Ref: WF/2017 August 2017 Cymdeithas Amaethyddol Frenhinol Cymru Llanelwedd Llanfair-ym-Muallt Powys LD2 3SY Royal Welsh Agricultural Society Llanelwedd Builth Wells Powys LD2 3SY Dear Exhibitor Re: Royal Welsh Winter Fair 27 November & 28 November 2017 Tradestand Forms Please find enclosed copies of our application forms, guidance notes on how to make an application, the stand operation during the event and build-up/break down arrangements together with our rules and regulations. Please note while making your application we will require a photograph plus any other information that will help with your application. This is important as we receive many applications for this event and applications without photos, website references or catalogue descriptions will not be considered. Application Process - Exhibitors who attended the 2016 Show will automatically be given the opportunity to re book the same space for 2017, and have until 1st October to do so. Potential new applications will be notified if they have been successful during the month of October. Please ensure that you read the notes in the application pack before completing the application form and, in order to comply with health and safety regulations, you must complete the risk assessment form. It is mandatory that this form is completed and returned with your application to ensure that your tradestand is booked. Finally, should you have any questions regarding the application process or require any further information, please do not hesitate to contact me on 01982 554 401/2. I thank you in advance of your support and look forward to receiving your application. Yours faithfully, Simon Gittoes Tradestand Officer 01982 554401 simon@rwas.co.uk cafc.cymru rwas.wales Noddwr / Patron: Her Majesty The Queen Prif Weithredwr / Chief Executive: Steve Hughson Cadeirydd y Cyngor / Chairman of Council: David Lewis DL FRICS FLAA FRAgS Company Registration No.: 892851 Wales. Charity Registration No.: 251232 VAT No.: 134 6903 69
Royal Welsh Agricultural Winter Fair 27 & 28 November Closing date for entries 1st October 2017 No application is valid unless payment is received by 1st October 2017 Account No. If known Fair Company Address Details: (This address will appear in the Fair Catalogue and on all invoices) Company Name Address Please delete where appropriate: Demonstrator : Yes / No Livestock Exhibited: Yes / No Application for Tradestand Space Postcode Telephone Fax Email Website Address Correspondence Details: (Tickets, passes and general correspondence will be sent to this address) Person to Contact: Mr/Mrs/Miss/Ms Telephone: Fax: Email: Emergency Number: Address (if different to above) If Charity please confirm Reg. No VAT Registration Number Please note: Your tradestand is not confirmed until we have forwarded you an official invoice/receipt. All stands must have public liability insurance. Please give details below of whom you are insured with: Return to: Simon Gittoes Tradestand Officer, RWAS Ltd, Llanelwedd, Builth Wells, Powys, LD2 3SY For Office Use Only Date Payment Size & Location
Areas reserved must include allowance for guy ropes, tow bars, caravans, vehicles etc. No caravans to be sited outside the reserved area. 1. Outside Space s: Agricultural - 7.32 per sq. metre. Commercial - 9.50 per sq. metre (in metres) Total Frontage: x Depth: 2. South Glamorgan Hall - Modules - 2.4 metres high with back and two side panels. Agricultural : per module 3m x 4.5m - 265.65 Agricultural : open space (when available) - 18.08 per sq. metre. Commercial : per module 3m x 4.5m - 330.30 Commercial : open space (when available) - 21.98 per sq. metre. Modules 3m x 4.5m Open Space X 3. Breed Society Stands Sheep Please note all sheep must be NON-MV Open Space X 3m 18.36 No of Hurdles Required No. Sheep Exhibited Cattle Maximum Space allowed 10m x 4m module (cattle allowed on stand) Open Space X 4m 18.36 4. Livestock Complex Hall 1 & 2 Agricultural (Hall 1 & 2) - Open Space - 18.36 per sq. metre Agricultural Balcony (Hall 1) - Modules 3m x 3m - 136.80 Commercial (Hall 1 & 2) - Open Space - 22.44 per sq. metre Commercial Balcony (Hall 1) - Modules 3m x 3m - 172.44 Hall 1 x 4.5m Hall 2 x 4m Balcony Modules 3m x 3m No. required 5. Livestock Buildings - (all stands 3m depth) Agricultural - 13.88 per sq. metre Commercial - 17.74 per sq. metre Open Space X 3m Carried Forward to next column
Brought Forward from previous column 6. Shopping Pavilions & Gift Hall (Please see map as to locations) Shopping Pavilion 1 3m x 1.2m Shopping Pavilion 2 3m x 1.2m Shopping Pavilion 2 3m x 1.8m No.Req. 121.21 per module 121.21 per module 181.81 per module Gift Hall. Module 3m x 2m depth 125.25 per module Module 3m x 3m depth 187.97 per module 7. Electrics Single 13amp socket - 66.66 per outlet Double 13amp socket - 77.77 per outlet 16amp Ceeform Socket - 77.77 per outlet Shopping Pavilions & Gift Hall 40.40 (Single 13 amp socket) Lighting point terminating with 5ft (1500mm) fluorescent - Shopping Pavilions and Gift Hall only - 40.40 8. Caravans Caravans External Park (includes electric hookup 45.00 each Caravans on Tradestands 14.00 each 9. Ticket & Passes Pre Fair vehicle and person passes will be required from 9am 24th November to midnight 26th November 2017 Free allocation of tickets - 3 two day tickets or 6 day tickets for the first 13.5 sq. m, 1 2 day ticket or 2 day tickets for each additional 20 sq.m. Car Park Passes - 2 per stand Pre Fair Personnel Pre Fair Vehicles Fair Period Car Park 2 Fair Period Free Issue 2 Day ticket / Day Tickets* * (Please delete if not applicable) Additional Fair period Single Day Ticket 9.17 per ticket Trade Servicing Pass (see 1.5 in the tradestand regulations) Carried Forward to next column
