Standard conditions of participation in EventPlan shows

for re-enactment groups and other performers

Rather than clogging up our event contracts and traders' booking forms with endless paragraphs, we instead publish our standard conditions here.  This also allows clients/groups/performers/traders to see what we expect/offer in advance of working with us. Please  contact us if you have any queries arising from this document.

Traders: Please go straight to our Trading section, with link to our booking form.

1. Introduction

1.1 We believe in working with event performers in a genuine partnership. We offer groups bookings that we hope will prove enjoyable and fulfilling for participants, but in return we require certain guarantees. These encompass achieving (and, preferably, exceeding) the following;

• Health & Safety and insurance requirements

• Minimum standards of presentation and authenticity.

• Standards of behaviour on site.

• Other standard conditions of participation.

1.2 These conditions of participation will normally form part of our contract with performers and groups. They are mostly simple common sense, but especially with safety requirements, it's vital to set these down in advance. It also safes on having to include them in each event contract.

1.3 Performer/group co-ordinators are required to a) read EventPlan’s event pre-event participants' information aka "Warning orders" (usually issued at least one month before an event), any other requirements noted and these Standard Terms and Conditions of Participation, b) ensure their members comply and c) agree to be responsible for their members’ actions on and (within reason) off site throughout the set up, event and pre-departure tidy up.

1.4 Please note that sometimes, usually in the case of single-society events,  we arrange outline events on behalf of clients who then carry on with the organising and co-ordinating on site themselves . In these cases it is usual for the contract to be drawn up direct between clients and performing groups, although we advise as appropriate.

2. Health & Safety and Insurance requirements

2.1 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 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.

All re-enactors taking part in our events must be paid up and/or confirmed members of groups specifically invited by EventPlan (or our client). Membership cards and/or proof of membership may be required so ensure members should bring them. Please let us emphasise that no-one is permitted to invite other groups or individuals without EventPlan’s express prior agreement.

Occasionally we also arrange "open invite events" where individuals are welcome - please see 2.6 and 5.1 below.

2.2 Participating groups/performers' safety policy

Each contracted performing group should have a safety co-coordinator and safety policy, both known to the membership. The latter should be encouraged by the group and/or safety co-ordinator to take safety extremely seriously and action their safety policy. Participants must not do anything they consider unsafe, even if ordered to do so by society officers. Participating groups should ensure that their members' actions are reasonable and do not endanger others, and that members are appropriately trained prior to performing (in advance and/or at each event). Participating groups must ensure they, their activities and all machinery/weaponry and other items meet local authority and statutory Health & safety requirements. Individual performers should similarly carefully consider and act upon safety needs.

Note especially that for obvious operational reasons EventPlan will hold participating societies responsible for the actions of their members (likewise individual contracted performers) 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.

2.3 Stewarding and security

All contracted groups/individual performers must as usual be self-stewarding on and off the field and particularly during the hours of darkness. Group/society "command structures" must be able to function 24 hours a day, just in case of an emergency, so society organisers/co-ordinators must ensure their members know where to find them in an emergency. We recommend that each group/society maintains an HQ or "guard tent" with mobile phone to hand in case an ambulance is needed out of hours.

All participants must take care to protect their members, visitors and staff from any potentially hazardous displays or activities associated with their displays and activities on site, including around living history and arena areas. 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.

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 groups should assume responsibility for their own security, although EventPlan clients may also arrange security patrols when appropriate.

2.4 Risk assessments

Contracted participating groups/individuals/traders are reminded that they should carry out their own specific re-event 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.

2.5 Insurance and indemnity

All contracted groups and participants 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 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.

EventPlan cannot be held responsible for 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 by parent group public liability insurance.

Not sure how to get insurance? Just drop us an email and we'll pass on a list of specialist companies that we know offer this service.

2.6 Insurance and risk assessments for individuals attending "open invite" events

EventPlan occasionally issues a general invite for specific events to certain re-enactors and living history groups/individuals, eg 1940s Home Front enthusiasts and military vehicle owners. All participants are required to adhere to the relevant conditions set out within paragraph 1.3 above.

