Are you interested in becoming a trader at the 2025 International Ayr Show Festival of Flight?
Please read our Terms and Conditions below to learn more and apply online. The deadline for receiving this application is 5pm on Friday, 4 April 2025.
A strict limit of one vehicle per trader is permitted on the site. This vehicle must be removed off-site by the designated time stated to you on arrival and parked in the trader’s car park.
Once you receive confirmation that your application has been successful, you must pay in full to secure your booking. Payments will be online through our customer invoicing service, and further details will be provided to you where appropriate.
Once booking is confirmed, no refunds are available. Cancellation by trader or non-attendance will forfeit booking fees.
Traders’ Packs, including admission passes to the site, are scheduled to be emailed out during week commencing Monday 25 August 2025 and will be sent to the email address provided on the application form.
Traders/exhibitors cannot request a particular pitch within their booked trading area, and no discussion will be entered into. Details of allocated trade pitches will not be made available in advance of the event. The Ayr Show Office will ensure that all traders/exhibitors are allocated an appropriate pitch. Due to operational requirements, the Ayr Show Office reserves the right to change trading locations without notice.
Site Reception will be established near the entrance to the Low Green at Pavilion Road and will be the main point of access to the site for traders and exhibitors. Details of opening times will be published in the Traders’ Pack.
The site will open for trade and exhibition set-up on Friday 5 September, from 8am. Access will be via Site Reception.
Late arrivals may be refused entry to the site. All traders/exhibitors must be set up by 3pm and all vehicles removed from the site by 3pm and parked in the trader’s car park. No vehicle movement shall be permitted during public opening hours.
Please do not arrive earlier or leave later than the stated times on any day – you may be denied access.
Vehicle movement in the crowd area is prohibited from one hour before the live event until the site managers have granted permission. Anyone found driving in the crowded area during this period will be banned from participating in the event and trading at future events held at the Low Green, Ayr.
The speed limit on site is 5mph.
a) Any live animal, including livestock, caged birds and fish.
b) Food and drink, refreshments or confectionery, including sweets, chocolate and cakes.
c) Balloons, kites, remote-controlled aircraft, and drones.
d) Stink bombs or other offensive/nuisance materials.
e) Weapons, replica weapons, electro-shock weapons, or ammunition of any kind.
f) Knives or any sharp blade of more than 6cm.
g) Flammable, corrosive, and toxic substances.
h) Soft toy ticket draws.
i) Any product or material which uses ‘International Ayr Show – Festival of Flight’ or ‘Royal Air Force’ branding, without the written permission of the Ayr Show Office.
Any stand using lottery, raffle, tombola or gaming tickets must be officially registered with the appropriate regulatory body and ensure compliance with relevant regulations.
The Ayr Show Office reserves the right to prohibit any other item at any time for any trader.
All traders/exhibitors have an important role in ensuring that the Ayr Show Festival of Flight is conducted safely and securely. The following are essential practices for all persons working on-site:
a) Maintain a high level of security awareness at all times.
b) Report any suspicious objects, bags, vehicles, or people directly to the Exhibition Team or a site staff member as soon as possible. This includes persons suspected of operating UAVs/Drones.
c) Label any luggage and do not leave it unattended under any circumstances.
d) Carry an official form of photographic ID at all times (e.g. Photo Driving Licence).
f) Ensure that an Ayr Show vehicle pass is displayed prominently in vehicles, with all details correctly filled in.
Roaming sales and distributing literature outside your allocated trading pitch are strictly forbidden. This includes placing leaflets on vehicles in the car parks. Any trader/exhibitor found roaming away from their trade pitch will be asked to leave the site immediately and banned from trading at future events held at Low Green, Ayr.
All traders are responsible for reducing litter to a minimum. To prevent these items from being dropped as litter, leaflets and raffle tickets should be distributed at a minimum on trade stands.
At the end of the show, traders/exhibitors must leave the space allocated for their use in good condition, totally free of litter. The organisers will assess dilapidation and any damage caused, with any costs associated with clearance/repair chargeable to the trader/exhibitor responsible.
All traders/exhibitors must be clear of the site by Sunday 7 September at 5pm.
Barbeques, open flame fires, gas stoves and all other cooking equipment are strictly prohibited.
Any trader/exhibitor with Air Band Radio displays must not have equipment tuned to any emergency or military frequency. Radar equipment is strictly prohibited on the Ayr Show site.
Traders/exhibitors are not permitted an overnight stay on site.
Static and roaming security will be located on site throughout the night.
In the event of the Ayr Show’s abandonment, the organisers will not be liable for expenditure or loss incurred by traders in connection with the event. Appropriate refunds of site fees will only be allowed if the show is cancelled for operational reasons.
Traders should provide fourteen days’ notice if they no longer wish to attend. After fourteen days, no refund will be provided.
South Ayrshire Council accepts no responsibility for personal injury, loss, or damage to vehicles or property. Exhibitors and traders must insure themselves against such loss or damage, including the risk of fire, and provide their own Third-Party Insurance, with a minimum cover of £5,000,000. Proof of insurance, which is in date on 5, 6 and 7 September 2025, must be provided.
All traders/exhibitors are to comply with current UK legislation relating to their business.
All traders must supply a Risk Assessment suitable and sufficient to cover hazards and mitigations to prevent harm to visitors and staff. This assessment must be made available to the organisers, along with other regulatory certificates (if required), on request.
A separate Fire Risk Assessment is also required.
South Ayrshire Council is committed to ensuring that, so far as reasonably practicable, all activities associated with staging the International Ayr Show – Festival of Flight are carried out in a manner that safeguards the health, safety and welfare of its staff and of others (visitors, participants, suppliers, contractors or members of the public) who may be affected by these activities. All risk should be reduced to As Low as Reasonably Practicable (ALARP). A site induction must be carried out on arrival.
Traders/exhibitors are asked to help promote the International Ayr Show Festival of Flight, where possible. A media pack will be issued, and traders/exhibitors are encouraged to promote the event and their attendance to their mailing list or social media channels.
Traders/exhibitors acknowledge they may be photographed or filmed at the event. Traders/exhibitors agree to the use of video or picture images or recordings, including sound taken by or on behalf of the organisers for any and all purposes determined by the organisers, including for commercial purposes, in any and all media without further authorisation, notification or payment.
Traders/exhibitors shall not, without the organisers’ prior written consent, sell, license, or otherwise exploit, or attempt to exploit, any material, whether written or in the form of digital or photographic film, sound, video or other recording or computer software obtained or made at the Ayr Show Festival of Flight.
Failure to comply with any site regulation listed in this document may result in removal from the Ayr Show site immediately, loss of booking fee and refusal of attendance at future events held at Low Green, Ayr.
At South Ayrshire Council, we take your privacy seriously; we will only use your personal information to provide the services you have requested relative to South Ayrshire Events and to deliver these Events. Further information on this can be found in our Destination South Ayrshire – Events Privacy Notice, which is available online at Destination South Ayrshire Privacy Notice – South Ayrshire Council (south-ayrshire.gov.uk). A paper copy of this Privacy Notice can be obtained by contacting relevant staff.
The deadline for receiving this application is 5pm on Friday, 4 April 2025.
Please note, all fields marked with an asterisk ( * ) are required fields which must be completed before submitting this form.
