be charged. Vehicles should not be left
onsite during the show without a valid Onsite Vehicle Pass.
c. Onsite Support Vehicles for Indoor Trade Exhibitors (behind Shopping Arcade &
Marquee)
Similar to 2009 a limited number of passes are available at the rear of the Shopping Arcade &
Marquee for stand-holders who require 24 hour access to a vehicle containing trade stand stock, at
a cost of £20 (Inc VAT). Vehicle parking is also available out with the main showground in the
Trade Exhibitor Car Park (see note 'a' above) for exhibitors who do not require 24 hour vehicle
access. Vehicles which are kept in the Trade Exhibitor Car Park can access the site using a ‘C
Pass’ as described below. If you wish to apply for an Onsite Vehicle Pass please complete the
appropriate section of the application form. Please note these passes are limited and will be
allocated according to the ‘greatest need’ by the Trade Stands Manager. The closing date for
applications is 30 th April 2010. All applicants will be informed whether successful or not in May
2010. Any vehicles left onsite during the show without a valid Onsite Vehicle Pass will be
removed.
6

d. Deliveries During The Show
Commercial vehicles which supply stands with stock during the four days of the show require a ‘C
Pass’. All ‘C passes’ should be applied for at time of application within the application form.
Commercial vehicles will be allowed access during the four days of the show, for delivery, between
the following times:
- 6.30am and 8.00 a.m; please note the latest access is 7.30am and all vehicles must exit the site
by 8am.
- 8.00 p.m and 10.30 p.m; please note the latest access is 10pm and all vehicles must exit the site
by 10.30 p.m. All commercial vehicles must be removed from the Showground between the hours
of 8am and 8pm.
e. Build Up
Commercial vehicles do not require a Build-up pass; however private cars entering the
Showground between 8.00 a.m. on Monday 21st June and midnight on Wednesday 23rd June will
require a pass. Any private cars remaining in the Showground after this time will be
removed. One pass will be issued per 6m frontage and passes will be sent to exhibitors along with
all other tickets in May 2010. Vehicles conveying exhibits to stands during the build up period must
follow the routes indicated by the Society’s officials, and must leave the Showground immediately
on completing delivery. No further passes will be available. A free car park (just outside the
boundary of the showground) is available for trade exhibitor private cars and vehicles during the
build up period.
VEHICLES IN THE SHOWGROUND
a. All drivers, equipment and vehicles using the roadways within the Royal Highland Centre must
comply with the Road Traffic Acts. The Society reserves the right to require the removal of any
vehicle from the Showground, which is considered to be causing an obstruction at any time.
b. Loading Bay
All attempts must be made to use the loading bay provided during build up. Items of machinery
which can be driven on to the Showground but arrive on the back of an HGV are requested to use
this service at all times. The loading bay is positioned opposite Gate 1 (the main entrance to the
site from the East).
c. Show
During the Show, the Showground is regarded as a pedestrian precinct. Movement and parking of
unauthorised vehicles within the Showground is forbidden.
d. Cranes
Any work that necessitates the use of a crane must be completed by midnight on Sunday
20th June. Lorry mounted cranes may be used after this date. Any exhibitor using a crane during
build-up should inform the Society of their intentions by completing the appropriate section in the
application form and risk assessment.
e. Tracked and Heavy Vehicles
Tracked or vehicles over 30 tonnes may only be moved or displayed on stands or roadways on
track boards or other solid base provided by the exhibitor. The movement of spade-lugged tractors
on roads within the Showground is strictly forbidden.
f. Vehicle Stop & Search Policy
Society Security staff may carry out random security searches on vehicles and trailers at any time
without notice. Refusal of this request may result in attendance by Lothian & Borders Police.
Government agencies such as VOSA, DVLA etc may be situated on the public highway at the
entrance or exit to the site.
7

BUILD UP AND STAND CONSTRUCTION
OUTDOOR TRADE
a. Build Up Times
Exhibitors will have access to their stand area as shown below, and must arrange for a
representative to accept delivery of all materials or exhibits. Exhibitors must advise their
contractors of their 2010 stand number and location which will be sent to you in May along
with your tickets.
Wednesday 16 th June to Sunday, 20 th June, 7.00 a.m. to 9.00 p.m. daily.
Monday 21 st to Wednesday 23 rd June 6.00 a.m. to 11.00 p.m. daily.
b. Personnel
Exhibitors who employ contractors are advised to pass on all relevant stand and build up
information as well as any build up passes that may be required. All passes and stand details will
be issued in May.
c. Signs and Name Boards
All signs must face only the stand frontage Avenue(s) immediately bordering the stand.
d. Working at Height
All exhibitors and sub-contractors must ensure that a risk assessment and method statement is
supplied to the Trade Stands department prior to build up of the Show. It is also imperative that the
current legislation is adhered to when working at height. Local authority officials will be on site
during the show build up and may ask to see copies of risk assessments and/or stop work if
legislation is not being adhered to. It is the responsibility of exhibitors to ensure that they employ
competent sub-contractors.
INDOOR TRADE
a. Build Up Times
Exhibitors will have access to their stand area as shown below, and must arrange for a
representative to accept delivery of all materials or exhibits. Exhibitors must advise their
contractors of their 2010 stand number and location.
The Shopping Arcade and Shopping Marquee will be open for stand fitting and delivery of
exhibits
8.00 a.m. to 9.00 p.m. on Tuesday 22 nd June.
8.00 a.m. to 10.00 p.m. on Wednesday 23 rd June.
b. Individual Stand details
All stands within the Shopping Arcade and Marquee will include:
- an Octanorm shell scheme to a height of 2.5m.
- 3 walls (2 on corner sites) comprising of aluminium components with blue infill panels.
- 300mm deep fascia on all open sides.
- 1 name board detailing the company name and stand number.
Hook & Loop Velcro should be used to attach any display material and signage to the
modular unit.
No nails, paint or adhesive should be used on any module unit provided by the Show
organisers. Any damage caused by exhibitors to modular units will be charged for.
c. General
Except for the services specified for shell scheme stands (see note ‘b’ above), the Show
organisers will not undertake any stand fitting. This should be a matter of private
arrangement between exhibitors and their contractors.
8

OPENING AND STAFFING OF STANDS
DURING SHOW
OUTDOOR TRADE
Stands must be open and staffed continuously as detailed below.
Staffing of
Showground
Stands
Closed
Thursday 24th to Saturday 26th June 8.00 a.m. to 7.00 p.m 8.00 p.m.
Sunday 27th June 8.00 a.m. to 5.00 p.m. 7.00 p.m.
INDOOR TRADE
Shopping Arcade & Marquee Stands must be open and staffed continuously during the following
hours.
Thursday, 24th to Saturday 26th June
Sunday 27th June
9.00 a.m. to 7.00 p.m.
9.00 a.m. to 6.30 p.m.
Staffing of stands until a later hour each day is at the discretion of the Exhibitor.
No dismantling of stands will be permitted before 6.30 p.m. on Sunday 27th June.
The Shopping Arcade and Marquee will be cleared of the public 1 hour after these times each evening,
staffing of stands during this period will be at the discretion of the exhibitor
9

