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Woodland Crafts events management exhibitor’s information pack 2013

...all the information you will require about exhibiting at our events...

craft shows craft marquees craft markets food halls vintage events garden events countryside events christmas events

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Woodland Crafts events management

introduction

exhibitor’s information pack

2013

2012 was a very difficult year for the events industry. With atrocious weather conditions and the disruption caused by the Olympics, many exhibitors and organisers were badly affected. We were lucky enough to avoid needing to cancel any events but we sympathise with those who were less fortunate. We also appreciate that the economic situation has made life harder for many exhibitors so with this in mind, I have decided that our stand fees will not increase this year. Although most of our expenses for venues and services will be going up, we feel that this is unjustified and I will not be passing it on to exhibitors. Thank you for your interest in our events. Your support is greatly appreciated. We are always pleased to welcome new faces as well as “regulars”. If you are an experienced exhibitor but haven’t yet exhibited with us, you will find that we take care to ensure that our events are realistically described so that you are aware of the size and style of the events you are booking. Our events vary in style and in content so we try hard to describe them accurately for you. Please read the details and let us know if you want more information. If you are new to the world of events and feel unsure about anything, do let us know and we’ll be glad to help and answer any questions. We used to be exhibitors ourselves so we do understand some of the potential problems. Although these are professional events and we do expect certain standards from exhibitors, we remember that everyone has to start somewhere so we’ll help as much as we can. We organise events of various categories and styles. These include indoor Craft Shows, Garden events, Food events, Vintage events, Lifestyle events, Craft Marquees and Food Halls within larger shows, Craft Markets, Christmas Markets, Wood Fairs and Countryside events. We aim to produce well organised, professional events at reasonable prices for exhibitors. Although we have organised hundreds of events over more than twenty years, I never forget that I was an exhibitor myself first.! We aim to avoid excessive duplication of products so we need proper information about what you would like to exhibit. Remember that if you want to add to, or change your range of products from those mentioned on your forms, you must check with us before the events. We also need photographs of stands and products (or website details) if you have not exhibited with us before. Preference will sometimes be given to exhibitors who are able to demonstrate their craft and extra space may be available free. If you haven’t demonstrated at a show before, why not consider the possibility? Customers like to see you “in action” and it can help to sell your work. We are also keen to hear from specialist craft demonstrators who can enhance the entertainment value of the shows with larger demonstrations. We hope you’ll be able to join us in 2013!

Paul Bishopp www.woodlandcrafts.co.uk

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Woodland Crafts events management exhibitor’s information pack

2013

applications To apply for space at any of our events, first read the following event details. Next, download and fill in and tick the relevant boxes on the “Initial Application” form (see page 28 for details). You can either complete and submit the form by email or you can print it out and send it to us. Do not send any payment at this stage. We’ll then send you any extra event details, a copy of our “Terms and Conditions” and specific application forms for each show you tick. Please check that you are prepared and able to comply with the details and terms before completing and signing your specific application forms. You will find there are certain requirements you need to be aware of and comply with in order to take part in the events. Please note that product categories and restrictions vary. It is important to read the details in the sections relating to each venue. Some products will suit one venue but not another. All types of products to be sold must be mentioned on application forms. Applications will be assessed separately for each show so please make sure we know exactly what you want to exhibit. Please complete all forms fully and describe your products and your stand, briefly but accurately even if you are a regular exhibitor with us. (Phrases like “as before” etc. are not sufficient and will result in your application being placed at the bottom of the pile). Your co-operation is very much appreciated. The overall presentation of the stand will be considered as well as the product so photographs are useful. Please call or e-mail us if you are unsure of anything. Our “Rolling Deposit” system makes it easy and inexpensive to book for a number of events in advance. Details and an application form for the “Rolling Deposit” scheme can be requested on the initial application form. All fees can be paid by cheque or credit/debit card or BACS. N.B. Space is not reserved until we have received and acknowledged your specific application forms for individual events. (We are happy to discuss bookings but we NEVER finally reserve space over the telephone or without a specific application form and payment).

insurance (You cannot take part without it)

You must have insurance for “Public and Products liability”. Before the event, we must have a copy of your insurance certificate (or NMTF membership card if you have one). You can send it to us with your application forms or, if you haven’t yet arranged it or it is due to expire before an event you are applying for, you can send it when you have it. However, please note that although we will process your application and accept your payment, you will not be able to attend an event if we have not received your insurance evidence. Please do not ignore this requirement as no refunds will be given if you are unable to take part in an event due to failure to supply insurance details in advance. N.B. Insurance can be arranged easily and cheaply (from around £50 per year). If you would like more information, let us know.

electrical equipment In accordance with health and safety legislation, all electrical equipment must be “PAT tested”. If your lights, extension leads, tools etc. are not tested, certificated and carrying a current sticker, you will not be able to use them. This is the equivalent of an MOT test for cars but applies to brand new items as well. Testing can be carried out by many electricians and is easy to arrange. We have test equipment and we can usually test and certificate items for you at the events if you arrange this with us in advance. Call us if you need to know more.

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Woodland Crafts events management

