Terms, Conditions & Rules

Terms and Conditions apply to specific activities and sections conducted within the Albany Agricultural Show Society. You will find this information through the links below:

INFORMATION FOR TRADE SPACE & SECTION EXHIBITORS

PRIVACY STATEMENT:

The information provided by you in the Application form is collected and used by the Albany Agricultural Society Incorporated to organise and conduct competitions and or exhibitions at the Albany Agricultural Show. We may publish details such as your name, photograph and exhibit details in any Albany Agricultural Society publication or communication. Such information may also be made available to; and published by the media. Your telephone number will be shared with the Show Program publisher. We will not disclose your personal information without your consent for any other purpose unless required or by law. You may request access to your personal information and, if necessary, request that our records of that information be corrected by writing to the Administrator, the Albany Agricultural Society Incorporated, Post Office Box 392, Albany WA 6331 or by email: aas@albanyshow.org.au.

ENQUIRIES:

Phone: 08 9841 4003
Email: events@albanyshow.org.au
Office Hours: 9am -3pm Monday - Friday | 8am - 6pm Show Friday & Satrurday

VENUE:

The Albany Agricultural Showground is surrounded by Lockyer Avenue, Cockburn Road, North Road, Symers Street and Campbell Road on the Northern perimeter (Centennial Park Eastern Precinct) of the Albany CBD, situated some 409 kms south of Perth along Albany Highway. Directions - GPS, Navigator or Google Maps enter 88 Cockburn Road, Centennial Park, Western Australia or Albany Agricultural Society to search.

LOCATION MAP:

SHOW DATES:
Friday 8 November 2024: 9am – 10pm Pavilions close at 8pm | Saturday 9 November 2024: 9am – 5pm

ALL DISPLAYS ARE TO BE COMPLETED BY 8:30am FRIDAY AND MUST REMAIN IN PLACE AND OPERATIONAL UNTIL 5:00pm SATURDAY

TRADE EXHIBITOR PASSES:
There are three (3) types of vehicle pass allowing access to the showground:

1. The first Trade Exhibitor’s vehicle pass card is issued free with your site. This category includes vehicles forming part of your display. This pass permits you to park your vehicle within the confines of your site ONLY or in a carpark set aside for Exhibitors. Once parked, the vehicle is not to be moved until after closing time. In either case, all vehicles must be parked completely within the exhibitor’s site or removed by 8:45am each day.

2. Passes paid for “Extra” vehicle pass cards are used for short term access suitable for assisting with setting up displays on Thursday set-up day and catering deliveries. Extra vehicle passes allow holders to enter the Showgrounds for a short period outside Show opening times (only before 8:30am). Vehicles must be removed immediately after unloading is complete. These “Extra” vehicle passes allow holders to park in an area set aside for Exhibitors.

3. Members who show a current membership card having paid the appropriate annual fee, may park in an area set aside for members, as often as desired. Parking is subject to availability. Traders who are not Society members are not entitled to park in the Members car park.

UNAUTHORISED VEHICLES LEFT PARKED ON THE GROUNDS MAY BE TOWED AWAY WITHOUT NOTICE. The Society and/or the Towing Contractor will not be responsible for any damage incurred in the process. You will be responsible for all, or any towing costs incurred by this action.

At conclusion of the Show, traffic will be congested, and we ask that extreme caution and patience be used at this time. It would be appreciated if any trucks collecting displays from indoor sites could be left until Sunday between 8:00 and 11:00am. Note: Vehicle speed on Showground is limited to 5kph at all times.

Gate staff enforce a “NO PASS - NO ENTRY” policy for Exhibitors & Patrons alike.

Vehicle pass cards MUST BE AVAILABLE ON YOUR PHONE OR KEPT ON THE DASH and only these vehicles will be permitted onto the grounds.

PERSONAL PASSES:
Exhibitor and vehicle passes - as requested on your application form will be emailed to you once your online application is complete. Exhibitor passes are scanned at the gate on entry. Please ensure you have ordered adequate passes for all staff rostered. Passes are 2-day passes and are scanned once for each day. Wristbands will be issued to those wishing to exit and re-enter on the same day.