BREAKDOWN OF STANDS
OUTDOOR TRADE
Trade exhibitors’ vehicles will be permitted to enter or to leave the Showground during the times
shown below:
9.00 p.m. (Approx, see note below). - 11.00 p.m. on Sunday 27th June.
6.00 a.m. - 11.00 p.m. on Monday 28th June.
7.00 a.m. – 10.00 p.m. on Tuesday 29th and Wednesday 30 th June.
7.00 a.m. - 9.00 p.m. on Thursday 1st and Friday 2nd July.
8.00 a.m. - 7.00 p.m. Saturday 3rd and Sunday 4th July, by which time all stands and exhibits
must have been removed.
No exhibit shall be removed from its display and no dismantling of stands will be permitted
before the termination of the Show at 6.00 p.m. on Sunday 27th June.
Livestock must not be removed from stands before 7.00 p.m. on Sunday 27th June.
INDOOR TRADE
Trade exhibitors’ vehicles will be permitted to enter or to leave the Showground during these times:
9.00 p.m. (Approx, see note below). - 11.00 p.m. on Sunday 27th June.
7.00 a.m. - 9.00 p.m. on Monday 28th June, by which time all stands and exhibits must have been
removed.
No exhibit shall be removed from its display and no dismantling of stands will be permitted
before the termination of the Show at 6.00 p.m. on Sunday 27th June.
GENERAL NOTE REGARDING THE OPENING OF THE GATES ON SUNDAY 27 th JUNE
As there will be public on site until the show closes at 6pm on Sunday the 27 th June, the police
take over the control of all vehicle movement on the site from 3.30pm onwards. Once the
police have taken over the traffic management the Society and security staff are unable to open
any gates without permission from the police.
From 3.30p.m. onwards the police will monitor the number of public on site as well as other factors
such as the general traffic congestion both within the site and the surrounding areas, the weather
and other measures. This will determine exactly when the main gates across the site will be
opened for trade vehicles to enter and exit the site.
Generally, in the past, the gates have been opened at some point between 7.30 p.m. and 9.00
p.m. however the exact time cannot be confirmed in advance as it is entirely dependant on ‘at the
time’ factors as detailed above. As soon as the police give the Society permission to open the
gates this information will immediately be passed on to the Security team who will then open the
gates.
10

SECURITY
OUTDOOR TRADE
Security Patrols will operate on behalf of the Society throughout the Showground between 8.00
p.m. and 8.00 a.m. starting from 8.00 p.m. on Wednesday 23rd June until 8.00 a.m. Monday 28th
June.
Exhibitors should ensure that the engines of all vehicles and machinery are securely protected to
prevent unauthorised use.
Exhibitors may make independent arrangements for the security of their stands, but all such
arrangements must be notified to and agreed by the Society’s Trade Stands Manager and Security
Officer who must also be advised of the names of any exhibitors or their staff who wish to remain
on their stands overnight at any time.
INDOOR TRADE
The Society will arrange for a security presence in the Shopping Arcade at the following times:-
6.00 p.m. to 10.00 p.m. on Tuesday 22nd June
7.00 p.m. to Midnight on Wednesday 23rd June.
7.00 p.m. to 10.00 p.m. on Thursday 24th June to Sunday 27th June.
8.00 a.m. to 11.00 a.m. on Monday 28th June.
The Hall will be fully locked at the end of each security session.
The Society will arrange for a security presence in the Shopping Marquee at the following times:
6.00 p.m. to 9.00 a.m. on Tuesday 22nd June and Wednesday 23rd June.
6.30 p.m. to 9.00 a.m. on Thursday 24th June to Saturday 26th June.
6.30 p.m. to 10.00a.m. on Sunday 27th June to Monday 28th June
GENERAL
The Society’s Security Office is situated at Gate 1. 24 hour Security cover is provided from Monday
21st June to Tuesday 29th June inclusive. In case of need, contact may be made by the internal
telephone network with the assistance of staff at the public entrances, or by telephoning 0131 335 6228.
The Society will not be responsible for any loss or damage which exhibits or other articles may sustain at
the Show or in transit. See also the additional information section on page 25.
CONTRACTOR
Our official contractor for Security is Specialised Security, who can be contacted to arrange additional
security for individual trade stands. Their contact details can be found on the back of this guide.
Contact Details for Trade Enquiries during Build-Up & Show:
Tel 0131 335 6217 or 6218
The trade ‘Helpdesk’ is located in a portacabin just inside the East Gate (Gate 1).
This helpdesk is for ALL TRADE ENQUIRIES including the Estate department (grass
cutting, permit to work etc), Plumber, Electrician, Furniture (if booked in advance) and
Refuse collection.
Contact Details for Security during Build-Up & Show:
Tel 0131 335 6225 or 6228
The Security office is also located just inside the East Gate (Gate 1).
11

CATALOGUE PRODUCT LISTING SERVICE
Within our official catalogue which is on sale to the public an alphabetical list of all exhibitors will be
published. The alphabetic list will confirm full address, contact and company details as well as your
stand number and location.
We will also provide a classified listing - under broad headings - of exhibits at the 2010 Royal Highland
Show. A list of headings, with reference numbers, is given below. Your company may be listed under a
maximum of 2 headings. Please enter the relevant number(s) - as below - on your Trade Stand
Application Form (see “Details of Exhibits”).
01 Advisory Services 31 Hay & Silage Equipment
02 Agricultural Quota Brokers 32 Health and Beauty
03 Animal Feedstuffs 33 Heavy Commercial Vehicles
04 Animal Health Products & Veterinary
34 Home Improvements
Service
05 Antiques 35 Horticulture
06 Assurance Schemes 36 Interior Furnishings
07 Charitable Bodies 37 Jewellery
08 Communications 38 Knitwear & Clothing
09 Computer Equipment & Services 39 Leisure & Sport
10 Conservation & the Environment 40 Livestock Breeding & Breed Societies
11 Contractors, Plant 41 Livestock Handling & Feeding Equipment
12 Crafts 42 Management Services
13 Cross Country Vehicles 43 Marketing Agencies
14 Cultivation Equipment 44 Materials Handling Equipment
15 Dairy Equipment 45 Outdoor Pursuits
16 Development Opportunities 46 Potato & Vegetable Machinery &
Equipment
17 Domestic Goods & Services 47 Poultry & Game Farm Services
18 Drainage & Irrigation Equipment 48 Publications
19 Education & Training 49 Pumps & Allied Equipment
20 Farm Buildings 50 Renewables
21 Fencing 51 Saddlery & Riding Wear
22 Fertilisers, Agricultural Chemicals &
52 Sheep Shearing Equipment
Spraying Machinery
23 Financial Services 53 Tractors
24 Food & Drink 54 Trailers & Transporters for Livestock
25 Forestry & Related Industries 55 Trailers & Transporters for Non Livestock
26 Fuel & Energy 56 Tyres & Garage Services
27 Gardening & Garden Furniture 57 Vehicle Manufacturer/Distributor
28 Gifts 58 Weighing Equipment
29 Grain Equipment 59 Workshop Equipment
30 Harvesting Equipment
If you wish to be included within the catalogue you must complete the catalogue section of the
application form or email the description to the trade stands manager by 30 th April 2010. Applications
processed or received after this date cannot be included within the catalogue but may still appear within
the show guide.
12

