Trading at EventPlan events 2008

There are usually trading opportunities at our events, although because of the historical nature and ambience of our displays only selected applicants are accepted. This section lists current trading opportunities, pitch fees and payment arrangements. All events are confirmed unless otherwise stated, please revisit for updates.

Our philosophy is simple - we value historical traders as an interesting addition to an event for visitors and performers alike, and not primarily as one of EventPlan's income generating initiatives. Indeed, EventPlan rarely benefits directly from traders' pitch fees, as usually we immediately "recycle" them into the event budget, thus allowing us to expand the number of participants where possible (and in doing so, increase the number of potential customers to traders). So everybody benefits.

As you can see, pitch fees are very reasonable. Audience estimates are based on past events wherever possible and hopefully pretty accurate (subject to weather conditions, of course). Unless otherwise stated, payment is in advance, to be submitted by post with our booking form. Important: Please ensure that you carefully read all the notes/ terms and conditions below before booking so you know what we expect of you, and what you can expect of us in return.

Pitch fees are usually based on a maximum size of 20 x 20 feet plus guy lines. Please seek a quote from us if your pitch needs to be larger.

Overnight camping is available at all venues unless otherwise stated.

Multi-period show dates are in red                * denotes an event directed or co-ordinated on site by EventPlan

Terms and conditions -  Please read carefully before booking. 

We appreciate that there's quite a lot to read through initially, but once you do, you'll know what we expect from you, and what you can expect from us...thanks!

1. What sort of traders do we accept?

1.1 As our events are all historical,  we naturally enough prefer traders that specialise in historical items (usually reproduction) or likely to appeal to a historically-minded audience. We are not at all keen on modern items, novelties, general gifts etc, nor double glazing sales, cars, insurance and similar stands. We seek to build a historical ambience at our events so traders need to fit in with this (although obviously certain modern catering units are often needed if there isn't any catering on site). 

1.2 Militaria dealers are welcome at selected events, although restrictions on what can be sold apply, and standards of stall presentation may be higher than militaria dealers are used to. We prefer period-style canvas tents/marquees and rarely allow modern "party" tents or anything similar, since these are counter-productive in presentation terms. A smart gazebo/party tent might just be okay in some circumstances, though (please check the event listings). Except for caterers, if you trade out of a caravan or similar, sorry we aren't interested. Likewise, if you need to park right behind or next to your stand, sorry, you aren't for us at most events (parking is elsewhere, usually deliberately "out of sight, out of mind"). And just to complicate things (well, only a bit!) our clients, such as the National Trust, may have specific likes/dislikes that we need to check/adhere to.

1.3 We usually forward all information to traders by email and prefer not to have to send out any hard copies as a) its too time consuming at peak season and b) let's face it, the post is not reliable. So preference will always be given to traders who have email.

1.4 So, if you are a historical trader, and/or offer items for sale that we think would appeal to our visitors, and you can sell them from an attractive period tent or stand, you are probably our kind of people, so why not give it a whirl? 

1.5 Oh, by the way, as well as expecting high standards of presentation, we always try to ensure that there is a "happy family" atmosphere at our events, so we are very careful about who we allow to participate. So anyone even vaguely rude or pushy won't be accepted (or if already on site, would be required to leave).

1.6 If you would like to trade at EventPlan shows but aren't sure how to get started, or if your tent/stall fits in...or if you have any general queries, please contact us. We don't bite (well, usually only if someone bites us first)!

2. Booking arrangements

2.1 Please see above for whom to book with. All bookings must be made on our booking form to ensure you have understood our terms and conditions. All bookings and payment are in advance, bookings are not usually accepted on the day. The number of pitches available are usually deliberately restricted and we operate on a first come, first served basis.  See General terms and Conditions paragraph 2 (below) for cancellation information.

2.2 For the sake of fairness, and to avoid gaps in the traders' line up, 2 day bookings generally receive priority over 1 day bookings. 1 day bookings are not usually accepted at busier events where we are likely to be oversubscribed.

2.3 Where booking is via EventPlan, quoted fees are for pitches up to 20 feet wide (please seek a quote from us if you require more space) and 20 feet deep, plus guy lines. Booking is for a pitch space only, we do not supply tables or tentage.  Tents with a larger "footprint" may attract a higher fee or not physically fit in, so please check with us in advance if this applies to you.

