COMMUNITY AREA STAND APPLICATION

• Charitable or other institutions wishing to make appeals for collections or contributions to their funds must first obtain

  permission from the Show Office.

  • Political or propaganda trade stands are not permitted. Political activity such as canvassing or handing out literature will not be

  tolerated.

  • The Show Organisers reserve the right to decline any trader it views to be selling items they deem to be unacceptable or

  offensive and will request any such items be removed from sale.

  • The sale of the following are strictly prohibited at the Show: fireworks, garden flares, Chinese lanterns, shotguns, air pistols,

  knives, laser pens, catapults and any product that could be a nuisance or annoyance to others

  • Any misrepresentation in description of goods sold in the application process in order to gain admittance will result in the

  exhibitor or their goods being removed from the Showground without a refund or compensation.

  • Exhibitors must comply with all relevant Trading Standards legislation – safety, fair trading and quality.Trading Standards

  representatives do attend the show. We will encourage the consumer to forward any complaints to the Trading Standards

  Office.

• Applications close 1st May 2026. Payment, risk assessments and a copy of your Public Liability insurance are required to complete the application process. The number of trade stands available at the Rutland Show is limited, and we reserve the right to close applications early if we are full before the published closing date. Payment must be made in full in advance.

• Applicants should be aware that the Society reserves the right to refuse any application, without giving any reason and reserves the right to determine the area and position of sites.

• The Rutland Show will not grant exclusivity to any person, firm or company to market or sell goods or services at the Show, however it reserves the right to limit the number of similar stands to ensure variety for visitors and shall have the discretion to refuse permission to exhibit any product or service or a brand or manufacturer of a particular product or service which it regards (at its sole discretion) to be adequately represented.

• No guarantees are made to any trade stand operator regarding retaining or moving to a preferred stand position.

• Traders who send a representative to set up their stand must ensure thay have all the necessary information, documentation and passes required or they will be refused entry.

• Traders are responsible for ALL litter in the vicinity of their stand. All trade waste must be removed by the trader before and after the show and under no circumstances must it be put in bins provided for show visitors. A charge of £100 will be invoiced directly to the stand holders if the Society has to remove any trade waste including cable ties after show breakdown.

• Traders should be aware that, whilst the showground generally has good network coverage, 3G/4G is not guaranteed on site and therefore we recommend that you check coverage beforehand. Wi-Fi is available on site.

• Traders must avoid damaging underground drainage channels by ensuring tent pegs are no longer than 250mm. If in any doubt regarding positioning of marquees/gazebos contact the site manager.

• Traders’ staff MUST park in the FREE public car park if they need to exit the ground before 5.30pm

• On show day entrance to the trade area will be closed at 7.30am prompt so please allow time to enter the showground. The entrance is shared by public/livestock so do allow time for queuing. After 7.30am you will be required to park in the public car park and transport your goods by hand to your stand.

• Stands must remain open until 5.30pm. No vehicles will be allowed to access the showground before 5.30pm from the trade stand car park to commence clearing stand. Traders must be off-site by 7.30pm on Sunday 31st May unless they have booked camping. However they may return on Monday 1st June from 7am to 5pm to clear the site. Pitches must be completely cleared by 5pm on Monday 1st June.

• It is the exhibitors responsibility to ensure that any construction of marquees or any other structure complies with the regulations stated in 2015 Construction (Design and Management) rules. Marquees must be off site by 5pm Monday.

• No trader shall sub-let or re-let any of the space alloted to them without written permssion from the show office.

• The show will be open from 8.30am to 5.30pm. Admittance to the site outside these times will be refused unless agreed by prior arrangement.

• Exhibition space will be clearly marked out on the ground. Your stand MUST fit into the area you have booked and marked out by us, including any vehicle guy-ropes and trailer draw-bars. Exhibitors must not arrange goods or signs that create an obstruction to other exhibitors or the free flow of visitors.

• Any space allotted which is not occupied by 8am on show day shall be considered not required and the Society has the right to re-allocate the space.

• A professional approach regarding product pricing, presentation and selling manner is required from all Exhibitors. All items over the value of £15 (except food) should be accompanied by a receipt.

