Terms and conditions of participation in EventPlan shows

for classic and military vehicle owners

 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 warmly welcome classic vehicles to many of our events and 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 parking up and "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 classic and military vehicle owners a chance to take part in 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 pack 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

Some EventPlan events are "invitation only". No groups or individuals may participate in these events without an invitation, nor can participants "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). However, we usually throw open appropriate events to classic vehicle owners, usually 1930s/40s (for WWII themed events) but also occasionally, any era (up to a defined date), at certain multi-period shows. Please see below.

2.2  "Open invite" events

Increasingly, we stage "open" events where classic and military vehicle owners and others 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, and leave space for you.

We very much value the contribution that classic and military vehicles 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. All those coming to an our events 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

Vehicles are subject to the same safety rules as other participants, 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 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 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. Take care to protect fellow participants, visitors and staff from any potentially hazardous displays or activities associated with your displays 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 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 often arrange security patrols when appropriate.

3.4 Risk assessments

Classic vehicle owners don't need to create a risk assessment for participation in our events if parked up in a static display, so long as they don't leave any hazards (eg, things people can trip over) lying around...but if taking part in a display involving driving around, whether in or outside an arena, one will be.  Ask us if you need to but 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

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

Neither EventPlan nor its clients can be held responsible for loss of or damage to 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 site areas. 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. 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.

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 

Vehicle owners should not bring weapons (except for deactivated ones) to our shows without prior approval.  Anyones using weapons, firearms and blank ammunition must be adequately trained 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 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, any participants 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 vehicle owner new to the idea of wearing period kit. You don't have to be 100% right, you just have to look the part...but if you are wearing uniform and/or presenting a living history display, please do try to 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 move to the modern campsite. If further infringements occur, they may not be permitted to attend future EventPlan events.  However, with your co-operation, such problems are extremely rare.

4.2 Impressions and minimum standards:

In short, please try to 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.

Vehicles, trailers, equipment, 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 vehicle, cover it up. If you can't cater for yourself "in period", and need for example to purchase a hot drink or food from a modern vendor, please do so using a period cup/plate, quickly, and eat/drink it away from the vendor's outlet.

If you need glasses, please make them period-style.

Where groups allow cross-dressing, females depicting male soldiers 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 all others 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 fellow participants (always at Midnight unless you 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  Always leave the event venue just as you found it. 

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

6. Expenses

6.3 Unless we are allocated a generous budget by our clients, we don't usually offer expenses to those applying to come to "open invite" events, but in return for coming along classic vehicle owners usually gain free entry and camping - and occasionally with a free ticket to an evening dance.

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/lawns etc. Where there are restrictions they are usually to do with weight restrictions and/or archaeological remains. 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. If the ground is wet, please drive carefully so as to minimise tyre or track marks.

7.2 Camp fires and firewood

We assume that you won't need cooking or camp fires, but if so, please read paragraph 6.3 of our standard terms and conditions of participations (for "general" participants).

7.3 Litter

Participants are responsible for bagging up all their own rubbish 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 vehicle display 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, b) clothing is appropriate to the era, and c) any modern cameras are hidden or disguised.

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) (if you have one) 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)!

Back to:    EventPlan Home Page      Events 2010     

 Victory at Hughenden   Wartime Clumber   Woburn through the ages  Salute for Heroes

Blasts from the Past   The Sheffield Fayre  On the Home Front   Wimpole at War

Link to:    Explore EventPlan 

                 Updated 24 February 2010