A free Art Wrap service (using bubble wrap and Buy Art Fair tape) will be available on stand 224 (opposite the cafe in the Buy Art Fair hall) for the wrapping of sold items. This service will only be provided on presentation of an exhibitor pass and a note will be made of its unique number.

A full range of audiovisual equipment may be hired for the duration of the show. To obtain a quote, please contact Lindsey Hanford on 07599 333 702 or email buyartfair@hanfordevents.co.uk. Please remember that sound must be kept to a reasonable level and that if you intend to play live or pre-recorded music you will need to obtain the relevant entertainment licence. (see ‘music/entertainment).

Please note that breakdown will commence at the discretion of the Organisers and the Spinningfields duty manager. In any case, this will not happen before 1730hrs on Sunday 31 October (i.e. 30 minutes after the show closes) and under no circumstances until all visitors have left the hall.

Please note that any exhibitors leaving the building via the fire exits or loading doors will not be permitted re-entry until after breakdown has commenced.  Entry to the exhibition via the main entrance will be prohibited between show closure and breakdown announcement.

Strict traffic marshalling and access procedures will be in force and full instructions will be distributed in the on-site packs.
Any exhibits, stand equipment, fixtures and fittings left in the hall after 2200hrs on Sunday 31 October will be discarded and any removal costs passed to the relevant exhibitor.

The Buy Art Fair Exhibition floor is finished with black cord carpet.

Under no circumstances will individuals under the age of 16 be allowed into the exhibition hall during the build-up and breakdown periods.

The stands, aisles and common areas will be cleaned overnight preceding each show open day.  Exhibitors with lockable areas on their stands should deposit a key clearly marked with their stand name and number at the Organisers' Office if this area is to be cleaned. 

Any specific or specialist cleaning must be undertaken by the exhibitor.

Please ensure that your stand is always staffed and that all exhibits remain displayed while the exhibition is open. In order that no discourtesy is shown to last minute visitors, dismantling of any displays or exhibits will be prohibited before 1730hrs on Sunday 31 October.

Any personnel involved in build up only (eg delivery drivers, stand contractors etc) will be supplied with temporary wrist bands by the BAF security company on arrival at the venue.  These wrist bands do not have to be pre-ordered but individuals will be asked for the relevant exhibiting company's stand name and number and may, in addition, be required to supply proof of identity.

No third party deliveries will be accepted until after midday on Wednesday 27 October.
If you need to have something delivered to your stand using a courier or third party, please ensure the following:

• That a representative of your company is on-site to receive and sign for the delivery. The Organisers are unable to accept responsibility for any goods delivered to unstaffed stands and regret that we have no storage facilities available for unchecked goods.
• That the delivery company/courier has the necessary lifting equipment to unload your consignment (eg. Forklift for palletised product). The Organisers will not be responsible for off-loading nor transporting items to the stand and do not have any trolleys available.
• That your packages/consignments are addressed as follows:           
   Contact Name
   Exhibitor’s Company Name, Stand Number
   Buy Art Fair 2010 
   Hardman Square (temporary structure)
   Spinningfields
   Manchester
   M3 3EB
• That deliveries are only made during the hall open hours (but not show open hours) - please  see ‘Event Timetable'

Exhibitors are responsible for any damage caused to the fabric of the exhibition halls by themselves, their agents or contractors. In your own interests you should satisfy yourselves as to the condition of your site before commencing the dressing of your stand and again after its clearance. The Organisers will pass to the exhibitor any charges for damage to the exhibition halls, caused by exhibitors, their staff or their contractors.

EU regulations state that disabled persons must be afforded the same opportunities as able-bodied persons. This includes the ability to attend exhibitions and to look at any of the exhibits.  Therefore, we ask you to ensure that your stand and exhibits are easily accessible to visitors with wheelchairs. Disabled visitors will be able to access the hall via the front entrance.

All business including the dispensing of literature and promotional material must be conducted fromyour stand. Exhibitors or their representatives are forbidden to hand out leaflets, product samples etc, at the entrance to the event, in the gangways or in any part of the exhibition halls. 

