The following information is for Exhibitors.

For more information concerning pitch availability and advance-booking discounts, please contact Tom McGuigan at 4x4trading@talk21.com stating your company name, website address, type of goods/services you provide and at which show (Spring or Late Summer) you would like to exhibit.

 

INDOOR/OUTDOOR TRADE STANDS - GENERAL INFORMATION

INDOOR and OUTDOOR TRADE PITCHES are available.

Unless specified, all OUTDOOR TRADE PITCHES will be on grass.

There are however a limited number of OUTDOOR TRADE PITCHES on tarmac. Located directly in front of the grandstands (where the INDOOR TRADE PITCHES are housed), once these are sold out the remaining pitches will be on grass.

Traders can specify the exact width of OUTDOOR TRADE PITCHES. Depths are normally 6m, 9m and 12m, but exceptions are possible - please enquire.

Marquee guy ropes, displays, vans or trailers must be included in the total pitch size. Boundaries must be strictly adhered to. Additional vehicles and/or trailers may be parked in the Exhibitor's Car Park free of charge.

No cars (saloons/hatchbacks) are allowed on OUTDOOR TRADE PITCHES as they spoil photographs and video footage. Cars can be parked in the Exhibitor's Car Park free of charge.

Traders on OUTDOOR TRADE PITCHES may camp overnight within the confines of their trade stands or in the campsite.

It is not possible for traders with INDOOR TRADE PITCHES to camp on their stands as the grandstands are locked overnight - but the campsite is available free of charge.

Due to width restrictions, only motorcycles and off-road/camping trailers can be accommodated on INDOOR TRADE PITCHES [ground floor only - please enquire about width of doors].

VAT is not applicable. Invoices are issued upon request.

 

INDOOR/OUTDOOR TRADE STANDS - IMPORTANT ADDITIONAL INFORMATION

NOTE: Traders are not allowed to break down their stands before the specified show times Saturday & Sunday [10:00-17:00 Sat, 10:00-16:00 Sun].

This is especially relevant on Sunday. The event specifically closes an hour earlier at 16:00 hrs to allow traders to leave at a reasonable hour. 4pm is a sensible time on Sunday, please respect this timing rule.

Be aware that …

a) Day Visitors deserve to get their money’s worth by viewing all the Trade Stands during the published times.

b) Breaking down Trade Stands early has a knock-on effect, meaning that fellow traders who want to stay until the end have no choice but to also pack up early - thus reducing their trading time.

c) Day Visitors that see displays being dismantled before the end will automatically head for their cars and go home early!

d) The Organisers retain the right to override this rule should the showground become deserted before 16:00 hrs on Sunday (i.e. due to inclement weather), in which case an announcement will be made to “break down the stands early”.

e) Besides all the above, Health & Safety requirements stipulate that "walkways do not become roads" until the show closes each day - plus your/our public liability insurance will be invalid should an accident occur.

Traders ignoring this rule will not be invited back to the ADVENTURE OVERLAND SHOW the following year. To date three traders have been banned for leaving early ... you have been warned!

 

OUTDOOR TRADE STANDS - NEW FOR 2019

To provide even better value for money, the booking of OUTDOOR TRADE PITCHES has been completely revised for 2019.

 

BOOKING

As some traders prefer more width than depth, and visa versa, instead of square blocks as in previous years, traders will now only pay for actual width (frontage) required – previously booking a 9m x 9m pitch when only 7m x 9m needed was a waste!

There will now be just three depths of OUTDOOR TRADE PITCH - 6m, 9m or 12m - all of which are priced @ £6.50 per square metre.

Therefore simply book and pay for the frontage you need (minimum width 3m, no maximum).

 

LOCATION

Also new for 2019 is the actual locating of OUTDOOR TRADE PITCHES.

To prevent sizeable gaps appearing within the trade stand area due to traders not attending (despite being booked in advance, unavoidable last-minute hiccups or medical problems are inevitable), OUTDOOR TRADE PITCHES will now be allocated upon arrival on a strict ‘first come, first served’ basis. Exactly how this will be implemented is simple …

Trade Pitch No. 1 of each 6m, 9m or 12m deep row of pitches (these being nearest the event office/central toilet block/food court/beer tent), will have already been reserved by sponsors/media partners. Thereafter the next trader to arrive will be allocated Pitch No. 2, then Pitch No. 3 and so on. This will continue until a row is full, whereupon a new row will begin.

