All open stands and covered stalls, are hired out by the organisers, on behalf of the Forest Fair committee. These stands and stalls are hired in accordance with certain rules determined by the Committee, and the owners of the fair grounds.

Please make sure you read all the Rules carefully, and that all staff who will be working at, or taking part in the Forest Fair, are fully aware of these rules prior to the start of the Forest Fair 2008.

The following rules and conditions will apply to ALL exhibitors for the Forest Fair 2008.

1. Once FULL payment has been received, your booking and stand number/s will be confirmed in writing.

2. Cancellations of stand bookings for any reason whatsoever will result in a 50% refund only whereupon the stand/stall will be hired out to another party.

3. No booking will be confirmed without FULL payment.

4. No exhibitor may start any open fires on the grounds or in their particular stand/stall or allow staff to start open fires either during trading hours or after normal trading hours. Exhibitors may use gas braai’s, but all such cooking or braai facilities must be properly contained and controlled and should be discreetly located.

5. Where a company intends to have staff staying on the fair ground, or in the companies’ stand/stall, the particular company must advise the control tower, and the organisers, and must obtain a special permit allowing the staff to be on the grounds after closing time.

6. No exhibitor may display or store any goods beyond the boundaries of the particular stand/stall, and no exhibitor may extend, in any way, the boundaries of their stand/stall. Parking areas will be provided for all exhibitors’ vehicles on certain marked areas on the fair ground.

7. No exhibitor may dig holes or trenches on any stand/stall or next to any stand or stall without first checking with the grounds manager or the organisers at the control tower. This is to establish the positions of water pipes and electrical cables. Any person who damages any electrical cable or water pipe will be charged with all repair and replacement costs, and could be charged R50 000 for disruption of the Fair.

8. No exhibitor may chop down or remove trees or timber from the fair grounds. Removal of any part of any structure, whether permanent or temporary, is also prohibited.

9. All exhibitors are responsible for their own insurance and are not covered by the Forest Fair committee, the owners of the fair ground or the organisers. Any loss of property or damage to any equipment, goods or vehicles, for whatever reason, or by whatever means is the responsibility of the exhibitor. The Forest Fair 2008 committee have a public liability insurance policy only.

10. Exhibitors are prohibited from tampering with any part of the electrical network or to try to connect equipment to distribution points or sub-stations. Assistance that may be required must be requested from the control tower. NO unauthorised use of electricity will be allowed. Electricity MUST PLEASE be used sparingly. The Forest Fair committee cannot guarantee a constant supply of electricity, and are governed by fluctuations in current, or disruptions of the electricity supply. The committee retains the right to disconnect electricity to any part of the fair ground at any time during the fair if electrical repair work has to be done in that particular part of the grounds.

11. 3-phase power is available from a centralised point only. Exhibitors using 3-phase power MUST supply their own 3-phase extension cables. All 3-phase power stand holders MUST confirm the useof 3-phase power with the organisers PRIOR to the Fair.

12. Problems with covered stalls must be reported to the control tower. If at all possible, the fault will be rectified to the best of the committee ability. Should any storm damage occur during the Fair, the council will try to repair such damage, but are not obliged to restore the covered stall to its original design should the storm damage be too great.

13. The fair grounds will be open to the public during the following hours:

• Thursday 30 October 2008 – 10h00 to 19h00
• Friday 31 October 2008: 9h00 to 19h00
• Saturday 1 November 2008: 9h00 to 16h00

Exhibitors may enter the grounds from 07h30, but shall only be allowed in with an exhibitor’s entrance ticket. All early entries must be made through the motor gate on the river side of the grounds and not through the main public gates. All exhibitors must be off the grounds by 22h00 every day.

14. No exhibits may be dismantled or removed before 16h00 on 1 November 2008. Companies who are intending to vacate the grounds entirely on Saturday, must please inform the main control tower, so that arrangements can be made for them to be on site later than 19h00, and to leave the grounds after the gates are locked.

15. The Forest Fair committee retains the right to close down, remove or ban any person or exhibitor who may be guilty of:

• Causing damage to other displays
• Causing damage to the fair grounds
• Disobeying security warnings
• Disrupting the general day to day running of the Fair
• For drunken or disorderly behaviour, that is causing a problem for any other person or persons.

16. There are restrictions to the usage of alcohol by exhibitors on their stands/stalls. Alcohol may be consumed discreetly on the exhibitor’s site, but it may not be visible to the general public. Alcohol may not be used to entice people into a particular stand/stall. Beer garden and wine bar facilities will be available on the fair grounds, and exhibitors are urged to make use of these facilities when they entertain their guests. The Forest Fair committee will not allow a beer garden type of situation to develop on a stand/stall. Should you be in any doubt with regard to the committee’s requirements in this respect, you are urged to discuss your intentions prior to the commencement of the fair.

17. The use of sawdust, chips, bark or any other foreign material on the site without prior approval from the council is prohibited. In cases where this is allowed, the responsibility of removing all such material rests with the exhibitor. Should the material not be removed, the exhibitor will be liable for the removal costs incurred by the Forest Fair committee

18. Some disturbance of the site is inevitable, particularly with the exhibitors of heavy machinery. Exhibitors are expected to take all reasonable precautions to prevent damage to the site where it is unavoidable. The exhibitor will be expected to repair the damage at his own cost. The repair must be to the satisfaction of the Forest Fair committee.

19. All fences, temporary buildings, tents, dams and exhibits in general must be removed from the fair ground by no later than 5th November 2008. The Forest Fair committee will only supply security until 14h00 on Wednesday 5h November 2008. If an exhibitor gives a private person or persons the right to remove any part of the exhibitors display, or any material used by the exhibitor during the fair, the control tower or person in charge of security must be notified as to who has permission, when and what will be taken.

20. Roads on the fair grounds are provided as a one way system. Exhibitors must ensure that they leave or enter in the correct way and not obstruct oncoming traffic. All road signs must be properly observed at all times. Exhibitors parking on the grounds must use exhibitors parking provided.

21. Flags and banners displayed by exhibitors in places other than on their stand/stall, is not permitted unless the exhibitor has arranged with the promoters to hire such a display point. After the Fair, the exhibitor must collect the flags and banners from the control tower at the latest 11h00 on Sunday, 2nd November 2008. Neither the committee nor the promoter can be held responsible should any damage occur, or should any flag/banner be stolen.

22. Exhibitors will be supplied with entrance tickets for adults, as well as vehicle stickers. Additional adult entry tickets may be purchased from the control tower in the two days prior to the start of the Fair. Should exhibitors be sharing a stand/stall with other companies, they can purchase extra gate tickets from the control tower at a special price of R50 per ticket. Such a ticket can then be used on all three days of the Fair, instead of buying a ticket at the gate every day at R20. Vehicles not displaying entry tickets will be towed away at the owners cost, if such a vehicle is found parked on the grounds during the Fair.

23. Exhibitors may purchase VIP / complimentary tickets for invited guests. Such complimentary tickets can be obtained from Wood SA & Timber Times.

The Forest Fair committee will do its best to make the 2008 Forest Fair an enjoyable and successful event, not only for the visitor, but also for the exhibitor. We expect the exhibitors to play their part to help us and help you to make the most of the event. We look forward to your kind and friendly assistance regarding all matters pertaining to the 2008 Forest Fair.

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