Exhibitors Q&A

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How do I apply to take part in the Show & what do pitches cost?

Please request an application form via the links provided on the relevant page of our website and also shown below

if in doubt please ring 01297 34517.

If you are unsure which section is most relevant to you please contact us. If you are unsure which section is most relevant to you please contact us

When should I apply?

In order to secure a place please apply as soon as possible. Details of Exhibitors whose applications that are confirmed and whose payment has been received in full before 14th June. Completing an application does not secure you a place at the Show. The section Manager will review your application and accept/reject depending on factors including the mix of other stands in the Marquee.

What is the full process?

Step 1: - Apply for an application form as outlined above

Step 2: - Once accepted you will receive an acknowledgement as payment reference. We will also provide you with additional details regarding the set up of the Show and what to expect on the Show day itself. This will include an Electrical Supply, Health & Safety and Risk Assessment forms.

Step 3: - Complete & send back the relevant forms from the list below.

the application forms
completed health & safety / risk assessment form
copy of your Public Liability Insurance
completed electrical request form
Pay in full by 14th June

Step 4. Once we have received your completed application and considered your application we will send you a confirmation/rejection of your booking and more details regarding the set up of the Show.

Step 5. Car Passes, Wristbands, and any purchased tickets should be collected from the Showground on arrival.

I need more Wristbands of Exhibitor tickets.

Please order these on your application form.

When do I need to pay?

Full payment needs to be received by 14th June April 2nd 2025.

How do I pay?

Please pay via BACS to Axe Vale Festival Ltd. Sort Code 30-90-37, account number 35115660, using your trading name as a reference.

What if I apply after 14th June?

If there is space remaining, we will need you to pay in full immediately, if your application is accepted.

When is the show ground open?

The ground is open for setting up

Thursday : 9.00 am to 7.00 pm

Friday : 8.00 am to 9.00 pm

Saturday : 6.30 am to 8.30 am

Sunday : 7.00am to 8.30 am

By 9.30 am all Exhibitors must be set up and ready to trade. All vehicles must be moved to the Exhibitors' Car Park by 9.30 am.

For safety considerations it is absolutely forbidden for any vehicle to be moved around the Showground during opening hours.

All traders MUST stay open for trading right up until closing time on each day.

What about Parking?

Exhibitors should use the Exhibitors' Car Park.

On Show days, please display the Car Pass provided in your vehicle windscreen when you arrive at the Show.

What about wristbands?

On Show days these must be worn at all times. Without them you will not be able to gain access to the Showground. These are your only means of entry

Is Electricity available for my stand?

Yes, please include your requirements on your application form.

All electrical equipment must be declared on your application form.

You must ensure that all electrical equipment is in safe working order and has been tested.

Please note that the electricity is only available during the Show opening times unless you make alternative arrangements at the time of booking.

The use of private generators is not permitted.

I want to sell food and drink what is required?

You will need to adhere to the Food Hygiene Regulations 2006 and be registered with your local authority. We will also ask you to complete a risk assessment form (we will send this to you) You will also need to have Public Liability Insurance. A Gas Safety Certificate which covers your equipment will be needed as well as a PAT test Certificate.

I am a caterer: can I trade at the Show?

Catering concessions are awarded each year and cover catering in mobile units around the Showground. For further details please contact food@axevaleshow.co.uk

I am a food retailer or producer: can I come to the Show?

Yes! Stands are available in the Food Hall and on the Showground for producers of great food products. If we are pushed for space, we give preference to local food producers and we limit the number of each type of product. If you are a trader of lovely foods that you don’t necessarily make yourself then we have trade stands available.

I am a bit of both – a food producer and I want to sell some of my products hot.

We have space in the Food Hall for a number of food producers, coffee roasters etc.

What about selling drinks?

The same applies as above, if you are a producer you can exhibit in the Food Hall and if you wish may also sell your products for drinking on site. If you are a retailer selling drinks made by others they you can take a stand outside in the food marquee and only offer samples for drinking.

Is the site covered by a Premises License?

No, the site is not covered by a premises license so each trader will need a temporary events notice issued by East Devon District Council. This will need to be displayed on your stand.

What can I do with my rubbish?

Please take all refuse home with you.

Caterers are expected to provide their own food waste bin, dispose of their own waste and use recyclable materials.

Can I bring my dog?

Well behaved dogs on short leads are welcome. Dogs are not allowed in the Food Marquee (including on your pitch) or the covered seating area. Please pick up after your dog (bins are available on site). Water is available around the Showground.

Is mains water available on site?

Yes, mains water is available via standpipes.

What about safety?

In order to keep everybody safe we ask that everybody abides by the fire and safety regulations.

Please note that no heating or cooking appliances are allowed to be installed within a Marquee or stand which is not specifically laid out for that purpose.

Appliances should be installed on a non-combustible heat insulating base and surround on fireproof cement sheets or insulating board. This should be at least 2ft away from anything combustible. Such appliances need to be kept away from the public, as should any gas cylinders.

The Organisers may inspect all Marquees and stands with respect to health and safety risk assessments and may be accompanied by a Fire Officer who reserves the right to ban anything they consider to be unsafe.

All Exhibitors using bottled gas should supply a suitable fire extinguisher.

We expect exhibitors to comply with appropriate safety precautions when operating machinery, which should be guarded from the public.

Any accident should be reported to the Control Point or to a Committee member, who can be identified by their official lanyards so that appropriate action may be taken and logged.

How can I promote the Show?

The more publicity the better. Please share our posts on your own social media channels.

Please contact media@axevaleshow.co.uk for logos/imagery. We will be advertising the Show across a range of publications .

Please include your attendance at the Show on all your platforms. Together we can promote the two great days!

Can I camp onsite?

Yes, if you want to bring a caravan or tent, just put it on your Application Form. There will be an area set aside in the Exhibitors' Car Park a toilet and water supplied. Alternatively, there is a camping area at the area opposite the Showground.

Please note there is no facility for the disposal of chemical waste.

No overnight camping or sleeping is permitted on the Showground itself.