TERMS & CONDITIONS - Site Applications

Please complete the site application form in full as our allocations are based on the information you give us.

‍ACCEPTANCE of your application and SITE LOCATIONS at the DISCRETION OF THE COMMITTEE‍ ‍

Sites will only be allocated on the day to fully paid-up bookings. Anyone arriving on the day without a confirmed paid booking will be asked to leave the grounds.‍ ‍

Your consent of these terms and conditions is required, as this is your agreement to abide by the conditions of our Trade Space. Any breach of the conditions will see the trade exhibitor being asked to comply with the conditions and if there is no co-operation the exhibitor will be asked to leave the grounds.

‍Trade exhibits may be subject to inspection, and any requirements to comply will be at the exhibitor’s cost. ‍

Cancellation Policy - In the event of our show being cancelled there will be an 80% refund.

‍Refund Policy - refunds will be issued less 20% if received 14 days before the Ellesmere A&P Show

After this there will be no refunds issued

Acceptance and Allocation
Site applications close on 5th July 2026. A confirmation email will be sent once we have received your application. Acceptance & allocation of site will not be notified until after the closing date. Applications received after this date will only be accepted and allocated a site if there is sufficient space available. Your space allocation can be changed at our discretion if required.
Trade Exhibitors must work within the site measurements listed and exhibitors must order appropriate space for their display. Ellesmere A&P Association reserves the right to request a display be removed if it does not fit within the space ordered.

Setting Up & Dismantling
Sites will be available from Friday 16 October 2026 and the grounds will be open between 9:00am and 8:00pm. There will be no access to the grounds after 8:00pm. Gates will re-open at 7:00am on Saturday 17 October 2026. There will be security on the grounds for the night of Friday 16 October 2026. NOTE: Gazebos may not be set up before Saturday morning without express permission from the organisers.

‍The Gates will be open from 7:00am till 6:00pm on Saturday 17 October 2026 - SHOW DAY. Show day sites must be completed by 8:30am on Show morning and dismantling must not begin until 4:00pm. The grounds must be vacated by 8:00pm on Saturday, 17 October 2026. Please ensure you have adequate insurance cover on all of your property, products, vehicle and equipment while on the grounds. We require that ignition keys be removed from all vehicles when not in use. You are advised not to leave movable items unattended on your site.

Vehicles in some cases, Vehicles may be able to be parked within your exhibitor site, but only if they can remain fully within the boundary of your site and vehicle access and parking does not affect the neighboring sites.

Gazebos must be pegged (we recommend two pegs per pole), AND guide ropes secured with pegs OR attached to weights, this will be checked on site. NOTE: Gazebos may not be set up before Saturday morning without express permission from the organisers.

‍Rubbish Removal
Bins on site are for public use only. All Commercial/Exhibitor rubbish and packaging must be removed from site, failure to do so could result in additional charges.

Commercial Food Sites
All operators selling food or drink are classed as a commercial food site. We require you display a copy of your current food operator’s license (commercial), Selwyn District Council will be on site checking this. If you are a fundraising site then you will be required to have a food safety plan printed and available for Selwyn District Council to view, refer https://www.selwyn.govt.nz/services/food-safety/temporary-food-stalls-And-fundraising

Advertising
The privilege of distributing advertisements or other documents is restricted exclusively to Exhibitors on their respective stands. Placards or advertisements posted without authority will be removed.
Vendors will be promoted within social media leading up to the show, please send through a jpg logo if you would like this displayed.
There is an additional opportunity for marketing if you would like to donate an item, service of voucher for our preshow social media competitions, please email indicate on the form under “Donations of promotional items” or email office@ellesmereshow.co.nz.

Items Not Permitted
Sales of any of the following items - Any type of firing guns, silly string, water bombs and any sharp objects, i.e. knives & scissors, etc is not permitted. The sale of these items will see the trade exhibitor asked to leave the Showgrounds.

Health & Safety
The Ellesmere A&P Association will comply with the Health & Safety in Employment Act 2002, Health and Safety in Employment Amendment Act 2002 Hazardous Substances, New Organisms Act 1996. You must ensure that your site is a safe environment for your staff and visitors. The Health and Safety Officer will be checking all sites for compliance.

‍No Dogs
The Ellesmere A&P grounds are a working farm, only authorised dogs with a current dosing certificate can be on site, the certificate must be presented on request.

‍Fair Trading Act
All trade space exhibitors must operate under this act in all their dealings with the public on Show Day.

For any other queries or questions please email: office@ellesmereshow.co.nz.

‍ ‍