Description
More details can be found in your copy of the Caterers Application | The Bushcraft Show 2025.
*Terms & Conditions and Exhibitors Guide
Definitions
In this Exhibitor Guide and these Terms and Conditions the following definitions apply:
- “the Authorities” means the relevant local, county and other public authorities and bodies relevant to the Show.
- “the Contract” means the Exhibitor Contract, the online Terms and Conditions and the Exhibitors Manual.
- “the Show” means The Bushcraft Show 2025.
- “the Exhibitor” means the person, firm or company agreeing to take a stand at the Show as per the Exhibitor Contract.
- “the Exhibitors Manual” means this manual produced by the Organisers in relation to the Show.
- “the Organisers” means Bushcraft World.
- “the Trader” means the company exhibiting at the Show “the Venue” means the Venue where the Show will take place.
No exemption given by the Organisers will be effective unless in writing. Please also familiarise yourself with the general visitor Terms and Conditions which, as a visitor using the facilities will also apply to you. The Organisers reserve the right to add to, alter, or expunge any Terms and Conditions relating to visitors or caterers (contained in this guide) at any time, please check online, the Terms and Conditions will always be available.
The Bushcraft Show 2025 is a three-day event, jam-packed with amazing activities that take you on a bushcraft and survival adventure that you’ll never forget.
The Show is located at Stanford Hall, Lutterworth, LE17 6DH. There will be directional signs for the Show and the Show will be taking place primarily on the Showground (Main Arena) but also in the surrounding woodlands, in The Stables, on and around River Avon and on Serpentine Lake.
There will be many activities for visitors to enjoy at the Show including wild cooking, tracking, axe throwing, woodcrafts, archery, fire lighting, green woodworking, foraging, canoeing, forging and leatherwork.
A timetable of events will be available online prior to the show.
www.thebushcraftshow.co.uk (with updates added in the run-up to the show).
http://www.thebushcraftshow.co.uk
- Thursday 22nd May 08:00 – 20:00
- Friday 23rd May 08:00 – 16:00 (in readiness to commence trading at 17:00)
Please note: Please DO NOT arrive outside of these times as all access to the site is prohibited and access gates locked in the build up period for security reasons. Regretfully, there can be no exceptions. If you arrive outside of these hours you will be required to park roadside until the gates are unlocked.
Trading Times:
This is a guide. You are not compelled to open on Friday evening (however, many caterers do good business at this time) just as you are not expected to open for business @ 07:30 if, for example, you are selling curry. Likewise you are not expected to close at 23:00 if you are selling Muesli !)
- Friday 23rd May 17:00 – 23:00
- Saturday 24th May 07:30 – 23:00
- Sunday 25th May 07:30 – 23:00
- Bank Holiday Monday 26th May 07:30 – 17:00
- From (and strictly not before!) Monday 27th May 17:00 – 20:30
day). Catering stands will be open to provide food and there will be a beer tent with a
range of beers, spirits, ciders, soft drinks & wines. There will also be a communal fire.
Camping is included in your stand fee and is situated behind your pitch (at least a depth of 6m) or you may camp in the designated camping areas adjacent to the show ground.
There are shower blocks, toilet blocks and disabled toilets located near to the Main Arena. Other facilities include: sink units for washing – up, water stand pipes, First Aid, Security Point, log & kindling sales, dog water points, refuse and recycling points.
Dogs are always welcome at The Bushcraft Show!
Mobile phones are the best form of communication; however, coverage may be limited. Please check with your provider.
Parking will be allocated in a clearly marked area adjacent to the Main Arena. You will be given your vehicle pass and specific details of this location upon arrival at the event. Please remember – one vehicle only is allowed behind your stand – nobody wants the Main Arena to look like a car park!
[email protected] if you are bringing a vehicle or trailer onto the Show site that you wish to feature as part of your display, or leave with your stand. Vehicle movement is NOT permitted whilst the Show is running, nor for 30 mins pre-the Show start time or after the show ends each day unless express permission is sought and agreed with the organisers.
This time affords opportunity to build and prepare your stand. All stands must be ‘ready for business’ by 08:30 on Saturday 25th May (or Friday afternoon/evening as the case may be)
Vehicle movement will not be permitted until after 17:30 hrs on Monday 27th May unless by prior arrangement with Jack Lindley or one of his assistants. Specifically, during build up and breakdown periods the security of exhibits, stands, furniture, personal effects, tools etc. is wholly the responsibility of the Caterer, their agent or contractor and the Organisers will not be responsible in any way.
The booking constitutes a licence to trade and not a tenancy.
If a caterer has not occupied their allotted space by 07:00 hours on Saturday 25th May, all claims to such space will be forfeited together with any payment made or accrued due in respect of the space and the Organisers are at liberty to reassign use of this space in the interests of the functionality and aesthetic of The Bushcraft Show.
The Organisers reserve the right to exclude and/or require to be removed, any product, literature/promotional material or exhibit, which, in their opinion, is not germane to The Bushcraft Show. The decision of the Organisers as to the eligibility of the exhibits will be absolutely final and binding.
After build-up, all surplus stand materials and rubbish must be removed from the site. Your stand should be well presented and be in-keeping with the general feel of the Show. The Organisers reserve the right to request areas be tidied or items removed should this be deemed necessary.
http://www.direct.gov.uk/en/DisabledPeople/RightsAndObligations/DG_4019061
C/O The Estate Office.
The Bushcraft Show 2025
Stanford Hall, Lutterworth, Leicestershire, LE17 6DH
See Emergency Procedures at the end of this guide.
Fire extinguishers will be distributed within the main marquee and must not be removed. If you have activities with increased fire risk, you must bring or order additional extinguishers.
