RHS CHATSWORTH FLOWER SHOW 2018

Transcription

1 RHS CHATSWORTH FLOWER SHOW 2018 Wednesday 6 June Sunday 10 June FREEFORM FACTSHEET Before completing your application pack please read through this document. It explains: Show identity & FreeForm FreeForm information Application support General regulations What happens next? Environmental responsibility Key application dates Access, build-up & breakdown Contacts Terms & conditions Showground SHOW IDENTITY & FREEFORM All RHS Shows aim to encourage and improve the science, art and practice of horticulture in all its branches, showcasing gardens that will inspire visitors to enrich their lives through plants and make the UK a greener, more beautiful place. RHS Chatsworth Flower Show celebrates Design Revolutionaries and takes this as its overarching theme. Through the ages Chatsworth has attracted revolutionary thinkers who have made their mark. William Talman, Joseph Paxton and Capability Brown are among those who shaped the house, gardens and landscape as we know them today. Contemporary designers and architects such as Dan Pearson, Thomas Heatherwick and Tom Stuart-Smith carry on the movement, keeping Chatsworth relevant and continuing the association with today s design revolutionaries. As well as celebrating creative and inspiring people who have shaped our gardening design history, the theme showcases key trends and looks to the future of gardening and garden design, providing a platform for the dreamers and innovators of tomorrow. Please keep this in mind when developing your application and consider how your design will support and strengthen the Design Revolutionaries theme. 1

2 FreeForm: what does it mean? What if you could design anything? By popular demand we are giving creatives from all disciplines the chance to apply to create an installation at an RHS show. We want to encourage a diverse freedom of expression and never seen before show content. We re looking for visually arresting, provocative, stimulating gardens, statement installations and sculptures that are going to set RHS Chatsworth Flower Show apart from other gardening events. 2

3 APPLICATION SUPPORT Whether you re a new exhibitor or a regular to RHS Shows, please feel welcome to contact us and talk through your application before submission. WHAT HAPPENS NEXT? Applications must be received no later than 3 November The completed application form, along with associated drawings and information, will then be reviewed by a FreeForm selection panel. The panel s comments will be shared with you in order that you can reflect on your original submission and make adaptations if necessary. Changes should be submitted within two weeks and must include any new or additional drawings. If the application is accepted a provisional allocation will be made. Once all FreeForm exhibits have been selected they will then be positioned onto the showground plan and given a final allocation of space. Final space allocations will be sent out with an Acceptance of Site contract. Your signed contract must be returned as soon as possible so that a login for the online Exhibitor Zone including the show manual and order forms can be issued. As well as a compulsory Health and Safety and Show Guide form the order forms provide a booking facility for tickets and onsite services (water, electricity, forklifts, telephones, etc.). Please also see Media form on pg.6 and Drawings on pg.7. KEY APPLICATION DATES* Application deadline 3 November 2017 First Selection Panel meeting December FreeForm selected and initial feedback sent December Final Selection Panel meeting TBC *all dates are provisional and subject to change CONTACTS Garden development and enquiries Show Manager: Jenny Jenner Tel: jennyjenner@ Deputy Show Manager: Liz Patterson Tel: elizabethpatterson@ 3

4 Applications, contracts, contact details and working access passes Assistant Show Manager: Anna Skibniewski-Ball Tel: Exhibitor Services Tel: Technical details, operations and health and safety Operations Manager: Amy Foster Tel: Deputy Operations Manager: Olivia Boswell Tel: Press Office Tel: Marketing Office Tel: Accounts Office Tel: Fax: Shows Health & Safety Tel: Available from Jan 2018 SHOWGROUND* The layout has been designed to work with the natural curves of the landscape. At the heart of the site, the Great Conservatory pays homage to Joseph Paxton s structure completed at Chatsworth in 1840, ahead of the Crystal Palace in London in FreeForm installations will be distributed throughout the showground. Due to the archeological importance of the site, excavation is limited to certain areas across the site and we recommend planning to build up your design from ground level so there is no or limited ground penetration. The show occupies the land in front of Chatsworth House, taking advantage of 360 views of rolling parkland and imposing architecture. The River Derwent winds its way down through the site, affording special opportunities to develop bankside content and bridges. 4

