Event Rules and Guidelines

Here you can find the event rules and guidelines for ALL exhibitors including Caravan & RV exhibitors. Please make sure you read this carefully before applying. You can find the terms & conditions below.

Terms & Conditions

Your application is NOT COMPLETE, and no site will be allocated to you unless this undertaking is completed in the application form. The submission by you of this undertaking in no way guarantees or entitles you to the allocation of any site.

Key requirements for the events exhibitors must abide including:
-Exhibitors must supply all appropriate paperwork including Public Liability Insurance certificate of currency including the correct dates and interested parties, signed terms and conditions and compliance paperwork.

• No second-hand products.
• All products must be compliant.
• No hand overs to be conducted at or near the event.
• One manufacturer per site.
• No subletting- sites must not be on sold or co-tenanted with other companies.
• Exhibitor requirements – including manning stand at all times
• Standard of behaviour
• Terms and Conditions
• The event and venue
• Payments
• Obligations of the Applicant Parties      
• Changes and cancellations       
• Safety
• Default and termination
• Warranties
• Liability
• Indemnity
• Insurance
• General
• Definitions and interpretation
• You MUST have an ABN and an Australian based premises

Cancellation Policy - As stated in the Terms & Conditions, clause 6 “changes and cancellations” for a full explanation on our Cancellation policy.

Event Rules

The application guidelines will be followed in offering you a site at our shows.

• Only applications which are fully completed will be accepted (you will receive an email once you have fully completed your application)
• A new application must be completed for each site booking
• Caravan & RV applicants both the manufacturer and dealer must be a financial member of Caravan Industry Victoria to exhibit. 
• Site bookings from Caravan and RV Manufacturers (i.e. caravans, motorhomes, campervans, fifth wheelers, tent/camper trailers, slide-ons) exhibitors will only be accepted from the Manufacturer not the Dealer
• The manufacturers of caravan and motorhome products take responsibility for application of the site and must confirm dealer(s) representing their products
• One manufacturer or brand per site and each can only have one site throughout the show. In the instance where manufacturers have multiple brands, they will need to do individual applications for different sites- i.e. Caravan Industry Victoria produce (brands not models) Terminator & Gladiator - each of these must have their own site.
• Each manufacturer must nominate the product types, models and the detail of the products in which they intend on bringing and displaying at the event. If a product is brought to the event that has not been declared it will be refused to be exhibited at the event
• You must choose three different options for sites that you wish to exhibit from. Do NOT use site numbers from previous years. Failure to provide three different options may result in you not receiving a site
• Any confirmed site allocation/s may be subject to change. This will be communicated to you when allocation is complete.
• Sites are predominantly allocated within like product segments i.e. Caravans or Accessories
• CIV's policy is that there will be no site rotation system at any of the Association’s events
• New Product Only. Under no circumstances will second-hand or used products be displayed
• Proof of RV compliance (where applicable)
• Proof of Public Liability insurance; and
• Payment of site fees
• Any confirmed site is subject to cancellation or alteration if you fail to adhere to the following requirements and within the timeframes specified:
• Members get first priority followed by interstate members and then non-members for accessories and tourism exhibitors. Read more about the Association Allocation Priority below for retail or wholesale sale to the general public.  Further details below

New Show Rule with Shows:

• Lithium batteries MUST NOT be charged on site overnight.
• Be sure to disconnect and turn off all electrical systems in products, prior to leaving each day.
• This applies to all products - RVs and any Electric Scooters and Bikes on display.
• E-scooters and E-bikes on display must have key removed and NOT be operated or recharged, at any time at the event.
• All Lithium battery installations are to be thoroughly tested, prior to display at the Expo and regularly monitored for safe operation.

In case of Emergency with a lithium battery, we will follow Fire Authority advice to immediately evacuate the area and raise the alarm: - 

• Unplug product if safe to do so
• Do not attempt to extinguish or use firefighting equipment
• Evacuate the area
• Call the Event Office Number (03) 9372 5388

Your application is not complete until you sign that you have read and understood the Terms & Conditions
Allocations will commence following the closing date, failure to submit your application by the closing date may result in you losing your site from the previous event as per the Allocation Priority
Please ensure the stand name listed on your application is correct, including spelling as this will appear in the exhibitor lists. 

Subletting

In accordance with the event's rules and terms and conditions (T&Cs), subletting a site, renting, sharing, donating, donating, or in any way allowing any other person/company to display or advertise any product or service is prohibited. If you do have multiple companies on your site, you must note the name of the company or sales reps and product/services in your application under ‘Multiple Company Section of the application’ and all sales must go through the exhibitor who own that site otherwise a stand is required for that brand. This includes but (not limited) insurance companies on your site, accessories, e-bike, tourism, influence products, homeware, rental services etc.

Allocation of sites 

Sites are allocated as per the Association Allocation Priority read below. Where possible you will be allocated your first preference in line with the priority however this is not always possible. We will always work with the exhibitor to find the best possible available location. Please be aware we may allocate like for like products in the same location, or group product themes together. Please speak with the Account Manager if you do not want to be grouped together.

Public Liability Insurance

Every exhibitor attending MUST provide the Association with documented proof that they hold Public Liability Insurance for a minimum of $10 million. Public liability must include "Caravan Trade and Industries Association of Victoria and the venue Bendigo Jockey Club" as endorsed interested parties, specified on the Certificate of Currency.

