NEWCASTLE REGIONAL SHOW
2015
SHOW DATES
6 – 8 March
2015!!
EXHIBITOR MANUAL &
GUIDE
Contact
Dana Pichaloff
Operations Manager
Newcastle Show
PO Box 53
Broadmeadow NSW 2290
Email: [email protected]
Phone: 02 4961 2085
Mobile: 0418 687195
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WELCOME
Dear Exhibitor,
This 2015 Exhibitor’s Manual is designed to assist you in your preparations and the operation of your exhibit for the
duration of the Show. The Manual outlines the requirements under which exhibitors, exhibition staff and associated
services are to operate. Accordingly we request this Manual be kept on your stand at all times.
Please ensure that your staff know the contents of the Manual and operate under its requirements and guidelines.
We convey to you our sincere best wishes for a successful 2015 Newcastle Regional Show and thank you for your support.
Show Office Hours
General Hours
9.00am - 5.00pm
Monday, 2 March 2015
9.00am - 5.00pm
Tuesday, 3 March 2015
9.00am - 5.00pm
Wednesday, 4 March 2015
9.00am - 5.00pm
Thursday, 5 March 2015
9.00am – 9.00pm
During the Show
8.00am - 9.00pm
Except Sunday – close 6.00pm
INFORMATION FOR ALL EXHIBITORS
IMPORTANT: THIS SECTION PROVIDES INFORMATION WHICH APPLIES TO ALL EXHIBITORS
SPECIFIC INFORMATION FOR THE VARIOUS SHOW VENUES APPEARS IN OTHER SECTIONS OF THIS MANUAL

Accounts
Each exhibitor is responsible for settling all accounts for expenses incurred in connection with the Exhibition which are
initiated by the exhibitor, an agent or a contractor and must discharge such liabilities forthwith when called upon to do so.
All accounts payable to the Association for site fees and associated exhibition costs must be paid in full before taking up
your allotted site and before passes will be issued. Exhibitors are reminded to observe the payment terms and conditions
as specified in their Commercial Space Agreement as non-compliance may result in the re-letting of space to another
exhibitor.

Banking
There is an EFTPOS facility at the reception counter in the Entertainment Centre. ATM’s are also located out the front of
the show office.

Cancellation
Exhibitors may reduce their space or completely withdraw from the Newcastle Regional Show without penalty provided
they advise the Show Office within 21 days of receipt of their signed Commercial Space Agreement by the Association.
Exhibitors reducing their space or completely withdrawing from the Newcastle Regional Show after the Friday, 6 February
2015 will not be entitled to a refund and shall be liable for the total cost of the space including shell schemes, insurance
and any fees agreed to in their signed Commercial Space Agreement unless all available exhibition sites have been re-sold,
including the cancelled sites.
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
Cleaning
It is the exhibitor’s responsibility to ensure the cleanliness of their own space. It is also the exhibitor’s responsibility to
ensure that all general rubbish and litter is cleared from their stand by the start of the Show.

Competitions
Exhibitors are to advise the Newcastle AH & I. Association if they intend to conduct a competition at the Show, in order to
gain permission. Competitions will be permitted in conjunction with exhibits provided that no entry fee is required. All
necessary permits to conduct such competition must also be in place.
Note also that the Association must be informed of the name/s and address of all winners. The sale of raffle tickets is
strictly prohibited.

Contractors
The services specified in this manual are available for the use of exhibitors but the Association is not the agent of either
contractors or sub-contractors and can accept no liability in respect of any contract entered into between exhibitors and
contractors for the negligence or default of any such person, their servants or agents. The Association has appointed staff
to control the number of people in the exhibition venues during build-up and pull-down; however, exhibitors may appoint
their own contractors. It is the responsibility of all exhibitors to see that their own contractors or agents are familiar with
the rules and regulations of the exhibition. Additional copies of this manual are available from the Association on request.

Deliveries
The Association will not take delivery of any goods, packages or other material on behalf of an exhibitor nor will the
Association accept responsibility for the safety or well-being of such items on or delivered to the site in the absence of the
exhibitor, his agent or contractor. No delivery vehicles will be allowed access during operating hours of the Show.

Electrical Leads (Refer attached Schedule of Manadatory Requirements)
Any exhibitors intending to bring electrical equipment to the Showground will be required to ensure that such equipment
is tagged and tested and fitted with or connected to “Earth Leakage Circuit Breakers” and also to ensure that all electrical
leads, tools and appliances are in good condition and meet all safety standards and requirements. Any exhibitor who tries
to connect a faulty lead after inspection by the Show’s electrician will have the plug cut off. Further details are contained
in the attached Schedule of Mandatory Electrical Safety Requirements.