frequently asked questions

exhibitor’s information pack

2013

Q. Are stand fees shown “per day” or for the whole event? A. Fees shown are for the whole of each event. We don’t accept bookings for single days. Q. I’ve sent in my “Initial Application” form. Am I booked in? A. No. You still need to complete and return the specific application form for each event. We will send these as soon as we can after we receive your “Initial Application” form. We receive many applications so it sometimes takes time to process them all. Q. Where can I arrange public and products liability insurance? A. You need a specific policy to cover your liabilities for any injuries or damages etc. caused by your involvement in an event. Your household or shop insurance will not cover you. We can’t make specific recommendations but if you email us we can give you details of companies used by most exhibitors: info@woodlandcrafts.co.uk. Q. How much does insurance cost? A. Premiums vary but most exhibitors pay around £50 - £90 per year. Q. My electrical equipment is new. Should it be “PAT tested”? A. Yes. The “PAT test” is a requirement of the Health and Safety at work act. Any item you plug in at an event must be tested and have a current certificate. It must also carry a test sticker. Surprisingly, it is not unheard of for a new item to fail the test! Q. How can I get my electrical equipment “PAT tested”? A. Many electricians and small electrical shops will arrange this for you. Alternatively, you can usually have it done at our events for a small charge. We have specialist testing equipment and we can issue a valid certificate. Q. Will there be an access gap beside my stand? A. At our indoor Crafts events, we give a shared access gap to one side of each stand. In marquees and for open-ground stands, we don’t provide a gap, so you must book enough space to get in and out. Q. I need to leave before the end of the event. Is this alright? A. No. It is a strict requirement that you are there throughout the opening times of each event. Please do not leave early or start “tidying” your stand or packing things in boxes until closing time. This gives a bad impression to customers and is unfair to other exhibitors. We do not tolerate it! Q. Can I have extra space to demonstrate my craft? A. Sometimes. If your demonstration is interesting and we feel it will enhance the event, we may be able to give you free extra space. Q. When can I set up my stand before the event? A. Usually the afternoon before the show but not always. You will receive an information sheet with your acknowledgement and vehicle pass after we accept your applications. Access times and details of your booking will be included and it is important to keep them safe and refer to them before the event. (A file for each event you book is a good idea). Q. Why are stand fees mostly shown in feet, not metres? A. Because we like to be as flexible as possible and it enables exhibitors to book the exact space they need. The alternative would be for exhibitors to book extra space by the half metre which, for many, would mean unnecessary expense. N.B. The Chichester Garden Market is booked in metres as available space options here are limited and less flexible.

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Woodland Crafts events management exhibitor’s information pack

food halls

2013

For 2013 we are adding Food Halls at some of our long-standing venues:

The South Downs Wood Fair

July 13th and 14th

Rudgwick Steam and Country Show

August 24th, 25th and 26th (Bank holiday weekend)

Shoreham Airshow

August 31st and September 1st (Click the event titles above for more details about each event) Building on our success with the Craft Marquees at these shows, we have introduced separate marquees to house the Food Halls. These will be top quality modern marquees and publicity for the Food Halls will be extensive. We are offering a great opportunity for food producers and sellers to show their produce to the many thousands of visitors at these busy events. We are aware that the economic climate is difficult and so we have set out to keep exhibitors’ costs as low as possible. We have avoided some of the most expensive features but we will not compromise on the quality of the marquees. We will not be providing expensive flooring, shell schemes etc., which add to the fees paid by exhibitors. We will be providing smart modern frame marquees but exhibitors can use their own ground cover, surrounds and backdrops if they wish. We prefer to spend money on the essentials you need and not on extras which you don’t need and shouldn’t have to pay for. There is a huge demand for great food at these events and we hope you will want to be involved. We understand that you need your stock vehicle close-by and we have arranged suitable spaces. Space in the Food Halls is suitable for anyone selling food or foodrelated products, samples, demonstrations, publicity, etc. However, the Food Halls are not suitable for sales of food for immediate consumption. There are separate catering concessions and Food Hall stands must not compete with them. If you sell products like cheese, jams, preserves, breads, cakes, drinks, sweets, chocolates, nuts, pies, raw sausages and meats etc., you will be welcome in the Food Halls. If you sell food “to eat now”, such as hot pies, pasties, burgers, chips etc., you’ll need to discuss a catering concession separate from the Food Hall. At The South Downs Wood Fair, because we are the organisers of the whole event, we are able to minimise the stand fees in the Food Hall and we can also deal with separate catering concessions. At Rudgwick Steam and Country Show and Shoreham Airshow, there are separate catering concessionaires and we are not involved with them. Please tick the relevant boxes on the initial application form and we’ll send you more details and booking forms for each event.

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Woodland Crafts events management exhibitor’s information pack

2013

Events in “Market Square” at the new

Shopping Centre “Inside and Out”

Lifestyle, Home & Garden Event

Saturday 27th & Sunday 28th July

Art, Craft and Design Festival Saturday 7th & Sunday 8th September

Vintage and Retro Market

Saturday 12th & Sunday 13th October

“Truly Scrumptious” A “Treats and Eats” event

Saturday 9th & Sunday 10th November

Whiteley Christmas Market

Thursday 19th until Sunday 22nd December (Click the event titles above for more details about each individual event) General information about the venue: On the site of the former Whiteley Village Outlet Shopping complex, venue for many successful events for us in years gone by, the new Whiteley Shopping Centre is bigger, brighter and busier. The old shops have been demolished and replaced by a superb development of top class retail stores and restaurants. The look is impressive - contemporary, welcoming and perfect as a backdrop for our events. This is an open-air centre with vibrant malls between shopfronts and a dedicated “Market Square” where our events will be staged. There will be extensive publicity to promote the centre and our events. A huge budget has been allocated for press and radio advertising, signage and social media coverage. Located in southern Hampshire, just one mile from junction 9 of the M27, midway between Portsmouth and Southampton, Whiteley is set to become the essential destination for shoppers in this huge and affluent catchment area. As you will see if you check the video on Whiteley website http://www.whiteleyshopping.co.uk/flythrough/ index.html, the impressive new Whiteley Shopping Centre has 56 stylish shops to explore. The centre’s modern, contemporary look has attracted many of the UK’s top clothing retailers making the centre highly attractive for discerning customers when it opens in May. (continues...)

