Application for space
All applications must be submitted on the appropriate form, which must be signed by the exhibitor or their representative; such signature being an acceptance of the regulations.
Payment by debit/credit card must be completed when applying.
The Council reserves the right to refuse any application whatsoever, whether received prior to the closing date for entries or not, and also reserves the right to cancel any application which may have been
Application forms
Application forms must be completed and returned to the events team by the closing date together with all fees payable. The Council cannot accept applications which are received without full remittance.
Closing date for applications
The closing date for all entries is Friday 25 July, 2025.
Telephone reservations
Reservation of space by telephone will only be accepted so long as confirmation of the booking and full remittance of any charges is received within 48 hours. After this time the booking will be regarded as null and void.
Late applications
Applications received after the closing date will be considered subject to space being available.
Times of opening
All trade stands must be open and staffed throughout the time the show is open to the public (Saturday 11.00am to 5.00pm, Sunday 11.00am to 5.00 pm).
Space available
Trade - ground area - not under cover (see application form for prices)
Site 5m x 5m (16' x 16')
Site 10m x 10m (33' x 33')
Vehicle passes
5m x 5m = 2; 10m x 10m = 4
Additional passes (maximum 2) are available at a cost of £4.00 each. In the event of a changeover of staff, arrangements must be made to transfer the labels from one person to another. Responsibility for the distribution of car park labels lies solely with the person signing the application form to whom all literature will be sent.
All vehicles must vacate the showground before 10.30a.m. On each day of the event and park on Herringthorpe Playing Fields (no exceptions).
Free parking is available on Herringthorpe Playing Fields for anyone who has an exhibitor parking pass, if you do not display a pass there is a £3 per car, per day, car park charge applicable.
Allocation of sites
The allocation of sites and positioning of trade stand space will be entirely at the discretion of the Council although every endeavour will be made to meet any request made by an exhibitor regarding the position of their stand.
- Exhibitors booking open space must apply and pay for sufficient space, in accordance with stand sizes on the application form, all stays, guy ropes, or tow bars required for any building, tent or caravan to be erected on the space. All guy ropes/tent pegs on private marquees/gazebo should be identified with hazard tape to prevent tripping accidents
- Boundaries of sites will be marked and in no circumstances will exhibitors be allowed to occupy a space larger than that allocated to them, without first obtaining permission from the Council or its representatives
Sub-letting
No exhibitor shall sub-let or part with possession of any portion of space allotted to them or remove to any site other than that allocated them unless by prior arrangement with the Council’s representatives.
Health and Safety at Work Act 1974
All exhibitors must organise their stand and staff in accordance with the Health and Safety at Work Act 1974.
Public liability insurance
All exhibitors must forward a copy of their Public Liability Insurance Certificate.
Withdrawal or cancellation of space reserved
Where an exhibitor withdraws from the show or cancels the space reserved by them for any reason, so long as they inform the organisers, via email or in writing, not less than four weeks prior to the show, their fee less 30% shall be refunded. Otherwise all fees shall be forfeited, and the Council reserves the right to re-let such space.
Stand preparation, admission, delivery and removal of exhibits
Each stand will be provided with an allocated number of exhibitor passes, which will need to be clearly displayed in your vehicle to allow access into the showground from 8.00a.m. onwards to set up stalls and bring equipment. All sites must be occupied by 10.00 a.m. On both days of the event and must be ready for the public by 10.45 a.m.
If you are intending to set up your trade stand on Friday 6th September, you can access the site through the Middle Lane entrance from 8.00a.m. onwards. When entering and leaving the showground in your vehicle, you must put hazards on and drive slowly to and from your trade stand. Maximum speed limit of 5mph at all times.
If you are intending to set up your trade stand, bring equipment into the showground on the Friday, Saturday, or Sunday morning, you will need to again enter the showground through the Middle Lane entrance and you must clearly display your exhibitor parking pass to be allowed entry (no exceptions). Once entering the showground you must put hazards on and drive slowly to and from your trade stand. Maximum speed limit of 5mph at all times.
All vehicles must vacate the showground before 10.30a.m. On each day of the event and park on Herringthorpe Playing Fields (no exceptions). Again you will need to clearly display your exhibitor parking pass to be allowed to park in this area (free of charge). If you do not display a pass you will have to pay a £3 per car, per day, car park charge.
No part of a stand may be closed or dismantled before 5.00pm on each day of the event. Vehicles for the removal of stands will not be allowed to enter the showground until after 5.00 pm or such later time as circumstances may require. Please note that the show is open to the public until 5.00 pm and therefore, all roadways must be kept clear for the movement of emergency vehicles and for public safety.
Exhibitors with large mobile units should arrange to have these in position at least one day before the opening of the show. (this is especially important when it is necessary to encroach on adjoining stand space to manoeuvre the unit into position).
