Site Regulations

Site Regulations

Please take time to read the site regulations below. If there is any update or change, we will notify you via email or telephone. 

Strictly no trading or stand displays in the show aisles unless approved by the Sales and Operations Team. 

Any banners or posters displayed outside an exhibitor stand without prior consent will be removed and destroyed.

The use of Drones and other similar devices however operated are not permitted within the confines of the Show ground or car parks.

The Game Fair 2024 - Site Safety Rules 

The Game Fair 2024 Site Safety Rules

Everyone working at the show must be familiar with these rules before arriving on site, it is the responsibility of all personnel working on site to maintain a safe working environment. 

General

  • Everyone is required to work safely on site at all times. 
  • Anyone not following these rules will be asked to leave site.
  • Exhibitors and their contractors, regardless of the number of employees, MUST submit to the organiser, a written general, and separate fire-risk assessment. (Information and guidance on general and fire risk assessments can be found in the E-Zone)
  • Children under 16 are not allowed on site during Build-up and Breakdown.
  • All safety rules, instructions and warning notices that may be posted must be observed.  
  • You must undertake a Site Induction prior to the point of entry to site. 
  • Any accidents or near-misses must be reported to the Organisers Office or The Game Fair Safety team as soon as possible.
  • Ensure that your work operations do not affect the safety of other exhibitors or site contractors
  • All generators must be provided by the official electrical contractor. No other generators are permitted. Any unauthorised generators will be confiscated.  
  • Be aware that the event site is a working construction area, and you should always remain vigilant to your surroundings. Be aware that work activities will be always taking place around you. 
  • Unloading and reloading of exhibits and equipment must be pre-planned/pre-booked. All mechanical lifting operations must comply with the statutory regulations.
  • Stands, exhibits, banners, flagpoles etc must be adequately stable, taking into consideration likely weather and ground conditions.
  • Exhibitor’s handling food must expect inspections by environmental health officers.
  • Do not do anything to pollute the land, or any action which may affect the wildlife which reside on the estate. Please report any fuel leakages or pollution to the Organisers Office.
  • Please note that drones are NOT permitted on site. Any persons found with them on site will have them confiscated and you may be asked to leave site. 
  • Do not bring any hazardous substances to the event site, this includes acetylene.

Site Speed Limit

The site speed limit is 10mph (5mph on trackway); please make sure that you keep within the speed limit. Our security team will stop anyone driving fast, in a careless manner or suspected to be under the influence of drugs or alcohol. All incidents will be reported to the organiser and the vehicle keys may be removed. 

Anyone caught speeding will be fined or asked to leave site immediately. Speeding is not tolerated on site. 

No vehicle movement on site during trading hours. 

Deliveries

Accepting Deliveries – The organiser or their contractors will NOT take responsibility for any type of delivery, and ‘signed for’ items will not be accepted in any circumstances. Furthermore, there are no storage facilities on site for deliveries. Exhibitors must make their own arrangements for the receipt of deliveries. 

Deliveries during Show Days – Your contact number must be given to the courier company so they can ring you to come and collect the package – No Site Access after 7.30am during Show Days. 

Golf Buggies, Quad Bikes, and motorcycles 

Driving of motorcycles, Golf Buggies and Quad Bikes is strictly prohibited on site at any time unless they are official National Game Fair vehicles displaying an official number. 

Any golf buggies or quad bikes found on site that are not official organisers vehicles or part of an exhibitor stand will be asked to leave site – this includes any contractors found on site without an official vehicle sticker. 

 Event Staff

Floor Managers, Event organisers, Security Staff, and stewards will be on site to assist exhibitors where possible, please co-operate with them. If you have any queries on site, please visit the Organisers Office, or call 01992 931044.

Children

Under NO circumstances will children under the age of 16 years be allowed into the show ground during the build-up and breakdown period. The show ground can be hazardous during these times and this ruling is in place to protect children’s safety. We regret no exceptions can be made to this ruling under any circumstance. 