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Woodland Crafts events management exhibitor’s information pack

2013

Whiteley Shopping Centre (continued) Some great high street names - Next, Topshop and River Island - are among the 56 stores in the new centre. Other big names such as M&S, H&M, Bank, Moss, Clarks, JD Sports, Schuh, Boots, Body Shop and Claire’s will ensure there are clothes, footwear and accessories for all ages, tastes and budgets. But it’s not all about the big names as Whiteley has also attracted independent retailers providing a unique shopping experience. It’s all good news for shoppers who will experience a great mix of top brand shops and restaurants in one welcoming location. Our events in the centre’s open “Market Square” will be publicised as an attractive feature for regular customers as well as those who come just because we are there. Exhibitors will be housed mainly in our own purpose-built craft stalls which are approx 2.5m wide x 2m deep with an additional awning at the front. These are robust units with tailor made roofs and sides in strong waterproof material. They offer excellent protection from the weather. These are the units we use in Chichester and you can see pictures of the stalls on the Chichester events pages of our website. Our staff erect the stalls for you so all you need to do is arrange your display. At all events, it may be possible to use your own stall/gazebo/chalet if you prefer. This will be by special arrangement and can be discussed before you complete application forms. Please contact us if you would like to talk about the options. Please see individual event pages for details about each of our Whiteley Shopping Centre events. We have brought together an exciting selection of events which we are sure will appeal to a great many people. Although each event will be different, it will often be appropriate for exhibitors to be involved in more than one of these shows. Product suitability will overlap and for many exhibitors, we think this is a great chance to build up a regular customer base in a series of events throughout the year and into the future. We are very excited about the prospects at the new Whiteley Shopping Centre. We hope you will be too!

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Woodland Crafts events management exhibitor’s information pack

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Crafts

2013

at Fort Purbrook

Peter Ashley Activity Centre, Portsdown Hill Road, Cosham, Nr Portsmouth, Hampshire PO6 1BJ

Craft Shows for makers, designers and retailers

Indoor events - Dates below Our 21st year These events are open to craft makers and some retailers. They are not “Maker-Only” shows. Products will be wideranging. We can accommodate up to seventy five stands here. These are well established craft shows with an extensive and loyal customer base. Many visitors come to every show we run here. They love the atmosphere in the unique building and they like to buy from the regular exhibitors as well as the new faces. At Fort Purbrook we welcome applications from exhibitors with products of good quality and individuality. However, we will not usually accept mass-produced, factory made products, readily available in shops. At these shows we do not encourage agents of “multi-level” marketing organisations. Preference will often be given to those who make their products and those who demonstrate on the stand. These shows are publicised as “Crafts” shows and customers expect to find different and interesting products in all price ranges. Applications will be assessed individually and quality, individuality and presentation will be considered. Food products are welcome but must not compete with the in-house catering. Fort Purbrook is situated a few minutes from the A27 on Portsdown Hill Road, Cosham, overlooking Portsmouth with wonderful views of the Isle of Wight. Less than an hour from the M25, half an hour from Southampton and fifteen minutes from Chichester and from Petersfield. This is an excellent catchment area and the shows attract a wide range of visitors. The fort was built in the 1860s and is now restored and in use as an activity centre, partly under the control of English Heritage. It is an extremely interesting building. Our craft shows are usually very well attended. All stands are inside the historic building with the exception of some outdoor demonstrations etc. This is a very popular venue, attracting tourists as well as “locals”. Extra Frontage Basic Stand Space 6ft x 6ft (Shared access space provided) Stand Fees (per foot) march 30th, 31st & APRIL 1st (Easter)

£129.00 £16.00

november 2nd & 3rd

£129.00 £16.00

Electricity = £5.00 Table (6ft approx.) = £8.00

Chair F.O.C.

Camping and indoor accommodation are available on site by prior arrangement. Exhibitors wishing to bring dogs will need to check with us first.

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Woodland Crafts events management exhibitor’s information pack

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Crafts

2013

at Lancing College

Lancing, opp. Shoreham Airport, West Sussex BN15 0RW

Craft Shows for makers and designers (Retailers of food and drink, craft materials and supplies are also welcome)

Indoor events - Dates below Our 17th year These two superb events are “maker and designer-only” craft shows with up to seventy five stands. They are dedicated to crafts and visitors come to see and buy top quality products and to be entertained by demonstrations. In order to apply for space here, exhibitors must be involved in the design or manufacture of crafts for sale. These shows are not open to retailers of other people’s craft products or to agents with mass produced or “multi-level marketing” products. Whilst we quite understand that component parts and materials must often be “bought in”, the main finished product must be the result of the exhibitor’s own efforts. N.B. This requirement does not apply to food products, craft supplies, kits and books which are also acceptable. Applications will be assessed carefully and product quality, individuality and presentation will be considered. Designers must be solely responsible for the original creation of the product and they must have sole rights to the sales of it. Products must not be mass produced or readily available in shops. We will not accept applications from exhibitors who cannot show that they have a close involvement in the design or manufacture of their products. Lancing College is a well-known public school, situated just off the busy A27 on the south coast between Worthing and Brighton. This is a very wealthy catchment area and visitors appreciate quality products. The college is a beautiful setting and since our first events here in 1997, our shows have been extremely popular with both exhibitors and customers. The college grounds and chapel as well as the halls we use are very impressive and there is an atmosphere of quality which enhances the shows and encourages a positive response from visitors. Basic Stand Space 6ft x 6ft Extra Frontage (Shared access space provided) Stand Fees (per foot) April 6th & 7th

£117.00 £15.00

october 26th & 27th

£129.00 £16.00

Electricity = £5.00 Table (6ft approx.) = £8.00

Chair F.O.C.

Camper vans may be welcome by prior arrangement but space is very limited. There are no facilities for caravans on site. Please contact us for further details. There are camp sites and accommodation nearby.

