TRADER & EXHIBITION PITCH APPLICATION FORM. 20 th SEPTEMBER 2014

Transcription

1 TRADER & EXHIBITION PITCH APPLICATION FORM NAME OF EVENT: DATE OF EVENT: BRITAIN AT WAR DAY 20 th SEPTEMBER 2014 NAME OF COMPANY : CONTACT NAME: ADDRESS: ADDRESS: TOWN: POST CODE: COUNTY: TELEPHONE NUMBER: PITCHES MOBILE NUMBER: INTRODUCTORY OFFER! CATERING UNITS PRICE ON APPLICATION LOCATION PITCH SIZE COST VAT TOTAL MAIN FIELD 3M X 3M M X 6M M X 6m M X 6M MUSEUM ORIENTATION INSIDE ONLY ZONE (PITCH ONLY) INSIDE ONLY TABLES 5.00 PER TABLE PER TABLE REQUIRED Please note that the tables are not included in the pitch price for inside pitches and will not be provided unless requested.

2 FOC Pass Allocation for weekend Pitch Size 3m x3m 6mx6m 9m x 6m 12m x 6m Inside Personnel passes Vehicle Passes When calculating your pitch sizes please remember to include your vehicle and room to manoeuvre into position, tow bars, guy ropes etc. LOCATION PITCH SIZE NO OF TABLES 5 (ex VAT) per museum table (Inside only) MAIN FIELD Sub Total ADD 20% GRAND TOTAL Inside Museum DEPOSIT ENCLOSED Pitches will be confirmed after receipt of full payment due by 1 st September 2014 Public Liability Insurance Details Please include a copy of Insurance Company Policy Number.. Amount of cover (minimum 2,000,000)

3 Please provide a clear description of products/activities for sale or displayed. (Note Prohibited Items as per Terms & Conditions attached) Is this a Charity Pitch? YES/NO If yes please provide Charity Number DECLARATION to be completed by ALL TRADERS wishing to participate in Tank Museum events. I, the undersigned hereby apply for a space as indicated. I have read and agree to abide by the Tank Museum site regulations. NAME(Print) SIGNED DATE Card No: Expiry Date: Valid From: Issue No: (if applicable) Sec Code (last 3 digits on back of card) Cardholders Name: PLEASE ENSURE YOU ENCLOSE THE FOLLOWING AS INCOMPLETE APPLICATIONS WILL NOT BE ACCEPTED: Copy of public liability Copy of Risk Assessment for pitch Full payment Description of pitch

4 All Traders must supply a copy of their public liability insurance minimum requirement 2,000,000 and complete the following Risk Assessment failure to do so may delay the acceptance of your application to trade at the Tank Museum. RISK ASSESSMENT TRADERS & EXHIBITORS/TRADERS HAZARD WHO IS AT CONTROL RISK? MEASURES Example: Table falling over Public & Staff Making sure table legs are set out properly and weight on the table is spread. RISK RATING EXTRA FINAL RISK (LOW/MED/HIGH) CONTROLS RATING Medium None Medium Risk Rating: Low Medium High

5 TRADERS & EXHIBITOR TERMS & CONDITIONS In these terms and conditions the phrase organiser relates to The Tank Museum TM and the terms exhibitor/trader relates to the person making this application and/or their employees. Booking & Payment Terms: 1. Bookings will be made on receipt of the completed application form and appropriate non-refundable deposit. 2. VAT is payable at the current rate at the time of booking. 3. All outstanding balances must be paid by 1 st September The organisers reserve the right to refuse an application for trading/exhibiting at that discretion. Cancellations: Space: 1. If an exhibitor/trader cancels their booking before the 15 th August 2014 then their deposit will not be refunded. 2. If an exhibitor/trader cancels their booking after 15 th August 2014 and before 1 st September 2014 then 50% of the pitch fee will be payable, cancellations received after 1 st September 2014 and before 6 th September 2014 then 75% of the pitch fee will be payable. Any cancellations received after 6 th September 2014 will result in the full amount being due. 3. If an exhibitor/trader fails to occupy the space allocated to them by the required time on the day of the event the organiser reserves the right to reallocate the space. No refunds will be given should the exhibitor/trader fail to show up. 1. The space booked and confirmed by the exhibitor/trader must include sufficient room for ropes, tow bars, accessories and equipment required for the event and under NO CIRCUMSTANCES should any part of the Exhibitors/traders/traders equipment overlap a walkway. If upon inspection you are found to have breached this condition then you will be asked to remove the articles. FAILURE TO DO SO WILL RESULT IN YOU BEING ASKED TO LEAVE THE VENUE. 2. The organiser reserves the right to change the layout and location of the event space without prior notice. 3. You will be allocated your space on arrival within the price area booked. 4. Change of space on arrival or during the event is NOT permitted under any circumstances. Electricity: 1. The organiser will not be providing electricity to any stands based outside. Electricity will be available inside the Museum upon request. 2. Should you wish to bring your own power supply for your stand i.e. generator you must obtain the organisers permission in advance. This applies to outside pitches only. 3. Any relevant documentation pertaining to the generator must be produced upon request to show that it meets the necessary health and safety standards as required by law. 4. The generator must be a silent running generator. 5. The exhibitor/trader must ensure that the generator is turned off before refuelling and refuelling must be carried out by a competent person. 6. Exhibitors/traders/traders must ensure that spill mats are provided and used during refuelling. 7. All outlets must be protected by RCD. 8. The exhibitor/trader must ensure that generators are well maintained with no leaks or excessive fumes.