Warning to Exhibitors (AEO)

In recent years, third parties such as International Fairs directory, Expo Guides, Fair guide, Construct Data Verlag, and others have been targeting exhibitors at major exhibitions for paid entries into show guides. These companies are NOT in any way affiliated with The Game Fair and are NOT working on our behalf.

These companies use a misleading form, often with the show logo which resembles an organiser’s free catalogue entry form. Exhibitors who sign and return the form for an entry in an online directory are contracted into a three-year, ‘non-retractable’ agreement. Non-payment is then followed by aggressive debt collecting by recovery agents, including threats of legal action. We strongly advise all exhibitors to be vigilant against organisations such as these. Please be aware and contact us if you require any clarification.

If you have been caught out, the current advice from the AEO (Association of Exhibition Organisers) is as follows.

  • DO NOT PART WITH ANY MONEY. DO NOT PAY ANYTHING!
  • IGNORE THEM COMPLETELY – do not communicate with them in any way, even if they threaten legal action. Writing letters simply confirms that you exist and are available at the address/email address/number they have for you and encouraging them to pursue payment. 
  • Report it to your local trading standards.
  • Keep a log of all correspondence and contact from them.

Balloons/Blimps

If you intend to have balloons/blimps above your stand, you must ensure that they are included in the risk assessment for your stand and the information is submitted as part of your health and safety process. The following regulations must also be adhered to. 

·       Permission to use advertising balloons must be obtained from the Organisers. 

·       The balloon must be positioned as centrally as possible within the confines of your allocated space, in order that any logos/designs displayed are not immediately overlooking any neighbouring stand. 

Noise

Exhibitors must not play music, use a PA system, or make any other noise at a volume level which will cause annoyance to adjoining exhibitors. This includes revving car engines on motor vehicle stands.

As per T&Cs in your contract any noise made by Exhibitors during or after show hours must be kept to an absolute minimum to avoid disturbance to other Exhibitors. Exhibitors found to be making excessive noise or disturbance on site after 23.00 will be required to leave site immediately. 

Waste and Rubbish

We ask all exhibitors to put any flat packed cardboard in front of their stand at the end of the day. Our waste team will then collect the boxes. Any un-flattened boxes will not be removed. Exhibitors are responsible for cleaning their stands each evening by 8pm and leaving their waste stacked for collection immediately outside the stand in their own waste bags. Exhibitors providing catering on their stands must provide their own bins for waste food. 

Waste bins are positoned around the site for rubbish. Please ensure that any rubbish goes to the bins after 7pm. Please bear in mind that the earlier rubbish is placed in the bins, the easier it is to clear. It is important that waste water is not disposed of directly on to the ground. There are wastewater disposal points at each toilet and shower block, these will be emptied/serviced regularly.

Exhibitors are required to maintain their stand spaces and surrounding area in a clean, tidy, and hygienic manner. Waste material must not be stored at the rear of a stand. Please be aware of the fire risk when storing waste, keep soft dry waste away from sources of heat or ignition. Recycling bins are available across the show ground. 

BBQ

BBQs are allowed on site in open space; however, they are NOT allowed in shedding structures. If the ground is very dry, we may prohibit the use of BBQ’s. Updates will be via email or text.

Dogs on site

Dogs must NOT be left alone in cars. Our dog patrols work with the RSPCA and the police to release any dogs left alone in cars. Organisers of The Game Fair will not be held responsible for any damage done to a vehicle in such cases. Be aware that dog thieves operate throughout the U.K.

Please clean up after your dog. 

Dogs On Site

All pets must be kept under control and dogs are to be kept on leads. During show hours there is a dog creche available. Please do not leave pets alone in cars or caravans. Please clean up any dog mess and dispose of it hygienically in the bins provided. 

During hot weather keep your dogs off the trackway as this can become very hot to walk on. 

Dogs are not allowed in the arenas during build up or show days.

Please clean up after your dog.