Important Information for PAF Exhibitors with 2 weeks to go!

Dear Exhibitors,

With the Penshurst Art Fair (PAF) just a couple of weeks away, here are the essential details to ensure a smooth and successful event for everyone. Please read through this information carefully.

Action Required

  • Private View Guest List (Urgent): If you haven't already, please provide your guest numbers for the Private View on Friday 16th as soon as possible.

  • Catering Contribution: Please bring a generous plate of canapés for the Private View. Your contributions are greatly appreciated!

  • Marketing: This is a crucial week for promoting PAF. Please actively share the event with your friends, contacts, and clients, distribute your flyers, and send out last-minute reminders to help drive attendance.

Key Timings & Schedule

  • Friday 16th October

    • Set-up: 1:30 PM – 4:30 PM (All stands must be fully set up by 4:30 PM)

    • Forecourt Cleared of Cars: By 4:00 PM

    • Private View: 5:00 PM – 7:30 PM

  • Saturday 17th October

    • Public Opening Hours: 10:00 AM – 4:00 PM

  • Sunday 18th October

    • Public Opening Hours: 10:00 AM – 4:00 PM

    • Exhibitor Take-Down: 4:00 PM onwards

Stand & Display Specifications

Upon arrival, check the entry map or find me for your allocated stand.

  • Screen Spaces: 3 linear meters total (3 x 1m screens joined together). 6 hooks are provided across the top for display cords.

  • Table Spaces: Two 6ft tables provided per exhibitor. Table covers (preferably floor-length to hide under-table storage) are required.

  • Tables: Those with screens can have a small table not exceeding 1m x 1m due to space restrictions

  • Browsers: There is space for one small browser per artist.

  • Fixings onto the screens:

    • Permitted: Picture pins and drawing pins.

    • Not Permitted: Blu-Tack, White-Tack, glue, or cavity fixings (e.g., Rawlplugs).

    • Note: All fixings must be completely removed during take-down.

  • Lighting:

    • Central area exhibitors must use battery-operated lights (no trailing cables allowed).

    • If using wired lights elsewhere, bring your own extension cables and duct tape.

Logistics, Parking & Storage

  • Unloading & Parking: Parking directly outside the hall is limited. Unload as quickly as possible and promptly move your vehicle further up the road. Leave nearby spaces free for visitors.

  • Storage & Packaging: On-site storage is minimal (confined to behind screens, under tables, or the small area at the back of the room). Please bring your own bubble wrap for wrapping customer purchases.

  • Sales & Payments: Exhibitors are responsible for taking their own payments.

  • Insurance: Public Liability Insurance is mandatory for all exhibitors to cover accidental loss or damage to third parties. The organizer and Hall Trustees are not responsible for loss or damage to exhibitor property.

General Info & Emergency

  • Refreshments: Tea, coffee, and cakes will be available to purchase from Annie Gray on Saturday and Sunday.

  • Urgent Contact: If you encounter any last-minute issues, call or message Sue at 07771 593004.

  • Emergency Protocol: In the event of an emergency, evacuate via the nearest fire exit, close all doors behind you, and gather at the fire assembly point at the front of the Hall.

Looking forward to a fantastic art fair!

All the best and good luck,

Sue

Fair Organiser