1.0 Definitions

In these conditions, rules and regulations, the following words shall, unless context otherwise requires, have the following meanings;

1.1 Event – Capel Military Show 1st & 2nd July 2023

1.2 Exhibitor – Any person, firm, company or organisation exhibiting, selling, carrying on business, or operating at the exhibition. The term shall include all directors, employees, servants and agents thereof.

1.3 Organisers – Aldhurst Military Vehicles Limited and their respective employees, consultants, servants or agents.

2.0 Payment Terms

2.1 100% of the total fees must paid (£100 +VAT for 6m x 6m pitch) along with a copy of the Exhibitor’s £2,000,000 Public Liability insurance document to reserve stand space.

2.2 In the event of cancellation up to four weeks prior to the Event 50% refund is offered.

2.3 In the event of cancellation less than 4 weeks prior to the Event no refund will be offered.

2.4 No payments will be accepted on site.

3.0 Application & Regulations

3.1 The control of the Event is in the hands of the Organisers whose decisions will be final and binding.

3.2 The Organisers reserve the right to refuse the application of any Exhibitor for reasons of poor credit history or for violations of said Conditions, Rules and Regulations.

3.3 While participating in the Event, the Exhibitor agrees to comply with all applicable Conditions Rules and Regulations of the Organiser. The Exhibitor agrees to indemnify the Organisers against any claim, action, or occurrence or any breach thereof.

3.4 The Exhibitor agrees to adhere to any other rules and regulations that may be issued prior to or during the exhibition.

4.0 Exhibitor Access to Showground & Set Up

4.1 Exhibitors can begin the build of the trade stands and exhibits between the hours of 09.00 and 17.00 from Thursday prior to the Event. If the Exhibitor requires an earlier build time this must be agreed in writing by the Organisers.

4.2 Upon arrival Exhibitors will join a queuing system; siting officers will be on site to co-ordinate the siting of exhibits. Under no circumstances will Exhibitors be allowed to locate their exhibit without the expressed permission of a siting officer.

4.3 Set up times on the days of the Event will be from 06:45 to 08:45.

4.4 The Exhibitor shall have completed the construction and dressing out of their exhibit by the Event opening time of 08:45.

4.5 The correct allocation of admission passes will be supplied to Exhibitors for distribution to their personnel. These are for use by the named exhibitor and are non -transferable.

4.6 Exhibitors will not be admitted to the Event without valid admission tickets which need to be available to display upon request through the event.

4.7 The Organisers reserve the right to limit the number of tickets issued to the Event to two per trade pitch.

4.8 Exhibitors may purchase extra tickets at a 10% discounted rate. Application and payment for extra passes should be included with the submission of the trade stand application form.

4.9 All Exhibitor passes are collected at the reception. If Exhibitors require more, they will need to order more passes or purchase them on the gate.

4.10 The Organisers reserve the right to refuse any person admission to the Event at their discretion.

5.0 Vehicle Traffic Movements

5.1 All Exhibitors should clearly display their vehicle pass in the windscreen of their vehicle.

5.2 No vehicle movements will be permitted within the Event arena between the hours of 08.45 and 18.00 unless instructed by the Organisers in conjunction with the Security Staff and event marshals.

5.3 Exhibitors must comply with any instructions issued by Event Security and Organisers.

5.4 All vehicles should comply with 5mph speed limits which are in place on the showground.

6.0 Deliveries, Collections & Parking

6.1 Non-essential exhibitor vehicles which do not form an integral part of the Event will not be permitted onto a pitch other than for the purposes of making deliveries or collections at permitted times.

6.2 All non-essential Exhibitor vehicles must vacate the Event arena and relocate to the car park provided no later than 08.45 on the day of the Event.

6.3 Exhibitor car parking will be allocated at the Organiser’s discretion. Parking will be in close proximity to your trade stand where possible.

6.4 Exhibitors should ensure if parking adjacent to the emergency access route that it remains clear through the Event. If at any point this becomes blocked it is the Exhibitor’s responsibility to immediately advise the Organisers.

