MAY RACING GOODWOOD FEATURING “THE GIN GARDEN” EXHIBITOR INFORMATION PACK 23rd, 24th & 25th May 2019
GOODWOOD RACES MAY FESTIVAL
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Title Page Contents The Event The Gin Garden Goodwood Racecourse Site Plan The Richmond Enclosure Key Landmarks Turf Club Pavilion Floor Plan Stand Structures Stand Information Set Up, Vehicle and Personal Access and Security Marketing and PR activity Public Liability Requirements, Health and Safety, & PAT Testing Requirements 13. Recommended Accommodation 14. Terms and Conditions
GOODWOOD RACES MAY FESTIVAL
The Event:
Thursday 23rd May – Saturday 25th May: Trading from 11.30am to 18.00pm The Goodwood Estate is the largest low land organic farm in the UK, so the Estate loves championing food heroes, and local food and drink producers and independents. This fabulous three-day race meeting invites guests to watch exhilarating horseracing, taste the finest local and national artisan foods and drinks and experience hands-on activities- all whilst enjoying the spring-time, countryside air. This race meet is usually attended by between 25,000 – 27,000 people. The Gin Garden will be situated within the Turf Club Pavillion which has its own seated lawn area just outside the building. The site will be well sign posted and major advertising all the way around to promote the Gin Garden.
GOODWOOD RACES MAY FESTIVAL The Gin Garden inspiration from 2018:
GOODWOOD RACES MAY FESTIVAL
Goodwood Site MayRacecourse Festival Entire SitePlan: Map
Trade Stalls
Old Paddock car-park
Car Park
West Entrance
Vehicle Entrance
For Exhibitor Parking and Load in, make way Kennel Hill up andKennel take Hill and take the For Exhibitor Parking andyour Load in, up make your way last right hand gate the intolast the right Paddock behind the Charlton Stand – BUT handCar-park gate into the Paddock Car-park the Charlton StandHILL! – MAKE SUREbehind YOU ARE ON KENNEL BUT MAKE SURE YOU ARE ON KENNEL HILL!
GOODWOOD RACES MAY FESTIVAL
The Richmond Enclosure Key Landmarks The Richmond Enclosure Key – we are in the Landmarks – we areTurf in Club! the Turf Club! The Racecourse
Double Trigger Charlton Stand
Turf Club
West Entrance
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Turf Club Pavilion Floor Plan
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2
4
5
10
11
No Entry
9 12
1 8
Entrance 7
Pricing : 6ft Stands £600 + VAT
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BAR
13
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Stand structures: 6ft Trestle Tables We can provide 1 x 6ft trestle table (as required) with 2 x chairs. White table cloths are available at an extra cost of £3 Please indicate at point of booking if these are required.
GOODWOOD RACES MAY FESTIVAL
Stand information: 6ft Trestle Table £600 + VAT (+FREE Electrics) (Full payment will be required on booking)
Goodwood will: • Provide the Tables and Chairs. • Provide a double 13 amp power socket per pitch if required, this needs to be arranged at booking • Light the venue. • Provide directional signage. • Set-dress to look like a market place. • Advertise your brand. • Goodwood will work with all brands attending the festival with a social media campaign and work with you individually on that on terms of whether you are more of a facebook advertiser or twitter. Storage: • Storage of all stock should be out of sight of the customers or neatly concealed. • If you require additional storage you must say at the time of booking. Goodwood on site contact information to be provided.
GOODWOOD RACES MAY FESTIVAL Set-Up,Vehicle and Personal Access and Security: Set Up: • The venue will be ready for brands to set-up from 14:00pm on Wednesday 22nd May. • Brands can also set up on the morning of Thursday 23rd May, but all trade stalls should be complete and ready for trade at 11:00am ready for gate opening at 11:30am. Security: • Goodwood have roaming security 24 hours a day and will also provide a night security guard outside the Turf Club structure for the duration of the event. Vehicle Access: • Loading/Unloading vehicles will be permitted to access the site from 14.00pm – 18:00pm on Wednesday 22nd May and 07:00am-09:00am on Thursday 23rd May. • Vehicles should be removed from site to the car park by 10:30am (23rd May). • Free parking for vehicles will be in the public car park number 8, a short walk from the market stalls. • Vehicles should display the ‘Service Vehicle’ pass, this will allow them on site to unload. The pass should be printed in colour in advance and displayed on the dashboard. This PDF is available as a separate attachment. Personal Access: • Personnel will be issued with an access pass to get onto the site ahead of gate opening times and should inform gate security which stall they are working on.
