Recreating the past for live events, TV and film
General terms and conditions of participation for traders
Please read these, as they are regularly updated!
Rather than clogging up our main trading page or 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 events will prove profitable and enjoyable for you, 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 You must adhere to all practical requirements outlined by EventPlan (eg parking arrangements, times, other published rules & regs). Be good to us and we'll be good to you.
1.3 Participation is entirely at your own commercial risk. We cannot guarantee any level of sales, nor that the target visitor numbers will be met. Unless otherwise stated, visitor-orientated advertising is arranged by and is the sole responsibility of our clients, not EventPlan Limited, although we publish full details on this web site and assist with interviews and other media when so requested.
1.4 We permit modern sales tentage at some events, although mostly its "authentic tentage only" so as not to spoil the period ambience of the show - please check via our Trading page. Unless you are specifically informed by us to the contrary, modern tents and/or non-period vehicles/caravans are not be permitted on or behind a pitch (ie non-period vehicles are allowed on for unloading/loading only). Participants' cars/caravans/modern tents will normally be located in the modern camp, usually a modest distance away.
1.5. Setting up can usually commence at Noon (or 3pm in some cases) on Friday for a Saturday/Sunday event, or Noon Saturday for a Sunday/Bank holiday Monday event. Packing up is usually immediately at the end of the show (and nor before - traders who seek to leave early won't be invited back), but sometimes this can wait until the next day if so preferred. Please refer to the pre-event information that we circulate for details in each case, or if you need to know sooner, please email us.
1.6 During visitor hours you should wear period uniform or clothing appropriate to the era(s) of the event being staged (or modern clothes if really not possible...and definitely not "fancy dress"). Okay, we don't expect you to adhere to the (often purist) standards of authenticity normally associated with our participants and performers, but please try to keep things looking as good as possible! Please aim to be well dressed/uniformed, and do your best to avoid the ghastly "farbie" anachronisms we hate (and please take the time to read the minimum standards of authenticity that we expect from our performers for what we mean by this). NB: SS and Nazi Party uniforms are not permitted, even at WWII shows. If in doubt, or contact us. We reserve the right to exclude persons/impressions that we deem inappropriate (or lacking acceptable standards of dress) from our events.
1.7 Photographs taken at our events - including of traders - may be used and/or offered for sale by the photographer(s), as is their right under copyright law.
2. Safety
2.1 EventPlan Limited regards the health, safety and welfare of traders, participants, 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 you 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 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.
2.3 For obvious operational reasons EventPlan will hold traders responsible for the actions of their staff and cannot take responsibility for the actions of others. This includes paying for any damage (accidental or otherwise) inflicted on equipment or the event venue, within reason. You must be self-stewarding. All traders must take care to protect their staff, site staff and visitors from any potentially hazardous displays or activities associated with their stock, stand and activities on site. You 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 you should take reasonable care not to rip or fall over tent or marquee guy lines and the like. You must not do anything unsafe, and ensure that their actions do not endanger others. See also Insurance, below.
2.4 You must assume responsibility for your own security, although EventPlan clients may also arrange security patrols when appropriate.
2.5 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.
2.7 Keep visitors - especially small children - at a safe distance from any sharp objects or fires and never leave these latter unattended. You should provide your 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.
2.8 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).
2.9 Any generators or other electrical equipment must be quiet, appropriately maintained, tested/safe and situated/insulated so as not to cause noise/pollution to event performances.
3. Insurance
3.1 EventPlan and the venues have appropriate public liability insurance but these cover our/their activities on site, not yours. Therefore you must hold appropriate public liability insurance and submit an up to date copy annually to EventPlan. This insurance must indemnify EventPlan Limited against all claims, damages or expenses whatsoever in a way arising out of the presence of your group/participants or their displays. A copy should be brought to the event in case our client/ the authorities wish to check details.
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. You 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.
All vehicles must be appropriately insured and driven with care.
4.1 Alcohol must not be consumed by anyone selling, carrying or using any form of weaponry on site during event hours...and to be honrest, we'd rather you didn't drink alcohol at all during visitor hours as it comes across as unprofessional.. Recreational drugs are banned at all times. Don't drink to over the limit at any time - see Standards of behaviour below.
5.1 If you want to bring a pet, check any restrictions before booking. Where allowed, 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 demonstrations or displays associated with your sales pitch should be safe and only take place in designated areas. If using an event arena (with prior agreement of EventPlan only), please note that apart from a designated commentator, only official stewards are permitted between double tape barriers. Neither you nor your children should not attempt to sit between barriers for a better view, as you/they will be removed for safety reasons.
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.
7.2 Vehicle size/ weight and other restrictions may apply on site. These will be noted on the published participants' pre-event information, although if we think there will be a problem we'll contact you immediately on receipt of your booking form. Occasionally (such as at Rufford Abbey) ground conditions are weather-dependant and if poor vehicle access can be restricted/denied on grassy areas. We recommend bringing a trolley or barrow just in case.
8. Weapons and Black Powder
8.1 Appropriate shotgun/firearm certificates/black powder licences must be carried at all times in case the authorities require an inspection. Do not store black powder on site except by prior arrangement with EventPlan. 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 or pointed weapons/knives be displayed out of reach on your stall. Weapons must be securely stored by you when not in use/on display/on sale. Stay legal at al times.
9. Standards of behaviour on site
9.1 You must agree to amicably co-operate with the organisers and all others present and conduct yourself 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 - all present are subject to immediate and permanent removal if they will not keep quiet after the curfew.
*unless another time stated in pre-event information
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 You must adhere to any site restrictions we inform you about, 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). Unless supplied by our client as part of the show infrastructure, you will need to provide your own wood, plus 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 left over 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 areas, only within living history areas or by (preferably behind) period style sales stalls. Make sure you act one the safety info in paragraph 2 above.
12. Litter
12.1 You are responsible for bagging up all your own rubbish (including cooled ash/wood etc from fires) and placing it in at the 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 will almost certainly jeopardise your future participation in EventPlan events.
13. Event planning responsibilities
13.1 Usually there is a simple split of responsibilities between EventPlan, our clients and participants. EventPlan is responsible for organising and directing each event including booking of, liaison with and payment by participants, booking of traders (unless handled directly by our client, as in a number of cases) 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. You are responsible for setting up, maintaining, safety, security of and removal of your 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 trading at our events(s)!
Back to: Trading page
Updated 21 January 2009