Exhibitors Manual

Contents

Passes & Wristbands
Setup times, opening hours and breakdown times 
CDM Safety Registration
Directions to the event
Photos of the venue

Preparation before the Event

Insurance
Delivery and Removal of Exhibits
PPE during setup and breakdown
Alcohol
Biodegradable Utensils – for those serving food / drink samples
Complex Structures
Contact Number during Setup, Opening Hours and Breakdown
Display materials
Regarding adhesive materials
Booking Electricity
Filming
Fire extinguishers and blankets (for stalls doing live cooking)
Fridges from ‘Display Refrigeration’
Gas, naked flames and chafing fuels
Hazardous Exhibits
Hotels & Accommodation
Internet
Massage / Special Treatments
Night Sheets
Paperwork
Bristol Clean Air Zone
Parking
Photos
Storage
Trolleys & Pallet Trucks
Vegan Policy for Exhibitors

Hot Food Caterers

Facilities at the Venue

Cash Machines
Cloakrooms
First Aid
Toilets

Waste Disposal

Bins
Cooking Oils
Leftover stand materials after the show
Excessive Waste
Hazardous Waste
Food Waste
Furniture
Water Points

Safety at the venue

Electrical Safety
Gangways
Lost Property
Moving stock at the venue

Other important notes

Bad Language & Aggressive Behaviour
Children
Flyering at the venue
Pets
Security
Smoking

 

Passes & Wristbands

Tuesday March 26th we will send a Traders Pass by email to all traders at the event. This Traders Pass is to be presented on first arrival for setup, and exchanged for 4 Saturday wristbands

Wristbands must only be allocated to staff working the event, as they grant access to the event before and after the event is open to the public.

4 Complimentary Tickets will be emailed to each exhibitor on Tuesday March 26th – these can be forwarded to any team members arriving after the show opens, as well as for guests and colleagues. If you require further tickets please email [email protected] to request by Sunday March 24th for dispatch Tuesday March 26th by email.

 

Setup times, opening hours and breakdown times

Opening hours for the event (for visitors) are:

  • Saturday March 30th: 11am – 6pm

Build times are as follows:

 

  • Saturday March 30th: 7am – 10:30am (30 mins before event opens)

Breakdown times are as follows:

  • Saturday March 30th 6.15pm – 8pm

 

Breakdown begins approx. 15 minutes after event closes. All visitors MUST be out of the venue before breakdown begins.

 

CDM Safety Registration

All exhibitors are required to register their staff (those working at their stalls at the event) for safety information prior to arrival. Access can’t be granted without this having been completed.

CDM Form here:  https://forms.gle/Bh6GdkyuWhEvEkGx7 –

 

Directions to the event

The venue’s full address (front of house) is:

Document, 30-64 Pennywell Rd, St Jude’s, Bristol BS5 0TL

For loading and unloading turn in to the road alongside the venue (White Street), and follow it round to the vehicle gates into James Street for unloading and loading. Please do not leave your vehicle in James Street. This entrance is closed between 11am and 6pm

The Visitors entrance is via Eugene Street (between 11am and 6pm) 

 

Photos of the venue

The following pictures have been provided by Document. 

 

Photos above taken at a Free From event in 2023, provided by the venue.

Preparation before the Event

Insurance

As per the Paperwork page, insurance (including Public Liability cover of £2 million+) is a requirement for all traders at Bristol Vegan Fayre.

Employers liability is also required for any traders bringing volunteers or staff to the event. This must also be £2 million+ cover. 

There are many insurance providers that can assist you with cover. However you may consider ‘Events Insurance’. Details below:

For those who are serving hot food:

https://www.events-insurance.co.uk/event-insurance-policies/hot-food-insurance/cover/premiums

For those who are serving cold food/trading other products, with a stand bigger than 3m by 3m:

https://www.events-insurance.co.uk/event-insurance-policies/exhibitors-insurance/cover/premiums

For those who are serving cold food/trading other products, with a stand smaller than 3m by 3m:

https://www.events-insurance.co.uk/event-insurance-policies/stallholders-insurance/cover/premiums

 

 

Delivery and Removal of Exhibits

If a transport company is delivering for you, please ask them to label all packages clearly with your Stall Name and Stall Number, and the show at which you are exhibiting (Bristol Vegan Fayre Spring 2024) to be delivered to the address below on Friday March 29th 

 

Bristol Vegan Fayre Spring 2024
(Stall name / Stall number)
Document
30-64 Pennywell Road
Bristol
BS5 0TL

 

Please remember to instruct your transport company to arrive at the venue equipped with suitable unloading and loading equipment (e.g. tailgates, trolley-jacks, etc.). The organisers cannot provide unloading/loading equipment and cannot be responsible for any failed deliveries and pickups due to a lack of suitable unloading/loading equipment.

