Christmas Fair 2024: Exhibitor Booking information

30th November - 1st December

The booking process:

We always get over subscribed with exhibitors wanting to take part (which is fantastic!) but unfortunately we just cant fit everyone in for this event, sorry. If you wish to be considered for inclusion, please email Cath and Sam at administrator@northwoodhouse.org  with the following information:

• Your contact details including name, mobile number and email address.
• A list of  items you retail
• A link to a website or social media page if you have one.

 

If you have already emailed in you don’t need to do that again unless you want to send more information.

We will consider expressions of interest on their merit and our requirement to bring a variety of different types of Christmas giftware to the Fair without over repetition.  We will start getting in touch directly with exhibitors we wish to invite and then send a payment link or invoice.

We will email out to those who have been unsuccessful this time, but will keep a waiting list open in case we get some drop outs and extra space to fill.

However before you you email us with an expression of interest, please read all the information below:

About the event: 

The Northwood House Christmas Fair is one of the busiest and most popular events on the Island in the run up to Christmas and is a great opportunity for local businesses to sell high quality retail and giftware merchandise and seasonal produce.

The Fair will take place on Saturday 30th November & Sunday 1st December 2024  and will be open for visitors between 10am and 4.30pm daily.

The Fair attracts a large footfall of visitors throughout both days. This year we will  adopt the one way system once again for visitor flow around the halls and function rooms (where we can) to best maximise sales potential for all our exhibitors. Pitches are fairly tightly packed together with minimal space behind and to the sides of each pitch, so expect it to be cosy to help create the atmosphere and buzz that the Fair is popular for. If you prefer a Fair where exhibitors are given acres of space, then this event isn’t for you!

Some pitches may be against a wall, some may be more “island based” in the middle of a room with a backing screen behind, so be prepared for either scenario. We are unable to reserve specific pitches or locations for exhibitors, even if you’ve been placed “historically” in a certain location before…this is because we need ultimate flexibility to make a one way system.

We are also offering a number of cheaper outside pitches for those with gazebos in our Rotunda car park outside the main entrance. These can be set up on Saturday morning and you are welcome to leave gazebos over Saturday night at your own risk…but we advise that you remove all stock over night. Of course, these are more weather dependant, but still get good customer flow right past the fronts with more space.

Pitch size and prices: 

Pitches are 2m in width inside one of the Northwood House function rooms, hallways or Rotunda main entrance lobby.

Please note pitches are only available for the entire two days. Bookings for single days only aren’t available, sorry.

Note: Set up for all indoor pitches is on Friday 29th November only between 11.00am and 7.30pm to avoid congestion outside the venue on the Saturday.

Indoor Single pitch fee: £120 for both days 

Indoor Double pitch fee £225 for both days 

A  1.8m trestle table is included per indoor pitch as part of the the price. Please provide your own table cloths.

Access to a single 13amp electricity plug socket: £10.00 (see points 15-19 below)

Sorry, no bigger pitches are permitted to maximise exhibitor variation at the Fair.

Outside gazebo plot 3m x 3m in the Rotunda car park (main entrance to Fair) £75 for both days 

Please provide your own tables and table cloths for these pitches.

Access to a single 13amp external electricity plug socket: £10.00 (see points 15-19 below)

Note: Set up for all outdoor pitches is on Saturday 30th November between 8am and 9.30am.

For outside plots exhibitors must supply their own tables and a gazebo which must be securely weighted to the ground (not pinned). Gazebos are left overnight at owners own risk, but of course you can set up and down between both days if required.

You will need to be prepared for inclement weather and no refunds can be issued for rain or wind affected days, sorry.

 

More exhibitor information:

1. Your pitch fees cover both days of the Fair.

2. We will send you a confirmation of your booking once we have received your online payment.

3. Exhibitor pitches are designated by management and are allotted at our discretion to make the customer flow work best. Pitches cannot be moved or swapped around. Exhibitors will be shown their pitch when they arrive to set up. Exhibitor location plans are not sent out in advance of the Fair.

4. Exhibitors are responsible for removing all rubbish and waste from their pitches and taking it home at night.

5: No lighted candles or naked flames are permitted.