At these events, we strongly recommend that all participants/ enthusiasts carry public liability insurance for their own legal & financial protection, and if your activities warrant it, carry out a risk assessment. However, we recognise that risk and thus need do vary. Both insurance and a risk assessment are essential if staging any "arena style" or otherwise potentially hazardous display (eg cooking). In certain "harmless" circumstances though (eg "promenading" 1940s enthusiasts in period clothing, with no weaponry, or other similar reasonably non-hazardous personal activities eg dancing) we do not insist on insurance or risk assessments. In the latter case, participation is at each uninsured individual's risk and 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 or our clients).

Don't know where to obtain insurance? If you are in the UK, just drop us an email and we'll pass on a list of specialist companies that we know offer this service.

All classic/military vehicles must be appropriately insured and driven with care.

2.7 Fire safety

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. Participating groups are thus reminded to ensure that their members do not borrow or "liberate" these items, with failure to comply likely to incur penalties.

Keep visitors - especially small children - at a safe distance from fires and never leave the latter unattended and douse it 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 within your tent. 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).

2.8 Alcohol and drugs

Alcohol must not be consumed by any participants carrying or using any form of weaponry on site on event days, normally until after 6pm daily. Recreational drugs are banned at all times.

2.9 Animals

Horses used by participants should be carefully walked to and from display arenas, with an appropriate number of safety grooms or stewards (front and back) supplied by the participants moving any visitors out of harm’s way. Where possible, EventPlan will arrange a non-public route to and from arenas, although the topography/layout of some venues do not permit this.  Horses within a living history area must be roped off from visitors.

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.

2.10 Arenas and tape barriers

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.

2.11 Vehicles

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.

2.12 Weapons and Black Powder 

All groups/individuals using weapons, firearms or black powder must be trained by their parent group in its/their safe use and be appropriately licensed.  All must adhere to all normal legal requirements including local police/other official directives including on storage of black powder. Appropriate shotgun/firearm certificates/black powder licences must be carried at all times in case the authorities require an inspection.

Powder must be stored/signed into the official store overnight and will be subject to any local Police requirements, which are confirmed prior to the event.

Do not allow visitors to touch or pick up any small arms, edged weaponry, sharp objects or anything else that may cause harm. Weapons will be securely stored by the Performers when not in use/on display.

As per police requirements, participating groups/performers using cartridges (paper or metal) 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.

3. Minimum standards of authenticity and presentation

3.1 We require re-enactors and other performers to adhere to the following at our events:

Whatever you do at our event(s), don't look or act like these re-enactors from hell (left)! Seriously though, although we want everybody to enjoy themselves in a relaxed atmosphere, we require participants to take authenticity sufficiently seriously enough to at least meet our minimum standards, which apply in all public areas during visitor hours. They don't apply outside of visitor hours, or on any private modern camp sites provided.

Some societies publish their own minimum standards. These should be met at all our events, except where our standards (below) might require a higher level of authenticity.

Our shows emphasise quality over quantity and participation is usually by invitation only, based on high standards of authenticity and presentation at all levels. If your society/group has been invited, it's a compliment because it's not only because of your display content is good, it's because we anticipate that you can also meet or exceed our simple and achievable standards. To avoid any unpleasantness, those unwilling to comply should not seek to take part.
 
Group organisers/COs are asked to check in advance of each event that minimum standards will be met during event opening hours and that every member likely to come is fully aware of our requirements. Please emphasise that our minimum standards must 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 comply. In the unlikely event of infringements on site, the person(s) concerned will be required to immediately sort out their appearance/kit or stay on the modern campsite. If further infringements occur, groups may not be asked back to future events, or in extremis, fees withheld.  However, we trust that with the co-operation of group co-ordinators, such problems will be pretty rare.

