Download Prospectus - New Zealand National Agricultural Fieldays

important informationexhibiting conditions1.01.11.22.02.12.23.03.13.24.04.15.05.1(a)(b)5.2(a)(b)(c)6.06.1(a)(b)(c)6.26.36.47.07.17.27.3(a)(b)Premier Feature Site ApplicationsApplications are to be completed online www.fieldays.co.nz and will beprocessed as from 1 December 2011. Alternatively mail, fax or email the hardcopy version to the Fieldays office. Applications must be properly completedand accompanied by the fee payable to be accepted. Verbal, tentative and/orpencil bookings shall not be accepted.The Society may accept or decline any application.Outdoor Site ApplicationsApplications are to be completed online www.fieldays.co.nz and will beprocessed as from 1 December 2011. Alternatively mail, fax or email thehard copy version to the Fieldays office. If there are more applications thansites available, Exhibitors will be placed on a waiting list and contactedas soon as reserved site relinquishments are known. Applications must beproperly completed and accompanied by the fee payable to be accepted.Verbal, tentative and/or pencil bookings shall not be accepted.The Society may accept or decline any application.Indoor Site ApplicationsApplications are to be completed online www.fieldays.co.nz and will beprocessed as from 1 December 2011. Alternatively mail, fax or email the hardcopy version to the Fieldays office. Applications must be properly completedand accompanied by the fee payable to be accepted. Verbal, tentative and/orpencil bookings shall not be accepted.The Society may accept or decline any application.Reserved Site ExhibitorsAll firms with Reserved Site(s) must confirm their intention to occupy for thecurrent year by paying the annual site fee in full no later than Friday 3 February2012. Failure to do so will be considered as a relinquishment of the reservedsite(s) for the current year and the site will be sold for the current Fieldays.Cancellation of ContractIf an exhibitor should cancel the contract or terminate a site booking:Prior to 26 March 2012 any refund shall be at the Society’s discretion,notwithstanding that a portion shall be retained to defray expenses/costs.On or after 26 March 2012 the Society shall retain all monies received.The Society has the right to cancel this contract and to retain any monies paidin relation to this contract if the Exhibitor:Infringes any of the Exhibiting Conditions and/orDoes not occupy the site during the full period of the Fieldays to whichthis contract applies and/orDoes not occupy the site by 5:00pm on the day preceding the openingday of Fieldays.Cancellation/Postponement of FieldaysIf the Society finds it necessary or expedient to cancel or postpone Fieldays,this contract will cease to operate upon notice to that effect, signed by the CEO,being served on the Exhibitor in any of the following ways:Handing it to her/him in an envelope; orBy couriered mail to her/his address as it appears in the contract; orBy handing or offering it to any person who appears, or is thought by the Managerto be, an employee or agent of the Exhibitor.The Society shall not be liable to the Exhibitor for any compensation whatsoever asa result of the cancellation or postponement of Fieldays.No refund of any monies paid will be made to Exhibitors in the event of Fieldaysbeing cancelled or postponed.No refund of any monies paid will be made to Exhibitors cancelling the contract.ExhibitsThe Manager or any other person appointed by the Society, has the power toenter an Exhibitor’s site at any time and remove any article, sign, picture or printedmatter which in her/his own opinion may cause offence to the public, or is not inkeeping with the requirements of the Society.If an Exhibitor does not exhibit for the full period of the Fieldays (i.e. breaks downor abandons the site prior to the official closing of Fieldays without approval) theSociety has the right to decline future applications from that Exhibitor. The Exhibitormay also be liable for early break down penalties as outlined in the ExhibitorHandbook.Control of products and services:The intent of the New Zealand National Agricultural Fieldays is to exhibit productsand services that will assist the farmer in farming activities and production.Products and services exhibited must be related to the business of agriculture,horticulture or relevant primary production, or those exhibits accepted in the RuralLiving area under a priority order. Note: Boats are excluded from the Agriculturalarea unless written approval is gained from the Society.