Important Trade Fair Information

Important Information 

ACCOMMODATION Please see the back pages for a comprehensive list of accommodation around the district. We encourage you to book accommodation early to avoid disappointment. 

ADVERTISING (PRINT) Limited opportunity exists to advertise in the two official Woolorama publications, giving exhibitors the chance to access key target markets and attain a competitive edge on your marketing campaign. *Show Schedule – colour cover, b/w internal pages containing information and entry forms to the 40+ competitive sections at the Woolorama. Around 1200 copies are distributed via our mailing list of past and potential entrants, and more are available on shop counters around the district. Contact the Woolorama Secretary on 9861 1611 for bookings. *Official Program – The official guide for the Woolorama – over 90 colour pages – it contains everything to know about having a great Woolorama experience. Over 20,000 copies are distributed throughout the region via the Farm Weekly, and are complementary upon entry to Woolorama. Contact Gerrit Braun at Farm Weekly on 9365 2642 for bookings. *Woolorama Prospectus – get in early and promote your business and services to over 500 commercial exhibitors in the 201 prospectus; available in hard copy and via the Woolorama website. Contact the Trade Fair Secretary on 9861 2242 for bookings. 

ADVERTISING (PUBLIC ADDRESS SYSTEM) The public address system broadcasts down the main traffi cways on the Showgrounds during Woolorama. Live to air and professionally recorded advertising is available for $2, with a guarantee of at least 5 airplays on each day. For a professional recording of your advertisement, forward your 75 word announcement to the Trade Fair Secretary by 20 February 20. Apply via site application form. 

ADVERTISING (WEBSITE) Our website is maintained by our Media Liaison Officer as a one-stop-shop for everyone attending or interested in Woolorama. Significant web searching takes place by people looking for exhibitor details in the lead up and in the months following Woolorama. The Trade Fair exhibitor list including a short description and your location at Woolorama will be uploaded for free onto our website. For only $20, your listing can be upgraded to include your logo, email address and a live link to your website. This provides a direct and convenient avenue to connect your customers to your business. Apply via site application form. 

AIRSTRIP The Wagin airstrip is located at the southeastern end of town, 2km from the Wagin Showgrounds. The East-West strip is 1200m in length and the North-South strip is 1000m in length. Major works have been undertaken at the Airstrip in recent times including the installation of pilot activated lighting. All enquiries should be directed to the Shire. A complimentary transport service is available to transfer people between the Airport and the Wagin Showgrounds. Please contact the Woolorama Secretary to make arrangements. 

ALLOCATION OF SITES To ensure we maintain the highest possible standard and range of exhibits, the Wagin Agricultural Society reserves the right to accept or reject any application. Sites are allocated in strict order of receipt, with preference given to those exhibitors who regularly support Woolorama and whose applications are received prior to the early bird application closing date on 28th November 201. Confi rmation packages including site location and entry passes will be mailed to successful exhibitors by end of January 201. 

AWARDS FOR EXHIBITORS Exhibitors are automatically entered in the general presentation categories, namely Best Overall Exhibitor, Best Major Exhibitor (over 10mx10m), Best Small Exhibitor (less than 10mx10m), Best Market Exhibitor, Best Off-road/ Outdoor Exhibitor, Best Garden Fair Exhibitor. The judging of Exhibitor Awards takes place on Friday morning from 9am. If you have a new release item that has never been shown at the Woolorama and would like to enter in the New Agricultural Release category (and be in the chance to win in $100 prize money!), please supply details on the Awards section of your Site Application Form. Judges decision is fi nal. The Woolorama is offi cially opened on Friday the th of March at 1pm at the Fashion Parade area, including the presentation of site awards. 2021 3 Limited opportunity exists to advertise in the three official Woolorama publications, giving exhibitors the chance to access key target markets and attain a competitive edge on your marketing campaign. *Show Schedule – colour cover, b/w internal pages containing information and entry forms to the 40+ competitive sections at the Woolorama. Around 1200 copies are distributed via our mailing list of past and potential entrants, and more are available on shop counters around the district. Contact Wendy Gould at Farm Weekly on 0418 947 521 for bookings. *Official Program – The official guide for the Woolorama – over 90 colour pages – it contains everything to know about having a great Woolorama experience. Over 20,000 copies are distributed throughout the region via Farm Weekly, and are complimentary upon entry to the Woolorama. Contact Wendy Gould at Farm Weekly on 0418 947 521 for bookings. *Woolorama Prospectus – get in early and promote your business and services to over 500 commercial exhibitors in the 2021 prospectus; available in hard copy and via the Woolorama website. Contact Wendy Gould at Farm Weekly on 0418 947 521 for bookings. For only $22, your listing can be upgraded to include your logo, email address and a live link to your website. This provides a direct and convenient avenue to connect your customers to your business. Apply via site application form. AIRSTRIP The Wagin airstrip is located at the southeastern end of town, 2km from the Wagin Showgrounds. The East-West strip is 1200m in length and the North-South strip is 1000m in length. Major works have been undertaken at the Airstrip in recent times including the installation of pilot activated lighting. All enquiries should be directed to the Shire. A complimentary transport service is available to transfer people between the Airport and the Wagin Showgrounds. Please contact the Woolorama Secretary to make arrangements. 

ALLOCATION OF SITES To ensure we maintain the highest possible standard and range of exhibits, the Wagin Agricultural Society reserves the right to accept or reject any application. Sites are allocated in strict order of receipt, with preference given to those exhibitors who regularly support Woolorama and whose applications are received prior to the early bird application closing date on 28th December 2020. 

AWARDS FOR EXHIBITORS Exhibitors are automatically entered in the general presentation categories, namely Best Overall Exhibitor, Best Major Exhibitor (over 10mx10m), Best Small Exhibitor (less than 10mx10m), Best Market Exhibitor, Best Off-road/ Outdoor Exhibitor, Best Garden Fair Exhibitor. The judging of Exhibitor Awards takes place on Friday morning from 9am. If you have a new release item that has never been shown at the Woolorama and would like to enter in the New Agricultural Release category (and be in the chance to win in $1000 prize money!), please supply details on the Awards section of your Site Application Form. Judges decision is final. The Woolorama is officially opened on Friday 5th March at 1pm at the Appreciation Function in the Members Lounge located in the Main Pavilion.

CAMPING FOR EXHIBITORS No camping allowed prior to Wednesday 3rd March. Our designated exhibitor camping area is located at the NW corner of the Wagin Showgrounds with easy access to ablution facilities. Power outlets are available to campers on a first-in basis. A registration fee of $20/ vehicle/night applies, which can be paid via the Site Application Form or via the Trade Fair Office, and you will receive a camping pass to adhere to your vehicle. 

CATERING ARRANGEMENTS The catering for the Woolorama is undertaken by community groups and commercial vendors. Food and refreshments may be available at the showgrounds from Monday to Thursday prior to the event; some local businesses on Tudhoe St will be open for extended business hours. Continuous food and refreshments will be available around the Showgrounds during the two day event. Breakfast is available at the Luncheon Hall on Friday and Saturday. 

COURIER SERVICE As no vehicle movement is permitted by exhibitors during the Show, the Woolorama Committee offers a free courier service for you and your customers' benefit. Heavy or bulky sales items can be delivered from your site to your customers' vehicles by phoning the Trade Fair Office with your site number and desired time for pick-up. 

DANGER and DAMAGE ON SITES When erecting marquees, digging holes or driving posts into the ground, please be aware of red and blue lines marked on the ground. These coloured lines represent danger. Power, telephone, water pipes and cables are underground in this area. Exhibitors shall be responsible for any damage to sites, water pipes and electricity cables running through their sites. Only grass and gravel sites can be pegged; marquees on bitumen and paved sites must be weighed down. It is your responsibility to inform your marquee providers. 

DISPLAYS The Wagin Showgrounds is open until 9pm on Thursday 4th March for exhibitors to set up. All displays must be open for business during Trade Fair hours – Friday, 9am – 5pm (except Sideshow alley, food vendors) and Saturday 9am – 5pm. Any particularly large displays need to be set up as early as possible to ensure easy access to the site. All sites must be cleared by Monday 5pm unless otherwise arranged with the Trade Fair Secretary. Site fee includes ground/floor space only and exhibitors need to order marquees, tables, chairs, display walls etc. directly with suppliers, and arrange set-up and removal. 

EARLY BIRD DISCOUNT FOR SITE APPLICATION To help with the administrative workload, all applications received by the 28th December 2020 will receive the early bird discount (advertised rates). Applications received after this date will be charged a $55 fee. Furthermore, receipt of Site Applications from regular supporters of the Trade Fair by the 28th December will receive priority placement in preferred sites, and new exhibitors will be allocated sites on a strict order of receipt. 

ELECTRICITY Electric power is available at all sites and must be ordered and paid for on application. Power is supplied to corner of block and exhibitors supply their own internal cables. Exhibitors are reminded to order adequate power for their needs as overloading the system will cause great inconvenience to other exhibitors. The Wagin Agricultural Society is not responsible for any damage to electrical equipment, caused by fluctuating power or overloads. 