Electrical Appliances
Due to electricity supply constraints in certain areas of the grounds, it is essential that all exhibitors write down all the
appliances that they will use at their site, on their application form. Failure to do so may restrict the exhibitor from
trading. Further details are contained in the attached Schedule of Mandatory Electrical Safety Requirements.

Enquiries & Questions
Enquiries before the Show concerning all aspects of the exhibition should be directed to the Show Office on 02 4961 2085.

Exhibitor Responsibility
An exhibitor’s responsibility whilst on the Showground can be summed up very simply; “BE A GOOD NEIGHBOUR”.
All exhibits, regardless of size, should be given equal opportunity to present and sell their products or services. Exhibitors
are requested to read the details, rules and regulations in this manual carefully. Should any exhibitors breach any clause in
the Agreement or fail to comply with any of the requirements in this manual, the exhibit, product and/or the exhibitor may
be removed from the Showground by the Association. The Newcastle A H & I Association wishes the Newcastle Regional
Show to be a safe, friendly place for all visitors, exhibitors, competitors, staff and participants. This cannot be achieved
without your help. If you see or hear anything which is likely to cause damage, injury or offence, please contact the
Association immediately (02) 4961 2085.

Insurance
The Association will not themselves be responsible for the safety of any articles of any kind brought into the Exhibition by
the Exhibitors, their servants, agents or contractors, members of the public or any person whatsoever. Exhibitors shall
fully insure against risks, including Public Liability to the value of at least $20,000,000, in addition to all risks on their
property and Employers’ Liability. The period of liability of the Exhibitor shall be deemed to run from the time the Exhibitor
or any of his servants, agents or contractors first enters the Exhibition venue, and to continue until all his exhibits and
property have been removed.
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The Exhibitor shall insure and indemnify the Association in respect of all costs, claims, demands and expenses to which the
Association may in any way be subjected as a result of any loss or injury arising to any person (including members of the
public, the staff of the Authorities, the Association or Exhibitors’ staff, agents or contractors) or as a result of damage to
any exhibition site, including carpets, pictures and fittings and exhibits, howsoever caused as a result of any act of default
by the Exhibitor, his servants, agents, contractors or invitees.
Exhibitors must provide certificates of insurance to the Association and, in addition, may wish to consider insurance for
losses and wasted expenditure in the event of the Exhibition being abandoned or curtailed. All Exhibitors are responsible
for insuring their own property and stock. They should note that insurance for their goods and exhibits should take effect
from the day that such goods are delivered to the venue and such insurance should remain in force until they are removed.
Exhibitors are required to take out adequate cover against the kinds of risks they will incur in connection with the
exhibition, e.g.: All Risks Property, Employers’ Liability and Personal Accident to Staff. In addition, exhibitors may wish to
insure against wasted expenditure in the event of the Exhibition being abandoned or curtailed. Public Liability (for no less
than $20million) is a mandatory requirement at the Newcastle Regional Show.
The Association shall not in any event be held responsible for any restrictions or conditions which prevent the construction,
erection, completion, alteration or dismantling of stands for the entry, siting or removal of exhibits, or for the failure of any
of the services normally provided at the Exhibition Venue, or for the cancellation or part-time opening of the Exhibition
either as whole or in part of for the amendments or alterations to all or any of the Rules and Regulations caused by
circumstances not under their control.

Medical and First Aid
First Aid facilities will be located on the Showground. Facilities are located under the Public Grandstand and at the rear of
the Entertainment Centre. The nearest Public Hospital Casualty Department is: JOHN HUNTER HOSPITAL (02) 4921 3000.

No Smoking Inside Buildings
The Newcastle Entertainment Centre, Exhibition Centre and all other pavilions on the Showground are non-smoking areas.

On-Site Camping
On-site camping is strictly prohibited anywhere on the Showgrounds or in its buildings or pavilions by any Exhibitor or
anyone associated with the Exhibitor. This regulation is enforceable for the 2015 Show and all subsequent Shows. In
particular there will be no overnight camping within an Exhibitor’s site, stall or other authorized exhibit. The Show’s
security personnel will be responsible for ensuring strict compliance with this regulation and will have authority to take
appropriate action to ensure such compliance. There will be no exceptions made to this regulation, so Exhibitors are asked
not to embarrass our staff or security personnel by asking for an exemption.

