Exhibitor Information
1. AUTHORITY OF SHOW ORGANISERS - The authority of the Executive Council of the Farm Tractor & Machinery Trade Association (FTMTA) in relation to all aspects of this Show is absolute.
2. DUPLICATION - Duplication of products diminishes the overall impact. No exhibitor will be permitted to display the same whole goods / products as any other exhibitor i.e. a) Same product b) Same make but different model. For the purpose of these regulations whole-goods will include: a) All self-propelled machinery b) All trailed machinery c) All three point linkage mounted machinery d) All bolt-on, bracket mounted or piggy-back type machinery e) Stand alone machines such as corn rollers/grinders, welders, compressors, pressure washers. Items such as wheels, tyres, batteries, cabs, engines, pick-up hitches, loader buckets/forks, sprayer booms, controls, PTO shafts, area meters/monitors and wearing parts that are fitted as part of, or accessories on whole-goods will not be deemed as duplication. (Some of above items if shown separately may cause duplication). Exhibitors who may be aware of any potential duplication on their stand or of their products are expected to bring this to the attention of the organisers and have the matter resolved prior to the Show.
Only new machines can be exhibited or used on stands.
3. ACCOUNTS - Any Exhibitor who has not settled their account in full by 1st October 2024 will not be allowed to exhibit and the organisers reserve the right to re-allocate the space.
4. VAT - Exhibitors should note that a deposit of 20% plus V.A.T. Exhibitors from outside the Republic of Ireland who are VAT registered in another EU member state are not liable for VAT on promotional events in Ireland. Such exhibitors must supply their VAT registration number to FTMTA. The balance becomes due on allocation of space.
5. PAYMENT - Acceptance and lodgement of deposits does not guarantee allocation of space.
6. SHELL STANDS - Shell Stands are provided in certain positions. Such stands will be erected with partitions between adjoining stand holders and the name of the Exhibitor above the Stand in plain clear lettering.
7. REGISTRATION PROCEDURE FOR STAND SPACE - Booking Forms are online through the online application. The appropriate forms should be completed, with a deposit of 20% by Friday 14 th of June 2024. Booking Forms for indoor / outdoor stands in excess of 150 square metres should be completed with a deposit of 20% by Friday, 14th of June 2024.
8. SERVICES
a) Electricity Supply for Light and Power - The provision of any electrical fittings and appliances will be the responsibility of the Exhibitors. All electric wiring and installation work must be carried out by:
i) Contractors who are members of the Association of Electrical Contractors (Ireland) or a similar body
ii) Contractors specifically approved by the Organisers
iii) The qualified staff electricians permanently employed by the Stand holders for whom the work is done.
Exhibitors are expressly forbidden to open the venue’s distribution boards or to plug into the Organiser’s outlet sockets. When the stand is ready for connection, it is the responsibility of the Electrical Contractor to inform the Event Manager of this fact.
b) Overseas based Exhibitors - Overseas Exhibitors may use the agency of their choice to deal with import documentation, warehousing, packing and re-exportation of goods. Overseas Exhibitors and Irish Exhibitors importing goods should contact the Customs Procedure Branch, Revenue Commissioners,
Government Offices, St. Conlon’s Road, Nenagh, Co. Tipperary (1890 66 63 33 / 067 63400) , for information concerning Customs and Excise Clearance regulations.
c) Fire Extinguishers - No Exhibitor may light a fire, gas or oil appliance or stove or boiler of any description for any purpose whatsoever. Exhibitors must take precautions against fire and must provide fire extinguishers. All materials used in the decoration of Stands, or offices therein, must be non-flammable.
d) Lay-out Plan - Exhibitors are requested to submit copies of the interior/exterior design layout of their stands one month prior to the Show.
e) Insurance - While reasonable precautions will be taken, the Organisers expressly refuse to accept responsibility for loss or damage which may befall the person or the property of the Exhibitor from any cause whatsoever. Exhibitors must put in place their own comprehensive insurance cover, including full public liability
insurance cover to exhibit at public events; a confirmation of the policy must be returned with the stand application booking form by Tuesday, October 1 st , 2024.
f) Public Address - The public address system is provided for the use of the Organisers and is not available to Exhibitors or visitors except in emergencies.