5 FREEFORM INFORMATION With Chatsworth s existing pedigree for marrying the unusual and contemporary with the traditional and historic we are asking designers, horticulturists, artists and other creatives to really push the boundaries and produce thought-provoking, eye catching installation pieces that inspire, excite and thrill our visitors and the media. Our aim is to curate these installations throughout the show site depending on size and height. Viewing for these installations should be 360. FreeForm exhibits should be a minimum of 25m 2 in size to ensure adequate impact for visitors. There is no maximum size. FreeForm benefits package Each FreeForm exhibit is entitled to a number of exclusive benefits at the show. A summary of these is below and varies according to size: Exhibit size Promotional/ Entertaining space Show Guide RHS website FreeForm signage Press Day Access for guests Complimentary tickets (valid for any one show day) Half page 25-35m 2 incl editorial, Full page illustration incl. 36m 2-99m & logo illustration, FreeForm editorial & information 100m 2-149m 2 Full page link to & logo 150m 3 x 3m incl m 2 sponsor editorial, 200m website illustration, Above x 4m & logo Access & viewing FreeForm footprints may be designed for public access; if public access is intended please specify on your application form (minimum path size 1.5m one way, 2.2m two way). For exhibits below 100m 2 requiring public access, pathways need to be in addition to the overall size, not included and will depend on sign off from our RHS health and safety team. Awards FreeForm will not be judged for RHS medals however there will be a People s Choice award which all allocated exhibitors will be eligible for. If you would still like to receive feedback for your installation from a panel of judges this can be arranged by prior agreement with the Show Manager. Confidentiality Applicants may confirm to the media they have applied but may not confirm they have been allocated until after the RHS has announced the list of allocated FreeForm. The RHS reserves the right to announce to the media any FreeForm exhibit, once allocated. Designers/sponsors cannot delay the announcement in favour of their own press launch. Exhibit entertainment Exhibitors may not entertain on their gardens/installations during show open hours. Details of opportunities for exhibitors to entertain, such as the After Hours at RHS Chatsworth will be sent to successful applicants on allocation. FreeForm deposits If your exhibit is selected to be built at the show you will be required to pay a refundable deposit. Gardens /installations under 99m 2 are required to pay a deposit of 400 Gardens /installations over 100m 2 are required to pay a deposit of 600 5

6 The RHS will process the deposit by invoice or BACS payment following a provisional allocation of space. Deposits will not be returned if applications are withdrawn after the 6 March The deposit is fully refundable and will be repaid to you in August providing that: Media, Acceptance of Site and H&S forms have been submitted on time. The exhibit is built at the show in accordance with the agreed plans and the site is cleared to the required standard at the end of the show. Media form Following acceptance into the show and a provisional allocation, FreeForm exhibitors are required to complete the RHS media form. This must be filled in as fully as possible and should include a final illustration of the garden/installation. The final illustration will be used on the RHS website, in the Show Guide and in other locations at the discretion of the RHS so it is essential that this illustration is of a very high standard. It may also be picked up by journalists for use in media content. The media form will be sent out by to all allocated exhibitors. Tickets FreeForm exhibits will be allocated a specific number of complimentary show tickets for use by sponsors and their guests. It is the responsibility of the coordinator to distribute tickets to the relevant people and all correspondence concerning complimentary tickets must be conducted via the coordinator. Exhibitors and sponsors may also purchase additional tickets to the show at RHS Member rates through the online Exhibitor Zone* *Subject to availability and number dependent on size of exhibit. Promotional areas FreeForm exhibits above 100m 2 include optional additional space next to or opposite the garden/installation to act as a promotional area for the sponsor. This must be designed and submitted as part of the application. This open ground site must be used to create an engagement area that ties in with and complements the garden/exhibit. It can include a sponsor s or designer s own structure (subject to regulations and approval by the Show Manager). If required the RHS can provide a simple promotional marquee for a fee but structures designed to be in keeping with the garden are preferred. The overall promotional space should be well-planned and finished to a high standard to tie in with the garden/exhibit. Additional services for the promotional area such as furniture, Wi-Fi, lighting, flooring, etc. can be purchased using the online forms and manual. This will be available at allocation upon completion of Acceptance of Site contract and media form (see page 12 Access, Build-Up & Breakdown). No plants or other items may be sold from the garden/exhibit during the show however, exhibitors may take orders for plants, products or services. Selling from promotional area If sponsors would like to upgrade their promotional area in order to retail products then they can apply to do so and this will be charged at the 2018 Tradestand rate of: Open ground site: 85 + VAT per m 2 Covered ground site: VAT per m 2 Full details of the product range need to be provided in your application form and approval will need to be granted by the Show Manager. Sell-off On the last day of the show (Sunday), exhibitors are permitted to sell the plants and other items from their gardens/installations from 4.00pm if they wish. At 5.00pm the show closes and no further selling is permitted. Show week seminar For potential future FreeForm exhibitors a meet and greet will be held at the 2018 show. This allows designers and sponsors to visit the show and learn more about being involved in the following year. Seminar spaces are limited and can be booked by ing annaskibniewskiball@ to indicate your interest. Use of RHS logo Only licensees of the RHS may use the RHS logo. There will be a 2018 RHS Exhibitor logo that exhibitors and sponsors are able to use on promotional material and website. This will be available through the online Exhibitor Zone. 6

