The Eventing Spring Carnival 27th – 29th March 2020
CLASSIC CAR REGULATIONS
Full Regulations should be read before completing your application.
1. APPLICATIONS
Application forms for the Eventing Spring Carnival at Thoresby complete with relevant documentation must be returned by the closing date 18TH March.
No booking will be accepted without the correct payment & documentation.
All Classic Car exhibitors are required to submit a copy of their current Public Liability Insurance along with copies of risk assessments at the time of application. Failure to do so will result in the application being rendered ineligible. It is also a requirement that on request the appropriate licences, tax and insurances for all vehicles brought onto the site and that, where appropriate, they are roadworthy to D of T Standards.
2. APPLICATION NOTES: (Please read carefully)
Exhibitor space at The Eventing Spring Carnival is limited, and it is recommended that you submit your application as early as possible to avoid disappointment.
You must state clearly on your application form the dimensions of said vehicle.
Your application will remain provisional until agreed and accepted by BEDE Events Ltd.
No refund of charges will be made in respect of any exhibitor who, for whatever reason, does not attend the event, or cancels their booking after the above closing date.
All issues at the event should be directed, in the first instance, to the Trade Stand Manager.
The use of generators in the trade stand area and caravan parks is strictly prohibited. Traders wishing to book electric hook up, either for their stand or caravan, should indicate this on their application form.
If you wish to discuss any aspect of your application, please contact BEDE Events on 01949 829061 or chloe@bedeltd.co.uk
3. The Organisers may exclude, at their discretion, any person or Company from trading/exhibiting at the event, or close the stand of any person(s) who fails to comply with current health & safety legislation and/or all reasonable directions from the Organisers.
4. ALLOTMENT OF SPACE AND ACCESS TO SITE
Application for space shall be dealt with by the Organisers who, at their discretion, shall determine the space and position allocated to the Classic Cars.
No Classic Car shall be permitted to move to any site other than the one allocated to them, unless by arrangement with the organiser.
5. PASSES AND PARKING OF VEHICLES
Each Classic Car will be issued with one pass – this will entitle the car and two occupants entry to the event – any extra persons in the vehicle will have to pay on entry or purchase a ticket in advance for the day of entry.
· No unauthorised vehicle movement onsite once the event opens to the public.
· Further movement restrictions may be imposed as necessary, for example as a result of inclement weather conditions.
· The organisers reserve the right to remove improperly parked vehicles.
Lost or forgotten passes cannot be duplicated.
6. OPENING OF CLASSIC CARS
All cars must be in place by 9am on the day of exhibiting – entry is via gate 2 and in case of vehicles arriving after 8am they maybe a slight delay in placing your car due to competition having started, please bear with our site staff, as they will have to navigate visitors to place your vehicle.
All goods and exhibits must arrive on the event site not later than 9.00am Saturday 28th March and be removed by Monday 30th March 2020. Failure to comply with these timings may incur financial penalty, unless by prior arrangement.
7. GENERAL CONDITIONS
No trader/exhibitor will be allowed to place exhibits, of any description including signs and A-boards, so that any part thereof projects beyond the limits of space allotted to them, nor in such a manner as to obscure unduly the exhibits of an adjacent stand. Kites, balloons and loud speakers are prohibited, musical instruments etc. may NOT be played without the consent of the organiser.
All Traders/Exhibitors must confine their displays, recruitment, sales and/or fund raising to their Stand. No person(s) may solicit business in the public walkways and concourses, nor on any other part of the site. This regulation applies equally to charities and commercial traders/exhibitors.
Exhibitors are responsible for the safety (including fire precautions) and security of their Stand. Exhibitors are advised to insure against fire, theft, abandonment and also against third party claims.
There will be LIMITED night security.
Traders/Exhibitors are responsible for removing all rubbish and refuse at the end of the event and for leaving the site in the same state as they found it. This includes the filling of any post holes, etc.
8. RESPONSIBILITIES OF TRADERS/EXHIBITORS
Neither the Organisers, The Stonebridge Trust nor British Eventing shall be responsible for any article or object of any kind exhibited by exhibitors. Exhibitors shall assume full responsibility for their stands and any article or object displayed thereon and shall be responsible for any liability or claims arising out of the displaying/handling of these exhibits and the conduct of their stand generally. The exhibitor shall indemnify the Stonebridge Trust and/or the Organisers against all claims, damage or expenses arising in any way out of the presence of the trader/exhibitor or their exhibits at this event. Acceptance of these provisions shall be a condition of entry.
9. DISCLAIMER OF LIABILITY
Except for the negligence of the Organiser and his or their agents or others for whom in law they are responsible, BEDE Events Ltd, the Stonebridge Trust or British Eventing does not accept responsibility in respect of any accident, illness or disease caused to or suffered by any horse, owner, rider, spectator, sponsor, trader, exhibitor, visitor or others present at the event or the loss or damage to any property and accoutrements of the aforementioned persons.
The Organisers shall not be liable in respect of any loss or damage whatsoever arising from the abandonment, cancellation or postponement of The Eventing Spring Carnival, or any such eventuality.
Additionally, the Organisers reserve the right to refuse admission to the event to any person or to withdraw permission at any time their right to remain within the confines of the event.
10. CANCELLATION & ABANDONMENT
If the Event is cancelled or abandoned before the conclusion a proportion of the site fee will be refunded (see below). There will be no refund in respect of any shedding, optional extras such as flooring etc. or electricity connection, which is already on site and has been erected or installed on behalf of the Exhibitor.
- cancellation prior to start of 1st day - 100%
- cancellation prior to start of 2nd day - 66%
- cancellation prior to start of 3rd day - 33%
Traffic Rules
The following site wide rules will be applied for this event.
Drivers should be:
Of legal age, competent and authorised to operate the vehicle, plant or equipment being used
Hold a current full drivers licence and/or certification as appropriate
Have all relevant insurances
Drivers are responsible for the safe operation and maintenance of their vehicles and for ensuring that all equipment has any relevant and current certification/documentation e.g. M.O.T.
Drivers are not permitted to drive any vehicle whilst under the influence of any substances likely to impede performance and awareness e.g. alcohol, drugs
Movement while the public are onsite will be restricted to authorised vehicles only and kept to an absolute minimum. Vehicles moving through areas where there are pedestrians should be accompanied by a safety officer and / or an adequate number of stewards to ensure public safety.
There is a site speed limit of 11mph except for emergency vehicles when engaged in the pursuance of a legitimate emergency.
Passengers must not be carried on any part of a vehicle in a manner not consistent with the design and construction of the vehicle.
Riding on trailers can be dangerous. No-one is allowed to ride on a trailer not specifically designed for that purpose.
Safety restraints/seat belts where fitted, must be worn.
Passengers are not permitted to ride in cabs that do not have a seat fitted for that purpose.
No person under the age of 13 is allowed to sit in / ride upon any agricultural vehicle
(The Prevention of Accidents to Children in Agriculture Regulations 1998)
All materials and articles shall be transported safely and with due regard towards other workers and the public; special care should be taken during loading and unloading.
Drivers are to ensure that all loads are safely and correctly secured
Drivers should ensure their own safety and the safety of others while manoeuvring, loading and unloading materials and equipment.
Vehicles may be removed from the event if they fail to comply with these site safety rules, are driven without due care or attention or for non essential movement whilst the event is open to the public.
GDPR
As an exhibitor by applying for our event we take this as consent to hold your data. This data will only be used by BEDE Events for the sole purpose of information for other events we run. This data will be used with data controllers such as Ticketsrv for the purpose of issuing passes, Mail chimp for the purpose of communication. We do not pass on or sell any data we are given.