9. CUSTOMER INVITATION TICKETS - Exhibitors may apply for customer invitation tickets by completing the form enclosed. These tickets are available for one admission only on any one day of the Show. Any exhibitor making full payment of the Show fee by Friday the 14th of June will receive a number of free customer invitation tickets (10 for an Indoor/ outdoor Stand and 5 for Shell Stand).
10. OFFICIAL CATALOGUE - If an official catalogue or guide is to be issued by any publisher in conjunction with FTMTA, the exhibitor information will be gathered via an online FTMTA portal, details of which will be issued at a later date to confirmed exhibitors only.
TERMS & CONDITIONS
1. Allocation of Position - The allocation of positions for Stands rests entirely with the Organisers. The Organisers will endeavour, as far as possible, to meet any special wishes expressed by an Exhibitor. The Organising Association shall not be responsible in respect of loss or damage arising from any error in the appointment of space, or from any encroachment by one Exhibitor on the space apportioned to another for any amount greater than the sum paid by the Exhibitor for the space allocated to him/her. The Organising committee reserves the right of rejecting an Application for Space, and returning the Fees, or otherwise dealing with the application as it deems advisable.
2. Cancellation of Booking - If, following allocation and acceptance of a stand, the Exhibitor subsequently cancels, there will be no refund for a cancelled booking.
3. Subletting - No exhibitor will be permitted to sublet or allow to be used by any other person, firm or organisation the whole or any portion of the space allotted to him/her.
4. Non-Occupancy of Stands - In the event of any exhibitor failing to occupy space by the Friday prior to the show, the Organising Association, at its discretion, may fill up, or let, such space and the fees paid shall be forfeited. If it is not possible for the Organisers to fill up or re-let such space, a notice will be placed on it stating the name of the applicant who booked the site and failed to occupy it.
5. Consigning - All exhibits much be legibly addressed and bear the name of the exhibitor and stand number. Exhibitors are not to consign their goods to the Organisers, or any of their Officials, as the Organisers will not receive them or be responsible for any charges for freight, carriage, or delivery.
6. Delivery of Exhibits to Stands - Prior to Show. No vehicle will be allowed to enter any of the pavilions either to deliver or remove Goods, unless permitted by the Organisers and it will, therefore, be necessary that all Exhibits shall be positioned on Exhibitors’ Stands and Exhibitors are required to provide a staff adequate for that purpose.During Show. Vehicles delivering articles to Stands will not be allowed to enter the Show Premises after 08.00. Parcels for Standholders may be delivered to Main Visitor Entrance.
7. Obstruction of Gangways or Open Spaces - No Exhibitor shall at any time obstruct or allow to be obstructed by his goods, or in any other manner, gangways or open spaces. Any articles placed in contravention of this Regulation will be removed and a charge of €150 per article will be levied on the Exhibitor.
8. Erection of Stands, Signs, Notices and Banners - All stands must be entirely self- supporting. Nails and screws must not be used in either the floors or the walls of the buildings, nor must anything be attached to tie bars or roof trusses. The pasting of notices on any part of the structures or buildings is strictly prohibited. The Organisers reserve the right to remove from a Stand any Sign, Bill, or Poster which is considered objectionable. Signs carrying Exhibitors’ names and addresses must be strongly constructed and fixed on a rigid frame. Linen signs are not acceptable. No mobile display units or caravans will be permitted. No Exhibitor will be permitted to arrange his /her Stand, or to place any Sign in such a manner as to obstruct the light, or to inconvenience or disadvantageously affect the display of any other Exhibitor. Exhibitors will be strictly confined to the space allotted. The internal layout of stands must comply with current Kildare County Council Bye-Laws dealing with public safety. All signs must be placed within the boundary of the stand, observing total height limits. No extra banners or flags to be hung from roof, walls, machinery etc., and no off stand advertising is allowed. Exhibitors must ensure all exhibits are within the boundary of the stand and that sufficient walking room is provided between exhibits. Dangerous or sharp items must be properly shrouded or marked. All machines in raised positions must be locked with appropriate safety devices.