No camping is allowed on site without written permission of the organisers. Where this is granted, camping is restricted to the Wednesday before the show weekend to the Monday after the show weekend. No campfires are allowed.
Hazards
All trade stand plots will be inspected on the Saturday morning prior to the show and any hazards such as potholes will be rectified. Any hazards identified over the weekend of the show should be reported immediately to event control staff who will take action to remedy the problem.
Admission of vehicles
Each stand will be provided with an allocated number of exhibitor passes, which will need to be clearly displayed in your vehicle to allow access into the showground from 8.00a.m. onwards to set up stalls and equipment.
All vehicles will need to enter the showground through the Middle Lane entrance, and you must clearly display your exhibitor parking pass to be allowed entry (no exceptions). Once entering the showground you must put hazards on and drive slowly towards your trade stand. Maximum speed limit of 5mph at all times.
Important information - for public safety reasons, all vehicles must vacate the showground before 10.30a.m. On each day of the event and park on Herringthorpe Playing Fields (no exceptions). You will need to clearly display your Exhibitor parking pass to be allowed to park in this area (free of charge) if you do not display a pass you will have to pay a £3 per car, per day, car park charge.
You will not be allowed to return into the showground to dismantle stalls/equipment until after 5.00p.m.
This will be strictly enforced by security staff on the entrances to the showground. Any resistance to remove vehicles when asked may result in you being asked to leave the showground and will affect consideration of application to attend in the future.
IMPORTANT: A One-way system will be in operation for all vehicles entering the park after the show concludes each day at 5.00pm. Therefore, all vehicles must enter the park through the Middle Lane and Doncaster Road entrances (in relation to the location of their stand) and will only be allowed to exit the showground through the Clifton Lane Museum entrance. This will be strictly enforced.
Important
A One way system will be in operation for all vehicles entering the park after the show concludes each day at 5.00pm. Therefore, all vehicles must enter the park through the Middle Lane and Doncaster Road entrances (in relation to the location of their stand) and will only be allowed to exit the showground through the Clifton Lane Museum entrance. This will be strictly enforced.
Services
Electricity - Rotherham Show
Only available if agreed with the Events Team. Special requirements can be met, and details should be discussed with the Council's representatives. Price on application.
Please note
All electrical connections must conform to electrical safety standards. It is imperative that any electrical equipment or appliances which you may connect to an electrical supply, as ordered by yourselves, are in good condition and do not contravene any of the aforesaid electrical safety regulations.
First aid
- Exhibitors wishing to use heating, cooking or any other flammable appliance must make sure that these appliances are at a safe distance from any other combustible materials and that satisfactory safety precautions have been taken to prevent the spread of fire.
Cooking appliances will only be allowed on the showground with written agreement by the show organisers. - The Council reserves the right of inspection by one of its officials or a representative of the fire service of all tents or stands and the officials shall have full authority to order that the use of any appliances or equipment be discontinued immediately if in their opinion they constitute a danger, without the Council incurring or being liable for any loss or damage which may be occasioned by the discontinuance. The decision of the Council in this matter must be accepted as final. Any exhibitors using flammable materials must supply a suitable fire extinguisher or extinguishers in the interest of fire precautions.
- Exhibitors are required to insure against fire, not only as regards their own property, but also against third party claims.
Lost property
Please bring any lost or found property to Event Control.
Water
Available free of charge from the point indicated on the site plan (Doncaster Road entrance) or at the Garden Building
Telephones
Event control staff have access to mobile telephones that can be used for emergencies only, all calls must be paid for.
Fire protection
- Exhibitors wishing to use heating, cooking or any other flammable appliance must make sure that these appliances are at a safe distance from any other combustible materials and that satisfactory safety precautions have been taken to prevent the spread of fire.
Cooking appliances will only be allowed on the showground with written agreement by the show organisers. - The Council reserves the right of inspection by one of its officials or a representative of the fire service of all tents or stands and the officials shall have full authority to order that the use of any appliances or equipment be discontinued immediately if in their opinion they constitute a danger, without the Council incurring or being liable for any loss or damage which may be occasioned by the discontinuance. The decision of the Council in this matter must be accepted as final. Any exhibitors using flammable materials must supply a suitable fire extinguisher or extinguishers in the interest of fire precautions.
- Exhibitors are required to insure against fire, not only as regards their own property, but also against third party claims.
Catering
The sale of any foodstuffs not specified on the application document will be subject to further negotiation of fees or complete removal on inspection by the Council's representatives.
The trader is prohibited to tip any oil or similar substance onto grass or other trade stand areas within the showground. All waste oil, gas bottles, containers, etc., must be removed by the trader from the showground and disposed of in accordance with any required regulations.
