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1. LIVING HISTORY GROUPS & DISPLAYS: TO BE ENFORCED OVER ENTIRE SHOW PERIOD
2. APPLICATION FOR SPACE
All applications must be submitted on the appropriate entry form, which must be signed by the exhibitor or their representative, such signature being an acceptance of the regulations. The Application Form should be sent in as soon as possible and an invoice or acceptance notes will be sent out in early by July 2022. A full remittance for all charges must accompany the invoice and be returned by 31st July 2022. A receipt will only be issued on request.
3. ALLOCATION OF SITES
The allocation of sites and positioning of trade stand space or display space will be entirely at the discretion of Military Odyssey Limited, although every endeavour will be made to meet any request made by an exhibitor regarding the position of their stand.
5. CANCELLATION OR WITHDRAWAL OF SPACE RESERVED/TICKETS PRE PAID
Should any Exhibitor withdraw from the Show or cancel the space reserved for them for any reason, the following rates of forfeit shall apply: Written confirmation received before 1st March, a small administration fee. Written confirmation received between 1st March and 1st August 2022 – 50%. Notice after this date – NO REFUND. The same refunds apply for pre paid tickets.
6. REFUSAL OF ENTRY
Military Odyssey Limited reserves the right to refuse any entry whatsoever, whether received prior to the closing date for entries or not, and also reserves the right to cancel any entry which may have been accepted, without any reasons being given.
Exhibitors or displays requiring any of the following services should so indicate on the appropriate application forms.
The use of generators will be strictly monitored to ensure a safe standard of electrical installation is maintained.
Available free of charge at many points on the Show Ground. A private supply can, however, be made to the exhibitor’s stand for an additional cost with prior notice.
8. RESPONSIBILITY OF EXHIBITORS AND LIVING HISTORY GROUPS Military Odyssey Limited WILL NOT BE RESPONSIBILITY IN ANY WAY FOR ANY ARTICLE, MACHINERY OR OBJECT OF ANY KIND EXHIBITED ON THE SHOW GROUND.
The Exhibitor shall assume full responsibility therefore including liability for all claims arising out of the exhibition, handling of housing of such exhibits and the conduct of the Stand generally. The Exhibitor shall indemnify Military Odyssey Limited against all claims, damages or expenses whatsoever in a way arising out of the presence of the exhibitor or their exhibits on the Show Ground. Acceptance of the foregoing provisions shall be a condition of entry.
EXHIBITORS ARE ADVISED THAT THEY MUST INSURE AGAINST FIRE NOT ONLY AS REGARDS THEIR OWN PROPERTY, BUT ALSO AGAINST THIRD PARTY CLAIMS IN GENERAL. RE-ENACTORS MUST HAVE A MINIMUM OF ONE MILLION POUNDS COVER FOR STATIC, NON-BATTLING GROUPS AND FIVE MILLION POUNDS COVER FOR BATTLING GROUPS.
9. DISCLAIMER OF LIABILITY
Military Odyssey Limited will not be responsible for the death, injury, disease or loss caused to any Exhibitor or to their agent or servant, or to any animal, insect, bird or thing of whatever nature, exhibited by the said Exhibitor, from whatever cause death, injury, disease or loss arises. The Exhibitor of any animal, insect, bird or thing of any nature whatsoever will indemnify Military Odyssey Limited for any damages, loss, injury or disease occasioned by the said exhibitor, their agent or servant or by the said animal, insect, bird or thing of any nature whatsoever, however such damage, loss, injury or disease shall be caused.
Under the requirements of the Reporting of Accident, Diseases and Dangerous Occurrences Regulation 1995 (RIDDOR) all accidents that are classified as major under these Regulations must be reported to Military Odyssey Limited and also to the appropriate statutory authority. All injuries that occur to exhibitors, their staff or members of the public who visit stands, displays or any other facility, no matter how minor they may appear to be, must be reported to Military Odyssey Limited in order that the incident can be recorded in the Accident Book.
10. REGULATIONS APPLICABLE TO MACHINERY IN MOTION, ENGINES ETC.
Exhibitors may make such arrangements regarding catering on their own stands or displays as they wish, provided that no Exhibitor may sell any foodstuffs or beverages on their stand unless written permission has been obtained from Military Odyssey Limited prior to the Show. Exhibitors catering on their stands are reminded that they must conform to the requirements of the current Food Hygiene Regulations.
12. EXHIBITORS’ ADMISSION TICKETS
Maximum Free Allocation – TWO tickets per Exhibitor in most cases per pitch. Some variation may apply – see Booking Form.
ADDITIONAL ADMISSION TICKETS
To be applied for no later than 1th August 2022
Exhibitor Passes TO BE WORN AT ALL TIMES – Spot checks WILL be made.
