Terms and conditions of participation in EventPlan 1940s themed events

(and at multi-period shows featuring a 1940s theme)

Classic and military vehicle owners please click here

 Rather than clogging up our event contracts and booking forms with endless paragraphs, we instead publish our terms and conditions here.  This allows participants to see what we expect/offer in advance of taking part. So please take the time to read these through before your first event with us, and  contact us if you have any queries arising from this document.

1. Introduction

1.1 We hope that you will be happy with our terms and conditions, which have been drawn up to help ensure enjoyable and smoothly-coordinated events. In short, to fit our criteria for participation you need to be authentic, safe, insured (unless just "strolling"), friendly/easy going, and with no axes to grind. To avoid any unpleasantness, those unwilling to comply should not seek to take part.

1.2 We offer 1940s enthusiasts, re-enactors, strollers and military/other classic vehicle owners shows that we hope will prove enjoyable and fulfilling, but in return we require certain guarantees from all participants. These encompass;

• Health & Safety and insurance requirements

• Minimum standards of presentation and authenticity.

• Standards of behaviour.

• Other conditions of participation below.

1.3 Participants are requested to a) read EventPlan’s event pre-event Participants' Information (issued before an event), any other requirements noted, and these Conditions of Participation. In return for participating in our events, we expect (indeed, require) participants to comply with these conditions and agree to be responsible for their actions on and (within reason) off site including throughout the set up, event and pre-departure tidy up.

1.4 Please note that sometimes, we arrange outline events on behalf of clients who then carry on with the organising and co-ordinating on site themselves. In these cases they may have different "dos" and "don't", which we'd seek to inform you of.

2. Event invitations

2.1. "Invitation only" events

Most EventPlan events are "invitation only". No groups or individuals may participate in these events without an invitation, nor can groups "subcontract" invitations to friends/other groups without express written permission from us. Who we invite is often down to budgets, costs, economics, theme and the size of an event desired by our client (most - like EventPlan  - prize quality of participants over quantity).

With the best will in the world, quite often we can't invite everyone who would like to participate (especially if a fee is expected too) as we have to operate within the aspirations, priorities and budgets of our clients as well as the physical limitations of the venue. We usually (but not always) prioritise "arena" based displays over static living history encampments. Naturally we always seek a good balance between arena an non-arena displays, but its the former that usually pulls in the visitors needed to make most events successful. But whatever the scenario, we try to be as fair as possible. So unless we have room/can afford to pay a particular group to take part, we tend not to ask them. We would consider it a serious cheek to say to you "hey guys, you must come to our event...but oh by the way, we can't afford to pay you anything!" - so we don't do this. However, if we haven't been in touch with your group regarding an event you very much wish to come to, and if your group is willing to come along for expenses or gratis, and can meet our published criteria including on authenticity etc, then please do get in touch.

We are sometimes asked "why don't you use/invite our group?". Well, there may be a number of reasons. Firstly, there are such a large number of groups and performers offering their services (excellent proof that living history is booming in the UK) that it is not really realistic to expect us to be able to book them all.  And rather like a football manager with his top players, we quite unashamedly prefer to invite groups and performers that we know, trust and are excellent in their particular field....but even so, as mentioned above, event budgets don't usually stretch to inviting everybody we are familiar with and would like to invite.  If you have yet to work with us, would like the opportunity to show us what you can do, and you can meet our standards of authenticity and other conditions, then why not offer to take part in an event (albeit probably on a gratis basis unless we are very lucky with the budget)?

2.2  "Open invite" events

Occasionally, we stage "open" events where any members of the public/other re-enactors may participate within published guidelines on dress/accepted impressions etc. An example of the latter is Wartime Clumber at Clumber Park, Nottinghamshire. If there's an open invite, we'll clearly say so on the appropriate event web page (our major events each tend to have their own pages on this web site). But If it doesn't say this, its definitely "invitation only".

We ask all participants to register with us before coming to events. This helps us to plan ahead and ensures that we can keep participants informed of event details.

We very much value the contribution that all sensible, authentic re-enactors and other participants make to the portrayal of history.  However, we must all be aware that certain historical impressions must be carried out with extreme sensitivity and may not be appropriate at some events, eg Axis forces at a "Home Front" show. Please see below.

Those coming to an "open invitation" event are expected to maintain our usual levels of authenticity and presentation (see section 4 below). 