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Woodland Crafts events management exhibitor’s information pack

2013

Chichester Garden Market

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in Chichester City Centre

East Street and North Street, Chichester, West Sussex

Open to garden-related exhibitors only

May 10th, 11th & 12th

Outdoor events (stalls provided)

Our 6th year

This event goes from strength to strength! Chichester city centre is transformed for three days with a wonderful display of colour and thousands of customers make this event something special. Since 2008 when we organised the first Chichester Garden market, the event has been extremely successful and stallholders have reported record takings. 2012 was no exception and the Garden Market was one of the high spots of a very difficult season. The market is held in the pedestrianised heart of the city centre. Our stalls are positioned in East street and North street, the busiest area of the city. These streets are always crowded with shoppers and the Garden Markets attract a targeted and enthusiastic contingent of customers looking for garden-related items. During the previous Garden Markets, footfall records in the streets have been broken and with extra publicity, we expect to exceed these levels in 2013. With footfall of up to 60,000, this is far more than just a “Market”. We have again increased the advertising budget and we expect this event to be the busiest yet. For many exhibitors, this has been one of their most successful events, so if your products are garden-related, don’t miss it in 2013! We welcome plants, garden furniture and ornaments, tools etc., etc. In fact, any product or service associated with gardens or “outdoor living” will be considered. We provide you with an open ground “pitch” with a market stall. The stalls we provide are strong, metal-framed structures with sides and roofs made from waterproof, fire retardant material. They offer excellent protection from the weather. They are 8ft wide and 6ft 6in deep with an extra 18in awning at the front. Double stalls may be available and it may be possible to use your own stall or gazebo if it is suitably smart - please ask. Various pitch sizes are available so you can have a stall with open display space around it. We erect the stalls for you unless you use your own stall by special arrangement. We are grateful for the strong support of the city centre manager and for the co-operation of the shops and businesses in the area. We have to avoid conflict with the interests of the shops in the city and all applications will need to be approved by us and by the city centre manager so please make sure that we have full details of all your products on your application form. Various pitch sizes are available. All pitches are a minimum of 2.5m in depth. Details on application forms. 3 Metres frontage (8ft x 6ft 6in stall included):

£185

4 Metres frontage (8ft x 6ft 6in stall included):

£220

6 Metres frontage (8ft x 6ft 6in stall included):

£310

Table (6ft approx.) = £8.00

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Chair = £3.00

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Woodland Crafts events management exhibitor’s information pack

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2013

South Downs Wood Fair Queen Elizabeth Country Park

Just off the A3, Near Petersfield, Gravel Hill, Horndean, Hampshire PO8 0QE

July 13th & 14th

N.B. You do not need to be involved in wood in order to exhibit here. This event is suitable for exhibitors in various categories.

Wood, General Craft, Garden, Trade and Food exhibitors are welcome

The South Downs Wood Fair will again be set in the glorious parkland at the foot of Butser Hill. This wonderful venue is ideal for the event and is always popular with visitors. Queen Elizabeth Country Park is in the heart of the new South Downs National Park. The newest of the fifteen national parks in Britain, the South Downs National Park covers a massive area of spectacular landscape between Eastbourne and Winchester. One of the objects of the National Park is to preserve and enhance the cultural heritage of the area. Forest management, timber production and the use of wood in all it’s forms is an integral part of this heritage. With this in mind, Woodland Crafts were asked to organise and manage The South Downs Wood Fair in 2011. The event was a great success and we have never before had so much positive feedback from visitors as well as exhibitors. In 2012 the Wood Fair established itself as a great family event and far more than a Wood Fair alone. Families from far and wide came to enjoy the day and once again the atmosphere on the showground was very positive. With even more support and extra publicity, we are confident that the 2013 Wood fair will be bigger and better and busier again! This event will again showcase all aspects of wood, it’s production and it’s uses. Exhibits will include everything from large forestry machinery to small scale craftsmanship in wood. however, there will also be many other categories of craft and general exhibits on show. Although this is essentially a Wood Fair, wood is by no means the only content. Visitors will be encouraged to come to buy a wide range of products and there will be plenty to attract the whole family. The South Downs National Park Authority will be supporting the Wood Fair again and Hampshire County Council will be among the various other official sponsors of this event. Publicity will be comprehensive and the Wood fair will be given a very high profile by our own advertising as well as by the official partners. Obviously, wood-related exhibitors are particularly welcome but craft makers and designers in other categories are also encouraged to apply. All categories will be promoted in our publicity and the Craft Marquee and the Food Hall will be prominent features of the show. In the general craft section, we do not insist that items for sale are made by the exhibitor. We do include a wide range of products but they must be suitable for the venue and there will sometimes be restrictions. Garden-related stands of all types are again welcome to apply and exhibitors booking for the Chichester Garden market may be interested in booking both events as there will be some combined publicity. Many customers in Chichester will be directed to the Wood Fair. (continues...)

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Woodland Crafts events management exhibitor’s information pack

2013

South Downs Wood Fair (continued) This year there will be a new FOOD HALL - see page 5 . We will welcome exhibitors with locally produced and other interesting foods from further afield. The Food Hall is open to producers and retailers. The food and drink content of the show will be extensively promoted and food is always very popular here. Whatever category your products fall into, we hope you will want to be involved in this show. It’s a superb opportunity to showcase your craft or offer your products at what we expect will be another extremely busy event. Exhibitor options include: 1. Space for open ground displays. 2. Marquee space for all categories. 3. A section of our own stalls, size 8ft x 6ft 6in for those who prefer not to be in a marquee but do not have their own stall or gazebo. 4. Separate Food Hall (Larger spaces - see page 5 for general details). 5. Catering concessions (for sale of food for immediate consumption). In the Craft marquee, minimum stand frontage is 8ft and extra frontage can be booked by the foot. Stands in the marquee are “end to end” so you must book space large enough to allow side access if you need it. standard pitches in the Craft Marquee are strictly 6ft from front to back. Stands must not protrude into the aisles which can be very crowded. If you require extra depth or an “island” stand in the marquee, please contact us. Various options are available. If your stand is over 6ft 6in high, please note this on marquee application forms. N.B. Stands are ‘end to end’ - no access gaps provided. Craft Marquee Space (8ft x 6ft) £110.00

Extra Frontage (per foot) £13.00

Electricity point = £35.00 (max 500 watts) Additional power by special arrangement Table (6ft approx.) = £8.00

Food Hall Space (2.5m x 1.8m depth) £110.00

Food Hall Space (3.0m x 3.0m depth) £250.00

Chair = £3.00 Extra Frontage (per half metre) £20.00 Extra Frontage (per metre) £80.00

Electricity point = £60.00 per 16 amp socket (13 amp available) Table (6ft approx.) = £8.00 Open Ground Space (10ft x 10ft) £90.00

Chair = £3.00 Extra Frontage (per extra 5ft) £30.00

20ft depth - add 25% to the above. Other sizes by arrangement. Covered stall 8ft x 6ft 6in for use in open ground space - add £35.00 Electricity point = £40.00 (max 500 watts) Additional power by special arrangement Table (6ft approx.) = £8.00

Chair = £3.00

There is free camping for exhibitors from the night before the show but this must be booked with us in advance. Exhibitors will be welcome to get together on the Saturday evening and refreshments may be available.