7 GENERAL REGULATIONS Barriers / rope & post Barriers (fencing, rope and post, etc.) can be used to protect and prevent entry to gardens/installations that do not allow public access. Barriers must be provided by the exhibitor. It is recommended that the materials for the barrier are neutral (e.g. wooden posts and natural rope) or are made from materials in keeping with the design of the garden. The barrier must be a minimum of 0.5m high. The space between the garden s perimeter and the barrier may be used as circulation space for those who are working on or promoting the exhibit during the open hours of the show. Charges for installation space Space is given free of charge. An exhibitor may not sub-let, or otherwise part with the whole or any part of the space allocated. Drawings All applications must include the following drawings as a minimum in order to be assessed for selection: Master plan 2D plan showing the garden/installation from above, to scale and annotated with key elements of the design Layout plan 2D black and white plan showing the main elements of the garden/installation and key dimensions e.g. path widths, spot heights, water dimensions Perspective drawing(s) showing key views of the garden/installation including the views into the garden/exhibit that visitors will see. Section elevations showing excavation depths and key heights, including the RHS regulated depths and heights (available from the regulations handbook) shown as a line drawn on the section elevations for comparison. Preliminary planting plan with key structural plants accompanied by a separate list of plants this does not have to be a final definitive list, but needs to be a good indication of plants to be used. You may also include plant mood boards. Construction drawings Construction drawings should be supplied at application stage for buildings, walls and any load bearing construction details. Structural engineering drawings will only be required at allocation if necessary. You may also submit other mood boards such as hard landscaping details or 3D model drawings. Fundraising Charitable cash collections are not permitted within the showground. Graphics, murals, painted backgrounds, etc. The proposed use of graphics, murals, painted backgrounds, etc. must be shown in plans submitted in advance and the Show Manager s permission sought for their use. In all cases these must be constructed of a fireretardant material. Leaflets Exhibitors should produce a leaflet containing information relevant to the garden to distribute to Show visitors. Leaflets are collected by visitors and kept after the Show, so they should contain images and information to act as an aide-memoir. The leaflet may be of any format, and must be produced to a high standard. The content should include: On the front cover: the exhibitor s name, the exhibit title, site number, the correct name of the Show (RHS Chatsworth Flower Show) and the Twitter hashtag #RHSChatsworth At least one third must be dedicated to details about the garden/installation; the remainder may be given over to specific promotions or information about sponsor(s) Contacts and details of the company/organisation, sponsor(s) or designer(s) Images of the garden design and the featured plants Plant list (if applicable) Any other information relevant to the horticultural content of your exhibit Frequently Asked Question (FAQ's) 7

