Trade Exhibitor & Caterer Terms & Conditions

Trade Exhibitor & Caterer Terms & Conditions 2025

1. Exhibitors must clearly display the name under which they trade.

2. Exhibitors shall accept the space allotted to them by the Edenbridge & Oxted Agricultural Show (the Show). Retention of a stand location from previous year(s) is not guaranteed. Allocations are made at the discretion of the Show and communicated to traders in early August.

3. The Show reserves the right to refuse any application to trade or to cancel an application at any time without any reason being given.

4. A booking is not confirmed until payment in full is received. No space shall be allocated without payment in full. Exhibitors with payment outstanding will not be permitted to trade.  

5. Exhibitors shall operate strictly within all boundaries and respect those of their neighbouring exhibitors. Displays must be confined within these boundaries and must not encroach in any way upon public walkways or neighbouring sites. Disputes or questions should be addressed to the Trade Stand Steward c/o the Show Office.

6. Trade stand spaces are on an open, grass site. The space applied for must be sufficient to include all guy ropes, base plates, tow bars/trailer hitches, vehicles etc. Given proximity to neighbouring traders, pitch access can only be fully guaranteed from the front edge(s). Market stalls will not be permitted. We strongly recommend that large exhibition trailers and machinery are installed at the earliest opportunity to enable easy manoeuvre into position.

7. Exhibitors may camp within their pitch but must ensure that sufficient pitch space is booked to accommodate all space requirements.

8. Wifi is available free of charge to exhibitors. Signal can be impacted by a number of factors such as marquee location and number of users and cannot be guaranteed. A cashback facility is available to public at Pay Gate 3.

9. No exhibitor may sub-let the whole or part of the space allotted or permit any other person to trade thereon.

10. Wristbands for entry are allocated and provided to traders dependent on the frontage of stand booked. These are to facilitate entry for staff working on the stand with additional wristbands available for purchase on request. It is strictly forbidden for wristbands to be resold or offered as competition prizes. Any exhibitor found to be reselling wristbands may be prohibited from trading.

Allocation for 2025:
Trade stand (General & Food Hall) 3m frontage : 2 each day
Trade stand (General & Food Hall) 6m frontage : 4 each day
Trade stand (General) 9m frontage : 6 each day
Catering stand <4m frontage : 4 each day
Catering stand >4m frontage : 6 each day

11. All exhibitors who break the soil on the Showground for the purpose of their exhibit must restore it, make good and leave their site tidy. Exhibitors who generate litter must supply their own bins and rubbish bags. Please leave the rubbish tied up in bags for collection or take it away. Failure to do so may incur a surcharge to cover the Show’s costs of clearing up. Exhibitors may cut the grass on their site but trimmings must be removed from the Showground.

12. There is no right of exclusivity for products, brands or services unless expressly agreed with the Show Office.

13. Exhibitors are responsible for ensuring that business is conducted in an orderly manner and that nothing is done that would prejudice the reputation of the Show or interfere with other standholders in any way.

14. Dangerous weapons: The promotion and/or sale of offensive or dangerous weapons or toys such as guns, peashooters, laser guns/pens, sporting knives, catapults and BB guns is strictly forbidden. Any exhibitor found displaying, promoting or selling such items will be removed from the Showground immediately without any form of refund or compensation.

15. Appeals, competitions, charity collections, draws, raffles, balloons etc: these will not be allowed unless expressly permitted by the Show Office ahead of the show. No hawkers, itinerant traders or photographers (unless officially licensed by the Show Director). No flyering of other trade stands or vehicles is permitted and no give-aways that generate litter will be tolerated. 

16. Exhibitors intending to bring animals for display or sale must inform the Show Office at the point of application. Animals must be properly supervised with their care and welfare covered in the exhibitor’s risk assessment.

17. For the prevention of nuisance, the demonstration of chain saws and other noisy machinery and the use of loud hailers, radios, loudspeakers and musical instruments (or any method likely to cause annoyance) is prohibited without the express permission of the Show.

18. Goods, services and activities must be as described on the application form. Vendors of cheapjack, noisy or dangerous goods will not be tolerated. The definition of what constitutes ‘annoyance’, ‘nuisance’, ‘noisy’ and ‘cheapjack’ shall rest entirely with Stewards and Officials of the Show.

19. Exhibitors bringing dogs must ensure they are kept on a lead at all times.

20. Tobacco products and vapes are not permitted for sale.

21. The Stewards and Officials of the Show shall have the power to require temporary or permanent cessation of trading, and if necessary remove from the Showground any exhibitor who trades and behaves contrary to the terms herein, or on the advice of the Event Safety Officer. The Show shall not be liable for any losses incurred and no refund of fees will be made.

22. Cancellation: if an exhibitor wishes to cancel their trade stand booking, fees paid will only be refunded if the cancellation is received in writing sixty days or more before the Show opens. A £50 deduction will be made to cover administrative costs. 

23. Unless accepted as an exhibitor in Food Hall, Grape & Grain or as an authorised on-site catering vendor, under no circumstances shall exhibitors or anyone else on their stand be allowed to sell or receive money for refreshments and confectionery of any description. Exhibitors may provide (on their own trade stand) refreshments for their customers free of charge. All catering provision, whether for sale or as hospitality, must be covered by the exhibitor’s risk assessment and must comply with food hygiene regulations. Any exhibitor offering alcohol as hospitality must ensure that no alcohol is supplied to anyone under 18, either directly or indirectly.