Passes to the Show
Passes are provided to allow daily access to sites by exhibitors, exhibitor staff and delivery service vehicles. All passes for
exhibitors will be sent in the mail in the Exhibitor Kit two weeks prior to the show opening. Passes are the responsibility of
exhibitors -any lost passes will not be replaced - Passes will only be issued on completion of a Commercial Space
Agreement, site fees have been paid in full and a copy of the Public Liability Insurance Policy has been received, or cover
has been taken out by the exhibitor. The Association provides the following passes:



Exhibitor Pass: Exhibitor pass is issued for the Manager or person in charge of the stand and allows unlimited
entry for that person to the Showground over the three days, in order to re-stock etc. Exhibitor passes do not
admit vehicles onto the Showground.
One Day Pass: A One Day pass is issued to staff and allows a single admission to the Showground and must be
surrendered at the gate.
Delivery Permit: is allocated to each exhibitor and allows access to the Showground between 7 am and 8.30am
each day of the Show for the delivery of stock. Note all vehicles must be removed from the Showground by
8.30 a.m. each day of the Show.
The allocation of passes is based on the size of the stand. A standard number of passes are issued free of charge and are
NOT TRANSFERABLE.



One site : 3m x 3m
Two sites adjoining
One site 6m x 3m
2 x Exhibitor pass, 6 x one day passes, 1 x Delivery Permit
2 x Exhibitor passes, 12 x one day passes, 1 x Delivery Permit
2 x Exhibitor passes, 12 x one day passes, 1x Delivery Permit
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Additional ONE DAY passes may be purchased at the Show Office at $10 (Incl GST) per pass and are only available to
exhibitors who have fully paid for their site by close of business Friday, 20 February 2015. Otherwise normal entry price
will apply. No exceptions. Please contact the Show Office if your site does not fit the above categories.

Presentation of Staff
Exhibitors should encourage their staff to be well presented and dress in relation to their exhibit’s design or theme. It
should be remembered by all staff that they do not only represent their business but also the Newcastle Regional Show,
and their attitude and behaviour should be exemplary at all times. In the interests of assisting visitors it is recommended
that all stand personnel must wear a form of identification badge. Smoking is not permitted in any of the Showground
pavilions and for obvious reasons, eating or drinking by exhibitors whilst on their stands is not encouraged.

Removal of Exhibits
Should any exhibitor, their agent or contractor fail to remove any exhibit, stand, wire, ropes, rubbish or fitting within the
move-out times stipulated, then the Exhibitor shall indemnify the Association in respect of any claim thereby occasioned
for failure to give possession of any part of the Exhibition venue on the due date, and the Association shall be entitled, but
not obliged, to remove such materials by any means as they consider best at the cost of the Exhibitor who shall be liable
for all loss and costs thereby occasioned.
The Newcastle A H & I Association has the right to sell by public auction or private treaty, any structure or material which is
or has been erected on the space referred to in the Commercial Space Agreement and still remains on the Showground
after 12.00 noon Tuesday, 10 March 2015.

Security
Whilst every reasonable precaution is taken, the Association accepts no responsibility for any loss or damage which may
occur to persons or property in the lead up and during the Show from any cause whatsoever. The Association will not be
responsible for any goods left unattended during set-up, during the Show or pull-down. 24 hour security surveillance will
commence on Monday, 2 March 2015 and operate up until 5pm on Monday, 9 March 2015.

Selling Rights
The Association reserves the right to give exhibitors exclusive selling rights for any product or service to be exhibited on the
Showground.

Signage & Advertising
Exhibitor’s advertising or signage should be of a high, professional quality and is only permitted within the boundaries of
the display. Exhibitors with special requirements (such as the hanging of large banners above their stand), are asked to
contact the Show Office prior 20 February 2015. The cost for the hanging of any large banners from the ceiling of any
Exhibition venue will be borne by the Exhibitor. The Newcastle A. H. & I. Association reserves the right to remove any
advertising or signage which they deem to be objectionable, offensive or of poor quality.

Sponsorship
Opportunities are available for exhibitors to maximise their participation in the Show by sponsoring a variety of traditional
events at the Show. To discuss sponsorship opportunities please contact the Show Office on 02 4961 2085.

Sub-letting of Space
Exhibitors must not transfer, dispose of, part with or otherwise sub-let the whole or any part of their space, offer, store or
offer accommodation whether for financial consideration or otherwise, or enter into any agreement to do so. An
exhibitor, being an officially appointed sole Agent or sole Licensee (and conforming to Regulations above), must state, at
the time of application for space, the names of the principals to be represented, and confine their display to their products.
This does not debar an Exhibitor from displaying products of a principal for whom they become agent or sole licensee after
allotment of space, providing permission is first obtained from the Association.
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
Toy & Novelty Guidelines
Showbag Traders and Exhibitors selling toy or novelty products are reminded that they must comply with regulations set by
the Office of Fair Trading, and information regarding these guidelines may be obtained from the Show Office. Contact the
Show Office on 02 4961 2085.

Vehicle Access
In the days prior to the Show opening, vehicles may enter the Showground via Griffith Road and Brown Road unless
otherwise directed. After unloading, all vehicles must be removed from the Showground immediately as they may be
blocking another exhibitor’s access.
Under no circumstances may vehicles block doorways, entrances or street access while unloading.
Stock deliveries during the Show may only be made via Griffith Road Gate. Entry to the Showground during Show days
will only be granted to vehicles that display a Delivery Permit. This pass permits entry to the Showground from 7 am 8.30 am daily.
All vehicles must be removed by 8.30 am each day. The Show’s security staff will be responsible for ensuring strict
adherence to this regulation and no exceptions to this regulation will be accepted.
UNDER NO CIRCUMSTANCES ARE VEHICLES PERMITTED TO MOVE WITHIN THE GROUNDS DURING THE OPERATIONAL
HOURS OF THE SHOW, NSW POLICE MAY PROSECUTE OFFENDERS.

Vehicle Parking
There will be no parking of Exhibitor vehicles permitted within the Showgrounds during the operating hours of the
Show. The only exception to this regulation will be vehicles which are clearly an integral part of the Exhibitor’s operation,
for example Food, Icecream, Coffee Vans, etc
Street parking can be found in the streets surrounding the Showgrounds.
Off-street parking is also available for Exhibitor use during the Show and within easy access of the Showgrounds at either:

Wanderers Oval, Curley Road (Cnr. Denney Street) Broadmeadow – Approx. 3 minute walk to the Curley Road
Entrance
These grassed parking areas are staffed during Show hours for which there is a reasonable flat fee charge.
EMERGENCY TELEPHONE NUMBERS
Ambulance
All areas
131 233 or 000
Fire Brigade
Hamilton
(02) 4961 6388 or 000
Police
Waratah
(02) 4926 6599 or 000
Show Office
Showground
(02) 4961 2085
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IMPORTANT INFORMATION FOR:
INDOOR - ENTERTAINMENT CENTRE / EXHIBITION CENTRE EXHIBITORS
Move In & Move Out
Entertainment Centre
Bump In
Tuesday, 3 March 2015: 9am to 5pm
Wednesday, 4 March 2015: 9am to 5pm
Thursday, 5 March 2015: 9am to 9pm
Bump Out
Sunday, 8 March 2015: 6pm to 9pm
Please note this will be strictly enforced. Security will close the building at 9.30pm.
Monday, 9 March 2015: 8.30am to 5pm
All exhibits and rubbish must be fully removed by 5pm on that day.
Exhibition Centre
Bump In
(formerly Hall of Industry)
Tuesday, 3 March 2015: 9am to 5pm
Wednesday, 4 March 2015: 9am to 5pm
Thursday, 5 March 2015: 9am to 9pm
Bump Out
Sunday, 8 March 2015: 6pm to 9pm
Please note this will be strictly enforced. Security will close the building at 9.30pm.
Monday, 9 March 2015: 8.30am to 5pm
All exhibits and rubbish must be fully removed by 5pm on that day.
Note: No vehicles are permitted inside the buildings. Equipment is to be to loaded by hand or trolley.
Exhibitors with special or unusual requirements are asked to contact the
Show office on 02 4961 2085 well before the Show.
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
Electrical Requirements (Refer attached Schedule of Mandatory Requirements)
Exhibitors in the Entertainment Centre and Exhibition Centre are required to have the house electrician connect them to
power which will be carried out free of charge. Exhibitors must ensure that they have adequate lighting to illuminate their
display.
Power distribution boxes are plugged-in to “power pits” throughout the Entertainment Centre and Exhibition Centre.
Some exhibitors may have a box within the area of their stand. Please note this box cannot be removed, but
it can be covered by a table etc.

Electrical Leads
ANY EXHIBITORS INTENDING TO BRING ELECTRICAL EQUIPMENT TO THE SHOWGROUND WILL BE REQUIRED TO ENSURE
THAT SUCH EQUIPMENT IS TAGGED AND TESTED AND FITTED WITH OR CONNECTED TO “EARTH LEAKAGE CIRCUIT
BREAKERS” AND ALSO TO ENSURE THAT ALL ELECTRICAL LEADS, TOOLS AND APPLIANCES ARE IN GOOD CONDITION AND
MEET ALL SAFETY STANDARDS AND REQUIREMENTS. ANY EXHIBITOR WHO TRIES TO CONNECT A FAULTY LEAD WILL HAVE
THE PLUG CUT OFF BY THE SHOW’S ELECTRICIAN.

