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EXHIBITOR INFORMATION & EXHIBITOR MANUAL

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PROSPECTUS & APPLICATION FORM

The 2019 CRT FarmFest Prospectus CLICK HERE to view.

If you haven’t exhibited at CRT FarmFest before we encourage you to fill out our Field Day Enquiry Form so that we can keep you informed for our upcoming events.

SITEs

BOOKINGS & SITE ALLOCATIONS

The general policy for site allocations is for exhibitors to be offered the same site/s as the previous year. They should advise the organisers of their intention to participate by late March, or surrender any claim to the site/s. 

Sites are only allocated to exhibitors who have sent in a completed Application Form, confirmed by the organisers. Every effort is made to allocate space according to the exhibitor’s preferences. Please note that the organisers reserve the right to allocate sites at their discretion and to alter allocations when necessary.

site access

An Exhibitor Manual will be issued closer to the date of the event that will include important information for exhibitors as well as site access details. 

SITE ALLOCATION

General policy is for exhibitors to be offered the same site/s as the previous year. They should advise the organisers of their intention to participate by Friday March 27, 2020 or surrender any claim to the site/s.

Sites are only allocated to exhibitors who have sent in a completed application form, confirmed by the organisers. Every effort is made to allocate space according to the exhibitor’s preferences.

Please note the organisers reserve the right to allocate sites at their discretion and to alter allocations when necessary.

SITE SHARING (PIGGY BACKING)

Please note that no piggy backing, subletting or space farming is permitted at CRT FarmFest.

For the protection of all exhibitors’ interests, only displays which have a genuine company link with an exhibitor can be shown on their stand. Organisers will check displays and where piggy backing occurs, the organisers have the right to charge the exhibitor a full fee for each piggy backer.

CANCELLATIONS

All cancellations must be submitted in writing. The organisers reserve the right to charge a cancellation fee of 25% for all cancellations made after publication of event details or after Friday April 10, 2020. The organisers also reserve the right to charge the full participation cost on cancellations received after this date.

LIFTING SERVICE

FORKLIFTS, CRANES & TRACTORS

For setting up and dismantling purposes before and after CRT FarmFest a free lifting service will be available at the discretion of the organisers.

Crane and Forklift service will be available from Thursday May 28 through to Monday June 3 for installation and Friday June 7,

Saturday June 8 and Monday June 10 for dismantling. Strict time limit of 20 minutes will apply.

Crane and forklift services required outside these nominated times will be at the exhibitor’s expense.

Due to safe work practice the Crane Service will be available on Monday June 3 for unloading purposes and STRICTLY NO ASSEMBLY

CRANE FORKLIFT

Thursday 28 May | 8am - 4pm Thursday 28 May | 8am - 4pm

Friday 29 May | 8am - 4pm Friday 29 May | 8am - 4pm

Saturday 30 May | 8am -12pm Saturday 30 May | 8am -12pm

Sunday 31 June | 8am -12pm Sunday 31 June | 8am -12pm

Monday 1 June 8am - 4pm Monday 1 June 8am - 4pm

Tuesday 2 June | NO SERVICE Tuesday 2 June | NO SERVICE

Wednesday 3 June | NO SERVICE Wednesday 3 June | NO SERVICE

Thursday 4 June | NO SERVICE Thursday 4 June | NO SERVICE

Friday 5 June | 8am - 4pm Friday 5 June | 8am - 4pm

Saturday 6 June | 8am -12pm Saturday 6 June | 8am -4pm

Sunday 7 June | NO SERVICE Sunday 7 June | NO SERVICE

Monday 8 June | 8am - 12pm Monday 8 June | 8am - 12pm

Tuesday 9 June 8am -12pm Tuesday 9 June 8am -12pm

DEMONSTRATIONS

Exhibitors who demonstrate on their site and/or in the designated demonstration areas are required to complete the Demonstration Form.

It is important to note your demonstration on the exhibitor Safety Plan and include Safe Work Procedures (SWP).

There are demonstration areas for drones, motorbikes, 4WD, heavy machinery and livestock.

DRIVING ON-SITE

THE EXHIBITOR PASS IS VALID FOR THE EVENT SETUP, EVENT DAYS AND DISMANTLING PERIOD AT CRT FARMFEST

It entitles the holder to gain access to the static display grid during the times below:

EXHIBITOR ACCESS TIMES ON THE GRID

Tuesday June 2 & Wednesday June 3, daily from 7:30am to 8:30am and 5:30pm to 6pm. Thursday June 4, from 7:30am to 8:30am and 4:30pm to 6pm.