8 Exhibitors must send a draft copy of the leaflet to the Show Manager for approval no less than three weeks before the Show. Quantities of Leaflets: Garden/installation size Est. Number Gardens/installation under 100m 2 8,000 Gardens/installation over 100m 2 10,000-15,000 Leaflet Storage: Leaflets should be stored out of site during the show open period. In order to avoid unsightly boxes or mess, all stocks must be concealed during the day (storage may be incorporated into the design of the garden) and re-stocking should take place out of show opening hours. Masonry cutting/hot works A permit to work may be required. Please advise our Health and Safety team before undertaking any works. For further information please refer to the manual. Plant & machinery Excavators and plant used should only be of sufficient size for the excavations they are required for, and not larger than is necessary. A maximum weight limit of 6 tonnes applies to all plant. Vehicles over this limit will not be permitted on site. Metal tracked equipment of any type is not permitted on site. All vehicles such as forklifts, excavators, dumper trucks, telescopic lifts and plant must be fitted with grassland tyres otherwise they will not be permitted on site. Plant must be driven at walking pace (5mph) and if not in use, keys from plant should be removed. All plant must have reversing alarms of the broadband (white noise) type. Any operators will need to bring their certificates with them to site. Restricted items When designing please bear in mind the items listed below are either not allowed or restricted (needing special permission from the Show Manager). Items not allowed: Balloons Flags Gnomes or brightly coloured creatures Material exuding a foul or unpleasant odour (including spray paints, aerosols and fibres) Any item which, in the opinion of the Society, detracts from the presentation of the plants or products on display, or from the general appearance of the show. Restricted items requiring special permission from the Show Manager: Fibreglass Any other item deemed to have no direct or demonstrable relevance to horticulture or gardening Artificial plant material Banners Bunting Food and drink Fruit or flowers artificially attached to a plant or spray Live animals of any kind Mirrors Music/sound effects Storage areas within exhibits Space is allocated to the exhibitor on the understanding that it is used principally to stage the garden/installation. Exhibitors who need storage facilities must design this into the space allocated, but this must be discreet, tasteful and in harmony with the design of the garden. Catalogues, leaflets and any other promotional material must not be stored in view of visitors. Exhibits may not be constructed to contain private offices. ENVIRONMENTAL RESPONSIBILITY The following regulations have been formulated in accordance with The Royal Horticultural Society s policies on conservation and the environment. The show will also be governed by information gathered as part of an 8

9 environmental survey being carried out on the site by the RHS and these regulations will be updated accordingly following the survey. Restricted materials Surface-stripped limestone pavement must not be used at any RHS Shows. Peat must not be used for staging or mulching purposes. Exhibitors are encouraged to minimise or exclude peat from plant production by seeking to use alternative composts. It is accepted however, that alternatives are not successful in every case. Any timber treated with creosote should not be used at Shows where it may come into contact with show visitors. The European commission places restrictions on the use of creosote-treated products, for more information see Restricted plants & plant regulations The Society reserves the right to demand the removal of any plants or other materials which compromise the following RHS policies: The Society reserves the right policy regarding the use or sale at RHS shows of non-native invasive plants, as detailed in Schedule 9 of the Wildlife & Countryside Act for England and Wales, can be found here The Society does not permit the use or sale of plants, moss, bulbs or corms which have been collected from the wild. The Society requires exhibitors to comply with CITES as implemented in the European Union and other conservation legislation designed to protect wild plants and their habitats. For more information see All plants entering the United Kingdom from outside the European Union (EU) will require a phytosanitary certificate and will be inspected prior to entry. Importers of consignments from outside the EU must notify the Plant Health and Seeds Inspectorate (PHSI) using the PEACH system ( There are also restrictions on the movements of some plants within the EU, for example imports of Castanea (sweet chestnut), Fraxinus (ash), Platanus (plane), Quercus (oak) and Ulmus (elm) are restricted into the UK ( For more information see: Tel: +44 (0) ; Fax: +44 (0) ; planthealth.info@fera.gsi.gov.uk Exhibitors are advised to familiarise themselves with current regulations regarding: Agapanthus gall midge Ash dieback (Chalara Fraxinea) Asian Longhorn beetle Fuchsia Gall Mite (Aculops fuchsiae) Oak Processionary Moth (Thaumetopoea processionea) Phytophthora diseases including those caused by: Phytophthora kernoviae: Phytophthora lateralis: Phytophthora ramorum (Sudden oak death): Xylella fastidiosa Information about further important pests and diseases can be found here: 9

