Description
More details can be found in your copy of the Caterers Application | The Bushcraft Show 2024.
*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 2024.
- “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.
Rules and Regulations
The caterer must comply with the requirements of all Authorities and where applicable with all rules and regulations issued by the owner of the Venue in force at the time of the Show. Attendance at the Show means that the caterer undertakes to comply with the obligations contained in this guide (in its most up to date state online) and agrees to abide by the Terms and Conditions set by the Organisers.
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.
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.
Show
The Bushcraft Show 2024 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 Bushcraft Show 2024 is a three-day event, jam-packed with amazing activities that take you on a bushcraft and survival adventure that you’ll never forget.
Venue
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.
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.
You should access the main arena via “Entrance 2 Traders/Exhibitors” off Skilworth 2 Road.
Show Activities
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).
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).
Speaker Programme
A speaker programme will be running from the main stage at the event with celebrities and high- profile speakers. A full timetable will be available prior to the show.
http://www.thebushcraftshow.co.uk
http://www.thebushcraftshow.co.uk
Show Times.
Build Up
- Thursday 23rd May 08:00 – 20:00
- Friday 24th 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 24th May 17:00 – 23:00
- Saturday 25th May 07:30 – 23:00
- Sunday 26th May 07:30 – 23:00
- Bank Holiday Monday 27th May 07:30 – 17:00
Breakdown
- From (and strictly not before!) Monday 27th May 17:00 – 20:30
To be fair to visitors and fellow traders alike, all stands must be ready for display purposes and ‘open’ for the Show opening times (Trading Times) listed above.
Display items should not be removed from their positions, stands closed or items packed away before the official closing time – this is really important to us, our visitors and to your fellow traders!
Entertainment
There shall be entertainment on Friday, Saturday and Sunday evenings (as well as throughout the
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.
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.
Accommodation
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.
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.
Camping Facilities
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.
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.
Smoking
Smoking is not permitted in any buildings or enclosed spaces such as the Exhibitor stands, toilet units, marquees, main tipis, stage area etc.
Dogs
Dogs are always welcome at The Bushcraft Show!
Dogs are always welcome at The Bushcraft Show!
Dogs should remain on a lead at all times in the Show ground and camping areas. There are acres of fields & woodland to exercise your dog. We request that all dog poo is collected and disposed of in the bins at the venue.
The Show Organisers reserve the right to request that any unruly dogs are immediately removed from the Show.
Telecommunications
Mobile phones are the best form of communication; however, coverage may be limited. Please check with your provider.
Mobile phones are the best form of communication; however, coverage may be limited. Please check with your provider.
Car Parking
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!
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!
Vehicles on-site
Vehicle movement is permitted during the build up and breakdown period only. Please email
[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.
[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.
Build-up & Breakdown
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)
During the build, you will be permitted to drive your vehicle close to your trade stand area, however vehicles will need to be removed to the allocated Exhibitor parking area (a short walk away) unless approved by the Organisers prior to the event.
ALL Catering vehicles must display the vehicle pass clearly in the windscreen at all times between arrival and departure.
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.
No Exhibitor is permitted to start removing exhibits or dismantling/packing away their stand before 17:00 on Monday 27th May when the Show officially closes. This is really important to us and is only fair to our fee paying visitors and fellow exhibitors alike. Thank you.
Please also note that for TBS2024, your pitch will need to be inspected and ‘signed-off’ before you leave. You will be handed a document from a team member to say that:
1) Your site/pitch has been inspected and that:
i) All rubbish (especially waste food items) has been removed and placed in the skip by the stall holder.
ii) That the ground has been totally cleared of disposable containers/cutlery, tent pegs, cigarette ends, cardboard boxes, bin bags etc.
2) Your pitch fee has been paid in full.
This document must be presented to the team operating the exit gates. Thank you for your compliance.
Children on-site
Please ensure that children are closely monitored during the build-up and breakdown period and, for Health and Safety reasons, are kept on your stand during the setup and breakdown periods. Displays, activities, marquees etc. are being erected and there will be vehicle movement on the Showground during this time.
