The Malvern Caravan Show A-Z
Accident/Incident procedure: All incidents involving injury or potential injury to persons or property occurring during the course of the event, including the build-up and break-down, must be reported immediately to the Organisers (Warner’s Group Publications Plc). Where such incidents are notified full details must be supplied (i.e. date, time, location, nature of incident), together with name(s) and address (es) of all those involved including witnesses and first aiders. Photographic, plans or video evidence must also be provided where available.
Aerial displays and fireworks: Kite flying, Chinese lanterns, lighter than air balloons and fireworks are not permitted on site or to be sold.
Amplified sound: You are not permitted to use amplified sound without written permission from the organiser that has been obtained 20 days prior to the exhibition.
Banks: There are no banking facilities on site.
Banners: are only permitted with prior permission and are chargeable.
Bar facilities: will be available onsite, see show guide for details.
BBQ’s: These must be raised above ground level, fires of any kind are prohibited. Adequate fire-fighting equipment must be provided for your exhibit a standard.
Behaviour on site: Abusive, drunk, disorderly behaviour will not be tolerated against Warner’s staff or anyone on the site. If this happens you will be immediately told to leave site.
Breakdown: Do not dismantle / pack away / take down any part of your stand prior to the show closing each evening. Our visitors pay for a full day viewing of stands. Failure to comply with this request may result in future bookings being refused.
Camping on site: We have specific camping areas for trade and the cost for the weekend is £10 plus vat for the first pass £20 for each individual one after that. We do not advise exhibitors to stay overnight on their stands, if you do so please advise the organisers or security in case of fire. If you are staying behind your stand not within your ‘paid for area’ because there is space available you must still purchase an overnight camping pass. If you choose to camp in the trade area you do so at your own risk because this area can become very tight.
Car park for exhibitors: Do not park/abandon vehicles on other traders stands or in the camping fields on someone’s pitch. Please use the designated day visitor car park outside the day gate, the day gate will be open from 8am for entry into the trade area.
Cash point: See show guide for details. Not all show venues have a cash point on site.
Caterers: See show guide for food outlets on site.
Counterfeit goods: If counterfeit goods are discovered at the show, the exhibitor responsible will be immediately excluded from all future Warner’s Shows.
Deliveries: Ensure you are at the show to accept deliveries. Warner’s will not accept or sign for any deliveries for a trader and may be turned away.
Demonstrations: Ensure that if you are doing a demonstration of any kind you MUST inform the Organisers in writing, and where appropriate enclose a copy of your Public Liability insurance, risk assessment and method statement.
Dogs: We ask that dogs are kept on a lead whilst on site. Please clean up after your pet and do not leave unattended.
Electricity: Electricity will be laid onto stands, as ordered and available from 5pm on Wednesday. If you arrive after 5pm to set up then please be aware you may need to wait until the next morning for a connection. Should call outs be necessary during the show due to overloading these will be charged to the exhibitor. All electrics will be turned off at 5pm after the close of show on Sunday. Sockets are supplied as requested and sharing sockets without permission is prohibited and extremely dangerous. Please note if you do not order and pay for electricity prior to the event we cannot guarantee a supply can be provided once at the show. Electrical equipment must be PAT tested by the exhibitor prior to use at the show.
Elsan points: See show guide for locations.
Emergency phone numbers: We have 24/7 emergency, fire, first aid and security on site. Their contact details will be listed in the show guide.
Emergency procedure: Warner’s Shows have an emergency procedure policy. Should an emergency occur please follow our instructions on site. In the case of an emergency exhibitors will be treated as general public and instruction given as such.
Entertainment: Your trade pass will gain you entry into entertainment venues. However, Saturday evening entertainment is by a separate ticket which must be purchased prior to the performance. Tickets are sold on a first come first served basis. Any exhibitor holding entertainment of their own should obtain an entertainment license and performing rights license from the local authorities. All music must be finished by 11pm to comply with regulations laid down by the local environmental health.
Exhibitor passes: These are limited based on the size of your stand. If these are inadequate please speak to your account executive as further tickets can be purchased at a discounted day visitor rate.
Fencing: Will be erected at some events around the trade area. Please do not undo the fencing and breach security or erect banners without permission.
Fire extinguishers: All exhibitors must provide appropriate fire extinguishers (minimum one) on their stand.
First aid: See show guide for location and contact details.
Fresh water: As shown on the site map in the show guide.
Gas: Available during exhibition opening hours, refer to the show guide for location.
Generators: All generators must be of a silent type and enclosed. Should any generator cause a problem to other exhibitors in the way of noise or fumes, the organiser will ask for that exhibitor running the generator to purchase an electric point, chargeable to the stand. Site generators are used at some shows to provide the electricity for traders and 24 hour emergency services and will run 24/7 throughout the show. Please be aware you may have one situated behind your stand.
Grass cuttings: If you cut the grass on your stand we ask that you bag it up and dispose of it correctly.
Land condition: Warner’s will work with each venue prior to the event to make every effort to ensure the condition of land is suitable, each venue has their own contingency plans. We would ask that when the weather is particularly bad, you do make extra provisions for your stand. Straw, bark chippings and stone are limited on venues so please ask if you are unsure.
Leaflets: You are allowed to give out leaflets from your stand only. It is not permitted anywhere else at the venue.
Loading/Unloading: Loading and unloading of vehicles should be supervised at all times. Vehicle loaders are not permitted in the exhibition area.