OUTDOOR TRADE STAND GUIDANCE &
LIMITATIONS
• Preparation & Restoration of Ground
When the ground requires being broken to suit the requirements of an exhibitor, a “Permit to Work”
must be applied for (see application form). The turf must be restored to the satisfaction of the
Society, and at the expense of the exhibitor, within fourteen days of the close of the Show. Failing
this being done, the Society will restore the ground and charge the cost to the exhibitor. If exhibitors
wish to lay chips or gravel on any part of their sites this should be done on canvas or other base
material to facilitate the removal of the chips, thereby minimising damage to turf and reducing the
cost to the exhibitor of reinstatement.
• Underground Work
No underground work may commence without the prior consent of the Society’s Estates Department
in order to ensure no damage is done to underground services.
• Permit to Work
If you intend to break the surface of the ground anywhere on your site to a depth greater than
250mm for any purpose such as to erect a marquee, temporary structure, flagpole or banner frame,
a Permit to Work application must be completed. No work in respect of the above will commence
onsite without your contractor possessing a completed Permit to Work. Please complete the section
within application form.
• Temporary Structures
Public Safety Officers for The City of Edinburgh Council will carry out inspections of all temporary
structures, i.e. marquees, pavilions, grandstands, stands etc. during construction and for the duration
of the Show. The following information is for guidance only. You are strongly advised to obtain
further advice from The City of Edinburgh Council, Department of Property Services, Public Safety
Section, 329 High Street, Edinburgh, EH1 1PN, Tel: 0131 529 4537 or 4512.
Positioning of Temporary Structures: The general layout of the Show and of the stands within the
Lowland Hall and shopping arcade/marquee have been approved by the Council. However, the
detailed layout of each temporary structure and its interaction with neighbouring buildings or
obstructions must meet with the approval of the Public Safety Officers.
Construction: All structures must be designed to withstand the loading to which they are to be
subjected. Marquees should be designed for a wind speed of 50 m/s; Flooring, gangways, stairways
etc., in raised structures should withstand 5kN/sq. m.; balustrades and railing 3kN/m.
Marquees: marquees with guy ropes and other protruding support systems will not be allowed
Flooring: The floor within each temporary structure must be of a firm and even surface.
Means of Escape: Every structure must have adequate means of escape relative to the number of
occupants. The width and positioning of these exits must meet with the approval of the Council. The
location of the exit from an enclosed structure must be clearly discernible to the people within the
structure. Every exit route/gangway must be kept clear of all obstruction at all times. This is
particularly relevant to the Lowland Hall, Shopping Arcade and Marquee where exhibitors must not
encroach beyond the confines of the space allocated to them.
Disabled Access
Under the Disability Discrimination Act all temporary structures should include provision for wheel
chair access.
Table and Seating Layout: The table layout in any catering area or the seating layout for any
demonstration must meet with the approval of the Council.
Lighting: Where appropriate, primary and secondary lighting should be provided in enclosed
structures.
Electricity: Any temporary electrical installation should meet with the approval of the Council.
13

• Livestock on Stands
Livestock are not permitted on Shopping Arcade, Shopping Marquee or Food and Drink at the Royal
Highland stands. Further Regulations and Application Forms to apply for livestock to be part of an
outdoor exhibit are available on request. If livestock will form part of the exhibit, full details must be
given with the application for space, and exhibitors must ensure that they comply with relevant
Animal movement order and any veterinary or other regulations which apply to animals brought to
the Showground. Veterinary surgeons will inspect all livestock on trade stands to ensure they are not
suffering distress.
• Hydraulic Rams
All machines with hydraulically extended arms must have a safety guard or ram block in place if the
arm is extended during the Show.
• Height of Stands and Exhibits
No outdoor stand or exhibit may exceed 10 metres in height unless agreed by the Society.
INDOOR TRADE STAND GUIDANCE &
LIMITATIONS
• Height of Stands and Exhibits
No part of any stand, structure, exhibit, sign or accessory should exceed 2.5 metres in height.
• Stand Fitting and Delivery of Exhibits
The Society will provide shell scheme and electrical fittings as described on page 3. Any additional
requirements should be agreed with our contractors in advance. The Official Contractors are listed on
pages 18, 19 & 20.
• Restoration of Site
Any damage to the Society’s property caused by an Exhibitor, his agent, or contractor, must be
restored to the satisfaction of the Society and at the expense of the exhibitor within fourteen days of
the close of the Show.
• Underground Work
In the indoor trade stand areas the surface of the floor must not be broken for any purpose
whatsoever.
COPIES OF THIS GUIDE AND ALL APPLICATION FORMS
CAN BE DOWNLOADED FROM OUR WEBSITE:
www.royalhighlandshow.org
14

GENERAL TRADE STAND GUIDANCE &
LIMITATIONS
• Stand Admission or “Secondary” Charge
No charge may be made for access to any stand or part of a stand or for any activity on a stand.
• Use of Generators
The use of silent running generators within the Showground is allowed. The use of any other
generator is strictly prohibited.
• Operation of Machinery during the show
Exhibitors must notify the Society in advance of the show of their intentions to demonstrate and/or
operate machinery. They must also provide a written risk assessment.
• Damage to Stands during Build-up
An exhibitor whose equipment or delivery vehicle damages any other stand space during build-up
shall immediately make arrangements for the repair of the stand space at his own expense. The
Estates Manager can make the necessary arrangements on behalf of the exhibitor, but costs will fall
to the exhibitor whose equipment causes the damage.
• Foodstuffs and Drinks
General hospitality: Catering services may be provided only by firms and individuals appointed by
the Society. A list of these caterers is available from the Society on request.
The exhibitor shall accept full responsibility for complying with the requirements of the Director of
Environmental Health, City of Edinburgh Council, (Telephone: 0131 529 3030) in respect of all
foodstuffs and drinks displayed, offered for sale or otherwise provided at their stand.
Sale of Foodstuffs or Drinks: No foodstuffs or drinks may be sold for consumption from outdoor
Trade Stands, without written permission from the Trade Stands Manager (TSM).
Giving Away Foodstuffs or Drinks: No normal market sized food or beverage packaged goods are
permitted as giveaways from trade stands.
• Alcoholic Drinks
Exhibitors may not sell alcoholic drinks for immediate consumption, i.e., all sales must be “Off” sales.
Any outdoor trade stand who wishes to sell ‘Off’ sale alcoholic drink must apply in writing to the TSM
and obtain written permission to do so. Free samples of alcoholic drink may be provided. Exhibitors
who have been authorised to sell alcohol must ensure compliance with the Licensing (Scotland) Act
1976 and apply for the appropriate licence from Edinburgh District Council. The Society has no
licence for the site.
• Goody Bags
Companies are allowed to give away goody bags provided:
- They are handed out within the boundaries of their own trade stand
- They do not contain any food or drink products
- A maximum of five items of trinket type merchandise and leaflets are enclosed
• Fireworks and Explosive Materials
No fireworks, percussive devices or other explosive materials may be brought on to the Showground.
• Guns, Crossbows and Pistols
Replica firearms and crossbows can only be sold in sealed boxes which must display a label to the
effect that the box is not to be opened in the Showground or Car parks.
15