Fire Proof Materials
Any materials used for stand construction or display purposes must conform to the following standards:




non-combustible and inherently non-flammable material
durably flame-proof fabric
self-extinguishing plastic
plywood, hardwood, pulpboard or fibreboard rendered flame-resistant by a process of impregnation acceptable to
the Authorities.

Fire Regulations
The installation of any fuel burning appliances, either liquid or solid fuel, must conform to the Uniform Building
Regulations. The storage of any flammable liquids or fuels within the Entertainment Centre or Exhibition Centre is not
permitted. The installation of LP Gas appliances inside the Entertainment Centre or Exhibition Centre must comply with
the current Theatre and Public Halls Act. Exhibitors proposing to use LP Gas must contact the organisers prior to bump in
to obtain complete details of the Act and approval.
Motor vehicles or other mechanical appliances displayed within the Entertainment Centre and Exhibition Centre must
contain a full tank of fuel and their batteries must be disconnected.
Fire extinguishers and fire fighting equipment as installed in the Entertainment Centre and Exhibition Centre must at all
times be visible and accessible and must not be removed from its’ current location.
Should the construction of stands or exhibits create a potential “smoke-lock” area or create an area not serviceable by the
existing fire fighting equipment, the management of the exhibition venue may require smoke detection, sprinkler,
emergency lighting and exit lighting systems to be extended to cover the stand or exhibit areas.

Forklift Hire
(inside the Entertainment Centre and Exhibition Centre)
Forklift is available to hire if required at own cost. Contact the Show Office on 02 4961 2085

No Smoking Inside Buildings
The Entertainment Centre, Exhibition Centre and all other pavilions on the Showground are non-smoking areas.

Building Opening & Closing Times
Entertainment Centre: Friday: 9am – 9pm, Saturday: 9am – 9pm, Sunday: 9am – 5pm
Exhibition Centre: Friday: 9am – 10pm, Saturday: 9am – 10pm, Sunday: 9am – 5pm

Stand Fitting / Exhibition Fabrication
All stands must be completely finished and exhibition contractors must complete their work and remove all rubbish and
materials from the premises by 9pm Thursday, 5 March 2015.
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
Storage
No on-site storage facilities are available at the exhibition venue for stock or materials. Exhibitors should allow for the
storage of items such as brochures and give-aways in their exhibit design.

Telephone Lines
There are no telephone line connection available inside the Newcastle Entertainment Centre or the Exhibition Centre.

Toy & Novelty Guidelines
Showbag Traders and Exhibitors selling toy or novelty products are reminded that they must comply with regulations set by
the Office of Fair Trading, and information regarding these guidelines may be obtained from the Show Office. Contact the
Show Office on 02 4961 2085.