6. Exhibitors must take reasonable care not to cause damage to any part of  Northwood House at any time. Northwood House is
a Grade II* listed building and the use of any adhesives (tapes, Blu-Tac, drawing pins, etc) on interiors walls is
strictly prohibited. Event Management reserve the right to forward on costs for repairs/reinstatement, accordingly.

7: No catering/food vending concessions area available. Selling food/drink for consumption on the premises is not allowed. A cafe in the Dining Room provides hot and cold refreshments for event visitors. If you are selling ambient packaged/wrapped food or drink products to consume off of the premises that’s normally ok but subject to meeting any Environmental Health requirements. If you’re unsure please email us first on  administrator@northwoodhouse.org to confirm.

Payment & Cancellation:

8. Payments must be made in full to secure your pitch.

9. If you decide to cancel your booking once you’ve paid in full for your pitch, the following refund procedure will apply:

i) Before 5pm on the 31st October a full refund of your pitch payment will be issued, less a £20 admin charge.

ii) After 5pm on the 31st October to 5pm on 15th November a 50% refund of your payment will be issued, less a £20 admin charge.

iii) Any cancellations after 5pm on 15th November: no refund can be issued, sorry.

10 . In the unlikely event that the Christmas Fair is cancelled by us before 10am on Saturday 30th November, all payments will be returned
in full. If the event is cancelled due to severe weather or reasons of force majeure after this time, unfortunately no refunds can be made to exhibitors.

Public Liability Insurance:
11. All exhibitors MUST hold Public Liability Insurance with an appropriate level of cover. Please ensure you email a
copy of your current certificate after you’ve made payment to us at administrator@northwoodhouse.org . If the current policy expires before the date of the Fair. A copy of the new certificate will be required before we will allow access to set up at the Fair.

Set up/down/restocking

12. Exhibitors will be able to set up /restock their tables as follows:

All inside pitches must set up between 11am & 7.30pm on Friday 29th November. 

Outside pitches between 8.00am-9.30am on Saturday 30th November. Inside pitches by pre-arrangement only.

8.30am-9.30am on Sunday 2nd December for restocking inside and external pitches.

On Sunday afternoon:

External exhibitors should start setting down from 4pm, to be completed by 4.30pm to make space for inside exhibitors to use the car parking spaces outside between 4.30pm and 6pm for loading.

Inside exhibitors can start packing down from 4.30pm, but access to the car park for loading wont be available until outdoor exhibitors have all vacated (A steward will advise).

13: Unless prior arrangement has been made, exhibitors must pack down their displays and vacate the premises once the Fair is finished by 6pm on the evening of Sunday 2nd December.

14: Exhibitors may park in the Rotunda car park outside of the venue when loading and unloading subject to space availability. During Fair trading hours exhibitors must move their vehicles out of the Rotunda car park.  You may leave your vehicles in our Park Road Coach Park (once unloaded) free of charge, with a parking pass that will be issued when you set up.

15. Northwood House Charitable Trust Co. Ltd. will not be held responsible in the unlikely event of loss, theft or any damages that may be incurred during the set up/down or during the event open period. All items are left on site overnight at the owner’s risk, although the venue will locked and alarmed at night on Friday and Saturday night.

Electricity:
16. If you wish to have access to a single indoor 13amp power socket on an adjacent wall or an extension plug on the floor below your table please book this immediately. This will be charged at £10 for the weekend.

17: Please bear in mind that any electrical equipment should be PAT tested  for safety. Heaters, kettles or urns are not permitted.

18: You will need to make sure that that you bring an extension lead to reach a plug socket if your equipment had a short power lead.

19: All equipment including lighting must be switched off over night.

Media rights/promotional activity:

20: Northwood House Charitable Trust Co. Ltd. reserves the right to use your name/business name and images of your
exhibit in promotional materials, including but not limited to social media posts (Facebook and Instagram), website
and newsletter content, posters and banners.

21. We reserve the right to pass on your contact details to our media partners, who may contact you directly to
feature your business via their chosen platform (digital or print). Any such features are understood to be by prior
mutual arrangement between the exhibitor and said media. Northwood House Charitable Trust Co. Ltd. accepts no
responsibility for any and all content published by a third party.