Brought Forward from previous column 10. Catalogue (Please print clearly) Three lines (approximately 20 words) plus your company name and address will be inserted free of charge. Same as last year Please tick Box... Vat Reg No 134 6903 69 Net Total Add vat @ 20% Please make cheques payable to RWAS Ltd Total DueFir I/We hereby apply for Trade Stand Space and agree to abide by the Rules and Regulations and Safety Policy of the Royal Welsh Agricultural Society Ltd. which I/we have read and will pass on to those of our contractors and staff attending the Show. Signed Capacity Date Notes Mobile Units - Mobile units within the South Glamorgan Exibition Hall & the Livestock Complex will only be allowed by agreement and subject to early siting thereof. Fire Regulations - All Stands must have a Fire Extinguisher to comply with the Trade Stand Regulations. Credit Card Payments Additional Information: Please indicate details of credit card address: I wish to pay: Switch Mastercard Visa Amount to Charge and authorise you to debit my account with purchases on this form. House No. (If known) Postcode. Card No. Issue No. (Switch only) Card Expiry Date Card Start Date Security Code (The last 3 digits on signature Strip) Name as it appears on the card Card Holder s Signature For Office Use Only Date Cheque No. Amount paid Balance Due
Royal Welsh Agricultrual Society - Risk Assessment Form Please answer the questions below by placing a circle around your response. This form has to be completed by all exhibitors and returned with your tradestand application. Also note that some questions ask you to provide evidence of your answers. This does not have to be sent with your risk assessment, but must be available on your Tradestand for inspection throughout your attendance. Company: Contact Name: Tel: Address: Postcode: E mail: A. Insurance Do you hold Public Liability Insurance to cover your attendance at the Show? (Copies of which must be available for inspection during the Show) Yes No N/A B. Reducing the risk of fire Has any portable electrical equipment been portable appliance (PAT) tested by a competent person in the last year? (Evidence may be requested). Yes No N/A Have you identified ignition / heat sources and ensured that these are kept away from all flammable / combustible materials? Yes No N/A Are you aware that petrol generators are not permitted on the Showground? Yes No N/A C. Gas and gas appliances (including your caravan if located on the Showground) Do you have an inspection / gas safety certificate, from someone who is Gas Safe Registered, for the appliances and pipework and are all hose connections made with crimped fastenings rather than jubilee clips? (Evidence may be requested). Yes No N/A Will the LPG cylinders be kept outdoors, secured in the upright position and out of the reach of the general public? Yes No N/A Will appliances be fixed securely on a firm, non-combustible heat insulating base and surrounded by shields of similar material on three sides? Yes No N/A Will the LPG cylinders be located away from entrances, emergency exits and circulation areas? Yes No N/A Will the LPG cylinders be easily accessible for isolation in case of an emergency? Yes No N/A Do you ensure that gas supplies are isolated at the cylinder, as well as the appliance, when the apparatus in not in use? Yes No N/A Will you ensure that only those cylinders in use / likely to be used are kept at your stand / unit? Yes No N/A Are staff appropriately trained in the safe use of LPG present at the stand / unit at all times? Yes No N/A D. Fire detection, preventing fire spread and fire fighting (including your caravan if located on the Showground) If staff sleep in / near the stand / unit, is there a working smoke detector and a clear exit route maintained? Yes No N/A PTO
Have you identified combustible materials that could promote the spread of fire beyond the initial ignition point and reduced the chance of them being involved Yes No N/A in an accident, e.g. paper, cardboard, bottled LPG. Will you have sufficient bins for refuse or suitable arrangements to prevent an accumulation of refuse. Yes No N/A Are the structure, roofing, walls, linings and fittings of your stand / unit flame retardant? (Evidence may be requested). Yes No N/A Do you have appropriate fire extinguishers / fire blankets available that have been tested within the last year? (Evidence may be requested). Yes No N/A Are staff within the stand / unit familiar with the basic operating instructions for the fire extinguishers / fire blanket? Yes No N/A E. Emergency escape Will staff be aware of what to do in the event of a fire, how to raise the alarm, evacuate the stand / unit and the exit locations Yes No N/A Do you ensure your stand / unit never becomes overcrowded to guarantee the safe escape of occupants in the event of a fire? Yes No N/A Will adequate exits be provided for the number of occupants within the stand/ unit? (Are staff and customers able to evacuate easily if the normal exit was blocked due to fire?) Yes No N/A Will the available exits be unobstructed and unlocked at all times the stand / unit is in use? Yes No N/A Where necessary, will there be sufficient directional signs indicating the appropriate escape route and do they comply with current regulations? Yes No N/A If normal lighting failed, would the occupants be able to make a safe exit? (Consider daylight, streetlights, back up lighting, torches). Yes No N/A F. Other risks Are you aware that you must NOT stock or sell certain items, as listed under banned items in the Tradestand Regulations? Yes No N/A Have you completed a risk assessment covering the set-up, use and take-down of your Tradestand, e.g. the use of banksmen alongside large vehicles, certification for lifting equipment, management of slips, trips and falls etc. (Evidence may be requested). Yes No N/A Do you have procedures to ensure that no equipment, e.g. telehandlers or flagpoles, comes into contact with the overhead power lines on some parts of the Yes No N/A Showground (the Tradestand Officer will be able to advise if your stand is close to overhead power lines). Do you intend to break the ground surface, dig or excavate such that you might contact underground services, e.g. underground cables or pipework. Yes No N/A Do you intend to sell Alcohol? Yes No N/A I/We hereby agree to have all the above mentioned documention available on our stand for inspection, and will ensure that our contractors and staff attending the Show are aware of this requirement. Signed : Print Name: Date: