West End Fair Info Pack

29th July - 25th August 2024. Opening hours 11am - 6pm.

The booking form is at the bottom of this page. Please ensure you read the full Info Pack and the Terms & Conditions before booking.

PLEASE NOTE new stall types on the orchard & Boardwalk

WAITING LIST FOR ALL ORCHARD STALLS AND WEST BANK SHELL UNITS (NOT MARQUEE). JEWELLERY IN ALL AREAS IS NOW ALSO WAITING LIST ONLY.

Introduction

The West End Fair grew significantly in 2023, and combined with the strong local tourism market, has prompted us to keep the four full weeks starting on 29th July and running until 25th August. You can now book weeks 0, 1, 2 and 3 or a combination of these weeks. The Westbank marquee will still have half-week time blocks.

The West End Fair’s location is in the stunning grounds of St John’s, including parts of the historic graveyard, at the west end of Edinburgh’s busiest shopping street, Princes Street. The grounds are transformed by 3D2D into a truly memorable visitor/shopping experience by means of a series of interconnecting platforms and walkways, creating a village. St Johns becomes a full-time venue itself during the Festival period, playing host to concerts and events. There will be a pop up cafe on our site in addition to the permanent cafes at St Johns, open throughout the day. All in all, St. Johns is a very busy place during August.

No admission charge is made and attendances average from 2500 to 6000 plus on any day. There is, in most years, little pattern to which days/weeks are most successful. Obviously the weather is a significant factor but there are always people eager to spend money visiting the Fair.

Dates

Dates: The Fair is split into four single week time “Blocks”.

Week 0: Mon 29th July to Sun4th Aug

Week 1: Mon 5th to Sun 11th Aug

Week 2: Mon 12th to Sun 18th Aug

Week 3: Mon 19th to Sun 25th Aug

The Westbank area only is available as short half-week blocks.

Mon 29th July - Thurs 1st Aug

Fri 2nd - Sun 4th Aug

Mon 5th - 8th Aug

Fri 9th - Sun 11th Aug

Mon 12th - Thurs 15th Aug

Fri 16th - Sun 18th Aug

Mon 19th - Thurs 22nd Aug

Fri 23rd - Sun 25th Aug

Each of the four weeks is bookable separately or in combination. You can mix long and short weeks - but you’d have to move from one area to another in between. Opening hours every day are 11am to 6pm.

Site

There are seven areas within the site - listed below. Each area tends to have its own type of stall unit.

Terrace - shell units

Orchard - shell units and new “Cubes”

Sun Trap & Boardwalk - shell units, pagodas and marquee

Westbank – 0.9m marquee and shell units

Arches - individually lockable arch units

Arches Path - card table units

Types of Stall Unit

There are various types of stall or ‘unit’ available - all very much tailored to the nature of the site - Arch units, individual Pagoda marquee units, marquee-based Gallery units, individual Shell units, new “Cubes” (trialled last year on the orchard) and Card Table units. Each type of unit comes in various sizes of frontage and depth. The three crucial measurements are (i) width (or frontage), (ii) depth and (iii) height.

3D2D’s aim over the years has been to develop stall units that provide exhibitors with (a) the maximum amount of display space for a given area - all stalls, therefore, have useable wall space, (b) shelter from the elements - this is, after all, an ‘outdoor’ event, (c) overnight security and (d) plenty of options as far as size is concerned.

Exhibitors are encouraged to incorporate lighting into their displays. Access to electricity is free of charge. Exhibitors must also “dress” their stall - walls can’t be painted so the solution is to bring drapes, fabric, lining paper etc in order to give the display a particular look and to generally enliven the appearance of the stall.

SHELL UNITS: There are five widths of shell unit available, see the ‘Costs’ table below for details.

Small (S) 1.65m wide

Medium (M) 2.15m wide

Large (L) 2.65m wide

Very Large (V) 3.15m wide

Extra Large (X) 3.65m wide

The height of the front opening is always 2.0m and are all 1.65m deep. Shell units are very sturdy constructions with sides and backs made from solid wood and plywood panels. The stalls are stained a tasteful dark blue. White PVC or polycarbonate is used as a covering material on the roofs. Exhibitors can secure their stalls at night with lockable plywood panels - which are removed in the morning and stored nearby. Special ‘corner’ stalls, with half of one of the side walls removed are available on request in the Boardwalk area only.

WESTBANK GALLERY UNITS: in a 6m x 12m marquee with a decking floor. A wooden stand system offers everyone a back and two side walls for display. Stalls will all be 0.9m deep. Three widths of frontage are available: 1.6m (small), 2.1m (med), 2.6m (large). Both ends and one of the 12m long sides of the marquee can be opened up on most days allowing in even more light and air. The stand system also allows exhibitors to secure their stall at night with lockable panels – which are removed in the morning and stored nearby. Westbank gallery units are bookable in half week slots – either a ‘weekday’ (Mon-Thurs) or a ‘weekend’ (Fri-Sun) block. Book as many as you need, but please be aware you may need to be flexible with dates as we need ensure each stall is filled throughout the whole event.

“CUBE”: This new stall type was trialled last year on the Orchard and was well received by the Exhibitors there. These market stalls are 2.4m x 2.4m so give much more depth than a Shell Unit. The 3 closed sides are lined with plywood, and lighting can be attached to the metal frame work. These stalls don’t have doors but have covers that close off the front at night. In 2024 we intend to have a run of these along the north side of the Orchard, opposite where they were last year and possibly a run of these on the Boardwalk/Suntrap.

CARD TABLE UNITS: These are all constructed of wooden frames. They all have flat timber-framed roof panels covered in white PVC. Every unit is provided with one table (1.5m x 0.4m) free of charge. Exhibitors must provide their own stools; chairs are not recommended. Exhibitors choosing this option will need to pack up each night as there are no means of securing a card-table unit. Stock can easily be stored in one of the ‘Overnight Stores”.

PAGODA MARQUEE UNITS: These individual marquee units are approx 2.8m x 2.8m in area, and secured to their own wooden floors. The PVC external walls are retained but internally a rigid wooden panelling system is installed up to the eaves (2.1m height) which exhibitors can use for display. The opening at the front has concertina doors, lockable at night (the same system as used in the Arch stall units). The clear opening at the front is thus aprox 2.5m rather than 2.8m. These are sometimes used in place of arches and locations around the site do vary.

ARCH UNITS: These are 2.6m wide openings. Taking into account the pillars on either side means that the internal width of the Arch is approximately 2.85m and 2.4m deep. Arches vary in height, going from approximately 2.1m at the church end to over 3m in the furthest away Arches. Each arch is partitioned off from its neighbours; they are all fully panelled in painted boards from floor to ceiling at the sides and back, providing a rigid surface to fix shelves or props onto. The interiors are all painted white. Every arch will also have a set of folding lockable doors which will afford enough protection overnight to leave displays and stock in place. Every arch is unique, so these measurements are for guidance only.

Costs, availability of space and allocations

Costs vary according to location and whether you book a short or long week block. Prices listed in the Costs table are for the whole block – they are not prices per day. You can combine short and long week blocks but please remember that you would have to move from one area to another in between.

You can apply for any number or combination of blocks, but if you are applying for one or two blocks, please bear in mind that it might not be possible to allocate your space until you’ve been paired up with someone who wants the blocks that you haven’t applied for. This ensures that particular stalls or pitches are continuously occupied throughout the event.

CONFIRMATION OF YOUR BOOKING

Payment & Confirmation. Once you have been allocated a space you will receive confirmation in the form of an invoice(s). There are three payment options, which you choose from when booking: Either one invoice for paying in full, two invoices with 50% deposit and the remaining 50% to be paid by 10th June, or three invoices, with a deposit invoice and two others with due dates on them. Please note all prices include access to electricity and are inclusive of VAT at 20%. Please note the date(s) for the future payment(s) and ensure payment is made promptly.

When you complete your application form online you will see a note at the end saying you have submitted the application. You will also receive a copy to the email address you provided on the application form.

CANCELLATIONS

Full refunds will be given (less a cancellation fee of £50) if you cancel up to eight weeks before the event – more details on notification periods are to be found in the introduction section of Booking Central. Our standard T&Cs apply at all times.

Tables and Chairs

You can request – free of charge- up to three tables as long as you can fit yourself and the tables and any other props into your floor space. Specify the quantity and sizes on the Application Form in the ‘Tables Requirements’ box. Trestle tables are available in four lengths: 3ft, 4ft, 5ft and 6ft long (0.9m, 1.2m, 1.5m & 1.8m). Table widths and heights may vary.

When considering your stall layout and table requirements, remember to allow an extra 1ft minimum (0.3m) for access around your table if it’s going to go to the front of your stall. In the Westbank where the stalls are only 3ft deep (0.9m), allow 2ft (0.6m) to fit in a chair/stool alongside your table. You must book enough space to fit everything you need and yourself inside your stall, including browsers, display stands, etc.

Chairs are in plentiful supply, however, we recommend that you bring a high fold-away stool with you if possible. You are in a much better position to deal with the public if you are perched on a stool, nearly at eye-level, rather than fully seated on a low chair.

Electricity Allowances

Max 50W – per half meter of gallery unit

Max 150W – medium and small shell units

Max 200W – Large size shell units and Cubes

Max 300W – arches, pagodas, V and X size shell units

Single card tables would not usually have power. This may be available upon request if it can be done safely.

All electrical items must have a current PAT test.

Unloading

You will receive details nearer the time. If you are exhibiting from the 29th July (Week 0), a schedule will be drawn up for unloading during the day on Sat 27th / Sun 28th July, as well as in the evenings on those days. For weeks 1, 2 and 3 you can unload on Sunday nights. Unloading for the ‘weekend’ bookings in the West Bank area will be on the relevant Thursday evening.

Overnight Security

All types of stall unit except the Card Tables will have some means of covering the front overnight. Now that all shell and most marquee units have lockable coverings, you can leave your props and work in the stall overnight – though entirely at your own risk. Alternatively, for those that want or need to pack work and props each night, these can be stored in the ‘Overnight Store’ containers. This facility is guarded through the night till 9am by our ‘Daleks’ (Armadillo Videoguards). If you book two blocks with a gap in between, you’ll be able to leave work/props in the store while you’re off-site. Whilst we take every precaution to keep your stock secure, everything is left on site entirely at your own risk.

As many of you will be aware the entire site is guarded overnight by an array of “Daleks”. These security robots automatically call security personnel or police, upload live video and activate sirens and strobes if they are triggered.

Shared or Group Stalls

3D2D has no problem with two or more people sharing a stall equally. Consequently, the ‘group’ members don’t all have to be there everyday. It will be best to contact the office to discuss how the Application Form is filled in. All people sharing must all have been approved to exhibit by the panel.

Publicity

The West End Fair has its own website and Facebook page. The Fair will be extensively featured in online listings and social media. Press releases are sent out far and wide. Invitations will be emailed and posted from various mailing lists. Posters/Flyers will be distributed widely to attract local people and visitors. Advertising will be placed in various publications, online, digital advertising boards, and on the back or sides of Lothian buses over the summer.

The Fair is highly visible to passers-by and to motorists, with lots of signs on railings and hundreds of feet of bunting, to catch the public’s eye. St Johns is at one end of Princes Street, on the corner of one of central Edinburgh’s busiest junctions; the Fair attracts a lot of passing trade.