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inside and out The Lifestyle, Home & Garden Event Market Square, Whitleley Shopping Centre

2013

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One mile from junction 9 of the M27, midway between Portsmouth and Southampton

July 27th & 28th 10am - 5pm

Market Square in Whiteley Shopping Centre will be transformed into a burst of colour and activity for this, our first event in this fantastic new venue. This exciting event will include all things to do with Lifestyle, Home and Garden. So if you sell products or services suitable for customers who want to enhance their lives, their homes or their gardens, we encourage you to apply for this event. Gardens will be an important part of the theme here, so plants, garden ornaments and sundries will be ideal. Craft exhibitors selling everything from textiles to paintings and from woodwork to pottery will be promoted. Home furnishings and outdoor furniture-related exhibitors will be particularly welcome. Hobbies and pastimes will be perfect for the Lifestyle theme so we are also encouraging applications in this category. Management at Whiteley Shopping Centre are keen to promote this “Market Square” area of their complex and they have set aside a significant budget for advertising and promoting awareness of this event. This, with our own advertising will make this a very high-profile event. Visitors will be encouraged to come and buy a wide selection of products, so whether they want to improve their garden, their indoor or outdoor living space, or just to buy something special for themselves and their families, this event is a great chance to offer them what they want. We hope to see you in July. All we need is a bit of sunshine... Stand/stall details: We provide you with a stall. Please see page 6 (Events at Whiteley Shopping Centre) for general details. We erect the stalls for you unless you use your own stall by special arrangement. Please contact us if you want to discuss options and available space. We provide you with a front cover for the stall overnight and security officers and cctv will be on site so you should be able to leave your stand set up but this is of course at your own risk. N.B. All fees shown are for the whole event. Booking options: 2.5m x 2.5m (Stall included) £98

5m x 2.5m (Double stall included) £186

Larger space or use of your own stall/gazebo/open ground only - please contact us to discuss Electricity = £12.00 (max 500 watts) Table (6ft approx.) = £8.00 Chair = £3.00 N.B. This is an open-air event. There are no facilities for camping or caravans but there are sites not to far away.

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Woodland Crafts events management exhibitor’s information pack

2013

Craft Marquee and Food Hall the clicktotnitle even re for mo . details..

Rudgwick Steam & Country Show Rudgwick, Nr Horsham, West Sussex RH12 3EG

For makers, designers and retailers

August 24th, 25th & 26th (Bank Holiday) Our 11th year and the 27th year of the show

(We are not the organisers of this show - we are only responsible for the Craft Marquee and the Food Hall) This is a very well-established traditional family event. 2012 saw the twenty sixth anniversary of the show and as usual it was extremely busy. Thousands of visitors come each year to enjoy this huge event and our Craft Marquee has always been successful. Although this is partly a “steam” show, it feels much more like a “Country Show” and it’s very popular with families who enjoy the 44 acres of exhibits and entertainment of all sorts. Over many years, this has been a very successful event, regularly attracting over 20,000 visitors. Our Craft Marquee will be extremely well-positioned near the arena and the Food Hall will be close-by. The show attracts customers from all walks of life so a wide range of products are popular. (continues...)

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Woodland Crafts events management exhibitor’s information pack

2013

Rudgwick Steam & Country Show (continued) Craft Marquee: We do not insist that items for sale are made by the exhibitor. We do include a wide range of products but they must be suitable for the venue and there are sometimes restrictions. Minimum stand frontage is 8ft and extra frontage can be booked by the foot. Stands in the Craft Marquee are “end to end” so you must book space large enough to allow side access if you need it. All stand spaces are strictly 6ft from front to back and stands must not protrude into the aisles which can be very crowded. Craft Marquee Space (8ft x 6ft) £143.00 (3 day show) Extra Frontage (per foot) £16.00 Electricity = £35.00 (max 500 watts) Additional power by special arrangement Table (6ft approx.) = £8.00 Chair = £3.00 There is free camping for exhibitors from the night before the show but this must be booked with us in advance. The Craft Marquee exhibitors’ camping and car-parking area is a few hundred yards from the marquee. It is not possible to park or camp around the marquee and vehicles must be moved away after unloading.

Food Hall: (See page 5 for general Food Hall details)

We are delighted to be able to bring our FOOD HALL to the Rudgwick Show. This is a fantastic chance to sell to the huge crowds at this well-established event. We will welcome exhibitors with locally produced and other interesting foods from further afield. The Food Hall is open to producers and retailers. The food and drink content of the show will be extensively promoted by the organisers and there is great demand for quality food products in this wealthy area. Please contact us if you’d like to know more about this great show. Food Hall Space (2.5m x 1.8m depth) £140.00

Extra frontage (per half metre) £25.00

Food Hall Space (3.0m x 3.0m depth) £340.00

Extra frontage (per metre) £100.00

Electricity point: £60 per 16 amp socket (13 amp available) Table (6ft approx.) = £8.00 Chair = £3.00 N.B. Stands are ‘end to end’ - no access gaps provided. Food Hall exhibitors’ stock vehicles may be parked close-by and chiller units plugged in by arrangement. Other vehicles, caravans etc. may be left in the camping field.

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Woodland Crafts events management exhibitor’s information pack

2013

Craft Marquee and Food Hall the clicktotnitle even re for mo . details..

