Exhibitor Terms and Conditions

1. The Hamilton Sheepvention Committee reserves the right to reject any application at its discretion.
2. To retain a previous site allocation, applications and full payment must be received by 2 June. All required forms must be completed in full and submitted prior to any allocation of trade sites.
3. Exhibitors are required to trade during the following hours:
   Sunday 2 August: 8:00am – 5:00pm
   Monday 3 August: 8:00am – 4:00pm
4. All exhibitors must have their site fully set up prior to the commencement of trade on Sunday.
5. All display equipment must remain on site until 5:00pm on Monday 3 August.
6. Exhibitors must not allow any person other than the contracted participant, their employees, or agents to occupy any part of the site without prior application and payment of the prescribed fee. Failure to comply may result in additional charges or other action by the organiser.
7. Exhibitors must not extend their display beyond the boundaries of their allocated site.
8. The Sheepvention Committee accepts no responsibility for loss or damage to exhibitor property while on site.
9. Exhibitors must hold public liability insurance with a minimum cover of $10 million, indemnifying against injury to members of the public caused by the exhibitor, their equipment, or machinery anywhere on the event site.
10. No public address systems are permitted other than the official event system.
11. Power is not available for heating purposes.
12. All sites must be vacated by 5:00pm on Wednesday 5 August and left in a clean and reasonable condition. Exhibitors are expected to maintain cleanliness throughout the event. Additional charges may apply if sites are not left in an acceptable condition.
13. If the Sheepvention Committee deems it necessary to cancel or postpone the 2026 event, this agreement will cease upon notification. The Committee will not be liable for any compensation, loss of profits, or refund of fees paid.
14. The Sheepvention Committee reserves the right to cancel this agreement and retain any monies paid if, in the opinion of the Event Manager, there is a breach of these conditions or ifthe exhibitor fails to occupy the site for the full duration of the event. The site may then be reallocated.
15. Woodchip supply will be charged as per the trade application form. Fees may be waived at the discretion of staff if the site is deemed excessively wet or uneven.
16. Exhibitors must not conduct or permit any competition, game, or auction sale on their site without prior written approval from the Sheepvention Committee.
17. Before digging or driving any objects into the ground, exhibitors must ensure there are no underground services (including power, telecommunications, or water). Exhibitors mustcontact the Operations Manager for a site services map and guidance. Any damage caused will be the exhibitor’s responsibility.
18. Cancellation by exhibitors:Cancellations requested prior to 30 June 2026 may be approved, however 20% of the total fees paid will be non-refundable. Cancellations after 30 June 2026 will not be eligible for any refund.
19. All marquees must comply with relevant fire service regulations and be equipped with appropriate fire safety equipment.
20. No livestock may be brought onto the showgrounds for demonstration purposes without prior consent from the Event Manager. A current National Animal Health Statement must be completed and submitted to the Sheepvention office.
21. All food distributed to clients or prospective clients must comply with relevant health regulations. Where food is prepared on site, an appropriate fire extinguisher must be present.
22. The Sheepvention Committee reserves the right to amend operating conditions at any time and to regulate the use of machinery on static display sites where, in its opinion, excessive noise is produced.
23. Exhibitors must comply with all relevant Acts of Parliament governing the erection of structures, display of goods, and any applicable regulations, by-laws, and ordinances.
24. Only new equipment may be displayed for sale. Used equipment may only be brought onto the grounds for demonstration purposes with prior approval.
25. General trade site exhibitors are not permitted to sell or serve food without approval. Approved vendors must apply and pay for a designated food site.
26. Exhibitors must comply with all conditions of entry and trade information as outlined on the Sheepvention website. By applying for a trade site, exhibitors acknowledge and agree that these conditions apply to them and their employees. Failure to comply may result in exclusion from future events.
27. Fire drums must comply with all safety regulations. They must be enclosed by a safety barrier, have a clear surrounding space, and an in-date fire extinguisher must be present on site.
28. Exhibitors must not display material deemed by the Committee to be defamatory or inappropriate.
29. Drones must be registered with the Sheepvention office to ensure identification. Proof of public liability insurance covering drone use must also be provided. Sheepvention accepts no responsibility for any damage or injury resulting from drone use.
30. Sheepvention is a child-friendly environment. The Child Safe Policy is available on the website.
31. Items included in handouts or showbags must not contain inappropriate material for children.
32. Sheepvention’s Animal Welfare Policy is available on the website and must be adhered to.
33. The display and sale of dogs must comply with all legislative requirements. Dogs must be vaccinated and microchipped in accordance with Victorian regulations (refer to Agriculture Victoria guidelines).