Exhibitors Manual draft

Before the event

Identification for stallholders

TBA shortly...


All exhibitors must complete and return all necessary paperwork by the end of March 2018 using the form here.

Please pay particular attention to public liability and employers liability insurance and make sure your insurances are up to date and cover the event dates (May 26th 27th 2018). Please note that we CANNOT accept out-of-date insurances.

If you haven't yet got your insurance sorted, and need insurance just for the event weekend, here's a suggestion:


Also all food traders must return their food safety questionnaire as well as any required food hygiene certificates. Please also pay attention to the expiry dates of all food hygiene certificates and certificates of registration with your local councils, and renew these certificates if necessary.

It is also good practice to have your insurance and food safety documents laminated and bring them to the event as part of your stall.

Delivery and removal of exhibits

TBA shortly...


At the venue

Getting to the venue (stallholders)

Ashton Gate is ideally located in Bristol less than two miles from the city centre. The venue's full address is:

Ashton Gate Stadium,

A map of the venue is in the Google map below.


Driving To Ashton Gate.


FROM M5: Leave the M5 motorway at junction 18, travel along the Portway (A4) following the signs for Bristol Airport/Taunton (A38). Over the swing bridge (Brunel Way), branching left into Winterstoke Road, and left again at the traffic lights for Ashton Gate.

FROM M4: At junction 19, exit onto M32 towards Bristol. Continue on A4032. Turn left at A4044/Bond Street. Continue to follow A4044. At Temple Circus Gyratory, take the 2nd exit onto A4/Templegate. At the roundabout, take the 2nd exit onto A370/York Road. Continue to follow A370. Go through one roundabout. Slight left to merge onto Brunel Way. Take the next left at traffic lights for Ashton Gate.*This route directs through Bristol City Centre and journey time can be significantly increased due to traffic. Travelling along the Portway via the M5 is often considerably quicker. For the Portway, leave the M4 at junction 20 and join the M5 South-bound, then follow the above directions for M5*.

Bristol International Airport

Ashton Gate stadium is only a fifteen minutes drive away from Bristol International Airport. Call 0871 334 4344 for flight times.

Setup, opening hours and breakdown
Day Setup Stall Inspection Opening Hours Breakdown
Friday 2pm - 9pm N/A N/A N/A
Saturday 7am - 10am 10:30am 11am - 11pm 11:30pm - 12:30am
Sunday 8am - 10am 10:30am 11am - 9pm 9:30pm - 12:00am

* Stall inspection for event health and safety before event opens

NOTE: Caterers are required to set up on Friday.

Please make sure to arrive early to allow plenty of time for setup - and please do not be late. (Exhibitors who arrive during opening hours will have to move stock into the venue by hand without the use of trolleys or pallet trucks for health and safety reasons)

PLEASE NOTE that children under the age of 16 are NOT allowed into the venue during setup or breakdown, but they are welcome at the venue during opening hours.

Moving stock at the venue

Exhibitors are advised to bring their own trolleys/pallet trucks to ensure swift movement of stock and stand equipment during setup and breakdown.

Please ensure that no pallet trucks/trolleys of any kind are used during public opening hours.


Parking is available on site for stallholders at an extra charge:

Parking option Price
1 day - Saturday £15.00
1 day - Sunday £15.00
Weekend (Saturday and Sunday) £30.00

Please note: The Ashton Road car park (car park by the back entrance) is now full - all remaining parking spaces for stallholders are located in the Winterstoke Car Park (car park by the front entrance), in which there is no movement of vehicles between 10:30 am – 11:30 pm on Saturday and between 10:30 am - 9:30 pm on Sunday. The Car Park is accessible by foot in order to restock during this time though.

Parking tickets will be sent out within 2 weeks before the event.

NB: There are other parking options near the venue - click on the link here for details.


Exhibitors who need fridges at their stall are advised to book fridges via Display Refrigeration who provide a selection of refrigeration options.

Please complete the order form here and return it to Display Refrigeration using the contact below, by the deadline of May 21st 2018:

Email: espencer@displayrefrigeration.co.uk
Phone: 01452 721 555 x 7201
Website: www.displayrefrigeration.co.uk

Furniture provided

Trestle tables are available at stalls located INDOORS. However, tablecloths are NOT provided - please bring your own.

Tables are NOT provided for outdoor pitches - please bring your own.

Chairs are NOT provided. Please bring your own chairs if you need them.

The indoor concourses for stalls are NOT carpeted.


A number of hotel options are available - click on link here for options on the event weekend.

NOTE: Hotel costs are not subsidised by the organisers.


Free Wi-Fi is available throughout the venue and is open-access and easily accessible. The network name is Ashton Gate EdgeZ.

Display materials

Pop-up banners are recommended for display as they are visible and above head height, but please make sure that any pop-up banners are safely and securely erected.

Other display options include:

  • hang-up banners (suitable only for stands next to walls)
  • plastic display stands (for displaying prices / special offers etc)
  • display boards and pins
  • literature stands (good for brochures / magazines etc)
  • tablet stands (if you are planning to use iPads / tablets)

Please note that all stalls at this event are space-only with no shell scheme structures.


In order to help us ensure that we comply with the venue regulations, all gangways at the show must be kept clear at all times, including during setup, the open period and breakdown.

Exhibits, furniture and other items belonging to your stand must not encroach beyond the boundary of your stand space.  This is to ensure that escape routes are unobstructed in case of emergency evacuation.

Waste Disposal

There are a number of bins for both recyclable and non-recyclable waste provided by the venue for disposal of solid waste, and also a Waste Disposal Point in the Loading Bay (located at the back entrance to the Dolman Hall).

All cooking oils and liquid waste need to be stored in bottles which should be moved to the Waste Disposal Point in the Loading Bay.

Please do not leave rubbish at the venue at the end of the show - your assistance in removing rubbish is appreciated.


The consumption of alcohol is not permitted during setup and breakdown.

Unless agreed with the organisers in advance, the sale of alcohol is not permitted in any circumstances during the show.


Assistance dogs are permitted access to the show. No other pets will be permitted access to the venue during the open period.


Children under the age of 16 are welcome at the event during opening times, but please note that they will not be allowed access to the venue during setup or breakdown. This is a Health & Safety requirement of the venue and is NOT negotiable. The issue is covered by law under section 4 of the Health & Safety at Work Act 1974.

Vegan Policy

VegfestUK is a 100% vegan event and we ask all exhibitors to adhere to the following:

  • All products displayed at every stall must be 100% vegan.
  • No promotional materials which promote the use of animal products are allowed.
  • Please do not wear any non-vegan apparels at the event.
  • The organisers reserve the rights to ask exhibitors to remove from their stall or their staff, products which contain non-vegan ingredients such as meat, dairy, fish, eggs, honey, beeswax, wool, silk, fur, leather, etc.
  • Please note that bee pollen is not considered a vegan product and therefore not suitable for VegfestUK events.

If you are not 100% sure which products are qualified vegan, please contact the office beforehand.

All campaign groups that exhibit at VegfestUK must include vegan education as part of their outreach work. Please note that we cannot accept bookings from campaign groups with campaigns that may fuel xenophobia.

We do not ask that all our stallholders (as individuals) or workers are vegan, only that they are vegan friendly, respectful to vegans and that they are vegan on the days of the show.

We are only accepting sponsorship for 100% vegan products. By ‘100%’ we mean in terms of products and marketing for the brand, not the individuals who own or work within the business. We give our sponsors extensive marketing and only wish to promote vegan options rather than anything less.