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I have read and understood the terms and conditions. And I agree to abide by the rules and regulations set forth in the Terms & Conditions and the booking form for the Royal Ascot Goat Races
I confirm full payment will be made four weeks before event date.
The hospitality tent allows you to entertain your guests in your own environment, from themed décor to food & beverages whilst enjoying and having access to all the entertainment the event has to offer.
The Hospitality tent rules and guidelines:
Allocation of 5 x 10m space includes:
5m x 5m Tent space
5X x 5m garden space
PAYMENTS:
Please make all payments to:
Royal Ascot Goat Races Ltd
Account no. 218/142446/1/5111/0
Bank: Guaranty Trust Bank (U) Ltd
Branch: Kira Road branch
REQUIREMENTS:
Vendors must meet all requirements listed below in order to be considered. Incomplete applications or missing permits may delay or cause your application to be denied.
Activity Tent specifications:
• Activity must be informed to the event organised in advance to avoid duplication of the activity
• Change of activity will not be permitted
• Activity tent owners can charge event goers to use the service or enter their tent
• The sale of food items is Not permitted.
Inclusions per Tent
• X 1 light source
• X 1 Power source
• Picket fence boundary
• Accreditation wrist bands for staff up to 4 pax
• Up to 2 days set up time pre event
• Contact details in event booklet
Set up / Breakdown / Parking
• Your tent space will be available to you two days before the event date.
• Limited set up will be permitted on the event date.
• All goods must be delivered by 10 am on the event day before the security sweep.
• A separate service point will be allocated for service providers; however it will be temporarily closed from 10 am – 2 pm on event day. The only service providers permissible after 2 pm will be your food & beverage vendors.
• Load out must be complete at the end of the event. No items should be left overnight.
• Parking inside the main hotel parking area is based on a first come first serve basis.
Security
• Although we will have skeletal security on-site the event organizers, venue, and any other partner associated with the Royal Ascot Goat Races are not liable for any loss, damage, or theft of goods and/or equipment left overnight or during the event.
• All items in your tent are your responsibility.
Accreditation & guest entry
• You will be allocated service provider accreditation tags for up to 4 staff members working in your tent. These should be collected on the eve of the event from Speke Resort Munyonyo, 12 pm – 4 pm
• Your guests are urged to bring their ticket to the event, upon verification will be given a wristband that allows access to your tent only.
• Every tent will have a different color-coded wristband.
• It is your responsibility to carry out a security/ wristband check at your tent.
REFUNDS:
All fees are non-refundable.
INSURANCE REQUIREMENTS:
The Royal Ascot Goat Races Ltd is not responsible for providing any liability insurance or any workman’s compensation insurance for the personnel of the independent contractors operating hospitality tents. The Royal Ascot Goat Races Ltd are specifically exempt from any liability for any losses, accidents, injuries, or deaths to any personnel who are in the operation of any tent at the event.
activity tent owners assume all responsibilities for any loss, damage, claim or other injuries to the vendor, his or her employees, agents or representatives, or to any property or goods of the same, whether caused by fire, theft, an act of God, accident, or any cause whatsoever, for the period the vendor or his or her property or goods occupy the site and shall indemnify and hold the Royal Ascot Goat Races Ltd, their employees, agents and representatives from any and all such loss, damage, injury, claim or other expense relating thereto. Royal Ascot Goat Races Ltd will purchase special events insurance to cover liability exposure. This insurance will not protect vendors, supplies, performers, or others participating in the event.
RAIN PROCEDURE:
Vendors and hospitality tent owners should be prepared in case of light rain to cover your rental space with plastic covers. In the case of heavy rain, the festival coordinator will consider and determine the suspension or cancellation of part or the entire event. Vendors and hospitality tent owners should NOT leave the event area before the festival coordinator announces suspension or cancellation of the event. The event has NO rain location.
CLEAN UP & ZERO WASTE POLICY:
The event management team will provide general cleaning services. However, you are encouraged to keep their space clean. Every tent owner and vendor must bring their own rubbish bin for their tent.
POLICIES & PROCEDURES:
Hospitality tent owners may not share or sublet their assigned space in whole or in part to any other exhibitor or vendor.
The tent owner agrees to take full responsibility for the protection of his or her goods and property in the event of adverse weather conditions. The tent owner acknowledges that due to the scale of the event, there is no rain date. The event will not refund any fees or expenses in the event of adverse weather.
