IMPORTANT PRE-FAIR

INFORMATION

1. BOOKING FORMS,

EXHIBITOR CHECKLIST & DEADLINES

EXHIBITOR CHECKLIST CLICK HERE

COMPULSORY FORMS

  • Booking Form DEADLINE: Tuesday 7 July 2026 SUBMIT HERE
  • Booking Form – Societies DEADLINE: Tuesday 7 July 2026 SUBMIT HERE
  • Public Liability Insurance DEADLINE: Friday 22 October 2026 SUBMIT HERE
  • Exhibitor Badges DEADLINE: Monday 5 October 2026 SUBMIT HERE

ADDITIONAL ITEMS FORMS

  • Feature Piece DEADLINE: Friday 19 October 2026 SUBMIT HERE
  • Safes, Chairs, Trestles DEADLINE: Friday 19 October 2026 SUBMIT HERE
  • Additional Panels DEADLINE: Friday 19 October 2026 SUBMIT HERE
  • Power and Lighting (EDL) DEADLINE: Friday 19 October 2026 DOWNLOAD HERE
  • Display Cabinets (Metro) DEADLINE: While stocks last DOWNLOAD HERE

2. ACCESS TIMES AND DEADLINES OVERVIEW

SET-UP & MOVE-IN

  • Hall Set-Up (NO EXHIBITORS):Monday 2 Nov from 8:00 AM Tuesday
    • Interstate & Country Exhibitors Move In: Tuesday 3 Nov from 1:00 PM as arranged with Graeme Davidson
    • Local Exhibitors Move In: Wednesday 4 Nov from 8:00 AM
    • All Exhibitors Move In: Thursday 5 Nov, from 9:00 AM 

EVENT DAYS

  • Opening Preview: Thursday, 5 November 4:00 PM – 8:00 PM
  • General Admission:
    • Friday, 6 Nov 10:00 AM – 6:00 PM (Exhibitor access from 9:00 AM)
    • Saturday, 7 Nov 10:00 AM – 6:00 PM (Exhibitor & Members access from 8:00 AM for AGM)
    • Sunday, 8 Nov 10:00 AM – 4:00 PM (Exhibitor access from 9:00 AM)

MOVE-OUT & HALL DISMANTLE

  • Exhibitor Move-Out:
    • All Exhibitors Move Out: Sunday, 8 Nov 4:15 PM – 10:00 PM
    • Exhibitors Move Out: Monday, 9 Nov 8:00 AM – 6:00 PM
  • Hall Dismantle (NO EXHIBITORS): Tuesday, 10 Nov 7:00 AM – 4:00 PM

Important: Exhibitors and stock must vacate by 6:00 PM on Monday, 9 Nov 2026 unless pre-arranged with Graeme Davidson. All stock must be packed and stored away from walls for the panel dismantling.

PLEASE NOTE: The Australian Antique & Art Dealers Association is not responsible for the safety of, loss of, or damage to exhibitors’ stock under any circumstances. Exhibitors are reminded to secure their own insurance cover to protect their stock and provide public liability coverage for any injuries that may occur to visitors, other exhibitors, or contractors on their stand.

3. MOVING IN & OUT GUIDELINES

MOVING IN

Access to Paddington Town Hall for setup will be available as follows, or as pre-arranged with Graeme Davidson:

  • Interstate & Country Exhibitors: Tuesday 3 November From 1:00 PM onwards 
  • Local Exhibitors: Wednesday 4 November From 8:00 AM

Please ensure that your contractors are listed for EXHIBITOR BADGES before the Fair and are aware of the required attire, including hi-vis safety vests and closed-toe shoes, if mobile equipment is in operation, when delivering and collecting stock during the stand build & dismantle.

MOVING OUT

From 4:15 PM Sunday 8 Nov, once the hall is cleared of customers/visitors.
Please use your allocated entry point for move-out. A 15-minute period will be allowed after the Fair closes for the public to clear the hall. Boxes should not be brought into the hall until clearance is granted by venue management.

Contractors may begin entering the venue after clearance is approved, and loading can continue until 10:00 PM. Contractors must wear their security EXHIBITOR BADGES; entry will be denied without them.

