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Hitched Manawatu Exhibitor Agreement

1. Booking Conditions
A. A completed registration form must be completed and submitted along with a 25% deposit payment on invoice to secure your site.
B. Subletting of sites is not permitted without written permission from the event organisers.
C. Exhibitors may not give away or sell food, beverages (including alcohol) from sites unless they have been granted permission to do so – all requests must be submitted in writing to This email address is being protected from spambots. You need JavaScript enabled to view it.
D. An appointed photographer will be present during the event and all rights to the images produced will remain with the organisers. If you do not wish your stall to be photographed, please advise the organisers prior to 1st July 2024.

2. Payments and Cancellations
A. 25% deposit is required within 7 days of being invoice for your registration.
B. Full payment must be received by 1st July 2024.
C. If you wish to cancel your site, please send your request in writing to This email address is being protected from spambots. You need JavaScript enabled to view it.
Bookings cancelled prior to 27th June 2024 will incur a 25% cancellation fee.
D. Bookings cancelled after the 27th June 2024 will incur a 75% cancellation fee.
E. Hitched Manawatu reserve the right to cancel this exhibitor agreement with the below signed exhibitor and/or remove any products, advertising, or exhibit from the event, without notice, if the exhibitor has infringed on any of the terms of this agreement or if they feel any product, advertising, or site display is not in the best interest of the event or may be a cause of offence or harm to the public.


3. Sites and Space allocation
A. The Hitched Manawatu site plan has been designed to ensure that attendees can pass every site.
B. The organisers will endeavour to meet exhibitor requests in relation to site requirements.
C. The organisers reserve the right to alter the floor plan as they deem fit.


4. Legal Requirements
A. It is the responsibility of the exhibitor to ensure they comply with all legal and government regulations that apply to the goods and products being displayed and sold at their site(s). This includes food safety & alcohol regulations/permits and liquor licensing.
B. All exhibitors must ensure their site and surrounding area is free of debris, obstructions and other hazards
that might violate the Health & Safety Work Act 2015.
C. All electrical appliances must have current certification and be tested and tagged. All cords and cables are to be taped to the ground or made safe.
D. Any accidents, near misses or safety and security concerns need to be reported to the Hitched Crew to be passed on to venue.
E. No children under the age of 12 can be in the venue during set up or breakdown.
F. No open footwear is allowed during set up or breakdown.
G. The organisers and the venue will not be held liable for any loss, theft or damage to goods either from sites or anywhere else at the venue, including from vehicles.
H. Exhibitors are responsible for the security and insurance of their own goods and equipment. It is recommended that exhibitors have their own public liability insurance in place.
I. In the event of an emergency please follow the instructions of the Awapuni Racing and Function Centre staff.
J. In the interest of public safety, all fire exits should remain clear at all times.


5. Set up, breakdown & event hours
A. Set up: Saturday 27th July 2.00pm-6.00pm and Sunday 28th July 7.00am-9.00am
B. The event will be open to the public: Sunday 28th July 10.00am – 3.00pm
C. Pack Out: Sunday 28th July 3:15pm – 7.00pm
D. Signs, banners and similar materials must not be nailed, stapled, hung or attached to the ceilings, walls, windows, sprinkler systems or other surfaces except when permission is granted. All written request must be sent to This email address is being protected from spambots. You need JavaScript enabled to view it. by 1st July 2024.
E. Stallholders are to leave site in the condition it was found in. Any damage to site will be on charged by the organisers to the stallholders.
F. Exhibitors are responsible for the clean-up and removal of all rubbish, packaging materials and recycling from their site.


6. Exhibitor Registration and Passes
A. All Exhibitors must register on arrival and passes must be worn at all times whilst on the premises during set up, event hours and pack down.
B. Exhibitors will be provided with two passes per site booking.


7. Venue Access & Parking
A. The Awapuni Racing & Function Centre is located at 67 Racecourse Road, Palmerston North. Access is via
Racecourse Road (Off Maxwells Line). Please do NOT try to access the venue from Te Wanaka Road.
B. Vehicle speed at the venue is restricted to 10km/hr at all times.
C. Registration: Come in via Racecourse Rd, follow the drive past the old stand, through the car park, over the speed bump, down the side of the building and park in the designated registration parking area (just past the Function Centre main doors). Vehicles can remain in the registration parking area for 20 minutes while you register and unload.
D. At registration, all exhibitors will be issued with a parking pass, which must be displayed on your vehicles dash at all times.
E. Exhibitors are to park in the designated parking zone – please follow the Hitched Crews directions.
F. No vehicles can remain in the registration zone during the event open hours. Any vehicle that remains in event zone without permission may be towed at owner’s expense.
G. Vehicle must remain in the designated parking zone until all members of the public have departed the venue
at the close of the event.