We make no apology or labouring any of this, as we don't want a tiny number of thoughtless buggy-pushing, ice-cream licking farbies to "blow it" for everybody else! Please remember - if you are unwilling to comply, please do not seek to take part
 

3.2 Impressions and minimum standards:

a) Participants are to be appropriately dressed/uniformed/equipped/trained to reflect the role portrayed and should only present appropriate impressions. For example, even at "open invite" events, certain impressions are not allowed eg SS personnel. Please refer to EventPlan's individual event web page(s) if in doubt, or contact us to ask. We reserve the right to exclude persons/impressions  that we deem inappropriate (or lacking minimum standards of authenticity) from our events.

b) Soldiers should be correctly uniformed and adequately equipped - no troops in half-dress/equipment (eg all English Civil War musketeers to have bandoliers or a cartridge case, and if firing, a musket with a working lock - no touch-firing, please!).

c) All modern anachronisms must 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 away from the vendor's outlet. Please don't hang around modern caterers during visitor hours, it looks awful! And definitely no burgers or similar!!!! Don't let everyone else down by being a sad "farbie". Groups or individuals that consistently ignore this will simply find themselves no longer invited.

* try doing what many of our groups do. Only consume period food and drink during the day, saving modern food etc for after hours. Package "rations" up in period looking wrapping or containers. It's not at all difficult and merely takes a little planning beforehand.

d) If participants need glasses, they should either wear contact lenses or period-style glasses. But for safety reasons, whatever they do, they shouldn't enter a display field without being able to see clearly.

e) Inappropriate modern shoes should not be worn unless heavily disguised. For example, with ACW Brogans or ECW latchets now costing less than some trainers, there is no longer any excuse to wear obviously incorrect modern shoes. Participants should buy or borrow a good pair of shoes before the event.

e) Where societies allow cross-dressing, female 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 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.

f) Civilians, children and partners of participating re-enactors should either wear full period equipment and avoid anachronisms (eg push chairs) or stay in modern dress throughout the day. No "half & half". Modern hair styles should be covered up if in period dress. If in modern dress, they should not “make themselves at home” within spouses’ living history areas as this would seriously detract from the authenticity of the scene.

g) All English Civil War pike fighting will be carried at point, not push, unless specifically stated to the contrary in pre-event information.

3.3 In short, participants should look and act the part! No modern glasses, shoes, or other obvious anachronisms permitted during event hours, including inappropriate smoking & eating. Please remember that if we see anyone ignoring these simple and achievable conditions of participation, they will be asked to put things right immediately or to go to the modern camp off site. Essentially, regiments/groups allowing anachronisms on site probably won't be asked back in future.

We sincerely hope that all participants will join with us in making our events as authentic as possible.

If you are an English Civil War re-enactor, check out the excellent Historyact site, an on-line guide to English Civil War re-enactment for the public and sponsors. Follow the tips and suggestions here on how to "do it right" and you can't go far wrong, and it also highlights authenticity gaffs to avoid.

4. Standards of behaviour on site

4.1 Participating groups and traders must agree to amicably co-operate with the organisers and other performers/traders and conduct themselves in a civilised manner. Rudeness to staff, clients, other participants and/or the public will not be tolerated. Groups must be self-stewarding and for the sake of others present will enforce the agreed noise curfew upon their members (Midnight unless groups are informed otherwise), with rowdy members being subject to immediate and permanent removal by parent groups if they will not keep quiet after the curfew. 

4.2 We reserve the right to cancel the participation of any performers/groups without warning - and reduce/withhold the parent group's 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. 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 (probably permanently) anyone who doesn't behave, for the good of everybody else.

5. Event invitations

5.1. Our policy

Most EventPlan events are "invitation only" and always subject to these standard terms and conditions of participation. No groups or individuals may participate without an invitation, nor can groups "subcontract" invitations to friends/other groups without express written permission from us.

