Recreating the past for live events, TV and film
Conditions of participation for
EventPlan Grand historical Bazaars
Rather than clogging up our booking form with endless paragraphs, we instead publish our standard conditions here. This also allows you to see what we expect/offer before you book with us. Please contact us if you have any queries.
1. The basic stuff
1.1 We believe in working with event participants and performers in a genuine partnership. We hope our bazaars will prove enjoyable and fulfilling for participants, but in return we require your agreement to the following;
Our Health & Safety and insurance requirements
Standards of behaviour on site.
Other conditions of participation.
1.2 Inappropriate applicants: These are not antique or bric-a brac markets, nor car boot sales. They are primarily orientated towards re-enactors and living history enthusiasts (mainly those who wear period clothing as part of their hobby). Whilst historical traders ie those who professionally or semi-professionally trade in re-enactor and living history-orientated items are warmly invited, general car booters and antique/general dealers are not, so as to keep the bazaars within their remit and objectives. Relatively high standards of presentation are required (second nature for most re-enactors) and for instance vehicles will not be permitted to be parked behind stalls. We reserve the right to decline participation by those we deem inappropriate (including if necessary, after set-up), and emphasise this here as we do not wish to disappoint anyone. If in any doubt, check with us on 01509 8125645 (07779 340108 during 16-18 and 23-25 April 2010).
1.3 Certain items and re-enactor impressions are not permitted, eg Nazi party, SS related, communist or any other political party kit/items or re-enactors. (Non Nazi/SS German and Soviet military items and re-enactors are fine). We reserve the right to demand the immediate removal of any items or persons we consider inappropriate to this "general history" event.
1.4 All items must be pre-1970 vintage or so themed. So for example, a "modern" Airfix kit of a WWII aircraft is fine, but a 1980s vase, clock or other "antique" isn't.
1.5 All practical requirements outlined by EventPlan (eg parking arrangements, times, other published rules & regs) must be adhered to by stall holders.
1.6 Stall holders should be in period uniform or clothing (and visitors are warmly invited to do the same!). Okay, these are bazaars not living history events, but please try to keep things looking as good as possible! Please aim to be well dressed/uniformed, and note that SS and Nazi Party uniforms are not permitted. If in doubt, or contact us. We reserve the right to exclude persons/impressions that we deem inappropriate (or lacking minimum standards of authenticity) from our events.
1.7 Any groups staging living history displays as part of a bazaar (which should be by prior arrangement please) must adhere to our standard terms and conditions of participation (which are more detailed than those on this page), so please check them out before taking part.
1.8 As mentioned on the main page, we invite stall holders to set up a period tent (or modern gazebo) as part of/behind their pitch/stall. However, in order to keep the event looking good, modern tents and/or non-period vehicles/caravans will not normally permitted to be parked on or behind a pitch (ie non-period vehicles are allowed on for unloading/loading only). The only exception to this may be a few parked behind modern gazebos/party tents in that specific part of the bazaar if specifically requested/needed ie when holding spare stock. Please check that this facility is available for your pitch if wanted, as otherwise we shall assume that it isn't, thanks! Participants' cars/caravans/modern tents will normally be located a modest distance away, as we seek to avoid a "car boot" look to these events.
2. Safety
2.1 EventPlan Limited regards the health, safety and welfare of stall holders, visitors, staff 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 everybody. 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 participants to take the issue of safety just as seriously. Think safety and act safely at all times. Click the link if you would like to view our Safety policy.
2.2 Participants must not do anything unsafe, and ensure that their actions do not endanger others. See also Insurance, below.
2.3 All participants must be self-stewarding including during the hours of darkness. You must take care to protect visitors, other participants and staff from any potentially hazardous displays or activities associated with your participation. Participants must assume responsibility for their own security, although EventPlan clients may also arrange security patrols when appropriate.
2.4 We recommend that you carry out a specific re-event event risk assessment including for any displays, and have this available for inspection at the event, just in case. EventPlan will in addition produce an overall risk assessment in conjunction with emergency services and/or our clients, as appropriate.
2.6 Keep visitors - especially small children - at a safe distance from any fires and never leave the latter unattended. Participants should provide their own personal fire-fighting equipment (as a minimum, a bucket of water) to augment site fire safety arrangements. In addition, we urge everyone sleeping or cooking on site to bring and keep your own personal fire extinguisher handy. 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.
2.7 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. please only use them outside or within open exterior awnings (although for authenticity reasons, not during visitor hours).