Gates close each day to incoming vehicles at 8:30am. Gates will remain locked until 5:30pm.

All vehicles must be removed from exhibitor sites into the exhibitor car parks by 8.30am.

VEHICLES ARE NOT PERMITTED TO MOVE AROUND THE GRID DURING PUBLIC OPENING TIMES.

If you need to leave the site early during the day, please park in the exhibitor car parks by 8:30am as you will not be allowed to drive on the grid until the event is closed to the public (see times above)

If the vehicle is required as part of your display, please make sure the vehicle is parked completely within the boundary of the site. Please be aware if driving on the static display grid before public opening times you must have LIGHTS ON – and use indicators turning on the grid. Extreme caution must be taken when driving near pedestrians over the event days. Pedestrians have the right of way and you must exercise safe driving and patience when you navigate the site to reach your destination.

DRIVE SAFELY AND SLOWLY SPEED LIMIT 10KPH ON GRID.

Normal road rules apply on site including seat belts must also be worn at all times when vehicles are being driven and do not illegally operate a mobile phone when driving a vehicle.

Warrego Highway Entrance Gate 1 opens from 7:30am.

Any vehicle displaying this Exhibitor Pass and requires early or late access must use Gate 1.

Failure to comply, you will be asked to leave the site by organisers, Fairfax Rural Events.

ELECTRICAL SAFETY OBLIGATIONS

All power leads and power boards must display a current test and tag.

All power boards should have individual circuit switches and a power overload safety switch featured.

No double adapters or piggy back plugs are to be used on the FarmFest field days site.

All small electrical items must display a current test and tag to comply with the Australian Standards 3760.

All power leads must be covered with cable trays or rubber mats supplied by the exhibitor. Power leads must not impede pedestrian walkways or corridors.

Power leads not covered or buried must be raised using an appropriate stand 2.5m above the ground.

Exhibitor manual

The Exhibitor Manual will provide you with all the information you need to know in preparation for the event right through from A to Z.   - 2019 Exhibitor Manual Coming Soon

on-SITE services

FOOD AND DRINK

Bars & Liquor

Three public bars operate on site during CRT FarmFest. Participants requiring liquor for hospitality purposes at FarmFest can order through the Public Bar.

Food & Catering

For the convenience of participants’ set-up and dismantling, the Main Kitchen located on B Row, will be open on Saturday prior event. It will offer a selection of hot and cold food and beverages. All food and beverages must be purchased from the vendors appointed by FarmFest Management. Sample products may be distributed in small sizes with prior approval from FarmFest management. All food served on site must comply with Queensland Health regulations.

Rubbish Collection

Rubbish collection takes place continually during the day and each night of CRT FarmFest and participants are asked to place all packaging and rubbish in the bins nearest their stands. If you have large amounts of waste to be removed after setting-up your stand, place on edge of road in front of your stand and it will be picked up by our rubbish collection service on the Monday night prior to FarmFest.

safety and SECURITY

At all times, tractors, vehicles, implements and equipment may be moving around all parts of the field. Exhibitors should exercise care,  particularly where children are present.

No cranes or forklifts are to operate on site at night or at any time during the Tuesday, Wednesday and Thursday of CRT FarmFest. No display, large or small, is to be dismantled before 5pm on Thursday.

To avoid hitting underground power, participants are asked NOT to dig post holes themselves - leave it to the organisers. You are reminded that the  Occupational Health and Safety Act requires you to provide a safe environment for workers and visitors and that you are responsible to ensure that all extension leads and power boards used by you are suitable and in a safe condition and have the appropriate tags in place.

For safety reason participants should avoid bringing children with them during the set-up period.

sAFETY PLAN

Each exhibitor must provide a completed Safety Plan (risk assessment) prior to the CRT FarmFest field day, identifying the hazards potentially present on your site and ways in which you will minimise and control those hazards.

This will be made available to exhibitors upon acceptance of application. The exhibitor will be required to display a copy of the safety plan on their stand or have quick access to a digital version if requested on site by .

The safety plan is to be completed by Friday April 10, 2020.

POWER

As part of your participation, you receive access to standard power supply either 240V 10amp or 15amp power. If you have a requirement for 32 amp 3 phase please nominate on Application Form.

All exhibitors will be requested to provide their power requirements on application

Security

A professional security service operates on site 24 hours a day from 5pm Friday before CRT FarmFest until midday Saturday after FarmFest.