Exhibition materials for exhibitors will only be accepted at the venue between 8am – 8pm on Friday.

FOR DELIVERIES REQUIRING REFRIGERATION, please instruct the delivery company involved to arrive after 2pm (as power at the venue will not be switched on before then).

Contact Phone Number for Deliveries – 07456 494318

Please note it is your responsibility to ensure stock is delivered to the correct address on the correct day. We cannot be held responsible for stock that hasn’t been delivered or unloaded, or damaged in any way. Particular attention must be paid to refrigerated goods to ensure correct storage temperatures. VegfestUK cannot also be held responsible for loss of stock that requires disposal due to storage temperature. 

Please advise our team in advance if you are delivering stock in advance of the event – email [email protected]

Please note that all exhibits must be removed from the venue by Saturday 7pm at the latest. You are reminded that you are responsible for the removal of any pallets used to deliver goods to your stand. A charge will be made to you for the disposal of any pallets which are not removed.

 

P.P.E during setup and breakdown

Suitable Footwear must be worn during build-up & breakdown – No Open Toed Shoes.

 

Alcohol

Traders who wish to sell alcohol or do alcohol sampling at the event must get in touch with the organisers first before submitting their stall booking.

Unless agreed in advance with the organisers, no exhibitors are allowed to serve alcohol or samples of alcohol to the public at the event.

 

Biodegradable Utensils – for those serving food / drink samples

We are advising all our exhibitors to minimise the use of single-use plastics and instead turn to biodegradable alternatives wherever possible.

Green Man Packaging

All of their products are certified 100% compostable and are made from plants NOT plastic. They offer exclusive discounts to food traders on their packaging, as well as free delivery, manufacturers guarantees on all products and full support from their friendly and knowledgeable team.

Visit their website here for further information or call 020 7183 8962.

 

Complex Structures

If you are building a complex structure, you must supply the following to the organiser no later than 23rd March 2024 for approval, so that we can ensure they meet the venue’s regulations:

  • a detailed plan for the structure, including elevations, details of materials used, and structural calculations;
  • written confirmation from a structural engineer that the stand is fit for its purpose;
  • a risk assessment; and
  • a method statement

A complex structure is defined as any form of construction of any height, which would normally be designed by an engineer and/or has, through a risk assessment, been found to present a significant risk.

The following are always treated as complex structures:

  • Structures over 4 metres in height
  • Multi-storey stands
  • Suspended items of 400kg or over in weight
  • Platforms and stages for public use and all platforms and stages over 0.6 metres in height
  • Tiered seating structures

All stands with complex structures will be inspected and certified by an independent structural engineer on site. They will only be allowed to trade once the engineer is satisfied that the structure is safe and has provided certification. At this venue it’s particularly important to consider height as the ceilings are that much lower than some of other venues.

 

Contact Number during Setup, Opening Hours and Breakdown  07456 494318

 

Please do not use this phone number outside of the period from Friday 1st September 2023 – Sunday 3rd September 2023.

Please note that calls to the usual office number will not be attended to during this period.


Display materials

It’s worth noting that Bristol Vegan Fayre has no shell scheme stalls available, and all spaces are ‘space only’ stalls. See the section above ‘Photos of the event’ for reference.

Because of this, pop-up banners are recommended for display as they are visible and above head height. Please however make sure that any pop-up banners are safely and securely erected and within the allocated space of your stall.

Other display options include:

  • small plastic display stands (for displaying prices / special offers etc)
  • literature stands (good for brochures / magazines etc)
  • tablet stands (if you are planning to use iPads / tablets)

 

Regarding adhesive materials:

If you back against a wall with your stall, you can carefully use blu-tac to hang banners using that space. These must not enter any neighbouring stalls’ available space so must not exceed the size of your stall. Damage to the venue walls will incur a fine. No use of pins, nails, screws, tape, or any adhesive materials that might remove paint or damage the walls in any way.

