TRADE – MANUFACTURERS – EXHIBITIORS – CATERERS – ENTERTAINMENTS - BARS
By making their booking have agreed they will comply with the following conditions and regulations
Completion of your application and booking form implies acceptance of Terms and Conditions, Health & Safety, Environmental and any other published policies associated with RHL Activities Ltd and the event.
Booking priority will be given to those persons who have booked a space with us in prior years, provided the application and deposit have been received by due dates.
Space is limited so unfortunately some Applicants may have their request rejected due to lack of space or to avoid duplication of products on display. However we will retain your records for future reference as soon as a suitable space becomes available. This is worked in strict chronological order.
The Person/Company making the booking will at the time of Submitting their booking confirm that they possess valid insurance – both Public Liability minimum of 5 Million Pounds and Product. These documents must be ‘current’ and available for inspection on the Event Weekend.
RHL Activities reserves the right to reject any application for Space, without recourse.
RHL further reserves the right to cancel any application, which may have been accepted without any reason being given.
RHL Activities shall not be liable for any loss or damage that may be occasioned by the removal of any Trader or Exhibitor.
RHL Activities reserve the right of decision to postpone, cancel, abandon or curtail the Event. Where this decision arises from circumstances beyond their control, it shall not create liability to claim for loss, damages or refund of booking fees. Traders/ Manufacturers/ Exhibitors/ Caterers must ensure they have the correct pandemic insurance to cover this, as there will be no liability due for loss of deposits/fees paid/expenses from and as such no fees/expenses shall be repayable by RHL Activities Ltd
RHL Activities will notify you of your position within the event, 14 days prior to the event. Event passes will be collected on site, when you register at the Welcome Office. It is essential that we receive all requested information by the due dates for Health and Safety purposes.
Failure to forward all relevant information by due dates renders your booking null and void WITHOUT REFUND
All exhibits, equipment and stock remain on the Event Site at the sole risk of the Applicant.
All stands must be open and all exhibits uncovered and displayed for public view by 08.00am on each Event day.
There are concessions in place for a number of products including soft drinks. Successful applicants will be advised of the brands they are allowed to sell.
Traders – Manufacturers – Exhibitors – Entertainments are not allowed to sell alcohol, including for example brandy coffee or Grand Marnier Crepes.
Please remember space is at a premium and onsite vehicles are limited in line with your booking.
The pitch size you declare must include your stand/unit as well as an exact width for any support vehicles and camper vans.
Applicants are asked to provide a photo/sketch of their unit.
Exhibitors are now allowed to sell products
Manufacturers are allowed to sell products as long as they have been declared during their booking process, by completing the appropriate booking forms and can only sell their own manufactured product.
Food traders, crew caterers and bars must be registered with a Local Authority
Persons/Companies wishing to book multiple areas must complete an application form for each area/unit
Trading names must be clearly displayed and RHL Activities Ltd will provide Laminated signs and affix appropriately.
No Trader or Promoter shall sub-let the whole or part of the space allocated to them.
Exhibitors will not be allowed to sell or demonstrate goods that are not included in their Application Form, and any misrepresentation will result in the expulsion from the Event Site without compensation.
Food Court operators will work with a fixed price drinks menu as dictated by RHL Activities to ensure fair trading. Speciality drinks are exempt for this ie speciality coffee stands. RHL may also enforce its right to ensure all outlets selling soft drinks, will only sell the sponsored energy drink and water supplier products
Distribution of leaflets outside of the Trade/Promotion Stand is prohibited (including car parks) without prior consent.
Promoters providing refreshments FREE of charge to their customers, must comply with current Environmental Health and Food Safety Regulations and must have prior written consent from RHL Activities Ltd, to ensure this does not contravene any sponsorship partnership that are in existence for the event/site.
Due to the nature of the event any trader/promoter wishing to give product away for sampling must have prior approval from RHL so as not to contravene any sponsorship contracts RHL hold for the event.
All Fairground rides and Side Shows must be in possession of a current Certificate or Safety issued by the Showmans’ Guild. Goldfish are not permitted to be given as prizes.
Goods and packages cannot be received by RHL Activities and should not be posted to the Event Site
Traders and Promoters are discouraged from bringing dogs to the Event. However, dogs are allowed but must be kept on a lead at all times.
RHL Activities, or its Officers or Servants, will not be in any way liable to any person whatsoever for any damage or loss, however caused, to the property of any such person or for injury, fatal or otherwise, to any such person, while upon the Event Site while entering or leaving same.
HEALTH & SAFETY
Manufacturers/Exhibitors/Entertainment must provide a comprehensive Risk Assessment / Method Statement appertaining to the construction, dismantling and operation of the unit / stall proposed for use on a site (please note a sea front location). This document/s should identify the build method for the unit or structure and indicate the company / persons carrying out the construction along with their competency. The structure should be ‘appropriately weighted’ to remain fixed at all times.