Please note that all caterers must remain on the site they have been awarded unless prior arrangements have been made directly with the events manager/events officers or extreme weather conditions require the re-siting of a catering unit. Failure to comply may result in removal from the site.
Exhibitors may make arrangements regarding catering for their own staff on their own stands as they wish, provided that no exhibitors sell any foodstuffs or beverages on their stands (this includes free promotional giveaways) unless they have tendered for and been granted a catering concession by the Council's representatives prior to the show. Exhibitors catering on their stands must conform to the requirements of the food safety act 1990 and legislation currently in force.
Sustainability guide
In 2019 Rotherham Council announced a climate emergency. As part of this we committed to work towards a net zero carbon council and borough. This means that we will aim to reduce greenhouse gas emissions as much as possible, and we are asking everyone to work with us.
This information is provided to help traders understand our aims and how you can work towards creating a great Rotherham Show and a cleaner, greener Rotherham.
There are two types of recommendations in this guide:
- Things you must do – these are either legal requirements or council policy for this event.
- Things you should consider doing – these are ideas only on how to make your time at the show more sustainable.
If you have any queries about anything in this guide, please contact by email: climate@rotherham.gov.uk
Single use plastics
As of 2024, Rotherham Council has approved our Single Use Plastics protocol. This means that we have committed to end the provision of unnecessary single use plastics across council events. This is in addition to the October 2023 government ban on certain single use plastic items which covers single use plastic cutlery, balloon sticks, polystyrene cups and food containers.
This applies to any unnecessary plastic item which can only be used once.
The protocol means that you must not use single use plastic items for unnecessary items where there is no feasible alternative. This includes single use plastic coffee cups, plastic bags, glitter, condiment sachets, and single-use freebies (such as balloons).
Note: the protocol does not extend to products for which there is no feasible alternatives – for example packaged crisps, chocolate bars or sweets (although you should avoid these)
Tips for reducing single use plastics:
- If you plan to offer freebie items, consider how likely they are to be reused by event attendees after the show.
- If it’s not possible to avoid single use plastics entirely, consider if recycled plastic items are an option.
Note: the protocol does not extend to products for which there is no feasible alternatives – for example packaged crisps, chocolate bars or sweets (although you should avoid these items where possible).
There are also lots of other things you should do to make your time at the show as sustainable as possible:
Energy
You should reduce energy use where possible – switch off appliances and equipment when not in use. If you need to purchase new equipment for the show, you should make sure it is as energy efficient as possible. See Generator information below.
Travel
If you have staff travelling to the event, you should consider asking staff (who are not transporting materials) to car share, or to travel on public transport, walk or cycle – if possible.
Waste disposal
You must follow the waste hierarchy when managing any waste from the show. This means you must aim to reduce or reuse waste, before you consider recycling or disposal.
Further guidance
For further guidance on reducing your environmental impact as a small business, visit:
UK Business Climate Hub - find advice on energy saving and net zero for SMEs
Businesses - Plastic Free Communities
Litter, etc.
Exhibitors must have their stands and immediate adjoining avenues cleaned up at the close of the event each day and any litter and refuse must be bagged and stacked and placed as near to tarmac paths as possible ready for collection by the Council. Caterers and exhibitors providing refreshments must provide their own bins for waste food. All waste oil, gas bottles, containers, etc., must be removed by the trader from the showground and disposed of in accordance with any required regulations.
Recycling bins are provided around the showground. Please recycle responsibly.
Signs
- All exhibitors must display the trade stand certificate clearly bearing the name of firm or organisation as stated on the application form.
- All stands and/or sites allotted to exhibitors will be clearly numbered by the Council.
- Trade stand signs and exhibits must not be erected or placed in such a way that they overshadow or obscure any neighbouring stand or adjacent stand or any name thereon.
- Signs must be so fixed that no damage is caused to any canvas or trees. Under no circumstances must nails, staples or wire be driven through any canvas or trees. Signs may only be affixed to park fixtures and fittings with prior written agreement of the organisers.
Damage to canvas/trees/park fixtures and fittings
Any exhibitor damaging any canvas/trees/park fixtures and fittings, or any other equipment hired by RMBC in any way will be liable to reimburse the Council for the cost of repair or replacement.
Collections, appeals and raffles
- Charitable or other institutions wishing to make appeals for contributions to their funds and/or hold any type of raffle or draw must first obtain permission from the Council's representatives, in the latter case submitting a sample of any ticket to be used plus full details of such proposed activity.
- Applicants shall be responsible for obtaining all necessary statutory licenses.
Advertisements
No exhibitor or other person shall be allowed to affix any placard or advertisement to any part of the Council's plant or premises unless permission, in writing, to do so has been obtained from the Council's representatives, nor will any person be allowed to distribute handbills or display advertisements except on his own stand, unless permission has been given in writing.