24. Duly authorised vendors of food and drink must be registered under the Food Premises Regulation Registrations with their local authority and must supply details of this with their application.

25. On-site catering stands commit to providing evidence of trading data for each day of trading on site from which a 20% commission on net sales is then payable immediately, less any deposit already paid. On-site caterers should be prepared and willing to submit Z readings or spot summaries at any time whilst trading if requested by a Steward or Official of the Show.

26. Any trader wishing to sell alcohol must be duly authorised to do so through the Show Office and must declare so at time of application. Vendors of alcohol will require a Temporary Event Notice from Tandridge District Council. It is the trader’s responsibility to obtain this and to adhere to appropriate regulations.

27. Vehicles requiring access to trade stands must display a green trade vehicle pass. Vehicle access to the internal showground will be permitted only until 08:00 each day with all vehicles removed from the Showground or parked within the confines of the stand’s boundary by 08:30 at the latest. No vehicle access will be granted to the Showground after 08:00. Vehicles arriving after 08:00 will have to park in the Trade Exhibitor vehicle park and goods intended for the trader’s stand must be carried onto the Showground from there. Only vehicles parked within the boundaries of the exhibitor’s trade stand space will be permitted to remain on the Showground after 08:30 each day and are not then to be moved until 18:30. Trade stands must be in full operation until 18:00 each day.

Staff vehicles should be parked in the public car parks as space in the trade vehicle car parking areas is limited.

Vehicle movement on the Showground at the end of each day will not normally be permitted before 18:30, however this time may be varied earlier or later at the discretion of the Show’s Health & Safety Officer. Exhibitors wishing to leave the Showground should remove their vehicles before 20:00. The Showground will be secured at that time with no further vehicle movements within the Showground until 06:00 the following day.

28. Trade stand spaces may be occupied from 08:00 on the Thursday prior to the Show and must be vacated by 13:00 on the Wednesday after the Show, after which time a daily charge may be made. If they are not occupied by 08:00 on the first day of the Show (Sunday) the space will be reallocated to another exhibit. The showground gates will be locked at 20:00 on set-up days.

29. Electricity: The use of generators is totally prohibited on the Showground. If a supply of electricity is required, this must be booked directly with our electrical contractor. Visit https://order.excellelectrical.com/ and enter access code: EO25.

30. Water: Should you require water, or a stand pipe on your site please contact the Show Director to arrange this within 30 days of the dates of the Show. Provision cannot be guaranteed after this time. Additional charges will apply.

31. Insurance: The exhibitor assumes responsibility for their stand and all items exhibited therein, and accepts liability for all claims arising out of the exhibition, handling and housing of such exhibits and the conduct of the stand generally. The exhibitor shall indemnify the Show against all claims, damages or expenses whatsoever in any way arising out of the presence of the exhibitor and their exhibits on the Showground. All exhibitors must hold a minimum of £5,000,000 public and product liability insurance and provide proof of this insurance cover together with a completed risk assessment form. Acceptance of this provision is a condition of entry.

32. Security: Trade exhibitors are responsible for the security of their stand and the safekeeping of all items within.

33. Legal compliance: It is the responsibility of the exhibitor to ensure they are familiar with all relevant and applicable legislation for Health & Safety, fire prevention, animal health, welfare & hygiene, vehicles, plant equipment etc and to manage their compliance thereof and the compliance of any subcontractor working on their behalf. The Event Safety Officer may require sight of relevant documentation and conduct checks to ensure compliance. All marquees erected by subcontractors must be checked and signed off by The Event Safety Officer before the subcontractor leaves site. The Event Safety Officer is authorised by the Show to order an exhibitor to cease trading and may order removal of a stand from the Showground.  

34. Coronavirus: The Show will implement any government restrictions and best practice advice required both during the build-up and operation of the Show. The exhibitor assumes responsibility for ensuring that their trade stand, exhibits and activities comply with all legal requirements and best practice COVID-19 advice as may be in place at the time of the event to protect the safety of exhibitors and public alike.

35. Force majeure: Whilst every effort will be made to ensure the event takes place as planned, if natural disaster, extreme weather, act of God, war, act or threat of terror, civil commotion, fire, disease or death of a monarch should prevent the Show from running or substantially curtail its activities the Show shall not be liable for any losses incurred and no refund of fees will be made.

36. The Show will not be responsible for death, injury, disease or loss caused to any exhibitor or to their servant or agent or any animal, insect, bird or thing of whatever nature.

37. Data Protection (GDPR): All data provided for the purpose of exhibiting at the Edenbridge & Oxted Agricultural Show will be stored on the Show’s systems and databases; this data will be retained and used to keep exhibitors informed about the event. The Show will publish information about exhibitors in the printed Show Catalogue for visitors and on the Show’s website.

38. The Show may, from time to time and at its discretion, use photographs of trade stands for marketing purposes and may name and publicise the presence of exhibitors at the Show. This could include (but not be limited to) the Show’s website, print, online and social media advertising, brochures, signage and presentations.

For questions or clarification, please contact the Show Office on info@edenbridge-show.co.uk or call 01342 832307.