Personal Passes and vehicle passes are allocated according to requests on your application form. Extra personal passes are available at application stage for $10 each and may be requested up until 4:30pm Wednesday 6 November 2024. Extra vehicle passes are available at $5 each. As passes are scanned on entry, you must have a personal pass for each person attending your display.

SET-UP / BUMP IN
From 7am to 6:30pm Thursday 7 November 2024. Please adhere to this entry time as refusal may offend. Passes and identification will be required for entry into the grounds at all times. Admittance into the grounds between 6:30pm and 8:45pm on Thursday will only be permitted if approval has been granted by the Administrator before 3pm Thursday 7 November 2024 to ensure that your name has been given to Security - if you are not listed, entry will be refused until 7am on Friday 8 November 2024.

FIRST AID:
A First Aid Post is provided by St John Ambulance located on the Showground during opening times.

RUBBISH:
Please ensure all rubbish is placed in the bins provided and cardboard boxes are flattened prior to disposal - your assistance will help keep the grounds tidy and provide a pleasant environment for everyone.

FOOD VENDOR’S RE-SUPPLY VEHICLES:
Catering supply vehicle passes are available from the office for delivery of supplies prior to Show hours.

FOOD & DRINK VENDORS:
Food and Drinks may not be sold in glass containers. Food vendors must provide current appropriate food vendor certification. Preference will be given to food vendors who are able to provide their own power and water.

ELECTRICITY:
As the number of power outlets is limited, exhibitors requiring power must apply for power on their site application form. Priority is given to early applicants. You are required to provide your own tested and tagged extension cords and electrical appliances. Double adapters are not permitted. Please make sure you have applied for the correct power required. Late requirements (only if available) may attract a 50% surcharge. Testing and tagging can be arranged at the exhibitor’s cost on Thursday set-up day.

NOTE:
All electrical items are subject to inspection and must comply with safety regulations. You MUST notify The AAS Office if you wish to use your own generator for power. Generators must meet all relevant standards including noise & pollution and must not disrupt other sites.

WATER:
Exhibitors requiring water on their site must request this limited facility on the application form. Requirements will need to be discussed with the Office. Please be prepared to be self-contained. Water may only be available from taps affixed to the Pavilions.

WASTE WATER:
Waste water is to be contained or arrangements can be made to have tanks pumped at your cost. An IBC for grey water is located near the promenade adjacent to the light tower. At no time can waste water be emptied to the ground.

CAMPING ON SITE:
Any camping in your vehicle which must be confined to your own site, will incur a fee of $15 per person per night. You must be completely self-contained. Please pay at office.

SIGNAGE:
All signage is to be contained within the exhibitor’s own site. Any signage must be appropriate for all age groups.

APPLICATIONS:
Exhibitors are advised to book and pay for their sites as early as possible. All bookings are to be booked and paid for through the website. Sites are only confirmed upon receipt of payment and written advice from the Society so please ensure that you enclose payment with your application. Payment by any means does not imply site allocation without an application having been received and approved in writing by the Society. Every effort will be made to accommodate your preferred site, but final placements are at the discretion of the Society. Should you for any reason be requested to move to an alternative site (this is only done in unexpected / urgent cases), your compliance is expected as refusal may lead to immediate expulsion from the grounds with no refund being made.

REFUND POLICY:
Trade Customers – a full refund less $50 Administration fee may be given if notice of cancellation is received not less than 28 days prior to the commencement of the Show. A partial (50%) refund less $50 Administration fee may be considered after this time if the site is able to be filled.
Membership – no refund
Competitors – no refund unless recommended by the Section Councillor
Please keep your entry passes as proof of purchase.

OCCUPATIONAL SAFETY AND HEALTH:
Exhibitors may only sell items that meet Australian Safety Standards and comply with safety laws. A complete list and information are available www.productsafety.gov.au/content/index.phtml/itemId/996539 . Safety concerns identified by the AAS Secretary or Show committee must be addressed immediately or the exhibitor will be requested to leave the grounds.

The Following items must not be sold or supplied at the Albany Show:
STRICTY PROHIBITED ITEMS:
FIREWORKS
CRACKERS
EXPLICIT AND HARDCORE T SHIRTS
FAKE CIGARETTES
FUEL TYPE FIRE LIGHTERS (ZIPPO)
IRIDESCENT HAIR SPRAY
HORNS & TRUMPETS
KNIVES (INCLUDING PEN KNIVES)
METAL AND WOODEN MARTIAL ART NUN CHUCKERS
LASER PEN LIGHTS AND OR LASER TOYS
LASER POINTERS
PLAYING CARDS (NUDE OR LEWD)
PRESSURE PACK FART GAS
PRESSURE PACK SNOW
PRESSURE PACK SILLY STRING
DRUG RELATED GOODS (INCLUDING COCAINE KITS AND BONGS, ETC.)
STINK BOMBS
WATER PISTOLS LONGER THAN 150MM
WATER BOMBS
BOMB BAGS
FIRE WALLETS
BOUNCING BEANS

TOY GUNS ARE ACCEPTABLE HOWEVER THE FOLLOWING ARE NOT PERMITTED:
PELLET GUNS
BALL BEARING GUNS
REPLICA GUNS (BULLET TYPE)
POP DOWNS (THROW DOWNS)
SHOT CAPS
STRIP CAPS
ROLL CAPS
POTATO GUNS
ROLL CAPS
STRIP CAPS
WATER PISTOLS over 1500mm (6’)
GEL BLASTER GUNS
Samurai Swords, English Swords and Fencing Swords are to be sold in Sealed Packages by Licensed Traders ONLY

If the AAS at its sole discretion considers that any item, good, article, publication or material being exhibited, sold, distributed, used or offered as a prize by an exhibitor is unsuitable, objectionable or offensive, that exhibitor must after a request from the AAS to do so, immediately remove all items, goods, articles, publications or materials of that type from the Showground. Please note: It is the Site holder’s responsibility to ensure they are compliant with the Australian Competition & Consumer Commission (ACCC) compliance guidelines and subject to mandatory standards and/or bans, and the Competition and Consumer Act 2010. Banned or illegal items will be confiscated. The names of Site holders found selling banned items will be circulated to all other Societies and Police. Your entire display MUST CONFORM TO WORK SAFE STANDARDS.

ADVERTISING IN THE OFFICIAL PROGRAM OR ON THE RADIO STATION
An excellent opportunity exists for your business to advertise in the SHOW PROGRAM produced locally with a distribution of approximately 10,000 copies inserted into a regional newspaper approximately one week prior to the Show. Your interest can be indicated on the site application form Tune into the Show’s radio broadcasting on GoldMX to hear what’s happening around the Show grounds during the 2-day event. Advertising opportunities are also available over the 2-days, please indicate on your application forms if you would like to advertise your business during the Show.

SECURITY AND CLAIMS
The AAS provides routine security for its buildings and ground. The AAS will not accept any responsibility for the protection of exhibits nor for any loss or damage how so ever caused. The exhibitor must accept responsibility for claims under the Workers’ Compensation Act or any other Act or Regulation related to their activities during the Show.

NO TRADER / EXHIBITOR will be permitted onto the grounds until 7am Thursday 7 November 2024. (Unless by special arrangement with the Society).

CLOSING DATE:
Friday 11 October 2024. Sites are limited. Book early to avoid disappointment. All applications are to be submitted through the website. Late applications along with a late fee of $30 may be accepted at the discretion of the Administrator.

SITE ALLOCATIONS: Every effort will be made to allocate space requested. NO GUARANTEE can be given. The Administrator and Grounds Committee have the right to request a trade space to be re-located or removed from the ground if unforeseen difficulties. Applicants MUST BE AWARE OF THIS RIGHT and comply if requested. Site allocations will be finalised after closing date and confirmation via email prior to two weeks before the Show where possible.

