EXHIBITOR FAQ’s
Booking and Payment for pitch
The process:
- Exhibitor applications open on 1st November and close 10th January – submitted applications will receive an automated message.
- We will let you know at the start of February if your application has been successful.
- You will receive an invoice in March, which must be paid no later than 30 days after the invoice date to ensure your exhibitor pitch is secured.
It is down to our discretion to support exhibitors when payment is not possible; we ask that you contact us to discuss a mutually agreed arrangement.
A lot of our time is taken up by chasing exhibitors who have not paid or provided PLI details, which is no longer feasible for us as a small CIC. We are a two-day festival, with thousands coming through our gates each day, with many upfront costs, with the aim to donate and support our beneficiaries.
Can HGF provide cover for my stall?
We cannot provide cover for any trade stall and ask that you please bring your own. 3 x 3 Gazebos are just fine and we always allow space for guy ropes. The more beautiful your pitch looks the better!
Can I hire a table?
We do not rent tables or chairs, please bring your own.
I need electricity for my stall
Due to limited power availability at Hellens, We ONLY offer power to contributors and ‘Food on the Go’ vendors.
Please describe your power needs (wattage required) when you send your booking form.
Wifi for my stall.
Although Hellens has an open wireless network, we cannot guarantee coverage throughout the gardens and grounds. During HGF we recommend that for reliability and security when using card readers (sum up etc.) exhibitors use their own mobile data connection. The grounds have good signal for most mobile providers. Please arrange a visit if you would like to check your signal prior to the event.
Bags and containers
We require ALL exhibitors to use bio-degradable and recyclable packaging for their stalls.
Can I choose my pitch location?
We do our very best to accommodate requests for pitch location, however we have to plan site layout with the overall festival in mind. We are aiming to encourage visitors to flow around more of the gardens and grounds and achieve a steady footfall across all areas. We may not be able to put you exactly where you’d like or next to another exhibitor, but will try!
When can I set up?
Set up times are Friday (10 am to 12 pm & 3 pm to 6 pm) and Saturday (7 am to 8.30 am). Our team will meet you and show you to your pitch. All vehicles must leave the site no later than 9.15 am. As this is a two-day Festival there is no official set-up time on Sunday morning.
We will send out more detailed set-up information in May.
Can I stay on site?
We do not offer overnight accommodation at Hellens. Please see www.muchmarcle.net for details of local accommodation.
Security
There is no additional security on site over the period of the Festival. Your possessions are here at your own risk. The vehicular access gates are locked overnight during the hours of darkness. We recommend that exhibitors who have fragile goods pack away and secure items overnight within their stall and zip up their gazebos securely.
How many staff members/ volunteers/ helpers can I bring?
Each pitch has three ‘free’ tickets to man the stand. These helpers must arrive before 9.30am. All additional tickets will need to be bought on the gate. Remember, this event is a fundraising event for charity.
Pitch tickets for exhibitor helpers must be applied for two weeks before the festival the deadline for applications: 23rd May 2027
Please apply for these here.
Cancellation. I can no longer attend; can I have a refund?
In the case of an exhibitor withdrawing after the 31st March, the booking fee is non-refundable.
I would like to demonstrate/ am a charity/ would like to offer an interactive activity, can I have a discount?
We have a limited number of discounted pitches available to exhibitors who are primarily educational, environmental or community-focused. If you would like to apply for a discounted pitch, please fill out the contributor section on the application and tell us what you can offer.
Any other questions please get in touch with us info@hellensgardenfestival.co.uk