Exhibition

Spring Harvest 2025 Guide for Exhibitors

This guide is a supplement to the Spring Harvest 2025 Exhibition Terms & Conditions.

This is to help you and your team prepare and manage your stand both before and during Spring Harvest. We try to ensure the information is correct however, due the dynamic nature of Spring Harvest, things may change closer to, or during, the event and if this happens we ask you to bear with us. Clarification of timings and event-specific information will be made available to confirmed exhibitors when possible.

1. Event Dates

Skegness: Monday 7 April – Friday 11 April

Minehead: Monday 14 April – Friday 18 April (Good Friday)

2. * Provisional event timetable

* All timings are subject to revision on finalisation of the event programme and in consultation with Butlin's.

* Monday - Arrival and set up: from 2:30pm

We hope you will have access to your exhibition space from 2.30pm on the Monday. Wherever possible, exhibition stands should be set up by 4pm. Full opening 8.30pm - 10pm.
We are not able to allow you in until our preparation work has been completed and it is safe to do so, please do not try to arrive early as it may delay our set-up and subsequently hold up the process for everyone.
The exhibition will be inspected to ensure it is safe to open before guests are allowed in.

* Tuesday - Thursday: 11.30am - 4.30pm and 7pm - 10pm

We ask that your stand is open and staffed during these times. You are welcome to open for longer if you choose.

Thursday - Exhibition close and pack-down

Pack-down will begin from 10.00pm (once delegates have left the Exhibition area).
The Skyline must be cleared by 1:00am Friday (at the very latest).
Exhibitors are responsible for the removal of all materials from their allocated space and must leave it in good order and clear of all rubbish. Essential Christian reserves the right to make a charge for the removal of materials or for cleaning.

Friday - final morning

There is no exhibition on the final morning. Your team are welcome to join the programme as guests. The event will finish around 11.30am and all Spring Harvest guests should leave by 12 noon.

3. Your booking

Bookings are for space and power only and do not include, for example, tables, chairs, dividers or accommodation.

Essential Christian will design the exhibition layout and reserves the right to revise it at the event if necessary. It is, therefore, not possible to request a specific location within the exhibition area.

We hope you can join us, but if you need to cancel, please email exhibit@springharvest.org

4. Requirements

If your application is successful we will ask you to upload the documents we require through our exhibition portal:

Guide to Safeguarding
Attendance is subject to agreement with this Guide, please read, sign and return it. You are responsible for ensuring your team are aware of it and follow it. Find it here. Provide by 6/12/24.
Risk Assessment
Please complete and return our template. Find it here. Provide by 6/12/24.
Profile
This information will be shared with our guests and should give them an overview of your organization. Provide by 7/2/25.
Company Logo
Your company logo will be used in the online programme. Provide by 7/2/25.
PLI Certificate
Indemnity should be at least £5,000,000 per claim and should cover the dates you will be at Spring Harvest. Provide by 28/03/2025.
Team names
All team are required to wear a Spring Harvest name badge. Anyone on a stand and not wearing their badge may be asked to leave the exhibition. Names to be provided by 28/03/2025
Team Leader
Please provide contact details of your team leader, who will be at the event and responsible for the smooth running of your stand. This number will be passed to the Exhibition Manager for liaison during the event and will be added to a WhatsApp group for emergency contact only. Provide by 28/03/2025.
All-Risks Insurance
Spring Harvest cannot be held responsible for any damage or theft of any equipment or stock owned by, hired, or loaned to you. We therefore request that you arrange all-risks insurance for these items whilst on site and provide a copy prior to arrival. Alternatively provide a brief note explaining you choose not to have such insurance.

5. Exhibition details – need to know

Your stand
Exhibitors are responsible for providing all tables, chairs, cloths, backdrops and display boards etc all of which must be of professional standard. When planning your stand, we suggest your backdrop and side panels (if you use them) are no higher than 3m.

Location
The Exhibition is in the Skyline. This large space includes Butlin’s shops and catering outlets and is the centre of the resort. It is also home to the Spring Harvest Bookshop, Spring Harvest Information point and Partner Stands. Part of the Skyline will also be used for the teaching programme at different times through the day. Your exhibition space will be marked out on arrival, your stand and all activities must be contained within it. The lighting in the Skyline can be low in the evening so you may choose to bring supplementary lighting.

Butlin’s offer free Wi-Fi which is sufficient for basic internet, emails, general browsing and social media. They do not guarantee cover across the resort and it may be slow during busy times in the Skyline.

We advise you to take any valuable items away from your stand when the exhibition is closed. The Skyline is not locked and there is access to the public 24 hours a day. We cannot guarantee the security of any stock or equipment left on your stand. Please ensure you have the correct insurance cover in place. We cannot provide any storage facilities for exhibitors - you will need to store any equipment or boxes in your accommodation or vehicles.

Activities
In keeping with our aim to reduce waste, the distribution of literature must be kept to a minimum and offered sensitively, in response to a meaningful conversation. Please do not place stickers, posters, leaflets or notices anywhere other than on your stand unless you have made a prior arrangement with us to do so. Performance and/or signings from your stand must be arranged with the Exhibition Manager and requests will be granted within a specific time - exhibitors should not undertake these activities without prior permission. If there are any issues with noise levels, please speak to the Exhibition Manager. There is more information about activities in our Terms & Conditions.

