YP FIELD DAYS INC. CONDITIONS
1: SITE APPLICATIONS - PAYMENTS:
Site Applications must be received by the Chief Executive Officer no later than 31st July of the year of the event. Full payment must be received by the due date as specified on the YP Field Days tax invoice.
2: CANCELLATION POLICY:
If an exhibitor cancels their site booking at any time after 5.00pm on the second Friday in August of the year of the event, the Yorke Peninsula Field Days Incorporated is entitled to and will retain ten per cent 10% of the total site and ancillary fees. If without justifiable reason, an exhibitor cancels their site booking at any time after 5.00pm on the third Monday in September of the year of the event, the Yorke Peninsula Field Days Incorporated is entitled to and will retain all fees and cost. If an exhibitor fails to attend the Yorke Peninsula Field Days or fails to utilise their booked site, no refunds will be made and all fees and costs paid will be forfeited.
3: PUBLIC LIABILITY INSURANCE:
YP Field Days Inc. has Public Liability Insurance, however all exhibitors and site sharers must hold their own Public/Product Liability Insurance and are required to provide proof of their cover in the form of a Certificate of Currency.
4: AMPLIFIERS & LOUDSPEAKERS:
The use of amplifiers and loudspeakers is strictly prohibited.
5: AERIAL DROPPING OF LEAFLETS:
The Aerial dropping of leaflets over the Field Days site is prohibited.
6: CANCELLATION OF THE EVENT:
The Yorke Peninsula Field Days Incorporated makes considerable investment in staging a Field Days event and understand that all exhibitors and service providers involved in the event do likewise. As such, the Yorke Peninsula Field Days Incorporated will make every reasonable effort to ensure that each Field Days event proceeds as scheduled. Payment for site bookings are required to be made within 30 days of an invoice being issued, or the site may be reallocated. In the event that it should be found necessary to cancel or postpone a Field Days event for reason of fire, flood, earthquake, epidemic, pandemic, terrorism, government direction, act of god or other circumstances beyond the reasonable control of the Yorke Peninsula Field Days Incorporated, the field days will as soon as is reasonably practical communicate this decision to all exhibitors and service providers. Once advised of such cancellation or postponement, Exhibitors will have the option to either roll-over any site or ancillary fees paid, to the next scheduled Field Days event, or seek refund in accordance with the following scale:
The Yorke Peninsula Field Days Inc. shall not be liable to any exhibitor for any compensation on the ground of loss of profits in respect to such cancellation or postponement.
No exhibitor or person shall be permitted to publicly infringe the rights of the caterers approved by the Yorke Peninsula Field Days Inc.
If the committee of the Yorke Peninsula Field Days Inc. refuses any entrant or refuses to allot any space to any exhibitor or having allotted any space to an exhibitor refuses to permit the exhibitor to occupy that space the committee shall not be liable to pay the exhibitor for any compensation on the grounds of loss of profits or otherwise in respect to such cancellation or suspension of the said space.
No exhibitor shall conduct or permit or suffer to be conducted in the area of the field days any competition or game without the prior written consent from the Yorke Peninsula Field Days Inc. committee.
The Yorke Peninsula Field Days Committee reserves the right to restrict the use of electricity by any exhibitor.
All prospective exhibitors shall enter their exhibits on the appropriate application which must be received by the required date. Exhibits must not be removed before 5.00pm on the Thursday of the event.
New equipment only may be displayed for sale. Used equipment of a current model may be brought on to the ground only for use in comparative demonstrations.
Exhibitors must, before digging any holes or driving any objects into the ground, ensure there are no underground power cables, communication lines or water pipes which could be damaged or cause injury to the Exhibitor or their staff or any person. All damages caused by the exhibitor or their staff will be repaired at the exhibitor’s expense.
(A) Sale, Distribution, Delivery: No entrant or other person shall sell, distribute or deliver to the field days site any fuel of whatever nature other than the person or persons authorised by the committee of the Yorke Peninsula Field Days Inc.
(B) Storage: It shall be an express condition of the field days that no entrant or other person shall store fuel of any nature within the confines of the field days site.
The Yorke Peninsula Field Days Inc. shall not be liable for any loss of or damage to, the exhibitor’s property while on the field days site. The exhibitors store their property on the site at their own risk.
Livestock shall be permitted on site only by arrangement with and the approval of the committee of the Yorke Peninsula Field Days Inc.
18: OFFENSIVE MATERIAL:
The committee of the Yorke Peninsula Field Days Inc. shall have the power to enter upon any area on which the field days are being conducted at any time and remove any articles, signs, pictures, or printed matter which in their opinion may be a cause of offence to the public or the officials of the Committee.
19: OPERATING CONDITIONS:
The committee of the Yorke Peninsula Field Days Inc. reserve the right to amend operating conditions as specified at any time and to regulate the use of machinery on static display sites.
20: PUBLIC ADDRESS - DEMONSTRATIONS:
All exhibitors will be allowed no more than five minutes to describe their equipment being demonstrated over public address system.
21: REQUIREMENTS UNDER ANY ACT OF PARLIAMENT:
Exhibitors shall conform with the requirements of any Act of Parliament which may govern the erection of structures, the display and/or other products or goods of the exhibitors, and the regulation by-laws and ordinances made under such Act.
22: RIGHT OF REFUSAL:
The committee and administration of the Yorke Peninsula Field Days Inc. reserves the right to refuse in its discretion, any entry of any exhibitor or to refuse to allot space without having to assign any reason for that refusal, and including if there is an infringement on any forgoing conditions and/or if the exhibitor does not occupy the space at the commencement of and during the full period of the field days.
23: SAFETY WATCH:
The Yorke Peninsula Field Days Inc. will provide nightly site security (ie 7.00pm to 7.00am) for a number of days before, during and after the Field Days event.
The Yorke Peninsula Field Days Inc. shall not be held liable for loss or damage to the exhibitor’s property while on the Field Days site.
24: SITE APPEARANCE:
Exhibitors are responsible for the condition of the area allotted to them during the currency of the field days and upon completion of such field days exhibitors shall clean such area to the satisfaction of the committee of the Yorke Peninsula Field Days Inc
25: SUBLETTING / SHARING OF SITES:
Except with the written consent previously obtained from the Yorke Peninsula Field Days Inc. committee, the exhibitor shall not assign or sublet or part with possession of the whole or any part of the space allotted to it or purport to do so. Exhibitors who invite other firms to display or demonstrate on their site must ensure that the firm concerned is entered on the Site Application Form. Site sharing fee of $165.00 (Incl GST) per additional exhibitor applies and payment must be made to the Yorke Peninsula Field Days Inc. as requested via Tax Invoice.
26: REMOVAL OF EXHIBITS:
If any machinery, displays or exhibits are not removed from the site by the 30th October after the event, Yorke Peninsula Field Days Incorporated is entitled to charge a reasonable storage fee thereafter and at the discretion of Yorke Peninsula Field Days Incorporated to store any such items as deemed fit.
27. BORDER CLOSURES:
Exhibitors unable to attend the YP Field Days due to Government enforced border closures, have the option to either roll-over any site fees paid to the next scheduled Field Days event (advice of which should be received no later than 12 weeks prior to the Field Days), or seek refund in accordance with the scale detailed in the Event Cancellation policy (provision 6) unless the YP Field Days management are able to resell the site.
28. SITE RESERVATIONS:
After each Field Days event, exhibitors will have the opportunity to reserve their site for the next Field Days. Exhibitors will have until the 31st December of a Field Days year to reserve their site on payment of a $250 site reservation fee. This fee will be deducted from the full site fee at the next Field Days, provided site fees are fully paid on time, otherwise the site reservation fee will be forfeited. If special circumstances exist, the Field Days management are able to resell the site.
29: EXHIBITOR INFORMATION:
All the items of Exhibitor Information form part of these Conditions.