Rules & Regulations relating to the Entertainment Centre & Exhibition Centre
These rules and regulations should be read in conjunction with the Newcastle Show Commercial Space Agreement for
exhibitions within the annual Newcastle Regional Show and where the two documents differ the Commercial Space
Agreement will have precedence.
1.
Definitions
For the purpose of these Rules and Regulations, “the Authorities” shall mean and include the Commonwealth of Australia,
the State of NSW, the Newcastle City Council and Ogden IFC (Newcastle) Pty Ltd. “The Association” shall mean the
Newcastle AH & I Association Inc. - organisers of the Newcastle Regional Show. In addition any reference to
“Entertainment Centre” shall be deemed to refer to and include the “Exhibition Centre”.
Every Exhibitor, their agent or contractor, must observe the regulations laid down and in force at the date of the Exhibition,
including any amendments which may be applicable at the time of the Exhibition, by the Authorities or the Association.
Failure to observe these regulations may result in the Authorities or the Association ordering the removal from the halls of
all or any part of the stand or exhibits and in that event the Authorities and the Association will not accept liability for any
loss thereby occasioned to the Exhibitor.
2.
Group Stands
Organisers of group stands are responsible for ensuring that all exhibitors on the stand are fully aware of and agree to
abide by the Rules and Regulations. This Regulation shall be deemed to include any subsidiary material or product not
being part of, but used as complementary to, an exhibit. An Exhibitor may not, except by express written permission from
the Association, display directly or indirectly, advertise or give credits to any products other than their own or their
principal’s.
3.
Noise
Use of PA systems on stands is expressly prohibited. Exhibitors showing films or creating excessive noise or using visual
aids which disturb adjacent Exhibitors may be asked to cease such activities in the interest of the overall Exhibition. This
may be overcome through use of a booth rendered soundproof to the satisfaction of the Association.
4.
Canvassing
Exhibitors may not canvas or distribute promotional material other than from within the confines of their own stand.
5.
Security
Security will be maintained by security guards operating from 5.00pm Monday, 2 March 2015 to 5.00 pm Monday, 9 March
2015. All products, materials, etc. must be removed from the Exhibition by 5.00 pm Monday, 9 March 2015.
Notwithstanding the instruction issued specifically for the closing day of the Exhibition on Sunday, 8 March 2015, security
of exhibits on the stands, furniture, etc. during the remaining day of the move-out period is wholly the responsibility of
the Exhibitor and the Association will not be responsible for any losses that occur during any period of the move-in,
Exhibition or move-out.
6.
False Ceilings
Solid false ceilings are not permitted unless written permission is obtained from the Association. Where permission has
been granted, thermostatic fire alarms shall be installed where directed both beneath the roof space and below the ceiling.
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A false ceiling of an open mesh type with a minimum aperture of 5cm x 5cm is permitted providing the mesh openings
constitute at least 70% of the area of the materials used. Solid false ceilings shall not be erected by any aisle or
passageway.
7.
Obstructing Gangways
No part of any stands or exhibit including fascia, signs, corner posts or fittings shall project into or overhang any gangways
or obscure any fire or exit signs.
8.
Traps, Service Openings in Floors, Fire Hydrants, etc
Traps and other service openings in floors must be left accessible at all times, and where sited under stands, provision must
be made for free access. Fire Alarms, Hydrants, Exit signs etc. must not be masked, obstructed, moved or altered in any
way.
9.
The Exhibition Venue
No person shall attach any fixture or fitting to floors, ceilings, walls, walkways or roads of the Exhibition venue. Only
approved adhesives are to be used to mark out sites. No nail, screw or other fitting is to be driven into any part of the
Exhibition venue.
10. Removal of Exhibits During Show
Exhibitors may not remove any products on display during the course of the Newcastle Regional Show without the express
consent of the Association.
11. Dilapidations
Exhibitors are responsible for the cost of making good, restoring or renewing any case of serious dilapidation to the
Exhibition venue or any part thereof. The Managers of the Showground and the Association will inspect every site before
erection and after demolition of the stands. Dilapidation includes (by way of examples only) marks caused to paintwork,
bolt, screw, nail holes etc. In their own interest Exhibitors should satisfy themselves as to the condition of the sites both
before erection and after clearance.
12. Site Plans
The Association reserves the right to alter the layout, plans and positions of exhibitions if, in their opinion, this is desirable
from the point of view of the Newcastle Regional Show as a whole.
13. Exhibits – Delivery & Handling
The cost of conveying goods to and from the Exhibition must be borne by the exhibitor. Wherever possible every facility
will be given to trucks, vans or other conveyances to unload at the site, but the Association reserves the right to specify
times or place and request the moving of any articles, at any time in the interests of the Exhibition. Exhibitors should
arrange with their own contractors for exhibits to be unloaded and conveyed on the site. Entry for heavy or other
exceptional loads should be arranged with the Show Office before Friday, 20 February 2015.
Vehicles must not be locked or left unattended whilst on any part of the exhibition premises. Any damage to part of the
Exhibition building or to any other vehicle, stand or exhibit must be reported immediately to the Show Office, and under
no circumstances will the Association or Show Office accept or sign for anything on behalf of the Exhibitor.
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OUTDOOR SITE EXHIBITORS (Including Food Sites)
Move In & Move Out
OUTDOOR SITES & MARQUEES
Bump In
Move in from Monday, 2 March 2015 - 9am – 5pm
All sites to be set up by 8.30am Friday, 6 March 2015
Bump Out
Sunday, 8 March 2015: 6pm to 9pm
Monday, 9 March 2015: 8.30am to 5pm
All exhibits and rubbish must be fully removed by 5pm on that day.
Exhibitors with special or unusual requirements are asked to contact the
Show Office on 02 4961 2085 well before the Show.

Electrical Requirements
Outdoor Exhibitors should contact the Show Association’s Electrical contractors on site to connect to power – CONTACT IS
PAUL NOBLE – 0434 001077

Electrical Appliances (Refer to attached Schedule of Requirements)
Due to electricity supply constraints in certain areas of the grounds, it is essential that all exhibitors write down all the
appliances that they will use at their site, on their application form. Failure to do so may restrict the exhibitor from
trading.
ANY EXHIBITORS INTENDING TO BRING ELECTRICAL EQUIPMENT TO THE SHOWGROUND WILL BE REQUIRED TO ENSURE
THAT SUCH EQUIPMENT IS TAGGED AND TESTED AND FITTED WITH OR CONNECTED TO “EARTH LEAKAGE CIRCUIT
BREAKERS” AND ALSO TO ENSURE THAT ALL ELECTRICAL LEADS, TOOLS AND APPLIANCES ARE IN GOOD CONDITION AND
MEET ALL SAFETY STANDARDS AND REQUIREMENTS. ANY EXHIBITOR WHO TRIES TO CONNECT A FAULTY LEAD AFTER
INSPECTION BY THE SHOW’S ELECTRICIAN WILL HAVE THE PLUG CUT OFF.