All electrical installations must be carried out by the official electrical contractor, Melville Exhibition & Event Services, and comply with current EVA regulations. To order your electrical requirements and for a summary of installation regulations please contact Sally Hampton at Blakex on 01926 865000 or see the order form in the ‘Forms & Downloads' section.

In the event of an emergency, the fire/evacuation alarm will be raised in the form of a message relayed over the tannoy system. The message will be repeated as follows:

‘This is an emergency, you must leave the building immediately by the nearest exit.’

Full emergency procedures will be distributed to each stand via a stand drop on the opening morning of the show. Please ensure that all your stand personnel are aware of these procedures.

All stand personnel must be registered with the organisers and will be required to wear a Buy Art Fair 2010 security pass in order to obtain access to the exhibition complex during build-up, the show open period and breakdown.

On completion of the Exhibitor Passes form (available at 'Forms & Downloads') you will be sent** the number of Exhibitor Passes that you have requested. Each of these passes has its own unique number printed on the reverse which will immediately tell any member of the organising and security teams to which exhibiting company its bearer is linked.   

** Please note:  Exhibitor Passes will not be sent out before Monday 4 October.

Passes for Build Up Only:  Any personnel involved in build up only (eg delivery drivers, stand contractors etc) do not need to be included on the Exhibitor Pass form and will not be issued with Exhibitor Passes.  In this instance, they will be supplied with temporary wrist bands by the BAF security company on arrival at the venue.  These wrist bands do not have to be pre-ordered but individuals will be asked for the relevant exhibiting company's stand name and number and may in addition be required to supply proof of identity.

Vehicle Passes: All vehicles offloading during the build-up and breakdown periods must display a valid vehicle pass. Please download the ‘Vehicle Pass' found in the ‘Forms & Downloads' section of this Exhibitor Manual and display the completed documentation on your vehicle before arriving at Spinningfields.
Please note that this document DOES NOT PERMIT ON-SITE PARKING.
(See ‘traffic procedures')
 

A first aid facility is available throughout the build up, open and breakdown periods.  Assistance may be obtained via the organisers' office, registration/reception or by telephoning 07837 134195.

 In a first aid emergency, where an ambulance is considered necessary, a telephone call should be made directly to the Organisers on 07837 134195.

FIXING EXHIBITS
Nails, double-sided adhesive pads or velcro may be used to attach exhibits to the shell scheme panels. Particularly heavy or large items may require ‘hooks and chains’ which are available by completing the ‘Shell Scheme Optional Extras form in the ‘Forms & Downloads' section.   Further information or advice can be obtained from Sally Hampton at Blakex on 01926 865000.

Gangways must remain clear at all times including build-up and breakdown. Exhibits and stand-fitting, including doors or windows that open, must not project into the gangways.

All items (including sold pieces of artwork) leaving the building during the show open period must be accompanied by a completed 'Proof of Ownership' card (which includes the Exhibitor Pass number of the vendor). A supply of 'Proof of Ownership' cards will be given to each exhibitor before the preview night begins on Thursday 28 October at 5pm. 

ALL ITEMS LEAVING THE BUILDING BETWEEN 5PM ON THURSDAY 28 OCTOBER AND 5.30PM ONSUNDAY 31 OCTOBER  MUST BE ACCOMPANIED BY A PROOF OF OWNERSHIP CARD. (Unfortunately, during build up and breakdown, whilst Exhibitor Passes will be checked on entering the building, the level of activity means that is impossible to monitor goods in and out on an individual basis. To this end, you are stongly advised to work in pairs, always ensuring that one person remains with exhibits on the stand or at the loading doors).

Exhibits must not exceed 2.70 metres without the express permission of the organisers. In this instance, please contact Lindsey Hanford on 07837 134195.

INSURANCE
All exhibits, articles and other property brought into the exhibition hall by an exhibitor, his agents and/or his contractors shall be at the sole risk of the exhibitor or contractor. The Organisers will not be responsible for any loss, damage or destruction occasioned thereto by any cause whatsoever. The Organisers will not be liable for any loss, delay, damage, costs, expenses or monies in respect of the postponing, abandoning, cancelling, transforming or curtailing of Buy Art Fair 2010 for any reason. Any losses, damages and insurance claims need to be reported, in writing, to the Organisers Office and the police within 24 hours.
For further information please refer to the terms and conditions of your Contract for Stand Space.

