Field Days FAQ

Annual Exhibitor Awards are held to encourage a high standard of professionalism and quality displays.  Award Presentations are held on Wednesday afternoon and attract significant press coverage. 

Awards requiring entry forms are:

The Weekly Times Imported Machine of the Year
The Weekly Times Elmore Australian Machine of the Year
The Bendigo Advertiser Best Paddock Demonstration
The Telstra Award for Advances in Technology & Innovation

The following awards are open and do not require entry forms:-
The Elmore Field Days Life Governors Award for Best Overall Exhibit
The Tractor & Machinery Association of Australia Elmore Machine of the Year
The Weekly Times Best Static Display Award
The Betty Childs Award for Best Display in the General Interest Area.
The Best Agribusiness Pavilion Exhibit Award - Sponsored by Coates Hire

The 2013 Elmore Field Days Prospectus will be released during the first week of May.  The closing date is the 31st of May.  Please ensure that you return your contract ASAP.

Many long standing Exhibitors hold bookings from year to year in local Hotels and motels.

New Exhibitors are advised to contact:

• Bendigo Tourism 1800 813 153
• Echuca / Moama Tourism 1800 804 446

Local Accommodation:

• Avonmore Estate - Rob & Pauline Bryans, 03 5432 6291
• Elmore Caravan Park - 03 5432 6355
• Gilgai on Campaspe - Barbara Lindeman, 03 5432 6261
• Pepperton Homestead - Roger & Dianne Trewick, 03 5432 6190
• Runnymede Farm B&B - Brendan Frawley, 0402 201 128
• Victoria Hotel / Motel - Danny Hayes 03 5432 6002
• Bonny Bank B&B - Megan Ayson 0417 711 633
• Myola Rise - Lyn & Legh Hall - 0418 526 415

Public Admission each day:

GROUP BOOKINGS / DISABLED GROUPS
Group bookings may be made with the administration office, prior to the event. Single day passes can be purchased in bulk. Contact the office on 5432 6176 to arrange. Please contact the office at least 2 weeks prior to the event. Bus parking is available.

NO DOGS ARE PERMITTED ON THE SITE - Exceptions may be made for Personal Assistance Dogs and Working Display Dogs.

 DOWNLOAD PDF for a full listing of advertising contacts

The new addition of the Agribusiness Pavilion was a major success at the 2011 Elmore Field Days, with excellent attendance and very encouraging feedback.  DOWNLOAD AGRIBUSINESS PAVILION INFORMATION

ACCESS / SET UP / SHELL BOOTH SCHEME

• The pavilion will be open for set up from 8am on Thursday 26th September
  
• No signage is permitted outside exhibitor sites, on walls, or outside the pavilion and will be removed
  
• No holes are permitted in the clay floor
  
• To achieve visual impact, further enhancing your marketing and customer experience a professional booth system will be in place.
  

Booths provided by STRIDE EVENTS will be in place for all 3x3 and 6x6 metre sites

• These booths form a shell scheme and are therefore compulsory.
  
• They will have trading names on the fascia board and two spot lights.
  
• Plywood flooring is also in place on 6 x 6 metre clay floor booth sites.
  
• Products suitable for distinguishing site boundaries are a readily available option for the larger clay floor sites also.
  
• We strongly encourage those exhibitors to consider further defining and enhancing the visual impact of their display by exploring this option.
  
• Artificial turf will be in place along aisles in the clay floor area to provide further distinction and visual appeal.
  
• As part of their service to Agribusiness Pavilion Exhibitors at the Elmore Field Days, Stride Events are happy to assist with all other hire equipment or furnishings you may require to complete your booth set up.
  
• Please be considerate of neighbouring exhibitors when planning delivery and placement of large display items
  
• All sites have access to one 240V or 3 Phase Power outlet
  
• Extension leads required for power access is the responsibility of the site holder - all extension leads must be approved and tagged by a qualified electrician
  
• Contact administration for assistance or to discuss any concerns regarding access, your display, goods delivery and set up.
  