GOODWOOD RACES MAY FESTIVAL
Marketing and PR activity: • • • • •
Goodwood expect between 25,000 to 27,000 guests for this race event. Access to the Turf Club Pavilion will be exclusively accessible to Richmond Enclosure members. Goodwood will be sending a series of dedicated eshots to their database of c.120,000. Goodwood Racecourse has 43,200 twitter followers, 57,369 facebook likes and 13,300 instagram followers. All exhibitors will be listed in the race card and on the website.
GOODWOOD RACES MAY FESTIVAL
Public Liability Requirements, Health and Safety, & PAT Testing Requirements: •
As you are selling alcohol you must have an alcohol license and this will be required in advance of the event. Please note Goodwood follows a ‘challenge under 25 policy’.
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You must have all your electrical appliances PAT tested and comply with they current electrical standards.
GOODWOOD RACES MAY FESTIVAL
Recommended Accommodation: All approximately between 10 and 20 minutes of the venue Goodwood Hotel https://www.goodwood.com/estate/the-goodwood-hotel/\ Chichester Park Hotel https://www.chichesterparkhotel.com/ Linden House https://www.lindenhousewestwittering.com/ Travel Lodge https://www.travelodge.co.uk/ Rooks Hill Bed and Breakfast http://www.rookshill.co.uk/ Royal Oak https://www.royaloakeastlavant.co.uk/ Rubens Barn http://www.rubensbarn.co.uk/ The Brambles (Amberley house cottages) https://www.amberleyhousecottages.co.uk/
GOODWOOD RACES MAY FESTIVAL TERMS AND CONDITIONS Each exhibitor is allocated a pre-agreed space within the venue and will be provided with the agreed number of tables / spacing as confirmed when booking the event. Any changes will be made in consultation with you should changes be imposed by the venue. The Rare Brand Market makes no representation in relation to footfall or potential sales at the event, although it will share with you footfall from previous events. Although the Rare Brand Market invests in marketing for their events, Goodwood will be responsible for signage and other footfall generators for this racing weekend. Sales however depend on a multitude of factors including the exhibitor’s products, displays, pricing and engagement with the customers at the event. Please note x1 chair per pitch, 1 x table and an A4 sign will be allocated to you. Please check the venue plan with the stand-layout and please email us if you have a query ASAP. Any queries must be sorted out 6 weeks prior to the event. Load in and set up for the event will take place on Wednesday 22 nd May from 2pm – 6pm and on Thursday morning 23 rd May between 7am and 9am. Gates open at 11am. We are unable to assist with load in. Please bring a trolley or specialist equipment if you have particularly heavy items. Each exhibitor is responsible for the removal of all packaging and refuse generated from their stand and should ensure this is not left anywhere at or outside the venue. Exhibitors are not allowed to make any alterations to the flooring or walls, and the cost of any damage caused will be charged to the exhibitor. Each exhibitor should expect a Risk Assessment to be undertaken by The Rare Brand Market and Goodwood health and safety team prior to trading to ensure no escape or key routes are obstructed and should comply with any instructions. TRBM have their own event/public liability insurance, and so do the venues. Each exhibitor needs to have their personal stock insured for loss and damage, and please make sure this includes ‘stock in transit’ and off-site from your base premises/storage facilities, including cover for stock whilst trading at the venue. TRBM will not take any responsibility for the loss or damage to exhibitor stock, stand equipment or personal effects. Each exhibitor should ensure that their stand is manned during the event trading hours and work with others to have breaks. Each exhibitor should allow for sufficient carrier bags to support their sales. Any equipment must be PAT tested and comply to current electrical standards. Each exhibitor should try to be able to offer either mobile EPOS/Streamline or the ability to accept cash and cheque as payment for goods. The purchase of all goods is a transaction between an individual customer and that exhibitor. Each exhibitor should ensure that their terms and conditions of sales are made available for customers to view and that any recourse or refund is dealt with directly with the individual customer. The Rare Brand Market is not party to any retail transactions made at the event. Cancellation policy; • 12 wks or more 25% admin fee • 8 wks or more 50% admin fee • 4 wks or more 90% admin fee • Under 4 wks - non refundable You will not be guaranteed a stand booking unless a deposit is received. Therefore if you book and say you are transferring monies by BACS, we will not formally book your stand and process the paperwork until the transfer has reached our accounts team. All BACS transfers need to have a reference of your brand name and the Goodwood Races May Festival event name. The Rare Brand Market Ltd, Company Number 08222551 VAT Number: 228689559 Registered Office: c/o Evans Weir, The Victoria, 25 St Pancras, Chichester, PO19 7LT