Dear Exhibitor,

for questions about (medieval) exhibitor places on the Elf Fantasy Fair in Arcen in September 2010 you can go directly to: Veronique van de Geer: This e-mail address is being protected from spambots. You need JavaScript enabled to view it  or Frank Vedder: This e-mail address is being protected from spambots. You need JavaScript enabled to view it

Since June 2010 we are no longer in business with the german agency TIG. If you have any questions about previous contacts of yourself with TIG concerning the Elf Fantasy Fair, please also go directly to the above mentioned persons.

With best regards
Stefan Struik
director Elf Fantasy Fair

ELF FANTASY FAIR ARCEN – 18 & 19 SEPTEMBER 2010

1. General

1.1 Elf Fantasy Fair 2010 – Arcen
The Elf Fantasy Fair Arcen will take place on the premises of the Kasteeltuinen Arcen, which is located between Venlo (NL) and Mönchengladbach (GER).
Businesses and persons who as exhibitors want to offer medieval-inspired products and/or crafts can contact Veronique van de Geer through This e-mail address is being protected from spambots. You need JavaScript enabled to view it or 0031-6-44519236.
Food and beverage exhibitors who want to offer medieval-inspired food and drinks can contact Rob Rambags of the Castle Garden Arcen (Kasteeltuinen Arcen) 0031-77-4736020
Selling food and drinks is only possible with an approval from the management of the Castle Gardens Arcen.
Make-up, archery and mead sale is only possible with a permission from the organisation of the Elf Fantasy Fair.

1.2 Organisation
Elf Fantasy Fair BV
6 Marina Boulevard
#55-15 Sail Marina Bay
Singapore 018985
Singapore
Office hours: Monday to Friday from 08:00 hrs/ 8 am until 16:00 hrs/ 4 pm
Tel: 00-31-(0)6-24694810
Email: This e-mail address is being protected from spambots. You need JavaScript enabled to view it
Website: www.elffantasyfair.com

1.3 Dates and time
Saturday 18th September and Sunday 19th September 2010. Kasteeltuinen Arcen in Arcen (near Venlo, province Limburg, the Netherlands).
Opening hours: Saturday from 10 am until 10 pm and Sunday from 10 am until 7 pm.

1.4 Table of charges for visitors
The first Elf Fantasy Fair in Arcen, in 2009, had 10.000 paying visitors. In 2010 we expect 15.000 visitors.
Saturday €19,95 (at the cash registers; check our website for current presale prices)
Sunday €19,95 (idem)
Passe partout €33,90 (presale only)

Children’s tickets €12,50 (presale only)

2. Types of stands

In this chapter you will find descriptions of the various types of stands. For information about the availability of a specific type of stand on a specific location, exact prices, position etc. we want to refer to the detailed map on our website arcen.elffantasyfair.com. Needless to say: for every type of stand applies that extensions (e.g. card mills or (clothing) racks) outside the in the contract agreed up stand space are only allowed with a written consent given by the organisation and for these extensions an additional sum must be paid.

2.1 Open space
This is a patch of land on the terrain where it is expected that you as an exhibitor will use this space as attractively as possible, for instance by placing your own tent. Yet it is in no way intended that extensions that fall outside your allocated space should be put up. The parcel arrangement has been reviewed by the commune Utrecht and the Fire Department; you must stay inside your parcel. Please take into account that the surrounding inches you need to put up your tent has to be counted as rented space. Meaning: your tent must be entirely set up within the space you rented and nothing outside that space. If you want an open space then it is expected of you to arrange a good foundation to prevent damage to the grass. Should the grass suffer damages because no foundation or suitable surface cover has been placed then you will receive from us an invoice for the costs of the repair. The open spaces that are for rent are always 5 metres in depth. You can rent them from 3 up to the utmost of 10 metres wide.

2.2 Pavilions (4 x 5 or 5 x 5 metres)
The pavilions are quadrangular. On a number of locations it is possible to rent several pavilions next to each other (for the precise locations where these pavilions are available, please use the detailed map on our website. The roof is made of PVC sail cloth. From top to bottom the tent measures about 6.5 metres. The sides are 2.40 metres high and the width is 5 metres. Every pavilion is provided with wooden platforms. It is not allowed to hang up posters and other kind of advertising material on the PVC cloth using glue, nails, pins, tape or other sharp objects. This is because PVC sail cloth is not designed for that kind of use. We are compelled to charge you for any kind of costs for cleaning or repair that has to be done because of wrongful use. If you put something up, then please use tie-wraps, meat-hooks or rope.