2.3 German, other Axis and Soviet impressions

3. Health & Safety and Insurance requirements

3.1 General points

Before we start - Yes, we know some of what we say below might sound patronising to experienced event participants, but safety is crucial for all the right reasons, and on top of this the current distasteful "ambulance chasing" culture means that we do need to spell it out, for our peace of mind as well as yours. So when it comes down to it, simply always "play safe" and don't take any unnecessary risks.

EventPlan Limited regards the health, safety and welfare of employees and all others affected by its operations as having equal or greater status than its business objectives. We strive to ensure that our events are as safe as possible for employees, performers, participants, contractors and visitors alike. We compile and operate a health & safety strategy for every event, to include a risk assessment and where appropriate, a Major Incident/evacuation plan, in consultation with our clients and appropriate official bodies. We expect all participating groups to take the issue of safety just as seriously.

Health & Safety must take top priority at events. We don't emphasise this to irritate you or to put participants off from coming, but because we have to, especially bearing in mind the very real threat of litigation if something went wrong and we hadn't required participating groups and other performers to read this! So relevant co-ordinators are required under contract to read all this carefully and act on it - and invite members to read it too, as this can only increase their and others' safety. Events need to be enjoyable and safe for everyone and everyone needs to play their part. The following requirements are mainly common sense, but as they cannot cover every possible eventuality, participants must think safety and act safely at all times. Please also click the link to see EventPlan's Safety policy.

3.2 Vehicles moving around the event venue

1930s/40s vehicles are usually extremely welcome at our events but are subject to the same safety rules as everybody else's, so this usually means a static role on site, unless (carefully and slowly) moving to and from a pre-agreed arena display.

If you need to bring a non-period vehicle into a living history or display area to set up/load up, observe our published times for doing so. Only official (ie EventPlan or client) vehicles may move on site during set event times, which will be published. The prohibition on moving vehicles extends to all vehicles (including "period" ones) during evenings and overnight (except during set up and departure), and in particular there must be no joyriding or lifts to and from camp sites (or any beer/refreshment tents if provided).

All vehicles must be driven with care, particularly when other people are around. Observe the speed limit, usually 10mph (more during an arena display, of course).

3.3 Stewarding and security

All participants must be self-stewarding and particularly during the hours of darkness. Take care to protect fellow participants, visitors and staff from any potentially hazardous displays or activities associated with your displays and activities on site, including around and in living history or arena areas. Participants should always take sensible precautions in the vicinity of camp fires, moving vehicles, slopes, lakes, rivers, ditches (and other topographical features), particularly at night. Likewise they should take reasonable care not to trip or fall over tent or marquee guy lines and the like.

When on duty, EventPlan staff, security and stewards will whenever possible be linked by walkie-talkies and/or mobile phones so that any emergency messages can be passed instantly around the site.

All participants should assume responsibility for their own security, although EventPlan's clients may also arrange security patrols when appropriate.

3.4 Risk assessments

If you are vehicle owner taking part, you don't need a risk assessment if you are parked up in a static display, so long as you don't leave any hazards (eg, things people can trip over) but you will if you are taking part in a display involving driving around, whether in or outside an arena. Legally you don't need a risk assessment if you are "just strolling", but you probably do if you set up a display which might present a hazard (eg a trip hazard, or involving heavy or sharp objects). Ask us if you aren't sure how to draw up a risk assessment, its not onerous but clients such as the National Trust will expect one to be drawn up where appropriate.

3.5 Insurance and indemnity

Re-enactment and most living history groups must maintain an adequate level of public liability insurance Normally we require proof of this before a group takes part in an event.

Vehicle owners/drivers must be properly insured to take to the road, and be fully roadworthy with MOT if appropriate. Strollers do not require insurance, although they may have it anyway via their home insurance policy if held.

EventPlan nor its clients cannot be held responsible for any participants' items, objects, vehicles, machinery or weaponry on or off site, these remaining the responsibility of the owners/suppliers. Participants may wish to insure any possessions/items brought against theft or damage, or against third party claims if not already covered within your vehicle or home insurance policy.

3.6 Fire safety

Fire points will usually be located in display and camp sites. Fire buckets/ extinguishers etc must not be used for any purpose other than fire safety and we emphasise that we shall consider the removal or inappropriate use of fire appliances/buckets a serious breach of safety regulations. Participants are thus reminded not to borrow or "liberate" these items, with failure to comply likely to incur penalties.

We presume that you won't need a cooking fire but if you do, check with us in advance what is and isn't allowed, then keep visitors - especially small children - at a safe distance from fires and never leave the latter unattended. Douse all fires before retiring for the night. Participants should provide their own personal fire-fighting equipment (as a minimum, a bucket of water) to augment site fire safety arrangements, as an additional precaution. In addition, we urge every re-enactor sleeping or cooking on site to bring and keep your own personal fire extinguisher handy within your tent. Tent and caravan fires can happen and as we have sadly seen in the past (although fortunately not at our events), can have fatal consequences. Don't become a victim, always be prepared for fire.

