Coffs Coast 4WD, Caravan & Outdoor Expo 6th & 7th April 2024, Coffs Harbour Showground, Coffs Harbour - Exhibitor Booking Application

VENUE

The Coffs Coast 4WD, Caravan and Outdoor Expo will be held on the 6th & 7th of April 2024 at the Coffs Harbour Showground, Coffs Harbour NSW 2450.

DISPLAY SETUP

No Exhibitor Passes are required prior to Saturday, 6th of April. Access to the site is available from Wednesday, 3rd of April. Displays must be set up by 8.00am Saturday, 6th of April as gates will open to the public at 9am sharp.

ACCESS TO SITE

Exhibitor access onto site is from 7am, Thursday 4th and Friday 5th of April and from 6.30am on Saturday 6th and Sunday 7th of April. No Exhibitors are to leave or pack up before 4pm Sunday. 

VEHICLES

For the safety of visitors and participants, vehicle access to the site during the event is only allowed before 8.30am and after 4pm Saturday and Sunday. Vehicles must be parked within your site boundary and not driven contrary to hours indicated.

All other vehicles can be parked in the exhibitor car park at no charge.

CAMPING

You can camp onsite free of charge. There are toilet and shower facilities available. Please advise staff once you arrive if you intend on camping.

Banking Services

Exhibitors should be aware that there are no banking services on site, however all major banks can be found within the Coffs Central Business District. ATM and credit card facilities are available for visitors at the Site Office.

Electricity

Some sites have 240v power available. The cost for electricity is additional to your site fees. Please indicate on your booking application form if you require power. Exhibitors are responsible for reticulation within their site and all exposed leads must have a current Inspection Certificate. All leads must be tagged.

Insurance

Exhibitors must have Public Liability Insurance of a minimum of 10 million dollars to attend the event. Details of this insurance must be noted on the Site Application form. Public Liability must be forwarded to the Office before setup.

Internet

Please note broadband connection cannot be guaranteed at the site.

Exhibitors Passes

Each booking includes four exhibitor passes.

Exhibitor passes allow pedestrian access to the site.

Extra passes are available at $10 each.

Free exhibitor parking is available in the designated carpark during the event.

Vehicles entering onto the site must be parked within the exhibitor’s site boundary and not be moved between visitor opening hours 8.30am till 4pm on Saturday and Sunday.

Site Safety

Please ensure all displays and demonstrations are carried out in a safe manner.

Altitude Events Staff and representatives of Work Cover NSW will monitor all displays and exhibitors are asked to comply with the requirements of these officials regarding the safety of their displays and demonstrations.

All exhibitors must submit a Site Safety Plan.

Security

There will be personnel patrols from 5pm Wednesday, 3rd April until 8am on Monday 8th April 2024.

Site Preferences

You may request a particular site/s and if not retained by another exhibitor we will attempt to meet your request.

Site Sharing or 'Piggy Backing'

Exhibitors are not allowed to share their site with another exhibitor without the written permission of Altitude Events Management.

Such permission will not be given unless Altitude Events Management is satisfied there exists a genuine agent or distributor association between the parties concerned.

Altitude Events Management reserves the right to refuse exhibition space or charge at least the minimum site rental if it considers there is a breach of this policy.

Non-compliance fine

PLEASE NOTE - There is a $1,000 non-compliance fine in place for any exhibitor that;

- Is deemed a no-show at the discretion of the event organiser

    - If you are not set up on site by 8:45am on Saturday 6th of April.

- Early departure at the discretion of the event organiser

    - Pack up and/or depart the site prior to 4pm on Sunday the 7th of April.

THE EXHIBITOR ACKNOWLEDGES THAT THE OFFER TO ENTER INTO THE GROUND SPACE CONTRACT AND TO ACQUIRE THE ADDITIONAL SERVICES IS SUBJECT TO THE FOLLOWING ADDITIONAL TERMS.

• The Exhibitor covenants to pay a 10% non-refundable deposit of the agreed total costs to Altitude Events Pty Ltd by the due date on each Site Application submission. The balance must be paid by respective due dates. Failure to comply with this requirement may result in site/s being re-allocated without further notice.

• Refunds and Cancelation Fees – (in addition to the 10% non-refundable deposit) Cancelled bookings will incur charges inclusive of GST: 30-45 days prior 25% of total monies paid, 15-30 days prior 50% of total monies paid, 15-0 days prior no refund available. If cancellation is related to a Covid-19 safety issue all monies except the 10% non-refundable deposit will be refunded.  

• Sites will be allocated at the discretion of the Organiser.

• All property of the participant is brought onto the Altitude Events venues at the risk of the participant and the participant hereby agrees to indemnify Altitude Events Pty Ltd against any action, claim, demand, cost or expense. All property must be removed from the venue no later than 5.00pm on the Monday following the Altitude Events Show.

• It is essential that all participants have public liability insurance to the value of 10 million dollars. A copy of the participants public liability insurance will be required prior to the event. Exhibitors will NOT be allowed onsite unless a copy has been received by the Organiser. The Organisers will not accept any responsibility for any injury or accident to any participant or agents of the participant/s. Public risk insurance is to cover visitors to the Altitude Events Show only. 

• The Exhibitor must keep all structures, signs, displays and products within the space allocated to them by the Organiser. Exhibitors, their employees or agents must also keep within their space.

• Participants are responsible for the condition of the space during the currency of each Altitude Events Show. Any damage will be the participants responsibility and any costs associated will be passed on to the participant.

• No vehicles, goods or articles displayed shall be removed from the space before 5pm on the final day of the Altitude Events Show. Exhibitors must remain on their space and operational until the conclusion of the general public opening hours each day of the show.

• The use of amplifiers or loudspeakers by the Exhibitor is prohibited.

• The display of signs, placards, or advertisements in locations, other than the space provided by this agreement is prohibited.

• The Exhibitor is not permitted to sell second-hand or reconditioned goods, vehicles and equipment.

• All food sold or distributed by Exhibitors must comply with Health Regulations and permission must be granted by the Organiser and all relevant authorities. A minimal Local Council Food Service Inspection Fee will be added to site fees.

• In the Contract, unless the context requires otherwise;

• - The 'Organiser' where appearing shall include Altitude Events Pty Ltd, their servants and agents.

• - The 'Participant' where appearing shall include the company, person or persons, specified on the Site Application Form as Participants, their servants and agents.

• - When two or more persons are parties to this agreement and the Terms and Conditions herein contained shall bind them jointly and each of them separately and each of their respective executors, administrators and assignees and when a company is a party hereto the Terms and Conditions on its part herein shall bind the Company, its successors and assigners.