Shoreham Airshow Shoreham-by-Sea, West Sussex bn43 5ff

For makers, designers and retailers

August 31st & September 1st Our 16th year

(We are not the organisers of this show - we are only responsible for the Craft Marquee and the Food Hall) This is a very popular event which has been running for many years. Organised by the Royal Air Forces Association, the air show is well supported by the RAF and there is always a superb display of aircraft as well as many other attractions for families. This has always been a thriving and successful event, regularly attracting up to 40,000 visitors. We are usually very well positioned near the show entrance/exit. As well as the huge crowds of visitors, we usually have many customers from among the show officers and crews and their families, so aircraft-related products are particularly appropriate in the Craft Marquee. However, the vast majority of the many thousands of visitors are not connected with the RAF or the aircraft on show so general products are very popular here. We do not insist that items for sale are made by the exhibitor. We do include a wide range of products but they must be suitable for the venue and there are sometimes restrictions. Minimum stand frontage in the Craft Marquee is eight feet and extra frontage can be booked by the foot. See below for stand details for the Food Hall. Stands in the marquees are “end to end” so you must book space large enough to allow side access if you need it. All stand spaces in the Craft Marquee are strictly 6ft from front to back and stands must not protrude into the aisles which can be very crowded. N.B. Stands are ‘end to end’ - no access gaps provided. (continues...)

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Woodland Crafts events management exhibitor’s information pack

2013

Shoreham Airshow (continued) Craft Marquee: Craft Marquee Space (8ft x 6ft) £126.00 Extra Frontage (per foot) £15.00 Electricity = £35.00 (max 500 watts) Additional power by special arrangement Table (6ft approx.) = £8.00 Chair = £3.00 There is free camping for exhibitors from the night before the show but this must be booked with us in advance. The exhibitors’ camping and car-parking area is usually conveniently situated behind the marquee.

Food Hall: (See page 5 for general Food Hall details) This year we are also very pleased to be able to bring our FOOD HALL to the Shoreham Airshow. The Food Hall offers the chance to sell to up to 40,000 visitors at this famous event. We will welcome exhibitors with locally produced and other interesting foods from further afield. The Food Hall is open to producers and retailers. The Food Hall will be extensively publicised by the organisers and there is a lot of support for quality food products in this wealthy area. Please contact us if you’d like to now more about this great show. Food Hall Space (2.5m x 1.8m depth) £130.00

Extra frontage (per half metre) £23.00

Food Hall Space (3.0m x 3.0m depth) £280.00

Extra frontage (per metre) £90.00

Electricity point: £60 per 16 amp socket (13 amp available) Table (6ft approx.) = £8.00 Chair = £3.00 N.B. Stands are ‘end to end’ - no access gaps provided. Food Hall exhibitors’ stock vehicles may be parked close-by and chiller units plugged in by arrangement. N.B. For safety reasons dogs are not allowed at this show.

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Woodland Crafts events management exhibitor’s information pack

2013

art, craft design and

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Market Square, Whitleley Shopping Centre One mile from junction 9 of the M27, midway between Portsmouth and Southampton

September 7th & 8th 10am - 5pm

For two days in September, Market Square in Whiteley Shopping Centre will play host to this vibrant event which celebrates the best of contemporary and traditional art and crafts, featuring a diverse selection of artists, makers, designers and great products from Britain and around the world. We are looking forward to bringing together as many as possible of our long-standing exhibitors as well as some welcome “new faces”. This event will build on the success of the craft events we used to run in the old Whiteley Village Outlet Shopping Centre until it was demolished to make way for this new, very different and bigger centre. We’ll be including all types of crafts, artwork and speciality products from Britain and around the world. So if you like to sell at craft events, whatever your product, as long as it’s of good quality and interesting, we’ll be glad to receive an application from you. Pottery, paintings, textiles, glassware, photography, woodwork etc. etc... Exhibitors with all these and more are welcome to apply for this event. Management at Whiteley Shopping Centre are keen to promote this “Market Square” area of their complex and they have set aside a significant budget for advertising and promoting awareness of this and all our events. This, with our own advertising will make this a very high-profile event. Visitors will be invited to come to Market Square to buy a very wide selection of handmade and individual products, so this event is a great chance to offer your speciality to customers in this prestigious new centre. Stand/stall details: We provide you with a stall. Please see page 6 (Events at Whiteley Shopping Centre) for general details. We erect the stalls for you unless you use your own stall by special arrangement. Please contact us if you want to discuss options and available space. We provide you with a front cover for the stall overnight and security officers and cctv will be on site so you should be able to leave your stand set up but this is of course at your own risk. N.B. All fees shown are for the whole event. Booking options: 2.5m x 2.5m (Stall included) £98

5m x 2.5m (Double stall included) £186

Larger space or use of your own stall/gazebo/open ground only - please contact us to discuss Electricity = £12.00 (max 500 watts) Table (6ft approx.) = £8.00 Chair = £3.00 N.B. This is an open-air event. There are no facilities for camping or caravans but there are sites not to far away.

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Woodland Crafts events management exhibitor’s information pack

vintage and retro

2013

the clicktotnitle even re for mo . details..

Market Square, Whitleley Shopping Centre One mile from junction 9 of the M27, midway between Portsmouth and Southampton

October 12th & 13th 10am - 5pm

Market Square in Whiteley Shopping Centre will step back in time for this iconic event which showcases a fantastic selection of vintage treasures, retro designs and memorabilia. We’re looking for exhibitors who sell anything inspired by the past. Whether you make your own products in vintage designs, or you up-cycle used items to give them new life, we’re keen to hear from you. If you sell old models, ephemera, vintage clothing, jewellery or anything else with a link to days gone by, this is the event for you! We want to see as many “new faces” as possible among the exhibitors at this event. The world of “Vintage” is becoming ever more popular and we want to welcome the Vintage and Retro specialists who sell iconic items from the days when style was a way of life and not just a short-lived fad. But as well as those who specialise in the subject, we also know that a lot of our regular exhibitors at crafts events are inspired by history and some of the styles which live on forever. So whatever you sell, whether it’s large or small, old or new, as long as it’s stylish, good quality and can be classed as “Vintage” or “Retro”, we want to hear from you. But please note, this event is not suitable for “Bric-a-brac” etc. This event will build on the success of the events we used to run in the old Whiteley Village Outlet Shopping Centre until it was demolished to make way for this new, very different and much bigger centre. Management at Whiteley Shopping Centre are keen to promote this “Market Square” area of their complex and they have set aside a significant budget for advertising and promoting awareness of this and all our events. This, with our own advertising will make this a very high-profile event. Visitors will be invited to come to Market Square to see and buy a very wide selection of “Vintage” and “Retro” items, collectables and individual products, so this event is a great chance to offer your speciality to customers in this prestigious new centre. Stand/stall details: We provide you with a stall. Please see page 6 (Events at Whiteley Shopping Centre) for general details. We erect the stalls for you unless you use your own stall by special arrangement. Please contact us if you want to discuss options and available space. We provide you with a front cover for the stall overnight and security officers and cctv will be on site so you should be able to leave your stand set up but this is of course at your own risk. (continues...)

