Insurance for Layouts attending exhibitions

[ColinH]

Some information to help me please.

I have recently taken over as Treasurer of our Model Railway Club and we are organising a one day exhibition in June 2017. This will be our first exhibition although one of our newer  members has organised exhibitions for previous clubs and has agreed to act as Exhibition Manager. However, some of what he is telling me seems a little unexpected and I just want to confirm that we are doing things 'properly'. We are a smallish Club with limited resources and I do not want to take on any unnecessary expenses.

Can those who regularly take their layouts to exhibitions, or any exhibition manager let me know what they would expect of exhibition organisers by way of insurance cover, refreshements (Food and drinks), expenses, etc.  We have already organised the Hall and contacted layouts to attend but need to get this right. Obviously some of this may information may be sensitive and I will understand if you want to send me a pm.

The Club has been accepted as a member of the Chilterns Model Railway Association who I understand have various items that can be borrowed for exhibitions.

ColinH

[PLD]

I'm Treasurer for Hull MRS and sometime Deputy for the York Model Railway Show.

Insurance:
As an exhibitor, I would expect the exhibition to provide insurance cover. This should include 'door to door' cover while being transported to & from the exhibition venue as well as while at the venue. You also MUST arrange Public Liability Insurance if the venue does not have appropriate cover already in place (somewhere that's main purpose is an exhibition venue may have, places like Schools, Sports Halls wont)
As your Club is a CMRA Member, I would strongly recommend that your first call is to Magnet Insurance in Newark who provide the CMRA Members Scheme (and you will also get a discount as a benefit of your CMRA membership).

Expenses:
You should pay your exhibitors reasonable "Out of Pocket" expenses. This primarily means travel/transport costs - fuel, van hire if needed, and bridge/road tolls, but could reasonable cover other 'consumable' items e.g. If an exhibit is battery operated a new set of batteries could be considered reasonable.
More significantly for some shows, if travelling a long distance (certainly anything over 2 hours) I would expect accommodation (Bed & Breakfast) to be arranged and paid for by the exhibition. Doesn't have to be the Ritz, Premier Inn or similar is perfectly adequate, and had some really nice small independent B&Bs over the years.

Refreshments:
A steady supply of free Tea/Coffee for exhibitors is expected (except at certain penny-pinching commercial shows). I would also expect some sort of mid-day meal to be provided during the show opening hours. this can range from a sandwich and a packet of crisps to a full blown 2-course meal. At some shows this is in the form of a voucher to use at the public refreshment facilities.
I wouldn't expect an evening meal after opening hours to be provided by the exhibition (though a few more established shows do provide one).

If you need more I'm happy to advise further by PM.

Paul

[ColinH]

Thanks Paul for the quick and comprehensive response.

We do already have Public Liability cover to £1,000,000 but it was the layout insurance 'door to door' that surprised me. I can understand the host providing cover at the venue for any damage caused by 'little fingers' etc but thought the exhibitor would have their own cover for transportation damage.

We have already arranged for provision of refreshments and a midday 2 course meal. So think we may be getting things sorted properly.

Regards
ColinH

[Chris Morris]

Totally agree with Paul.

Magnet are the people we use for insurance and will advise you on what you need.
Very few shows provide a cooked lunch. Sandwiches and a packet of crisps are the norm. Some exhibitions (eg TINGS) don't provide anything which I think is very poor when you think people are giving up their free time for you.
Always ask for an estimate of expenses before confirming an invitation. Some layouts are very expensive because of the number of operators and the need for a big van. Some exhibitors wont charge expenses if the exhibition is for a good cause. The number of operators is important and needs to be agreed before confirming an invitation. You don't want to allow 6 operators for a two man layout. Some layouts will have different operators each day which is only to be expected.
Hotels are a huge expense if you have layouts from a distance so try to keep this to a minimum. The norm here is for operators from the same layout to share twin bedded rooms.
You will need to ensure you have enough electrical power. You must ask each stand how many amps they need for layout, lights etc. and make sure you have enough power available. Many exhibitions suffer from trip outs on electricity. Also it is good practice to insist that everyone has an RCD.

[Bob Tidbury]

Going off topic slightly but can anyone recommend an insurance company that will insure a layout and large shed at the bottom of a garden ,can't afford mega amount so some sort of budget insurance is better than none ,our house insurance won't cover sheds .

[ColinH]

Thanks Chris

Hope the Exhibition manager is doing things right and I do not want to take over the role but as Treasurer feel I need to be on top of the expenses side of things and his response to my questions so far have been just a little vague for my liking hence the posting on here.

ColinH

[red_death]

I would agree with using Magnet (through CMRA) - IIRC their standard policy should cover all your needs and is not particularly expensive.

PLD's advice on expenses/catering etc is very much in line with what I would suggest.

Cheers,

Mike

[kierang]

our house insurance won't cover sheds .

