Everything you need to know about being an exhibitor at the Riverina Field Days. A full list of Terms and Conditions is available within the application form.
Summary of what you need to know about SETTING UP AND PACKING UP
Request for Specific Sites
Upon receiving your application, your site will be allocated and we will advise your site number as the event draws closer. An invoice will be sent for payment. Please note: adjusting and re-allocating of site numbers is common can be subject to change. For returning Exhibitors, we will endeavour to allocate your same site if application form is received before 28th February 2023 and try our best to accommodate new exhibitors of your preferred site, however this cannot be guaranteed. Should there be any issues with your allocated site, please contact our office IMMEDIATELY. If you choose a NON powered site and require power, it is the responsibility of the Exhibitor to supply their own generator.
Collection of Passes & Exhibitor Packs
Our site office will be open from Thursday 11th May 2023 from 10am-2pm for collection of Exhibitor Passes & Exhibitor Info Packs.
Set up / Pack up & wet weather conditions
Set up can occur from;
Monday 8th May – Thursday 11th May from 7am – 4pm each day.
Set up on Friday 12th May is from 6.30am – 9am.
Saturday 13th May – gates open from 7am.
After hours delivery is available by appointment only. Please contact our office during business hours.
In anticipation of another wet weather event, all exhibitors are encouraged to set up as early as possible and in the days leading up to the event – to avoid traffic congestion on the day. Please be advised that muddy ground conditions may cause closure of some gates.
For those exhibitors travelling from out of town who are arriving and setting up on the day of the event, you MUST check in with the Site Office prior to setting up. Here you will receive your Exhibitor Passes & Exhibitor Info Pack. Please set up before 9am as access via vehicle will be limited, so please allow enough time.
Please be advised there are no vehicles permitted after 9am within the arena or driveaways when gates open to the public. All vehicles must leave the arena before gates open to the public. Pack up can commence on Saturday AFTER 4pm. Under NO circumstances is pack up permitted prior to this time.
Gates for Exhibitors – NEW INFORMATION
Depending on where your site is located, please refer to our COLOUR CODED EXHIBITOR MAP for entry and exit. This is to avoid traffic congestion. It is imperative you use the gates allocated to ensure a smooth flow. Please ensure you use the correct gate as traffic control will re-direct you upon entry, if you enter via the wrong gate.
In the event of wet weather, where possible if you are located on the outer arena, please set up from outside the fence and avoid driving on the driving on the arena.
Vehicle access to site
NO vehicles are permitted within the arena during the event’s opening hours. Any exhibitor arriving after the opening times will be forced to leave their vehicle in the Public Car Park areas. Some exceptions could be made by contacting the site office for extenuating circumstances. A speed limit of 10 kph shall apply at all times within the confines of the field day site.
Woodside Hall
No Exhibitors are permitted to hang or stick posters/signage onto the walls of the Woodside Hall at the direction of the Showground Trust. All exhibitors, along with any products, stock, tables, rubbish, chairs etc must vacate the hall after Saturday 4pm. Woodside Hall Exhibitors must provide their own extension leads and power boards to reach the power.
Extra Exhibitor Passes
Within your site hire fee includes an allocated number of passes. If you wish to purchase extra passes, you can indicate on your application form or they can be purchased when you check in with the site office before setting up.
Marquee’s, Tables and Chairs
If you’re looking for marquee hire, or tables/chairs, visit our Hire Companies page for recommendations. Please liaise directly with your hire company and advise of your site number. Please remind hire companies to check in with the site office prior to setting up on your behalf.
Exhibitor Listing
Our Exhibitor Listing is updated regularly on our website and exhibitors will be included in the printed entry brochure if your site is secured before our deadline listed on the application form. Beyond this date, you’ll only be listed on our website.
Demonstrations
If you have any demonstrations or something exciting to showcase throughout the 2 days , please visit our site office when setting up to advise.
Social Media Promotion
Our advertising aim is for visitors to view our website to check out what’s on and actively promote exhibitors via social media throughout the 2 days. Be sure to tag the Riverina Field Days @riverinafielddays
Hay Bales
Hay bales must be pre-ordered. They are available to purchase and will be delivered to your site.
Forklifts
The use of forklifts to set up and pack up will be available to Exhibitors from Thursday – Saturday only. Use of forklifts will be at the sole discretion of RFD Management at all times and only operated by those with a licence. Use of forklifts is on a first in first served basis. Please indicate when checking in at the site office when setting up if you require this service.
ATM / EFT Facilities
There will be an ATM available at the site office, however we do encourage each exhibitor to have their own EFT facilities available.
Security
Security will be in place Thursday night, Friday night, Saturday night from 8pm-6am. In the event of heavy rain and the need to set up and pack outside of these days, we will arrange additional security.
Theft, loss and/or damage
Whilst taking all care and providing security for the duration of the RFD, the Coro Club (as organiser of the Riverina Field Days) SHALL NOT be held responsible for theft, loss or damage to the exhibitors’ property whilst at the Riverina Field Days.
Public liability
Exhibitors MUST have their own Public Liability insurance $20,000,000 cover whilst on site and should complete the necessary section on the Application Form. Failure to supply this information on your form will mean you WILL NOT be able to attend.
Powered Sites & Electricity
Please ensure you are aware if your site is powered or non powered prior to setting up. If you have chosen a non powered site, you must provide your own generator. Woodside Hall Exhibitors must provide extension leads and power boards. All electrical extension leads and appliances must have current approval tags. Exhibitors must only use and operate approved portable power boards with residual current device (RCD) earth leakage circuit breaker (ELCB) protection when drawing electricity from the RFD supply grid. It is the exhibitor’s responsibility to provide generators, power boards and extension leads.
Parcel Pick up
We’ll pick up your customers goods and deliver to the nearest gate. Simply ask your customers to visit the Site Office to fill out a form and we’ll take care of the rest.
Cleaning your site
All exhibitors are requested to leave their site in a tidy condition. If there is not a garbage bin close to your site, please leave any rubbish, boxes etc. in a pile on one part of your site. Should your site be left in a condition which the organisers deem unacceptable you may not be invited to attend the following year.
Garbage collection
Garbage will be collected periodically throughout the event.
Cancellation fees
Exhibitors must advise of their cancellation in writing to RFD via .
Cancellations received 90-61 days prior to the field days will attract a cancellation fee of 25% of the site fee.
Cancellations received 60-31 days prior to the field days will attract a cancellation fee of 50% of the site fee.
Cancellations received within the 30 days prior to the field days will attract a cancellation fee of 100% of the site fee.
Please discuss your individual circumstances with us.
Proud Major Sponsor