Noise/generators
Exhibitors must not use any public address equipment. Where a generator is used this should be of the modern type, well muffled so as not to emit noise or noxious fumes to cause annoyance to adjoining exhibitors and the public at large. Please note that all generators must be enclosed to prevent public access.
If you are using temporary generators, you should accurately assess power demand to avoid over-specifying generators – there is lots of information on how to do this online or your generator supplier may be able to help with this.
You should also consider using low or zero carbon power sources (e.g. hybrid or biodiesel generators, solar power) these and Diesel only generators are only allowed on site.
PETROL generators are NOT allowed on site.
Exhibitors wishing to use public address equipment of any sort must consult fully with the Council's representatives and obtain written sanction prior to the show. No sanction will be given on the show days
Peforming Rights Society
Please note that stands using music in any circumstances – live bands, radios, background music, CDs with music etc. Should not do so without a licence. The trade stand holder should pay the fee for such a licence to the Performing Rights Society (PRS) or Public Performance Licences (ppl). Inspectors monitor events of this nature. The Council cannot accept responsibility for any action taken against a trade stand exhibitor or any other person who contravenes the Copyright Act 1956. For more details see www.prsformusic.com or www.ppluk.com.
Space limitations
No exhibitor, whether a charitable organisation or otherwise, may carry on any activity outside the limits of their own stand, without first obtaining permission from the Council's representatives.
Animals
In any case where animals, birds or insects form part of any display or any stand or site, exhibitors must ensure that adequate and suitable arrangements are made for proper housing (with details submitted before the show), feeding and watering of such animals, birds and insects and the removal of any excreta therefrom as may be necessary with the requirements of any veterinary officer. All animals, birds or insects should be free from infection.
Security
A professional security company will patrol the whole site from 5.00 p.m. to 8.00 a.m. each night for one week prior to the event, during the event and for one night after the event. However, please note that they are not dedicated to one specific area, so we advise that you do not leave anything of value overnight. If Exhibitors do decide to leave anything of value, we advise you that you supplement the facility by the use of your own security arrangements.
Insurance
The showground is covered by the Council's insurance for public liability only. Any exhibitor with items of equipment or goods of value should cover them with their own insurance against damage or loss.
Disclaimer of liability
In this clause the term exhibitor shall include persons taking part in any competition, or display arranged by the Council and the owner of any animal, plant, machinery, or other thing involved in any such competition or display or otherwise exhibited on the showground. Save for death or personal injury caused by the neglect of the Council, its servants or agents, the Council will not be responsible for death, injury, disease, damage, or loss caused to any exhibitor or to his or her servant or agent or to any animal, article, plant, machinery or thing of whatever cause, death, injury, disease, damage, or loss arises.
(Save as aforesaid). The exhibitor shall indemnify the Council against all claims, damages, and expenses whatsoever in any way arising out of the presence of the exhibitor, his servants, agents, ground and shall assume full responsibility, therefore.
Exhibitors are advised to insure against fire and other appropriate risk not only as regards their own property but also against any third-party claim.
It shall be a condition of the acceptance by them of any site, or space, that exhibitors shall indemnify the Council against all actions, claims, damages or loss whether to persons or property arising out of or by reason of any animal, bird, insect, article, plant, machinery or apparatus of any kind whatsoever exhibited or brought on their stand or site or used in connection with or demonstrate or display any such exhibit or any appurtenance thereof or any handling or management or control thereof.
Acceptance of the foregoing provisions shall be a condition of application.
Non-compliance with regulations
The Council's representatives have power to order the removal of any article from the ground or to close the stand of any exhibitor who does not conform to the regulations of the Council or the directions of its officers and, if necessary, to expel such exhibitor or their representatives from the showground.
No return shall be made to the exhibitor of any sums of money which may have been paid by him for rents and charges.
Observance of regulations
All exhibitors, their contractors, and employees, whilst on the showground, shall be subject to the rules and regulations of the Council, as interpreted by the Council, and its representatives.
Unauthorised traders
The Council's representatives shall have power to remove from the showground any exhibitor whose articles are not in accordance with the description given on the entry form or any itinerant vendor who may have gained admission to the ground.
No mock or other auction whether involving tests of skill or not shall be permitted to take place.
All goods sold must be clearly exhibited to the public before sale and clearly described on the appropriate section of the application form. Exhibitors are permitted to demonstrate their goods in reasonable manner. The definition of `reasonable manner' shall rest entirely with the Council.
Weather conditions
In the event of extreme weather conditions which result in the showground becoming inoperative the Council reserves the right to cancel the event even at short notice.
Feedback/comments
We do hope you enjoy you enjoy the show and should you have any comments/feedback, we would love to hear from you, please contact us at events@rotherham.gov.uk.