N.B. All fees shown are for the whole event.

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Woodland Crafts events management exhibitor’s information pack

2013

Whiteley Vintage and Retro Market (continued) Booking options: 2.5m x 2.5m (Stall included) £98 5m x 2.5m (Double stall included) £186 Larger space or use of your own stall/gazebo/open ground only - please contact us to discuss Electricity = £12.00 (max 500 watts) Table (6ft approx.) = £8.00 Chair = £3.00 N.B. This is an open-air event. There are no facilities for camping or caravans but there are sites not to far away.

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Woodland Crafts events management exhibitor’s information pack

The “Treats and

Eats” Event

truly scrumptious

2013

the clicktotnitle even re for mo . details..

Market Square, Whitleley Shopping Centre One mile from junction 9 of the M27, midway between Portsmouth and Southampton

Suitable for “food-to-go” and craft exhibitors

November 9th & 10th 10am - 5pm

If you sell wonderful food, indulgent treats, sparkling jewellery, handmade cosmetics or special gifts, why not apply for a stand at “Truly Scrumptious” in Market Square at Whiteley Shopping Centre? With a fantastic selection of stalls in the square, this will be promoted as the place to find speciality foods “to go” as well as superb, unique ideas for customers who want to treat themselves and their families. So come and join us and be part of a “Truly Scrumptious” weekend... All our events in Market Square in Whiteley Shopping Centre will be heavily advertised as part of the extensive campaign to promote this wonderful venue. This exciting event will be aimed at customers who want something out of the ordinary, something special to take home. So if you sell quality food, drink, pamper products, services or luxury items, small or large, you are invited to apply for this event. Food will be an important part of the theme of this event but we are not looking for caterers selling food “To eat now”. We are keen to promote food products for people to sample and take home with them. So if you sell jams, preserves, hampers, cheeses, confectionary, drinks, chocolate, nuts, pies, etc., etc., we want to hear from you. Treats, gifts and speciality crafts are also a large part of this event. Customers will be encouraged to come and buy a wide selection of products as well as lovely food and drink. They will also be expecting to be able to buy those little luxuries that make life better. Maybe some jewellery or some luxury hand-made cosmetics and bath products or perhaps just some little treats for their families. So if you sell products which could be classed as treats or luxuries, this event is a great chance to offer them to the Whiteley Shopping Centre customers. Management at Whiteley Shopping Centre are keen to promote this “Market Square” area of their complex and they have set aside a significant budget for advertising and promoting awareness of all our events here. This, with our own advertising will make this a very high-profile event. Stand/stall details: We provide you with a stall. Please see page 6 (Events at Whiteley Shopping Centre) for general details. We erect the stalls for you unless you use your own stall by special arrangement. Please contact us if you want to discuss options and available space. We provide you with a front cover for the stall overnight and security officers and cctv will be on site so you should be able to leave your stand set up but this is of course at your own risk. (continues...)

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Woodland Crafts events management exhibitor’s information pack

2013

Whiteley Truly Scrumptious (continued) N.B. All fees shown are for the whole event. Booking options: 2.5m x 2.5m (Stall included) £98 5m x 2.5m (Double stall included) £186 Larger space or use of your own stall/gazebo/open ground only - please contact us to discuss Electricity = £12.00 (max 500 watts) Table (6ft approx.) = £8.00 Chair = £3.00 N.B. This is an open-air event. There are no facilities for camping or caravans but there are sites not to far away.

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Woodland Crafts events management exhibitor’s information pack

2013

Chichester Christmas Market

the clicktotnitle even re for mo . details..

in Chichester City Centre East Street and North Street, Chichester, West Sussex

For makers, designers and retailers

1st session:

December 7th - 11th (Saturday - Wednesday)

2nd session:

December 12th - 15th (Thursday - Sunday)

(“Late night shopping” until 8pm Thursdays)

Outdoor events (stalls provided)

Our 5th year

We are looking forward to bringing our Christmas Market to Chichester once again. This event has been fantastically successful in previous years and 2013 will see an even more memorable event. In 2012 we were delighted to be able to extend the Chichester Christmas Market to cover a period of nine days in the busiest period leading up to Christmas. This is a very prestigious and extremely busy city centre in one of the finest locations in the south. Like the Chichester Garden Market, the Chichester Christmas Market is held in the pedestrianised heart of the city centre. Our stands are positioned in East Street and North Street, the busiest area of the city. This is a fantastic opportunity to offer your products to very large numbers of people in this busy and prosperous area. Although some exhibitors will be able to take part in the whole event, we expect to split it into two “sessions” as in 2012, to allow customers to see some new faces when they visit for the second time. The longer duration of this event allows us to arrange high levels of publicity and add extra features and attractions which make this a very high profile event. Demand for space is always high so although we shall be offering some extra stands, the available space is limited. Preference will be given to high quality crafts, unusual products not readily available in the shops and to quality seasonal gifts and decorations. Craft makers will be particularly welcome but the market is open to some non-makers. We will need accurate information about your products in order to avoid conflict with the shops. All applications will need to approved by us and by the city centre manager. (continues...)

