Setting Up Times:
1.00pm - 6.00 pm on Thursday 8th September
8.00am - 11.30am on Friday 9th September
PBFA Baize Cloth: You must have your own PBFA green baize cloth if you have a table. There will NOT be any available for hire at the venue.
Unloading:
Unloading and loading is only allowed via the rear loading doors unless otherwise directed. There is an exhibitors' only car park which is at the rear of the exhibition hall (follow the signs, there will also be security staff giving directions). There are no steps into the building so unloading is easy. Exhibitors on the mezzanine level can use the service lift which will be clearly indicated, or the short flight of stairs. Exhibitors on the First Floor can use the main lifts in the front foyer.
Helpers:
Exhibitors are reminded of the PBFA rule that a maximum of 2 additional members of staff are allowed in the room during the set up period.
Parking:
You can leave your car in the free exhibitors' car park, which is also securely locked at night, but cars are left at your own risk This should accommodate all exhibitors but if you find it is full there is ample free parking in the main car parks on site (these are not locked at night). Please display your "exhibitor's car badge" when parking in the exhibitors' car park. The exhibitors' car park will be locked at 8.00pm on Thursday and Friday nights.
Porters:
Porters will be provided, and a minimum of £5.00 gratuity per unload or load is recommended. Exhibitors with "special needs" are advised to contact the Book Fair Committee who will try to accommodate.
North Yorkshire Trading Licence:
New exhibitors are reminded that a special licence is required by North Yorkshire to trade in secondhand goods. Please contact Janet Fletcher
Telephone: 01904 613161 Ext 1546
E-mail: Janet.Fletcher@york.gov.uk
Breakfast:
The caterers will be open from 8.30am on Friday morning, serving breakfast.
There will also be coffee &c available on Thursday afternoon.
Your stand:
Allocated space: Last year we were informed by the fire officers that a number of dealers had spread outside of their allocated space, with books in the aisles and on stair wells. You must keep to your allocated space as this plan has been approved for fire regulations, and any infringements will have to be removed before the final fire check. Please do not take additional chairs from the cafe area.
All stands must have a suitable signboard, to be provided by the exhibitor. This is to be of a suitable and professional appearance, and should be prominently displayed.
All boxes must be removed from the stands and stored away in your car, under your table, or in the areas provided. On no account should they be left by your stand or in the aisles where they constitute an obstruction and will contravene fire regulations.
Wireless Internet: Wifi access codes can be purchased from the racecourse office reception at a cost of £7.50 (inc. vat) for 24 hours, i.e. two codes required to cover Friday and Saturday. The office will be closed on the Saturday therefore codes should be obtained on Thursday or Friday between 09.00hrs and 17.00hrs.
Payment:
Stand rents should be paid on SATURDAY morning between 11.00am and 1.00pm at the Book Fair reception desk. Payment must be by CHEQUE ONLY. Invoices for advertising will be sent to you direct from the PBFA office.
Security:
York Book Fair badges must be worn at all times. You will find your exhibitor badge on your stand at the Fair. Security officials will be on all exit doors to the fair, but as no arrangement is fool-proof please be vigilant, politely ask non-exhibitors to leave during setting up times, always man your stand and inform the Book Fair Committee of anything untoward. Insurance remains the responsibility of the individual exhibitor. All sales must be put into PBFA bags and sealed with the stickers provided, and the stand number entered. Please keep these stickers in a secure place. Books will not be allowed through the security system if not so sealed. No books will be allowed to be brought into the Fair by non-exhibitors.
Please do not leave anything in the main foyer or upstairs lobby areas as these are not secure overnight. All the book fair rooms are fully secure, and we have overnight security staff for Friday night.
Packing Up.
No packing up prior to the announcement that the fair is closed. If you require a porter please leave your name with the main reception.
our stand or in the aisles where they constitute an obstruction and will contravene fire regulations. A high standard of display is expected and "sale", "reduction" &c., signs will not be permitted.
Drinks Reception.
All exhibitors and their friends are welcome to an informal drinks party from 6.00 - 9.00pm on Thursday 8th September, at Ken Spelman's Bookshop, 70 Micklegate, York (01904 624414)
Catalogues:
A table will be available for exhibitors to display copies of their recent catalogues.
Publicity:
Space will be provided for posters and fliers for forthcoming PBFA Fairs. If you have any material you wish displayed please leave it with the information desk.
We hope you have an enjoyable and successful Fair.
Tony Fothergill, Peter Miller, Janette Ray, James Hallgate