Food Stall Operations
The operation of temporary / mobile food vending facilities at our Show falls within the jurisdiction of the Newcastle City
Council (NCC) as an enforcement agency of the Food Authority of NSW. It is a requirement that all temporary / mobile food
vending facilities in operation at the Show be approved and licensed by the NCC, or their relevant local council to operate.
Vendors operating under a license issued by a council other than NCC, must submit a copy of said license to confirm
currency therein.
For those without a current license, applications for approval and / or licence can be made to NCC at the following address:
Environmental Health and Compliance Service, Newcastle City Council, PO Box 489 Newcastle NSW 2300 or telephone 02
4974 2526.
Newcastle City Council will carry out inspections on food stalls during the Show, the cost of which is charged to the
Association. A food inspection fee of $150, including GST, will therefore be paid by the Newcastle Show Association.
For a complete set of Guidelines on food handling at Temporary Events, please go to:
http://www.foodauthority.nsw.gov.au/_Documents/local-government_pdf/food+handling+guide+-+temp+event.pdf.
For a list of local government authorised agencies, please go to:
http://www.foodauthority.nsw.gov.au/localgovernment/list-of-enforcement-agencies/
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
Waste Water
No waste water is to be allowed to run onto the grounds or into storm water gutters at any time. The use of sullage
collection units is a prerequisite for the Newcastle Regional Show. Individual exhibitors wishing to avail themselves of a
grease trap service for the Show should contact our preferred supplier, by phoning our office for details. Exhibitors are
required to make their own arrangements with our supplier and they will provide a 205 litre drum if you have no sullage
tank. When the drum is full you will need to contact the supplier to request a service. The service will be provided by the
supplier on a C.O.D. basis only. The same arrangement will apply for the pump out of sullage tanks during the Show. The
cost for the pump out is an expense incurred by the Food Vendor and arrangements for payment will be between the
vendor and the supplier. Further information from the supplier is available from the Show Office. Costs for the hire of a
drum and pump out of same will be provided by the supplier.

Rules & Regulations Relating to Outdoor & Pavilion Sites
These rules and regulations should be read in conjunction with the Newcastle Show Commercial Space Agreement for
exhibitions within the annual Newcastle Regional Show and where the two documents differ the Commercial Space
Agreement will have precedence.
1.
Definitions
For the purpose of these Rules and Regulations, “the Authorities” shall mean and include the Commonwealth of Australia,
the State of NSW, the Newcastle City Council and Ogden IFC (Newcastle) Pty Ltd. “The Association” shall mean the
Newcastle AH & I Association Inc. - organisers of the Newcastle Regional Show. In addition any reference to
“Entertainment Centre” shall be deemed to refer to and include the “Exhibition Centre”.
Every Exhibitor, their agent or contractor, must observe the regulations laid down and in force at the date of the Exhibition,
including any amendments which may be applicable at the time of the Exhibition, by the Authorities or the Association.
Failure to observe these regulations may result in the Authorities or the Association ordering the removal from the halls of
all or any part of the stand or exhibits and in that event the Authorities and the Association will not accept liability for any
loss thereby occasioned to the Exhibitor.
2.
Group Stands
Organisers of group stands are responsible for ensuring that all exhibitors on the stand are fully aware of and agree to
abide by the Rules and Regulations. This Regulation shall be deemed to include any subsidiary material or product not
being part of, but used as complementary to, an exhibit. An Exhibitor may not, except by express written permission from
the Association, display directly or indirectly, advertise or give credits to any products other than their own or their
principal’s.
3.
Noise
Use of PA systems on stands is expressly prohibited. Exhibitors creating excessive noise or using visual aids which disturb
adjacent Exhibitors may be asked to cease such activities in the interest of the overall Exhibition. This may be overcome
through use of a booth rendered soundproof to the satisfaction of the Association.
4.
Canvassing
Exhibitors may not canvas or distribute promotional material other than from within the confines of their own stand.
5.
Security
Security will be maintained by security guards operating from 5.00pm Monday, 2 March 2015 to 5.00 pm Monday, 9 March
2015. All products, materials, etc. must be removed from the Exhibition by 5.00 pm Monday, 9 March 2015.
Notwithstanding the instruction issued specifically for the closing day of the Exhibition on Sunday, 8 March 2015, security
of exhibits on the stands, furniture, etc. during the remaining day of the move-out period is wholly the responsibility of
the Exhibitor and the Association will not be responsible for any losses that occur during any period of the move-in,
Exhibition or move-out.
6.
Obstructing Walkways
No part of any stands or exhibit including fascia, signs, corner posts or fittings shall project into or overhang any walkway
or obscure any fire or exit signs.
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7.
Removal of Exhibits During Show
Exhibitors may not remove any products on display during the course of the Newcastle Regional Show without the express
consent of the Association.
8.
Dilapidations
Exhibitors are responsible for the cost of making good, restoring or renewing any case of serious dilapidation to the
Exhibition venue or any part thereof. The Managers of the Showground and the Association will inspect every site before
erection and after demolition of the stands. Dilapidation includes (by way of examples only) marks caused to paintwork,
bolt, screw, nail holes etc. In their own interest Exhibitors should satisfy themselves as to the condition of the sites both
before erection and after clearance.
9.
Site Plans
The Association reserves the right to alter the layout, plans and positions of exhibitions if, in their opinion, this is desirable
from the point of view of the Newcastle Regional Show as a whole.
10. Exhibits – Delivery & Handling
The cost of conveying goods to and from the Exhibition must be borne by the exhibitor. Wherever possible every facility
will be given to trucks, vans or other conveyances to unload at the site, but the Association reserves the right to specify
times or place and request the moving of any articles, at any time in the interests of the Exhibition. Exhibitors should
arrange with their own contractors for exhibits to be unloaded and conveyed on the site. Entry for heavy or other
exceptional loads should be arranged with the Show Office before 20 February 2015.
Vehicles must not be locked or left unattended whilst on any part of the exhibition premises. Any damage to part of the
Exhibition building or to any other vehicle, stand or exhibit must be reported immediately to the Show Office, and under
no circumstances will the Association or Show Office accept or sign for anything on behalf of the Exhibitor.
MANDATORY ELECTRICAL SAFETY REQUIREMENTS
ELECTRICAL APPLIANCES:
ALL EXHIBITORS INTENDING TO BRING ELECTRICAL EQUIPMENT ONTO THE SHOWGROUND
ARE REQUIRED TO ENSURE COMPLIANCE WITH THE FOLLOWING SAFETY STANDARDS:



