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Responsibilities And Guidelines

Every exhibitor and visitor to Smallwood Vintage Rally has a shared responsibility with the Stewards, Secretary, Health and Safety officials, Medical Teams, Security, Organisers and Directors for helping the event to proceed in a safe and orderly manner. However, the following are key areas of responsibility:

 

• The event organisers and directors are ultimately responsible for ensuring that ...

 Exhibitor Terms & Conditions are clearly defined and made available in a timely manner.

 

• During the event, the Rally Organisers are responsible for ...

 Enforcing the Terms & Conditions defined in this document.

 Resolving any disputes over the applicability of any Exhibitor Terms & Conditions.

In all cases, the Rally Organisers decision will be final.

 

• During the event, staff will be appointed by Smallwood Vintage Rally, known as Stewards,  to aid in the running of the event and are responsible for ...

 Policing the Terms & Conditions defined in this document. 

 Referring any disputes that cannot be amicably settled with friendly communication, to the Rally Organisers to resolve.

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• Exhibitors and visitors to the event are responsible for ...

 Ensuring that they understand and comply with all applicable Exhibitor Terms & Conditions defined in this document.

Visitors, Exhibitors, Traders and all other personnel on site are reminded that whilst every care has been taken to put measures in for the safety of all, as far as is reasonably practical, everyone is expected to take all reasonable precautions to ensure the safety of themselves and others. The event is held on undulating, open, working farm land, as such care should be taken when walking and avoidance of exposed roots, uneven surfaces and previously unidentified pot holes. Please do report and bring to the attention of any of our identifiable stewards,  any issues, not caused by weather conditions. Sensible footwear is recommended at all times but care underfoot should be particularly taken in wet weather and plenty of rest and fluids taken in hot weather.

Children and your pets must be fully supervised

No dogs to be left in vehicles in the car park please at anytime.

Visitors quads are not permitted

Vehicles and bikes parked in car parks at the vehicle owners risk

Taking part in any activities is at your own risk.

Please keep clear of any marquee pegs or ropes. 

At times, for your safety, the stewards may need to segregate the public from moving vehicles, please assist us at those times by following any instructions.

 

In inclement weather, it may be necessary to tow vehicles,  of any description, on or off our fields, Smallwood Vintage Rally has it;s own personnel for this task, identifiable by our High Vis vests and as directed by the section stewards.

If you choose to tow someone in/or out yourself, or choose to be towed by someone, other than the show;s official personnel, you do so completely at your own risk and the show will not accept any responsibility, or liability for any issues arising,  from your decision not to use our professional personnel and professional equipment, or from your decision to voluntarily help, without permission, or authorisation from the show organisers/directors.

 

Some vintage vehicles cannot be towed and individuals can liaise directly with their sections stewards to find the right decision at the time.

 

Bad weather may result in no vehicle movement on site, alterations to the programme, or altered opening hours at short notice.

 

Anti social behaviour will not be tolerated, the show has cctv at each access gate, on the perimeters and in the beer tent marquee. 

Please dispose of litter in the bins provided

No noise, parties or generators in the camp site after 11.30pm please.  If returning from the evening entertainment please respect your fellow campers and do so quietly.

 

Entry forms must be sent to the relevant Section Steward of Smallwood Vintage Rally. The Stewards reserve the right to reject forms if:

• If Space on the showground is limited, therefore ...

Stewards reserve the right to close one, or more sections, to new entries. When selecting entries for inclusion in the event, preference in some sections, may be given to exhibitors attending all three days. Although all entries will always be considered, some sections are mainly made up of one day exhibitors; eg Classic Cars. A photograph is always a great help to the stewards and whilst not compulsory it is positively encouraged.

• All entry forms must be signed, by the owner of the exhibit, to confirm that you hold valid insurance during the duration of the event and that you have read these entry guidelines. Current legislation requires exhibits to be adequately insured against loss and public liability, therefore all exhibits must be adequately and correctly insured and licensed.

• Exhibits must be presented in a clean and safe working condition. This must include any relevant protection against loss of fluids that can cause environmental damage to our working farm land.

 

The entire showground (including campsites and access roads) are covered by the Road Traffic Act and therefore ...

No person under the legal age can drive or operate machinery

All drivers must be fully competent and qualified in law to handle the vehicle they are in charge of.

Road vehicles must be taxed and tested for road use (if not exempt) in accordance with the current regulations for that type of vehicle.

No vehicle or exhibit may be left running when unattended.

All unattended vehicles or machinery must be securely braked and/or chocked.

 

• A maximum speed of 5 MPH shall apply to all vehicles or exhibits moving around the showground.

Excess speed may result in ejection from the event, and/or refusal of entry to future events.

• When moving any vehicle or exhibit, drivers must take special care with regard to young children and pets.

• At all times while on the showground and outside of their assigned section area, all vehicles and exhibits

must keep to the speed limit, be aware of pedestrians and follow the directions of the Rally Stewards.