No badges other than those issued by Military Odyssey Limited shall be worn by any Exhibitor or their representatives when entering the Show Ground, but Exhibitors may if they so wish provide distinguishing badges to be worn by their representatives when on duty on their stands or displays.
13. ADMISSION OF VEHICLES
17. LITTER, Etc.
Exhibitors must have their stands and immediately adjoining avenues cleaned up at the close of the Show daily. Any litter and refuse must be stacked and ready for collection by the Military Odyssey Limited’ contractors. Caterers and Exhibitors providing refreshments must provide their own bins for waste food and drink.
18. RADIO HANDSETS
Exhibitors wishing to use two-way radio equipment must have the appropriate licence from the Home Office for the use of the same. Military Odyssey Limited reserve the right to limit the use of two-way radios on the site and request that Military Odyssey Limited receives lists of frequencies which are to be used at the Show, at least one month prior to the event. Military Odyssey Limited also have the right to limit the number of frequencies used and the power of the equipment. Should an exhibitor’s frequency interfere with Military Odyssey Limited’ own equipment, the exhibitor will be asked to change frequencies. At no time must C.B. radios VHF/FM or AM be used on the Show Ground during the weekend of the Show.
19. AUDIO EQUIPMENT
No exhibitor shall be permitted to use audio equipment including music as a sales aid or attraction without prior written permission form Military Odyssey Limited. Subject to such written permission, the volume of sound equipment must be controlled to avoid annoyance to other exhibitors or to the public, and in any case, must not be at such a level as to exceed 60 decibels at 10 metres. The Chief Show Ground Steward’s decision will be final as to the acceptable level of noise emanating from the Stand. Should the volume be increased following the decision on an acceptable level, the Chief Show Ground Steward is empowered to ban the use of said equipment for the remainder of the Show.
20. TRADING LAWS
The sale of catapults, knives and BB Guns, Soft Air, or Air guns /firearms of any description is strictly restricted to persons over the age of 18 years. It is up to the trader to ensure that his or her customer has suitable identification to prove their age should it be in doubt. It is also necessary for traders that deal with previously owned items to register with: The Kent Trading Standard’s Office under The Kent Act 2001.
21. COLLECTIONS, APPEALS AND RAFFLES
Military Odyssey Limited will only accept applications from Charities registered with the Charities Commission. Charitable and other institutions wishing to make appeals for contributions to their funds and/or to hold any type of draw must first obtain permission in writing from Military Odyssey Limited, in the latter case, submitting a sample of any ticket to be used, plus full details of such proposed activity (Please note Regulation 4b).
No Exhibitor or other person shall be allowed to affix any placard or advertisement to any part of the Show’s plant or premises unless permission to do so has been obtained from Military Odyssey Limited. Nor will any Exhibitor be allowed to distribute handbills or display advertisements in the Show except on their own stand. No kites or balloons will be allowed on the Show Ground and no Exhibitor will be permitted to advertise by means of aircraft, loudspeakers or trailing banners. The practice of flyposting leaflets on vehicles in car parks is strictly forbidden. IN THE INTEREST OF SAFETY, THE SALE, DISPLAY AND HANDING OUT OF BALLOONS IS STRICTLY PROHIBITED.
All dogs must be kept on leads at all times. The owners are responsible for clearing up dog excrement and placing them in the appropriate bins provided. Dogs will not be allowed in the Food Marquee or Beer Tent. This prohibition does not apply to Guide Dogs.
24. NON COMPLIANCE WITH REGULATIONS
Military Odyssey Limited’s officials have power to order the removal of any article from the Show Ground or to close the stand of any exhibitor who does not conform to the Regulations set out by Military Odyssey Limited or the directions of the Stewards and, if necessary, to expel such Exhibitor or their representative from the Show Ground without any refund being made.
25. RECOVERY OF FINES, FEES AND CHARGES
All fines, fees and charges shall be recoverable by Military Odyssey Limited and until payment is made, persons owing them shall be debarred from exhibiting at future shows or fairs.
26. EMERGENCY EVACUATION PROCEDURES
Exhibitors will be issued with an Emergency Evacuation Procedure Leaflet within their Exhibitor ticket folder. The instructions on this leaflet form part of the Rules and Regulations of Military Odyssey Limited and should be noted.
It is recommended that all traders have third party public liability insurance. ALL vehicles that enter the show site must have the appropriate third party public liability insurance cover. All displays and living history must have their group’s insurance in place that indemnifies Military Odyssey for any third party liability.
28. IMPORTANT FIRE PROTECTION NOTICE
ALL EXHIBITORS AND OUTDOOR TRADERS ARE REQUIRED TO SUPPLY A SUITABLE FIRE EXTINGUISHER OR EXTINGUISHERS IN THE INTEREST OF FIRE PRECAUTIONS
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