The National Festival of Railway Modelling A-Z

Access (Exhibitor)

Friday – Exhibitors can access the halls from 2pm until 8pm

Saturday – Exhibitors can access the halls from 8:00am until 6:30pm

Sunday – Exhibitors can access the halls from 8:30am until 7:00pm

Access to the halls will be via loading bays and large entrance doors. There will be no access for vehicles in either of the halls. On arrival, please check in with the Organisers and collect your exhibition information pack. Please note that children under the age of 16 are not permitted in the halls during build-up and break-down.
You will enter the showground via gate 3 for set up. This gate will be manned to allow entry. You will still be able to exit the trade car park by driving over the security pad at gate 3.


Breakdown must be completed by 7pm Sunday and the halls cleared

It is part of our terms and conditions stands do not break down before the close of the show. We would ask all exhibitors and layouts to adhere to this condition as failure to do so will affect your future invitations to the event.

Please note our contract with the venue expires at 7:00pm on Sunday.   Should any traders be left on site after this time they may incur a £300 late clearance fee.

Accident/Incident Procedure

All incidents involving injury or potential injury to persons or property occurring during the course of the event including build-up and break-down must be reported immediately to the Organisers. Full details must be supplied (date, time, location, nature of incident), with name(s) and address(es) of those involved including witnesses and first aiders. Photographic evidence must also be provided where available.

Bus There will be a bus running on a shuttle service from the Peterborough train station to the Showground. This service will be free of charge and will run continuously commencing at 8:30am from the train station. Last bus will depart from the exhibition at 5.15pm on both days.

Contacts for the show Sarah Hubbard    01778 395024    07825 624816

Electricity If you have booked electricity, a socket will be provided within or near to each stand. Please note that you are required to bring adapters and extension leads as you will be required to distribute from the socket. Please note they will need to have been PAT tested prior.  Electric will available from 2pm Friday and then disconnect at 4:30pm on Sunday.

All electrical appliances must be subjected to portable appliances testing Labelling of appliances with date of inspection is necessary as verification of testing.

Four way multi block extension leads of no more than 2 meters in length must be utilised. All extension leads MUST be uncoiled and fitted with appropriate fuses. Multiple plug adaptors are not permitted. The electrical contractor will ensure compliance with regulations.

Electrical leads can be hired but you will have to pay £20.00 deposit.

Please also note that electrics cannot be ordered at the show.

It is an insurance requirement that all equipment must have been tested by a qualified electrician prior to the show.

Kettles are prohibited in the exhibition halls.

Emergency Exits It is important that the areas around all the emergency exits are kept clear and unobstructed at all times.

Emergency Procedure Fire points are sited around the exhibition halls. Please ensure that you and your staff are familiar with your nearest emergency exit and location of the fire points. If an emergency arises, please leave by the nearest exit. Do not attempt to take anything with you. Do not attempt to return to the building until the all clear is given.

Exhibitor Badges Exhibitor/layout/contractor passes for all personnel engaged in build-up, stand attendance and break-down of the exhibition are mandatory. These will be supplied as requested.. If you should require passes for contractors, please contact the Organisers. The purpose of these passes is to maximise security and to protect stock and valuable items, which are kept inside the hall especially during build-up and break-down of the event. Therefore it is in everybody’s interests to ensure that your staff and workforce are in possession of the appropriate pass/badge.

Exhibition Stands:Please be aware that should any stands exceed their space, you will be asked to move within the area that you have purchased. Please do not extend your stands into the gaps between the stands, if you exceed your allocated stand space we reserve the right to raise an additional invoice at or after the exhibition and it may affect your invitation to future exhibitions. Please also be aware that nothing must be adhered to the floor in the halls.

First Aid First Aid will be on duty during the show. If you require first aid assistance, please come to the Information office for help or call an Organiser, mobile numbers shown above under contacts.

Furniture Tables and chairs will be available as per your order. If not pre-ordered these will not be available on the day.

Gangways Must be kept clear at all times during show opening hours.

Information Office The Information point will be opened from 2:00pm until 8:00pm for set up on Friday in the main hall.

Insurance: We hold general public liability insurance for the duration of the Show. No insurance cover is taken out for trade exhibitors, societies, clubs or preservation societies – your own arrangements must be made for these purposes. It is an insurance requirement that all electrical equipment must have been tested by a qualified electrician prior to the show.

Insurance of Layouts:  Visiting Layouts and associated stock will be insured up to the value stated on your original application form to attend the event, unless we have been notified otherwise.  Cover includes setting up and dismantling of stands, transportation between home and the show, it does not include layouts whilst left in unattended vehicle(s) or mishandled by an operator.  Please be aware if you need to make a claim our insurance company will require before and after photographs and three repair quotes before any restoration work is carried out.  Please note there is a £1,000 excess on our policy which will not be covered, however subject to the insurance cover responding and the loss circumstances being reasonable/outside of your control we will look to cover the cost of this.  A list of items over a certain value may be required at a later date

Leaflets It is prohibited to hand out leaflets on the door or in the aisles. Please ensure that any fixing agents used will not cause damage to exhibition hall – no bolts, tacks, pins or any tape must be used. Blu Tack should be used in place of sellotape

Opening Times

Friday – Set up can commence from 2pm until 8pm, when the halls will be shut down.

Saturday – The doors will be open at 9:30am for pre-booked visitors and the show will close at 5:00pm

Sunday – The doors will open at 9:30am for pre-booked visitors and the show will close at 4.00pm

Presentation All stands should be complete, ready and staffed at least 30 minutes before the public opening times. Equally, we expect every stand to remain fully staffed for the entire duration of the exhibition. It is our aim to present the best possible image of the hobby to the public. Throughout the show please make every effort to assist in this aim, particularly by ensuring that your stand is clean, tidy and well presented.

Pricing As Organisers of the event, we would request that traders do not enter into a price war by undercutting prices. This is not in the best interest of the Show, hobby or traders.

Refuse Collection A black bag may be collected from the Information Office. Please leave any rubbish in a black bag by your stand for collection after the show closes each evening.

Security Security will be provided throughout the weekend. Could all exhibitors please ensure that all items on stands and layouts are covered when you leave the exhibition hall (with your own table cloths), it may be advisable, if possible, not to leave any extremely valuable items in the hall overnight.

Smoking The halls are no smoking.  If you need to exit and enter the building for a cigarette there will be designated doors.  These are the blue doors between the toilets out from the main hall.

Tablecloths All table tops should be covered and we would ask you to use the Festival of Railway Modelling tablecloths only. Please bring your own cloths to cover your stand once set up, as we cannot give extras for this. Tablecloths may be collected from the Information Office (one per table booked). Please ensure they are returned to the Information Office on Sunday after the show closes. Any tablecloths borrowed and not returned will be charged for at a cost of £35.00 each.

Vehicles Vehicles are left at the owner’s risk. The Organisers do not take any responsibility for any damage.

Vehicle Passes Please ensure that all vehicles display a vehicle pass in the windscreen. These are for use by exhibitors, layouts and contractors to ensure that their vehicles can be brought up to the bays for the purpose of unloading and loading during the build-up and break down periods of the exhibition.