We hope the following information will help everyone plan for our show.

MRQ Model Railway Show Venues:

Sevenoaks Model Railway Show

Sevenoaks Primary School

Bradbourne Park Road

Sevenoaks

Hastings Model Railway Show

The Hastings Academy

Rye Road

Hastings, TN35 5DN

Clacton-on-Sea

TBC

MRQ Show Opening Times:

Show Opens:

Sunday:
9:45am - prebooked ticket holders

10am - general public

Please note:

No-one under the age of 16 can be allowed on site during the build or break down of the event. There are no crèche facilities available at the venue so please ensure that if you have children with you that you have made appropriate off site arrangements for these periods.
We support those who wish to wear face masks/coverings and we encourage the provision of hand sanitiser on stands.

Set up times:

Set-Up:

Saturday: 5 - 7pm

Sunday: 7 - 9:45am

Parking

Exhibitors and traders will be made aware of parking arrangements before each show. Allocated parking will be given to large vans and trailers and participants with mobility issues.

Trade Stand sizes and costs:

6 x 4 - £35
12 x 4 - £45
12 x 6 - £55
18 x 6 - £70

Please note - the area is the total area of the stand including seating. For alternative sizes please contact modelraiwayquest@gmail.com. Traders must supply their own tables.

Break down and get out on Sunday

We need to vacate each venue by 5pm on the Sunday evening in order for venues to be made ready for the following day's activities. Please ensure you remove all rubbish from your stand and take all your recycling home with you.

Tables and Chairs

6 x 2 ft tables (or similar) will be provided for all exhibitors where required. Traders must supply their own tables.

Chairs will be provided for both exhibitors and traders.

Payment

Trade stand invoices must be paid before the event.

Expenses

Expenses will be paid in cash on the Sunday where possible, or otherwise by BACs transfer.

Public Liability Insurance

Our shows are insured by Magnet Insurance.

Downloadable show guide

We will produce a downloadable show guide for each show on our website. Please send a photo of your layout and a brief description to be included.

Refreshments

Free tea and coffee are available for exhibitors and traders throughout the day. Milk and a dairy alternative are provided. In order to cut down on plastic and waste, please bring your own mug wherever possible.

A packed lunch is provided for exhibitors including a sandwich, packet of crisps, yoghurt, fruit, chocolate bar and juice. Please advise of any dietary requirements.

Each stand and layout receives a complimentary packet of biscuits, courtesy of Grumpy Camera Man.

WiFi

WiFi details will be provided to all exhibitors and traders prior to each event.

Terms & Conditions for Exhibitors

1. Definitions

In these terms and conditions “Organisers” means Model Railway Quest; “Exhibitor” and "Trader" means any person, company or organisation and the staff or agents of that company taking a space. “Event” means MRQ Model Railway Show; “Venue” means either Sevenoaks, Hastings or Clacton venues.

2. Contract

2.1 Once applications have been considered and where acceptance is confirmed it is deemed that the signed application form is a binding confirmation of the Exhibitor’s commitment to take the space applied for and of the Exhibitor’s acceptance of these booking terms and conditions, including the cancellation policy.

2.2 The Trader accepts the prices and terms set out on the application form

2.3 The Exhibitor/Trader accepts all requirements contained in these terms and conditions

2.4 The Exhibitor/Trader accepts all regulations laid down by the local authority applicable to the Event and Venue and all regulations laid down by the Organisers including but not limited to security, health and safety, fire procedures and in general all current Health & Safety regulations.

3. Exhibition floor plan

3.1 The Organisers reserve the right to alter the floor plan at each venue at any time up to and including the arrival of the Exhibitors and Traders.

3.2 The Trader’s displays and stock must stay within the boundaries of the space and must not spread into walkways.

4. Health and Safety

4.1 It is the Exhibitor’s/Trader's responsibility to ensure that their staff abide with all current Health and Safety regulations. They are also responsible for health and safety on their stand during the event.

4.2 Please ensure that you have completed your application forms as sent out by email. e

5. Insurance/Security

5.1 Each exhibitor/Trader is responsible for the security and insurance of their own stand and its

contents. Venues will be locked overnight on Saturday.

6. Setting up and breaking down

6.1 Access to each venue for setting up will be from 5pm to 7pm on Saturday.

Please do not arrive early and expect to set up before 5pm. Please do not start setting up until given approval by MRQ.

6.2 The dismantling of the stands or removal of any items from them must not commence until the show closes at 4pm on Sunday. Everything must be clear by 5pm

6.3 All rubbish must be removed from the stand space and either taken away or placed in the bins provided.

7. Payment terms

7.1 Payment is due on receipt of the invoice.

7.2 The Organisers reserve the right to re-allocate exhibition space if payment in full is not received as specified. No reminders will be issued.

8. Cancellation by the Exhibitor

8.1 In the event an exhibitor wishes to cancel a booking, reimbursement of fees paid.

9. Force majeure

9.1 If the Event is abandoned, cancelled, or suspended in whole or in part by reason of war, fire, national emergency, labour dispute, strike, lock out, civil disturbance, inevitable accident, the non- availability of the venue, royal mourning or any other cause not within the control of the Organisers, the Organisers may at their discretion repay the space fees but shall be under no obligation to do so. The Organisers shall be under no liability to the Trader in respect of any actions, claims, losses (including consequential losses), costs or expenses whatsoever which may be brought against or suffered or incurred by the Trader as a result of the happening of such an event.

10. General

10.1 Each exhibitor shall be deemed to have full knowledge of the Terms and Conditions and is bound by them in all respects.11.2 Any abuse, verbal or otherwise, directed at any Yarndale organiser or their agents will have an adverse effect any future applications which may be made to Yarndale.

11.3 Failure to observe any of the above conditions will be taken into consideration when deciding on applications made in future years.