 

RESERVING PITCHES IN ADVANCE

OUTDOOR TRADE PITCHES can however still be reserved in advance ... by paying double the price of a trade stand pitch when booking. This 50% "Reservation Deposit" will be reimbursed by Off Road UK (the organiser) via online banking no more than 7 days following the event, but only on condition the reserved trade stand is open and trading throughout the opening hours of the 2-day show (10:00-17:00 Saturday, 10:00- 16:00 Sunday). Breach of this condition will make the Reservation Deposit non-returnable.

Large gaps within the trade stands area are detrimental both for exhibitors and visitors alike, we believe this new system will eradicate gaps from appearing in the future!

 

OUTDOOR TRADE STAND - PRICES

Value for money! Formulated to suit all budgets, we are proud that sole traders can promote their goods and services at affordable prices starting as low as £58.50 (this price includes 50% advance-booking discount).

Trade stand costs are £6.50 per square metre before advance-booking discounts are applied.

For example:-

3m (wide) x 6m (deep) = 18 sqm - only £58.50 (includes 50% advance-booking discount)

6m (w) x 6m (d) = 36 sqm - only £117.00 (includes 50% advance-booking discount)

9m (w) x 9m (d) = 81 sqm - only £263.25 (includes 50% advance-booking discount)

Outdoor electric supply (limited number of pitches, please enquire): £50 for the weekend.

 

FULL LIST OF OUTDOOR TRADE STAND PRICES - before advance-booking discounts of up to 50%

3m (w) x 6m (d) = 18m sqm @ £6.50 psqm = £117.00  (includes 1 staff pass) - this size pitch is the smallest available.

4m (w) x 6m (d) = 24m sqm @ £6.50 psqm = £156.00  (includes 1 staff pass)

5m (w) x 6m (d) = 30m sqm @ £6.50 psqm = £195.00  (includes 1 staff pass)

6m (w) x 6m (d) = 36 sqm @ £6.50 psqm = £234.00  (includes 2 staff passes)

7m (w) x 6m (d) = 42 sqm @ £6.50 psqm = £273.00  (includes 2 staff passes)

8m (w) x 6m (d) = 48 sqm @ £6.50 psqm = £312.00  (includes 2 staff passes)

9m (w) x 6m (d) = 54 sqm @ £6.50 psqm = £351.00  (includes 3 staff passes)

10m (w) x 6m (d) = 60 sqm @ £6.50 psqm = £390.00  (includes 3 staff passes)

11m (w) x 6m (d) = 66 sqm @ £6.50 psqm = £429.00  (includes 3 staff passes)

12m (w) x 6m (d) = 72 sqm @ £6.50 psqm = £468.00  (includes 4 staff passes)

13m (w) x 6m (d) = 78 sqm @ £6.50 psqm = £507.00  (includes 4 staff passes)

14m (w) x 6m (d) = 84 sqm @ £6.50 psqm = £546.00  (includes 4 staff passes)

15m (w) x 6m (d) = 90 sqm @ £6.50 psqm = £585.00  (includes 5 staff passes)

etc.

6m (w) x 9m (d) = 54 sqm @ £6.50 psqm = £351.00  (includes 3 staff passes)

7m (w) x 9m (d) = 63 sqm @ £6.50 psqm = £409.50  (includes 3 staff passes)

8m (w) x 9m (d) = 72 sqm @ £6.50 psqm = £468.00  (includes 4 staff passes)

9m (w) x 9m (d) = 81 sqm @ £6.50 psqm = £526.50  (includes 4 staff passes)

10m (w) x 9m (d) = 90 sqm @ £6.50 psqm = £585.00  (includes 5 staff passes)

11m (w) x 9m (d) = 99 sqm @ £6.50 psqm = £643.50  (includes 5 staff passes)

12m (w) x 9m (d) = 108 sqm @ £6.50 psqm = £702.00  (includes 5 staff passes)

13m (w) x 9m (d) = 117 sqm @ £6.50 psqm = £760.50  (includes 6 staff passes)

14m (w) x 9m (d) = 126 sqm @ £6.50 psqm = £819.00  (includes 6 staff passes)

15m (w) x 9m (d) = 135 sqm @ £6.50 psqm = £877.50  (includes 6 staff passes)

etc.