SITE CLEARANCE:
All sites must be vacated by Noon Monday 12 November 2024 and left in a clean and reasonable condition prior to departure. All exhibitors are expected to co-operate to keep the display area in a clean condition. A fee of $50 will be imposed if cleaning of your site is required. PLEASE USE BINS PROVIDED.

DAMAGE TO SITES:
Exhibitors shall be responsible and will be billed for any damage to sites and / or water pipes, electricity cables etc. running through their sites. Metal fixings are prohibited on any of the pavilions or other structures. Underground water, drainage and electrical services may be marked with painted markings on the surface. DO NOT insert any pegs or stakes within 50cm of any such markings.

EXHIBITOR GUIDELINES:
• Exhibitors must demonstrate an enthusiastic positive approach towards the public, each other, and the Albany Agricultural Show.
• Exhibitors must participate in all two days of the Albany Agricultural Show for the advertised opening hours. Friday 9am – 8pm (Sideshow 10pm) & Saturday 9am – 5pm
• Sites will not be allocated for periods of less than the two days of the Show.
• All goods and products sold or exhibited on the day should be of high quality and presentation.
• Sale prices are to be kept in a realistic and affordable range.
• All cash transactions and sale of goods are the responsibility of the exhibitor and must comply with the Fair-Trading Act 1987 and Consumer Affairs Act 1971 (Australian Consumer Law 2011).
• All Emergency exits, aisles and walkways at the Show must remain unobstructed and accessible at all times.
• Personnel and any part of your stand, furniture, lighting, catering, demonstrations or exhibits etc. must remain within your site boundary.
• AAS approval must be obtained to sell or give away products in glass containers.
• Exhibitors must notify AAS of additional equipment being used (e.g. cool rooms, etc. and power requirements).
• Exhibitors are permitted to provide own signage for backdrop purposes confined to their own site.
• AAS reserve the right to refuse entry or close down any exhibitor site that does not comply with the Exhibitor General Rules and Conditions of Entry.
• Exhibitors shall always comply with the direction given by the Secretary or AAS officials whilst the Exhibitor occupies the site.

INSURANCE
Exhibitors are required to have their own public liability and or professional indemnity insurance covering them against any occurrence attributable to their activities or the activities of any person for whom they are directly responsible.
• No public address system is to be used apart from that approved by the Society. The use of amplifiers or loudspeakers by exhibitors is strictly prohibited.
• Exhibitors shall be responsible for any damage to sites and or water pipes, electricity 8 cables etc. running through their sites.
• Before inserting metal stakes, approval must be gained from the Grounds Coordinator after checking ground markings.
• The exhibitor shall not conduct or permit or allow to be conducted on the site, any competition, roaming promotion, raffle, game or sale by auction, not approved in writing by the Society.
• These conditions are to be read in conjunction with and form part of the acceptance declaration made on the application form.
• DOGS ARE NOT PERMITTED on the grounds. Dogs in competition or assistance dogs are exceptions and must always be under absolute control of the owner.

Join us!
Traders/Exhibitors/Community Groups Exhibiting at the show gives you the opportunity to:
• Showcase your business and have your products and/or services seen by more than 15,000 people.
• Expand your database for future potential sales.
• Provide samples or giveaways to a diverse range of visitors.
• Increase product sales.
• Launch new products or demonstrate existing products in front of a regular captive audience.
• Promote your business being at the show through the AAS website, listing PA announcements, pre-printed program, social media, and on-site ground maps.

Competitors
• Earn some legitimate bragging rights.
• Individual schedules are available for various disciplines for example: equestrian, Alpacas, sheep & wool, cattle, poultry, woodcraft, photography, horticulture, creative crafts & cookery all sections are open to all ages. (Check the details in the schedules)

Volunteers
Meet lots of people and be a part of the largest annual community event in Albany! Our volunteers love to come back each year. Over 200 volunteers work tirelessly to assist us in staging the annual Albany Agricultural society Show. We would greatly appreciate anyone interested in helping at this year’s Albany Show to complete a registration of interest form from our website or give us a call. 98414003

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