Conditions and Rules of the event

• As an exhibitor at the Field Days
you must accept and abide by the
Rules and Conditions of the event.
Your signature on the application
form shows that you accept these.

• The person who signs the
Application Form is responsible for
informing any person involved
with their site of the entire event’s
Rules and Conditions.

Site sharing

• Every exhibitor attending the Field
Days must submit a completed
Application Form, correct public
liability Certificate of Currency
details and be allocated a site
number.

• Piggy-backing, sub-letting or
sharing your site with another
exhibitor is strictly not allowed.

• Exhibitors can only display
materials that have a genuine link
to their site.

Insurance

• All exhibitors must have a
minimum $10 million public
liability policy that indemnifies
members of the public against
accident and injury on your
exhibition site.

• Every Field Days Site Application
must contain a copy of your public
liability insurance certificate of
currency noting the Australian
Rural Education Centre (AREC) as
an interested party.

• Please DO NOT send a copy of your
renewal notice or tax invoice for
your public liability insurance, it
MUST BE a copy of your public
liability insurance certificate of
currency noting the Australian
Rural Education Centre (AREC) as
an interested party.

• Exhibitors display materials and
stock is bought on site at your risk.
We strongly recommend you do
not leave your site and or secure
your goods during the event.

Electricity

• Electrical connections MUST be prebooked
on the application form.

• All electrical equipment must be
currently tested and tagged where
appropriate.

• Exhibitors are to make provisions
for their own power leads
(including testing & tagging),
adaptors and lights.

• Kettles and heaters are not able to
be used due to electrical load
restrictions.

• Some areas of the site do not have
access to electricity.

Occupational health and safety

• Your Field Days’ site is considered
an extension of your workplace.

• All laws, legislations and regulations
which normally apply to your
business also apply to your business
and its site at the Field Days.

• For the safety of all on site it is vital
that exhibitors fill out the safety
and risk awareness section.

• Camping is not allowed on the
Field Days site for security reasons.

• We recommend you book your
accommodation as early as possible.

• For further information or to obtain
a free Mudgee Region Visitor Guide
contact the Mudgee Region
Tourism Inc 1800 816 304 or
www.visitmudgeeregion.com.au

Advertising & the Field Days’program

• 37.500 copies of the official
program are produced and
distributed through The Land
newspaper the week prior to the
Field Days with some available for
visitors to the event.

• Advertising space in the Field Days’
program can be booked through
Rural Press (forms are included in
this package).

• Editorial for the program is
determined by AREC and
exhibitors can send information on
their products and services
via email, click here...

• Launching a new product or
service or want publicity for
existing products and services? You
need to contact the AREC office
and we will help you promote your
product if possible.

• We are helping to promote
‘Australian Made’ products. Please
make sure you tick the box where
requested if your products are
Australian made.

Animals including livestock

• Where livestock are part of an
exhibitor’s display, a separate
Livestock Declaration Form must
be submitted. Please contact the
office for a copy.

• Exhibitors are responsible for
providing yards, shelter and care
etc for their animals.

• No dogs or other pets are
permitted on the site – guide dogs
and other medical-assist animals
are permitted.

Water

• Water is available for nursery plants
and tank type exhibitors.

• Please contact the office when you
are booking your site to determine
if water is available on your site.

• You will need to bring your own
hoses and connections to access
water.

• Need a tank filled? You must
contact the office prior to Thursday

Telephone lines

• Telephone lines are available on
some sites. Contact the AREC office
for an Application Form which will
need to be returned directly to
Telstra Country Wide.

• Telstra Country Wide will confirm
availability and charges are set in
accordance with their pricing policies.

Security

• A professional security firm
monitors and patrols the site prior
to, during and after the event.

• Exhibitors are responsible for
everything on their site(s) and we
recommend you have sufficient
insurance to cover them at this
event.

Equipment hire

• AREC uses a professional hire
company for all its needs.

• An Equipment Rental Pack is
included for your convenience.
Exhibitor setup & forklift service

• All external exhibitors must be
setup by close of business (7pm)
on Thursday 15th July 2010

• Exhibitors with an internal site may
only setup on Friday 16th July 2010
between the hours of 6.30am &
8.00am

• A forklift service is available from
Wednesday 14th July 2010. Please
inform the office should you need it.

• Any deliveries prior to Wednesday
14th July 2010 must notify the
office and book the forklift if
necessary. Forklift hire prior to
Wednesday 14th July 2010 is at the
expense of the exhibitor.

• Unloading of exhibitor products
must be organised and supervised
by the exhibitor, not by the site staff.

Fashion Parades

• If you have a product you wish to
have considered for inclusion in
the fashion parades, please tick the
box indicating your interest on the
application form. Examples of
suitable products are clothing,
jewellery,work wear, shoes etc.

Cancellations

• All cancellations must be in writing
and will receive an 80% refund.

• No refunds will be given for
cancellations received after 15th
June 2007 unless we can resell
your site.

Flyers and leaflets

• Exhibitors can only distribute
information and materials from their
own site.

Competitions and raffles

• Competitions and raffles are not
allowed during the event without
AREC’s written permission and may
be cause for eviction from the event.

• Department of Gaming & Racing
may also conduct spot inspections.
Balloons

• Due to the close proximity of the
airport balloons are not permitted
on the site.

