Trade & Exhibitors 

Please read the below information before making an application at the bottom of this page.  

​The following pitches are now fully sold out, please do not apply for these pitches:​​

• Children's Entertainment and Amusements 
• Food and Drink including Ice Cream

Note - All Traders and Exhibitors are now not allowed to use their own generator anywhere within their allocated pitch or on the showground site. If you require power, you must purchase this from our approved supplier. See section B for further information.

---

A - Standard Pitch Fees - All Pitch Depths are 6 Metres

Frontage (Metres)	Cost (Ex VAT)	Vehicle Passes Included*	Staff Passes Included**
3	£200.00	2	2
6	£350.00	3	4
9	£525.00	4	6
12	£695.00	4	8
15	£875.00	4	10

Registered Charity Pitch Fees - All Pitch Depths are 6 Metres

Only charities may have a charity pitch, no 3rd party companies may operate on behalf of a charity. Lotteries or roaming sales are no longer allowed.

Previously we have not charged for any charity pitches but due to our rising costs, unfortunately, we now need to charge fees for all pitches with a 6m frontage and above. These fees are heavily discounted, compared to the standard trading fees. 

Frontage (Metres)	Cost (Ex VAT)	Vehicle Passes Included	Staff Passes Included*
3	£Free	2	2
6	£75.00	3	4
9	£125.00	4	6
12	£175.00	4	8

All pitches will be 6 metres deep and the whole of your pitch including any guy ropes and tow bars will need to be inside your allocated pitch. No tables etc can be outside of your boundary.

Additional Costs

*Additional Staff Passes are charged at £40.00 per pass – Passes are not allowed to be transferred or distributed to different staff or given to any non staff member.

Eg: a 3m pitch has 2 staff passes included. If you are having 10 staff to cover the whole event, then you will need to purchase a further 8 passes.

Any lost staff passes will incur a charge of £40.00 per pass. If a pass is broken, we will happily replace it free of charge providing the broken pass is handed in to the Trade Manager for exchange.

---

B - Power​

Power is available in the form of 16 amp and 32 amp.

13A Single Phase - £145 + VAT
16A Single Phase - £185 + VAT
32A Single Phase - £280 + VAT
16A Three Phase - £310 + VAT
32A Three Phase - £360 + VAT

With the event growing and our footprint getting larger, the event has taken the decision to only use generators that run on HVO fuel. In the interest of reducing the events carbon footprint.

Power provider is JPSL.

Please specify your requirement on the application form.

---

C - WiFi​

WiFi will be available this year from SWAP Event Technology Solutions. 

WIFI cost is £100.00 + VAT per device.

Please specify your interest on the application from.

---

D - Overnight Camping​

No sleeping is allowed on the festival showground.

Camping is available at £60 + VAT per person for the event. Only persons who are working on the event may use this campsite. Toilets & Showers are provided. No power in provided within this area. No children under the age of 13 may use this area. 

---

E - Security​

The site will have 24-hour roaming security and any person found to be within the showground area, out of hours will be removed and may be be asked to leave the festival. No refunds will be given.

Note: The event will not take any responsibility of any stock that has been left unattended within their pitch. 

---

F - Pitch Location

---

G - Access Times to your Pitch

Date	Time	Description
Thursday 29th May 2025	13:00 - 19:00	Build
Friday 30th May 2025	06:00 - 10:30 & 22:45 - 23:45	Build AM & Show Day
Saturday 31st May 2025	06:00 - 07:30 & 20:45 - 21:45	Show Day
Sunday 1st June 2025	06:00 - 07:30 & 20:45 - 23:00	Show Day
Monday 2nd June 2025	09:00 -17:00	De-Rig

The public opening times for the event are as follows:
Friday - 11:30 to 23:00
Saturday - 05:30 to 21:30
Sunday - 05:30 to 21:30

Stalls should be ready by 11.30am on Friday 30th May 2025.

---

H - Pitch Allocation

1. ​Traders / Exhibitors cannot request a particular pitch within the Exhibitors area, and no discussion will be entered into. Details of allocated trade pitches will not be made available in advance of the event.  Midlands Air Festival reserve the right to change any trading location without notice due to operational requirements.
2. Traders / Exhibitors are not allowed to bring in their own generator to be used anywhere inside their allocated pitch or on the showground. If you require power, you must purchase this from our power provider, JPSL. See section B. Anyone found to be using their own generator within the showground will be asked to switch the generator off and maybe asked to leave the event. No refunds will be paid.
3. Please consider the environment when choosing how to package take away food. No single use plastic items or polystyrene are to be used to package and sell items. This includes:
   1. Plastic cutlery and coffee stirrers
   2. Plastic plates
   3. Plastic drinking bottles
   4. Plastic bags
   5. Plastic straws.
      