• Offensive or Obscene Materials
No goods of any kind which in the opinion of the Stewards of Trade Stands as being offensive or
obscene may be displayed or offered for sale.
• Promotional Events
Demonstrations and promotional events within stands will be permitted only with the specific prior
approval in writing from the Society. Full details of any proposed demonstration or promotional event
and of the equipment to be used must be provided with the application for stand space.
Accommodation for members of the public watching the demonstration or promotional event must be
provided within the stand boundaries.
• Competitions
No Exhibitor shall conduct a competition or offer prizes or awards unless written permission has been
obtained from the Society.
• Charitable Organisations
Charitable and similar organisations must submit full details of their proposed activities in writing with
their application. No charity or similar organisation is permitted to operate from a stand of another
exhibitor. Collections, appeals and competitions must only be made within the limits of the exhibitor’s
own stand.
• Collections and Appeals
Exhibitors are not permitted to allow charities or other organisations to conduct appeals or collections
from their stands.
• Activities Causing Hazard or Inconvenience
Exhibitors are not permitted to conduct activities that pose a hazard to themselves, other exhibitors
or to visitors, nor undue inconvenience to other exhibitors or visitors. Stewards of Trade Stands have
the authority to take any measure, including that of requiring the removal of an exhibit without refund,
to ensure compliance, and exhibitors planning activities that might fall into these categories are
strongly advised to write to explain their intentions and seek specific approval.
• Solid Fuel Burning Appliances
Written permission for the use of solid fuel burning appliances within the Showground must be
obtained.
• Liquefied Petroleum Gas (LPG)
All cylinders should be located outside the premises in the open air away from entrances, emergency
exits, circulation areas and sources of ignition. The cylinders must incorporate pressure relief valves
and be secured in an upright position. Cylinders on site should not exceed one day’s supply. The
main supply from the cylinder for high-pressure equipment should be screwed, galvanised tubing.
Fixed piping is preferable; but if flexible tubing is used then it should be to the correct British
Standard for its purpose. When not in use, gas supplies should be isolated at the cylinder as well as
the appliance. Appropriate fire fighting equipment must be available and combustible materials
should be kept away from cylinders and appliances.
• Posters, Banners, etc.
No posters or banners of any kind, other than those allocated by the Society or for which prior
approval in writing has been obtained, may be displayed within the Showground or Car Parks or on
the approaches thereto.
• Newspapers and Handbills etc.
Exhibitors must not distribute newspapers and handbills anywhere on the Society’s property except
within the confines of their own stand.
• Self-Adhesive Badges, etc.
The distribution of self-adhesive badges or decals is strictly forbidden.
16

• Aircraft
Application to employ aircraft or captive balloons of any description for the purpose of advertising in
any form in the immediate vicinity of the Society’s Showground or Car Parks must be made in writing
to the Show Manager.
• Toy Balloons
In view of our proximity to Edinburgh Airport the sale or distribution of balloons filled with gas lighter
than air or metallic balloons is strictly forbidden.
• Selling by Auction & Noisy Behaviour (Inc Music)
The selling of goods by auction, shouting, or other loud activity to the annoyance of other exhibitors
is strictly forbidden. Any ‘noise’ produced within a stand must be contained within the boundaries of
the individual stand.
• Radio Frequencies
The following radio frequencies are being used by show officials, and on no account should they be
used by exhibitors or their contractors:
UHF Band, Channel 69, frequencies 854.9MHz to 861.75MHZ.
Radio frequencies set aside for exhibitor use are detailed below:
173.8MHz; 174.1MHz; 174.5MHz; 174.8MHz and 175.0MHz
Trade stands using pay systems should use VHF channels
Wednesday 25 th November 2009
Ingliston, Edinburgh
17

hand rail
sales pod
open
ladies
cleaners
cupboard
cleaners
cupboard
boile r om
garage
dwelling
RSABI
Aven
8
A B C D E
ROYAL HIGHLAND SHOW 2010
7
-20
0 20 40 60 80 100 120 140 160 180 200
Metres
Gate
8a
North
Entrance
Quality Hotel
Gate 7
Gate 8
Gate 8b
MacRobert
Theatre
6
Goats
Avenue M
15th Avenue
Sheep
Gate 9
Sheep
Horse
Walkway
Grandstand
JUMPING
RING
16th Avenue
Sheep
Avenue N
Sheep
Avenue 0
Gate 10
COUNTRYSIDE
AREA
FIRST
AID
EQUESTRIAN
3
3
VILLAGE
Farrier
3
5
9
3
4
seating or displays
covered area suitable for
444a
Grandstand
GRANDSTAND
MAIN RIN
WEST
GATE
Gate 11
Gate 12
Gate 12
Gate 12a
4th Avenue
open plan office
3
entrance gate
court yard area (landscaped)
gents
disabled
and baby
changing
disabled
and baby
changing
Road
Hallyards
Rural Centre
6
6
OUTDOOR
LIVING
AREA
Forestry
Arena
Grandstand
4th Avenue
156
SAC
152
United Farmers
Avenue P
7th Avenue
5th Avenue
Avenue Q
Avenue Q
4th Avenue
2
Gate
13
Avenue T
LIFESTYLE
VILLAGE
1st Avenue
Fraser Robb
315
3rd Avenue
Ian F Petrie
312
Avenue R
Education
Centre
AGR
5th Avenue
2nd Avenue
Avenue S
Avenue T
1
A B C D E
18

G H I J
Gate
6
8
Cattle
Heavy Horse Turnouts
Clydesdale
Horses
Highland
and
Shetland
Ponies
Harvester Restaurant
N
7
Avenue L
FOOD & DRINK
Gate
5
6
HALL
Strathmore Restaurant
13th Avenue
TOILETS/SHOWERS
FIRST
AID
14th Avenue
RCCC
571
Quaich Bar
Avenue K
13th Avenue
SHOPPING
ARCADE
& MARQUEE
FORGE
Gate
4
Gate
3
Ingliston Road
5
G
MacRobert
Pavilion
(Members)
SAYFC
556
Avenue J
Bank of Scotland
128
Clydesdale Bank
127
Handcrafts
10th Avenue
Security
Gate
1
Gate
17
East
Entrance
18
Gate
4
Bandstand
Royal Bank of Scotland
129
148
NatWest
Show
Offices
Scot Exec Rural Affairs Dept
130
Lloyds TSB
121
3
ue T
6th Avenue
Avenue Q
Avenue R
Avenue S
7th Avenue
Avenue H
Avenue T
GLASGOW ROAD (A8)
Avenue G
Avenue F
8th Avenue
Avenue E
9th Avenue
ICULTURAL
16.5
9
Avenue D
Avenue C
Avenue B
10th Avenue
ARMY
FIRST
G H J K
AID
Dale
10
9th Avenue
Avenue A
RSABI
52
10th Avenue
11th Avenue
Gate 14
12th Avenue
Gate 16
CRAFTS
MOTOR VILLAGE
ZONE
RENEWABLES
Ingliston Road
Gate 15
2
1
19

TO AIRPORT
Eastfield Road
GLASGOW
MAP OF SHOWGROUND HIGHLIGHTING GATES FOR BUILD UP & DISPERSAL
NORTH
CAR
PARK
Gate 6
NORTH
WEST
CAR
PARK
Gate 10
SHOWGROUND
Ingliston
House
Exhibition
Hall
Gate 3
Gate 1
WEST
CAR
PARK
WEST
CARAVAN
PARK
Gate 13
GLASGOW ROAD (A8)
EDINBURGH
Norton House
Hotel
EAST
CAR
PARK
TRADE
EXHIBITOR CAR
PARK
HALLYARDS ROAD
INGLISTON ROAD
TO PERTH (M90)
TO GLASGOW (M8)
TO STIRLING (M9)
20