VEHICLES / PARKING

• Vehicles are NOT permitted to enter the pavilion unless part of permanent display
  
• Vehicles are NOT to be parked and unloaded from 4th Avenue unless under direction from site personnel.  This is the main site access road and must be kept clear
  
• Service vehicle passes are only issued to outdoor exhibitors.  All vehicles belonging to indoor exhibitors must leave the site prior to public opening times. - Exhibitor Parking is south of the pavilion

DANGEROUS GOODS

• Exhibitors must comply with current Occupational Health & Safety Workplace Regulations
  
• Regulation warning signs and Material Safety Data Sheets must be on your site.  Your site safety plan must also be completed and lodged with Administration.

The well maintained grass airstrip is situated on the east side of the site with space available for aircraft parking.  Refer to site map for airstrip co-ordinates.  Further details can be obtained from Wayne Cowan on 0427 326 444 - DOWNLOAD AIRSTRIP DETAILS

Elmore/Lockington/Rochester Community Bank (R) Branch is a strategic partner of the Field Days. Bendigo Bank ATM's are located at the Administration Office, available for use from Monday 30th September

If the Exhibitor cancels this contract 30 days or more prior to the Field Days, the Exhibitor shall be entitled to a refund of 75% of any site fees already paid.  If site cancellation occurs within 30-21 days prior to the Field Days, the Exhibitor shall be entitled to a 50% refund of site fees already paid.  Cancellations less that 21 days prior to the Field Days, the Exhibitor will not be entitled to any refund or payment of any money paid by the Exhibitor in relation to this contract, furthermore any cancellation before this date may be subject to administration fees.

For the comfort, safety and enjoyment of all persons the EFD committee reserves the right to:-

• refuse entry to any persons deemed to be intoxicated and/or disorderly or likely to cause a breech of the peace.
• remove persons causing disturbances, breeching the peace or refusing to comply with requests from EFD.
• persons entering the site must adhere to Occupational Health & Safety legislation.
• special care should be taken at all times to protect yourself and others against any loss or injury
• persons entering the site may be photographed, filmed or taped and it is deemed that a person by entering the site consents to the EFD or parties appointed by the EFD to broadcast, publish and use any photographs, film, recording or images for promotional purposes.
• persons must obey all signs notices and directions given by the EFD whilst on site.
• The following restricted / prohibited items are not permitted on site without written consent - alcoholic beverages, flares, fireworks, laser pointers, knives and other dangerous weapons.
• No dogs are permitted on site - exceptions made be made for personal assistance dogs and working display dogs

INWARDS GOODS DEPOT

To enable restocking of stands during the Field Days when vehicle movement is restricted due to public safety, an Inwards Goods depot and site delivery service for the convenience of Exhibitors has been set up outside Gate 5.  Goods may be delivered to this depot during the day. 

Delivery to Exhibitor’s site can be arranged by contacting the depot on 0488 018 140

PARCEL PICK UP SERVICE

A parcel pick up service is provided to convey larger or bulky items off site to buildings located adjacent to the entry/exit gates where they can be collected by visitors for transfer to their vehicles.

For further information on the operation of this facility and delivery docket books, contact the Parcel Pick Up Service Administration Office on site (adjacent to the Main Administration Office).  Weight restrictions apply and a small fee is charged to the user.  This service is conducted by volunteers.

A crane and forklift service is available to exhibitors FREE OF CHARGE at specific times.  Bookings are made at the site administration office upon arrival.

A MOBILE CRANE (capacity 4 tonne) is available on site (8.30am to 5.00pm) prior to and after Field Days.

FORKLIFTS (capacity 4 tonne) are available from 18 September 2013 to 8 October 2013.