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Woodland Crafts events management exhibitor’s information pack

2013

Chichester Christmas Market (continued) We will provide covered stands for exhibitors. Double stands may be available and it may be possible to use your own stall or gazebo if it is suitably smart - please ask before completing the application form for this event. We erect our stands for you so you should have nothing to worry about except setting up your display and decorating your stand. However, do bear in mind that outdoor events can be affected by bad weather. Every stall holder will be responsible for lighting and decorating their stand in an attractive manner to contribute to the overall impression of the event. Some simple Christmas decorations and lights on each stall will make a big difference to the festive atmosphere. Please do not apply unless you are prepared to decorate your stall. Each stall will be provided with an electricity supply (maximum 500 watts). Overnight security officers will be present and you should be able to leave your stand set up over night but this is of course at your own risk. Each session is bookable separately but exhibitors can apply for both sessions. Fees for Single Stall: £398 per session (whole event = £796) Fees for use of own stall/gazebo etc are by agreement - please contact us before completing the application. Table (6ft approx.) = £8.00 Chair = £3.00 Electricity (max 500 watts) included.

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Woodland Crafts events management

whiteley

exhibitor’s information pack

2013

christmas market

the clicktotnitle even re for mo . details..

Market Square, Whitleley Shopping Centre One mile from junction 9 of the M27, midway between Portsmouth and Southampton

four day event:

December 19th until 22nd 10am - 5pm

Whiteley Market Square will be transformed into a fantastic Christmas shopping experience! Up to 40 festive stalls will be on display. This will be advertised to customers as a superb opportunity to find a wonderful range of carefully selected top quality crafts, speciality foods and unusual gifts. For customers looking for a chance to finish their Christmas shopping or stock up on some special “foodie” treats, we’ll be offering them all they need to make Christmas special! We know that demand for stalls at this event will be high. Available space is limited so the earlier you can apply the better. Preference will be given to high quality crafts, foods and unusual products not readily available in the shops. We are particularly keen to encourage quality seasonal gifts and decorations. Craft makers will be very welcome but the Christmas Market is open to some non-makers as well. We will need accurate information about your products in order to avoid conflict with the shops. All applications will need to approved by us and by the centre manager. Stand/stall details: We provide you with a stall. Please see page 6 (Events at Whiteley Shopping Centre) for general details. We erect the stalls for you unless you use your own stall by special arrangement. Please contact us if you want to discuss options and available space. We provide you with a front cover for the stall overnight and security officers and cctv will be on site so you should be able to leave your stand set up but this is of course at your own risk. Every stall holder will be responsible for lighting and decorating their stand in an attractive manner to contribute to the overall impression of the event. Please do not apply unless you are prepared to decorate your stall. You will not be able to take part if your stall is not decorated adequately. Some simple Christmas decorations and lights on each stall will make a big difference to the festive atmosphere. This need not involve anything difficult or expensive - just a little effort to contribute to the festive look. Each stall will be provided with an electricity supply free of charge (max 500 watts). risk. (continues...)

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Woodland Crafts events management exhibitor’s information pack

2013

Whiteley Christmas Market (continued) N.B. All fees shown are for the whole event. Booking options: 2.5m x 2.5m (Stall included) £259 5m x 2.5m (Double stall included) £498 Larger space or use of your own stall/gazebo/open ground only - please contact us to discuss Electricity = F.O.C. (max 500 watts) - All stalls must be lit and decorated Table (6ft approx.) = £8.00 Chair = £3.00 N.B. This is an open-air event. There are no facilities for camping or caravans but there are sites not to far away.

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Woodland Crafts events management exhibitor’s information pack

2013

diary of events... march/april

september 7th & 8th September

30th & 31st March & 1st April (Easter)

Crafts at Fort Purbrook

Art, Craft and Design Festival

Cosham, Near Portsmouth, Hampshire

Whiteley Shopping Centre, Hampshire

april 6th & 7th April

october

Crafts at Lancing College

12th & 13th October

Shoreham, West Sussex

Vintage and Retro Market

may

Whiteley Shopping Centre, Hampshire

10th, 11th & 12th May

26th & 27th October

Chichester Garden Market

Crafts at Lancing College

Chichester City Centre, West Sussex

Shoreham, West Sussex

july

november

13th & 14th July

The South Downs Wood Fair

2nd & 3rd November

Crafts at Fort Purbrook

Queen Elizabeth Country Park, Near Petersfield, Hampshire

Cosham, Near Portsmouth, Hampshire

27th & 28th July

9th & 10th November

“Inside and Out”

“Truly Scrumptious”

Lifestyle, Home & Garden Event Whiteley Shopping Centre, Hampshire

A “Treats and Eats” Event Whiteley Shopping Centre, Hampshire

august

december

24th, 25th & 26th August (Bank Holiday)

Rudgwick Steam & Country Show

7th - 11th December (1st session) 12th - 15th December (2nd session)

Chichester Christmas Market

Near Horsham, West Sussex

Chichester City Centre, West Sussex

august/september 31st August & 1st September

19th - 22nd December

Shoreham Airport, West Sussex

Whiteley Shopping Centre, Hampshire

Shoreham Airshow

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Whiteley Christmas Market 27

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Woodland Crafts events management exhibitor’s information pack

2013

what to do next... Now you have all the information you require, you just need to fill in our

Initial Application Form to let us know about your products and which events you would like to participate in.

You can view the Initial Application Form by clicking this button:

Click Here

or copying and pasting the following link into your web browser bar:

http://www.woodlandcrafts.co.uk/Downloads/Exhibitors_Initial_Application_PV.pdf Unfortunately it is not currently possible to fill in this form online, so simply print out the form, fill it in and either post it to us or scan it and email it to us. Thank you and we look foward to receiving your completed Initial Application Form.

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For the very latest news and events, visit our website...

Woodland Crafts events management

Woodland Crafts, Fort Purbrook Office, Peter Ashley Lane, Portsmouth, Hampshire PO6 1BJ

Tel: 01243 641306

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Woodland Crafts Information for Exhibitors Pack  

Everything you need to exhibit at any of Woodland Crafts 2013 season of events

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