Catering Stand
The booking constitutes a licence to trade and not a tenancy.
The Organisers reserve the right, at any time, to make alterations to the ‘floor plan’ as may in their opinion be necessary in the best interests of the Show as a whole.
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.
Caterers are not permitted to put signage up around the Showground and are reminded that business, including the dispensing of literature and promotional material, must be conducted from their own stand only. Any exceptions to this must be agreed in writing prior to the event with the Organisers. Distributing literature from companies and events other than your own is strictly prohibited.
The area around your stand should be kept free from obstruction during the Show.
Long runs of walling are not permitted along sides and inward facing open perimeters of stands. Walling as a backing to a stand located along the perimeter of the Show ground should be approved with the Organisers prior to the Show.
Cancellation or Space Reduction
The caterer may cancel the contract, or decrease the stand size by giving not less than 30 days written notice to expire not later than the next cancellation date (see below). Such notice must be given in writing and sent by recorded delivery to the Organisers. The Organisers shall be entitled to retain or (if not already paid) require payment forthwith of the deposit together with any further payment due under the cancellation dates and fees listed below in this clause:
i) Cancellation fee on or before 1st May 2024 is 35% of the stand space cost.
ii) Cancellation fee on or before 7th May 2024 is 50% of the stand space cost.
iii) Cancellation fee after 7th May 2024 is 100% of the stand space cost.
Appearance, Cleaning, Deposit & Dilapidations
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.
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.
Any resources/natural materials required for stand dressing should be brought with you and not taken from the site. We fully support Stanford Hall’s guardianship and protection of their land, trees, bushes & hedgerows.
During build-up and breakdown, all waste must be disposed of by caterers in the waste skips located on the Show ground. Please fully flatten waste such as cardboard boxes and recycle waste where possible. Once your site is clear please ask for your site to be inspected and signed off. Please see above sign-off procedures.
Any Exhibitor who leaves waste or any other items lying around after breakdown will be charged a cleaning fee of £250.00.
The Organisers have to adhere to strictly enforced ‘hand back’ conditions when leaving the venue. We thank you in anticipation for your cooperation.
May we also ask you to support our efforts to eliminate waste, (particularly single use plastic bottles) and plastic packaging at The Bushcraft Show 2024. Let us collectively make a difference. Thank you for your consideration.
Equality Act 2010
The Equality Act aims to ensure that non-abled bodied people are not treated less favourably than those who are not disabled and you have an obligation to consider the non-able bodied when designing your stand. Remember, access for non-able bodied including wheelchair users is not only about physical access to stands but also includes written material for people with visual impairments and access to the same standards of service for all. For more information, refer to the DDA Guidance Notes:
http://www.direct.gov.uk/en/DisabledPeople/RightsAndObligations/DG_4019061
http://www.direct.gov.uk/en/DisabledPeople/RightsAndObligations/DG_4019061
Deliveries
Please try to avoid having items delivered to the site, as the Show ground is basically an open field. Any necessary deliveries should be sent to the following address and should not arrive until after 08:00 on Thursday 23rd May and you should have a representative there to receive and sign for the goods.
Deliver to:
“Your Company name and full contact details”
C/O The Estate Office.
The Bushcraft Show 2024
Stanford Hall, Lutterworth, Leicestershire, LE17 6DH
C/O The Estate Office.
The Bushcraft Show 2024
Stanford Hall, Lutterworth, Leicestershire, LE17 6DH
Please ensure that the courier has a contact number for you. Unless prearranged, a member of your team must be on-site to accept/sign for your deliveries. The Organisers will accept no responsibility for any deliveries whether they take receipt or not.
Emergency Procedures
See Emergency Procedures at the end of this guide.
Fire Precautions
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.
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.
Stand staff should be made aware of the location of all fire points within the Venue. In all cases:
a) all staff should be vigilant in the prevention of fire.
b) equipment provided for the sole purpose of first response firefighting must not be abused, misused, relocated or concealed.
c) fire alarm call points must not be operated without due cause.
d) fire doors/ access routes must not be obstructed, nor their effectiveness otherwise reduced.
e) fire bins/buckets/hydrants must not be used as a source of water, except for fighting fires.