2.3 Market stalls
There are independent market stalls available in two sizes:
• Long market stall: porch roof: 450 cm x 250 cm; table width 390 cm x 110 cm; stall height 233 cm, table
height 72 cm; walk in height 192 cm
• Short market stall: porch roof: 295 cm x 181 cm; table width 270 cm x 85 cm; stall height 226 cm, table
height 72 cm; walk in height 192 cm
It is not allowed to make extensions to your market stall in any way, shape or form.

3. Table of charges, wristbands and parking tickets

The prices that apply to the exhibitor spaces can be found on the interactive map on our website. Stand prices depend on specific locations on the terrain. You can see what price goes with the stand you want on the site, it appears immediately after you selected a stand space.

Number of wristbands and parking tickets for each stand type:

* Should you need more wristbands than the amount of wristbands you receive then you can order additional wristbands. These come in a set of two wristbands – one for Saturday and one for Sunday. You can order as many wristbands you deem needed. Yet you need to order them in time: before August 31st 2010. See also the table of variable costs in the next chapter.

Payment
After allocating the requested stand space you will receive an invoice of 50% of the total sum, which needs to be paid within three weeks after the invoice date (and before August 31st 2010). If we have not received the payment within three weeks then the reservation expires and a new application needs to be made.
After we have received the 50% payment you will receive another invoice for 50% of the total sum. The total sum needs to be paid before August 1st 2010 and be transferred to the bank account of Elf Events BV. When this second invoice has been paid too late the reservation expires as well and you don’t have the right to reimbursement of the earlier paid 50%.

E-Ticket
When you have paid the entire indebted amount you will receive per email your exhibitor admission tickets, this will be E-tickets with a bar code. After you turn in your exhibitor E-tickets you will receive “Exhibitor” wristbands who will grant access tot the premises of the Elf Fantasy Fair Arcen. You will also receive your parking ticket(s) through email.

4. Additional requirements

4.1 Electricity
If you want to use electricity, then please let us know how much (KW) you wish to use:

Should you use more electricity during the event than the amount you applied for and you were given, then the electricity supply will be cut off – immediately.
The latest date to order electricity: August 31st 2010.

4.2 Water
The use of water (facilities) is only possible after consultation with the organisation and with a written consent in advance. Should an exhibitor want to use water then he must take care of the supply, storing and water discharge himself. It is in no way allowed to discharge the water into the sewage of the event terrain, nor into the surface waters or onto the grounds. If it is possible that water tap points on the terrain may be used, then the exhibitor must take care of the connection (hoses and junctions) to the tap points and also pay an invoice for his water use.

4.3 Garbage F&B
Every exhibitor is required to take care of correctly delivering his garbage to one of our garbage points. And the exhibitor must leave his location behind in an immaculate state (that also means without cigarette butts).

4.4 Tables & chairs
Tables and chairs can be ordered separately and are not included in the price of the stand. For a table one pays € 25 and for a chair one pays € 5.
The latest date to order tables and/or chairs: August 31st 2010.

4.5 Wristbands
Apart from the amount of wristbands you with a certain stand you can also order extra wristbands. These come in a set of two (one for Saturday and one for Sunday) and can be ordered for € 28, 50.
The latest date to order additional wristbands: August 31st 2010.

4.6 Table of charges requirements. Prices are without VAT.

Additional parking tickets can be obtained at the Kasteeltuinen Arcen
Mind: At the latest you can order the above requirements August 31st 2010.

5. Arrival and procedure

5.1 Thursday 16th September 2010
Bring along:
Exhibitor E-ticket(s)*
Parking E-ticket(s)*
Your stand number (e.g. X415)
(*You have received this through an email. Should have not received them, then please send an email to This e-mail address is being protected from spambots. You need JavaScript enabled to view it )
Registration point:
On the visitor parking lot
Exchanging Exhibitor e-ticket(s) for Exhibitor wristbands
Scanning parking tickets (fill in all required information on the ticket)
Car on terrain for construction:
90 minutes

5.2 Friday 17th September 2010
Bring along:
Exhibitor E-ticket(s)*
Parking E-ticket(s)*
Your stand number (e.g. X415)
(*You have received this through an email. Should have not received them, then please send an email to This e-mail address is being protected from spambots. You need JavaScript enabled to view it )
Registration point:
On the visitor parking lot
Exchanging Exhibitor e-ticket(s) for Exhibitor wristbands
Scanning parking tickets (fill in all required information on the ticket)
Car on terrain for construction:
At the most 90 minutes according to block times. Block time schedules will be sent through email.