No more than 5 litres of petrol/diesel stored within a purpose made metal container may be brought on site unless a specific risk assessment has been done and agreed with the Organisers – email [email protected]
All Exhibitors must complete & return the Health & Safety Declaration and Risk Assessment Form, supplied with this guide.
Although every precaution is taken to protect Trader/Exhibitors/caterers and their property during the event, the Organisers expressly decline responsibility for any loss or damage which may befall the person or property of the Trader/Exhibitor or his agent from any cause whatsoever. You are also reminded that you are responsible for effecting adequate insurance cover for:
- Exhibits, food products, equipment and stand contents.
- Any equipment that you may have hired for the event such as marquees, tents, gazebos, tables/chairs.
- Public liability to a level of at least £2,000,000 and Third Party Risk. (Compulsory).
- Expenses incurred due to the abandonment or postponement of the exhibition. The Financial Services Authority regulations do not permit us to advise you on any insurance matter.
Mobile terminals can be booked from a number of independent providers. Please check their suitability and remember that, as the show is held in a countryside location, signal/reception may be limited.
Each stand selling or sampling alcohol for on or off-site consumption will be required to have at least one personal licensee who will be responsible for all activities. This named licensee must be present on-site at all times or nominate a specific responsible person who is on-site at all times during the open period of the Show. The sale of alcohol must be approved by the Show Organisers prior to the event please email [email protected]
Anyone playing music or video on their stand is required by law to obtain the appropriate licenses:
- PRS: required by any Exhibitor playing music on their stand, either by DVD, CD, tape, record or video for royalties to the publisher and composer of the music. The PRS License should be obtained by contacting PRS direct for further information on 0800 068 4828.
- PPL: required by any Exhibitor playing music on their stand by DVD, CD, tape or record, but not via video. The license covers royalties for the artist and the record company.
- VPL: required by any Exhibitor playing music on their stand by means of video or DVD. It covers royalties for the artist and the video company. To obtain your license, call VPL directon: 020 7534 1400.
- FBD: (Film Bank Distribution Ltd.) any Exhibitor playing a feature film or clip requires a license from this body. Please call the Film Bank Distribution Ltd. direct on: 020 7984 5958.
The Organisers will not be liable for any damages, costs or other liabilities, the Exhibitor, his servants or agents may sustain in respect of the infringement of any intellectual property rights of the Exhibitor arising out of his participation in the Exhibition.
We will be providing all Traders/Exhibitors with Show passes. No caterer will be admitted to the event without producing to the gate officials, the Trader/Exhibitor/Caterer pass issued to them by the Organisers.
Every caterer shall ensure that the allotted stand is open to view and staffed by competent representatives during the event hours. Trader/Exhibitors/Caterers and all persons for whom they may be considered responsible in any way whatsoever, must conduct themselves in such a manner as shall not be objectionable to any other Exhibitor, Exhibitor’s employee, visitor or the Organisers, and shall not create any disturbance or obstruction. Any person who does not comply with these requirements shall be liable, at the discretion of the Organisers, to be removed from the Show and refused re-admission during the period of the Show.
- Do not leave your items unattended at any time during build-up, the open period or breakdown.
- If you are operating from a gazebo/marquee, do not leave until the sides have been replaced and your goods/belongings secured at close of business each day.
- Think about how you position desirable (and indeed dangerous/sharp) items, especially where you may not be able to keep an eye on them.
- Always secure desirable and vulnerable items. Typically these are credit card machines, cash boxes, plasma screens, laptops, mobile phones and handbags. But, if you are selling high value or dangerous items you should consider placing these in a cabinet, towards the back of your display, or under a screen.
- Ensure that you have enough staff so that your area is not vulnerable to thieves and if necessary take care who you ask to watch over your property while you go for a break – they may become busy and not be able to keep an eye on it.
- Remove all portable items of value each evening where possible and clear these first during breakdown.
- Use a lockable cabinet to store your personal possessions during the Show open hours, or keep them safe in your vehicle.
- Install a portable alarm if you have valuable or portable items.
- Ensure your insurance arrangements cover you for loss at Shows and Exhibitions.
- A Security tent will be stationed in the main arena. If there is a security breach or a matter of concern, please report to this to The Information Tent and/or The Security Station in the first instance. Should they both be unattended, there will be a clearly posted telephone number for you to call for assistance.
- The Caterer trades at their own risk and the Organisers accept no liability, relating to their conduct, services, products or warranties.
- The Caterer shall hold harmless and indemnify the Organisers from and against all actions, proceedings, losses, claims, demands and liabilities (including costs on an indemnity basis) suffered or incurred by the Organisers arising out of or in connections with any act or omission of the Exhibitor/Trader/Caterer or its officers, servants, contractors, agents or visitors. The provision of this clause shall not apply to exclude or restrict the liability of the Organisers for death or personal injury resulting from negligence of the Organisers.
- It is the responsibility of the Caterer/Trader/Exhibitor to ensure that it takes out and maintains insurance to cover its losses or liabilities arising out of or in connection with the Event including: (i) insurance of the Caterers property; (ii) liability for injury sustained by employees or third parties; (iii) liability for loss or destruction of or damage to property of the Venue, the Organisers and any third party; and (iv) insurance against losses arising out of the cancellation of the exhibition due to causes beyond the control of the Organisers. The Financial Services Authority regulations do not permit us to advise you on any insurance matter.
All Caterers upon booking, and having paid the appropriate fee, are entitled to a standard entry on The Bushcraft Show website and a listing in the event’s Timetable. The absolute deadline for this is 7th May but you will obviously benefit from online marketing online as soon as your booking is made and you supply us with this information. To be involved in sponsorship or advertising in The Official Show Guide or Bushcraft Magazine, please contact David: [email protected]