9m (w) x 12m (d) = 108 sqm @ £6.50 psqm = £702.00  (includes 5 staff passes)

10m (w) x 12m (d) = 120 sqm @ £6.50 psqm = £780.00  (includes 5 staff passes)

11m (w) x 12m (d) = 132 sqm @ £6.50 psqm = £858.00  (includes 6 staff passes)

12m (w) x 12m (d) = 144 sqm @ £6.50 psqm = £936.00  (includes 6 staff passes)

13m (w) x 12m (d) = 156 sqm @ £6.50 psqm = £1014.00  (includes 6 staff passes)

14m (w) x 12m (d) = 168 sqm @ £6.50 psqm = £1092.00  (includes 7 staff passes)

15m (w) x 12m (d) = 180 sqm @ £6.50 psqm = £1170.00  (includes 7 staff passes)

16m (w) x 12m (d) = 192 sqm @ £6.50 psqm = £1248.00  (includes 7 staff passes)

17m (w) x 12m (d) = 204 sqm @ £6.50 psqm = £1326.00  (includes 8 staff passes)

18m (w) x 12m (d) = 216 sqm @ £6.50 psqm = £1404.00  (includes 8 staff passes)

etc.

NOTE: Make certain you have booked enough space. Due to neighbour’s pitches directly alongside or to the rear, it will be impossible to extend width or depth upon arrival.

 

INDOOR TRADE STAND - PRICES

Providing value for money, indoor trade stands are amongst the most competitively priced of any indoor 4x4, Land Rover, overland or campervan show in the UK.

Indoor trade stand plans are available upon request via 4x4trading@talk21.com. In conjunction with these plans, simply choose your pitch and reply via e-mail to Tom McGuigan, we will reply to confirm availability.

Indoor electric supply (all areas): £50 for the weekend.

 

GROUND FLOOR (disabled friendly)

A1       4.8 x 3.4 = 16.32 sqm + 2.0 x 2.0 = 4.0 sqm   Total: 20.32 sqm               reserved

A2       4.5 x 1.6 = 7.20 sqm                                                                                                 reserved

A3       3.0 x 4.5 = 13.50 sqm                                                                                              reserved

A4       3.45 x 3.0 = 10.35 sqm                                                                                            reserved

A5       4.0 x 1.1 = 4.40 sqm                                                                                                 £132.00

A6       2.5 x 1.5 = 3.75 sqm                                                                                                  reserved

A7       2.5 x 3.3 = 8.25 sqm                                                                                                 £247.50

A8       2.5 x 3.3 = 8.25 sqm                                                                                                £247.50

B1       2.3 x 2.0 = 4.60 sqm                                                                                                reserved

B2       2.3 x 2.0 = 4.60 sqm                                                                                                reserved

B3       1.6 x 3.6 = 5.76 sqm                                                                                                  reserved

B4       1.6 x 3.6 = 5.76 sqm                                                                                                  reserved

B5       2.3 x 2.0 = 4.60 sqm                                                                                                £138.00

B6       2.3 x 1.6 = 3.68 sqm                                                                                                 £110.40

B7       2.3 x 1.6 = 3.68 sqm                                                                                                 £110.40

B8       2.0 x 3.0 = 6.00 sqm                                                                                               reserved

B9       2.0 x 3.0 = 6.00 sqm                                                                                               £180.00

B10     2.4 x 3.0 = 7.2 sqm + 3.0 x 1.8 = 5.4 sqm extra free  Total: 12.6 sqm   £180.00

 

PADDOCK PAVILION (white marquee - disabled friendly)

I1       5.75 x 6.0 = 34.5 sqm                                                                                                £1,020.00

I2       3.0 x 5.0 = 15 sqm                                                                                                      £450.00

I3       3.0 x 4.5 = 13.5 sqm                                                                                                  £405.00

I4       3.0 x 3.0 = 9 sqm                                                                                                       £270.00

I5       3.0 x 3.0 = 9 sqm                                                                                                       £270.00

I6       3.0 x 4.5 = 13.5 sqm                                                                                                  £405.00

I7       3.0 x 5.0 = 15 sqm                                                                                                      £450.00

I8       7.5 x 6.0 = 45 sqm + 3.0x4.5 = 13.5sqm    TOTAL: 58.5 sqm                     £1,755.00

J1       12.0 x 3.00 = 36 sqm                                                                                                reserved

J2       3.0 x 3.0 = 9 sqm                                                                                                       reserved