3. Insurance
3.1 Unless insured, you must participate at your own risk. EventPlan and the venues have appropriate public liability insurance but these cover our/their activities on site, not yours. You may wish therefore to arrange cheap personal 3rd party liability insurance (NB: If you have home contents insurance, you probably already have this). Uninsured individuals participate on the strict understanding that a) all appropriate care will be taken b) that venue/ EventPlan health and safety requirements - the latter outlined in this document - still apply and c) nor EventPlan nor our clients will be held responsible if you are involved in an accident/incident (unless caused by negligence by EventPlan and/or our clients).
3.2 EventPlan cannot be held responsible for the security of or misuse of any participants' items, objects, vehicles, machinery or weaponry on or off site, these remaining the full 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 by public liability insurance.
Want insurance but not sure how to get it? Just drop us an email and we'll pass on a list of specialist companies that may offer this service.
All vehicles must be appropriately insured and driven with care.
4.1 Alcohol must not be consumed by any participants selling, carrying or using any form of weaponry on site during event hours. Recreational drugs are banned at all times. Don't drink to over the limit at any time - see Standards of behaviour below.
5.1 Dogs must be kept on a lead and be controlled at all times during event hours, and kept under control thereafter. All wildlife must be left alone.
6. Arenas and tape barriers
6.1 Any displays should only take place in designated areas. Apart from a designated commentator, only official stewards are permitted between double tape barriers. Re-enactors and especially their children should not attempt to sit between barriers for a better view, as they will be removed for their own safety.
7. Vehicles
7.1 Only official vehicles may move on site during published set event times. The prohibition on moving vehicles extends during evenings and overnight (except for arrival and departure), and in particular there must be no joyriding around the site.
8. Weapons and Black Powder
8.1 All groups/individuals bringing weapons, firearms or black powder must be trained by their parent group in its/their safe use and be appropriately licensed. Appropriate shotgun/firearm certificates/black powder licences must be carried at all times in case the authorities require an inspection. No black powder is to be stored overnight at the bazaars.
8.2 Do not allow children to touch or pick up any small arms, edged weaponry, sharp objects or anything else that may cause harm - we suggest that any edged weapons/knives be displayed out of reach on your stall. Weapons must be securely stored by the participants when not in use/on display/on sale.
9. Standards of behaviour on site
9.1 Participants must agree to amicably co-operate with the organisers and all others present and conduct themselves in a civilised manner. Rudeness to staff, other participants and/or the public will not be tolerated. You must be self-stewarding and for the sake of others present adhere to the Midnight noise curfew, with any rowdy participants being subject to immediate and permanent removal if they will not keep quiet after the curfew.
9.2 We reserve the right to cancel the participation of anyone without warning if we deem their 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. 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. Quite simply, we'll kick out anyone who doesn't behave, for the good of everybody else.
10. Avoiding damage to the ground and/or archaeological remains
10.1 Participants must adhere to any agreed site restrictions, eg to protect archaeological remains and/or 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.
11. Camp fires and firewood
11.1 Any cooking/ living history fires must be free-standing (to protect the ground). Participants will need to provide their own wood, fire baskets/ bricks & plates, ensuring that fires are high enough above the ground to avoid any damage. You must protect the turf and leave it as found. Treat ash and any other leftover from the fire as litter - see below.
11.2 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 (and you) return.
11.3 No open fires are permitted within modern camping or sales areas, only within living history areas or by (preferably behind) period style stalls. Make sure you act one the safety info in paragraph 2 above.
12. Litter
12.1 Participants are responsible for bagging up all their own rubbish (including cooled ash/wood etc from fires) and placing it in at their designated spots. No rubbish must be left for others to clear up (unless we specifically state in event information that bags may be left in situ) as doing so could jeopardise future invitations to attend EventPlan bazaars/our other events.
13. Event planning responsibilities
13.1 There is a simple split of responsibilities between EventPlan, our clients and participants. EventPlan is responsible for organising and directing the bazaar itself including booking of, liaison with and payment by participants, plus supply of any safety signage and barrier stakes/tape as appropriate. Venues staff are responsible for administering all other elements of the event, including infrastructure eg toilet provision, catering, daytime 1st Aid etc. Participants are responsible for setting up, maintaining, safety, security of and removal of their stalls (including supply of any tables, chairs etc).
14. Booking conditions.
14.1 You must read and adhere to any notes & conditions on the booking form (eg size of pitch, costs etc).
Please contact us if you have any queries.
Thank you for adhering to our conditions of participation, enjoy our bazaar(s)!
Back to: Wimpole Booking form Rufford booking form
Updated 15 April 2010