 

Booking Electricity

Electricity should be booked directly with VegfestUK 

 

Filming

Those who would like to film at the event must inform the VegfestUK event staff, please email [email protected]

 

Fire extinguishers and blankets (for stalls doing live cooking)

If you’re cooking at your stall, please ensure to bring a fire extinguisher and a fire blanket to the event, and have them at your stall at all times during the event. Fire extinguishers should be fully certified, suitable capacity and F rating for the type of fire that could be caused.

 

Gas, naked flames and chafing fuels

Please note that gas & naked flames are strictly prohibited at this venue. All cooking must be done by electricity only. Only chafing dishes using Gel Fuel are allowed.

 

Hazardous Exhibits

Please consider the safety of your staff and visitors to the show when planning the layout of your stand.

  • Hazardous items, such as knives and hot equipment must be set back from the stand and out of reach of the public.
  • Guards will be required to shield anything emitting heat and any machinery or other equipment which may present a hazard to visitors.

 

Hotels & Accommodation

Some recommendations of sources of accommodation for traders staying overnight are:

www.airbnb.co.uk

www.booking.com

 

Internet

Traders receive a password on entry to access traders wi fi – there is plenty of wi fi at the venue and traders have their own access separate from visitors

 

 

Massage / Special Treatments

If you are planning to have any special treatments carried out on your stand, you must inform the organiser beforehand, as many of these activities must be licensed by the local authority. Full documentation must be submitted, including

 

  • details of therapists’ public liability insurance cover;
  • qualifications; and
  • a risk assessment

 

Licence application (if needed) must be with the Brighton & Hove Council no later than 28 days before the event.

 

Special treatments include:

  1. non-invasive hands-on treatments, such as massage, reflexology, manicures and pedicures.
  2. invasive treatments such as skin piercing, acupuncture, tattooing, electrolysis, cosmetic piercing, micro-pigmentation and botox.

 

All treatments must be carried out in a safe and hygienic manner and in accordance with the eGuide: https://www.aev.org.uk/resources/e-guide

 

Night Sheets

We recommend that exhibitors bring night sheets, in order to assist with the security of stands. Please ensure that night sheets are of inherently non-flammable material or material that has been treated to render it non-flammable.

Night sheets should be safely stored away during the open period of the event. They should not be left next to or behind stands where they may protrude into gangways or impede emergency exit routes.


Paperwork

All exhibitors must complete and return all necessary paperwork by return on booking their stalls 

 

Bristol Clean Air Zone

Since we last held an event in Bristol, the Council have now introduced the Clean Air Zone, which can see certain vehicles be charged if they don’t fall within a certain specification.

The first thing to do is check your vehicle here: https://www.bristol.gov.uk/residents/streets-travel/bristols-caz/charges-and-vehicle-checker

It is best practice to check your vehicle again closer to the event dates in case restrictions change.

Once you know whether your vehicle can travel within the CAZ without incurring costs or not, this can then influence where you choose to park. Full up to date information for the Clean Air Zone can be found here: https://www.bristol.gov.uk/residents/streets-travel/bristols-caz

At the time of writing this, vehicles that do not fit the CAZ and are subject to charges, are only charged if they move during your stay within the area. (Source: https://www.bristol.gov.uk/residents/streets-travel/bristols-caz/pay-the-bristol-clean-air-zone-daily-charge)

The CAZ area is shown on this map: https://www.bristol.gov.uk/residents/streets-travel/bristols-caz/view-a-map

Information on this page may change, so please check the Bristol.gov.uk website for regular updates before the event.  

Parking

Parking is not included in the stall prices – this needs to be booked separately by stallholders, and in advance. Some parking is available in the surrounding streets free of charge

Cabot Circus

The majority of traders wishing to park in Bristol may consider Cabot Circus Car Park, which is an 8 minute walk away from the venue. We have heard that Cabot Circus Car Park is accessible via Houlton Street, not incurring any Clean Air Zone charges (see previous section for more detail on this). Houlton Street and the entrance is shown on this map here: https://www.bristol.gov.uk/residents/streets-travel/bristols-caz/view-a-map We at VegfestUK however cannot take responsibility for the reliability of this information, as it is second hand info only.