I enquired about this when I built my "shoffice" in the back garden, in which I have my printer, computer screen and other bits of my work needs (but not my railway unfortunately - not enough room "!). I phoned my insurer to organise a policy to cover the outbuilding and its contents and was told I didn't need a separate policy, it was all covered (I think it's up to £10000 including the contents, which is enough for me to rebuild the shoffice and replace everything in it).

On that basis, your house insurance should cover sheds and outbuildings (and their contents). I'd find a different insurance company if not.

[Newportnobby]

On that basis, your house insurance should cover sheds and outbuildings (and their contents). I'd find a different insurance company if not.

@Bob Tidbury
I tend to agree with that, having had a shed broken into and all my garden tools etc nicked.
However, check with your insurers as some of them now don't cough up money but attempt to replace items with new ones - not always successfully and, in the case of model railway stuff, impossible in some cases.

[painbrook]

At last a very interesting topic and informative replies. I would love to know their thoughts/advice on someone/fellow member with
'little vague' answers. john.

[Bob Tidbury]

Thanks Kierang and NPN  I will get Val to make inquires ,We are insured through Nationwide Building Society when we got the mortgage and they said they would do a good deal on house and contents but I'm sure they said it didn't include wooden sheds only the brick shed.
Bob

[ColinH]

At last a very interesting topic and informative replies. I would love to know their thoughts/advice on someone/fellow member with
'little vague' answers. john.

John not sure whether this was aimed at a wider audience but I will kick off the responses as I raised the subject.

The member in question is a relatively new member of our Club and was given the role as he volunteered and said he had experience as an Exhibition Manager. As you will notice I live in King's Lynn and this member lives a considerable distance from the Club rooms (1hr drive each way). I have not had a lot to do with the running of the Club, which started in 2010. The Founder member was the Treasurer of the Club but certain events have led him to resign as Treasurer and leave the Club entirely. I must say that although the Club has Rules and a Committee management has been fairly lax until now but that did not really matter as we were a bunch of guys getting together and playing with trains.

We decided to hold an exhibition in June 2017 soon after having our first Club Open Weekend and raising £300 for Club Funds. A small group were tasked with finding a suitable venue and this was done. A deposit has been paid but when I asked in an open meeting of all members what the Hall was costing and when it needed to be paid he did not know and gave the impression that he was simply dealing with the exhibitors and trade stands and as he was some way from the town someone else would have to deal with the Hall. It appears that we have not even signed the agreement to rent the place yet but we do have 17 layouts booked and I think he said 6 trade stands.

He also told us that we would need one barrier as requested by a layout, it later transpired that the layout is 'about' 16 foot long !!. Things will have to change if we are going out into the big wide world of model railways especially if we do not want to be a laughing stock. I have already told him that I want estimates of expenditure on layout expenses/catering/publicity etc and income that we can expect from traders and visitors. Will have to see what he comes up with. I will be pressing hard to get the answers I need to have. May well cut into modelling time at the Club- did none at all for 3 hours last week  :'(

The responses to my original post have been most informative, even the diversion into insurance of home layouts in sheds, and I appreciate the time taken to give such detailed answers just as I knew you would.

Thanks to all

[Buzzard]

Whatever insurance figure you are given by the exhibition manager could I suggest that you add another 10% for good measure?  This is what I did when I organised a Forum Meet a while back.

The policy might not cost any extra but at least you'll be covered in case an exhibitor, at the last minute, decided to bring along their newly acquired and very expensive loco.

Better safe than out of pocket.

[Newportnobby]

I have already told him that I want estimates of expenditure on layout expenses/catering/publicity etc and income that we can expect from traders and visitors. Will have to see what he comes up with. I will be pressing hard to get the answers I need to have.

I appreciate the need for some answers, Colin, but at best treat them as estimates. Various folks on the forum have arranged a meet up with layouts/trader(s)/refreshments and, in the main, have lost money on the show. This could be down to all sorts of issues such as:-

Where is the show? (is it easy to get to and park at)
Who is it open to? (in the case of Forum meet ups this is very limited)
What date is it? (make sure it doesn't clash with any other local attraction)
Will there be anyone of note there? (try to find someone well known, even if it's just the local mayor)
The weather (sadly this is beyond human control)

Trying to guess at the number of paying folks through the doors so as to be able to set the admission charge is the stuff of sleepless nights beforehand, and fleeing the country afterwards if you get it wrong. Please don't lynch the poor Exhibition Manager if punters fail to attend in the numbers anticipated. It's easy to establish what your costs will be but no easy task to ensure they are covered by revenue.

[Buzzard]

Colin,

Following on from NPN's post could I suggest you have a look at the opening post in this thread

http://www.ngaugeforum.co.uk/SMFN/index.php?topic=19214.0

OK so it covers more than just the role of a Treasurer but it contains good information about putting on a show / Meet.