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.
