The Terms and Conditions exhibitors caterers, entertainers and other sub contractors are set out below.
Additional terms and conditions may be applicable to caterers, entertainers and other sub contractors, they will be notified individually.
Terms and Conditions for Entering a Vehicle
All owners, exhibitors, their agents, employees and assistants, whether formally employed or not and including any volunteers (hereinafter referred to as exhibitors), while at the rally, shall be subject to the rules and regulations of The Rotary Club of Hebden Bridge (hereinafter referred to as The Organiser), as interpreted by the Organiser and the appointed marshals.
Exhibitors must have valid third party insurance and any relevant MOT certification for their exhibit and ensure that any drivers of the exhibit are fully competent to drive it, and have a valid and appropriate licence, and be qualified to drive or handle the exhibit or entry.
Exhibitors and their property, including vehicles and personal effects, will be allowed on the rally field at the exhibitor’s own risk. Exhibitors will indemnify The Organisers in respect of all risks, including but not limited to, risk of fire, flooding, loss through damage, theft or accident to their property, whatever the cause during the rally, or during the setting up or dismantling of the rally or at any time the Exhibitor’s property is on site.
Exhibitors must further agree to indemnify and hold The Organiser its members, agents and officials free from any claims that may be made by a person claiming that their loss or injury has been caused by them or persons under their direction or by their vehicles or equipment, whatever the cause, during the rally, or during the setting up or dismantling of the rally or at any time their property is on site.
Exhibitors are responsible for their own personal effects throughout the event.
Exhibitors must not engage in any commercial activity from their allocated position or by roaming the site selling or promoting their goods or services, without the prior permission of the organisers.
No exhibit or entry must be left running unattended. If, for any reason the exhibit is left unattended, it MUST be left securely 'braked and immobilised' (ignition keys must be removed) and all Working entries and exhibits must be in safe working condition.
A maximum speed of 5MPH shall apply to all moving vehicles including all entries of exhibits on the rally field.
All Exhibitors and drivers must obey marshals' instructions and not inconvenience or endanger any persons or animals on the site or on any part of the rally field.
All entries to the Rally are accepted at the organiser’s discretion.
Entry fees are non-refundable.
The organisers may include details of exhibitors and their vehicles in a variety of rally publications, including press releases, websites and social media. Exhibitors may request that their name is not included in such publications.
To guarantee the place they booked on the rally field, pre booked exhibitors should be on site by 11.30am and are asked to remain there until 4.30pm.
Judging will be by a panel selected by the organisers and all decisions will be final: no correspondence will be entered into.
Nothing in these conditions is to be taken as relieving or excusing the exhibitor, their agents or employees, from any legal duty or responsibility.
Terms & Conditions for Stallholders, Caterers & Sub-contractors
All stallholders, traders owners, exhibitors, their agents, employees and assistants, whether formally employed or not and including any volunteers, while at the rally, shall be subject to the rules and regulations of the Organiser (The Rotary Club of Hebden Bridge), as interpreted by the Organiser and the appointed marshals.
All stallholders’ property, including equipment, stock and vehicles, will be only allowed on the rally field at the stallholder's own risk. Stallholders must indemnify the Organiser in respect of all risks, including, but not limited to, risk of fire, flooding, loss through damage, theft, accident to equipment, stock, vehicles, staff or public on or at their stall whatever the cause during the rally, or during the setting up or dismantling of the rally or at any time the stallholder’s property is on site. The stallholder must insure themselves against these risks and produce evidence of this if required. The Organiser has taken reasonable precautions to ensure the health and safety of everyone present. For these measures to be effective, stallholders must take reasonable precautions to avoid and prevent accidents occurring and obey the instructions of the Organiser, its officials and stewards. Stallholders are asked to prevent hazards of tripping, falling or equipment/goods falling onto people, and to clear rubbish and debris regularly. Stallholders are reminded that they, and anyone working with them, must ensure they are fully conversant with and comply with all current health and safety regulations, particularly with respect to equipment and public safety. All stallholders are required to have their own Public Liability Insurance in place.
