The Big Play: Exhibitor Registration

We can't wait to see you for our next The Big Play events

After the success of our first events in Ipswich (March 2025) and Bedford, October 2026, we're aiming to run a The Big Play event across multiple locations throughout each year, each with the same aim: indoor, focus on PLAY and to give parents and carers the opportunity to explore and experience all the amazing local children's focussed activities in the area.

We plan to welcome over 800 people through the doors on the day; giving you an amazing opportunity to share your business with your customers, and potential new customers, too! Also the day becomes a great opportunity to meet, plan and share ideas with all the other amazing children's activity providers local to you!

The Big Play is an entirely indoor only event. We plan on having a huge range of exhibitors and stall holders present, and where stall holders are similar in nature, we will aim for those to be at a distance from each other. Prior to the event we will provide a map of expected and intended locations for each exhibitor/stall holder.

Should we be over-subscribed for exhibitors and stall holders, there will be a waiting list made available.

No stall or exhibitor space is confirmed until full payment has been made.

Exhibitor/stall holder spaces are non-refundable.

If you wish to be an exhibitor at our event, we need some information from you/your business. Any personal information provided here will be kept completely confidential.

EXHIBITOR AND STALL HOLDER CONDITIONS AND INFORMATION

1. All stallholders / entertainers must have public liability insurance. Without insurance we cannot allow you to exhibit at the event.  A copy of this must be added to the booking form below or emailed to hello@thebigplay.co.uk . Any stall holder without PLI may not be permitted entry on the day and your payment is non refundable.

2. All Stallholders / entertainers must have a completed risk assessment - This is your responsibility as a stall holder / entertainer. Please submit a copy of your risk assessment below.

3. It is best practice for all entertainers/performers to hold valid DBS checks. Please provide copies of these as part of your booking.

4. Any Entertainers / performers under 18 must have valid child protection documents in place. This must also be sent or submitted to The Big Play team by no later than 6 weeks before the event.

5. Any Stall holder wishing to sell food items must have a valid food hygiene certificate and food standards agency rating plus any other licences that permit you selling your products to the public.

6. Any Electrical equipment will need to have been PAT tested and have the relevant documentation, this also must be sent to us.  Electrical equipment that is new and under 1 year old does not need this - but proof will be required of this.  

7. Please let us know if you require electricity for your stall/exhibit (so we can plan your location on the day!). All electrical equipment must be used with a valid, in date, PAT Test (unless under 1 years old). Please provide proof of purchase if under 1 years old, or a PAT test certificate.

8. All stalls are entirely the stall holders responsibility, including any signs, decorations and products being sold.

9. If you have your own tables and chairs, please bring them with you. If you require tables and chairs let us know in the form below, so we can ensure we have them ready for you.

10. We request that no Gazebo structures are brought or used on site.

11. The Stall may NOT be sub let without written consent from The Big Play

12. The event will be publicised via posters, advert boards, school newsletters, leaflets and social media. Please send us a hi res version of your logo to include in the programme of events, and to use on the website and advertising. We ask that all exhibitors and stall holders share the event on their pages as well.

13. We cannot guarantee the number of people attending the event, or the level of sales generated. All our ticket sales will take place online and we can give you breakdowns of visitor numbers prior to the event.

14. Car parking and access: the venue has (free) onsite parking, and additional road parking nearby. Please park responsibly in allocated bays. Access to the main hall and the large sports hall will be via Fire Exits. Once you have unloaded your vehicle, please move your vehicle to a marked bay.

15. Access on the day: the event starts at 930am. We will ask all exhibitors/stall holders to arrive between 730am and 830am on the day, to be set up ready for the visitors arrival and doors open at 930am. All vehicles must be unloaded and parked by no later than 9am.

16. No stall or exhibit is secure until payment is received.

17. Please ensure that you stipulate exactly what items / services you plan to sell / promote.  However this booking form is not an acceptance by us of your proposed products.  Once on site you may be asked to remove a product or service at the organisers discretion.

18. All food stalls must comply with Natasha's Law and all ingredients must be displayed/made available for all items produced and sold

19. All stall holders/exhibitors are responsible for removing their own waste and rubbish. At the end of the event we ask that all team members remove their waste to dispose of at home. There are no waste disposal facilities on site.

20. All stall fees are NON REFUNDABLE unless in the unlikely circumstance that we need to cancel this event, and no alternative date can be offered.

Our Promise to You

We can't run this event without your support and we will be doing all we can to make it a success. The Big Play promises to:

• Provide a safe working environment. Should any visitor or other staff member/stall holder/exhibitor display any anti social or disrespectful behaviour at the event, prior to or after the event, this will not be tolerated. Our event is designed to be fun, safe and a wonderful opportunity to showcase what we (all) do. Anyone behaving in a way either online or in person that does not align with our collaborative intention may be asked to leave the event and will not be invited to attend.

• Insured: we have insured the event and will ensure that all requirements of this are followed

• Promote and push ticket sales across all media platforms available to us. We will promote you/your business alongside ours.

• On the day, a local professional photographer will be joining us: we will aim to get shots and pictures of all businesses with us. Any photos with your business in shot will be provided to you via email/download

• We will complete and carry out thorough and ongoing risk assessments

• Any staff member or team member working on behalf of Little City or The Big Play is DBS checked and insured.

  
  

  If you have any questions about the event, please get in touch with Kate and Vicki hello@thebigplay.co.uk