Stallholder FAQs

This information is primarily destined at clubs, teams and societies who have already reserved their space at this year's Freshers' Fair.  Please click here if you are still interested in reserving a stall but have not already done so.

When will Freshers' Fair be this year?

• Wednesday 3 October – 09:30 to 16:30
• Thursday 4 October – 09:00 to 16:00
• Friday 5 October – 09:00 to 16:00 (ReFreshers' Fair)

Who will attend?
For the first two days (Wednesday and Thursday), Freshers' Fair is a ticketed event attended by all new students, both undergraduate and postgraduate.  Common Rooms have arranged specific times for students to attend, which can be found here.

On the final day of the Fair (Friday), we'll be throwing the doors open to all members of the University to visit ReFreshers' Fair, getting a chance to catch up on everything they missed during first year.

Can I still book a stall?
Yes, please click here for more information about booking stalls.

When can I set up my stall?
Set up day will be Tuesday 2 October, and set up will most likely be between 10:00 and 15:00, but this is still to be confirmed, so keep an eye on the site for updates.  Making exceptions to this procedure will be very difficult, so please do your best to make sure that somebody from your organisation is available on that day.

How will access to the Fair work?

Depending on the size of your stall, you will receive a certain number of passes allowing access to the Fair via the Stallholders' Entrance.  You will receive your passes on set-up day (Tuesday), and will then be able to distribute them within your organisation however you like. 

I can't be there all day, is it possible to swap passes with other members of my organisation?

Yes, this is absolutely fine.  Once you have the passes, it's up to you to share them out to other members of your organisation. The people running your stall can return to the Stallholders' Entrance as many times  as they like during the Fair itself to exchange passes with new volunteers, but stewards won't be able to help with the exchange of passes.

How many passes do we get?

• 1 deak – 2 passes
  
• 2 desks – 2 passes
  
• 3 desks – 3 passes
  
• 4 desks – 4 passes
  

Can we get extra passes?

No.

We don't have people available to run our stall the whole time, what should we do?
Obviously, it's best for your stall to be open throughout the whole period of Fair if you're looking to attract new members.  Equally, adjacent stallholders may be tempted to use some of the space you've paid for if your stall lies empty for long periods, and we can't guarantee that our stewards will be able to prevent this.

Even if you can't attend for every session of the Fair, it is imperative that somebody from your organisation is there to take charge of your stall during set-up and again at the end of the day on Friday to help with clearing up.  Failure to do this will result in you forfeiting your stall and us cashing your deposit cheque.

Can I decorate my stall?

Yes, within in reason, but please bear in mind that you have agreed to the Stallholder Regulations.  You can hang banners from the front of your stall, or across the top using canes for support, but you can't attach anything to the walls in the Exam Schools.  Backboards are available for hire, please refer to the Stallholder Information that you received by e-mail for more information, or e-mail fair@ousu.org.

Make sure you give yourself plenty of time to decorate your stall by arriving as early as possible on Tuesday, as the organisations with the most attractive stalls will inevitably attract the most attention!

How big are the stalls?

Each desk is approximately 760 x 480 mm, or 30 x 19", and stalls are made up of one, two, three or four desks.  Check your confirmation e-mail to find out how many you have.

Can I bring my laptop for people to sign up/to show a promotional film?
Yes, but only using your battery.  Other than that, there will be no electrical equipment allowed at the Fair?

Can I display anything I want on my stall?
No.  Your attention is drawn to the details in the Stallholder Regulations, but in particular, please remember that showing material which displays the logos of commercial organisations is forbidden, as is anything which is likely to offend visitors to the Fair.  Stewards will be checking stalls during set-up and throughout the Fair, and all offending material will have to be removed.

How do I submit material to be checked before the Fair?

Unlike in previous years, we won't be checking printed material before the Fair, so the onus is on stallholders to make sure they don't include anything on their stall that breaches the Regulations.  If you have any doubts about interpreting the rules, then please get in touch.

Can I amend my booking?

Yes, of course.  Please e-mail fair@ousu.org with all of your details.  Please bear in mind that space is limited and we may not be able to upgrade your stall this close to the Fair.

Can I cancel my booking?

Yes, up until Friday 14 September with a full refund.  Just e-mail fair@ousu.org with details.  After that, refunds are at our discretion, but please contact us with details.

I heard that you are recruiting stewards, where can I find more info?

We certainly do.  Visit the stewarding page to find out more.

Where can I find more information?
If your question isn't answered above, please e-mail fair@ousu.org