Exhibitor Terms and Conditions

EVENT INFORMATION
Date:   24 & 25 May 2025
Time:   9am to 4pm
Venue: RNA Showgrounds – 600 Gregory Terrace, Bowen Hills QLD 4006

BUMP IN / OUT
Bump in:        22 May 7am-11pm and 23 May 7am-11pm
Bump out:      26 May 7am-12pm
Site maps and access details will be sent out no later than 1 week prior to the event. No vehicles will be allowed on the event site after 9am, or before 4pm on event day. All sites must be set up and ready for service to the public by 9am, and must cease activities at 4.00pm.

SIGNAGE & SITE PROVISIONS
As part of your package, you will be provided with signage on the front of your marquee. This comprises of your company name (as indicated on your Application Form).

It is expected that you provide the following provisions within your site:

• Sufficient additional signage and decoration of your marquee in line with the quality and style of the event. All freestanding signage must be sufficiently weighted and secured. No signage should be placed more than 1m in front of your marquee.
• Sufficient Staff for set up, service and pack down.
• Provision of rubbish bins and bags inside your service structure. Please ensure rubbish is neatly disposed of or put away so that your stall looks clean and tidy throughout the event.
• Hand washing facilities (for any activities involving food consumption), and hand sanitiser readily available for public use if you have animals on display at your site.
• Fire Extinguisher (for any activities involving food consumption)

POWER & ELECTRICAL EQUIPMENT
All electrical equipment must be tested and tagged prior to the event. Our power supplier will be checking that equipment has been tested and tagged on the morning of the event – any equipment that has not been tested and tagged cannot be used.

If you have any questions regarding the testing of equipment please speak with event organisers in advance.

SITE ALLOCATION & REQUIREMENTS
Firearms Expo will allocate all site positions taking into account power, waste & service requirements; size of your stall; site plan and pedestrian flow of the site; and other health and safety issues relevant to the staging of the event.

Firearms Expo stalls are provided for the sale of quality goods and products, to promote information or services, or to raise awareness for a charity or group directly relating to animals and pets. Only applications that meet these criteria will be considered.

All stalls are to be well presented and tidy at all times, including stock items which must remain within the boundaries of your site at all times. Pegging of any item is not permitted. Most outdoor sites will be situated on asphalt. Please ensure you bring sufficient weights for any freestanding items such as banners.

If you intend to have animals on display within your site, you will be required to complete an Animal Behavioural Questionnaire before event day.

TIMES OF ATTENDANCE
The event will be open to the public from 9am – 4pm. It is mandatory for all exhibitors to staff their sites between these hours. All sites must be manned with adequate staffing levels for the duration of the event.

WASTE
Rubbish skips (both for general waste and recyclables) will be provided in a designated area on site. Please ensure that you transport your rubbish to the skips, and do not fill up the smaller bins throughout the event site which are for patrons use only.

Firearms Expo strives to incorporate environmentally-sustainable principles at events. We ask that exhibitors use compostable or recyclable consumable items including cutlery and crockery etc.; maintain awareness of conservative power and water use; and reduce the use of packaging to minimise waste disposal.

PRINCIPAL’S INDEMNITY
The applicant agrees to abide by all terms and conditions as stated within this application and to indemnify and keep indemnified the principal, it’s servants and agents, from and against all actions, costs, claims, charges, expenses, penalties, demands and damages whatsoever that may be brought or made or claimed against them, or arising from my performance or purported performance of its obligations and directly related to the negligent acts, errors or omission by the applicant and their involvement with Firearms Expo’s Firearms Expo.

Privacy Statement: the personal information requested on this form is collected by Firearms Expo for the purpose of coordinating the Firearms Expo. The information will be kept confidential and identifying information will not be disclosed to any person or third party for any other purpose.

EXHIBITOR PARTICIPATION – TERMS & CONDITIONS
By completing the application form, exhibitors acknowledge and agree to follow the conditions;