Parking information via Cabot Circus website: https://www.cabotcircus.com/parking/cabot-circus-multi-storey-car-park

 

JustPark.co.uk

An alternative many use is JustPark.com / JustPark.co.uk – this is a site that allows private landowners to hire out car parking spaces (a bit like AirBnB) and can often be cheaper than the NCP.


Photos

Please note that exhibitors, speakers, performers and visitors at the event may appear in photos or films produced from the events without prior consultation.

 

Trolleys & Pallet Trucks

Exhibitors are advised to bring their own trolleys/pallet trucks to ensure swift movement of stock and stand equipment during setup and breakdown.


Vegan Policy for Exhibitors

The event is 100% vegan and we ask all exhibitors to adhere to the following:

  • All products displayed at every stall must be 100% vegan.
  • No promotional materials which promote the use of animal products are allowed.
  • Please do not wear any non-vegan apparel at the event.
  • The organisers reserve the right to ask exhibitors to remove from their stall or their staff, products which contain non-vegan ingredients such as meat, dairy, fish, eggs, honey, beeswax, wool, silk, fur, leather, etc.
  • Please note that bee pollen is not considered a vegan product and therefore not suitable for this event.

 

If you are not 100% sure which products are qualified vegan, please contact the office beforehand.

We do not ask that all our exhibitors (as individuals) or workers are vegan, only that they are vegan-friendly, respectful to vegans and that they are vegan on the days of the show.

 

Facilities at the venue

Cash Machines

There are no cash machines available in Document, the event venue.

There are cash machines within a couple of shops in the area, but there aren’t many. Please make sure you bring and/or advise visitors who wish to shop with cash, to bring enough cash to the event to avoid disappointment. Click here to see the ATMs in the area using Google Maps.

There is a Cash Machine at Cabot Circus, which is an 8 minute walk away from the venue, seen in the screenshot below.


 

 

First Aid

The First Aid area of the venue is located on the Floor Plan in the bottom right hand corner.

 

Toilets

Toilets are available outside in the Courtyard, the doors to which are located near the catering stalls inside. Please refer to the floor plan.

 

Bins

There will be ample rubbish bins for clearing out rubbish.

 

Cooking oils

All cooking oils need to be removed from the venue in sealed containers. There are no facilities on site for cooking oil disposal.

 

Leftover stand materials after the show

The tenancy period of the show for exhibitors ends at 8pm on Saturday. Any stand materials not collected by that time will be disposed of.

Exhibitors and their contractors must remove excessive or hazardous waste at the end of the show, otherwise charges will be incurred.

 

Excessive Waste

Excessive waste is defined as:

  • literature (of any amount);
  • stand fitting material;
  • pallets;
  • material packaging; and
  • quantities of unsold stock or ‘give-aways’.

 

Hazardous Waste

Hazardous waste is classified by the 2005 Hazardous Waste Regulations as:

 

  • light bulbs and fluorescent tubes;
  • electrical equipment and fittings;
  • gloss and emulsion paint and their containers;
  • cooking oils and their containers;
  • aerosols both full or empty;
  • oils and lubricants; and
  • oily rags.

 

Food Waste

There will be a skip available for non-edible food waste, but please keep this to a minimum as this is charged by weight for disposal.

 

Water Points

The Water Point is located on the bottom right hand side of the floor plan near to the First Aid and Toilets. 

 

Safety at the venue

 

Electrical Safety

Electrical Safety Guidelines

All electrical installations must comply fully with the eGuide, which can be accessed at https://www.aev.org.uk/resources/e-guide

The following is a brief summary of key points:

General

  • All electrical equipment and exhibits must be guarded to prevent accidental contact with live terminals.   Items intended for use on stands must be PAT tested and labelled accordingly.
  • Electrical cables must not be run under carpet or up stand fitting support posts.  Cables on the floor which may be walked on must be protected by conduit or with protective ramping (tape is not acceptable).  All other wiring below 2.4 metres must be protected in PVC or metal tubing.
  • DO NOT coil up your cables. Unroll them to ensure they don’t heat up or have them cut to a suitable length.
  • DO NOT plug everything in one outlet and DO NOT plug one lead into another. This causes overheating and may blow the fuse. Order enough sockets for your needs. Remember: 1 x 500watt socket = 1 x 4 way extension lead
  • DO NOT use multi-way adaptors. These are not suitable for use in commercial premises. Use an extension lead.
  • DO NOT allow conductors to become exposed. The inner coloured sheathing is to protect the conductors; the outer sheathing is to protect you.
  • In the event of electrical failure, please report this to the organisers’ office.