Organisers’ mobile: Sally Dodds 07831 775450, Darren Webb 07788 144535, Emma Knowles 07825 033996, Aimee Thompson 07526 171079 or Scott Johnson 07795 114043.
Playing of music on stands: Please obtain the relevant Performing Rights Society (PRS) and Phonographic Performance Limited (PPL) Licenses. For contact details on this, please contact your account executive.
Prices – All goods, including food and drink for immediate consumption, must have a price or unit price related to them which should not be misleading.
Private sales: We do not allow private sales in the rally fields or day visitor car park. As a trader, if a private vehicle is sold from your stand, please advise the purchaser accordingly.
Products to be exhibited: If a product is for sale on your stand without prior consent from the organisers, we reserve the right to ask you to remove it.
Risk assessment: Exhibitors must provide Warner’s with copies of their risk assessment and method statements. Where the exhibitor is using contractors and sub-contractors they must provide the exhibitor with copies of their risk assessment, method statements and health and safety checks. Please note the organisers may request to see a copy at any time.
Scooters/bikes/trikes: If selling scooters please display a notice to say ‘The organisers of the show do not permit anyone to ride a scooter without the relevant license and insurance being in place (even when test driving)’. We insist a helmet is worn. We would ask traders who use scooters and motorbikes on site to adhere to this. Please note that under no circumstances are any bikes/trikes or any other types of vehicles to be demonstrated or ridden in the aisles or on roadways during the exhibitions opening hours.
Security: The main gate will be manned 24 hours from the Monday prior to the show until the Tuesday 5pm after the show. We would recommend that you take out cover to insure all vehicles, do not leave keys on site, take out any radios etc. and consider having your own security on stands in the evening.
Service engineer: We will either have a service engineer on site or a list of traders able to do servicing. Please visit the Information Office for more information.
Service passes: If you look to carry out a service on site, a service pass must be requested prior to the show and full insurance indemnity to be supplied to Warner’s Shows for approval.
Shop: There is a shop on site selling essential items, location as shown in the show guide.
Show guide entry: Please can you ensure you complete this form, which can be found online www.warners-shows.co.uk/showguides 6 weeks before the show make sure your FREE 20 worded entry goes in.
Show guide: Please collect from security upon arrival.
Stands: Must comply to the Health & Safety at Work Act 1974 under the health and safety legislation, exhibitors and their main contractors are responsible for all activities that take place on their stand throughout the event and any actions that could affect others not on their stand. This includes providing risk assessments and method statements as well as the briefing, communicating to and controlling of all their contractors who work on their stand.
Storage of inflammable liquids and/or gas: The storage in the exhibition area of inflammable liquids and/or gas by exhibitors will not be allowed. Exhibitors may have, for their own use, two cylinders of gas but must ensure the satisfactory storage and operation. Those wishing to make special arrangements for the storage of inflammable liquids or gas should apply to Warner’s Group Publications (Exhibition Dept.) in writing prior to the event to which the application relates. All gas supplies and inflammable materials must be kept secured to avoid theft or misuse.
Subletting: subletting of trade stands is not permitted.
Tools/Demonstrations: A demonstration is allowed for education or sales promotion purposes. Potential customers wishing to use the equipment must be under competent supervision at all times and the necessary protective clothing/equipment worn. Special awareness is needed for each particular type of equipment. Working demonstrations with powered equipment will be allowed providing written authority is obtained from Warner’s Group Publications Plc. Exhibition Department prior to the event. Special fencing/shields will be required and evidence of the competence of the demonstrator will be necessary.
All demonstrators are to hold public liability insurance.
Toxic fumes: No person may carry out any act which will cause toxic fumes.
Tracked areas: Vehicles must not be left on tracked roadways from 5pm Sunday evening. Move them to the holding area. The tracking will be taken up on Monday morning.
Trading standards: Trading standard officers visit all shows and exhibitions. These visits are made to ensure compliance with all legislation assigned to their department. The showground’s do expect traders who attend the shows and exhibitions to co-operate fully with these officers and comply with the laws which they enforce.
Vacating the showground: A FINANCIAL PENALTY will be incurred if the showground is not cleared, including exterior areas, by the Tuesday (after the show) at 5pm. The showground will impose a charge of £15,000 plus VAT for any day or part day thereafter, payable by the exhibitor.
Vehicles: We recommend that all vehicles being exhibited are fitted with chocks, to stop any unwanted movement/rolling.
No movement of vehicles is allowed on the Exhibition area whilst the show is in progress.
Maximum speed limits apply on site – please adhere to these.
The number of persons riding on any vehicle must not exceed the number of seats in vehicle.
Vehicles in exhibition halls: Vehicles with petrol tanks are not allowed to be part of an exhibit unless their tanks are empty. Vehicles with diesel tanks must have no more than 1 gallon (4.5 litres) of fuel in their tanks. All vehicles must have a lockable filler cap or similar fitted to their fuel tanks. Batteries must be disconnected.
Wash area: There will be an area allocated to wash down your vehicles, see security or an organiser for exact location. Do not wash vehicles on your stand or within the exhibition area. Do not leave vehicles unattended or causing an obstruction to others at the wash area. Once washed remove immediately to ease congestion.
Waste: Where possible we encourage recycling. Hazardous waste must be taken away with exhibitors – this includes discarded batteries. If you are using contractors it is your responsibility to make them aware of this. A charge will be levied against the exhibitor for any waste not cleared.