The Emergency Procedures sheet supplied with this guide contains further information on the action plan should there be a fire.
First Aid
Qualified First Aiders will be present at the event at all times. The First Aid point is located adjacent to the visitor entrance to the main arena.
Fuel/Petrol
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]
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]
Health & Safety
All Exhibitors must complete & return the Health & Safety Declaration and Risk Assessment Form, supplied with this guide.
All Exhibitors must complete & return the Health & Safety Declaration and Risk Assessment Form, supplied with this guide.
Insurance
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:
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.
Cash on-site
There are no cash machines at the Venue. The nearest cash machine is approximately 15 minutes drive away. There is no cash holding or deposit facility on site. Please be aware that you are responsible for any cash taken on site, you should ensure that this is kept secure at all times.
Credit card machines
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.
Alcohol
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]
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]
Music, Sound & Performing Rights
Noise levels may not exceed 80 decibels and must not cause annoyance to neighbouring Exhibitors or people in the vicinity. In all cases the Organisers decision is final. PLEASE do not play music after 1130hrs . Thank you.
Anyone playing music or video on their stand is required by law to obtain the appropriate licenses:
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 use of microphones/ PA systems on stands is not permitted at any time during the Show without prior written permission of the Organisers.
Intellectual Property Rights
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.
Passes – Caterer
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.
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.
Additional Adult Staff and Children’s ‘Staff’ Passes can be purchased on a strictly prepayment basis by adding them to your main contract form by emailing [email protected]
Caterer conduct
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.
Demonstrations
All efforts to advertise, promote sales and operate exhibits must be conducted so as not to cause any danger, annoyance or inconvenience to other Caterers/Trader/Exhibitors and visitors. Any practice resulting in a complaint from a fellow Exhibitor/Trader/Caterer or visitor, which, in the opinion of the Organisers exposes them to annoyance or danger will be prohibited. We encourage demonstrations that are in keeping with the Show but the risk assessment and responsibility for Health and Safety is solely the responsibility of the Trader/Exhibitor/Caterer. The Organisers accept no liability whatsoever for any incidents relating to such demonstrations. Should you wish to offer any activities or demonstrations that you would like the Organisers to timetable, or promote, please email [email protected] for consideration/approval.
To ensure that the Gambling Commission legislation is complied with, no competitions, raffles, draws or the like may be held without the written permission of the Organisers.
Security
During the day and into the night there will be a number of staff and volunteers onsite who will be vigilant at all times and are there to help and support you.
Security patrol guards will be onsite 24 hours per day until the end of the show on Monday 27th May. The patrol guards will be in radio contact, wearing hi-visibility clothing. Although every reasonable precaution is taken and the area is patrolled at night, events are vulnerable places and the Organisers can accept no responsibility for any loss or damage that may occur to your staff or property from any cause. Please consider this security advice when planning your stand:
- 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.
In the unlikely event that you are a victim of theft please report the matter immediately to the Information Tent and/or The Security Station. Whilst the Organisers accept no responsibility for any losses sustained by any Caterers/Traders/Exhibitors, we do have the right to search visitors and will assist where we can, as per the agreed ticket holder terms and conditions :
The Venue reserves the right to refuse admission/ remove any person should they breach any Rules and Regulations stipulated by The Bushcraft Show. In the interests of security the Organisers reserve the right to search handbags, rucksacks, parcels, luggage etc. and also to institute personal body searches.
Should there be an incident, we can and shall involve the Police and also alert other Traders/Exhibitors/Caterers of the occurrence.
Liability & Insurance
- 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.
Event Timetable
A Timetable of events will be produced and displayed at the Information Point and at the visitor entry gate; this will hold details of the weekend’s activities, event layout, Exhibitor listings and other useful information.
Timetable and Website listings
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]
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]
The Organisers accept no responsibility or liability for any dealings with companies mentioned in this guide.