Stall Holder Terms & Conditions

Exhibitor Rules and Regulations

Space will be allocated by the Buckham Fair Committee (BFC) as regards to the area and position on the show ground. The BFC reserves the right to reject any proposed entry, or to cancel an entry without being required to give a reason. In such cases a full refund will be given. The BFC reserves the right to reposition exhibitors at any time before or during the show.
Entry on the show web site and show guide. Information from exhibitors will be stored electronically and published on our web site and in the show guide. Submission of an application is consent for this.
Sub-letting. Exhibitors are not permitted to sub-let any part of their allocated space.
Fire precautions. Fire precautions and specific fire risk assessments are the responsibility of the exhibitor and all exhibitors must comply with current Fire Safety requirements throughout the set up, show and breakdown periods. We discourage the use of gas cylinders, including Calor gas, propane, butane and helium.

Where an exhibitor cancels the space reserved for him 14 days before the date of the Show for any reason, all fees paid will be forfeited and the BFC reserves the right to relet the space.
Cancellation of the event is at the discretion of the BFC.

Each exhibitor will receive two free admission tickets. For vehicles and caravans, please follow the exhibitor parking signs as you exit the show ground.
The showground will be open from the Friday before the show and exhibitors must have their stands ready for business by 8.00am on show day. Stands must not be dismantled before 6.00pm and clearance should be by noon the following day.
A one-way system will be in force from 8.00am on the morning of the show. No entry will be allowed to vehicles from 8.00am without consent of the BFC.

All exhibitors will be supplied with delivery labels for windscreens. Delivery vehicles must depart by 8.00am. Goods arriving later must be carried onto the show ground.
Exhibitors with wide or heavy loads must notify the BFC at least one week before arrival. Drivers and passengers must have admission tickets or must pay on entrance.
Each stand in the Food Area will be allocated ONE static pass to store stock behind the marquee. Vehicles not required on show day must be moved to the main car park by 8.00am. Static passes may also be issued for vehicles integral to a display. The BFC reserves the right to deny static vehicle pass requests. Vehicles causing obstruction may result in exhibitors being asked to leave and pitch fees forfeited.

Any excavation or breaking of ground must be approved by the BFC beforehand and restored fully within one week after the show. Exhibitors are responsible for removal of all construction material. The BFC may complete this work at the exhibitor’s expense if necessary.

Exhibitors must comply with the Food Safety Act 1990. Food hygiene certificates and hazard analysis documentation must be available on request. Caterers providing high-risk foods must have at least one person trained in food hygiene. Suitable flooring must be provided.
Exhibitors selling or giving out alcohol samples must obtain their own Temporary Event Notice. A copy must be sent to the Show Office at least three weeks before the show and displayed on the stand.
Exhibitors outside the Food Court may not sell food or drinks intended for consumption on the day.
Private catering for corporate hospitality is permitted but refreshments must not be sold to the public except by official caterers and concessionaires. All Public Health and Food Hygiene requirements apply even if refreshments or samples are free.

Exhibitors must not cause undue noise, shout, or use equipment that may annoy others.
Generators are not permitted unless they form an integral, enclosed part of a stand and cause no annoyance.
Competitions, appeals or raffles require written permission from the BFC. Collections and leaflet distribution must remain within the boundaries of the stand. Gambling and games of chance are forbidden.
Balloons may not be flown or distributed due to risks to livestock and visitors.
Exhibitors must inform the BFC of any radio frequencies being used at least one month before the show. Using the same frequency as the BFC is forbidden.

Caravans, motor homes and tents may not be placed on exhibitor stand space or in the traders car park unless by prior arrangement with the BFC.

The BFC, its Officers and Servants shall not be held responsible for any accident, damage or loss to exhibitors, employees, animals or articles while on, entering or leaving the show ground.
The BFC cannot be held responsible for the safe keeping of any article brought to the show. Exhibitors may arrange independent security, but all arrangements must be notified to and agreed by the BFC in writing.
Exhibitors must hold Public and Product Liability insurance appropriate to their business. The insurance policy number must be provided on the application form.
This schedule is subject to compliance with all current requirements of DEFRA, the Health & Safety Executive and Local Authorities.