9. Arranging Stands, etc - Exhibitors must submit plans for approval to ensure that the design and layout of their Stands are in keeping with the Organiser's general scheme of uniformity. All Stand holders must arrange their Exhibits on their Stands in the Show Premises by 18.00 on the day before the Show, and no Exhibits will be allowed to enter the Premises after 17.00 on that day. Stands must be open daily for inspection by the public from 10.00 – 18.00. All Exhibits must during those hours be in the charge of a competent representative of the exhibitor, and must remain uncovered until the close of the Show daily. In the event of any Exhibitor neglecting to open or uncover his stand during such hours as the Show is open, the Organising Association may do so at Exhibitor’s risk and expense.
10. Dismantling of Stands - Exhibitors must not dismantle their Stands before 18.00 at the earliest on the final day of the Show, Thursday, 14th November, 2024. Exhibitors who dismantle their stand before this time will be charged a minimum rules deposit of €250.00.
11. Cleaning of Stands - Exhibitors must have their Stands swept clean before 19.30 on each evening of the Show. Litter from stands must be deposited in the litter bins or the refuse disposal units provided. The Exhibitor is responsible to the Organisers for maintaining his/her stand in a clean state during the Exhibition. Cleaners will be provided by the organisers on Tuesday, November 12th; Wednesday, November 13th and Thursday, November 14th from 18.30. All stand holders must leave their exhibition space tidy and clean of all rubbish, any exhibiter who fails to comply with this rule will be charged a minimum clean up fee of €250.
12. Empty Cases - All loose cases and other materials used in packing the Exhibits must be removed by Exhibitors from the premises as soon as the exhibits have been unpacked, and at latest by 17.00 on the day before the Show, Tuesday, November 12 th 2024. This is the responsibility of the Exhibitor.
13. Removal of Exhibits - Exhibits whether sold or unsold, must not be packed or removed from the premises until after the close of the Show on Thursday, November 14th,
NOR CAN THE STAND BE CLOSED BEFORE 17.00 ON THAT DAY. Where retail goods are sold, the Stand must at all times be properly dressed and stacked. A charge of €200 per day will be incurred for each Implement or exhibit not removed from the Premises following the last dismantling day. Any stands or exhibits not removed from the premises by the dates advised may be dismantled and removed by the Organising Association at the Exhibitor’s expense and risk and these charges will be additional to the charge of €200 per day.
14. Risk and Responsibility - The entire risk and responsibility as regards all exhibits, and all legal liability arising therefore or caused thereby, must be wholly borne by the Exhibitor. The Organising Association will not be responsible for any damage, breakage, or loss arising from any source either in transit or during exhibition.
15. Accidents and Fire - It is a condition of entry that each Exhibitor shall hold the Organising Association and its agents harmless and indemnify them against any legal proceedings arising from any accident or fire caused by his/her machinery, exhibits or other property on the space allotted to him/her or brought into the show grounds by him/her.
16. Insurance - The Exhibitor is responsible for all claims in respect of death, personal injury or loss, damage to property arising in connection with the erection and dismantling of the Exhibitor’s stand and anything permitted, omitted or done thereon or there from during the construction, exhibition or dismantling periods caused directly or indirectly by the Exhibitor or any contractor, subcontractor, servant, agent, licence or invitee of his/her or the act, omission or neglect of any such person or by any such person or by any exhibit, machinery, or other article or thing of the Exhibitor or in the possession of or use of the Exhibitor or any servant or agent of his/her. The Exhibitor will indemnify the Farm Tractor and Machinery Trade Association CLG and Punchestown Racecourse management in respect of each and every such claim and all actions, proceedings, costs, claims, and demands in respect of all such claims and may be required by the Farm Tractor and Machinery Trade Association CLG to produce evidence of such insurance.
17. Fire Precautions - No Exhibitor may light a fire, gas or oil appliance or stove, or boiler, of any description for any purpose whatsoever. Exhibitors must take special precautions against fire, must provide in all cases fire extinguishers designed to deal with the risk involved and have the approval of his/her own Insurers of his arrangements. All materials used in the decoration of Stand, or offices therein, must be non-flammable.
18. Lighting and Heating - In no circumstances shall petrol, oil (other than lubricants) or naked lights or lamps of any description be used or brought into the buildings or any part thereof.
