Trading at EventPlan events 2010

On line booking available now. Please use this facility or if you prefer, download our "paper" form * and submit it with your pitch fee. Thank you.   * For our Bazaars in April, please use the special form - see link from our bazaar pages.

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, but 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.

Our 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 on-line booking form (see below). 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 sizes quoted include guy lines. Please seek a quote from us if your pitch needs to be larger. 

Pitch fees booked via EventPlan include 15% VAT. Please note that fees are non-refundable, as they usually form part of the event expenditure budget.

Period style/canvas tentage only unless otherwise stated. Overnight camping (including for modern tentage/caravans etc) 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

Things you need to

 know if you would like to trade with us -  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 do not usually accept stalls selling obviously modern items eg 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 only 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 (but not all) 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 direct bookings with us 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. 

2.2 1 day bookings are not usually accepted at 2-day events as they can complicate our layout. Exceptions include at our historical bazaars, or if you can offer us a very good reason. .

2.3 Bookings are for a pitch space only (including space for guy lines), 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 Pitch fees are non-refundable, as they usually form part of the event expenditure budget. Traders dropping out at the last minute and wanting a refund have led to irritating budgetary complications in the past, so for this reason we can no longer offer refunds. We will of course consider a refund where we've made a mistake, eg forgetting to tell traders with dogs that a particular client doesn't allow them on site (we've only forgotten this the once, though). We shall always endeavour to include any restrictions such as these within the event details published above.

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 and are usually more expensive than ours.

3. General terms and conditions

Please click for  General terms and conditions of participation for traders. Please revisit as they are updated from time to time.

4. Restrictions on items for sale

4.1. 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).

4.2. 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.

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

4.4. 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.

5. Caterers

5.1. 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.

6. Supply us with your details

6.1. 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 2010   Home Page    Explore EventPlan   

General terms and conditions of participation for traders

Conditions of participation for groups and performers

Updated 25 February 2010