Closed During Show
822
Entry for
Vehicle Buildup
Build Up
Entrance
& Fire Door
during Show
823
807 808 809
3
3
3 3 3
846
4
855 854
6
6
3
842 3
6
831 832 833 834
3
837
3
821 820
804
6
6 3
813
819
3
3
3 3
814 815
806
6 3 6
824 826 827
3
847
905 906 907
3
3 3
6
3
851
850
852
3
9
6 3
853
3
830
857
12
3 3
3
841 840
3
908
3 3 6
929 930
927
928
909
910
3 3
926
924 923
925
911
912
3
921 922
914 913
919
920
915
916
917
918
900
835
901
902
903
904
836
805
3
3
838
856
803
3
811 812
819 818 817
816
2 2 2 3
3 3
828 829 3
848 849
6
845
810
3
839
844
843
To
Food Hall
801
800
6
802
3
6
6
9
3 3
6
1.5
3
3 3 3 3 3
3 3 3 3
861 860 859 858
3
4
3
3 6 3
3
4.5 4.5
1.5
3
3
3
3
1.5
Public Entrance
During Show
2.5
6
3
3
Entrance
Entry for Vehicle
Buildup
Public
Entrance
During
Show
Public Entrance
During Show
SHOPPING ARCADE & MARQUEE - DRAFT FLOOR PLAN
21

• Caravan Park
22

• Caravan Park
The Caravan Park has limited pitches during the week of the show and is situated adjacent to the
Showground. Early application should be made on the booking form enclosed. Trade exhibitors may
apply for the West Caravan Park only. Washing and disposal facilities are available in the West
Caravan Park.
• Prices of Exhibits
Where applicable prices should be shown by card on individual exhibits.
• Risk Assessment
As a prerequisite to accepting applications the Risk Assessment, which is enclosed with this pack
must be completed. Guidance on how to complete your risk assessment can be found on page 27.
• No Smoking Legislation
The Government Legislation effective from 26th March 2006 places severe restrictions on areas
which can by used for smoking. For avoidance of doubt, this includes all marquees, exhibition halls,
portacabins, mobile units and caravans on trade stands.
• Contractors
When dealing with contractors, please provide them with all information and passes that they require
to enable them to do their job. They are contracted by you, the exhibitor, and not the Royal Highland
Show. They will require a duly completed Permit to Work before erecting any marquees, temporary
structures and flag poles.
• Dogs On Trade Stands
Dogs must be kept on a leash at all times and are not permitted within the Food & Drink Hall, certain
marquees and catering establishments.
OFFICIAL CONTRACTORS & SERVICES
• Electric Supply
The official contractor is Pratt Bros. (Edinburgh) Ltd., East Gate, Royal Highland Centre, Ingliston,
Edinburgh, EH28 8NF. Telephone: 0131 333 3665. Any exhibitors wishing any electrical services at
their stand must contact Pratt Brothers directly. An application form is enclosed.
• Water and Drainage Where Available
Orders for water connection and main drainage connection should be made on the trade stand
application form. Remittance must be sent at the time of application. The water and/or drainage
connection will be provided to a standpipe/drain at the rear to the stand only. For any further work
exhibitors must contact the plumbing contractor direct. Stand pipes will be provided at each toilet
block. The Official Contractors for plumbing are J. & C. Cowe, 1a Craigs Avenue, Edinburgh EH12
8HP. Telephone: 0131 334 9370.
• Shell Scheme
The official contractor is Melville Exhibition Services, 36 Corn Street, Port Dundas, Glasgow, G4 9LB
Telephone: 0141 332 9012.
• Gas
There are specific regulations covering the use of gas in open areas and users will be expected to
conform to these. Lothian and Borders Fire Brigade will inspect all gas units to ensure they are safe.
• Lifting Equipment in Lowland Hall
In the Lowland Hall mobile equipment with a lifting capacity of 2 tons will be available free of charge
from Monday 21st June to Wednesday, 23rd June, inclusive, and on Monday 28th June if requested
in advance. Exhibitors wishing to make use of this facility must use the driver and equipment
provided by the Society.
23

• Table Hire
6’ x 2’5 Trestle Tables may be hired from the Society. Tables may only be ordered via the enclosed
Trade Stand application form. There will be no other opportunities to order at a later date. All
furniture ordered via the society will be distributed to stands from Tuesday 22nd June, if required
earlier please inform the Trade Stand office by Friday 4th June.
• Chair Hire
Chairs may be hired from the Society. Chairs may only be ordered via the enclosed Trade Stand
application form. There will be no other opportunities to order at a later date. All furniture ordered
via the society will be distributed to stands from Tuesday 22nd June, if required earlier please inform
the Trade Stand office by Friday 4th June.
• Plant Hire
The service of a 2 tonne capacity forklift truck with trailer hitch, supplied with a driver, will be
available for hire from 17 th June. Full details can be obtained from the Society’s Security office.
Telephone: 0131 335 6228. A small hire fee must be paid at time of booking.
• Machinery Valet Service & Placement Service
Valet services and placement services are available via Agri-Valet Ltd. For a full list of the services
available please refer to the Agri-Valet Ltd website www.agri-valet.co.uk , call them directly on 01387
371 934 or email them at agrivalet@hotmail.co.uk.
• Portable Office Accommodation
A full range of Portable Office Accommodation, together with fittings, may be hired from:
R.B. Farquhar Ltd, North Main Street, Carronshore, Falkirk Telephone: 01324 555666.
Sibcas Ltd, Easton Road, Bathgate, West Lothian. Telephone: 01506 633122.
24

• Marquee Hire
Cheviot Rentals, Kilburn House, Netherbyres, Eyemouth. Telephone: 01890 751161.
Green Field Marquees, 9 Great King Street, Edinburgh, EH3 6QW. Telephone: 0131 558 8553.
Field & Lawn Ltd., East Mains Industrial Estate, Broxburn, West Lothian, EH52 5AU. Telephone:
01506 857938.
Purvis Marquees, 4b East Mains, Ingliston Road, Edinburgh, EH28 8NB. Telephone; 0131 335 3685.
• Mobile Exhibition Trailers Hire
FMX, Fenwick By-Pass, Fenwick, Ayrshire, KA3 6AY. Telephone: 01560 600271.
Strathmore Exhibition Trailers, 342 Strathmore Avenue, Dundee, DD3 6RX. Telephone 01382
816805.
• Mobile Terminal Hire (Card Payments)
123 Hire. Telephone 0870 20 30 123 or email sales@123hire.net
• Refrigeration & Catering Equipment Hire
The official contractor is Display refrigeration c/o Ian Dyett Telephone 01698 252613.
City Refrigeration Rentals Limited. Telephone: 0800 833371.
Michael Wares Cater Hire, Bankend South Industrial Estate, Jedburgh. Telephone: 01835 864471.
• Signs, Design and Supply of
Baillie Sign Services, 184 - 186 Queensferry Road, Edinburgh, EH4 2BW. Telephone: 0131 315
2800.
• Floral Decorations
Flowers by Rhona – www.flowersbyrhona.org.uk Telephone: 01501 763470
• Furniture hire
Melville Beck Exhibition Services Ltd., 36 Corn Street, Port Dundas, Glasgow, G4 9LB. Telephone:
0141 332 9012.
• Flag Poles
Fuchsia Exhibition & Conference Services, 2 Knights Way, Great Dunmow, Essex, CM6 1UL.
Telephone: 07831 413430.
ADDITIONAL INFORMATION
• Responsibility for Accounts
Exhibitors are responsible for payment of accounts for all work executed by the Society or by
nominated Contractors even if they have appointed a Contractor or Agent to act on their behalf with
reference to such work.
• Trading Standards
It is the strict responsibility of all exhibitors to comply with all relevant Trading Standards and
Environmental Health legislation in respect of their stands, exhibits and merchandise. Environmental
Health and Trading Standards Officers will be on site before and during the show.
• Health And Safety At Work Act 1974
The Society operates a Safety Policy under this Act. Copies of this Safety Policy are available from
the Estate Manager.
• First Aid
During build up, first aid services should be requested from the security office Tel: 0131 335 6228.
The office is located at the East Gate
Between 8 a.m. - 8 p.m. Wednesday to Saturday and 9 a.m. – 7 p.m. on Sunday, contact should be
made with the nearest First Aid post which will be confirmed on the final show map issued in May.
25