Who we invite is often down to budgets, costs, economics and the size of an event desired by our client (most - like EventPlan  - prize quality of participants over quantity). With the best will in the world, quite often we can't invite everyone who would like to participate (especially if a fee is expected too) as we have to operate within the aspirations, priorities and budgets of our clients. The latter usually (but not always) prioritise "arena" based displays over static living history encampments. Naturally we always seek a good balance between arena an non-arena displays, but its the former that usually pulls in the visitors needed to make most events successful.  Whatever the scenario, we try to be as fair as possible. So unless we have room/can afford to pay a particular group to take part, we tend not to ask them. We would consider it a serious cheek to say to you "hey guys, you must come to our event...but oh by the way, we can't afford to pay you anything!" - so we don't do this. However, if we haven't been in touch with your group regarding an event you very much wish to come to, and if your group is willing to come along for expenses or gratis, and can meet our published criteria including on authenticity etc, then please do get in touch.

We are sometimes asked "why don't you use/invite our group?". Well, there may be a number of reasons. Firstly, there are such a large number of groups and performers offering their services (excellent proof that living history is booming in the UK) that it is not really realistic to expect us to be able to book them all.  And rather like a football manager with his top players, we quite unashamedly prefer to invite groups and performers that we know and trust....but even so, as mentioned above, event budgets don't usually stretch to inviting everybody we are familiar with and would like to invite.  If you have yet to work with us, would like the opportunity to show us what you can do, and you can meet our standards of authenticity and other conditions, then why not offer to take part in an event (albeit probably on a gratis basis unless we are very lucky with the budget)?

Occasionally, we stage "open" events where any members of the public/other re-enactors may participate within published guidelines on dress/accepted impressions etc. An example of the latter is On the Home Front 1939-45 at Rufford Abbey Country Park, 15-16 August 2009. 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".

5.2 Invitations to WWII (and post WWII) groups and individuals

6.1 Scripts and performances

Please make your performances as interesting (and where appropriate, authentic) as possible for visitors. Displays should be treated like "stories", with a start, a middle and an end. Groups that ignore this and/or are self-indulgent to the obvious exclusion of the public will probably not be invited back. Check your outline script/display format with EventPlan in advance of the event. Particularly at multi-periods, its terribly important that the various displays should be different, and not just "the same display but with different hats on". Let's keep our visitors and clients happy! We appreciate your co-operation in this.

Once details are confirmed, participating groups/other performers will be expected to the best of their abilities to supply/ carry out the performances as agreed with EventPlan, at the times shown on the confirmed display timetable. In addition they should carry out agreed living history and/or other demonstrations as appropriate.

6.2 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. 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.

6.3 Camp fires and firewood

Participants requiring fires should assume that they must be free-standing (to protect the ground) unless otherwise stated in event briefing material (eg our pre-event Participants Information aka Warning Orders). Participants will need to provide their own fire baskets/ bricks & plates and ensure fires are high enough above the ground to avoid any damage. If fire pits are allowed, participants 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 groups/performers (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. Groups will ensure their that their members 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 participants are sensible.

6.4 Litter

Participating groups/traders are responsible for bagging up all their own 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.

6.5 PA system(s)

PA systems will usually be provided at events for "arena-orientated" displays. We shall assume that 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.

6.6 Responsibilities

The split of responsibilities between EventPlan, our clients and groups/performers is always noted within our event contract with performers, to be signed prior to the appropriate event(s). EventPlan is usually responsible for organising and directing the re-enactments including booking of, liaison with 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.

6.7 Traders

Appropriate conditions of participation are detailed within our Trading section, with link to our booking form.

6.8 Photography

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. Please see 3.2.c above. 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).

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 (so, certainly nobody before the Victorian era, please); b) clothing is appropriate to the era; c) the camera is hidden or disguised; d) unless part of the living history scenario eg 1940s combat photographer, the photography is carried out in a subtle manner/hidden from view so the audience cannot see.

We do not permit obviously modern video cameras or SLRs within any taped off display areas, although cameras are permitted in living history areas with those in modern clothing (only). No "half hiding cameras in shawls", etc, please.

Photographers such as Red Zebra are usually present to cover larger events. They are sometimes permitted to operate between double barriers with prior agreement from EventPlan, but not on the 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 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.

7. Queries

Members of participating groups are asked to contact their group organiser(s) in the first instance. However, if you need to, please contact us.

Thank you for adhering to our standard conditions, enjoy our show(s)!

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                   Updated 27 January 2009