Horse of the Year 2016 Trade Exhibitors Application Pack Dear Trade Exhibitors, Thank you once again for your continued interest in the Horse of the Year event. We are excited to be moving forward with this event, and look forward to another successful year. As you are aware, Horse of the Year has come under new management, and SMC Events have now taken over the organization of this event. For the forward movement of the event, and the improvement of structures, there have been some changes made that will have an effect on Trade Exhibitors for 2016. We believe these changes are made for the benefit of the show in the long term, and have been made based on the feedback given from Trade Exhibitors in previous shows. The layout of Trade Sites available, have yet to be confirmed, however these are the best possible options that have been made so far, to ensure more structure is put in place for 2016. Again, thank you for patience, and ask that you continue to show patience as we make changes moving forward. Thank you, and look forward to working with you. Mele Mataitonga Trade Exhibitors Manager
[email protected] 027 399 0979
Key Dates: 2015: Friday 28th August
Completed and Signed Trade Application Forms Due (with 20% of Full Site Fee )
40% of Full Site Fee Due
Remaining 40% of Full Site Fee Due
Thursday 25th February
Trade Exhibitors Pack In
Tuesday 1st – Sunday 6th March
Horse of the Year Hawkes Bay Showgrounds
Friday 30th October 2016: Friday 29th January
Background: Farmlands Horse of the Year Show (HOY) is the largest equestrian event in the Southern Hemisphere, hosted annually in Hawkes Bay. Held for over year 17 years, HOY has secured itself as one of Hawkes Bays most prominent ‘not to be missed’ events, attracting local and national crowds of 50,000+ every year. Run over 6 days, HOY plays host to 17 different equestrian disciplines, all competing for the title of Farmlands Horse of the Year. The show welcomes both equestrian and non-‐equestrian audiences to come and experience the excitement of Show Jumping,, Dressage and Eventing Competitions. HOY’s popularity and brand loyalty extends to the show sponsors, offering a great marketing opportunity for your company.
Trade Exhibitors Application Process: Step 1: Read and understand the Trade Exhibitors Application Pack and Form Step 2: Complete all sections of the form, scan and email a signed copy to
[email protected] along with supporting evidence (images/design of site) Step 3: When a signed application is received, your preferred site will be booked, but not confirmed. Step 4: An invoice will be generated outlining your site details, due date and site fee, including GST. Please pay the amount to confirm your site. Step 5: Once payment is received, your site will be confirmed by receipt, and a confirmation pack will be sent out. Site fees not paid by the invoice due date will result in the site being made available to the next applicant of interest.
New Changes for Trade Exhibitors Horse of the Year 2016 aims to provide the best possible experience for all Trade Exhibitors involved. We require all Trade Exhibitors to provide as much information and supporting images to ensure that placement of your site is beneficial to you and is not imposing on neighbouring sites. Please complete the application form, ensuring that the Legal Name of your company is provided, if it is different from the Trading Name at HOY. Ensure that all information is correct, so we can maintain the quality and ease of service we provide for you. Historically, the event has previously made allowances for extra space in front of Trade Sites, especially in sites surrounding the Premier Arena. In 2016, there will be no allowances made for extra space. The site that you purchase will be the only allowance you have for your site. Extra space that is required in front of your site will have extra charges upon prior arrangement only. The layout of Trade Sites available, have yet to be confirmed at the time of publishing this information pack. However, there are some changes to the sites in between the Premier and Dressage Arenas. If you have previously booked along that F Line of Trade Sites, please use the new site number on your application form. We have also made layout changes that allow for improvements to the main entrance of the show, and added Trade Sites around the NRM Fields.