4. IMPORTANT PRE-FAIR INFORMATION

INSURANCE

  • Exhibitors must have Public Liability Insurance.
  • AAADA is not responsible for loss, damage, or theft of exhibitor stock.
  • PUBLIC LIABILITY INSURANCE SUBMIT HERE

Exhibitors are required to ensure they have adequate Public Liability Insurance to cover any damage or injury caused to third parties or visitors on or near their exhibition stand.

For your convenience, you can obtain coverage through this online facility designed by One Underwriting Pty Ltd: STALL INSURE – Public & Products Liability for individual stallholders.

INSURANCE DISCLAIMER

The Australian Antique & Art Dealers Association is not responsible for the safety of, loss of, or damage to exhibitors’ stock under any circumstances. Exhibitors are reminded to secure their own insurance cover to protect their stock and provide public liability coverage for any injuries that may occur to visitors, other exhibitors, or contractors on their stand.

STAND POWER & LIGHTING

  • Exhibition Display Lighting (EDL) – ORDER DETAILS HERE
  • Stands are provided with 2 x 60W LED arm lights and 1 5-amp power point.
  • Showcase lighting incurs a $35 + GST fee per showcase.
  • All electrical equipment must be tested and tagged.

PLEASE NOTE: For Occupational Health & Safety (OH&S) compliance and to maintain uniformity, lighting equipment from other sources, including personal lighting, is not permitted. Double adapters are also prohibited.

TESTING & TAGGING

  • Required for all electrical equipment used on-site.
  • On-site electrician available on Thursday morning for a fee.

PLEASE NOTE: Exhibitors must ensure that all electrical equipment, appliances, and devices brought to the Fair are “Tested and Tagged” in accordance with Section AS3760 2001 of the Occupational Health & Safety standards.

CODE OF PRACTICE

  • All exhibitors must adhere to the AAADA CODE OF PRACTICE.
  • Stock must be correctly labeled and ticketed.
  • Third-party priced labels are not permitted unless relevant to provenance.

VETTING PROCESS

  • No formal vetting will occur, but spot checks will be conducted before and during the fair.
  • Any improperly ticketed stock must be removed.

5. TICKETS

OPENING PREVIEW INVITATIONS:

  • A Link to the Digital Opening Preview Invitation (5 Nov) will be emailed to all exhibitors.
  • This invitation can be forwarded to VIP clients, allowing them to experience the Fair on opening night and during General Admission (6-8 Nov). Please remind them to RSVP HERE.
  • Printed invitations will be available on request, CONTACT US with the number you require

GENERAL ADMISSION – COMPLIMENTARY TICKET CODE

  • Complimentary ticket code for the general admission days (6-8 Nov)
  • AAADASYD26
  • Share this code with your clients, mailing lists, social media, and other channels. 
  • Tickets can be redeemed HERE

LEAVING TICKETS AT THE DOOR & RETURN ENTRY

  • You may leave tickets for your clients at the Ticket Desk. Please provide a list of names to Tira Lewis via email at tira@aaada.org.au or drop them off at the Ticket Desk.
  • Return entry tickets will be available for all visitors upon exiting the venue.

6. EXHIBITOR SUPPORT

CAFÉ

The café will be operated onsite and will offer a selection of cold and hot foods, including sandwiches, cakes, toasties, and hot and cold drinks, along with alcohol. It will be open daily during the fair.

CLEANING

  • Please keep your stand clean and tidy. The hall, including your stand, will be cleaned daily. The AAADA will not be responsible for any damage that may occur as a result.
  • Bins will be placed around the venue, with commercial rubbish and recycling bins located at the back of the hall.
  • At the end of the Fair, ensure all rubbish is removed from your stand. Failure to do so may result in a waste removal surcharge.

EXHIBITOR PARKING

  • Truck parking is not available at Paddington Town Hall. 
  • Please contact Keren Lewis or Graeme Davidson for more details

PUBLIC TRANSPORT

  • Buses: 333, 352, 440 
  • Nearest stop is outside Paddington Town Hall
  • More info TRANSPORT NSW 

SIGNAGE

  • Signage with your business name and contact details will be provided.

STORAGE

  • Storage space available in the at the back of the Hall for boxes & stock.

TOILETS

  • Toilet blocks are located on the ground level to the left of the main entrance and at the back left of the Hall past the kitchen. 