• Passengers must not be carried on vehicles designed only for one person. Tractors may not convey passengers except in a trailer, or carriage, or a designated seat. Exhibitors acknowledge that this is their responsibility,  to carry passengers safely and legally. 

 

• On days when the event is open to the public, all exhibits must be ‘in position’ within their assigned showground area between 9am and 17:00. During those times no exhibit movement will be allowed without prior permission from an Smallwood Vintage Rally official. Where movement permission is given, a ‘walking escort’ will be provided in all showground areas to which the public has access.

This is for Health and Safety reasons and to mitigate hazards associated with moving vehicles, machinery, and pedestrians.

Any exhibitor attempting to leave early without an escort or a valid reason will not be invited to return. We ask that all our exhibitors respect the paying public and the show by staying on site during our opening hours thank you

 

• If it is necessary to change an exhibit, or vehicle, this must be notified to and accepted by the appropriate section steward, before arrival at the event. Exhibit details must match what is shown on the entry pass.

• All attempts to enter the showground must be supported by a valid pass issued by Smallwood Vintage Rally. No valid pass, no admittance, no arguments.

 

• Only two adults (i.e. driver plus one) are entitled to free event entry when accompanying an exhibit. Any additional persons will be required to pay normal public-entry admission fees each day they attend or purchase a weekend wristband if stopping on site. Any extra wristbands are at the Organisers discretion. All accompanied school age children are free and do not need a pass

 

• Mains water on-site should be boiled before use, bottled drinking water will be available for sale on-site during the event or please bring your own.

• Where exhibitors are responsible for young children, they must supervise and control them to ensure that they are not putting themselves and others at risk.

Please be aware that all exhibits can be lethal if tampered with or not treated with respect.

• Pets must be kept under control at all times. Dogs must be kept on a lead and supervised and cleaned up after please.

 

• Smallwood Vintage Rally is only possible due to a team of volunteers who willingly give their time and talents to put the event on. Rudeness, abuse & aggression towards them, other exhibitors, or members of the public; will not be tolerated and will result in ejection from the event, and/or refusal of entry to future events.

 

• Camping space on the showground is limited, therefore ....

Only one unit of camping is allowed per exhibitor entry. No weekend wristbands will be issued, needed to enter the showground, until your exhibit has been booked in. We will allow you to site your caravan but this will not gain you entry to the showground.

• There will be no access to the campsites for new arrivals after 21.00 hours (earlier in poor visibility). However, arrivals after that time will be allowed to temporarily camp overnight in the holding lane with a 6.30 am wake up call!

Public paid camping - no refunds will be given under any circumstances whatsoever, providing the show opens at 9am on the Saturday.

Should the show be cancelled, for any reason, then refunds, or a carried forward booking will be offered.

No public camping passes to be sold onwards. 

 

• Vehicles being used for camping accommodation, whether a bespoke motorhome or a van converted for camping, must be registered with the DVLA (V5) as a Camper Van / or display a valid habitation certificate. Any vehicle converted for camping with the installation of gas appliances and/or a 240 volt electricity supply, but not registered as above, must display a valid habitation certificate as proof of a proper conversion for the purpose.

Please note that random checks may be made by members of the event safety team to if we feel your van does not comply

• Bottled gas is dangerous and can cause fatal injuries if used incorrectly. It must only be used ... 

In a well ventilated area

With un-modified operating equipment and fittings that comply with current safety standards.

According to the manufacturer’s instructions for safe use.

 

Steam section

• No exhibit or support vehicle may be left running unattended.

• Unattended vehicles must be left securely braked and or chocked.

• Whistles, horns etc. will not be sounded after dark unless in an emergency.

• Exhibits must be covered for 3rd party risks with an indemnity of not less than £5,000,000 per any one claim.

• All exhibits that will be ‘in steam’ during the event must have a valid boiler certificate issued by a recognised authority. All such certificates must be available for inspection by the Steam Steward/ Safety officer at any time while the exhibit is on-site.

• Steam Apprentice Club members only may drive exhibits under NTET guidelines. If they wish to do so they must provide their membership card for inspection by the organisers.

• All support vehicles must be left in your assigned camping space.

We do allow and encourage engines in steam, outside our beer tent, Engine owners and drivers are to use a crew member or request a steward, to ensure safe passage to and from their section during poor or evening light. There will be lighting towers along the main route. In good weather the arena can safely be used if required.

 

Military Section Terms 

The following terms and conditions are specific to Military Section entries.

• The Military Vehicle Trust (MVT) code of conduct is to be followed at all times (copies available upon request).

• All deactivated weapons must be accompanied by a valid Deactivation Certificate.

• NO live firing firearms or shotguns 

There will be no exceptions. Anyone failing to comply will be asked to leave the site immediately.

• No live or blank ammunition of any type will be permitted on the event site at any time.