HEAVIER CRANES (20 tonne & 18 tonne) are available as follows:-

Thurs 26^th Sept from 12 noon to 5.00pm
Fri 27th Sept – 8.30am – 5.00pm
Sat 28th Sept – 8.30am – 5.00pm
Sun 29th Sept – NOT AVAILABLE
Mon 30th Sept - 8.30am – 5.00pm
Tue 1st Oct – NOT AVAILABLE
Wed 2nd Oct –NOT AVAILABLE
Thurs 3rd Oct – 5.00pm – 6.00pm
Fri 4^th Oct – 8.30am – 5.00pm
Sat 5^th Oct – 8.30am – 5.00pm
Sun 6^th Oct – NOT AVAILABLE
Mon 7^th Oct - 8.30am – 5.00pm

Any heavy lifts required outside these times, need to be arranged
directly via our office, 5432 6176.

Crane bookings for Thursday 3rd October 2013 will be taken at the Administration Office from 1.00pm on that day and must be made in person.

A number of exhibitors and interested companies have established crop trials at the Elmore Events Centre, home of the Elmore Field Days.   Access to these areas is available all year round to showcase to clients.

Inpaddock and on-site crop trials will feature as part of the event.  Exhibitors interested in establishing crop trials are invited to contact the Chair of Static Display - Brian Mullane - 0419 513 512.

A feature of the Field Days is the comparative demonstrations with a full program each day.  These demonstrations are run in the paddocks on the eastern side of the static display site one ach of the three days during the Field Days.

Each demonstrating machine is allocated a timeslot for a demonstration run and associated commentary. 

The committee provides mobile PA system safety marshalls tractors (on request) and material to demonstrate (seed, fertiliser, water, hay or straw) but bookings must be made.

The morning sessions start at 10.45am sharp and involve all hay making, cutting, & feeding machinery as well as feed mixer wagons.

The afternoon sessions commence at 1.00pm and will showcase all tillage, sowing, spraying and fertiliser spreading machinery.

Private field demonstrations are available on request by contacting the Chairman of Demonstrations, Andrew Holmberg on 0428 505 690.

All equipment must be new or thoroughly cleaned eg sprayers of all chemical residue; seeding and grain handling equipment to avoid the transference of foreign and noxious weeds

The Committee views with a great deal of concern the non appearance of machinery when entered for comparative demonstrations and ask Exhibitors for their full co-operation to meet this commitment to keep faith with the public and fellow exhibitors.

Click here to download an entry form.

Due to Occupational Health and Safety concerns we have a "No Dogs Permitted" policy on site.  Exceptions are personal assistance dogs and working display dogs - written permission must be obtained from administration to verify whilst on site.

St John Ambulance will be present on site and will be available to administer first aid if required at the First Aid Rooms near the Administration Office.  They can be contacted on 0428 378 954 or 0427 863 110

The George Holmberg Pavilion houses the General Interest Area of indoor sites and marquee sites along the exterior walls of the pavilion.  Exhibitors will demonstrate commercial goods, cottage industry, handcrafts and clothing products.

The Auditorium, in a large adjacent marquee will provide a non stop presentation including the Ag Art Wear Competition Parades and other englightening and topical speakers to interest the rural community.

In its 13th year the Ag Art Wear Competition will be the highlight on the program, for which record enteries are expected.  There will be parades each day of the garments constructed from materials found on a farm, an attraction not to be missed. 

Exhibitors need to arrange to have their own product liability and insurance for their trade displays. 

As part of the annual application process for Elmore Field Days, each exhibitor must provide a Public Liability Certificate of Currency, current for the 2013 Elmore Field Days, for an amount not less than $10,000,000.

There is a dedicated area for these displays. Water and power is available on site.  All livestock must be on site by 8.30am and may not be removed until 5.00pm.  All Exhibitors need to be able to supply a Growers Declaration of disease free status on request.

Marquees larger than 100 square metres must be erected by a person with the qualifications to do so and must obtain a certificate of occupancy from the Shire of Campaspe a copy of which must be forwarded to our office.

All exhibitors are responsible to make their own arrangements regarding the hire of marquees, tables, chairs, etc.  Direct contact with the hire companies to secure these services should be made as soon as possible.