Following an ultimately fatal accident at a (non-EventPlan) re-enactment during autumn 2001, we strongly recommend that Calor-gas style appliances should not be used inside closed tents. Only use them outside or within open exterior awnings (although for authenticity reasons, not during visitor hours please).

3.7 Alcohol and drugs

Alcohol must not be consumed by any participants at any of our events, or carrying or using any form of weaponry on site on event days, normally until after the end of visitor hours.  Recreational drugs are banned at all times.

3.8 Dogs

Where dogs are allowed on site (if you wish to bring one, please check with us prior to each event), they must be kept on a lead at all times during visitor hours and kept under control thereafter (and sometimes on a lead throughout your stay, depending on our clients' dogs policy).  All wildlife must be left alone.

3.9 Arenas and tape barriers

Any agreed/timed displays should only take place in designated areas. Apart from a designated commentator, only official stewards are permitted between double tape barriers. Participants and especially their children should not attempt to sit between barriers for a better view, as they will be removed for their own safety.

3.10 Weapons and blank ammunition 

Strollers and vehicle owners should not bring weapons (except for deactivated ones) to our shows without prior approval.  Any groups/individuals using weapons, firearms and blank ammunition must be trained by their parent group in its/their safe use and be appropriately licensed.  All must adhere to all normal legal requirements including local police/other official directives. Appropriate shotgun/firearm certificates/black powder licences must be carried at all times in case the authorities require an inspection. Live ammunition is not permitted at our events.

Do not allow visitors to touch or pick up any small arms, edged weaponry, sharp objects or anything else that may cause harm. Weapons must be securely stored by participants when not in use/on display.

As per police requirements, participating groups/performers using cartridges will sweep their display field(s) immediately after their display (unless otherwise instructed) to ensure none are left on the ground, whether fired or not.

4. Standards of authenticity and presentation

4.1 Please adhere to the following minimum standards at our events:

Please note that we generally stage high quality living history shows where standards of dress, displays, vehicles and tentage all matter. So please take time to read the following if you'd like to take part. However,  please don't panic if, for example, you are a 1940s stroller or vehicle owner new to the idea of wearing period kit. If strolling or a period vehicle owner, It doesn't have to be 100% right, it just has to look the part! But you are wearing uniform and/or presenting a living history display, please make sure everything looks correct for the impression presented.
 
Each member of your party likely to come should be aware that our minimum standards should be met. We shall monitor authenticity & presentation at our events, as it would be unfair to the majority to allow those in who don't try to comply. In the unlikely event of infringements on site, the person(s) concerned will be required to immediately sort out their appearance/kit or stay on the modern campsite. If further infringements occur, groups may not be able to attend future events.  However, with the co-operation of group co-ordinators, such problems are extremely rare.

We make no apology or labouring any of this, as we don't want a tiny number of thoughtless buggy-pushing, "farbies" drinking out of modern cans to "blow it" for everybody else! We aren't "stitch-Nazis" but do like our shows to look good!

4.2 Impressions and minimum standards:

In short, participants should look and act the part! No obviously modern-period glasses, clothing, trainers, or other obvious anachronisms are permitted during event hours. If you can't wear fairly accurate-looking clothing/uniform, please wear modern dress - no "half and half" please. Military impressions should be correctly uniformed and adequately equipped.

As noted above, certain impressions are not allowed at our events eg SS or Nazi party personnel. Sometimes though, other axis impressions are fine if they fit within the event's remit (but not, for example, at most "Home Front" events). Please refer to EventPlan's individual event web page(s) if in doubt, or contact us to ask. We reserve the right to exclude persons/impressions  that we deem inappropriate (or lacking minimum standards of authenticity) from our events.

Tentage, equipment, vehicles, trailers, artillery pieces etc should all fit the period depicted, ie no obviously 1950s/60s/70s vehicles at a 1940s event. 1920s/30s vehicles would however be fine for a 40s event, of course. Paintwork should reflect the era eg no modern colours on a renovated period vehicle. We mention this as the bright yellow "Dr. Who" vintage car turned up to a 1940s event once and stood out like a sore thumb, however interesting(!)