• The display of SS runes or Swastica flags is prohibited.

• Exhibits should not display partisan insignia used in current or very recent conflicts.

• No trade sales will be permitted without permission

 

Trade Stands

• No trading site is reserved or deemed to be booked until payment in full has been made to Smallwood Vintage Rally. Part payment or post-dated cheques are not acceptable.

• The following is prohibited ...

  The sale of food or drink.

  The Sale of Fireworks

  The sale of pyrotechnics

  ‘Cheap Jacks’ or ‘Mock Auctions’.

• Under no circumstances must a trader encroach into another trader’s pitch. The boundaries of each pitch will be clearly marked.

• A trader must not intrude their stock, or vehicles, into the aisle or walkway in so much as to block a roadway to an emergency vehicle

• Siting of trade stands will not be permitted outside of the designated ‘Trade Stands‘ area.

• Traders can arrive on the Wednesday, pre show, weather permitting and can stay until 10am Tuesday morning

If you arrive later than 9pm without specific arrangements, then you may be held in the holding area until the following morning.

• Traders are not permitted to use PA systems

• No traders may move their stand once the space has been allocated.

• No vehicle movements will be permitted on Friday, Saturday or Sunday after 09:00.

• Delivery of supplies will only be permitted prior to 09:00 each day.

• To comply with current regulations, Risk Assessment forms must be completed by all trade stands

The main reason for these forms is to identity any risks or hazards. You will not be able to eliminate all the risks and hazards, but this should help you to minimise them.

• All litter must be disposed of responsibly.

• All one section living accommodation must contain a suitable fire extinguisher.

 

Catering

All Catering vans must be licensed/registered with the local authority where you are based and have a minimum 4 star current hygiene rating and current insurance for the duration of the event. 

You must have an adequate supply of water and high standards of personal hygiene are essential. You must provide a separate hand wash basin,  to a washing up sink.

• If someone asks about an allergy - be honest, do not guess about ingredients.

You must know which allergens are in your food, either write it down in a matrix and highlight it on your menus, or you must be able to tell the customer which allergens the food contains. If in any doubt at all DO NOT SELL YOUR PRODUCT.

• Buy from reputable suppliers and keep a record.

• Food and drink must be described fairly.

• Make sure you risk assess and do a fire risk assessment.

• Have your own fire extinguisher and fire blanket available

• Waste water from sinks and wash hand basins should be discharged into suitable containers wherever possible      and not directly onto the ground

• High-risk products must be kept at or below 8°C or above 63°C

• Ideally food should be prepared immediately before service, if this is not

possible then the food should be prepared in small batches and kept at the

correct temperature

• All should have sufficient fridge space for the storage of high-risk foods or the

use of commercial cool boxes with eutectic freezer blocks. Keep a check of

the temperatures in your food management diary

• Cooked food should reach over 75°C. Take particular care when barbequing

as cooking temperatures can be less predictable. Use a probe thermometer

and disinfect between uses

• Hot food displayed for sale/service should be kept above 63°C

• Thermometers with probes should be used to check temperatures (all probes

should be disinfected after use)

• Keep food covered when stored in the fridge

• Vehicles used for transporting high-risk food should be refrigerated

 

• Food preparation areas/chopping boards should be cleaned/disinfected after use

• Raw and cooked food should be kept separate at all times, raw food should always be stored below cooked food, ideally separate refrigerators should be used

• Clean sinks after washing/preparing vegetables and raw food

• Avoid touching food - use tongs etc

• All equipment including knives and containers should be cleaned and Disinfected after use

A first aid-kit including washable (preferably coloured) plasters must be available.

 

• Permanent mains or generator electricity should be provided for lighting/power where practicable

• Electrical appliances must be protected from weather, physical damage and interference

• Appliances must be protected by residual current circuit breakers

• Cables and flexes must be positioned so as not to cause a tripping hazard

• Generators must be placed in a safe position, be protected from interference

and to reduce noise and fume nuisance to others

• A competent electrician should carry out all electrical work on mobile vehicles and catering trailers

 

• Gas appliances should be fitted and tested by a competent person

• LPG cylinders should be in a fire-resisting lockable compartment (with 1⁄2 hour

fire resistance). Compartments must have adequate ventilation at high and

low levels

• Suitable signs indicating "Caution - LPG" and "Highly Flammable” should be

displayed

• Cylinders should be fitted with automatic cut-off valves & be protected from

tampering

• All cylinders should be kept away from heat and ignition sources

• All pipes and fittings should be as short as possible with appropriate screw or

compression fittings (not slip-on fittings)

• All pipes should be protected from abrasion or mechanical damage

• All pipes should be renewed every two years

• All gas appliances must be fitted with a flame failure device and adequately

ventilated.

• All fryers should be fitted with an automatic high temperature-limiting device

(operates at a fat temperature of 250°C or lower)

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