Trade stand application form

Trade Stands who book early are the most likely to be given preferred sites. No voice amplification systems may be used by Trade Stand exhibitors. The Show Committee reserves the right to refuse an application for a Trade Stand, and refund any payment made, eg, in the event of a number of very similar stands having already been booked.

Must be arranged by you. These can be hired from Malton Marquees (Tel: 01759 373033 or 07889 956919 email info@maltonmarquees.co.uk) and can be delivered and erected at the same time as the Show marquees.
N.B. Please discuss with Trade Stand Officer if you are considering using a marquee before
making any arrangements. Please advise us the size of the marquee you will be using and remember to add 2 m extra frontage and 2 m extra depth to accommodate guy ropes, eg a 6 m x 6 m marquee needs an 8 m x 8 m site.

All Trade Stands must carry their own Public (and Employers, where applicable) Liability Insurance for at least £2m, a copy of which must be submitted with your booking. The Society is aware that Insurance often needs renewal between application and Show Day – it is the Trade Stand’s responsibility to renew the said insurance and send a copy of the renewed Policy to us as soon as you receive it. Failure to forward the relevant documents may result in your booking being cancelled without refund.

All exhibitors must comply with their own trade/professional standards to meet the health and safety standards required by law. Equipment and appliance certification should be readily available for inspection on Show day, and a current Risk Assessment needs to be submitted with your booking.

Stands are prohibited from selling alcohol for consumption on the showground. Traders can sell produce to be taken for consumption at home.

Please ensure you book a space the size of the total area you require, including space for vehicle if parked alongside your stand. Please remember space needed for tow bars, chairs, tables etc. Give as much detail as possible on the form so we can put you in an appropriate place. Please note the children’s area has limited space so please book early to avoid disappointment.

Please obtain permission from the Trade Stand Officer for these by ticking the appropriate box on the application form.

(offering tasting samples, eg preserves, cheeses, artisan pies, fruit juices etc) Free sampling is permitted but only 1 – 2 small bite size of food per person and small 10ml drink per person. Giving away free food samples is regarded as a sale and the production and handling of the samples must comply with standard hygiene requirements. If you will be offering free samples over the maximum outlined above, your stand would then be considered a Food Stall, and you would need to comply with full Health & Safety and Food Hygiene regulations – please contact the Trade Stand Officer for further advice.

There is no mains water on site therefore it is recommended that you bring supplies to meet your requirements for the day.

Maximum depth allowed 1 metre. You will be responsible for securely fastening the banner to the perimeter of the Main or Show Jumping Ring, in the place allocated to you by a steward of the Society, and removing it at the end of the day. Any loose banners which are a distraction to animals or members of the public will be removed without notice.

Trade Stands booked and paid for by 31st July will be listed free of charge in the Show Day Programme.

Adverts 7cm wide x 5cm deep (approx 3” x 2”) can be booked no later than 5th July at a of cost £50. Please indicate on the Application Form if you would like details about how to book an advert.

Offers of sponsorship for any class in the Show will be gratefully received by the Committee.

Two admission tickets and one vehicle permit per stand will be issued for each booking.

Vehicle permits must be displayed in the windscreen. If you have additional staff or helpers who will be attending the Show at any time during the day you must purchase any extra admission tickets required at £5 each. Anyone who turns up without a ticket will be required to pay on the gate, otherwise they will be refused admission to the showground. Additional vehicle permits may be available on request but only with additional ticket purchases.

The showground is open from 7 am on Show Day. Areas which are not occupied by 10 am on Show Day may be re-allocated:

• All special requirements stated on your application form will have been taken into consideration and the position and/or size of your site cannot be changed upon arrival at the Show.
• On arrival at the showground please stay in the right hand lane and head to the “Trade Stands Arrival and Holding Area” located at the top of the ramp, opposite the Administration tent, where you will be directed to your site.
• If you wish to set up on Friday, a plan of the showground indicating the position of your site will be displayed from noon at the Administration tent. Please note that the Society cannot accept responsibility for any lost, damage, stolen goods/vehicles etc left on the show field
• Tables and chairs, if ordered, will be left on your site on Friday evening (weather permitting). If your furniture is not on the site please go to the Administration tent to collect additional items
• Once you have finished setting up your stand you must park your car/towing vehicle in the Trade Stands (White) car park unless otherwise directed. Vehicles must not be parked behind or adjacent to your stand unless they form part of your display and it has been previously arranged with the Trade Stands Officer.
• Please note that all Trade Stands must be on the showground no later than 9.30 am on Saturday and there must be NO vehicular movement on the field between the hours of 10.00 am and 5.00 pm. A breach of this rule could result in an application for a stand at the 2025 Show being refused. Please make sure staff attending with the stand are aware of this rule.

Trade Stands who do not adhere to these rules may be asked to leave the showground and will not be invited back in future.

The Trade Stand judge will visit your stand during the Show and trophies will be awarded for the Best Local and Best Open Trade Stands at 3pm.

You must clear all waste and rubbish from your area before leaving the showground. Extra bin bags can be collected from the Administration tent at any time throughout the day.

No refunds shall be given if cancellation is made less than 21 days prior to the date of the Show. Refunds for cancellations made more than 21 days before the Show will be subject to an admin charge of £15. In the event of the entire Show being cancelled prior to show day, full refunds will be made.