10 Harmful plants Most plants do not present any hazard to humans and incidents in the United Kingdom are rare. Nevertheless it is the responsibility of exhibitors to ensure that risks are avoided, e.g. by positioning plants known to have skin or eye irritant qualities away from the front of a stand; and that controls are in place in case of an incident. Potentially harmful plants must be clearly identified. For further details refer to the Code of Recommended Retail Practice Relating to the Labelling of Potentially Harmful Plants published by the Horticultural Trades Association. ( For more information see Planning your exhibit to reduce waste When planning your exhibit design out waste. Consider whether materials can be reused or recycled to ensure that as little as possible goes to landfill. Take care not to over order materials for your exhibit. Where surplus materials are unavoidable consider whether they are suitable for the Reuse Scheme or can be recycled elsewhere. Reuse scheme Details on the reuse scheme will be confirmed at a later date. Using & selling timber Timber products brought to RHS Shows for sale or display must be proven to be from sustainable source. Exhibitors must provide a copy of their own timber certificate or, if they do not hold certificates themselves, a valid certificate from their direct supplier accompanied by a recent invoice. All exhibitors are encouraged to use sustainably sourced timber in the construction and staging of exhibits. Independent audits are undertaken at RHS Shows to ensure exhibitors are complying with the policy. ACCESS, BUILD-UP & BREAKDOWN Acceptance of site Once the application has been accepted the RHS will issue an acceptance of site contract that confirms stand number, size and contact details. A plan showing site location and site services will also be provided. The Acceptance of Site contract will need to be signed and returned before login details to the online Exhibitor Zone including manual and relevant forms are issued. Working Access Passes Working Access Passes (WAPs) provide access to the showground for everyone involved in building and manning the Show Garden, including staff handing out leaflets on show open days. The allocation of WAPs relates to your garden size. Access to the site is not permitted without a valid WAP. All vehicle occupants must wear a WAP and the vehicle must have a valid pass. WAPs will not be issued until a completed Health and Safety form (filled in via the online manual), Risk Assessment, and insurance documents are received. The table below shows the badges and passes allocation. Any changes to this allocation must be approved by the Show Manager. Garden size Build up/ Press Preview Day Show Day WAPs (to staff the Breakdown WAPs garden) per day Up to 99m Over 100m Build-up & breakdown times Garden size Build-up begins Gardens completed Breakdown completed Up to 99m 2 8am Wed 23 th May 8pm Mon 4 th June Wed 13 th June Over 100m 2 8am Wed 16 th May 8pm Mon 4 th June Thurs 14 th June 10