5.3 Saturday 18 th September 2010
Bring along:
Exhibitor E-ticket(s)*
Parking E-ticket(s)*
Your stand number (e.g. X415)
(*You have received this through an email. Should have not received them, then please send an email to This e-mail address is being protected from spambots. You need JavaScript enabled to view it )
Registration point:
At Head Quarters (HQ) Elf Fantasy Fair organisation
Exchanging Exhibitor e-ticket(s) for Exhibitor wristbands
Scanning parking tickets (fill in all required information on the ticket)
Car on terrain for construction:
Not possible throughout the entire day
Shuttle service exhibitors:
A free shuttle service of the organization drives between the exhibitors parking lot and the premises to transport the exhibitor supplies for construction. The shuttle service has a stop at the registration point and will take your stuff if possible to your stand space yet reservation for a place on the shuttle bus is not possible.

5.4 Driving directions to the Elf Fantasy Fair Arcen
Kasteeltuinen Arcen is located in the province Limburg, The Netherlands. Near the Dutch city of Venlo and the German city of Mönchengladbach. The address: Kasteeltuinen Arcen, Lingsforterweg 26, 5944 BE Arcen, The Netherlands.
Mind: the estate Kasteeltuinen Arcen will be rented for this event. Damages to the park, which have arisen during the event, the Elf Fantasy Fair will be charged for these damages. You must remain on the paved road and paths at all times. In case of damages or when an exhibitor broke (one of) the) rules, as mentioned above, then the deposit will not be returned or an invoice will be sent to compensate for the inflicted damage.

6. Construction

6.1 Dates and time table construction
For the construction of your stand you have the choice between different days. Regarding construction with cars on the terrain there are limitations. See table below:

Construction EFF Arcen 2009

*The exact time for your construction shall be sent to you through email. Make sure that you register at least 30 minutes prior to the start of your construction time at the registration point on the parking lot. If you are not on time – due to traffic or other circumstances – then your construction time will be moved up to the additional construction times at the end of the day.
If you can not make it to the terrain at a certain construction time, then please send, us immediately after you received our email with your construction time, a notification email wherein you let us know when you are able to come and construct your stand.
If you have any question during the construction on the terrain then you can go to your own locations manager. Each location has its own location manager. This location manager is at your disposal during the construction, deconstruction and the event itself.

6.2 Parking
When you are finished loading and unloading your vehicle you can park your car for a substantial time on the parking lot which has been marked with your stand number, this parking space is on the “Exhibitors Parking lot” (visitors parking lot Kasteeltuinen Arcen).

6.3 Camping
It is not possible to spend the night or camp on the event terrain. Exclusively and after consultation with the organisation; it is possible for exhibitors who have a stand space on the location Medieval Road, to spend the night on that location. Note: only within the space of your own stand. Extensions made by using a sleeping tent are strictly forbidden.
The Dutch law forbids it spend the night on parking lots. Therefore, spending the night on the exhibitor parking lot is prohibited as well. In the near vicinity of the Kasteeltuinen Arcen are plenty camping sites, hotels etc. available. Please visit our website for an overview of available lodgings.

6.4 Deposit
When participating in the Elf Fantasy Fair as an exhibitor we charge a sum of €100 as deposit. This deposit will be returned (by bank transfer) after the event is over and only if the exhibitor has heeded all the general guidelines (this includes the stand space being delivered clean, that the garbage has been brought to the garbage collection point, that no damages to the terrain have been made and that the time span in which the car was allowed on the terrain has not been exceeded).

7. Elf Fantasy Fair days (18 & 19 September)

7.1 Dates and time table supplying
On Saturday before 10 pm and Sunday before 8 pm you cannot enter the terrain with your vehicle to supply your stand. On Saturday and Sunday you can transport the supplies on foot or using a trolley, or you can use the shuttle service at the parking lot during the morning.