(c)i)ii)(d)7.4(a)(b)(c)7.57.67.77.87.97.107.117.127.137.147.158.08.18.28.38.4The Society reserves the right to require an Exhibitor to immediately removeany particular product or service (whether in whole or in part) from Fieldayswhere the Society is satisfied in its absolute discretion that:such product or service is agricultural or horticultural related; andan authorised New Zealand importer and/or an authorised New Zealanddistributor has made a substantiated claim to the Society that the Exhibitordoes not have the authority to deal with the particular product or servicein trade.The Society has a policy related to qualifying exhibits and this is availableupon enquiry to the Society.Promotions by Exhibitors in the Agricultural Exhibition Areas. The Societyencourages promotions/activities on an Exhibitor’s site. Promotions usingproducts should preferably be agricultural or horticultural related. Howeverpromotional products that are not agricultural/horticultural related may beused as a promotional tool, provided they are:Not sold or raffled, and do not promote or display the seller or manufacturerof the non agricultural product.Not the major portion of the display or exhibit.Part of some bona fide marketing/promotional link to the Exhibitor’s ownproducts or services (e.g. bold agricultural/horticultural product name onthe product).All exhibits must be in as new condition. The offering for sale of secondhandequipment/tractors is not permitted without written consent from theSociety. Imported trucks up to the age of 7 years suitable for agriculturemay be permitted with written consent from the Society.Exhibitors must man the site/s covered by this contract and are responsiblefor the condition of their site during the currency of Fieldays.Exhibitors may provide light refreshments on their site if written consent hasbeen granted to them to do so by the Fieldays Society. Exhibitors must notcharge for these light refreshments. Note: Espresso coffee is not to be soldor given away without approval from the Society.Alcoholic beverages shall not be sold anywhere – for cash or exchangedfor vouchers – except in the Society’s own controlled areas.Exhibitors may promote and take orders from their stands. The selling anduplifting of goods sold from stands is allowed provided that Exhibitorsreplenish stock so as not to deplete stands.Onsite activities are encouraged but Exhibitors shall not conduct any raffle,competition, game, or sell by auction, unless approved in writing by theSociety.The distribution of any form of promotional material or other forms ofmarketing including promotional staff outside of the Exhibitors siteboundary is prohibited. Exhibitors are encouraged to utilise the Fieldaysofficial marketing channels including but not limited to; Fieldays websiteadvertising, Fieldays Buying Guide & Programme advertising, FieldaysFocus advertising, the hire of the approved Fieldays Cheerleaders and BigScreen advertising.The promotion of animals at Fieldays may be done through the use ofproduction and progeny figures. Show records must not be used.Exhibitors selling or displaying vehicles on their site must ensure at least70% of all vehicles displayed are commercial vehicles - i.e. utes, vans,trucks, 4x4 commercials etc. Cars must not take up to more than 30% ofthe site and must not be the major focus of the site. This excludes vehiclesutilised for Exhibitor staff transportation or re-stocking which must beparked off site in the designated car parks.The Society may accept or decline any application for exhibiting rights.The Society reserves the right to allocate sites for exhibitors where theydeem most appropriate.Site Preparation and SafetyThe delivery of equipment and construction of displays must be completedby 5:00pm on the day preceding the opening day of Fieldays.Exhibitors must comply with local body bylaws and requirements and Actsof Parliament (including OSH Act) which govern the erection of strategies,the display and/or sale of machinery, vehicles and/or other products orgoods of the Exhibitor and Aviation Safety Regulations. It is a condition ofexhibiting at Fieldays that all Exhibitors submit a list of identified hazardsposed by their site along with remedies to eliminate, isolate or minimisethese. Forms will be available to complete online www.fieldays.co.nz andmust be submitted by the relevant deadline.Exhibitors with displays that allow members of the public to move orexamine items, must ensure that items are ones that cannot cause injury;and if moved can be put back in the same safe situation.Each Exhibitor must keep all display equipment and signs, etc within theirallocated site boundaries. For Outdoor Sites the walls of all marquees andtents must not be closer to the boundary that the requirement of the Waipa24