Hire Companies who support us are:-

• Bourke Hire - 03 5872 1433
• Bendigo Party Hire - 03 5442 2222
• Stride Events - 1300 STRIDE (1300 787 433)
• Bendigo Living Plant Hire - 03 5448 8799
• Rochester Sand and Soil - 03 5484 2209

Disabled parking is available in the West carpark near Gate 2 and in the East Carpark near Gate 11

Scooter and wheelchair hire is available:

Big Event Scooter Hire is inside gate 2
To prebook call 0419 432 820

Riverina Scooters & Mobility Hire is located inside gate 11)
To prebook call 02 6921 444
or www.riverinascooters.com.au  (on site 0428 694 335)

Information is distributed to the media on details of new products or new releases which coincide with the Field Days.  

Exhibitors are asked to provide information via the New Release form on any relevant products which will be passed onto the media for their use.  Please submit by 26 July 2013.  The Weekly Times 'Machines of the Year' awards are judged from the list of New Releases.

All Exhibitors, their employees and/or volunteers must abide by the Occupational Health & Safety Act.  The site allocated to you is considered an extension of your workplace.  You and the EFD have a responsibility for the safety of staff and visitors to your site.

Beware of overhead powerlines and underground services;  Site maps indicating location of underground power and services can be obtained from the Administration Office. 

The Exhibitor will be responsible for any damage incurred. The committee has a formalised site safety plan to assist exhibitors with public safety.

Download Site Safety Plan

KNIVES are not permitted to be sold to people under the age of 18 - Identification must be requested and signage must be erected advising customers of age restrictions.

The Official Elmore Field Days program booklet will be distributed one month prior to the event and at the entrance gates during the event.  It will contain a complete Exhibitor List up to date at the time of printing.  For advertising details refer to the application form.  Submit all advertising  directly to the Bendigo Advertiser. DOWNLOAD OFFICIAL PROGRAM ADVERTISING FORM

All other exhibitor advertising such as TV /newspaper liftouts / previews is entirely the responsibility of each individual exhibitor.

If you would like a copy of the program posted to you, please contact our office (03) 5432 6176

The public entrance gates will be open from 8.30am to 5.00pm each day.  Exhibitor entrances will open at 7.00am each morning of the three day event.  Any Exhibitor requiring access to the site before 7.00am must make prior arrangements.

EXHIBITOR PASSES

3 DAY EXHIBITOR PASSES are $18.00 each and need to be ordered on the Ground Space Contract or purchased prior to the event.

THERE ARE NO FREE PASSES.  Normal admission charges will apply if passes are not produced at the exhibitors entrance.  THERE WILL BE NO REFUNDS

SINGLE DAY PASSES
One Day passes can be purchased for $18.00 and ordered from the field days office if exhibitors wish to make these available to their clients.

CAR PASSES

In the interest of public safety vehicle access to the site and around the site will be kept to an absolute minimum. 

One SERVICE VEHICLE PASS is allocated to each outdoor static site to allow that vehicle to be parked within the boundaries of the Exhibitor’s site.  This does not include General Interest Pavilion or Agribusiness Exhibition Pavilion sites.

All other vehicles including trailers must be parked off site by 10.00am.  EXHIBITOR CAR PARK PASSES are issued free of charge with the Exhibitor Pack and allow vehicles into the static display area before 10.00am and after 5.00pm each day.

Photocopying (including color), email and fax facilities are available at the Administration Office

All sites (indoor and outdoor) have access to power with one 240v outlet included in your site fee.  Additional 240v and 3 Phase outlets need to be ordered on your Ground Space Contract. 

Access is available at your nearest point of supply with extension the responsibility of the Site Holder. 10 amp circuit breakers are installed in each power box.  All extension leads must be approved and tagged by a qualified electrician in order to be used legally on site.  It is recommended that extension leads be heavy duty and Earth Leakage Protection (Safety Switches) on multiple outlet plugs on power boards.  

An electrician will be available on site for extension lead testing hire or sale. 