7.2 Location manager
Each of the approximately 20 locations has its own location manager, who is your contact person during the event. During the construction, deconstruction and the event itself you can go to this location manager for all your questions and remarks. The location manager also has all the necessary information about your company’s presence at the Elf Fantasy Fair at his disposal and furthermore shall the location manager inspect your stand and ascertain if it meets the exhibitor requirements. He or she will also inspect the delivery of your stand at the end of the event. See for delivery of your stand item 13 of the General Guidelines Exhibitors.

7.3 Waste disposal non F&B
It is customary with outdoor events that exhibitors take their garbage home. Apart from taking the garbage home with you, we can offer you the following options:
– You can bring your garbage to the 3 garbage points that are spread across the terrain, during and after the event (see the map for the exact locations).
– You can rent one or more wheelie bins with a content of 210 litres, these bins will be checked and emptied regularly by our staff.
We would also like to offer you the service of bringing ashtrays to your stand, to avoid that any cigarette butts end up on the ground.

7.4 Cash register
You can not buy additional exhibitor or parking tickets once you have arrived on the premises. You can on the other hand buy additional visitor and visitor parking tickets, on Saturday and Sunday at the cash register. You can find the cash register at the main entrance.

7.5 First Aid
During the Elf Fantasy Fair there is manned First Aid post present on the premises. In case a visitor asks you where a First Aid post is then you can show him the direction to this location. Should a calamity occur in or next to your stand then you must immediately inform a staff member of the Elf Fantasy Fair.

7.6 Security
At night the premises, where it is not possible to spend the night, will be guarded by a professional security force. We want to stress that participating in the Elf Fantasy Fair is at the exhibitors own risk. Neither the organization, nor Kasteeltuinen Arcen is in any way liable for damages or loss of any thing. In the “General Guidelines Exhibitors/Participant Elf Fantasy Fair” you can read which conditions apply, which are comprehensively described.

7.7 Advertisements
Offering free advertising and information material can only take place from within the stand itself (so not in front of the stand or on the paths), it is prohibited to distribute (either handing out to visitors or adhering to objects) this material in any other place than the space you have rented. This regulation has been made based on the communal regulations regarding advertising and based on the General Guidelines Elf Fantasy Fair. That also means that no brochure, leaflets or similar advertisement items may be placed under windshield wipers of cars.

7.8 Exhibitor dressing requirements
The organisation requests all exhibitors of the Elf Fantasy Fair Arcen to dress themselves during the Elf Fantasy Fair in a fun, appealing costume that matches the location of your stand. This in the first place because it will make your stand even more appealing to the visitors, furthermore it enhances the atmosphere of the locations.

7.9 Mobile pay terminal
Exhibitors can offer their customers an additional method to pay by having a mobile pay terminal in their stand. A pay terminal leads to more sales because more impulse purchases will be made.

8. Deconstruction

8.1 Dates and time table deconstruction
Vehicles shall be admitted on the terrain on Sunday September 19th after 7.30 pm*, according to block times. Each stand has its own stand number; construction time and an entrance/exit. You will receive on Sunday a form whereon your deconstruction time is listed as well as your drive-to route. Your location manager will provide you with this form.
*The time of 7.30 pm is approximately and depends on the police and law enforcement on location. They will release the terrain when the last visitor shuttle bus has gone.
Monday September 20th after 8 am you can enter the terrain with your vehicle to deconstruct, yet access is limited. At the latest at noon (12:00 hrs) you have to deliver your stand space.

8.2 Traffic during deconstruction
”Suggestion! Make use of trolleys as much as possible during the construction and deconstruction of your stand”.
During the deconstruction on Sunday evening apply, for your vehicle, specific times for every stand and for every location. Make sure that you are on the Exhibitor Parking lot well on time, so when your number is called you can immediately drive to your stand. On the terrain you must stay with your vehicle on the paved roads and you cannot drive on the grass.
“You can only drive on the paved paths/ roads”

8.3 Loading
Once you are on the terrain, as an exhibitor you can drive in the direction of the place that has been appointed to you at the entrance. Cars can only be parked on the paths not on the grass. This will be strictly supervised. On the paths you can load/unload your car. This has to happen within the, for that purpose reserved, block times. After these block times all cars have to have left the terrain.
“Make sure that your parking ticket is placed in good sight behind the windshield”

You can download a PDF of the Exhibitors Information here!