The Local Traders’ Village is for South Ayrshire-based businesses only. It will be contained within a large marquee on the Low Green, and each trading space will be limited to one table and two chairs. Please note that a charge of £50 per trader will be applied this year.
The £50 charge includes access to power, Wi-Fi, fridges, tables and chairs and traders’ toilets.
The village is open for applications for South Ayrshire-based businesses selling goods and services such as, but not limited to, sweets, home baking, non-alcoholic drinks, toys, clothing, beauty services, and crafts. Please note that the Local Traders’ Village is unsuitable for selling hot food or alcoholic drinks. Such applications will not be accepted.
Food and Drink Guidance
All home baking must be pre-wrapped.
Stallholders who plan to prepare or sell foodstuffs should contact the SAC Environmental Health Team to agree on proposals before applying.
All records, certifications, and documentation relating to Health and safety compliance and food production must be produced by the stallholder on request by an authorised Council Officer.
The use of single-use plastics is discouraged. Traders should use paper straws, cups, plates, etc. Further information on sustainability is available upon request.
Labelling and Composition
Food products must be labelled in accordance with the Food Information Regulations.
Pre-packed for direct sale or unwrapped goods must have the name of the food and the allergens on the wrapping or signage.
Allergens
Food allergens contained within foods must be marked or labelled with all declarable food allergens. Food allergens may be included within the list of ingredients and/or within an additional allergen declaration. The food allergens that must be declared are peanuts, nuts, milk, soya, mustard, lupin, eggs, fish, shellfish, gluten, sesame seeds, celery, and sulphur dioxide.
Weights and Measures
You must use metric measurements (grams, kilograms, millilitres, or litres) when selling packaged or loose goods except draught beer, milk in returnable containers by pint, and precious metals.
Links To Further Info
https://www.foodstandards.gov.scot/consumers/food-safety
https://www.foodstandards.gov.scot/business-and-industry/safety-and-regulation/food-allergies-2
Requirements for Mobile Food Traders – South Ayrshire Council (south-ayrshire.gov.uk)
Licensing – South Ayrshire Council (south-ayrshire.gov.uk)
Please note you will not be required to secure a street trader’s licence as this will be covered under the event’s Public Entertainment Licence.
The RAF Benevolent Fund is the designated event charity; therefore, charities will not be accommodated at the event. However, charities can fundraise at other events within the event calendar.
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 traders’ 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 located 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 traders’ 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.
Traders/exhibitors are prohibited from selling or showcasing the following products at the Ayr Show:
a) Any live animal, including livestock, caged birds and fish.
b) Any alcohol for samples or on/off sales.
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 selling 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.
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 from us relative to South Ayrshire Events and in the delivery of 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 applications 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.