      
4. No Trader/Exhibitor will be allowed to camp behind their pitch, including parking of caravans. If you wish to camp overnight, please use the Trader Camping Area. See section D for pricing and further information.

---

J - Traders/Exhibitors Passes

Vehicle passes to the site will be emailed out in advance. Traders will be required to print off the passes and place them in their vehicle windscreen, prior to arriving at the venue.
​
Staff passes will be available for collection from the Trade Control Office, upon your arrival at the festival. 

---

J - Trade Control Office

​The office will be situated at the top of the Exhibitors area, next to the public entrance.

---

K - Prohibited Goods

Traders / Exhibitors are prohibited from selling the following products at The Midlands Air Festival:

1. Any live animal, including livestock, caged birds and fish.
2. Balloons, Kites, Remote controlled aircraft & Drones.
3. Balls of any size. Including blow up ones.
4. Stink-Bombs or other offensive/nuisance materials.
5. Weapons, replica weapons, electro-shock weapons, or ammunition of any kind.
6. Knives, or any sharp blade of more than 6cm. g) Flammable, corrosive & toxic substances.
7. Kit form paper/plastic/card/foam planes or gliders. 
8. Smoking material including cigarettes, vapes, roll up papers and any sales with connection to drugs.
9. Clothing with rude or offensive writing/pictures
10. Lotteries or roaming sales 
11. Midlands Air Festival branded merchandise

​
Any Trader/Exhibitor using a raffle, tombola or gaming tickets must be officially registered with the appropriate regulatory body and ensure compliance to relevant regulations. The festival reserves the right to prohibit any other item, at any time, for any trader.

---

L - Trading/Exhibitor Rules

Roaming sales, and the distribution of literature outside of your allocated trading pitch is strictly forbidden. This includes placement of leaflets on vehicles in the car parks. Any trader / exhibitor found to be roaming away from their trade pitch will be asked to leave the site immediately, lose their deposit and will be banned from attending future events held by The Midlands Air Festival/Slipstream Management Ltd. All traders are responsible for keeping litter to a minimum.

At the end of the show, traders / exhibitors must leave the space allocated for their use in good condition, totally free of litter. The organisers will assess any dilapidation and any damage caused, with any costs associated with clearance / repair chargeable to the trader / exhibitor responsible.
​
Dogs, other than assistance dogs, are not allowed on site.

---

M - Cancellation

In the event of the abandonment of the Midlands Air Festival, the organisers will not be liable in respect of expenditure or loss incurred by traders in connection with the event. Trader fees and bookings will be rolled to the next event. If the Trader/Exhibitor cannot make the next event then a refund will be provided.

---

N - Documents Required

1. Insurance
   Exhibitors, Traders and Crafters – (not including Ice-cream, Food, Drink or Amusements.) must insure themselves against such loss or damage, including the risk of fire, and to provide their own Public Liability insurance, with a minimum cover of £5,000,000.
   Ice-cream, Food, Drink and Amusements - must insure themselves against such loss or damage, including the risk of fire, and to provide their own Public Liability insurance, with a minimum cover of £10,000,000.
    
   For all types of Traders/Exhibitors a Proof of insurance, which is in date for the whole of the Midlands Air Festival and must not run out before 23.59 on Monday 2nd June 2025, must be provided at the time of booking. All traders / exhibitors are to comply with current UK legislation relating to their business. All traders must supply a Risk Assessment which is suitable and sufficient to cover hazards and mitigations to prevent harm to visitors and staff. The Risk Assessment must also include a Fire Risk Assessment. These must be made available to the organisers, along with other regulatory certificates (if required), on request. 
   
   
2. Selling of Alcohol - Should you wish to sell alcohol or offer sampling. You are required to obtain a TENS licence from Stratford County Council, in advance of the event starting. Once you receive your TENS licence you are asked to forward a copy to [email protected] You will not be able to trade without a TENS licence.

---

O - Photography

Traders / Exhibitors acknowledge they may be photographed or filmed at the event. Traders / Exhibitors agree to the use of video or picture images or recordings including sound taken by or on behalf of the organisers for any and all purposes determined by the organisers, including for commercial purposes, in any and all media without further authorisation, notification or payment.

Traders / Exhibitors shall not, without the organisers' prior written consent, sell, license, or otherwise exploit, or attempt to exploit, any material whether written or in the form of digital or photographic film, sound, video or other recording or computer software obtained or made at the Midlands Air Festival 2025.

---

P - Payment

Payment of all fees is required with a completed application form. Full payment must be made at time of booking.
​
All fees are Exclusive of VAT.

---

An invoice will be sent for your pitch fees. Payment is by return. No pitch is confirmed until full payment is received together with all required documents.

---