J4       3.0 x 3.0 = 9 sqm                                                                                                       £270.00

J5       3.0 x 3.0 = 9 sqm                                                                                                       £270.00

 

TIMINGS - 'SPRING' EDITION 27-28 April 2019

Thursday 25th Apr 2019

Grandstands complex opens at 09:00

Trade/camping gate 09:00 – 20:00 (after which a holding area operates until the following morning)

Access to indoor trade stands within grandstands complex ceases at 20:00

 

Friday 26th April 2019

Grandstands complex opens at 07:00

Trade/camping gate opens 09:00 – 21:00 (after which a holding area operates until the following morning)

Access to indoor trade stands within grandstands complex ceases at 22:00

 

Saturday 27th April 2019

Main gate reopens at 08:00 for trade only. Show opening hours 10:00 – 17:00

(vehicle movement is strictly forbidden on walkways between 10:00 and 17:00 on Saturday)

 

Sunday 28th April 2019

Main gate reopens at 08:00 for trade only. Show opening hours 10:00 – 16:00

(vehicle movement is strictly forbidden on walkways between 10:00 and 16:00 on Sunday)

+ breakdown of trade stands before 16:00 on Sunday is strictly forbidden.

 

Monday 29th April 2019   Departure by 16:00

 

TIMINGS - 'LATE SUMMER' EDITION 28-29 September 2019

Monday 23rd Sept 2019  

Camping gate opens 13:00 – closes 20:00 (after which a holding area operates until the following morning)

 

Tuesday 24th Sept 2019

Camping gate opens 13:00 – closes 20:00 (after which a holding area operates until the following morning)

 

Wednesday 25th Sept 2019

Camping gate opens 13:00 – closes 20:00 (after which a holding area operates until the following morning)

 

Thursday 26th Sept 2019

Grandstands complex opens at 09:00

Trade/camping gate 09:00 – 20:00 (after which a holding area operates until the following morning)

Access to indoor trade stands within grandstands complex ceases at 20:00

 

Friday 27th Sept 2019

Grandstands complex opens at 07:00

Trade/camping gate opens 09:00 – 20:00 (after which a holding area operates until the following morning)

Access to indoor trade stands within grandstands complex ceases at 22:00

 

Saturday 28th Sept 2019

Main gate reopens at 08:00 for trade only. Show opening hours 10:00 – 17:00

(vehicle movement is strictly forbidden on walkways between 10:00 and 17:00 on Saturday)

 

Sunday 29th Sept 2019

Main gate reopens at 08:00 for trade only. Show opening hours 10:00 – 16:00

(vehicle movement is strictly forbidden on walkways between 10:00 and 16:00 on Sunday)

+ breakdown of trade stands before 16:00 on Sunday is strictly forbidden.

 

Monday 30th Sept 2019   Departure by 16:00

 