All modern anachronisms should be removed and/or hidden during visitor opening hours please. These include inappropriate modern picnic furniture and food/drink containers, non-period cameras (unless disguised), non-period glasses or sunglasses, smoking (unless correct for the period depicted), drinking out of modern containers (eg coke cans) and eating crisps/ burgers/ modern food.  If you have modern "stuff" inside a period tent, cover it up or close the tent. If you can't cater for yourself "in period", and need for example to purchase a hot drink or food from a modern vendor, do so using a period cup/plate, quickly, and eat/drink it away from the vendor's outlet. Please don't hang around modern caterers during visitor hours, it looks awful! And definitely no burgers or similar!!!! Don't let everyone else down by being a sad "farbie". Individuals that consistently ignore this will simply find themselves no longer invited.

If participants need glasses, they should either wear contact lenses or period-style glasses. But for safety reasons, whatever they do, they shouldn't enter a display field without being able to see clearly.

Where groups allow cross-dressing, females depicting male soldiers (albeit rare in '40s events) should make an attempt to disguise themselves where possible, with no makeup being worn and obviously modern female hairstyles hidden under hats/helmets. With no disrespect intended, obviously female soldiers pretending to be men often harm the "believability" of a display in the eyes of the audience and spoil photographs/videos, so we wish to avoid this as much as possible. Simple precautions including carrying plenty of soldiers' kit can make a big difference.

Civilians, children and partners of participants should either wear an appropriate level of period clothing/uniform/equipment and avoid anachronisms (eg modern era push chairs) or stay in modern dress throughout the day. No "half & half".

5. Standards of behaviour

5.1 We expect all participants to amicably co-operate with the organisers and other performers/traders and conduct themselves in a civilised manner. Rudeness to staff, clients, other participants and/or the public will not be tolerated. You must be self-stewarding and if camping overnight, for the sake of others present enforce the agreed noise curfew upon your participating members/families/friends (always at Midnight unless participants are informed otherwise), with rowdy groups/persons being subject to immediate and permanent removal if they will not keep quiet after the curfew. 

5.2  We are always straight as a die when working with event participants and expect the same in return.  So we expect and require all participants to leave any axes they wish to grind firmly at home. In short, be nice; don't fall for or spread any stupid/malicious re-enactment orientated rumours (we require our events to be  a "society politics" and "rumour-mill" free zone); don't be rude to anyone; be sensible and like us actively seek to get along with everyone present. If anyone has an issue with EventPlan or other participants they should contact us to discuss them. We take a very dim view of participants who for example criticise or question EventPlan or others on a public forum before checking the facts out with us first.

5.3 We reserve the right to cancel the participation of anyone without warning - and reduce/withhold any agreed appearance fees - if we deem participants' behaviour to be unacceptable or damaging to the event, visitors, our client or EventPlan in any way, including through actions or words, written or spoken - for example, those who choose to upset people at events or afterwards with unkind and/or ill-informed comments including within on-line chat rooms. Likewise we reserve the right to ban the participation (possibly permanently) by anyone who doesn't behave, for the good of everybody else. Our events have a reputation for being nice, happy occasions so we are sure you'll wish to help us keep them that way.

5.4 Be nice, be sensible and enjoy the event(s)!

6. Expenses and fees

6.3 Budgeting can be more complicated at "open invite" events as we can rarely be sure who will be present on the actual day (although we ask participants to pre-register to help us plan ahead, and most do). So this can make "traditional" budgeting extremely difficult. As our events are well organised and popular, and we hate to turn potential participants away unless there's a very good reason to do so, usually the number of participants ends up being higher than we can reasonably or realistically budget for.

7.1 Archaeological or other site restrictions

Participants must adhere to any agreed site restrictions, eg to protect archaeological remains or in the case of country parks, flora/fauna. Where there are restrictions they are usually to insert tent pegs to a maximum of 6", and to maintain raised fires (without damaging the ground underneath - see below). Generally speaking, we adhere to English Heritage guidelines on protecting the ground on sensitive sites, which EventPlan Managing Director Howard Giles first wrote during the 1990's when Head of Special Events at English Heritage.

7.2 Camp fires and firewood

We assume that you won't need camp fires, but if so, please read on!  Participants requiring fires should assume that they must be free-standing (to protect the ground) unless otherwise stated in event briefing material (eg our pre-event Participants Information aka Warning Orders). Participants will need to provide their own fire baskets/ bricks & plates and ensure fires are high enough above the ground to avoid any damage, with a free flow of air at the sides and underneath the fire tray or basket. The grass underneath must be kept watered to stop it being damaged by the heat, and any embers that accidentally fall down immediately removed.  If fire pits are allowed, participants must carefully cut the turf, maintaining and watering it as necessary, then prior to departure reinstate the ground after the fire pit has been cooled and cleared of any ash, wood or other material. Treat ash and any other leftover from the fire as litter - see below.