Safety
An exhibition stand is a workplace covered by Health and Safety legislation. It is your responsibility to ensure that a suitable and sufficient risk assessment is completed. Stands, their fittings and any materials used must be fire retardant (in accordance with appropriate authorities and British Standard 5867 part 2). Spray-on applications must have been applied within the last 12 months.

To ensure everyone's safety, and comfort, all rubbish, including boxes, should be disposed of and should not be stored on or behind your stand and all gangways must be kept clear. Do not use any type of portable heating appliance, including fan heaters. Please keep noise to a reasonable level and always have consideration for guests and other exhibitors.

Full details of Essential Christian’s Public Liability insurance are available upon request.

Power supply & electrical equipment
The power supply is two 13-amp sockets. This may be an 4-way extension lead shared by another exhibitor. Where an extension lead has been provided, no chaining is permitted and max load should not exceed 13-amps.

All electrical equipment or applications which you propose to use should have had an EET test (formerly PAT test) within the past 12 months, which you must be able to prove when requested.

Resort deliveries
You may send stock or supplies to the resort in advance or during the event. Deliveries arrive at Butlin’s Stores and they will hold them for you. Every delivery must be clearly marked ‘Spring Harvest Exhibition’ and your organisation’s name, and should include the name and phone number of the person on the resort who will collect it and a return address. Any deliveries arriving after 4pm will be dealt with the following day.

Event details
The full programme for Spring Harvest event will be available online about ten days before the start of the event. We will send you relevant event details (for example how to register children and how to see the programme) as they are available.

Our Event Partners this year are Compassion, Home for Good and Care for the Family.

6. Your team

Team accommodation
NEW FOR 2025 Exhibitors are entitled to a 15% discount off the cost of one Butlin’s accommodation unit per organisation per break. As a change this year, the discount will be applied at booking and we will give exhibitors the discount code once a place in the exhibition is confirmed. The contribution is towards accommodation only, not meals, wifi, holiday protection or other extras. Full details will be on the Butlin's Discount page of the Exhibition Portal. Spring Harvest booking terms & conditions apply www.springharvest.org/terms See accommodation prices at www.springharvest.org/prices

If you do not want to book accommodation with Butlin’s you may, of course, book alternative local accommodation.

Team welfare
Please take care of yourself and your team members whilst you’re at Spring Harvest and brief your team well in advance so they understand what you hope to achieve. Your team should also understand our Safeguarding Guidelines and your Risk Assessment.

Your stand must be free from hazards such as trip hazards and you should comply with the the Risk Assessment you completed in advance. No one should stand on tables, climb on chairs or lift anything heavier than they can manage.

It is your responsibility to carry out a risk assessment for any Under 18's working on your stand. They will not be permitted to work or be present on your stand unless accompanied by an adult and no child will be allowed into the venue while you are setting up or breaking down your stand.

Butlin’s resorts include retail and food outlets which your team can enjoy at the team discount. They will be busy during programme breaks so plan your rotas to allow your team to have both rest and refreshment. The Spring Harvest team lounge which offers drinks and somewhere to relax will also be available for them during the day. As part of our commitment to cutting waste, particularly plastics, you are encouraged to bring your own mugs and water bottles for refill.

Butlin's have strict rules to prevent illness spreading round the resort and we are committed to following their procedures. You will be responsible for ensuring that all your team are fit to work and are not displaying any symptoms of illness which could be contagious. Do not allow anyone to arrive if they have been exposed to severe infection up to 48 hours before they are expected to attend Spring Harvest. Any member of your team who is unwell must be isolated immediately and you should arrange to replace them.

Event passes (wristbands)
All team members should wear a wristband while at Spring Harvest (they may be shared by part-time team members if you do not have the same team for the whole week). Spring Harvest reserves the right to ask any individual unable to produce a wristband to leave the event.

If you book resort accommodation, your Butlin’s arrival pack will include wristbands for each person accommodated. If you do not claim your accommodation discount you will receive four wristbands in your Exhibition Welcome Pack, which may be worn by your team or family members or friends. If you need additional passes for your team or family, you can buy day visitor tickets for the full event or individual days, at 15% discount.

Your team are welcome into the programme providing they are wearing an event wristband, and we hope they do get a chance to enjoy some of it. The exhibition will be open at some points while the Spring Harvest programme is running, so please ensure you have sufficient cover on your stand before releasing a member of your team, for instance in the afternoon. The first sessions will be Celebrations on Monday evening. If you have the energy after packing down on Thursday night, please join us for our final Celebration on Friday morning.

Name badge
Your team members should wear their Spring Harvest exhibition name badges even if your organisation has their own. This will help Spring Harvest, Butlin’s and our guests identify bona-fide exhibitors and will protect you and your stand’s security. Anyone on a stand and not wearing their badge may be asked to leave the exhibition. If you need to make a late change to your team please let us know immediately, though it may result in a delay in them being able to join your team on the stand.

7. Contact

If you have any questions not answered here, please email exhibit@springharvest.org

We look forward to working with you.