1. Firearms Expo stall sites will be available on 24 & 25 May 2025 only. Trading hours will be from 9am – 4pm.
2. All applications are subject to a selection process with applications closing at 5pm, 31 December 2024. Applicants will be notified in writing and successful applicants will be required to pay fees in advance.
3. Exhibitors will behave in a hospitable manner towards the public and in a courteous and friendly manner to all workers, volunteers and exhibitors involved in the event.
4. Exhibitors are responsible for the provision and removal of all product and equipment beyond that which is specified as supplied in the site package. Firearms Expo will not be held responsible for any damage to exhibitors equipment whilst on site or during delivery or removal.
5. Power and other site requirements are to be discussed with the event organiser prior to the event. There will be restrictions on power available. Additional power may be supplied at an extra cost. The event makes no guarantees regarding the provision of power and other site requirements beyond that which is specified as supplied in the site package. Any personal generators belonging to the exhibitor must be approved for onsite use by the event organiser in advance. Any non tagged and tested appliances and leads may be confiscated by Firearms Expo and returned after the event.
6. All sites must clearly display product prices and information. No sale of second hand goods is permitted. All items must be well presented and remain within the boundaries of your site.
7. Firearms Expo will not accept any responsibility for the safety of any article or product of any kind brought by the exhibitor into the Firearms Expo.
8. The display, sale or distribution of counterfeit or illegal goods is not permitted nor is the display, sale or distribution of religious or political material.
9. The sale of inappropriate material including replications, obscene pictures or offensive language is not permitted.
10. Exhibitors must comply with relevant safe food handling programs and agree to comply with the Food Handling reporting mechanisms on the day, as required by the Queensland Food Act.
11. Exhibitors will observe and must comply with all Queensland Fire Service, Food Safety Standards, Workplace Standards, Liquor Licensing requirements and other relevant Commonwealth, State and Local laws and regulations relating to the preparation, display, handling and sale of products and food and beverages.
12. Exhibitors are responsible for the provision of staff to service their site. Exhibitors are also responsible for the provision of workers’ compensation insurance to cover employees, contractors or sub-contractors employed or contracted by the Exhibitor. Appropriate Work Cover policies must be in place.
13. Firearms Expo accepts no responsibility for any injury whatsoever caused to employees, contractors or sub-contractors. To the extent possible by law, the exhibitors release and discharge Firearms Expo from all future claims in relation to injuries sustained to employees, contractors or sub-contractors.
14. Firearms Expo shall not be responsible for any loss of any nature including monies paid to Firearms Expo, suffered by any exhibitor from any restrictions or conditions which prevent the construction, erection, completion, alteration, or dismantling of any site or for the setting up or pack down of any products, for the failure of any services available to the exhibitor, or for any cancellation or restriction in opening hours at the Firearms Expo as a result of any circumstances not within the direct control of Firearms Expo.
15. Outdoor events are all weather events and exhibitors are expected to agree to participate in the event regardless of weather conditions, unless the event organisers deem the weather too unsafe to proceed.
16. Only persons the age of eighteen (18) years or above may be solely responsible for the conduct of any stall site.
17. Proof of current public liability insurance, a Certificate of Currency must be submitted prior to the event.
18. Exhibitors will not impinge on public space or any other Exhibitor’s space. Any decision by Firearms Expo in this regard shall be final and binding. Firearms Expo reserves the right to remove the exhibitor at their expense.
19. Exhibitors are expected to keep their designated space, including interior and rear of the stall site clean, tidy and free of rubbish and other hazards at all times.
20. The exhibitor may not conduct lotteries, raffles or competitions without the consent of Firearms Expo.
21. Firearms Expo reserves the right to alter the layout, plans and positions of the exhibitor sites if desired for the benefit of the Firearms Expo as a whole.
22. Firearms Expo reserves the right to, after notice and opportunity afforded to rectify, close any stall that does not comply with the terms and conditions of this agreement.
23. The event does not in any way warrant that an exhibitor will have a particular level of sales or particular profitability. Exhibitors agree to not hold the event organiser liable for any failure to meet expected sales or levels of profitability, nor to seek from the event organiser any lost income, expenses, damages or the like arising from your participation in the event.
24. Any exhibitor causing damage to the environment or building surrounds will be fully liable for any costs incurred.
25. Any exhibitor causing any damage or loss to any part of the site signage or infrastructure supplied by Firearms Expo through a third party will be fully liable for any costs incurred for the repair and / or replacement of the damaged / lost equipment.
26. Firearms Expo is not responsible for any warranties, promises or agreements made by exhibitors in relation to sites or their products.
27. Firearms Expo shall have the right to postpone or amend the opening / closing time or day of the Firearms Expo to which, in the opinion of the expo, is more suitable, and will not be responsible for any loss occasioned thereby.
28. Firearms Expo has the permission of exhibitors and staff to take photographs or commission a professional photographer to take photographs of the site, exhibitors and staff and is authorised to publish and use those photographs, in whole or in part, for advertising or marketing purposes for this and any subsequent events, and as part of the event’s current and future general marketing and communication activities.
29. Exhibitors acknowledge that all rights in relation to any photographs, films, videos or sound recordings of the Firearms Expo, or any part thereof including stage and entertainment performances, are the exclusive property of Firearms Expo and that without the written consent of Firearms Expo no exhibitor is able to make any photograph, film, video or sound recording.
30. Without the written consent from Firearms Expo, the exhibitor shall not use any microphone, sound amplification, or musical instrument. If allowed, noise levels will be subject to, and set, at Firearms Expo’s discretion.