2.4 When booking with EventPlan, please download and send in by post a completed booking form along with your cheque. Note that we require you to read and agree our terms and conditions, especially noting items that we do not allow on sale.

2.5 If interested in trading at events where booking is via other organisations (see above), please seek details and a quote direct from them. Their fees and stand sizes tend to vary.

3. General terms and conditions

3.1. Traders must comply with all appropriate conditions published on these pages. Participation is entirely at traders' 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.

3.2. Cancellation: If a trader cancels his/her booking 14 days or more before an event, a full refund will be offered. Cancellation must be in writing (an email is fine). Refunds are unlikely after this time - unless a very good case is made - as pitch fees will by this time have formed part an integral part of the event expenditure budget. If an event is cancelled by a client for one reason or another, we shall always endeavour to recover and return traders' pitch fees wherever possible.

3.4. As previously mentioned, EventPlan events require a high standard of presentation, with preference given to historical traders utilising period tentage. Tents/stands/items on sale must not detract from the event ambience.  Vehicles must usually be moved to a designated parking spot after setting up.

3.5. We expect all traders to act in a civilised manner whilst on site, and we reserve the right to cancel any bookings/participation without warning if we deem behaviour to be unacceptable or damaging to the event, visitors, our clients or EventPlan in any way, including through actions or words, written or spoken. If cancelled prior to an event, we may depending on the circumstances offer a refund, but probably not during one. In short, be nice; don't fall for or spread any stupid/malicious re-enactment orientated rumours (this is specifically included due to this actually happening on one occasion, which beggars belief); 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 (probably permanently) anyone who doesn't behave.

3.6. 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.

3.7. Setting up can usually commence at Noon 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, but sometimes this can wait until the next day. 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.

3.8. Size, weight and other restrictions may apply on site. These will be noted on the participants' 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. A recommendation to bring for trollies/barrows will be announced if so.

3.9. Traders 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.

3.10. Traders requiring open cooking fires should let us know in advance as this might affect where we place you (eg, due to client restrictions/requirements). Assume that fires must be free-standing (to protect the ground) unless otherwise stated in event briefing material (eg our pre-event Participants Information aka Warning Orders). You will need to provide your own fire baskets/ bricks & plates and ensure fires are high enough above the ground to avoid any damage. If fire pits are allowed, you 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. 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 you (and even EventPlan) back. Only designated stocks of firewood will be burnt (unless foraging is specifically agreed) as apparently abandoned logs may well contain wildlife habitats. Traders will ensure their that their staff 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 everyone is sensible.

3.11. You are responsible for bagging up all your own litter/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.

3.12. Usually there is an agreed split of on-site responsibilities between EventPlan, our clients and groups/performers/traders etc.  EventPlan is usually responsible for organising and directing the re-enactments including booking of, liaison with and payment with groups/performers/traders, 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.

3.13 within reason, traders are required to wear period clothing and look as authentic/historically appropriate as possible - although we do not expect living history standards of presentation, only attractive period style tents/ stands are likely to be accepted at most of our events. Modern tentage/stands are, however, accepted at a few events, conveniently placed but not generally near living history areas.

3.14. Unless in appropriate period kit with a correct or adequately disguised camera, do not use cameras during visitor hours, as doing so ruins period impressions. Save "weekend snaps" to after hours please, when anachronisms don't matter so much (the latter only if acceptable within participants' groups' authenticity rules, of course). Modern anachronisms (apart from agreed stock) should be removed and/or hidden during visitor opening hours. These include inappropriate modern cameras, footwear and glasses (especially non-period sunglasses!), smoking (unless in period), 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 where people can't see you, and those irritating "let's publish an amusing photo" journalists can't snap you.

3.15. 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.

3.16. We reserve the right to decline or cancel applications for whatever reason we consider reasonable.

4. Health & Safety and Insurance requirements

4.1. 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 participants to take the issue of safety just as seriously. Please think safety and act safely at all times. Please also click the link to see EventPlan's Safety policy.

4.2. For obvious operational reasons EventPlan will hold participating 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 participants must take care to protect their members, visitors and staff from any potentially hazardous displays or activities associated with their stock, stand and activities on site. 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 rip or fall over tent or marquee guy lines and the like.

4.3. 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.