19. Hygiene and General Cleanliness -
(a) Exhibitor shall at all times maintain high standards of hygiene and general cleanliness in the preparation, use, handling and service of food, beverages, utensils and tableware and shall ensure compliance with all statutory requirements affecting the same or service which they are providing.
(b) Insurance relating to Exhibitors of Food Items – The Exhibitor shall be responsible for full public liability relevant to its exhibits and shall maintain sufficient comprehensive insurance cover to meet all claims by third party for accident and food poisoning and shall indemnify the Organisers against costs, claims or expenses
arising in relation thereto.
20. Safety Precautions -
(a) Exhibitors should ensure that adequate safety precautions in accordance with any Relevant Act of the Oireachtas for workers, employees and the public shall be in operation on their stand. The Organising Association will have a Safety Officer on duty and any recommendations made by him shall be immediately adopted, otherwise the Exhibitor will be deemed to be in breach of the Organising Association’s Regulations. This rule governs all that relates to the construction, display, dismantling and staffing of stands and exhibits.
(b) Any Exhibits likely to prove dangerous to the public must be securely protected to the
satisfaction of the Exhibitor’s insurers, and be in the charge of a competent attendant. Starting apparatus should either be disconnected or not be within reach of the general public.
(c) Explosives, radioactive materials, acids, or other substances of a dangerous, harmful or unwholesome nature may not be exhibited without the written authority of the Organisers.
(d) Any consent given by the Organisers for the exhibition of any product for the use of any machinery or apparatus within this regulation may be withdrawn at any time at the discretion of the Organisers without any reason stated. The Organisers reserve the right to exclude any exhibit from the Show.
21. Exhibition of Cinematograph Films - Special permission must be obtained from the Organisers for the exhibition of cinematograph films on Exhibitors’ stands, and this permission will only be granted if the Organisers are satisfied (a) that the films and projecting apparatus are of a type guaranteed to be suitable for general use in any room, without the use of a special fireproof enclosure; (b) that the showing of such films will not cause inconvenience either to other stand holders or to the public by the blocking of passages, etc.
22. Prohibition - Bells, whistles, and exhibits of every such description will be prohibited from causing annoyance to visitors and Exhibitors. Musical instrument performances, Sound Recorders, Radio and Television sets in operation are not permitted, except under special conditions. No displays of a political or religious
character are allowed. If it be found that the business upon any Stand is of such a nature as to be an inconvenience to other Exhibitors or injurious to the interests of the Organisers, the Stand will be closed without compensation to the Exhibitor, who shall forfeit all fees paid by him/her to the Organisers.
23. Competitions - No exhibitor shall conduct a competition, or offer prizes or awards, unless application has been made to, and permission obtained from, the Organisers.
24. Distribution of publicity matter and advertising novelties - Exhibitors are not allowed to distribute leaflets, etc., anywhere within the Show Premises, except at their own stands, and they must not for this or any other purpose encroach upon the alleys or open spaces, or do anything which may cause obstructions. The distribution or retailing of Badges, Balloons, Model Farm Machinery, Stickers, and other advertising novelties appealing to children is prohibited, except from the exhibitor's own stand.
25. Sales to the Public - The sale of goods by auction, shouting or other annoying behaviour is forbidden, as is also the distribution of gift parcels, the sale of samples of goods at reduced prices, and suchlike practices. All applications must be on the distinct understanding that this rule will be enforced and the Organisers decision in the matter will be final and binding.
26. Unauthorised Acts - A condition of entry to the Show is that Exhibitors only shall be allowed to transact business, and no person will be permitted to solicit money except where he or she holds a licence from the Organisers to do so.
27. Assistants and Contractors - All Exhibitors’ Assistants in charge of Exhibits will be subject to the orders of the Organisers Officials. It is condition of issue of each pass for an Assistant of an Exhibitor that such Exhibitor will be held responsible for the behaviour of his/her Assistants, and for the consequences of any misconduct thereof. Exhibitors employing Contractors for the erection or servicing of their Stands will be held responsible for the observance by such contractors of the Organiser&39;sRegulations.
