DEMONSTRATION SITE INFORMATION PACK

Welcome to the 2025 Kimbolton Sculpture Festival. We look forward to seeing you at our festival and your contribution to making it a memorable event for the public and we wish you an enjoyable and successful day.

If you have any queries or special requests, please do not hesitate to email stallholders@ruralart.nz and we will do our best to work with you.

We welcome any feedback you may have to improve the experience and would ask that you consider returning in the following years.

Included in this information pack are the Demonstration site guidelines and Terms and Conditions guidelines and Terms and Conditions. We ask that you read through these carefully before registering your site.

Each registered demonstration site is entitled to a maximum of three free entry tickets per stall.

GUIDELINES.

Our criteria:

Demonstrations of craft and or skills must be live and engaging.

A level of professionalism and experience.

New and innovative demonstrations.

Sites that are bright and festive, with a clean presentation.

Demonstrators must ensure the safety of onlookers at all times using safety barriers/shields where necessary.

Demonstrators will not be permitted to use public address systems.

Site details:

         All sites are located outdoors on grassed areas.

         You will need to provide your own gazebo or tent to shelter.

         Vehicles set up as part of the demonstration are permitted on site.

         Onsite electricity is not available.

Overnight campervan sites are available nearby-a great way to get set up nice and early.

 Terms and Conditions:

        General:

a) The Trust reserves the right to alter or add to these conditions as may be necessary for compliance with any laws and for the efficient running of The Festival. The demonstrator agrees to be bound by these conditions and to any further terms and conditions and any amendments posted on the website www.ruralart.nz.

 b) The Organizer may accept or decline any application for a demonstration site.  

c) When two or more persons are parties to this agreement the terms and conditions herein contained shall bind them jointly and each of them separately.

d) This agreement is the entire agreement and understanding between the Organizer and Demonstrator.

e) You must comply with the stallholders Terms & Conditions if you plan to sell products from your site.

 Site application closing date:

1st March 2025.

Your Terms and Conditions contract acceptance form must be returned no later than 20th March 2025

 Product sales:

Limited sale of goods on your site are permitted, but the demonstration area is predominately to be used as a demonstration site.

Site presentation:

It is of the utmost importance that every effort is made to create a colourful and festive aura throughout the Festival.

Festival location:

The Festival will take place on the Kimbolton Sports Domain Grounds, Kimbolton. Sites will be set up in the site allocated by the Organizers. You will require a gazebo for shade and shelter.

 Loading/unloading:

The Venue will be open from 7 am on Saturday 5th April 2025 and will be closed at 5 pm on Sunday 6th April 2025. Upon arrival, please enter the Venue using the main Domain entrance gate. Demonstrator operator vehicles are permitted to enter the demonstrator area to set up but must be moved to the stallholder’s parking area between 9 am and 4 pm unless it is part of the demonstration or is agreed upon by the Organizer. Demonstrators will be required to leave their site(s) clean, tidy, and free of packaging. Vehicles are not to exceed 5 kph when moving about the Venue.

Packing up:

Demonstrator vehicles are not permitted to enter the demonstrator area prior to 4 pm on Saturday. Failure to adhere to this rule will be a serious breach of this agreement.

Operating times:

Demonstrators will be expected to operate throughout the Festival from 9 am to 4 pm. Your demonstrator site must remain in place until 4 pm.

Demonstrator’s responsibilities:

You must take full responsibility for props, equipment etc in transit and otherwise. The Trust does not hold any responsibility for equipment, personal injury, stolen items. Prices of products that are sold from your site are to be fair and reasonable. Any custom orders taken are your responsibility and the pick-up and delivery options must be arranged between yourself and the customer.

Security:

On site security will be provided during times outside the Festival opening times by the Organizers. You are permitted to leave your gazebo, tables, etc., within your allocated area overnight at your own risk.

Health and Safety:

We expect Demonstrators to have their own health and safety policy.