 

Lighting

  • Spotlights/floodlights/halogen lamps, etc must be guarded and mechanically fixed, so as to prevent the risk of injury to persons.
  • All lighting must be kept at least 300mm away from muslin/fabric ceilings and other combustibles.
  • Lighting circuits must not exceed 1,000 watts.  They must not be looped or connected to power circuits.
  • Heavy fittings (over 1 kg) require a secondary means of support.

 

Socket Outlets

  • Only one 4-way extension lead may be connected to each socket outlet and the maximum length of lead permitted is 2 metres.
  • Extension leads must not be plugged into other extension leads (commonly known as ‘daisy-chaining’).
  • Block adaptors and drum reel extension cables must not be used.

 

Caterers

Caterers must comply with the electrical safety guidelines laid out in this Guide for Caterers.

 

Gangways

In order to help us ensure that we comply with the licensing authority and venue regulations, all gangways at the show must be kept clear at all times, including during build-up, the open period and breakdown.

 

Exhibits, furniture and other items belonging to your stand must not encroach beyond the boundary of your stand space.  This is to ensure that escape routes are unobstructed in case of emergency evacuation.

 

Lost Property

All lost property should be handed to the Organisers 

 

Moving stock at the venue

Exhibitors are advised to bring their own trolleys/pallet trucks to ensure swift movement of stock and stand equipment during setup and breakdown.

Please ensure that no pallet trucks/trolleys of any kind are used during public opening hours.

 

Other important notes


Bad Language & Aggressive Behaviour

  • VegfestUK events are friendly events, and we do not tolerate bad language or aggressive behaviour from the public or exhibitors.
  • If you encounter anyone displaying unruly/abusive behaviour, please ask your colleagues or neighbouring exhibitor to alert a member of the event organising team (security, stewards), and we will assist if required.
  • Please note that exhibitors are advised to stay calm at all times when dealing with the public, with moderate language in the very unlikely event of a hostile encounter.
  • There will be CCTV on site, and those displaying aggressive behaviour will be swiftly expelled from the venue, and re-admittance may be refused.
  • In the case of this being from an exhibitor, no refunds may be issued.

 

Children

Children under the age of 16 are welcome at the event during opening times, but please note that they will not be allowed access to the venue during setup or breakdown. This is a Health & Safety requirement of the venue and is NOT negotiable. The issue is covered by law under section 4 of the Health & Safety at Work Act 1974.

 

Flyering at the venue

Flyering to visitors at the event is only permitted for traders at their stalls. Flyering outside of stall space around the site grounds is not permitted.

 

Pets

Assistance dogs are permitted access to the show. No other pets will be permitted access to the venue during the open period.

 

Security

Security is provided for the show from 7am on Saturday until 7pm on Saturday.  Please do not arrange for goods to be delivered to the venue before this time.  Please assist us by wearing your wristbands within the venue at all times after you have picked these up on arrival.

 

Please take account of the following security advice:

  • Take home any valuable items each night.
  • Do not leave your stand unattended at any time during setup, the open period or breakdown. Do not leave the hall until all visitors have gone each evening.
  • Do not position valuable items at the front of your stand, where you may not be able to keep an eye on them.
  • Ensure you have enough staff, so that the stand is not vulnerable to thieves and do not ask a neighbouring exhibitor to watch over your stand while you go for a break. They may become busy and not be able to keep an eye on your stand.
  • Remove all portable or valuable items from the stand on the evening the show closes.  Do not leave them until the following day for collection.
  • Arrive in time for the show.  Ensure your stand is staffed at least 15 minutes before the show open time of 10am on Saturday and 10am on Sunday.
  • If you are a victim of theft or damage, please report this to venue staff. The organisers cannot be held responsible for the loss or damage to exhibitors’ property.
  • Please be aware of possible terrorist activities and the fact that we are in an area not so far from London. If you notice anyone behaving suspiciously, tampering with equipment, or any unattended bags or parcels please report this to security or a member of the organising team immediately.

 

Smoking

Smoking / vaping is not permitted by law anywhere within the indoor areas of the venue.