ALL ELECTRICAL LEADS MUST BE TAGGED AND TESTED
ALL ELECTRICAL LEADS MUST BE FITTED WITH OR CONNECTED TO EARTH LEAKAGE
CIRCUIT BREAKERS (RCDs) – WHICH ARE COMPATIBLE WITH 10 AMP OR 15 AMP
RATED LEADS – WHICHEVER IS REQUIRED BY THE EXHIBITOR’S EQUIPMENT.
ALL ELECTRICAL LEADS, TOOLS AND APPLIANCES MUST BE IN GOOD CONDITION AND
MEET ALL SAFETY STANDARDS AND REQUIREMENTS.
ANY EXHIBITOR WHO TRIES TO CONNECT A FAULTY LEAD AFTER INSPECTION BY THE
SHOW’S ELECTRICIAN WILL HAVE THE PLUG CUT OFF.
THESE ARE MANDATORY SAFETY REQUIREMENTS AND NO EXCEPTIONS WILL
BE MADE BY THE SHOW’S ELECTRICIAN – PAUL NOBLE
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FOOD HANDLING GUIDELINES FOR TEMPORARY EVENTS
NSW FOOD AUTHORITY
All Food Vendors attending the Newcastle Regional Show will be expected to abide by these
Guidelines.
Copies of the Guidelines will be available at the front counter of the Show Office if required or from
the NSW Food Authority website at www.foodauthority.nsw.gov.au
As a minimum, food vendors can expect the nominated Food Inspector of Newcastle City Council will
check food handling procedures at the time of set-up and during the event including the following
processes:

HAND WASHING – especially for setting up/before and during food handling. Use an urn
with a tap at the base filled with warm water and have a basin and soap available. It is
acceptable to set up one for sharing between stallholders PROVIDED access is easy and not
further than 5 metres away from each stall.

FLOORS – Grass is acceptable if there is a good covering of grass. The main concern is to
keep the dust down to a minimum around food. If the grass is sparse, food in eskies or
similar are to be stacked on top of lino, tarp or similar. If high pedestrian areas become too
dusty over time, these areas will need to be covered with tarp or similar.

FOOD TEMPERATURES – Thermometers must be in use for potentially hazardous foods (ie
dairy, chicken, seafood, etc). Stallholders with these products must have a thermometer to
continually check the temperature of stored and displayed food.
Have a fantastic 2015 Newcastle Show!! Thank you for your support!
Dana Pichaloff – Operations Manager – 0418 687195
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