Benefits for Exhibitors
• Showcase your unique product and services
• Promote your business
• Access to wide target range, you can use to target something for everyone
• Use the platform as an opportunity to talk to your potential customers
• Use the opportunity to run parallel promotions and competitions to draw more consumers
VENDOR SELECTION:
Vendors for the Royal Ascot Goat Races will be selected on a first come, first serve basis, with consideration for a variety of offerings.
REQUIREMENTS:
Vendors must meet all requirements listed below in order to be considered. Incomplete applications or missing permits may delay or cause your application to be denied.
RENTAL SPACE DETAILS:
1. F& B VENDORS – Spaces are 3 X 3m and all vendor equipment, displays, stands, tables, and supplies must be contained within these dimensions.
INCLUSIONS
I. X 1 light source
II. X 1 Power source
III. X 4 rectangular tables (1.2m x 0.6m)
IV. X 4 chairs
V. ID / Accreditation for 6 staff
VI. Contact details in event booklet. Please send:
1. Logo in hi res PDF
2. Advert size 148.5cm x 210cm portrait
2. VENDOR CARTS
These are 1×1.5M carts
INCLUSIONS
I. ID / Accreditation for 2 staff
II. Contact details in event booklet. Please send:
1. Logo in hi res PDF
2. Advert size 148.5cm x 210cm portrait
RENTAL SPACE REGULATIONS:
1. Concession Trailers and Food Trucks NOT over 26 feet
2. Spaces will be assigned by the organizers prior to the event. Organizers will be on-site during the set uptime to ensure vendors are placed as assigned and in compliance with all requirements and regulations.
3. The use of electrical cooking equipment is strictly prohibited.
FEES AND PAYMENT:
No applications will be accepted without 100% advance payment
Final payments are due fourteen days before event date
VENDOR RESPONSIBILITIES
Vendor agrees to bring their own extension cords, and generators where required.
• Vendor agrees to bring their own preparation materials and equipment including gas stove tops, cutlery, serviettes, display fridges, Display fridge / Freezer ,Stove top ,Cooking Gas ,Charcoal, Cutlery, Stage / raiser or flooring, Cocktail tables, Round table
FOOD VENDORS MUST HAVE THEIR MENU APPROVED BY THE EVENT ORGANIZERS. THIS IS TO MAINTAIN A VARIETY OF FOOD CHOICES FOR THE CUSTOMERS.
Food vendors are required to include with their application, a copy of their trading license from KCCA.
REFUNDS:
All fees are non-refundable.
INSURANCE REQUIREMENTS:
The Royal Ascot Goat Races Ltd is not responsible for providing any liability insurance or any workman’s compensation insurance for the personnel of the independent contractors operating booths. The event organizers, its staff and host venue are specifically exempt from any liability for any losses, accidents, injuries, or deaths to any personnel who are in the operation of any booth at the event.
Vendors assume all responsibilities for any loss, damage, claim or other injury to the vendor, his or her employees, agents or representatives, or to any property or goods of the same, whether caused by fire, theft, act of God, accident, or any cause whatsoever, for the period the vendor or his or her property or goods occupy the site.
PERMITS:
1. It is the responsibility of each vendor to comply with KCCA Health Department guidelines.
SET UP/BREAKDOWN/DISPLAYTIME & PARKING:
1. Setup – All food vendors, will have access to their space two days before event date from 10am. There is no storage space available.
2. Final set-up must be complete, with all vehicles removed from event area by 9.00am on event day.
3. Vehicle access to the vendor space is not permitted after 09:00 a.m. on the day of the event. However, you may hand-carry items to your booth spaces from your parking space, after this time if necessary.
4. Breakdown/load out- Breakdown of your area may begin at 20:00
Vehicle access to vending space will be allowed ONLY when directed by the organizers at the conclusion of the event.
5. Vendors and exhibitors are asked to stay for the entire hours of the festival. No vehicle access will be allowed on the festival site during open hours.
RAIN PROCEDURE:
Vendors and exhibitors should be prepared in case of light rain to cover your rental space with plastic covers. In the case of heavy rain, the event coordinator will consider and determine suspension or cancellation of part or the entire event. Vendors should NOT leave the festival area before the festival coordinator announces suspension or cancellation of the event. The event has NO rain location.
CLEAN UP & ZERO WASTE POLICY:
The event management team will provide general cleaning services. However, all vendors are encouraged to keep their space clean. Each vendor must bring their own rubbish bin for their stall.
POLICIES & PROCEEDURES:
Vendors may not share or sublet their assigned space in whole or in part to any other exhibitor or vendor.
The Vendor will assume full responsibility for all sales taxes on items sold.
Vendor agrees to take full responsibility for the protection of his or her goods and property in the event of adverse weather conditions. Vendor acknowledges that due to the scale of the event, there is no rain date. The event will not refund any fees or expenses in the event of adverse weather.
Vendors and exhibitors are encouraged to make their stall stand out in order to best promote their business, and the set up, over all look and theming is at the vendors discretion. This includes décor, display of products, and promotional material. Please ask the event management team for any advise or additional help if needed.
FEES AND PAYMENT:
No applications will be accepted without 100% advance payment
Final payments are due six weeks before event date.
Please make all payments to:
Royal Ascot Goat Races Ltd
Account no. 218/142446/1/5111/0
Bank: Guaranty Trust Bank (U) Ltd
Branch: Kira Road branch
full payment must be made six weeks before event date.
RESPONSIBILITIES
You are responsible for submitting the correct logo and business details.
No changes to artwork or logos can be made after the deadline.
REFUNDS:
All fees are non-refundable.
INSURANCE REQUIREMENTS:
The Royal Ascot Goat Race Ltd is not responsible for providing any liability insurance or any workman’s compensation insurance for the personnel of the independent contractors operating booths. The Royal Ascot Goat Races Ltd are specifically exempt from any liability for any losses, accidents, injuries, or deaths to any personnel who are in the operation of any booth at the event.
All attendees assume all responsibilities for any loss, damage, claim or other injury to the company, his or her employees, agents or representatives, or to any property or goods of the same, whether caused by fire, theft, act of God, accident, or any cause whatsoever, for the period the company or his or her property or goods occupy the site.
SET UP/BREAK DOWN/PARKING
All branding should adhere to the branding guidelines specified.
Branding should be installed on the eve of the event between 10am – 3pm. Branding personnel should contact the event organizer and liaise with the branding team on site before installing their branding
Parking in the premises is based on first come first serve basis.
Track branding: the race sponsor is responsible for printing and delivering printed branding to the site 6 days prior to the event
• Races 1, 2, 7, 8: 8 banners 1.5m x 1m single sided
• Race 4 (main race): 16 banners 1.5m x 1m single sided
• Race 3, 5, 6: 10 banners 1.5m x 1m single sided
Branding Allowance
• Tear drop banners x 4 pcs in designated areas
• Full page advert in the event magazine.
• Logo on event screens
• On stage to give away race winner prizes
ARTWORK/LOGO
Please submit your company logo and advert in the following format.
1. Company logo in editable PDF
2. Advert in high resolution PDF size: 148.5cm (wide) x 210cm (high) 3mm bleed.
3. Any other on screen logos, you wish to use please submit as an editable PDF
ACCREDITATION / ACCESS
The allocated tickets will be delivered 10 days before event date
All guests are urged to bring their tickets to the event, and upon verification will be given a unique wristband that will allow entry to the owner’s tent.
The guests are permitted to exit and re enter the tent at any time against the wristband. The wristband does not permit entry to any other hospitality tent other than the one they are allocated to.
Date:
Opening times are: 12 00 – 20 00
FEES AND PAYMENT:
No applications will be accepted without 100% advance payment
Final payments are due 21 days before the event date
tickets must be collected from any of the auothoirsed collection points 5 days prior to the event
REFUNDS:
All fees are non-refundable.
INSURANCE REQUIREMENTS:
The Royal Ascot Goat Race Ltd is not responsible for providing any liability insurance or any workman’s compensation insurance for the personnel of the independent contractors operating booths. The Royal Ascot Goat Races Ltd are specifically exempt from any liability for any losses, accidents, injuries, or deaths to any person who is in the operation of any booth at the event.
All attendees assume all responsibilities for any loss, damage, claim or other injury to the company, his or her employees, agents or representatives, or to any property or goods of the same, whether caused by fire, theft, act of God, accident, or any cause whatsoever, for the period the company or his or her property or goods occupy the site.
ACCREDITATION / ACCESS
The allocated tickets can be picked up at Speke apartments
All guests are urged to bring their tickets to the event, and upon verification will be given a unique wristband that will allow entry to the owner’s tent. The guests are permitted to exit and re-enter the tent at any time against the wristband. The wristband does not permit entry to any other hospitality tent other than the one they are allocated to.
