Student Stallholder Regulations

The official Clubs & Societies Stallholder Regulations at the 2011 fair are available as a PDF.

Stallholder FAQs

Frequently asked questions for non-commercial stallholders at the Fair.

When will Freshers' Fair be this year?

Wednesday 5^th October - 10:00am to 6:00pm (with last entry to visitors at 4:00pm)
Thursday 6^th October - 10:00am to 6:00pm (with last entry to visitors at 4:00pm)
Friday 7^th October - 10:00am to 4:00pm (with last entry to visitors at 2:00pm) (ReFreshers' Fair)

Who will attend?

For the first two days (Wednesday and Thursday), Freshers' Fair is a ticketed event attended by all new students, both undergraduate and postgraduate. Common Rooms have arranged specific times for students to attend.

On the final day (Friday) the Fair will be open to all members of the University to visit ReFreshers' Fair, where students will have the chance to catch up on everything they missed during their first year.

How can I book a stall?

Please click here for more information about booking stalls. The deadline for booking stalls is the 31^st July 2011. If you are unable to book your stall by this date then email stallholders@ousu.org. Please note we cannot guarantee you a place at the Fair if you miss this deadline.

Once you have made your booking you will be provided with a reference number. Please ensure that this is quoted on all correspondence regarding your booking.

Your booking is not confirmed until you have paid and we have recieved your deposit.

There will be a late booking fee in addition to the cost of the stall for any bookings accepted after 31^st July 2011. This will be £10.00 for 1 or 2 stalls, and £20 for bookings of 3 or 4 stalls.

How much will a stall cost?

Number of Tables	Cost
1 table	£30
2 tables	£80
3 tables	£140
4 tables	£300

Please note that a deposit of £45 is payable in addition to the cost of the hire of the tables.

How do I pay for my stall?

You should either send or deliver two cheques, to:
Freshers' Fair
OUSU
2 Worcester Street
Oxford OX1 2BX

One to cover the cost of your stall tables and the other for the deposit. Please make all cheques payable to OSSL Limited.

The deposit cheque will only be cashed in the event of the club/society breaking the Terms and Conditions of the Freshers' Fair (as detailed in the Stallholder Regulations).
If paying by cheque please ensure that your booking reference number is written on the back of the cheque as we will be unable to process any payments without this, which may result in your Club or Society being unable to attend the Fair.
If you are unable to pay by cheque please contact stallholders@ousu.org.

When do I need to pay by?

Payments must be made by 31^st July 2011 to ensure that your booking is confirmed.

When can I set up my stall?

Set up day will be 4^th October 2011, the exact times and coordination of this will be confirmed at a later date. Please ensure that somebody from your organisation is available on this day as it will be very difficult to make exceptions to this procedure.

How will access to the Fair work?

Depending on the size of your stall, you will receive a certain number of passes allowing access to the Fair via the Stallholders' Entrance. You will receive your passes on set-up day (Tuesday), and will then be able to distribute them within your organisation however you like.

How many passes do we get?

1 desk - 2 passes
2 desks - 2 passes
3 desks - 3 passes
4 desks - 4 passes

Can we get extra passes?

No.

I can't be there all day, is it possible to swap passes with other members of my organisation?

Yes, this is absolutely fine. Once you have the passes, it's up to you to share them out to other members of your organisation. The people running your stall can return to the Stallholders' Entrance as many times as they like during the Fair itself to exchange passes with new volunteers, but stewards won't be able to help with the exchange of passes.

We don't have people available to run our stall the whole time, what should we do?

Obviously, it's best for your stall to be open for all of the sessions, throughout the three days of the Fair, to maximise your impact.

Even if you can't attend for every session of the Fair, it is imperative that somebody from your organisation is there to take charge of your stall during set-up and again at the end of the day on Saturday to help with clearing up. Failure to do this will result in you forfeiting your stall and us cashing your deposit cheque.

Can I decorate my stall?

Yes, within in reason, but please bear in mind that you have agreed to the Stallholder Regulations. You can hang banners from the front of your stall, or across the top using canes for support, but you can't attach anything to the walls in the Exam Schools. Backboards are available for hire, from the CP Group, details as follows:

Cost: £49 per panel including 2 x poles and 2 x feet, VAT and ½ metre of Velcro
Cost: £45 per panel for 2 panels these do not require feet, includes VAT and ½ metre of velcro
Once a booking is made and paid for, the panels will be delivered and set-up behind your stall and then dismantled at the end of the fair
The above terms will apply to all orders placed with Complete Presentation Ltd by 5:00pm on 28/09/11
Bookings placed after this will be subject to a late booking charge of £10 per booking
Contact details: www.completepresentation.co.uk, Tel 0800 026 3000
Full terms and conditions regarding bookings are available from them

PLEASE NOTE: STALLS CONSISTING OF ONE OR TWO TABLES WILL ONLY REQUIRE ONE PANEL

Remember to make sure you give yourself plenty of time to decorate your stall by arriving as early as possible on Tuesday, as the organisations with the most attractive stalls will inevitably attract the most attention!

How big are the stalls?

Each desk is approximately 760 x 480 mm, or 30 x 19", and stalls are made up of one, two, three or four desks. Check your confirmation e-mail to find out how many you have.

Can I bring my laptop for people to sign up/to show a promotional film?

Yes, but only using your battery. Other than that, there will be no electrical equipment allowed at the Fair.

Can I display anything I want on my stall?

No. Your attention is drawn to the details in the Stallholder Regulations, but in particular, please remember you may not distribute information on behalf of any commercial organisations, but your own sponsors' logos are permitted on your own materials. In addition anything which is likely to offend visitors to the Fair is forbidden, please see the Stallholder Regulations for specific information.

Will my material be checked?

Yes, stalls will be randomly checked throughout the Fair for offending items, which will be removed.

Can I amend my booking?

Yes, of course. Please e-mail stallholders@ousu.org with all of your details. Please bear in mind that space is limited and it will become progressively more difficult to upgrade your stall close to the Fair.

Can I cancel my booking?

Yes, you can. Cancellations recieved before 31^st August may recieve a refund. Cancellations recieved after this will not be subject to refunds, but deposits will be returned.

Are you recruiting stewards? Where can I find more info?

We certainly are. Please visit the Stewarding page to find out more. This will go live shortly.

Where can I find more information?

If your question isn't answered above, please email fair@ousu.org.