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.        

Important points to consider: • •

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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