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All fields of the application form must be filled out correctly. All supporting images are to be provided with the complete application, where applicable The payment process must be strictly adhered to. No payments are to be made before an invoice is generated, as a specific reference code will need to be noted at the time of payment Payments can be made by direct credit, cash or cheque Final closing date for all Trade Exhibitors is 4pm, Friday 29th January 2016 There will be a late penalty for Trade Exhibitors who submit applications after 29th January 2016. The late application fee will increase per site from 19th February 2016, as at this time the event build on-‐site will begin We recommend strong consideration be given to the nature of the event, when developing your site, i.e the site reflects the type of event Trade Exhibitors who are successful in their application and have provided all completed paperwork and payment will be bound by the rules and regulations as outlined in the Terms and Conditions Payment is non-‐refundable All Trade Exhibitor agreements are confidential Successful applications will receive confirmation once the site fee payment has cleared The confirmation pack will detail Terms and Conditions of use, and include necessary forms for extra furniture hireage The Trade Exhibitor Manager reserves the right to make changes to the pricing structure and general rules and conditions without notice. Where changes take direct effect, affected parties may be advised.
Payment Options: Preferred Payment Option – DIRECT CREDIT Once your application has been received, an invoice will be generated and sent to the contact name on the application form. Please pay the amounts by the requested dates, to the nominated account number at the bottom of the invoice. Please reference your payment correctly. No payments are to be made prior to receiving your invoice. Cash and Cheque Payments: These will only be accepted upon prior arrangements only.
2016 PRICING : Please refer to the Site Map for coinciding colours. The 1st number denotes stall frontage, 2nd is stall depth. All site fees remain to be inclusive of marquee and wall panels. Power supply remains separate, and should be indicated on the application form. Extra panels and furniture is not included in these prices, and can be ordered separately once site is confirmed. 20% deposit of the site fee is required with every application. Please Note changes to the following sites: Sites in F1-‐F24 and F26-‐F45 are all 5 x 5m sites. If you wish to purchase two sites back to back, please indicate on your application form.
Dressage Arena Site #
Site Size
F13 -‐ F24 F36 -‐ F44 F45 G19 -‐ G23 B13 A27 B21 E11 F25
5m x 5m 5m x 5m 5m x 5m 5m x 10m 25m x 20m Non -‐ Marquee 20m x 10m Non -‐ Marquee 7m x 8m Non -‐ Marquee 12m x 10m Non -‐ Marquee 10m x 10m
2016 Full Site Price $2,597.70 $2,597.70 $2,763.60 $2,100.00 $TBC $TBC $5,833.80 $TBC $5,833.80
Dressage Arena
Site #
Site Size
C1 -‐ C12 F46 F47 -‐ F51 F52 -‐ F58 D22 C13 -‐ C15 D2 -‐ D11 D13 -‐ D21 D23 -‐ D25 C16 -‐ D1 -‐ 2 D12
3m x 6m 3m x 6m 3m x 6m 3m x 6m 5m x 5m 5m x 10m 5m x 10m 5m x 10m 5m x 10m Non Marquee 10m x 8m Non Marquee 10m x 10m
2016 Full Site Price $1,808.10 $2,763.60 $2,265.90 $2,763.60 $2,872.80 $3,804.15 $3,536.40 $3,536.40 $3,536.40 $5,194.35 $5,833.80
NRM and other Arenas 2016 Full Site Price
Site #
Site Size
H1 -‐ H19 H20 -‐ H24 J1 -‐ J10 J11 -‐ J22
3m x 6m Non Marquee 8m x 6m 5m x 5m (NEW SITES) 5m x 5m (NEW SITES)
Site #
Site Size
2016 Full Site Price
K1 -‐ K5 K6 -‐ K15 K16 -‐ K20 K21 -‐ K33
Non Marquee 5m x 8m Non Marquee 5m x 10m Non Marquee 5m x 10m Non Marquee 5m deep
Site #
Site Size
2016 Full Site Price
SS1 -‐ SS10
3m x 6m
$1,167.60 $840.00 $1,736.00 $1,500.00
Behind Grandstand Area
$1,167.60 $735.00 $552.30 $TBC
Trade Sites Over the Creek
$828.45
Trade Hall Sites (Inside the building) Site #
Site Size
2016 Full Site Price
T1, T2, T3, T4 T5-‐T28 T29 -‐ T33
Corner sites 3m x 3m 5m x 5m
$2,200.00 $1,100.00 $2,800.00