7. FAIR RULES & REGULATIONS

TICKETING OF STOCK / VETTING – SEE HERE

There will be no formal vetting process; however, spot checks will be conducted before and during the fair. It is important to ensure that your ticketing is accurate and complies with the AAADA CODE OF PRACTICE. Please refer to the vetting guidelines. Any items not properly ticketed or incorrectly ticketed will need to be removed from your stand. Additionally, third-party price labels or documents not relevant to the provenance of the item will not be permitted on your stand.

MEMBERSHIP & STAND FEES

  • Membership & Stand Fees must be paid in full before the fair.
  • Cancellations:
    • More than 120 days prior: 30% of stand cost retained.
    • 60-120 days prior: 60% retained.
    • Less than 60 days: Full fee retained.

CANCELLATION POLICY

  • A member cancelling his/her Fair participation:
    • More than 120 days prior to the first open day will be liable for 30% of the total cost of the stand space. 
    • Between 60 days and 120 days prior to the first open day will be liable for 60% of the total cost of the stand space. 
    • Less than 60 days prior to the first open day will be liable for the total cost of the stand space. 

The Committee is the full and final arbiter and may vary the rules at its discretion in the case of compassionate grounds. 

FAIR DECORUM

  • This event is held under the auspices of the AAADA, and as such, the AAADA Code of Practice applies to the entire Fair. Exhibitors are expected to uphold high standards, providing accurate descriptions on price tickets, invoices, and other materials, in accordance with the Code of Practice. Compliance with the Fair Vetting Procedure and Rules is mandatory.
  • Refer to the Exhibitor Portal for inspiration. 
  • Assistance with stand appearance is available upon request to ensure your display meets the required standards.

LIQUOR

  • Liquor cannot be brought into the venue without a license.

PHOTOGRAPHY

  • Notice of filming and photography – When you attend this event, you enter an area where photography, audio, and video recording may occur. Please let us know if you do not wish to be photographed or filmed.

SAFETY REGULATIONS – AISLES

  • All public venues are subject to strict fire regulations. Our aisles have been planned in accordance with the requirements of the relevant statutory authorities to ensure emergency access. You are required to keep aisles clear at all times. Displays must remain entirely within your stand. We reserve the right to remove any items that encroach into the aisles to the storage area. This regulation will also be enforced by the venue operators.

SAFETY VESTS

  • Hi-vis vests & closed-toe shoes required during contractor build (move in) and dismantle (move out) wherever mobile plant equipment is operating within the venue’s precinct. NO CHILDREN under the age of 16 are allowed onsite during the contractor build move in and move out period.

STAFFING

  • Non-member dealers who are not part of the exhibitor’s staff are not permitted to staff any exhibitor’s stand. Additionally, any items sold on consignment must be recorded using the stationery of the member holding the stand. Under no circumstances should items be recorded under a third party’s name or stationery.

7. SECURITY

OVERVIEW

  • Security will be present, but exhibitors should remain vigilant.
  • Jewellery dealers should consider additional security measures.
  • Suspicious activity must be reported immediately.
  • Security tags are required for all stock leaving the venue.

DETAILED SUMMARY

A comprehensive security plan has been implemented for the Fair. However, as security plans are not infallible, your vigilance is appreciated.

  • Jewellery dealers are encouraged to arrange additional security with Armoured Guards during bump-in and bump-out. Specific signage will be displayed at the entrance and throughout the Fair, outlining our security measures.
  • If you notice any security lapses during the Fair, please immediately contact Keren Lewis – 0498 059 661, Tira Lewis – 0401 148 034 or, if unavailable, Graeme Davidson – 0408 659 249 at the AAADA Office.
  • During bump-in, security will have a list of Security Tag holders at each entry point to ensure only authorised persons can enter.
  • As per the AAADA Code of Practice, any goods leaving the venue, whether with Fair visitors or carriers, must be accompanied by an exhibitor’s invoice or receipt. This must describe the goods and include the name and signature of an authorised representative.
  • While uniformed security guards will be on duty throughout the event, the AAADA and the venue cannot accept responsibility for any loss or damage. Exhibitors should ensure they have adequate insurance coverage for loss, theft, or damage of products, including during transportation.