6 9. The organiser reserves the right to demand the removal of any generator that does not comply with these Terms and Conditions or does not meet basic health and safety requirements. Litter: 1. It is the Exhibitors/traders responsibility to remove litter from their immediate area and keep the area tidy. 2. Please do not leave food waste behind it is the traders responsibility to take this away as the organisers are not responsible for clearing this up. 3. Cardboard boxes/cartons are to be flattened and left at the recycling point. They should not be placed in the bins provided for use by the general public. 4. Black sacks are to be used for rubbish and the exhibitor/trader is expected to provide their own. Access: 1. On special events days/weekends Exhibitors/traders are allowed access on to the site and into the Museum from 7.00am. All Exhibitors/traders are required to vacate the site by 6.00pm with the exception of those who are staying/parking overnight. 2. Vehicles requiring access to the trading area must display the appropriate vehicle pass, failure to do so may result in the vehicle being denied access to the area and/or instructed to move. 3. Traders wishing to park their vehicle on their pitch/area MUST allow enough space for their vehicle when applying for their pitch. 4. Limited parking space is available at the rear of the trading area. Vehicles parked in these areas must be parked neatly and within your allocated space. Barriers must not be moved to allow parking or to gain access behind the trade stands and all vehicles must be parked clear of any Tank movement or area. 5. Vehicle movement in the trade area and the Museum site is strictly prohibited during the hours that event is open to the Public. Exhibitors/traders MUST NOT drive or manoeuvre any vehicles within the Museum site between 08:15 18:00 (or as notified in final instructions). Any exhibitor/trader not complying with these rules will be excluded from trading and the pitch payment will NOT be refunded. 6. Vehicles are not to be parked in the way of any fire exit, hangar doors, or to block any access gates, roads or public walkways. Any vehicle found to be parked in an out of bounds area will be asked to move. Failure to move the vehicle may result in it being towed away. 7. Exhibitors/traders are prohibited from parking in the disabled car park and public car park and must move their vehicles to the Traders car park as instructed. Personal conduct: 1. Whilst on the Museum site, all persons are to conduct themselves in a professional and courteous manner and must not give offence to others. 2. No persons are allowed on any of the vehicles or displays in the Museum. Failure to adhere to this may result in them being asked to leave the site.

7 General Conditions: 1. It is the Exhibitors/traders responsibility to comply with all health and safety and fire regulations. 2. A minimum of 2,000,000 Public liability insurance (including product liability if selling products) is required. A copy of this should be sent in at the time of booking. 3. The exhibitor/trader is responsible for all equipment brought onto site and for ensuring that all insurances are obtained and contractual obligations met. 4. The exhibitor/trader is responsible for all stand conduct, public handling of exhibits and all consequential and other injury or loss. 5. The exhibitor/trader will indemnify the organiser in respect of loss or damage to the premise or property. 6. All Exhibitors/traders must hold suitable and sufficient fire fighting equipment at their stand and be trained in its use. 7. Marquee structures must adhere to fire regulations and must be securely and safely constructed. 8. Exhibitors/traders using equipment and machinery during the event must ensure that suitable guards and safety devices are in place. All machinery must be properly maintained in accordance with the Provision and Use of Work Equipment Regulations 1998 (PUWER) 9. It is the exhibitor s/trader s responsibility to ensure that the public have no access to any hazardous areas. 10. Any barriers placed in or around the event/function by any Museum staff at any time must NOT be moved. 11. Emergency procedures must be followed in the event of an emergency. Be aware the Museum is on a Military Base and so any emergency can be called at any time. 12. No bags must be left unattended at any time. Any bag left unattended maybe seized or taken away in line with MOD policy. 13. Any First Aid incidents will be dealt with only by a Museum First Aider. First Aid incidents are to be reported to any member of the Museum Staff and documented in accordance to The Museums Health and Safety policy. 14. Strictly NO DOGS on the site other than registered Assistance Dogs. General Exhibition Site: 1. Event information will be sent out two weeks prior to the event with passes. 2. Sites will be allocated at the organiser s discretion. 3. The organiser accepts no responsibility for loss or damage from an error in appointment of space or encroachment by one exhibitor into the space apportioned to another. 4. Exhibitors/traders are NOT allowed onto unauthorised or unallocated areas. 5. Sub-letting or sub-contracting of exhibition space is prohibited. 6. Any Exhibitors/traders found to be defacing another stand is responsible for making good any damage done. 7. The organiser reserves the right to refuse or cancel entry with good reason. 8. The organiser may decline proposed exhibits or order removal of, or remove without reason. It is up to the organiser s discretion if any refund is made. 9. Stands and exhibits are expected to be of a high standard. The organiser reserves the right to remove any untidy stands. 10. The use of microphones or amplifiers on stands is prohibited. The organiser reserves the right to demand the removal if found on site. 11. No roving sales are allowed unless previously agreed by the organiser. 12. Drinking water is available. 13. Exhibitors/traders are to ensure that they are available on site to receive any deliveries. 14. Exhibitors/traders must man stands at all times between 8.45am 5.30pm. 15. Exhibitors/traders are not permitted to call out from stands. 16. Exhibitors/traders must leave their site in the condition they found it in. Should any damage be made, the organiser will charge to repair cost to the Exhibitor. 17. No obstruction of walkways or open spaces is allowed. No signs or projection may be hung over gangways or open spaces or in any way affect neighbouring displays.