INDOOR/OUTDOOR TRADE STANDS -

TERMS & CONDITIONS & GENERAL INFORMATION

  1. By completing a Trade Stand Booking Form you are entering into a contract with Off Road UK, the Organiser of ADVENTURE OVERLAND SHOW. All contracts are fully binding and non-refundable, making you fully liable for the total amount of the stand space booked.
  1. Trade Booking Forms must contain an accurate description of goods being exhibited/sold. Only items of this description will be allowed.
  1. Unless by prior written permission, the sub-letting of all or part of a Trade Stand by an Exhibitor is strictly forbidden.
  1. Under no circumstances will auctioning, raffles, lotteries, tombolas or pick-a-ticket stands be allowed at ADVENTURE OVERLAND SHOW without prior written permission from Off Road UK.
  1. Except by prior written permission from Off Road UK, the distribution of promotional flyers, leaflets, posters, banners or any other advertising material outside the confines of a Trade Stand pitch is forbidden at Stratford Racecourse. This includes all walkways and roads within the venue including entrances/exits. Offenders will be billed for this offence.
  1. Unless escorted to their Trade Stand by an event official, upon arrival on site all exhibitors must register at Check-in before proceeding to their allotted Trade Stand pitch.
  1. To meet our insurance requirements, all moving vehicles on site must be ‘road legal’. Supervision when unloading/loading unregistered or non-road legal display vehicles is the responsibility of the trader. An exhibitor’s car park will be available. Being a pedestrianised area, vehicle movement is restricted within the showground area between the specified show opening hours as stated above.
  1. Whether complimentary or purchased, no food or beverages is to be distributed from Trade Stands.
  1. Unless by prior written permission from Off Road UK, the use of amplified public address systems and/or music is strictly prohibited.
  1. Generators must be either silent running, or if an older model, baffled with boards to prevent nuisance to other traders/campers. Unless by prior written permission from Off Road UK, generator times between 08:30 hrs – 23:00 hrs only. Off Road UK retains the right to prevent nuisance caused by noisy generators, in extreme cases the ejection of a trader from site without refund or recourse.
  1. Traders may camp overnight within the confines of their Trade Stand pitches, or in the campsite providing a camping permit is displayed. Simply visit the Event Office to collect a camping permit covering any size tent, caravan or motorhome for up to 4 persons. Trading within the campsite is strictly prohibited.
  1. Dogs under control are welcome - clean up mandatory!
  1. Barbeques and open fires are perfectly acceptable, providing they aren’t likely to cause a fire hazard, and are raised so the grass is not scorched or marked in any way. Traders will be charged for damage to grass.
  1. As there are few electrical hook-ups on site, the Organisers can charge batteries for wheelchairs, mobility scooters, cameras, phones, etc. at the Event Office.
  1. Site facilities include toilets (including disabled access), showers, mains drinking water, Elsan emptying points, laundry.
  1. Should traders require any further information whilst on site, the Event Office is located in the centre of the showground adjacent to the toilet/shower block.
  1. Should inclement weather prevent the positioning or removal of your exhibit, you should contact the Event Office to arrange a suitable tow vehicle. Under no circumstances should this be attempted by any other party. If inclement weather or adverse ground conditions prevent the use of your chosen or allocated Trade Stand pitch, the organisers reserve the right to arrange an alternative pitch without prior notice. Any ground damage will be charged for at cost. In the event of exceptional weather conditions, exhibitors must provide and use protective trackway in order to prevent ground damage and consequent charges from the organisers. You are strongly advised to carry your own cancellation insurance for any event you may exhibit at. Should the event be postponed, abandoned, cancelled or re-located for whatever reason, the organiser shall not be liable in any way in respect of expenditure, liability or loss incurred by the trader. No refunds under any circumstances. Off Road UK retains the right to move or relocate Trade Stands, Display or Exhibits for whatever reason. The organiser reserves at all times the right to refuse an application for exhibition space without explanation.
  1. All cancellations by the trader of a non-refundable Trade Stand pitch should be made in writing to Off Road UK.
  1. Upon entering Stratford Racecourse, it is the responsibility of the trader to ensure that exhibition equipment, vehicles and all or any other property is in a condition that is safe for all persons and who may reasonably and forseeably come into contact with or be affected by it. That you, your servants and agents conform to all statutory and local conditions, directions and advices of any whatsoever, wheresoever and to whomsoever. All goods or services sold at the show should conform to current trading standards legislation.
  1. Health & Safety requirements including Risk Assessments, Public Liability Insurance, shelters and the good order/operation of all vehicles & equipment within the confines of Trade Stands (whether hired or owned) are the responsibility of the trader. Exhibitors are required to take out the necessary insurance against fire and all other risks including third party claims. The Exhibitor must also indemnify the Event Organisers against all claims, damages or expense whatsoever in any way arising out of his attendance or his exhibits on the event site. The completed booking form for a Trade Stand shall be deemed as confirmation by the Exhibitor that the necessary insurance cover has been obtained, and the Exhibitor agrees to indemnify the Event Organisers, their staff and their agents against all and any claims which may arise.
  1. Trading Standards – Exhibitors must comply with all relevant Trading Standards legislation; this involves safety, fairtrading and quality. There will be representatives from the local Trading Standards department on site during the Show. Please contact your local council if you require more information. Off Road UK will encourage the consumer to forward any complaints to the Trading Standards Office.
  1. It is the responsibility of the trader to ensure that safety items such as multiple fire extinguishers, whether mandatory or recommended, are visible and in good working order. Similarly legal requirements such as No Smoking signs should also be clearly visible.
  1. Should a trader find they need assistance with anything connected with the ADVENTURE OVERLAND SHOW, simply ask an Official, Marshal, Security personnel, or of course call in to the Event Office. If we can help we will.
  1. IMPORTANT: We have kept trade stand fees to a minimum, so to keep our costs down … please take your trade rubbish home! Traders flouting this basic rule will be charged plus refused entry to future events.