28. Removal of Articles by Order of the Organisers - the Organisers has power to order any article out of the Premises, or to remove it, or to close the Stand of any Exhibitor who does not conform to the Regulations of the Organisers. All articles removed by order of the Organisers will be so labelled. Any articles entered into the Exhibition without permission will be liable to a charge of €300.00 and to expulsion from the Exhibition.
29. Charges and Exclusions - All charges and fines shall be recoverable as debts and, until payment, persons owing them will be debarred from exhibiting at future shows of the Organising Association. The Organisers may exclude from the premises any person, firm, or corporate body, who in the Organisers opinion has infringed the Regulations or has been guilty of dishonest or unfair conduct, or behaved in a manner injurious to the Organising Associations interests at or in connection with the FTMTA Farm Machinery Show.
30. Termination by Organisers of Agreement for Hiring of Space - An Agreement with an Exhibitor for the hiring of space by him/her may be terminated by the Organisers, without any reason stated, either before or at any time during the Show to which the hiring relates. Upon such determination the Exhibitor shall
forthwith dismantle and remove his/her stand and exhibits and, if he/she fails to do so, the Organisers shall be entitled to dismantle and remove such stand and exhibits at the expense of the Exhibitor. An Exhibitor whose hiring is so terminated will be entitled, if the termination occurs before the commencement of the Show,to return of the fees paid by him/her, and, if the termination occurs during the Show, to return of one-fifth of his/her fees for each day or part of a day after such determination during which the Show continues; and in neither case shall an Exhibitor have any further claim against the Organising committee.
31. Responsibility - Neither the Organising Association nor any of its Members or Servants shall be in any way responsible or accountable for anything that may happen (from any cause or circumstance whatever) to Exhibitors or their Servants, or to any exhibit or property brought into the Premises, or for anything else in
connection with, or arising out of, or attributed to, the Organiser's Shows. The Organisers will endeavour to have any official catalogue or show guide issued as complete as possible and in accordance with the particulars supplied; it cannot, however by held or hold itself responsible for any additions, omissions, or mistakes which may occur for any reason whatsoever, in any Catalogue.
32. General - The Organising Association reserve to itself the sole and absolute right to interpret these or any other prescribed conditions or regulations, and to arbitrarily settle and determine all or any matters, questions, or differences in regard thereto, or otherwise arising out of or connected with or incident to the Show. Also to refuse or to cancel any entries, disqualify Exhibitors, close down an Exhibition Stand or withdraw permission to exhibit, prohibit exhibition of entries, vary or cancel awards of prizes or reserved numbers and relax conditions as the Organisers may deem expedient; and the decision of the Organisers will be final in all respects.
Traffic & Lifting Guidelines – FOR THE ATTENTION OF ALL EXHIBITORS, STAND CONTRACTORS AND TRUCK DRIVERS
In the interests of overall safety at the show, exhibitors using their own lifting/handling equipment must use approved lifting tackle. Site Manager Reserves right to disallow any lifting operation deemed unsafe.
OFF- LOADING
Telehandlers, Forklift and Tractors are provided for off-loading. This will be carried out as speedily as possible. It should be noted that priority will always be given to off - loading. Final placement of exhibits will only be carried out in the same operation if time allows. Exhibitors not in attendance during off loading or without a stand layout plan should NOT expect priority.
Outside
- All Cars must be parked in designated car parking areas.
- Vehicles must not move into unloading area until ‘Unloading Docket’ has been issued.
- All vehicles must move away from unloading area immediately after unloading.
- It is the responsibility of Exhibitor/Truck Driver to indicate lifting points on all machines.
Inside
- Vehicles will generally NOT be allowed inside. Arrangements can be made for special situations. On-site approval must be obtained from the Site Manager.
- Trucks etc. allowed inside for lifting or off-loading must be parked in such a way as to minimise disruption to other Exhibitors or traffic flow
- Where it is necessary to bring a car inside with stand materials/exhibits permission must be obtained from Site Manager.
- It is a condition of entry for all vehicles that they may have to move occasionally to accommodate other stand holders
- Trucks allowed inside must be off-loaded with minimum of delay & moved out to parking area.
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ALL LIFTING, PLACING; MOVEMENT OF MACHINERY AND EQUIPMENT DONE BY FTMTA CLG OR THEIR AGENTS IS AT EXHIBITORS RISK.