INTERNET ACCESS

Spinningfields is wi-fi enabled.  However, the signal can vary and to this end, if you are reliant on such a facility, it is recommended that exhibitors bring their own mobile broadband dongle.  These may be purchased on a 'pay as you go' basis from any mobile phone shop.  When purchasing a dongle please ensure that the service provider has a strong signal in the Spinningfields area.  This can be checked by giving the vendor the post code M3 3EB.

MUSIC/ENTERTAINMENT

If you intend to play pre-recorded music on your stand you need both Phonographic Performance Ltd (PPL) and Performing Rights Society (PRS) licences even if you have a TV licence; Local Authority entertainment licence or Video Performance Ltd licence

If you intend to have live music performed on your stand, you need a Performing Rights Society (PRS) licence only.

These organisations are liable to check for valid licences during the show and you are therefore advised to arrange for the necessary paperwork to be raised as soon as possible, by contacting the following:
PRS:  Berners Street, London, W1P 4AA   Tel: 020 7306 4504
VPL:  1 Upper James Street, London, W1F 9DE Tel: 020 7534 1400
PPL:  Contact Lindsey Hanford     Tel: 07599 333702      
In the event of an exhibitor not being in possession of a correct licence, both the PPL and PRS will charge the Organisers directly. This charge will then be passed to the relevant exhibitor.

Please ensure that music and commentary for demonstrations, videos, presentations etc, are kept at a level which will not interfere with neighbouring stands.

The telephone number for the organisers office is 07837 134195.

POWER TO STANDS

• Power will not be switched on to stands during build-up until it is considered absolutely safe to do so. 
• Power to stands is switched off 30 minutes after the show closes each day. 

Breakdown will not commence until the power supply has been disconnected.

SECURITY

The Organisers will take all reasonable security precautions during the build-up, open and breakdown periods.  However, all exhibitors are advised that they should take sensible steps to protect their property.
It is worth considering using a night sheet/alarm to protect your stand and also to remove or lock away valuable items overnight or when unattended.
Any precautions you take are in your best interest as neither Buy Art Fair Ltd, Urbis nor any appointed contractors are responsible for any loss or damage to any goods at any time during the exhibition.
It is essential that you report any loss sustained from your stand to the Organisers' Office immediately.

To help ensure effective security at the show, please follow these guidelines:

• Delegate one member of your stand personnel to be responsible for your company’s safety and security at the exhibition.  Do not leave cash, handbags, phones, valuables etc. in drawers, cupboards or on open exhibits on your stand.  Do not leave wallets in unattended clothing.
• Check all lockable desks and cupboards before leaving your stand.
• Please note that build-up and breakdown days are high risk periods. 
 You are recommended to work in pairs so that the stand is manned at all times.
• On show open days make sure your stand is manned prior to the official opening time and do not leave your stand at night before the hall is clear of all visitors.
• Should you have small valuables which you wish to leave on your stand, you are advised to provide yourself with lockable steel cabinets or other safe storage areas.

TRAFFIC PROCEDURES

Full details regarding the offloading of vehicles during build-up and breakdown will be issued under separate cover.  However please note the following:
• The police strictly enforce all parking restrictions in the roads around Spinningfields, most of which have yellow lines and others residents’ parking only.
• Once vehicles are unloaded they MUST be removed to allow further traffic onto the bays.
• Vehicles should be parked up at one of the surrounding lorry or car parks. See the map in the ‘Forms & Downloads’ section. (see: Parking)
• Full breakdown procedures will be issued on-site. 
Please note: The Police will remove any vehicles that do not comply with these procedures and restrictions.

VEHICLE PASSES

All vehicles requiring access during the build-up and breakdown periods must display a valid vehicle pass. The vehicle pass for Buy Art Fair at Spinningfields is available for download in the ‘Forms & Downloads’ section. Please complete a pass for each vechicle unloading.
Please note that this document DOES NOT PERMIT ON-SITE PARKING.
(See ‘traffic procedures' and ‘parking')