PRECAUTIONS TO PREVENT THEFT

While we take security measures, thefts can still occur. Exhibitors can reduce risks by following these guidelines:

  • Avoid bringing valuable personal items or large amounts of cash. Always carry personal items on your person.
  • When setting up your stand, consider security. Ensure there is a secure place for staff to store personal belongings and that cash registers or tins are in a secure, less accessible location.
  • Do not leave cash registers or tins unlocked or open.
  • Secure easily portable, valuable items to your stand to prevent theft.
  • Report suspicious activity to the Front Office or Security immediately.
  • Consider using a money pouch when handling cash to keep it close to your body. Ensure it is both secure and professional in appearance.
  • Be cautious of individuals asking unusual questions. Position yourself in a way that you can always monitor your cash and stock.

SAFETY GUIDELINES

For the safety of exhibitors and visitors, please adhere to the following guidelines during move-in, open days, and move-out. Any incidents must be reported immediately to the AAADA administration.

All exhibitors, subcontractors, and personnel working within the exhibition, including the loading dock, must comply with the Workplace Health and Safety Act, its regulations, and all relevant compliance and advisory standards. Exhibitors are responsible for ensuring that any contractors they engage also comply with these regulations. 

KEY SAFETY REQUIREMENTS:

  • All exhibitors and stand construction must comply with Local, State, and Federal statutory regulations, including the Building Code of Australia and all current Australian Standards.
  • Aisles, roadways, doors, stairs, emergency exits, fire hose reels, fire extinguisher access, fire detection systems, and  sanitary facilities must not be blocked or impeded under any circumstances.
  • Any person operating equipment must hold the appropriate certificate or license required by law.
  • Machinery, equipment, or substances that may pose a health or safety risk are prohibited. All machinery must have appropriate safety features such as guarding, fencing, locks, or immobilisation. Warning signs alone are not sufficient.
  • All materials, fittings, and furnishings used in the Fair must be approved for use in a public building (Building Code of Australia classification 9B).
  • Naked flames, pyrotechnics, or flammable gas are prohibited unless written approval is obtained from the venue.
  • Any accident, injury, or hazardous incident must be reported to the Front desk or Security immediately.

Your cooperation in following these safety measures ensures a secure and successful Fair for everyone.

8. VENUE POLICIES

IMPORTANT INFORMATION

All exhibitors, contractors, and staff must adhere to the following venue rules and regulations:

OCCUPATIONAL HEALTH & SAFETY (OHS) AND SITE SAFETY

OHS and site safety regulations must be strictly followed during bump-in and bump-out.

DAMAGE TO CITY OF SYDNEY FACILITIES

As the event organiser, the AAADA is responsible for any damage to the premises caused by exhibitors, contractors, or service providers. Any repair or replacement costs determined by City of Sydney will be charged to the organiser. Please take care to prevent damage.

DISPLAY RESTRICTIONS

The Paddington Town Hall is a heritage-listed building; therefore:

  • Sticky tape and Blu-Tack are not permitted on any painted or fabric surfaces or wooden floors.
  • Emergency exit and fire extinguisher signs must remain visible at all  times.

EXITS & FIRE SAFETY

  • Emergency exits, fire hose reels, and extinguishers must remain unobstructed at all times.
  • No items may be placed in front of fire cupboards or hose reels.
  • Running cables through or in front of fire services, exit pathways, or doors is strictly prohibited.

FIRST AID

Event organisers are required to provide first aid facilities for workers and patrons, including first aid kits and trained personnel where necessary. Contact Tira Lewis – 0401 148 034 or Keren Lewis – 0498 059 661 if required.

NO SMOKING

Smoking is strictly prohibited in all areas of Paddington Town Hall, including kitchens, storage areas, toilets, and corridors.

RESPONSIBLE SERVICE OF ALCOHOL (RSA)

The City of Sydney enforces strict Responsible Service of Alcohol (RSA) policies. Any person violating this policy or aiding others in unlawful alcohol consumption will face disciplinary action.

Your cooperation in following these venue policies ensures a safe and compliant event for all participants.

This document serves as a guide to help exhibitors prepare for the fair. Please ensure you adhere to the deadlines and requirements outlined above.

FOR ANY QUERIES, CONTACT:

  • General Fair Management: Keren Lewis – 0498 059 661 & Tira Lewis – 0401 148 034
  • Stands & Infrastructure: Graeme Davidson – 0408 659 249

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