EXHIBITOR ENTRY PASSES Site fees include an allocated number of 2-day personnel and vehicle passes. Additional exhibitor passes can be purchased via the Site Application Form from the Woolorama Trade Fair Office during the week of the event. No refunds will be made to exhibitors not presenting passes at the gate. No Pass – No Entry. If you intend to have personnel arriving from different branches or towns, please notify the Trade Fair Secretary at time of application. This helps with allocating passes to your personnel.

FOOD SAFETY REQUIREMENTS All food and drink vendors are required to provide a list of all products and/or menus and the prices at which they are being sold. Vendors must meet Local Government Health Regulations and must be able to produce on demand a Certificate of Currency for their Public Liability insurance. All Food Vendors are required to complete the COVID-19 Hospitality & Tourism Hygiene Course. The Certificate must be uploaded with the Tradefair Application before approval of site will be processed. Register at hospitalityhygiene.com In order to participate in Wagin Woolorama 2021 I acknowledge sugary drinks (e.g. soft drink, energy drinks) cannot be displayed or promoted (e.g. not lined up on a trestle table, counter top or visible from a display fridge). 

FORKLIFT HIRE A loaned telehandler will be available for exhibitor use before and after Woolorama. Exhibitors please bring own straps. Bookings are encouraged and can be made through the Trade Fair Office before or during the show. Donations for use of this service are gratefully accepted! 

HIRE OF STRAW BALES AND SHEEP Sheep and small straw bales can be hired for the duration of the Woolorama, and will be delivered to your site. See Site Application Form for pricing and placing orders. No straw bales in Indoor sites. 

INFORMATION TENT Centrally located on the Showgrounds and manned by volunteers to assist with general enquiries throughout the two days, including receiving updated information from the Trade Fair Office. It is extremely important for all site sharing to be declared on official program to assist patrons to find exhibitor sites. Refer to site map. 

LIQUOR LICENCES If you intend to serve, offer or sell any form of alcoholic beverages to your customers or clients, then we are required to include your organisation in our application for a Liquor Licence. Applications are required by 31st December 2020. Contact the Trade Fair Secretary for details or visit our website. ABSOLUTELY NO LATE APPLICATIONS CONSIDERED.

OFFICE SERVICES Photocopying is available at the Woolorama Offi ce for 20c per copy. A fax service is available during the show at the Woolorama Offi ce (fax: 9861 1304) for 50c per page. Incoming faxes cost 50c per page. 

OFFICIAL PROGRAM An offi cial program of events (produced by Rural Press) is published and distributed across the state in the weeks leading up to the Woolorama. Contact Lucie Mathers at Hogan Media on 9313 4064 for full details. Reference to the Woolorama by exhibitors own advertising campaigns would be appreciated. 

PAYMENT OF TRADE FAIR SITES Bookings will only be processed once full payment has been received. Three payment options are available – direct deposit to our Trade Fair bank account, Credit Card payment, or post a cheque. Full details are on the Site Application Form. The Site Application Form doubles as a Recipient Created Tax Invoice and you must keep a copy for accounting purposes. 

PUBLIC LIABILITY INSURANCE FOR EXHIBITORS Exhibitors are expected to have their own Public Liability Cover covering them against any occurrence attributable to their activities or the activities of any persons for whom they are directly responsible. Please attach a copy of your current Public Liability insurance with your Site Application form. 

PUBLIC SERVICES AVAILABLE Ambulance and First Aid: Located outside Woolorama and Trade Fair Offi ces Medical Services: Wagin District Hospital 9861 3444, Wagin Pharmacy 9861 1245, Wagin Medical Centre 9861 1633 Police: In attendance ATM: inside Home and Lifestyle Pavilion Lost Children: All Events Sound caravan next to Main Woolorama Offi ce Disabled Parking: Apply via Secretary Public Telephone: corner of Tudhoe St and Tudor St (opposite IGA Express) Mobile Network coverage: Next G, Telstra Digital, Vodafone Nursing Mother Facilities: eastern end of Home and Lifestyle Pavilion RAMP Please refer to Showgrounds Map for location (pg 16). 

SECURITY To enable a high standard of site security, exhibitors are not permitted to sleep on their individual sites. All accommodation caravans MUST be parked in the Exhibitor Camping area. All buildings will be locked by the Committee at 9pm on Thursday and at the end of Trade Fair trading on Friday. Buildings will be opened by 7.30am on Friday and Saturday mornings. A strong police presence is maintained during show hours. 24-hour security is employed to patrol the Wagin Showgrounds from Thursday 6pm until Sunday 8am. Please ensure you secure your site appropriately before leaving on the Thursday and Friday nights. Direct any enquiries to the Woolorama Offi ce. 