Demonstrators must:

a). At all times comply with The Health and Safety at Work Act 2015 (HSWA). Demonstrators are responsible for their safety and the safety of others who may be impacted by their activities on the Site and within the Venue.

b). Operate the Site in compliance with the Organizer’s Health & Safety policies, procedures and requirements.

c). Identify and manage all risks and hazards on their Site during the Festival in accordance with the requirements of HSWA.  

d). Examine their displays for hazards and take steps to eliminate, protect and mitigate against potential injury to the greatest extent practical. Demonstrators must ensure any demonstrations or displays that may create a hazard are isolated to prevent access or harm due to moving parts, noise, dust, sparks or debris by a physical barrier. A barrier must be positioned at such distance from the activity to further reduce and/or eliminate risk to any third party.

e). Ensure all tent/marquee pegs are covered with bags or shrubs, as must other dangerous spikes and other protruding objects.

f). Notify the Organizers of all H&S incidents that occur onsite including notifiable events, injuries, work or incidents as soon as practicable and ensure that the scene of notifiable incidents, events or injuries is secured and not tampered with in accordance with HSWA.

g). Areas will be checked to ensure a safe and hazard free environment. It is your responsibility to remove any products or cease any demonstration activity that may create a Health & Safety concern.

h). Where H&S issues are identified as part of an inspection described in clause 11.g, rectify the H&S issue without delay to the satisfaction of the Organizer’s H&S Officer. The Organizers reserves the right to close sites or activities if they pose a risk to members of the public.

i). Electrical equipment.

a) All electrical equipment and cables MUST be tested and have a current tag.

b) Use Earth Leakage System to comply with AS/NZS:3002 Electrical Installations (Shows & Carnivals).

c) Use only power leads labelled with the demonstrator’s name.

d) Not undertake any electrical work on the site or within the Venue.

e) ensure any cable which is suspended above the ground is marked with bunting.

f). Demonstrators with displays on the Site that allow members of the public to move or examine items, must ensure that items are ones that cannot cause injury, and if moved can be returned safely to the original position.

g). The Demonstrator shall not take onto or cause to be taken onto the Venue any dangerous goods except in accordance with the prior written approval of the Organizers. The Demonstrator shall comply with all statutory requirements (including Hazardous Substances and New Organisms Act 1996) as to the safety and the handling of dangerous goods. The Organizer reserves the right to ban or prohibit certain dangerous goods or hazardous substances from the Venue.

h). The festival Health and Safety officer will be inspecting your site once setup to ensure you comply with the health and safety requirements.

Warranty:

The Demonstrator warrants that:

a) it will operate the Site in a proper and professional manner ensure that the Site is properly staffed by competent representatives,

b) at all times its conduct will not bring discredit to the Trust, the Organizers or cause any nuisance or disruption to the Festival,

c) it has the authority to enter into and perform its obligations under this Agreement and this Agreement constitutes its legal, valid and binding obligations enforceable in accordance with its terms,

d) it and its workers/representatives will comply with all Laws (including, without limitation, the Health and Safety at Work Act 2015 (HSWA), HSWA Regulations) in connection with the operation of the Site and it will have all permits and licenses required for it to operate the Site and sell or distribute the Permitted Products at The Festival.

 Risk & insurance:

a) All property of the Demonstrator is brought onto the venue at the risk of the Demonstrator.

b) It is recommended that the Demonstrator takes out public and product liability insurance for the duration of The Festival. The Organizers will not be liable for any claims made against the Demonstrator which is as a result of negligence or fault of the Demonstrator.

Evacuation:

In the event of an evacuation being declared all participants and spectators are requested to move to the designated evacuation area: Tennis court end of the lower rugby ground.

Indemnify:

The Demonstrator shall be responsible for, and shall indemnify the Organizers and the Trust from and against liabilities, losses, damages, claims, costs and expenses incurred directly or indirectly in connection with:

a) the Demonstrator operation of the Site at The Festival and/or participation in The Festival,

b) the sale and/or distribution (whether for payment or otherwise) of any Permitted Products or other products by the Demonstrator on the Site,

c) any act or omission of the Demonstrator, its employees, agents and contractors,

d) any breach of any Laws by the Demonstrator, its employees, agents and/or contractors; and

e) any breach of this Agreement by the Demonstrator.