11 Breakdown All garden exhibitors must be signed off by the Show Manager, Deputy Show Manager or the Clerk of Horticultural Works. Should the site not be cleared to a high standard the FreeForm deposit will not be returned. Health & safety When login details for the online Exhibitor Zone have been received, Health & Safety documents should be submitted to be signed off by the Health & Safety team. This sign off must take place before working access passes are released. Significant risks associated with the build must be identified and a Risk Assessment carried out. A Work Method Statement must also be produced detailing how risks will be controlled. Along with the Work Method Statement additional supporting plans and documentation may be needed to provide detail for the proposed work methods; the shows Health & Safety team can advise about the level of detail required. All RHS sites are operated under Construction Design & Management (CDM) regulations. Site induction As part of Construction Design and Management (CDM) regulations every person accessing the showground during the build-up and breakdown will need to complete a site induction prior to access being granted. TERMS & CONDITIONS In these regulations, the following words shall have the meaning ascribed to them below: Public shall mean and include members of the general public, members of the Society, officers of the Society, exhibitors, their employees, contractors, agents and all other persons attending the Show. Exhibitor shall mean and include any person, business or company or other body making an application for space in accordance with these Regulations. Where the context so admits, references in these Regulations to the singular shall include the plural. Where more than one person, business, company or body is understood by the term exhibitor, any liability imposed on the exhibitor by these Regulations shall be a joint and several liability on those people s businesses, companies and bodies. Acceptance of entries The Royal Horticultural Society (RHS) adopts a good faith approach in assessing all applications for space and subsequently in monitoring the conduct and standard of exhibitors to whom space is allocated. However, whilst every effort is made to allocate space to exhibitors whom the Society regards as appropriate to the Show, matters may come to the attention of the Society after allocation which either they were not aware of at the time space was allocated to the particular exhibitor, or which have arisen since the time that space was allocated. Accordingly, after acceptance and up to the Show, the Society reserves the right to cancel or amend any allocation of space if it considers the attendance of an exhibitor at the Show will be prejudicial to the interests of the general public, members of the Society or the good name of the Society. The RHS reserves, without limitation, the right to remove or alter exhibits and to refuse any application for space and in the event of any such refusal it is not required to give an explanation. Acceptance of regulations by exhibitors Application for space by the exhibitor and/or the acceptance of space offered shall mean that the exhibitor agrees to observe and conform to the Rules and Regulations of the Show and to abide by the decisions of the Society in connection with the Show. It will be the responsibility of the exhibitor to ensure that contractors and any third party involved with their exhibit on site comply with these regulations. Applications for space Any person or organisation may apply for space to stage an exhibit at the Show. Applications must be made on the official application form. Forms and Regulations for each section are available from the RHS Shows Department. The return deadlines are printed on the application forms. Applications received after the deadline that are of a sufficiently high standard may be placed on a waiting list. The RHS reserves the right to deny space at the Show to any exhibitor who has consistently failed to provide a high standard and quality of goods or services sold through the Show, or who has failed to adhere to the RHS regulations. The RHS may at its discretion pass information to other exhibition organisers concerning the 11

12 conduct of such exhibitors. Cancellation of space Exhibitors who have been allocated space but subsequently find that they are unable to exhibit must notify the Show Manager as soon as possible in writing. Exhibitors who cancel late or who neglect to send any notification may not be allocated space at subsequent RHS Shows. The RHS reserves the right to recover its reasonable expenses when exhibits are cancelled. Exhibitors liability & need for insurance a. The exhibitor shall indemnify the RHS against and from any claim, damage, loss or expense in respect of personal injury, damage to property or any loss (whether caused by negligence or not) which may arise out of or is connected with or in consequences of the carrying out, completion or maintenance of the work, or which may arise from a breach by the exhibitor, their servants or agents (whether or not in the course of their employment or any of the provisions) of this document, provided nothing herein shall impose any liability upon the exhibitor for negligence on the part of the RHS or its servants or agents. b. The exhibitor shall be liable for loss and/or damage to the workplace (which shall include work executed and all material intended for, delivered to a place on or near to the workplace) from any cause whatsoever. c. The exhibitor shall insure their liabilities under clauses (a) and (b) above by the provision of: Employer s Liability Insurance Public Liability Insurance for a minimum of 3 million. (This may be higher depending on the level of activity. If a higher level of insurance cover is required this will be advised as part of the Health and Safety sign off process.) Contract Works or Contracts (All Risks) Insurance for the full value of the contract works. (Such insurances shall include an Indemnity from the Insurer to this Society). A copy of your insurance must be sent in with your Health and Safety Form 1 (to be supplied at a later date). d. In connection with clause (c) above, the RHS s Insurers may request details of such insurances. RHS liabilities The RHS carries third party insurance cover in respect of any such claim through its liability or negligence during the show including the build-up and breakdown periods. Show cancellation & force majeure If the Show is not held, or if the completion of the stand contractor s work is not completed through causes beyond the control of the RHS, then the allocation of space will be deemed to be null and void and a refund will only be made from monies paid direct to the Society. If the Show is partially closed through causes beyond the control of the RHS, no refunds will be made of monies paid directly to the RHS. You are strongly urged to take out insurance to cover the possibility that the Show may be cancelled in accordance with this provision. 12