7.0 Allocation of Pitches

7.1 The pitch requested by an Exhibitor must include sufficient space to manoeuvre the relevant exhibit into position and for the guy ropes or other forms of tension devices. Exhibitors erecting towers, elevators, hoists or tents must ensure that all ropes, wires or other supports are contained within the boundary of their allocated pitch. Pegs and ropes should be clearly visible/ marked in areas which have public access.

7.2 Every effort will be made to ensure that the Exhibitor’s preference of space allocation is met. The Organisers reserve the right to adjust stand bookings to suit the site plan layout, or alter the layout plan and position of stands if, in their opinion, it is desirable from the point of view of the Event as a whole.

7.3 The sub-letting assignment or transfer of pitches or any part thereof is strictly prohibited other than as authorised in writing by the Organisers.

8.0 Control and Use of Pitches

8.1 Exhibits and trade stands may be left on–site overnight. This is done at the Exhibitor’s risk. The Organisers take no responsibility for any damage, theft or loss of any exhibits, trade stands, vehicles or belongings.

8.2 Exhibitors shall ensure their pitches are manned continuously during the exhibition.

8.3 The Exhibitor agrees to confine all selling and promotional activity to the space allotted by this contract and not to distribute printed matter or materials of any nature within the Event arena or at entrances to the Event arena.

8.4 The Organisers reserve the right to cancel any applications, which they feel, do not meet the high standards of presentation to be achieved throughout the Event. The Organisers have the right to request detailed plans or quality photos of the proposed exhibition stand, which must be produced upon request.

8.5 This agreement may be terminated by the Organisers at any time on the breach of any conditions by the Exhibitor, and thereupon all their rights hereunder shall cease and terminate, and any payments made by them on account prior to said termination shall be retained by the Organisers as liquidation damages for such breach, and the Organisers may thereupon resell said space.

9.0 Equipment & Displays

9.1 The Exhibitor is responsible for the cost and erection of equipment for the displaying of goods and for all support services including but not limited to cleaning, plumbing and drainage.

9.2 All electrical installations must comply with the general requirements of the Electricity at work regulations 1989 and BS 7909 (1998).

9.3 The Exhibitor must provide full details of any marquees or temporary structures to be used with structural calculations where appropriate.

9.4 The Organisers accept no responsibility for breakdown or failure of any of the services provided for or in connection with the Event.

9.5 A working fire extinguisher must be available on each stand and a smoke detector if you are sleeping in your stand.

10.0 Exhibits and articles for display or sale

10.1 Any traders selling ammunition, flares, offensive weapons or parts thereof, including but not limited to firearms and replica firearms (whether a toy or otherwise) ball bearing guns, air guns, crossbows, catapults, lock bladed knives, flick knives, butterfly knives, and variations on knives of a non-domestic or practical nature must comply with Section 141A, Violent Crime Reduction Act, 2006 VCR which prohibits the sale of knives to any person under the age of 18 years. We will be operating an over 25 sales policies.

10.2 Any offensive weapons or parts thereof available for sale must remain secure at all times, must not be accessible to the public and comply with current UK legislation.
We request that you do not display or sell Nazi flags and Memorabilia.

10.3 Any article of food, drink, confectionary, ice - cream or tobacco whether for consumption at the Event or not, shall not be permitted to be exhibited or offered for sale at the Event without written consent from the Organisers. The catering concession is held by third party contractors authorised by Aldhurst Military Vehicles Ltd. No Exhibitor may sell, give away, or distribute any such article without the written consent of the Organisers.

10.4 The Organisers have the power to order any article out of the Event or to close any stand of any Exhibitor which does not conform to the regulations of the Organisers.