• Craft stands should sell original, good quality, crafted goods, ideally produced by the stall holder or their associates on a small scale basis – not mass produced or bought in goods.

Traders may access the site and set up their stands on the preceding Thursday, Friday and Saturday before Show Day on Sunday.

For the duration of these days (Thursday to Saturday) the showground is considered a building site for Health & Safety purposes and the following regulations are in place for any trader
visiting the showground during this period:

• Registration on the gate on arrival and sign-out on departure
• Hi-vis jackets must be worn by all personel. You must provide your own
• Suitable footwear that protects the feet should be worn by all traders
• A speed limit of 5mph in place across the site

In the event that continuous wet weather in the run up to the event prevents the show site from being accessible to heavy vehicles or a large number of vehicles at any one time, traders may be delayed in accessing the show field. A Wet Build Warning will be issued on our website in advance when possible and alternative plans will be outlined.

• All traders must provide a Risk Assessment under the Health & Safety at Work Act. A template is available to downloads at the back of this pack. The Risk Assessment document will be checked by our H&S team. Applications will be rejected if the Risk Assessment is considered inadequate.

• All exhibitors must carry Public Liability Insurance to a minimum of £5M

• Exhibitors are responsible for the security of their stand and stock and all claims arising from this.

• Any exhibitor behaving in a threatening or intimidating manner towards showground staff, other traders or the general public will be asked to leave site and not allowed to trade with the Rutland County Show in the future.

• Electricity MUST be pre-booked at extra cost. Personal generators are not allowed on the show ground.

• SILENT generators WILL be allowed, provided they are kept within the pitch site and do not cause excessive noise, smell or smoke. NO PETROL GENERATORS ARE PERMITTED. Please ensure that your risk assessment states which fuel will be used for generators and the method of storage. We reserves the right to forbid any generators that, in our opinion, do not comply with the above restrictions.

• Equipment brought to the site by an Exhibitor is the sole responsibility of the Exhibitor and must meet all current regulations including PAT tested electrical goods. Non-compliance will provoke possible exclusion from the site.

• Trade stands, where the public can walk within the trade stand, must be kept tidy and safe and the operators must obey any advice given by the show organisers and their associates.

• Trade stands that operate rides must do so within Health and Safety Regulations. All equipment must be well maintained and copies of insurance, risk assessments and electrical testing must be shown.

• All vehicles must be driven in an appropriate manner around the show ground. If a trade stand vehicle is parked on the showground there must be a member of that staff available at all times, who is capable of driving that vehicle responsibly, in case of evacuation.

• Trade stand holders, contractors working or delivering on site for a trade stand must not obstruct entrances, exits, roads with unattended vehicles.

• Fire Extinguishers are to be positioned by all generators. Exhibitors must conform to precautions against fire and provide a fire risk assessment if necessary.

• Lit firepits, barbecues or the use of naked flames including candles and other similar items of any type are not permitted on the showground.

• There will be continuous night security patrols during the Show weekend. However, it is the responsibility of exhibitors, or their agents, to safeguard their property. The Society does not accept any responsibility whatsoever for any losses.

• The show organisers accept no responsibility for any damage to vehicles or trade stands by the actions of others.

• Vehicle movement restrictions do not apply to emergency vehicles or vehicles displaying official badges.

• No exhibitor will be allowed to place his exhibits, boards or placards beyond the limits of the space alloted. Advertising banner space on the Rings or around the grounds may be booked through the show office.

The following points will be checked before and during the Show by our Health & Safety Team:
• Erection and dismantling of marquess and structures
• Transportation of goods
• Electrical Supply and Connections
• Working at height including using appropriate ladders and PPE
• Migrant workers
• Fire Risk Assessment if applicable

On show day every tradestand is entered into one of the following categories: Best Small and Medium Stand – for stands sizes up to and including 7m x 7m Best Large Stand – for stands 10m x 10m and above

The independent judges will be judging on the following criteria:

1. Attractiveness of stand
2. Clarity and Presentation of message
3. Welcome and customer service

The prize presentations are made throughout the day by the judges.

Traders will be able to book Wifi for their stand, directly with our provider.

Details and prices will be confirmed closer to show date.

To ensure coverage throughout the show, booked Wifi is to be used for sales devices only and is not intended for general usage/downloading etc.