All stallholders, caterers and sub-contractors selling food and or drink must be authorised by the Organiser and have appropriate food hygiene certificates in place and must comply will all current Food Hygiene regulations and gas safety regulations, if appropriate.
The letting will relate only to the date(s) specified on the Application Form submitted.
The letting fees must be paid at least 7 days before the rally is held and are not refundable under any circumstances. If not so paid the pitch will be re-let.
The site must be occupied only by the stallholder, their agents and employees. Under no circumstances sub-let or licensed to anyone else.
Pitches will be guaranteed until 11.00am each day of the rally. After 11.00 am pitches may be re-let. Stalls must not be dismantled nor stock cleared away before 4.30pm and all trading must cease by 5.00pm Vehicular access or movement is not allowed on site between the hours of 11.30am and 4.30pm.
On completion of business each day all refuse and litter generated by stallholders, caterers and sub-contractors must be picked up by them and removed from the site. They should provide an adequate number of bins within the bounds of their site or pitch to deal with rubbish generated by their activity.
The site must be left in good order.
All business must be conducted in a clean, honest, civil and business-like manner
No food and drink of any description are to be sold without prior consent of the organiser.
No alcohol, live animals or fishes are to be sold or offered as prizes by any stallholder.
No lotteries, competitions or cash collections, for charities, other organisations or individuals are permitted at the event. Charities may operate tombolas, and similar raffles offering instant prizes, from their stall only. (Subject to appropriate approval under The Gambling Act [if necessary].
All business must be conducted from the allocated pitch. Stallholders are not permitted to roam the site selling or promoting their goods or services.
The stallholder, their agents and employees will do nothing to adversely affect the health, safety and well-being of themselves, other traders or other persons attending the rally.
Only goods described at the time of application may be displayed or offered for sale on the pitch. Goods considered unsuitable in any way by the Organiser must be removed from the pitch.
Mains electricity will not be available on site. The use of generators on site will be subject to prior written approval by the Organiser. It is the responsibility of the stallholder to ensure that his/her equipment is suitable, compatible and complies with all Health and Safety requirements.
Stallholders must not use any loudspeaker apparatus, equipment or machinery or any other offensive practices to cause annoyance to adjoining stallholders. If this request is not adhered to then The Organiser reserves the right to require the apparatus to be turned off.
The trader/stallholder must be in possession of suitable Public Liability insurance cover of not less than £1,000,000 which must include an Indemnity to Principals clause. Evidence of this may be required. (Increased cover may be required for specific stallholders and they will be notified individually).
Nothing in these conditions is to be taken as relieving or excusing the stallholder, their agents or employees, from any legal duty or responsibility.
Terms and Conditions for the Scenic Run
All entrants in the Hebden Bridge Vintage Weekend Scenic Run take part at their own risk and the Organisers (The Rotary Club of Hebden Bridge) cannot be held responsible for any loss, damage or injury caused before, during or after the event. The information and route provided is only a guide to a suggested route that you may wish to follow. There is no obligation to follow or complete the route and there is no time element to this event, neither is there a penalty for mileage covered. All entrants and drivers must comply with the requirements of all relevant Road Traffic Acts, in particular the 1988 Road Traffic Act with reference to licences, insurance and MOT documentation. They should ensure that any drivers they allow to drive are competent to drive and that their vehicle is in a roadworthy condition. Any mileage quoted on suggested routes is approximate and entrants should check their fuel gauge before starting on the Scenic Run as petrol stations are few and far between. Entrants are asked to have sympathy and consideration for other road users. They should try to avoid forming convoys and driving ‘nose to tail’ with other participants.
We would like to thank these organisations for their continued support. They play a big part in the success of our event, enabling us to help a wide variety of charities and good causes.