• Exhibitor’s Responsibility
All exhibitors and other persons in charge of exhibits, and all persons admitted into the Showground,
shall be subject to the Rules of the Society, and shall obey the orders of the Stewards and other
officials of the Society. Exhibitors shall be answerable for the conduct of their assistants or
representatives.
• Interpretation of Regulations
The decision of the Directors shall, in every matter arising in connection with the Show, be final.
• Registered Designs Act
Due to a European Directive, implemented in the UK in December 2001, the law concerning
exhibitions has changed. The Patent Office no longer issues certificates protecting exhibits at
certified exhibitions. Instead there is a 12-month grace period allowing designers to exhibit and
market their goods before applying for Design registration after this disclosure. Please telephone the
Patent Office Central Enquiries Unit on 0845 950 0505 for more information or check the website
www.patent.gov.uk.
• Disclaimer of Liability to Exhibitors
The term “Exhibitor” shall include persons taking part in any competition, exhibition or display
arranged by the Society and the owner of any animal, plant, machinery or any other thing involved in
any such competition, exhibition or display or otherwise exhibited on the Showground. Save for
death or personal injury caused by breach of its duty the Society will not be responsible for death,
injury, disease, damage or loss caused to any Exhibitor or to his or her servants or agents or to any
animal, article, plant, machinery or thing of whatever nature brought on to the Showground by the
said Exhibitor from what ever cause death, injury, disease, damage or loss arises. (Save as
aforesaid) the Exhibitor shall indemnify the Society against all claims, damages and expenses
whatsoever in any way arising out of the presence of the Exhibitor, his or her servants, agents,
exhibits, vehicles or equipment in the Showground and shall assume full responsibility therefore.
Acceptance of the foregoing provisions shall be a condition of entry. Exhibitors are advised to insure
26

against fire and other appropriate risk not only as regards their own property but also against any
third party claims.
• Cancellation by Exhibitor
Where an Exhibitor cancels a space booked for any reason, written notification of the cancellation
must be sent to the Trade Stands Manager. The Society reserves the right to re-let any cancelled
space.
The following table indicates the percentage of stand rental, which will be refunded.
Date
Prior to 15th March
16th March – 31st May
After 1st June
Amount of Refund
50% of stand rental
40% of stand rental
No refund
• Cancellation by the Society
If, after an Exhibitor has made a trade stand booking and has paid the relevant booking fee, the
Show is cancelled by the Society as a result of any circumstance not within the Society's reasonable
control, the Society will make two alternative options available to the Exhibitor, and the Exhibitor will
be required to choose either the first or the second option.
Option 1: The Society will make a full refund of all pre-paid stand rentals and of related sums paid
direct to the Society for additional stand attendant tickets, bonus admit tickets and additional Season
Car Passes.
Option 2: The Exhibitor’s booking will be carried forward to the following year's Show, and all
payments already received by the Society from the Exhibitor will be retained by the Society as
payments to account of the Exhibitor's participation in the following year's Show. Under this option,
the Exhibitor will be exempt from paying any increase in stand prices which may be introduced in
respect of the following year's Show, at which the Society will use best endeavours to allocate to the
Exhibitor the same square metreage and the same site, subject to changes in the Showground
layout. Exhibitors should note that there will be no refund, under either option, of any Society
membership fees including joining fees and annual or other subscriptions.
RISK ASSESSMENT GUIDANCE NOTES
Health & Safety is important to all of us and so the following information should help you when
completing the required risk assessment documentation.
Introduction
The following guide explains the principles and practice of Occupational Health & Safety risk
assessment and why it is necessary. Organisations will tailor the approach described here to match
their own needs, taking into account the nature of their work and the seriousness and complexity of
their risks. Planning and implementing risk assessment and risk control programmes is covered later
in this guide.
Key terms
The key terms are:
A hazard is a source of potential harm or damage or a situation with potential for harm or damage;
A risk is the combination of the likelihood and the consequences of a specified hazardous event
(accident or incident). A risk, then, always has two elements:
• the likelihood that a hazard may occur;
• the consequences of the hazardous event.
When to use the risk assessment procedure
All employers and self employed people have a legal duty to assess the risks from their work
activities. Risk assessments must also be undertaken by contractors or sub-contractors carrying out
work for exhibitors. Assessments must be recorded.
27

Conducting Risk Assessments
The Management of Health and Safety at Work Regulations 1999 supplements the requirements of
the Health and Safety at Work etc Act 1974 by extending the employers obligations to develop a
general framework for safety management and enhance any control measures provided.
The main provision of the Regulations is the need for an employer to conduct risk assessments of his
work activities and to identify the action needed to control the health and safety risks in the
workplace.
The assessment of hazardous operations will not just be a paper exercise diverting scarce
management resources from the business of managing. It will be a practical exercise taking the
opportunity to review and evaluate operations and seek improvements.
What is Risk Assessment?
A hazard is something which has the potential to cause harm, e.g., a substance, machine or
situation, such as working at heights. A risk is the likelihood that the harm will occur combined with its
severity (i.e. the number of people likely to be affected and whether the hazard would cause minor or
major injuries or even a fatality). Risk assessment is an evaluation of the chance that harm will occur.
Contingency plans for any change in circumstance should be looked at when undertaking a risk
assessment. E.g. you should look at creating a ‘wind plan’ in respect of flag poles.
Conducting Risk Assessments
1) Hazard spotting -Appoint a small group (usually 3 persons) to walk round the workplace and look
at what could cause harm, concentrating on significant hazards which could have severe
consequences.
During the walk round ask employees for their opinions and what they consider to be significant. The
use of accidents/ill health records and manufacturers' instruction/ data sheets can aid in your hazard
spotting.
2) Decide who might be harmed and how. You need to consider not only employees but also people
who may not always be present in the workplace, e.g. cleaners, visitors, delivery personnel,
contractors, maintenance workers, etc.
3) Decide for each hazard whether the risk is high, medium, low or not significant. Have you done
everything that the law says you have to? Are industry standards in place? The law says that you
must do what is reasonably practicable to keep your workplace safe.
Improving health and safety need not necessarily cost a lot. Some control measures are very simply
implemented with no major restraints on budget. For example, non-slip material on slippery steps.
Ask yourself whether you can get rid of the hazard altogether or, if not, how you can control the risk
so that harm is unlikely.
Generally, personal protective equipment will only be used when there is nothing else reasonably
practicable.
Preventive and protective measures will be implemented as a result of the assessment and these
could include such items as avoidance of a risk by elimination or reduction (e.g. buying in dangerous
substances in a lesser quantity) or combating a risk at source (e.g. removing spillages from floor
areas rather than introducing warning signs).
4) The legal requirement is to record the significant findings of a risk assessment. These will include
a list of hazards identified in the assessment, highlighting the types of people who may be at risk.
Existing control measures will be identified, if they are in place.
It is necessary to indicate that all risks have been assessed, but only records of those risks assessed
as significant need to be kept.
The prime objective of recording an assessment is to indicate that it was done soundly, addressed
the significant issues and came to justifiable conclusions. The amount of effort put into recording will
be related to the degree of risk and the complexity of the issues involved. The records will also serve
purposes that are worthwhile, such as to enable management to identify:
• the basis for monitoring health and safety controls
• training programmes needed
• the standards against which unusual events are judged
• changes which make re-assessment necessary.
5) From time to time review your assessments and revise as necessary. Fresh hazards will arise
from the introduction of new machines, substances and procedures. Significant changes will be
added to assessments to take account of new hazards.
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There is no need to amend your assessments for trivial changes but new hazards will become
apparent and thus you will have a need to review your assessments accordingly.
The review process will be undertaken at least once every five years, or more often if things change
or if the risks are high.
6) Make sure that all employees are made aware of the risk assessments and their commensurate
control measures via training and communication. Keep a record of all such sessions.
Key Action Steps
• Look for the hazards by making a workplace inspection.
• Decide who might be harmed and why.
• Consider the risks arising from the hazards and decide whether existing arrangements are
adequate.
• Make written records of your findings.
• Carry out periodic reviews of your assessments and make necessary revisions.
• Share the findings of the assessments -and the control measures -with your employees.
Fire Safety
Officers from the Lothian and Borders Fire Brigade will carry out inspections of all temporary
buildings, marquees, tents and tent linings prior to the opening of any event to ensure that the
necessary fire precaution standards are complied with.
The following information is for guidance only. You are strongly advised to obtain further advice from
the Fire Safety Department of your Local Authority or from the Fire Safety Department, Lothian and
Borders Fire Brigade, Lauriston Place, Edinburgh, EH3 9DE. Tel: 0131 228 2401. Fire Safety
Officers will be in attendance prior to the opening day of the Royal Highland Show.
Fire Resistance of Materials and Linings - All tent materials, linings and caravan awnings are
required to be inherently fire resistant or be treated with a proprietary solution satisfying the
requirements of British Standard 5867: Part 2: 1980, Test Type B. A label should be fixed to each
component or a certificate giving the relevant details made available for the Fire Officer’s inspection.
Any materials or linings found which do not comply with the above conditions must be removed from
the premises immediately.
Fireproofing will not be permitted within the premises.
Means of Escape - Every enclosed structure should be provided with exits which are sufficient for
the number of occupants in relation to its width and sitting. Exit Routes should be kept free from
obstruction at all times.
Fire fighting Equipment - Adequate and suitable fire extinguishers should be provided and be
readily available for use in the event of fire.
Action in Case of Fire - Every caterer and exhibitor shall ensure that responsible persons are
available to direct the public to safety. A designated person should be nominated to call the Fire
Brigade and the Showground Security Office at Gate 1 (East Gate) on 0131 335 6228 in the event of
Fire.
LPG Cylinders and Heating Appliances - Where the supply is required to be within the structure,
only one cylinder with a maximum capacity of 15 kg should be used. Where the supply is placed out
with the structure it should be protected against interference by unauthorised persons and total
maximum capacity should not exceed 120 kg with not more than 30 kg in any one cylinder.
Heating equipment should be fixed in position. Heaters using naked flames should not be used.
Smoking – Smoking is not permitted within Marquee’s, tents or exhibition units.
References
• INDG 163L Five steps to risk assessment
• L21 The Management of Health and Safety at Work Regulations 1999 (as amended)
Useful Websites
• The Health and Safety Executive - www.hse.gov.uk
• (Or specifically the agricultural section www.hse.gov.uk/agriculture)
• Edinburgh Council - www.edinburgh.gov.uk
• Info Scotland – www.infoscotland.co.uk
• Royal Highland Show; Trade section – www.royalhighlandshow.org/trade
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RISK ASSESSMENT EXAMPLE
The following, will provide you with some examples you should consider when you complete your risk
assessment.
Company Name:
Address:
Responsible Person:
Date Assessment Undertaken:
( completion date of form)
Signature of Assessor:
(someone in the company who decides if
there are any risks)
Description of type of product/s on
display and processes being assessed
i.e. build up, during Show, breakdown
Something Ltd.
Some House
Long Street
Somewhere
PX00 0PX
Mr Joe Bloggs
12th December 2010
Mr Joe Bloggs
Agricultural Machinery i.e. Cattle Handling system –
Offloading and loading using forklift. Safe layout of system
without any obvious trip hazards.
HAZARD PERSONS AT RISK CONTROLS TO MINIMISE RISK
Slipping/ tripping General Public, staff Trip hazards covered over with
timber sheeting with fluorescent
paint used to highlight edges.
Vehicles (e.g. forklift) General Public, staff Forklift truck driver is trained and
appointed in writing.
Electricity Staff, operators, cleaners,
contractors
Competent electrical contractor
used.
*Liquefied Petroleum Gas
(LPG) on site. Yes/No
(Please circle)
Cylinder size
Adequate training and instruction
PLEASE NOTE
ALL completed risk assessments must contain the following information:
• Name, address and contact details for the company as well as the appointed contact.
• Description of the activity you will be undertaking or the exhibit you will be displaying during the show.
• Details of all the risks, who might be harmed and your control measures associated with the build up
of the stand, the activity or display undertaken during the show and the break down of the
stand.
• Details of the procedure which you will undertake in the event of adverse weather conditions e.g. high
winds. This is essential if you have items such as flag poles on site or any item displayed at height.
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FIRE RISK ASSESSMENT EXAMPLE
The following, will provide you with some examples which you should consider when you complete a Fire
risk assessment
HAZARD PERSONS AT RISK CONTROLS TO MINIMISE RISK
Look only for hazards, which There is no need to list For the Hazards listed, have
could reasonably result in a fire
or injury to persons if a fire were
individuals by name – just
think about groups of people
sufficient measures already been
taken to reduce the risk, or are
to start. Use the following doing similar work or who additional controls required?
examples as guidelines.
may be affected, for
example:
Ignition Sources i.e. naked flame,
electrical equipment, hot plates.
Electrical equipment – Is it well
maintained and are staff trained
in its use?
Trailing cables/extension leads
Smoking
Combustible materials i.e.
rubbish, waste, wood, cardboard.
Storage of combustible material
Gas cylinder storage
Members of the public, and
particularly children
Maintenance personnel
Operators
Cleaners
Staff and members of the
public with disabilities
Pay particular attention to:
• Inexperienced Staff
• Lone Workers
Adequate Fire Escapes for
buildings and Marquees.
Provision of appropriate fire
extinguishers.
Control measures should be
‘reasonably practicable’ i.e.
reduce the risk without entailing
excessive costs and time for little
or no benefit. State control
measures after each hazard.
Do the precautions already taken:
• Meet the standards set by
legal requirements?
• Comply with recognised
industry standard?
• Reduce the risk as far as
reasonably practicable?
Have you provided:
• Adequate information,
instruction and training?
• Adequate systems or
procedures?
Do staff know what to do in the
event of a fire?
If so, then risks are adequately
controlled. The precautions
taken need to be indicated in the
controls column.
Where the risk is not adequately
controlled, indicate what more
you need to do
31

ROYAL HIGHLAND AND AGRICULTURAL
SOCIETY OF SCOTLAND
TECHNICAL INNOVATION AWARDS
SPONSORED BY:
HILLHOUSE QUARRY GROUP LTD
CONDITIONS OF ENTRY
The Royal Highland Agricultural Society Technical Innovation Award:
The Royal Highland and Agricultural Society of Scotland has a historic reputation for recognising and
rewarding excellence. As agriculture and rural industry has evolved, the RHASS has responded with
appropriate changes to its awards.
The many wider technical advances in the industry in recent years have prompted the RHASS to
examine its New Implements Award Scheme and to broaden the scope of the existing scheme.
Technical Innovation is pivotal to the future of one of Scotland’s key industries, whether in suitable
development, improving the environment, promoting best practice or ensuring operator safety and
comfort.
The RHASS is confident its Technical Innovation Awards will be an important and influential
accolade for manufacturers, distributors, providers and inventors – a distinctive and prestigious
means to promote new ideas, whether conceived in the farm workshop or on the test benches of
multi-national manufacturers.
1. Objectives
To encourage and recognise innovation in the design and manufacture of machines, equipment and
appliances which advances the effective and efficient practice of agriculture, horticulture, equestrian,
forestry and estate services.
2. Eligibility
Entries for the Royal Highland Technical Innovation Awards must be machine, appliances, technical
components or important ancillary equipment. The equipment should have positive benefit to
agriculture, horticulture, equestrian, forestry or estate services. Entries should be commercially
available or be prototypes in development.
3. Entry Documents and Fees
Entries should be made on the official entry form(s). At time of entry eight copies of a description of
the principal features of the design, construction and operation of the equipment must be given. The
details submitted should make clear the exact nature of any innovations as well as the work that it is
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intended to perform and claimed improvements in performance. A non-returnable fee of £100.00
must accompany each entry. VAT at the prevailing rate, at date of application should be added
to the above rates.
4. Acceptance of Entry
Entries will be accepted at the discretion of the judges. Their decision will be reported by letter to the
entrant who, for the purposes of these regulations will hereinafter be termed "the exhibitor".
Entries may be submitted by the inventor, designer, manufacturer or one of their agents. If between
the date an entry form is completed and the date of announcement of the judges' decision the
manufacturer and/or the exhibitor ceases or transfers his interest in the entry, or there is any material
alteration to the specification provided to the Society, the exhibitor shall immediately inform the
Society and shall provide the Society with all relevant information. In such cases the Society
reserves to itself the sole right to approve the continuance of the entry or otherwise.
5 Observance of Statutory Regulations
The Society holds the exhibitor wholly responsible for the observance of statutory regulations and
obligations governing the safety of the entry.
Equipment is accepted for adjudication on the understanding that it complies with current agricultural,
health and safety requirements and road safety legislation where applicable. The CE mark must be
on display at all times.
6. Time of Entry
To enable the judges to assess the different types of equipment during their proper working seasons,
applicants are required to submit their entry in sufficient time to permit the Judges to see such
equipment at work in practical seasonal conditions in advance of the times of year at which decisions
are taken.
As detailed earlier within this booklet there will be a closing date of 31 st January for entries to be
judged prior to the Royal Highland Show.
Entries of non-seasonal equipment may be made at any time of the year and will be judged at the
next appropriate date.
7. Judges
The Board of Directors of the Royal Highland and Agricultural Society shall appoint suitable Judges
with sufficient experience of the equipment being judged.
The Judges decision shall be final subject to regulation(s) herein.
8. Inspection of Entries
The judges shall decide which entries they require to be presented for preliminary inspection and
shall determine the date and place at which the exhibitor or his representative will be invited to be in
attendance. Some items that can be trailed will be required to be brought to Ingliston to be judged.
The names, addresses and telephone numbers of at least three users of the equipment who would
be willing to co-operate with the judges and the exhibitor in the inspection and demonstration of the
entry, preferably within Scotland, must be given on the entry form.
9. Practical Trials
The Society does not bind itself to try every item entered in the field but in general a practical trial will
be required before an award is made. The judges shall determine those cases in which one or more
practical trials are necessary.
If the exhibitor does not present the preliminary information or submit the equipment for practical
trials on the dates required, the judges may recommend to the Society that the entry be disqualified
and the entry fee forfeited.
10. Insufficient Trials - Further Assessment
On the recommendation of the judges, any entry which cannot be sufficiently tried or which is
capable of further development may be re-assessed at a later date without further charge.
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11. Awards
Awards will be made only where the judges consider the entry to be of sufficient merit. Awards may
be made as follows: -
(a) "Certificate of Commendation" for which the inventor and the exhibitor (if not also the inventor) will
each receive a certificate.
(b) “Silver Award" for which the inventor and the exhibitor (if not also the inventor) will each receive a
silver medal.
(c) "A Silver Award Winner" may be invited to reapply for a ‘Gold Award’. This is only open to a
Technical Innovation that, in the opinion of the judges, is of outstanding merit and to which they have
already awarded a Silver Award. This will not entail a further fee.
The exhibitor of a Technical Innovation to which an award is made will receive a supply of selfadhesive
stickers that identify the status of the award and the year in which the award was made.
These stickers must be affixed only to production models of the award winning equipment. Further
supplies of these stickers may be bought from the Society within ten years from the date of the
award.
12. Publicity
All publication of Royal Highland Technical Innovation Awards must state the year of the award and
must specify the exact nature of the improvement, or of the attachment to an implement, for which
the award has been made.
13. Presentation of Awards
Each exhibitor who has gained an award will receive notice of the presentation ceremony. A
representative of the exhibitor will be invited to attend the ceremony which will take place at the
Royal Highland Show.
14. Display of Implements
All entries must be displayed on the exhibitor's stand if he/she is exhibiting at the Royal Highland
Show or on the stand of a nominated exhibitor at the Royal Highland Show immediately following the
judging. The Technical Innovation Award Entry Card or Award Card provided by the Society must be
displayed on each machine.
Subject to space availability, entrants may be invited to display their award winning products on a
central display area at the Royal Highland Show in the year in which it is entered.
15. Dispute of Entry
If a notice in writing that an entry is considered to be an infringement of the right of another person
shall be delivered to the Secretary of the Society prior to the announcement of the judges' decision
on that entry, the Technical Innovation may still be considered by the judges. If the Technical
Innovation is found to be of sufficient merit an award may be made subject to it being withheld by the
Society pending the outcome of the dispute between the parties. If litigation does not proceed within
six months or such other reasonable period as the Society shall determine from the date of receipt of
the notice or if the action is withdrawn at any time the award shall then be absolute. If litigation does
proceed the award will be held pending the outcome of the court action which the Society will take
into account in determining its final decision.
Please send your completed application form, which is enclosed within this pack to Mags Clark, Trade
Stand Manager.
Contact Details:
Trade Stand Department, Royal Highland Show, Royal Highland Centre,
Ingliston, Edinburgh, EH28 8NB.
Tel 0131 335 6217 or 6218 Fax 0131 333 1453
Email tradestands@rhass.org.uk
margaretc@rhass.org.uk OR annemariet@rhass.org.uk
35