SHARING OF SITES Exhibitors are able to share their site with another exhibitor. This will incur a $ administration fee and exhibitors must fi ll in the relevant section on the Site Application Form. This is to ensure: (a) The exhibits of sharing fi rms fall within the Wagin Agricultural Society conditions. (b) The location of every exhibitor present is known. This helps considerably with enquiries during the Woolorama and allows all exhibitors maximum publicity. (c) ALL exhibitors’ names are in the offi cial program. (d) The sharing company is to purchase their own Exhibitor passes. (e) Individual participation in Awards categories. (f) Coverage of secondary public liability insurance. 

SPONSORSHIP OPPORTUNITIES 6 2021 OFFICE SERVICES Photocopying is available at the Woolorama Office for 20c per copy. 

OFFICIAL PROGRAM An official program of events (produced by Farm Weekly) is published and distributed across the State in the weeks leading up to the Woolorama. Contact Wendy Gould at Farm Weekly on 0418 947 521 for full details. Reference to the Woolorama by exhibitors in their own advertising campaigns would be appreciated. 

PUBLIC LIABILITY INSURANCE FOR EXHIBITORS Exhibitors are expected to have their own Public Liability Cover covering them against any occurrence attributable to their activities or the activities of any persons for whom they are directly responsible. Please attach a copy of your current Public Liability insurance with your Site Application form. 

PUBLIC SERVICES AVAILABLE Ambulance and First Aid: Located outside Woolorama and Trade Fair Offices Medical Services: Wagin District Hospital 9861 3444, Wagin Pharmacy 9861 1245, Wagin Medical Centre 9861 1633 Police: In attendance Lost Children: All Events Sound caravan next to Main Woolorama Office Disabled Parking: Apply via Secretary Public Telephone: corner of Tudhoe St and Tudor St (opposite IGA Express) Mobile Network coverage: Next G, Telstra Digital, Vodafone Nursing Mother Facilities: Eastern end of Eric Farrow Pavilion RAMP Please refer to Showgrounds Map for location (page 12). The Woolorama is grateful for, and dedicated to the maintaining of quality activities with our sponsors and partners. A diverse range of customised arrangements are developed with each of our partners to ensure a win-win outcome for both organisations. Becoming a sponsor or partner of the Wagin Agricultural Society and the Woolorama is a premium platform to utilise target audiences and promotional opportunities to build on your marketing edge, contribute to the meaningful industry and community outcomes of a not-for-profit organisation, or simply make a tax deductable donation. Contact the Sponsorhip Coordinator to further discuss options for your business or email: sponsorship@woolorama.com.au

TRADE FAIR OFFICE OPEN HOURS The Trade Fair Secretary works on a part-time basis in the lead up to the show, and will promptly return enquiries. Located on your left as you walk into the Woolorama Office, it is manned by staff and volunteers during the week of Woolorama, and is open during business hours. 

TRAFFIC ON GROUNDS All exhibitor vehicles must be parked in the designated exhibitor parking area by 8am on Friday morning. Only vehicles with Display Vehicle stickers can remain parked on your site. No movement of exhibitor’s vehicles on grounds is allowed during show hours. See “Courier Service” for transporting of goods during Show hours. 

VEHICLE PASSES AND PARKING An allocation of vehicle passes are included in site fees, enabling exhibitors close access to their site for loading and unloading their exhibit, and parking in the designated exhibitor parking area within the showgrounds. Passes must be dispayed on dashboard the windscreen to gain entry to the Wagin Showgrounds on the Thursday, Friday and Saturday of Woolorama. 

NO PASS = NO ENTRY. Exhibitor Vehicle passes enable direct entry/exit access to the show and can do so at any time, providing they drive safely and at less than 6km/hr. Unattended, unauthorised parked vehicles will be removed at the owner’s expense if they are considered to be obstructing access. Additional passes can be purchased via the Site Application Form. Vehicle passes will be emailed out in January in the Exhibitor Confirmation packages. Exhibitors requiring a vehicle to remain on their site as part of their exhibit should apply for a Display 

WASHING DOWN AREA A special area for washing down machines has been set aside close to the ramp. 

WATER The supply of water to sites by tank (firetruck) can be ordered on the Site Application form. Exhibitors must supply their own containers. Please note: water supplied is not suitable for drinking. Limited access to taps is also available.

 

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