Site: Slacks Farm, Lochmaben, Lockerbie, Dumfriesshire DG11 1RY. The event will be signed from major routes. Exhibitors are requested to enter the site as directed by the signs and stewards.
Working Plots: Working plots are available as either 0.5, 1, 2, 4 or 5 hectare plot areas (4ha and 5ha AEA members only).
Eligibility: No be allowed to exhibit without payment in full prior to the event.
Exhibited Products: Exhibitors will NOT allow any third party products to be exhibited in connection with their exhibits. The exception to this rule will be for tractors and trailers used in conjunction with forage operations and telehandler attachments used at the silage clamp. The organisers and their representatives reserve the right to exclude any exhibitor from ScotGrass 2023.
Build Up: Build-up of statics exhibits can commence from 0830hrs on Monday 11 May. All exhibits and machines shall be in position by 1800 hrs on Tuesday 12 May. Delivery of machines can be made on Thursday 7 and Friday 8 May by prior arrangement with the organisers however no unloading facilities will be available. The security of any machines delivered is the responsibility of the exhibitor. There will be no access to the working plots prior to Monday 11 May. Promotional caravans may be delivered to the exhibitors working plot from 09:00hrs on Monday 11 May. Machines delivered prior to 11 May will be parked in a holding area. Due to very limited unloading facilities at Crichton Royal, unloading at dealer’s premises is very much encouraged. Stewards will be on site throughout the build-up period.
Exhibition Timing: The working part of the event will be open to visitors between 1000hrs – 1500hrs on
Wednesday 13 May. The Static area of the event will be open to visitors between 0900hrs to 1600hrs.
Post Exhibition: No machines will be allowed to leave the site before 1800hrs on Wednesday 13 May. This will be enforced by local Police. All stands and machinery must be cleared from the site by 1600hrs on Friday 15 May. Exhibitors booking a working plot may work any combination of machines on their plot. Those who wish to use balers or wrappers only, must make their own arrangements for the cutting and windrowing of grass. Static machines will be allowed on working plots provided:
• They are part of the immediate grass conservation process
• Are imported or manufactured by the company booking the working plot
• Are within the confines of the working plot
Static Exhibit Plots: Static plots are available in either 10m or 6m depths, they are available in any widths as required by the exhibitor. When booking plot widths do NOT forget to include any drawbars or overhangs for exhibition trailers. Static exhibits can include any products or services suitable to the livestock farmer. No machinery may be operated on static stands without prior permission of the organisers.
Tractors and Trailers: Exhibitors operating forage harvesters are required to supply their own tractors and trailers and any ancillary equipment.
Fuel: No fuel will be available on site.
Bales: All bales MUST be wrapped by the end of the demonstration day. It is the responsibility of each exhibitor to make sure bales are wrapped. Bales require a minimum of eight wraps. Wrapped bales should be left on the plot to be collected post event by the host farmer. If bales are not wrapped after the event has finished, exhibitors will be libable for the cost of a contractor to wrap these bales which will be invoiced post event.
Silage Clamp Operation: Working demonstrations at the clamp are offered for suppliers of material handlers and clamp equipment. Handlers will be parked in a holding area when not in use. The organisers reserve the right to restrict the number of working entries. A sequential timetable will operate. A PA system will be provided for use at the silage clamp. A viewing platform will be constructed at the clamp side. This area will be controlled by stewards.
Advertising: The use of banners and flags is encouraged on exhibitor stands. There will also be an opportunity to display banners in other areas of the event with prior permission of the organisers.
Unloading: Delivery vehicles should follow the signs to the unloading area. There will be telescopic handlers and drivers available to help exhibitors from 0830 hrs on Monday 11 May and from 1700 hrs on Wednesday 13 May to help with breakdown. There will be limited handler availability on Thursday 14 May. Exhibitors are requested to unload and reload at dealer’s yards, due to restricted unloading areas at the event site; your help in carrying out this request is much appreciated.
Delivery Vehicles: These must enter the site by the signed route. No delivery vehicles are allowed onto working plots. No HGVs will be allowed on static areas without prior permission of the organisers. All HGV’s must be removed from the site by 1800 hrs on Tuesday 12 May.
Security: The security of exhibits will be the sole responsibility of the exhibitor and the organisers will not accept responsibility for loss by theft, fire, accident or any other cause whatsoever. Overnight security personnel will be employed from 1900 hrs to 0700 hrs on Monday 11, Tuesday 12 and Wednesday 13 May. There will be no overnight security outside these hours. Event stewards will be on site throughout build-up and exhibition days.
