WESTMORLAND COUNTY SHOW
RULES & REGULATIONS – TRADE STANDS, EXHIBITORS ETC

1. APPLICATION FOR SPACE
All applications shall be submitted on the appropriate entry form and entries submitted in any other way will not be acceptable. The application form and the Risk Assessment Form, must be signed by the Exhibitor or his/her representative, and the signature on the forms shall be deemed to be the acceptance by the Exhibitor of these rules and regulations and his/her agreement to be bound thereby.

2. OBSERVANCE OF REGULATIONS
All Exhibitors, their contractors and employees, while on the Showground, shall be subject to the rules and regulations of the Society, as interpreted by the Society, and the stewards and officials appointed by them.

3. VEHICLE REGULATIONS
(a) Exhibitors using large mobile units should arrange to have these in position not later than 6pm the day before Show Day.
(b) Vehicle passes will be issued to enable vehicles to enter the Showfield on Show Day up to 8am. All vehicles should be clear of the public areas by 8.00am.
(c) Any vehicles remaining on the Showground after 8.00am must form an integral part of an exhibit. This rule will be strictly enforced and any unauthorised vehicle found on the Showground between 8.00am and 5.30pm is liable to be towed away without further warning. The Society will accept no liability or responsibility for any damage caused.

4. EXHIBITOR’S PASSES
These will be issued on the following scale:
7.5 metre deep stands = 3 entry tickets and 2 vehicle passes
9.0 metre deep stands = 4 entry tickets and 2 vehicle passes
12.0 metre deep stands = 5 entry tickets and 3 vehicle passes
15 metre deep stands = 7 entry tickets and 5 vehicle passes
Further tickets in addition to those provided, will be charged for at a reduced rate of £7.50 (inc VAT).

5. TRADING STANDARDS
The stewards and officials shall have power to remove from the Showground, any Exhibitor or itinerant vendor whose articles are not in accordance with the description given on the application form or the standards that shall be determined by the stewards and officials.

6. WITHDRAWAL OR CANCELLATION OF SPACE RESERVED
Where an exhibitor withdraws from the show or cancels the space reserved for him/her for any reason, all fees due shall be forfeited and the Society reserves the right to re-let the space.
Exhibitors are reminded that they MUST pay their site fees at least 8 weeks before the show (i.e. before 17 July, 2008); otherwise this will be regarded as withdrawal/cancellation on their part and the site re-let.

7. ALLOCATION OF SITES
The allocation of sites and positioning of trade stand space will be entirely at the discretion of the Society, although every endeavour will be made to meet any request made by an Exhibitor regarding the position of his/her stand.
(a) Exhibitors booking open space must apply and pay for sufficient space for all stays and guy ropes required for any building, tent or caravan and any vehicle necessarily forming part of the site or needed in connection therewith to be erected on the space.
(b) Boundaries of sites will be marked and in no circumstances will Exhibitors be allowed to occupy a larger space than that allocated to them. All activity must be contained within the limits of his own stand.
(c) The Exhibitor will be allocated a site by the Society and it will be a condition of the Society’s acceptance of Exhibitor application for a site that the Exhibitor will take and accept the site allocated irrespective of its condition.
(d) The Exhibitor will be responsible for all damage to the site by him/her, his/her servants or agents, and hereby undertakes to make good any such damage.

8. ELECTRICAL CONNECTIONS
(a) All applications for electricity must be made in advance and any late requests cannot be guaranteed.
(b) Exhibitors who have paid for electrical connections, will be contacted on arrival at the Showfield by the Society’s qualified electrician.
(c) Unless alternative arrangements have been made, the power to the stand will be 13amps controlled by a 30mA RCCB. Any variation to this supply will be charged at cost.
(d) All connections to the exhibitor’s stand will be checked and controlled via a RCCB circuit breaker rated at 30mA, in accordance with current Health and Safety guidelines. It is the responsibility of the Exhibitor to ensure that his/her equipment complies with all current electrical regulations and will work on a RCCB circuit breaker prior to attendance at the Show.
(e) Power to the stand will be available from 4pm Wednesday to 6pm Thursday.
Please note: no generators will be allowed on site.

