Minehead Exhibitor Final Details
We look forward to welcoming you to Spring Harvest and pray that it will be an enjoyable and valuable time for you and your organisation. We also pray for safe travel, good conversations and fellowship with guests and other exhibitors.
These details will 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 to the dynamic nature of the event - things have a habit of changing last minute and we ask you to bear with us if that happens.
This is supplementary to our Terms & Conditions, which you agreed to on booking, and our Exhibition Guide. If you have not read these recently, please familiarise yourself with them.
We have also put together some of the Spring Harvest team information that is relevant to exhibitors. Including resort information, discount advice and gathering opportunities.
Monday 14th April - arrival and set-up
Exhibition Manager
- Your onsite exhibition manager will be Claire and you will be given a number to contact her when you arrive. She will deal with any questions you have and be responsible for the daily management of the exhibition. She has the phone number of all stand leaders and will set up an admin-only WhatsApp group to communicate with them, including in the event of an emergency.
- The set-up schedule is very tight and Claire will be extremely busy as exhibitors arrive so please keep non-urgent questions until later and stick to the timetable so she has time to do everything essential to ensure the smooth running of the exhibition for everyone.
Timetable
- Exhibitors may arrive from 1.30pm. Please do not arrive earlier as it would result in a delay to the space being available for everyone.
- From 1.30pm a Spring Harvest representative will be ready to welcome you and show you to your space.
- If you tell the Butlin's gate-keeper as you arrive at the resort that you are part of the exhibition, they will direct you to the correct area. There is some space close to the Skyline where you can leave your vehicle while you unload. If you are not able to stop there, park where you can - the car pass may help you. Please do not unload before you have been shown to your stand location. In all cases please do not block other vehicles when parking or unloading.
- The Skyline will not be closed to guests, so be mindful of boxes obstructing walkways during the afternoon set up.
- If you are set up, and it is safe to do so, you may open at 4pm.
- Evening celebrations will begin at 6pm and it will then be a little quieter.
- The full Exhibition will be open 7pm - 10pm, so please be set up by 6.30pm.
- We cannot provide any storage facilities for exhibitors. You will need to store any equipment or boxes in your accommodation or vehicles until pack-down.
Exhibitor Packs - ID and event wristbands
- Claire will give you your exhibitor pack once you have set up. Please be patient, she will get round to you, but it may take time. Your pack will include your event wristbands (unless you have booked resort accommodation) and your team’s name badges.
- If you have booked Butlin's accommodation your Butlin's arrival pack will include event wristbands for each person booked into the accommodation as well as your key cards. Your booking confirmation will tell you when your accommodation will be available, it is usually 4pm. They send final arrival details the day before the start of a break.
- Event wristbands should be worn to access the Spring Harvest programme and by each person on your stand. If you need a replacement wristband please ask at the Spring Harvest information point. If you need more than have been allocated to you (four per stand or provided by Butlin's) you can buy day visitor tickets from the Spring Harvest stand, also in the Skyline.
Exhibition details
Opening hours
- Tuesday, Wednesday and Thursday at 11am - 5pm and 7pm – 10pm. Please staff your exhibition space during these hours at a minimum (you may choose to open longer, but not beyond 10pm).
- There is no exhibition on Friday morning. Your team are welcome to join the programme as guests. Spring Harvest will finish around 11.30am and all Spring Harvest guests should leave by 12 noon.
Your exhibition space and activities
- Your exhibition space will be marked out before you arrive. Your stand and all activities must be contained within it.
- You are responsible for providing suitable display panels, as well as tables, chairs and cloths as necessary and all fittings should be of a high-quality exhibition standard and fire retardant.
- 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.
- If permission has been given by Spring Harvest for you to organise a signing or have a performance on your stand, the exhibition manager will arrange appropriate timings with you. Neither performances or signings should not undertaken unless advance agreement has been given by Spring Harvest.
- Please keep the noise to a reasonable level and always have consideration for guests and other exhibitors. If there are any issues with noise levels please speak to the Exhibition Manager.
- All rubbish, including boxes should be disposed of and should not be stored on or behind your stand. If your stand is not cleared of rubbish after breakdown you will be charged for its removal.
- Essential Christian reserves the right to terminate a booking if there is a failure to follow reasonable instruction from Spring Harvest team or representatives during the event. In such circumstances no refund will be offered of either your exhibition booking or of any other expenses, for example Butlin’s accommodation, you may have incurred.
Power and lighting
- The power supply included with your booking 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.
- The lighting in the Skyline can be low in the evening so we recommend you bring supplementary lighting.
- Butlin’s offer free Wi-Fi which is fine for basic internet, emails, general browsing and social media. It may become slow during busy periods.
Your team
- 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.
- Names of all team should be with Spring Harvest by 11 March. 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.
- Find all the information about resort discounts and the team bar on our Team page. Including 'Proud to serve Costa' coffees from Bar Rosso and Fish & Chips for £3 on production of your team badge and other refreshment discounts.
- As part of our commitment to cutting waste, particularly plastics, you are encouraged to bring your own mugs and water bottles for refill.
Please look at our Exhibitor Team Information springharvest.org/exhibition-team-page
Deliveries
Deliveries sent directly to the resort should be addressed:
Spring Harvest, c/o Main Stores, Your Organisation Name, Butlin’s Resort, Minehead, TA24 5SH.
- They will go to Butlin’s Stores so to ensure that they are put aside for Spring Harvest every delivery must be clearly marked ‘Spring Harvest’
- All items should also include the name and phone number of the person on the resort who will collect it, and a return address.
- Deliveries can arrive any date (ie can be before Spring Harvest) - Stores will hold them for you and they can be collected after you arrive.
- Spring Harvest will check with Stores from time to time to find out if there have been any deliveries but if you are expecting anything please let Claire know.
Spring Harvest programme
- We hope your team take time to enjoy all Spring Harvest has to offer. Full programme details will be found by logging into My Spring Harvest – follow the sign-up prompt from https://myspringharvest.org/ Each member of your team can create their own log-in.
- The first sessions will be Celebrations on Monday evening. If you have energy after packing down on Thursday night, please join us for our final Celebration on Friday morning. The event will finish at 11.30 on Friday morning.
- A summary printed programme can be bought for £3 from the Spring Harvest stand in the Skyline.
- Our partners this year are Compassion, Care for the Family and Home for Good.
Thursday 17th April – exhibition close and pack-down
- Pack-down will begin from 10.00pm (once delegates have left the Exhibition area). Please do not break down your stand before this time.
- The Skyline must be cleared by 1:00am Friday 14th (at the very latest). Butlin's will begin installing machines on cleared areas from midnight.
- We cannot store any items overnight or in any other venues for later collection.
- If you are parked in a nearby car park you will be able to take items directly to your vehicle, stewards may be available to help. If you need to move your vehicle closer please break your stand down completely then move your vehicle to the rear of the Skyline.
- We will give you final Pack-Down details during the week.
Thank you
Thank you again for your booking and for committing to join us. We trust this gives you all the information you need but if you still have questions please get in touch with the team on exhibit@springharvest.org
We look forward to seeing you in Minehead.
Spring Harvest is part of Essential Christian, registered charity number 1126997, a company limited by guarantee, registered in England and Wales, number 06667924. Address 14 Horsted Square,Uckfield, TN22 1QG