This document MUST comply with the guidelines set by the Association. These guidelines can be found in your Exhibitor Manual which will be provided to you once confirmation of your site has been sent.

Your Certificate MUST contain the following information:

Melbourne Caravan & Camping Leisurefest

THE INSURED: The Policy is in the same name as the Exhibitor (Company Name/Stand Name)
INTERESTED PARTIES LISTED AS PRINCIPLE ORGANISERS:
Caravan Trade and Industries Association of Victoria and Sandown Racecourse as a principal organiser.
DURATION: Must be valid from 23/09/2026 - 08/10/2026
SUM INSURED: Minimum $10,000,000.00

Bendigo Caravan & Camping Leisurefest

THE INSURED: The Policy is in the same name as the Exhibitor (Company Name/Stand Name)
INTERESTED PARTIES LISTED AS PRINCIPLE ORGANISERS:
Caravan Trade and Industries Association of Victoria and Bendigo Racecourse as a principal organiser.
DURATION: Must be valid from 28/10/2026 - 19/10/2026
SUM INSURED: Minimum $10,000,000.00

Geelong Caravan & Adventure Leisurefest

THE INSURED: The Policy is in the same name as the Exhibitor (Company Name/Stand Name)
INTERESTED PARTIES LISTED AS PRINCIPLE ORGANISERS:
Caravan Trade and Industries Association of Victoria and Geelong Racecourse as a principal organiser.
DURATION: Must be valid from 04/10/2026 - 28/10/2026
SUM INSURED: Minimum $10,000,000.00

If you will be exhibiting at all the above caravan industry victoria shows please ensure the below is included in your public liability insurance document.

Approved Contractors Only 

Exhibitors must not use their own contractors to supply marquee structures, shell scheme, electrical installation, lights, flooring or to build sites unless approved by the Association. Contractors that are approved (if any) must complete our 'Online Safety Induction' before they will be allowed on site.

Find out more

Occupational Health and Safety

Every exhibitor (plus every staff member who will be working at the event; this includes during move in and move out) needs to complete an online induction “Working Safely at Shows”. The online induction will cover you for all four events for that particular year. Each member will need to present proof of completion when arriving on site.

Find out more

All Exhibitors are reminded of the following conditions relating to safety:

• Any Exhibitor intending to erect a structure (inclusive of, but not limited to walls, roofs, flooring and lighting) as part of your exhibit must have it erected by a contractor approved in writing by the Association. This will include the requirement that the contractor and their employees, associates or other complete our safety induction program and the venue inductionbefore entering the site.
• Engineering documentation will also be required as per our Occupancy Permit.
• Every exhibitor must provide us with written confirmation that they understand and accept the safety requirements before they or their employees, agents or associates will be allowed to enter the site. These are outlined in our Exhibitor Manual which will be sent with your invoice when your site is allocated.
• Any electrical apparatus as part of an site/ exhibit must have a clearly visible and current in date ‘safety tag’ attached (i.e. Test & Tagged). This includes all electrical leads, power boards, lights, fridges, urns, jugs etc., whether they are new or used. Out of date or untagged pieces must be removed as they pose a risk.

• Please ensure that you have a basic first aid kit on your stand and that all staff are aware of the nearest Emergency Department. The event will have first aid onsite from the move-in date, to find the First Aid location on site, please refer to the event map.
• All exhibitors and contractors MUST wear hi-vis vests and enclosed footwear during move-in, move-out and outside of the event's trading hours.
• Exhibitors are to be aware of 'Working at Heights' Regulations and abide by them when setting up on their site.
• If driving a forklift, the exhibitor MUST have a current forklift licence and this MUST be available for checking at any time.

Please be aware if you fail to abide by the Association's safety requirements this may result in you being ejected from the event. 

New Product Only

Nominated Products 

Entry onto another Exhibitors Site

Compliance

All Recreational Vehicles exhibited for public sale at the event must fully comply with the applicable Australian Design Rules (ADRs) and Australian Standards (ASs) and any other statutory requirements as a condition of the Event Contract.

All certification documentation must be provided prior to the event by the due date. The certification relates to compliance with ADR’s, gas, electrical, VIN Numbers, weight and component registration. Details of the required documentation, is provided in the RV Declaration Form, which is sent out prior to the event.

For more information on the compliance process, please follow the links below. This outlines the process of our event compliance. Please note the different process for RVMAP participants.

Handover of Caravan, RV Tent & Camper Trailers 

As stated in the Terms & Conditions of the event, caravan and RVs including tent and camper trailers must not be handed to consumers prior to, during or post the event within the event venue, grounds, car parks or any other related reserves/property. Products MUST be handed over at the retail outlet or dealership.

RV Exhibitors at the event, inclusive of their agents, friends or family are under no circumstances to allow the purchaser of any of their display products to tow or drive such product either prior to, during or post the event within the event venue, grounds, car parks or any other related reserves/property.
 
If you require further explanation on either of these matters, please contact us on (03) 9372 5388.
 

One Manufactuer Per Site

Each manufacturer may only have one manufacturer/ brand per site. If the manufacturer has multiple brands there MUST be separate sites for each brand.