Insurance: All property and personnel brought onto the site by exhibitors must be fully insured against all risks and public liability.
Safety: Exhibitors must comply with statutory safety requirements at all times. No operation deemed unsafe by the organisers or by the HSE will be permitted. Any breach may lead to ejection from the site and possible legal action by the enforcing authority. Each exhibitor must nominate a safety representative who is responsible for ensuring that safe working practices are carried out during build-up, the exhibition days and take-down on individual sites. Exhibitors must produce a risk assessment for their activities on site including build-up and break-down. The safety representative MUST be on site during the company’s build-up, take down and throughout the event day.
Please return the Safety Officer form by the date indicated.
All safety representatives of working plots MUST attend the pre-event briefing which will be held during the morning of the pre-event day – full details of time and venue will be circulated later. Failure to attend the briefing will result in an exhibitor being prevented from working on the event date. The use of safe working practices during build-up is particularly important; fork-trucks may only be driven by nominated drivers. All personnel involved with working exhibits must be competent and have had appropriate training. A Health and safety policy issued by the organisers will be circulated to all exhibitors prior to the event and all exhibitors MUST comply with that policy.
Stand Space: Each plot space will be marked and all parts of the exhibition stand must be within the confines of that allocated space.
Electricity: Any exhibitor wishing to use electricity must supply their own generator. Generators must be suitably silenced and earthed.
Catering: Full catering facilities will be available on Wednesday 13 May.
Exhibitor Passes: Working Plot exhibitors will be supplied with 2 vehicle passes for the 13 May, which will allow those vehicles only to be parked on the exhibitor’s working plot. These passes will admit all passengers entry to the event. An additional 10 exhibitor passes, which will admit one person only per ticket into the event, will also be supplied and these exhibitors will be required to park in the public parking area. Static plot exhibitors will be supplied with 1 vehicle pass for the 13 May, which will allow a single vehicle to be parked behind the exhibitor’s static plot. This pass will admit all passengers entry to the event. An additional 5 exhibitor passes, which will admit one person only per ticket into the event, will also be supplied and these exhibitors will be required to park in the public parking area. Those arriving without exhibitor passes will be charged entry. If you require additional exhibitor passes these can be purchased before the event at a reduced rate by contacting events@aea.uk.com
Traffic Control: No vehicle movements will be allowed within the public areas of the exhibition during public exhibition hours. All vehicles must be parked in designated areas.
Admission: An admission charge will be made to visitors on a per person basis, the cost of a ticket to the ScotGrass event is £5 inc vat per individual. Attendees under the age of 12 will be free of charge. Exhibitors will be supplied with a number of passes as detailed above for personnel working at the event. Any personnel arriving without the necessary passes will be charged entry. No refunds will be given.
Cancellation: The organisers reserve the right to cancel the event without prior notice. Should the event be cancelled before 31st April, a 100% refund will be available to all exhibitors. If it is cancelled after 1 May 2026, a 75% refund will be available to all exhibitors. If exhibitors are unable to work on the event day, arrangements will be made for a static area to be available for working exhibitors. Working exhibitors will then be subject to a 25% refund on exhibitor fees. Exhibitors shall have no other claim on the organisers for loss, damage, interest or compensation whether direct or consequential.
Exhibitor cancellation charges: Cancellation up to two months before event commencement date – 75% refund. Cancellation up to one month before event commencement date – 50% refund. Cancellation less than one month before event commencement date – No refund.
Promotion: Promotion of ScotGrass 2026 will be carried out by ‘The Scottish Farmer’ magazine who will also produce the event brochure, which will be given free to all visitors. Additional promotion will be carried by various media sources including social media. If you company has a Facebook page or are on Twitter then please link to the ScotGrass Page and Twitter feeds. It is hoped exhibitors will support any promotion of the event and carry ‘See us at ScotGrass 2026 on any advertising placed before the event day. Copies of the event logo are available free of charge for this purpose.
Indemnification: Each exhibitor shall be deemed not to hold the organisers responsible for any incident involving loss and in particular shall indemnify them against all claims, costs, demands or expenses from the exhibitor’s equipment or persons dealing in or with any of them. The organisers shall not be liable for any loss, damage or injury, whether due to negligence or any other cause whatsoever.
Fire: It is the responsibility of exhibitors to ensure that the appropriate fire precautions, for example the provision of fire extinguishers, are taken. This applies particularly if special hazards exist on their stand.
Exclusion: The organisers reserve the right to exclude any person or company who, in the opinion of the organisers, has infringed the conditions of entry in any way.
The organisers reserve the right to issue further amended Rules for exhibitors at any time without prior notice.