11.0 Exhibitor Vacation of showground

11.1 Exhibitors must not dismantle exhibits or trade stands until after 18.00 on the days of the Event.

11.2 Exhibitors must have removed their trade stands no later than 17:00 on Monday directly after the event.

11.3 Any refuse created by the Exhibit or Exhibitors is the Exhibitor’s responsibility and should be removed off site by the Exhibitors at the close of the Event on each day. A charge of £200 plus VAT will be levied if the Exhibitor’s area is not left in the same state of cleanliness as found on arrival. Photographic evidence will be available to confirm any such charges.

12.0 Security & Safety

12.1 All materials and equipment must comply with Fire Regulations and the Health & Safety at Work Act 1974 and all application codes and regulations. All materials used by the Exhibitor must be of a non-flammable nature.

12.2 All Exhibits are subject to inspection by the relevant Health and Safety enforcing authority, and have jurisdiction over the exhibition facility and the Exhibitor agrees to comply with any judgment made by these authorities or the Organisers.

12.3 Each Exhibitor shall prepare risk assessments in respect of their involvement at the Event and shall provide the Organisers with a copy of such risk assessments.

13.0 Insurance & Liability

13.1 The entire risk and responsibility with regards to the exhibits and personal liabilities, including liability for accidents, due or alleged to be due to the handling and housing of such exhibits; the attendance on and management thereof; the conduct of the stands generally: and all consequential and other injury or loss arising from the aforementioned matters shall be borne by the Exhibitors.

13.2 Each Exhibitor must hold public liability insurance for a minimum of £2,000,000. Certificates of insurance and risk assessments must be sent to the Organisers. Please note that furniture and fittings on hire must be fully insured for loss or damage by the Exhibitor.

13.3 The Organisers retain the right and the Exhibitors agree that in the event of adverse weather conditions, or any other circumstances beyond the control of the Organisers, which prevent the holding of the Exhibition, it may be closed for such period considered advisable, and the Exhibitors shall have no right to claim rebates as a result of the closing of the Event. The responsibility for any loss from fire, storm, theft, injury or damage to whatsoever extent or nature and from any cause whatsoever to the Exhibitor’s property or their attendance during the Event must remain the responsibility of the Exhibitors.

13.4 The Organisers shall not be liable in respect of any claim for compensation or refund or for any other claim in regard to arising from, or connected with the Event, or the holding, cancellation or curtailment thereof. If, in the opinion of the Organisers, by rearrangement or postponement of the period of the Event, or by substitution of another location, or in any other reasonable manner, the Event can be carried through, this contract shall be binding upon the parties, except as to the size and position of exhibit space, which the Organisers may modify as they deem necessary under the circumstances.

13.5 In the event of a lack of demand for space, the Organisers reserve the right to cancel the Event. Under these circumstances, when a final decision is made, all payments would be returned to companies who had applied for space.

14.0 Emergency Procedures

14.1 In the case of an emergency on the showground all Exhibitors shall;

14.2 Ensure that their personnel are moved to a place of safety

14.3 Ensure the emergency access route remains clear to allow access by emergency service vehicles.

14.4 Comply with directions given by the Organisers, Event Security personnel and emergency service personnel.

15.0 Exhibition Promotion

15.1 The Organisers reserve exclusive rights to the name Capel Military Show and the use of logos and all intellectual property rights whether registered or otherwise relating to or used in connection with Capel Military Show.

15.2 No Exhibitor shall directly or indirectly promote or advertise any concept or product, which is in conflict with the sponsoring party or parties or in conflict with the Exhibition.

15.3 The Exhibitor’s details may be listed in publicity material including but not limited to the official event programme and official website and publicity material prepared and distributed in connection with the exhibition. The Organisers shall have no liability to the Exhibitor for any errors or omissions in such programme.

16.0 Miscellaneous

16.1 The Organisers reserve the sole and absolute right to alter, add to, or amend any of these Conditions, Rules and Regulations. Any questions or differences in regard thereto or otherwise arising out of or connected with incidents relating to the show, whether or not provided for in these Conditions Rules and Regulations, shall be dealt with by the Organisers whose decision shall be final. No alteration, addition, amendment of these Conditions Rules and Regulations shall release any Exhibitor from this Contract.