Three phase outlets cannot be arranged during the event. Overloading of outlets could mean disconnection. 

This service is available only for Field Days Committee announcements and for emergency paging.

• Airstrip
• ATM (Bendigo Bank) 
• Catering (full range on site)
• Disabled Parking & toilets
• Free public parking
• Mobility Scooter / Wheelchair Hire
• Parcel Pick Up Service
• Parenting Centre 
• Public Bar 
• Public toilet facilities
• St Johns Ambulance
• Telstra MobileNet
• Victoria Police

The Committee retains a professional security firm to secure and patrol the site continuously during the week of the Field Days commencing on Friday 27th September 2013 until 7.00am Sunday 6th October 2013. The site area will be cleared of all personnel by 6.30pm each night.

No overnight camping or after hours presence of Exhibitors on the site is permitted. Police and emergency services are available on the site throughout the event.

A private on-site facility suitable for seminars, dealers meetings etc is available for hire to Exhibitors during the Field Days.  A data projector and screen also available upon request.  Please apply to the office for availability and costs.

Exhibitors please be aware that sites are renumbered each year and the numbers may change even though your position may not.  

Exhibitors wishing to obtain their site number for the 2013 Field Day may contact the office from the middle of August 2013

Site Retentions for 2013 - have now closed

A dedicated parking and transfer area is set aside for Exhibitors to enable them to unload transports/trailers and establish their stands. 

A crane service is provided.  Refer to cranes and forklifts.

Lawn mowing & Post Hole Digging services are available - please enquire at Administration.

Rest rooms and toilet/shower amenities are available to truck drivers during the course of their exhibitor deliveries.  These buildings are adjacent to the Loading Ramp, near the Truck/Trailer parking area.

Access to the site for static display exhibitors is from Monday 16th September

Access to the Agribusiness Pavilion is from Thursday 26th September

Those with whom sites are shared MUST BE AGRICULTURE / HORTICULTURE / PRIMARY PRODUCTION exhibitors.  The committee may refuse entry to a site sharer who is not registered or does not meet this criteria.

Exhibitors who invite other firms to display or demonstrate on their site must ensure that the firms concerned register and pay the site share fee of $180.00.

If any site sharing is arranged after the Ground Space Contract is lodged, written confirmation must be arranged via a form from administration.

Registration will:

1. Allow the Site Sharer to be listed in the Official Program with the products they have and their location on site.
   
2. Allow the Site Sharer to be listed on our website
   
3. Enable the Site Sharer to purchase their own Exhibitor Passes.
   
4. Inform the committee of their presence on site so that enquiries from the public can be answered.
   
5. Allow participation in the comparative demonstrations.
   
6. Allow site sharer to enter the site awards

Each year exhibitors are invited to attend the event and offered the same space that they used in the prior year.  If an exhibitor wishes to change the size of their site - either by increasing or decreasing their site size, communication is required with our administration team.  Please phone /email - secretary@elmorefielddays.coma.u  to advise us of the same or attach a letter with your contract.    The allocation of an increase in the site size is not guaranteed and is reliant on suitable space becoming available

Site and equipment is not be vacated before 5.00pm on the last day of the field days.

All equipment and material must be removed from the site by 18 October 2013.  Refer to Terms and Conditions No 14 & 16

Straw Bales are available for display purposes.  These can be ordered on the ground space contract or by contacting the office - phone: (03) 5432 6176

TELSTRA is a strategic partner of the Field Days, providing all communication services. 

Exhibitors requiring temporary telecommunication services at their site are advised to apply the Telstra page on our website by 13 September 2013

The Elmore Field Days is a Waste Wise managed event with an emphasis on recycling waste.  Rubbish bins are provided and emptied daily.

At any time you require additional rubbish bins in your area PLEASE ask us.

 Exhibitors are asked to assist by separating cardboard, plastic & timber where possible.  There will be signed areas for these recyclable products or leave separated from general waste where practicable. 

Refer to terms and conditions no 14 in reference to leaving of sites in a clean and tidy state