The grass must not be marked. Please remember that venue staff - our clients - usually highly prize their grass & landscapes so if damaged, this can adversely affect whether they'd be willing to let us invite participants (and even EventPlan) back. Heat transferred into the ground also seriously disrupts archaeological surveys conducted with geophysics, so another important reason to avoid damaging the grass & ground underneath. .

Only designated stocks of firewood (or wood you bring yourself) can be burnt (unless foraging is specifically agreed) as apparently abandoned logs may well contain wildlife habitats. Participants will ensure their that their members do not hoard wood supplies as this can leave others without adequate stocks - EventPlan and/or clients will ensure that there will always be enough to go around so long as participants are sensible.

See also our paragraph on fire safety (above).

7.3 Litter

Participants are responsible for bagging up all their own rubbish (including cooled ash/wood etc from fires) and placing it in one of the skips or at other designated places. No rubbish must be left for others to clear up (unless we specifically state in event information that bags may be left in situ) and doing so will jeopardise future invitations to attend EventPlan shows.

7.4 PA system(s)

PA systems will usually be provided at events for "arena-orientated" displays. We shall assume that groups will provide their own commentator(s) if needed, unless otherwise stated in advance. Likewise, if we specifically wish one of our commentators to provide this service, we'll let group co-ordinators know in advance.

7.5 Responsibilities

The split of responsibilities between EventPlan, our clients and participants is always noted within our event contract with contracted performers, to be signed prior to the appropriate event(s), and is available to other participants on request. EventPlan is usually responsible for organising and directing the re-enactments including booking of, liaison with, direction of and payment of groups/performers, plus supply of certain safety signage and barrier stakes/tape as appropriate. Our clients are usually responsible for administering all other non-performance elements of the event, including planning and co-ordination of other event infrastructure eg toilet provision, daytime 1st Aid etc.

7.6 Traders

We assume that you won't engage in trading at our events - indeed, to do so without asking us first would be unacceptable. But if you want to, appropriate conditions of participation are detailed within our Trading section, with link to our booking form.

7.7 Photography

Unless in appropriate period kit with a correct or adequately disguised camera, please do not use cameras during visitor hours, as doing so ruins period impressions. Save "weekend snaps" with modern cameras/videos to after hours please, when anachronisms don't matter so much (the latter only if acceptable within participants' groups' authenticity rules, of course).

At no time may participants sit between arena double barriers to film or photograph.  Official society photographers may on occasions wish to film from their group's display field, but only a) if authentically attired/equipped (so, certainly nobody before the Victorian era, please); b) clothing is appropriate to the era; c) the camera is hidden or disguised; d) unless part of the living history scenario eg 1940s combat photographer, the photography is carried out in a subtle manner/hidden from view so the audience cannot see.

Professional photographers such as Red Zebra are usually present to cover larger events, and in participating, groups and performers must accept copyright law and thus that photographs of them may be taken and sold by the photographers. Likewise the public are usually at liberty to take photos.   Professional photographers are sometimes permitted to operate between the double tape barriers around a main display area with prior agreement from EventPlan only, but not on the display field itself for safety and insurance reasons unless for a very special occasion and agreed by us/our clients.  Such photographers must a) check in with us on arrival (prior to any displays on the next morning if arriving late at night); b) adhere to all EventPlan instructions, especially on safety; c) wear inconspicuous clothing and keep low so as not to irritate audiences - standing up is not permitted unless the audience is sparse; d) operate in specified areas only; e) be willing to co-operate amicably and try not to get in each others' way; f) will be limited in number by EventPlan. Photographers not following this simple code will have any special permissions revoked.

In return for permission to photograph our events, EventPlan usually requires a high resolution disk of agreed images - but preferably a full set of all images taken - with permission for us/our clients to use these for event publicity/advertising purposes. We always offer a credit (and if possible, web link) when reproducing an image on this web site, elsewhere when possible, and we ask clients to do the same where they can.

Photographs taken at our events may be used and/or offered for sale by the photographer(s), as is their right under copyright law. EventPlan does not derive any income from these sales and any queries about prices or services should be directed to the photographers.

8. Queries

If participants have any queries, they are asked to contact their group organiser(s) in the first instance. However, if you need to, or if an individual without a coordinator to ask, please contact us.

Thank you for adhering to our terms and conditions, enjoy our show(s)!

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                 Updated 13 November 2009