More information

When we confirm your site location
in June we will provide useful
information concerning access, car
parking, setup days, access times etc.

We advise that you keep all
information sent you in a safe place
for reference.

Please contact us should you require
any information not listed on this
website: Contact us...

Additional Terms & Conditions

The Society shall have the right to nominate the
situation of the block(s) applied for by the Exhibitor within
the areas indicated on the application and the Exhibitor
shall only have a licence to occupy the
block(s) so nominated during the period of the event.

2. The Exhibitor shall not be entitled to assign or part with
possession of the whole or any part of the block(s) without
the prior written consent of the Society.

3. The Exhibitor shall be responsible for the condition of the
block(s) during the period of the Event and upon the close
of the event shall clear the block(s) within 14 days of the
last day of the event and shall reinstate the same to the
condition thereof at the commencement of the licence to
the satisfaction of the Secretary of the Society. In the
event that the block(s) shall not be cleared and reinstated
as aforesaid the Exhibitor shall reimburse the Society for
any costs incurred by it in clearing and reinstating the
block(s).

4. The Society shall not be held liable for the loss of or damage
to the Exhibitor’s property whilst on the site.

5. The Society shall have the right to sell by public auction or
private treaty any structure or any plant equipment goods
or other articles that shall remain upon the
block(s) after the date referred to in clause 3. hereof and
the Exhibitor hereby irrevocably authorises the Society to
effect such sale and on the Exhibitor’s part to give full and
clear title to the purchaser AND the Society may retain for
its own use the proceeds of any such sale.

6. If the Society should find it necessary expedient or desirable
to cancel or postpone the event that this licence shall
cease to operate upon notice to that effect being served
on the Exhibitor personally or by posting such notice to
him by pre-paid post to the address shown in the application
and the Society shall not be liable to the Exhibitor for
any compensation whether on the ground of loss of profits
or otherwise in respect of such
cancellation or postponement and the Exhibitor shall not
be entitled to any refund or payment of any money paid by
the Exhibitor in relation to the licence.

7. The Society reserves the right to cancel this licence by
notice served on the Exhibitor in the manner provided in
clause 6. hereof in the event of an occurrence or happening
which in the opinion of the Secretary of the Society
justifies it in so doing and without affecting the generality
hereof in the event of any breach of these conditions or if
the Exhibitor does not occupy the
block(s) at the commencement of and during the full period
of the event AND the Society shall not be liable to pay
the Exhibitor any compensation whether on the ground of
loss of profit or otherwise or to refund any money paid by
the Exhibitor hereunder in respect of such cancellation.

8. The Exhibitor shall not fuel any vehicle’s plant or other
equipment within the site except at fuelling points
provided by the Society and shall only be entitled to have
such motor vehicles (other than for display
purposes) on the block(s) or on the site as may be
approved by the Society.

9. The Exhibitor shall effect Public Risk Insurance in
respect of its liability whilst within the site and produce
evidence thereof to the Society upon request.

10. The Exhibitor shall conform with the requirements of all
Acts of Parliament which may govern the erection of structures
the display and/or sale of machinery vehicles and all
other products or goods of the Exhibitor and the Regulations
By-Laws and Ordinances made under such Acts.

11. The Secretary of the Society or other person appointed by
the Society shall have the power to enter upon the block
(s) of any Exhibitor at any time and remove any article,
sign, picture or printed matter which in his or her opinion is
either not eligible for display or may be the cause of offence.

12. The dropping of advertising leaflets or other printed material
from aircraft over the site is prohibited.

13. The use of amplifiers or loud speakers by an Exhibitor is
prohibited without the prior written approval of the Society.

14. The Exhibitor shall not conduct or permit or suffer to be
conducted on the block(s) by competition game or sale by
auction without prior approval of the Society.

15. No livestock other than those provided or approved by the
Society shall be brought onto the site.
16. No machinery vehicles goods or other articles displayed
shall be removed from the Exhibitor’s block(s) before
4.30pm on the final day of the event.

17. Any building structure fences etc. erected on any block(s)
by the Exhibitor shall be entirely at the risk of the Exhibitor
who shall be responsible for its maintenance or protection
from damage at all times AND no action claim or demands
shall be made or taken against the Society for any damage
caused whatsoever and howsoever including any
action for negligence or trespass.

18. The Exhibitor shall at all times comply with any directions
that may be given by the manager of the Society whilst the
Exhibitor is upon the site.

19. The site will close between 7pm and 6:30am during the
period of the event and no person shall be permitted on
the site whilst closed.

20. From time to time the Society may share exhibitor information
with event sponsors, should you wish to not receive
any information from event sponsors, please ask to
be removed from the Society’s sponsors mailing lists in
writing to
Australian Rural Education Centre Co-operative Ltd
PO Box 12
Mudgee NSW 2850

21. Where the context permits the following words shall have
the following meaning:

• “the Society” shall mean the Australian Rural
Education Centre Co-operative Ltd,
• “the site” shall mean the Australian Rural Education
Centre, Cassilis Road, Mudgee and such other area(s) nominated
by the Society,
• “the Exhibitor” shall mean and include the Exhibitor, its employees
or agents,
• “the event” shall mean the event described on the
application form.