8 18. The Organiser will NOT provide any storage for equipment or stock. 19. Any exhibitor/trader found to be trading later than the permitted finish time of 6pm will have their pitch forfeited by the Organiser for the remainder of the event. No refunds will be given in this instance. 20. The exhibitor is responsible for ensuring that all goods sold on stands comply fully with UK and European Consumer laws with regards to safety, fair trading, price display, food and weights & measures. Any services provided and statements about services provided should comply with trading standards legislation. Trading standards advice can be found on On no account should any goods be sold that infringe any copyright or trademarks. 22. The exhibitor is responsible for any faulty or miss-described goods sold by them. The Organiser will accept no responsibility for any contractual liabilities of the Exhibitor. In the event of a contractual dispute, the Exhibitor s business details may pass to the injured party. 23. Exhibitors/traders are advised to take out cancellation cover. The organiser is not liable for refunds or compensation in regard to the event including cancellation or curtailment for any reason beyond the control of the Organiser. 24. A Street Trading Licence may be required which must be applied for and obtained prior to trading. 25. No unauthorised goods as described below may be displayed, sold or given away from your stand: refreshments, balloons of any description, items deemed as weapons (knives, crossbows, airguns or catapults), livestock, live fish, caged birds, dogs, pets, lottery, raffle or gaming tickets, event branded souvenirs, tobacco products, adult toys or games, radio or radar equipment (without prior authorisation), age restricted products or item deemed unsuitable by The Tank Museum, MOD or Police. Catering Units 1. Catering Trailers/units are to comply with UK Health and Hygiene law. 2. The Event organisers will check for: - Control of potential food hazards. - Provision of appropriate Fire Extinguishers in each unit. - Suitability of all premises used for food production or sale of food. - Check food transported safely and separate from any source of contamination. - Storing and disposing of all foods in done in line with UK law. - Hygiene of all staff and company owners serving or producing food. - Drinking water supply is available. - Insurance of each unit/company. 3. A certificate of Health and Hygiene for each unit and or company is to be provided prior to the Event to the event organisers. 4. A copy of Insurance is provided prior to the event to the Event Organisers. 5. Electrical certificate for each unit/ trailer is to be provided prior to the event to the event organisers. 6. A copy of a risk assessment for each unit/trailer is provided to the Event organisers prior to the event. 7. The storage of LPG is done in accordance with current regulations and codes of conduct. 8. Suitable Firefighting equipment is present in each unit/trailer and confirms to British Standard. 9. If a generator is used on any units by an individual or company they need to provide and Generator certificate and proof that all machinery is properly maintained in accordance with the Provision and Use of Work Equipment Regulations 1998 (PUWER). 10. Generators must be at minimal decibel volume. If a Generator is deemed too loud the Event organisers reserve the right to ask the individual/company to cease using the generator at any time before, during or after the event. 11. Generators and gas bottles are to be barrier off being the unit and away from the public. 12. Rubbish or litter from any unit must be bagged up in bin liners, and stored at a safe distance from the back of the catering unit away from the public until collection throughout the event by the organisers.

9 13. Any bags, bottles, food or boxes found dumped or split, the Event organiser will ask the individual/company to re-bag or clear up any mess. 14. It is not down to the organisers or their staff to clear up any un-bagged rubbish, bottles, boxes or unused/wasted food from any catering unit. 15. All catering units are to provide their own bins for their public area in front their trailer and to ensure the public use them properly. 16. If at any time the Event organisers are unhappy with any of the above and feel that the catering unit/trailers, any of its equipment, or staff do not comply with current regulations, standards or laws or they are presenting a risk to the public they reserve the right to shut the unit/trailer/company down and cease production and trading or ask them to leave the event site. I agree to abide and be bound to these Terms and Conditions issued by the Tank Museum. Signed: Name: Date: