EXHIBITOR BUILD UP | DOWN

Please read this page carefully as it contains all of the details you will need to know prior to and during the events.

Construction of stands must be by an appointed contractor and structural sign-offs will be sought from the contractor, as well as the Site Safety Team who will need to see evidence of this sign-off. Please note that under no circumstances are LPG, petrol or diesel generators to be brought into any of the halls or buildings in the Showground.

Exhibitor forms required to be filled out:

• Form 1 - Exhibitor Compulsory Risk Assessment Form 2024 (mandatory)
• Form 2 - Power & Lighting Order Form (optional)   Please note - an additional 35% surcharge will be added to late onsite orders. Last orders for electric 1 June 2024
• Form 3- Food Hygiene & Safety Certification (mandatory for those preparing/selling/sampling food or drink).

The above forms can be downloaded from the exhibitor resources section but will also be sent via email - please do check your inbox and junk folders for this.

If you/your team have not yet received this email, please contact the team by emailing stef@icda-awards.com .

Build up

On arrival  at the event site entrance you will be directed by traffic marshals down to the event area where you’re then able to carry/trolley your kit/stock to your stand.

The event build is the busiest time for all involved and we will try to accommodate all vehicle and access requirements however if you have any concerns, please contact stef@icda-awards.com

Load In Rules

• Exhibitors must listen to instructions of the traffic marshals and security team.
• Under 16’s are not permitted onsite at any stage of the build period.
• At all times vehicle passes must be on display within the vehicle and filled in with a mobile number of the driver.
• There is  parking within the festival site, please liaise with the event organiser for parking.
• You will be allocated a maximum of 60 minutes to unload your vehicle in the main hall unless prior arrangements have been made.
• As soon as your vehicle is unloaded you must move it out of the halls and park it in the designated areas. You are then able to return to site on foot to continue setting up your stand at your leisure.
• Accreditation is to be collected from the Event Office using your ticket once your vehicle has been unloaded and moved off site.
  

Timings

Unfortunately, we are unable to accommodate vehicles larger than 7.5 tonne without prior agreement with the Operations team.

All stands must be in place and open half an hour before the event begins.

Break down

We will distribute a more detailed breakdown plan nearer to the event with the exact load times. All stands and exhibitors must vacate the Staffordshire County Showground by 12:00hrs on Sunday 30th of June. Any additional costs incurred by ICDA Awards Ltd will be passed on to the exhibitors or contractors.

Load Rules

• Exhibitors must listen to instructions of the traffic marshals and security team.
• Under 16’s are not permitted onsite at any stage of the break down period.
• Please do not leave your stand unattended.
• Vehicle passes must be on display on your dashboard at all times and filled in with a mobile number of the driver.
• There is no parking within the event site.

Specific break down rules and timings apply for all exhibitors over the event operational period. Breakdown will commence only when it is safe to do so and when cleared by the safety adviser - this is likely to be 30 minutes - 1 hour after the official public close times.

Any material left onsite after 12:00 hours on Sunday will be deemed as rubbish and cost of removal will be charged to the exhibitor. Photo evidence will be provided in any cases where a charge is applied.

We politely remind you that it is your contractual responsibility to return the site/your pitch in the condition in which you received it. Your area may be visually inspected by one of the Operations Team, if deemed necessary. Any décor must be removed and no items or equipment can be left onsite. 

It is imperative that exhibitors abide by the instructions given by the Event Team and marshals who are there to help and to make your departure from the event a smooth process. There will be a lot of movement and activity after the event closes on the Saturday afternoon, we therefore ask for your patience in working with us.