4.4. All traders should assume responsibility for their own security, although EventPlan clients may also arrange security patrols when appropriate. EventPlan cannot be held responsible for any items, objects, vehicles, machinery or weaponry on or off site, these remaining the 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 your public liability insurance.

4.5. Traders are reminded that they should draw up and carry out a event risk assessment including for any displays. A copy should be sent to the EventPlan office prior to the event or at the very least, be available for inspection at the event. EventPlan will in addition produce an overall risk assessment in conjunction with emergency services and/or our clients, as appropriate.

4.6. All traders must hold appropriate public liability insurance and submit an up to date copy annually to EventPlan, in good time prior to the first event, for checking. This insurance must indemnify EventPlan Limited against all claims, damages or expenses whatsoever in a way arising out of your presence and activities. A copy should be brought to the event in case our client/ the authorities wish to check details.

4.7. Fire points will usually be located in both historic and modern 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. Participatants are thus reminded to ensure that their staff do not borrow  these items, with failure to comply likely to incur penalties.

4.8. If you have a fire, keep visitors - especially small children - at a safe distance and never leave the latter unattended. You should provide your 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 you if sleeping or cooking on site to bring and keep your own personal fire extinguisher handy within your tent/caravan/vehicle. 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.

4.9. 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, caravans or vehicles, unless fitted by the caravan/vehicle manufacturer. Preferably use them outside, or within open exterior awnings (although preferably not during visitor hours, for safety and presentation reasons).

4.10. Alcohol should not be consumed before or during visitor hours, particularly by anyone selling, carrying or using any form of weaponry on site on event days, normally until after 6pm daily. Anyone found drunk during visitor hours will be required to leave the public area, and if causing a nuisance then or at any other time, will be required to sober up and leave the event. Recreational drugs are banned at all times, and will not be tolerated.

4.11. 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, ie no hunting.

4.12. Any displays - for example, have a go archery - should only take place in designated areas and be appropriately taped or roped off. Check with us if you aren't sure what we require.

4.13. Only official vehicles may move on site during set event times, which will be published. The prohibition on moving vehicles extends during evenings and overnight (except during set up and departure), and in particular there must be no joyriding or lifts to and from any beer/refreshment tents if provided.

4.14. All traders selling or using weapons must adhere to all normal legal requirements and hold appropriate licenses.

4.15. Do not allow visitors - particularly children - to unnecessarily handle small arms, edged weaponry, sharp objects or anything else that may cause harm. Weapons will be securely stored when not on sale.

5. Restrictions on items for sale

5.1. We do not permit the display or sale of certain items. These include:

- SS or other Nazi memorabilia, uniform or regalia (including daggers), or SS-related items (military prints, music, T-shirts etc), although Wehrmacht, Luftwaffe and Kriegsmarine items are acceptable.

- Post World War Two combat knives and similar edged weapons.

- Post World War Two firearms/replica firearms.

- Items that obviously have no historical link and do not sit well with an historical environment (eg double glazing, modern clothing, sports equipment etc). However, at certain events clients may make available an entirely separate area for non-historical traders (eg the Sheffield Fayre, see above list).

5.2. All firearms for sale are required to be deactivated, other than black powder weapons or replica blank firers representing eras up to and including World War Two.

5.3. Weapons (other than toys) must not be sold to minors.

5.4. We reserve the right to insist on the immediate removal from display of any items deemed inappropriate by EventPlan or our clients, for whatever reason. Our policy is to be pragmatic but we sometimes operate within client restrictions. If you intend to sell something you are not sure about, or think we might not be sure about, please contact us in advance. If you are unwilling to accept our terms and conditions, please do not seek to book with us.

6. Caterers

6.1. Naturally our clients usually like to supply a catering service to event visitors and participants (and the former rather than us usually arrange this). Concession holders must maintain appropriate levels of hygiene/H&S and operate from attractive, well-maintained units. The above terms and conditions also apply. Attractive, tidy catering units stand the best chance of being booked.

7. Supply us with your details

7.1. We always prefer to welcome traders and concession holders with whom we have worked with before, or who have supplied us with sufficient information to allow us to book them with confidence. Please feel free to write to us enclosing your details if you are interested in working with us.

Thank you.

Links to:

Events 2008    Home Page    Explore EventPlan    Conditions of participation for groups and performers

  Updated 4 August 2008