9. TIMES OF OPENING
All trade stands must be open and manned throughout the time the Show is open to the public, i.e. 8.00am to 5.30pm.

10. FIRE PROTECTION
(a) It will be the responsibility of each Exhibitor to ensure that adequate fire precautions are provided, particularly in the case where any heating or other similar appliance is used.
(b) The Society reserves the right to make further rules and regulations in respect of fire precautions, if and when necessary.
(c) The Fire Risk Assessment Form provided with the application for entry to the Show MUST be completed and signed by the exhibitor.

11. COLLECTIONS AND APPEALS
Charitable or other institutions wishing to make appeals for contributions to their funds must first obtain permission from the Secretary of the Society.

12. NOISE
Exhibitors must not use any loudspeaker apparatus, noisy engines or any other offensive practices to cause annoyance to adjoining exhibitors. Spitting is expressly forbidden.

13. PHOTOGRAPHS
It shall be a condition of entry to the Showground and car parks, that no person shall ply for trade as a snapshot photographer or solicit trade with visitors to the Show in any other capacity deemed by the Society’s officers to cause annoyance.

14. RESPONSIBILITY OF EXHIBITORS
The Exhibitor will indemnify the Society in respect of all actions causes claims losses proceedings or costs incurred claimed or arising out of the use by the Exhibitor of the Showground or by his/her agents contractors employees licensees or other persons being present at his/her request or with his/her concurrence for the purposes of the Show and the Exhibitor shall similarly be liable for all plant equipment vehicles stands articles animals livestock goods or other things of whatever kind or nature brought on to the Showground for whatever purposes and the Exhibitor shall be liable similarly for any matter arising out of the exhibition handling or housing of such exhibits and the conduct of the exhibitor’s stand generally. Acceptance of this foregoing provision and the foregoing provisions generally shall be a condition precedent of entry.

15. NON-COMPLIANCE WITH REGULATIONS
The stewards and/or officials shall have power (whether exercised unreasonably or not) to order the removal forthwith of any plant machinery vehicle equipment goods or any other thing of whatever kind or nature either static or vehicular exhibited or brought on to the Showground for whatever purposes or to order the stand of any Exhibitor to be closed forthwith if such Exhibitor does not or has not complied with any of these rules or regulations or the direction of the stewards and/or officials or any other requirement properly to be observed by any Exhibitor his/her employees contractors licensees or other persons being present at his/her request or with his/her concurrence for the purposes of the Show such requirements to include those of the General Law the Byelaws or any other requirements and the stewards and/or officials shall have in any circumstances the right to expel forthwith any exhibitor or any other persons associated with him/her who has in any way infringed the rules and regulations including the immediately foregoing provisions.

16. H S E REGULATIONS
Exhibitors are reminded to ensure they are fully conversant with and comply with all current Health and Safety regulations, particularly with respect to equipment and public safety. The Risk Assessment Form provided with the application for entry to the Show MUST be completed and signed by the exhibitor.

17. CANCELLATION OF SHOW
The Society reserves the right to cancel at any time and for any reason the Westmorland County Show held annually by the Society, subject to the Society’s Secretary giving at least 24 hours notice of cancellation to the Exhibitor or Trade Stand Holder except in the case of the cancellation being due to fire, flooding, civil commotion, Act of God or riot, in which case notice given verbally or otherwise, by the Society’s Secretary shall be deemed sufficient. If the Society decides to cancel the Show, the Exhibitor or Trade Stand Holder will be repaid his/her entry fee, less a small handling charge, and the Society will not be responsible for any financial, trading or other loss of whatever kind incurred by the Exhibitor or Trade Stand Holder.

18. VACATING SHOWFIELD
Exhibitors must clear their sites by 16.00 on the day following the Show. The Society will not be held responsible for any damage caused to items moved after this time.

EXHIBITORS WILL BE HELD RESPONSIBLE FOR ALL FIRE AND ACCIDENTAL DAMAGE CAUSED BY THEM, THEIR SERVANTS OR AGENTS, AND THEREFORE EXHIBITORS SHOULD INSURE NOT ONLY AS REGARDS THEIR OWN PROPERTY, BUT ALSO AGAINST THIRD PARTY CLAIMS, FOR BOTH FIRE AND ACCIDENTAL DAMAGE.

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