Neither FarmFest organisers nor the security company accept responsibility for any goods or property on the grounds. Inform security or the FarmFest Headquarters IMMEDIATELY, if you have stock missing. Security can be contacted through the CRT FarmFest Headquarters.

Exhibitors must make their own security arrangements to protect their property whilst on site. Security operate a check point on the entrance road on the Saturday, Sunday and Monday before CRT FarmFest and Friday and Saturday after FarmFest to dissuade sightseers.

To assist security, participants should have an EXHIBITOR PASS visible through their vehicle windscreens at all times. For security reasons your stand should be staffed between the hours of 7.30am and 6pm, Tuesday, Wednesday and Thursday of CRT FarmFest. Please ensure everyone remains on your site until 9am. Don 't leave your stand unattended during exhibition times. Although official opening time is 9am, Police may request organisers to allow the public on site earlier to alleviate traffic congestions.

Whilst walking to your site, please remain on the formed roadways.

Participants are requested to advise security at the FarmFest Headquarters if it is their intention to be on the ground before 7am or after 6pm on any day. You may be challenged by a Security Officer on leaving or entering the ground late or early in the day.

Please cooperate to enable them to be satisfied that you have a bonafide reason for being where you are. Please ensure that all staff operating on your stand, and other people connected with your exhibit, are aware of the security arrangements at FarmFest.

PUBLIC & PRODUCT LIABILITY INSURANCE

To comply with our Public and Product Liability Insurance Policy, we require a copy of a current Certificate of Currency (COC) of Public and Property Liability Insurance to cover the time and duration of exhibiting at CRT FarmFest which must be provided with your application.

MARKETING

OFFICIAL Guide Book

The CRT FarmFest Guide Book is produced by Queensland Country Life and is designed specifically for visitor use. The CRT FarmFest Guide Book is inserted in the Queensland Country Life prior to the field days, and handed out free during CRT FarmFest. Each participant receives one full company listing and product listing reference within the publication.  All enquiries should be directed to Queensland Country Life, Rural Events. Call (07) 3826 8200  or email reception.qld@queenslandcountrylife.com.au

Publicity

If at CRT FarmFest you are launching a new product or service, tell us about it in 75 words or less. We may be able to obtain publicity opportunities for you.  Media are always looking for a new angle, especially something new or ground breaking.  Details will be sent on confirmation of your Application Form.

Smart Phone App

The CRT FarmFest Smart Phone App is available for download and carries all the information of the Official Guide Book. This will be available approximately one month out from the event through the iTunes Store and Google Play. 

Television, Radio and Press

Advertising for CRT FarmFest on Television and Radio is extensive and includes placement in major regional television markets, in line with our survey findings.  FarmFest media partners have specially prepared FarmFest advertising packages available to exhibitors.

Contact details for Media Partners are:

W.I.N Television

31-41 The Ringers Road Tamworth NSW 2340

02 6763 2700

Southern Cross Austereo

104-106 Margaret Street Toowoomba Qld 4350

07 4637 5111

Seven Network

172 Hume Street Toowoomba Qld 4350

07 4637 5377

Queensland Country Life

203 Hume Street Toowoomba Qld 4350

07 4633 9901

The Land Newspaper

59 Bells Line of Road North Richmond NSW 2754

02 4570 4444

W.I.N Television QLD

Video Avenue, Toowoomba QLD 4350

07 4688 2421


MARKETING

CRT FARMFEST RADIO ADVERTISING

The field days run an onsite Public Address system.

If you wish to further promote your business throughout the field days — simply complete the Application Form under Advertising “FarmFest Radio Advertising”. Four x 30 second advertisements per day costs $225 based on no more than 75 words otherwise the organisers reserve the right to edit your copy. If you have already booked your Radio advertising, please ensure you provide us with your copy by Monday April 6, 2020.

CRT FARMFEST OFFICIAL GUIDE

The CRT FarmFest Official Guide is produced by Queensland Country Life and is designed specifically for visitor use.

The CRT FarmFest Official Guide is inserted in the Queensland Country Life prior to the field days and handed out free during CRT FarmFest.

Each participant receives one full company listing and product listing reference. All enquiries should be directed to Queensland Country Life T: 07 4633 9901 F: 07 4638 5491 E: reception.qld@queenslandcountrylife.com.au

PUBLICITY

If you are launching a new product or or service at CRT FarmFest, please tell us about it in 75 words or less.

We may be able to obtain publicity opportunities for you. Media are always looking for a new angle, especially something new or ground breaking. Details will be sent on confirmation of your Application Form.

SMART PHONE APP

The CRT FarmFest Smart Phone App is available for download and carries all the information of the CRT FarmFest Official Guide.

This will be available about one month out from the event through iTunes Store and Google Play.

TELEVISION, RADIO AND PRESS

Advertising for CRT FarmFest on television and radio is extensive and includes placement in major regional television markets in line with our survey findings.

FarmFest media partners have specially prepared FarmFest advertising packages available to exhibitors. Contact details

for Media Partners are:

QUEENSLAND COUNTRY LIFE / 203 Hume Street, Toowoomba QLD 4350. T: 07 4633 9901.

THE LAND NEWSPAPER / 159 Bells Line of Road, North Richmond NSW 2754. T: 02 4570 4444.

DOMAIN RURAL / Level 1, 27 Bourke Street, Tamworth NSW 2340. T: 1300 799 109

AGTRADER / www.agtrader.com.au

LIVESTOCK CONNECT / www.livestockconnect.com.au

WIN TELEVISION / 31-41 The Ringers Road, Tamworth NSW 2340. T: 02 6763 2700.

SOUTHERN CROSS AUSTEREO / 104-106 Margaret Street, Toowoomba QLD 4350. T: 07 4637 5111.

SEVEN NETWORK / 172 Hume Street Toowoomba QLD 4350. T: 07 4637 5377.


TERMS & CONDITIONS

Exhibiting

1: The exhibitor shall comply with all relevant laws affecting its participation. Insurance & Public Liability

2: (a) The exhibitor and its agents, contractors shall take out statutory workers compensation insurance and public and product liability insurance with a limit of liability of no less than ten million dollars (and an excess of no greater than $5,000 for any one occurrence) and in respect of the public and product liability insurance, to note the interests of the organiser and the event (with applicable location and dates) on the insurance certificate.

The exhibitor shall also take out all risks property insurance for all of its assets located at the site.

The exhibitor and its servants, agents, contractors indemnifies and will indemnify the organiser, its servants, agents, contractors and employees from all actions, claims, demands, losses, damages, costs and expenses arising from the exhibitor’s use of the site and site allocation placement in particular but without limiting the generality of the foregoing against any loss, damage or injury from any cause whatsoever to the property or person caused by or contributed to by the use of the site by the exhibitor or any servant, agent, contractor or other person duly authorised by the exhibitor whether such loss, damage or injury occurs on the site or not and whether caused by any act, omission, neglect, breach or default of the exhibitor or any other person.

(b) The exhibitors insurance must include Agricultural Publishers Pty Limited as Named Insured(s) on the policy to the extent they are liable for the acts, errors and omissions of the exhibitor.

(c) The roads and open spaces within the site may be public roads for the purposes of motor vehicle compulsory third party liability legislation and all vehicles which are unregistered and capable of being registered or being permitted by Queensland Department of Transport and Main Roads for use on public roads must be registered or permitted accordingly. The exhibitor shall also effect comprehensive motor vehicle insurance in respect of any registered motor vehicles used on the site and workers compensation as required by law. The exhibitor, its servants, agents, contractors will ensure that all vehicles it brings on the site have current registration and compulsory third party insurance.

In accordance with the Work Health and Safety Act 2011 no keys are permitted to be left in unattended vehicles, plant and equipment on site, no vehicular movement is permitted during public event opening times.

(d) The exhibitor is required to provide the organiser with current certificates of the required insurances listed in this agreement at the time it submits its application and the organiser has the right to reject the insurance on the grounds it does not meet the obligations contained herein or because the insurer is not acceptable to the organiser.

Site Sharing

3: The exhibitor shall not, without the prior consent of the organiser, permit any other company or person other than the exhibitor, its servants or agents to occupy any part of the site and only products and services listed for display may occupy the site. Should this condition not be observed, the organiser may charge an additional fee for basic package or exercise any other of its rights under this agreement.

Organiser Site Cancellation

4: The organiser reserves the right to cancel this agreement and to retain any money paid or to recover any money not paid in relation thereto without assigning any reason for such cancellation and retention or recovery.

5: The organiser reserves the right, if it considers it to be expedient or desirable to do so, to cancel or to postpone the operation of this agreement by notice in writing in the event of any occurrence or happening which in the opinion of the organiser justifies it in so doing.

The exhibitor indemnifies the organiser against any claim for compensation or damages or any other action or demand, whether on the ground of loss of profits or otherwise, arising from such cancellation or postponement and acknowledges that in such circumstances the organiser shall be entitled to retain any money paid or to recover any money not paid by the exhibitor in relation to this agreement.

6: The organiser reserves the right to cancel this agreement and retain any money paid or to recover any money not paid in relation thereto if there is in the opinion of the organiser any infringement of any of the terms and conditions of this agreement or if the exhibitor does not occupy its space at the commencement of and during the full period of the exhibition.

Sites

7: All structures, property and equipment of the exhibitor and its servants, agents, contractors is brought on to the FarmFest site at the risk of the exhibitor and the exhibitor hereby agrees to indemnify and hold indemnified the organiser against any and all actions, claims, demands, losses, damages, costs or expenses in relation to any loss, damage, accidents, claims or injury caused by such equipment and property whether to the organiser or third parties, however occasioned.

All structures, property and equipment must comply with the Australian Standards® including but not limited to, fire extinguishers.

Deliveries

8: The exhibitor should make arrangements to have its own employees, agents, servants, contractors on site to accept delivery of any property being delivered to the site for its use.

If the organiser signs for goods delivered to the site for use of the exhibitor it accepts no responsibility for any discrepancy of any type (including but not limited to type, quantity and condition of goods delivered) between what is described on the delivery docket and what is actually delivered.

Site Allocation

9: The organiser reserves the right to alter site allocations at its discretion.

Payment

10: Payment for FarmFest is due in advance, the exhibitor agrees to pay in full all participation and advertising charges incurred upon receiving an account of such charges. However, where the organiser extends credit to an exhibitor it is at the discretion and confirmation of the organiser.

11: The organiser shall be responsible only for the provision of the services specified on the Application Form, and does not warrant to provide any other services whatsoever.

HSE Requirements

12: To comply with the Work Health and Safety Act 2011 the exhibitor is responsible for the creation and maintenance of a safe environment for their employees, servants, agents, contractors and visitors.

All power leads, electrical appliances and equipment brought onto site must be tested and tagged in accordance with Australian Standards AS 3760 and to comply with the requirements as set out in AS/NZS (3002:2002) ‘Electrical Installation – Shows & Carnivals’. No double adaptors are permitted to be used on site.

The organiser, Fairfax Rural Events or its authorised electrical contractor has the right to disconnect any power leads, electrical appliances and equipment that fails to comply with the Australian Standards 3760 – without notification.

The exhibitor is required to complete and provide to the organisers a Safety Plan (Risk Assessment Plan) and implement inline with Safe Work Procedures (SWP) for tasks undertaken to ensure the exhibitor, their agents, their contractors demonstrate they are working to a safety procedure while setting up, operating, demonstrating and dismantling their exhibits.

If conducting demonstrations, exhibitors must register and submit Safety Plan and Safe Work Procedures (SWP) to the organisers. Any hot work including cutting, welding or grinding conducted on site will require a FM Global Hot Work Permit provided by the organisers.

Cancellations

13: All cancellations must be in writing and the organisers reserve the right to charge a 25% cancellation fee for any other costs incurred.

The organisers also reserve the right to charge the full participation cost on cancellations after Friday April 10, 2020.

Structures On Site

14: Where the organiser agrees to allow the exhibitor to erect permanent or semi permanent structures on the organiser’s property, the parties will enter into a further agreement in respect of that arrangement.

It is the responsibility of the building owner to comply with the Work Health and Safety Act 2011 and create and maintain a safe environment for their employees, servants, agents, contractors and visitors.

Organisers

15: In this agreement, unless the context requires otherwise: The organiser wherever appearing shall include Agricultural Publishers Pty Limited ABN 55 000 560 430 its servants, agents and contractors.

The exhibitor wherever appearing shall include the company, person or persons specified on the front hereof, as exhibitor, their servants, agents and contractors.

Words importing the singular shall be deemed to include the plural and vice versa; words importing the masculine gender shall include the feminine and neuter gender as the case may require and words importing the neuter gender shall include the masculine and feminine gender as the case may require.

When two or more persons are parties to this agreement the terms and conditions herein contained shall bind them jointly and each of them separately and each of their respective executors, administrators and assignees and when a company is a party hereto the terms and conditions on its part herein contained shall bind the company, its successors and assignees.


DISCLAIMER

The CRT FarmFest Exhibitor Manual provides general and operational information that relates to field days held at the Kingsthorpe Park, Toowoomba – A site owned and operated by Rural Press Pty Ltd. All exhibitors are required to carefully read the Exhibitor Manual as you are bound by the details it contains and failure to comply may result in your application terminated. If you have any questions or concerns, please contact Rural Events on (02) 6768 5800 or farmfest@austcommunitmedia.com.au.