Provisions should be included in the document to cover the safety and welfare of staff of your company (including its servants and agents) and members of the public
This is a Health and Safety requirement and must be strictly adhered to. Any trader found to be in contravention of this requirement will be removed from site.
It is the responsibility of Exhibitors to comply with all relevant Health & Safety legislation, including current Environmental Health Regulations. Trading Standards Regulations. Trade Description Regulations, Customs & Excise Rules, Codes of Practice, and Acts of Parliament.
Space is limited and you must not encroach on, obstruct or in any way interfere with neighbouring Traders.
RHL Activities Officials will strictly control encroaching on walkways/roadways or aisles, to comply with Health & Safety Guidelines.
SINGLE USE PLASTIC - CATERING PACKAGING – WASTE
Sale of Single Use Plastic Bottles will incur an Environmental Fee of £250.0 plus VAT. Drinks sold or given away to be in cans/re-useable cups or paper cups. 2023 will see total ban of Single Use Plastic on the event site.
All food is to be served in/on disposables made from either paper/cardboard or wood, this to include straws and pizza trays.
Rubbish will be collected on a regular basis by RHL Waste Management Team. You are reminded to deposit your rubbish within the areas specified. All Cardboard deposited in the designated units must be flat packed. RHL provide waste water units for caterers to deposit their waste water. All cooking oils and fats to be taken away by the trader/caterer. No tyres to be left on site – these must be taken away by the persons who brought to site.
IMAGERY
Use of the Weston Beach Race logo and/or images on any goods or promotional material is strictly prohibited, without prior consent from RHL Activities Ltd
The event site is within Bristol Airport flight path and the flying of any unauthorized drone is illegal and will be reported to the authorities immediately.
Any person found to using an unauthorized drone will have it confiscated immediately and handed to the local police constabulary.
Filming of the event is under license to RHL Activities Ltd.
VEHICLE MOVEMENT TIMES
The Event Site is restricted for vehicle movement and access.
All applicants and their vehicle/promotional stand must be in situ no later than 20.00hr on the Thursday prior to the event. If unoccupied by this time, RHL may re let the space without recourse or refund.
Trade-Manufactuers- Exhibitors-Caterers-Entertainments-Bars will be notified of their set up and break down times.
Re stocking times are included within booking and confirmation packs
Onsite deliveries from third parties are to be notified to the organizer in advance and must use the Royal Sands entrance of the site, within the designated vehicle movement times.
ABUSE
No abuse should be directed at any Event Official or its Officers during the course of their duties.
Application Space will only be reserved upon receipt of the completed application accompanied by a payment to cover the booking deposit as laid out within the booking form.
PLANT – MACHINERY - DISMANTLE
No Trader or Promoter to dismantle their space or remove themselves from the site until 17.00 pm at the earliest on Sunday of the event, being the final event day.
Exhibitors receiving heavy machinery or articles, must provide their own means of unloading. In the event of soft ground conditions, RHL may offer assistance to move vehicles, however, no liability will be accepted for any damage incurred.
Hydraulic and elevated equipment must be protected by the exhibitor against accidental collapse on the Stand.
EXCEPTIONAL CIRCUMSTANCES
Persons wishing to request refund under exceptional circumstances must do no later than midnight 15th August 2021. No consideration will be given for any requests after this date
NOISE
Amplification Equipment that causes interference with the Event equipment is prohibited.
RHL Activities Officials shall have the power to stop any running of any engine, other machine apparatus or generator that, by reason of smoke, noise or smell, may be considered by them to be a nuisance
CHARITIES - RAFFLES
Balloon Races, Raffles and Use of Inflatables, Kites, Aeroplanes or large Banners, require written permission from RHL Activities Ltd if they are to form part of Trade
Display of Registration under the Lotteries Act 1976 is required for Raffles.
CANCELLATION POLICY – Traders – Caterers – Manufactuters – Promotions – Charities – Entertainment – Event Rides - Bars
120 Days Prior to Event – 50% Refund of all fee will be given
90 Days Prior to Event – 30% of total fees will be refunded
60 Days Prior to Event – 20% of total fees will be refunded
59 Days Prior to Event – No Refund
For the purpose of calculation of refunds, the event date for commencement is the Wednesday prior to the published live event days
All cancellations incur a 10% non refundable administration cost of the total cost of the area booked.
DISABILITY DISCRIMINATION ACT 1995
Under the Disability Discrimination Act 1995, everyone has the right to have access to Trade Stands. Any disputes will be directed to the Disability Rights Commission on 0845 604 6610.
TICKETS/PASSES/CAMPING/RIDER ENTRY
These are non-refundable and will not be exchanged. The organisers shall not be liable for any loss, injury or damage within the event boundaries. Camping spaces are non-transferrable.
Riders who do not submit all the correct information after requests by the rider entry team will be sent a 24hour notification of expiry of application. A fee of 50% of the entry fee shall be deducted in connection with administration fees and the remainder returned to the applicant. Day licence fees are non refundable.
Persons booking space within the camping villages must ensure they adhere to the noise times for shutting off of generators. All generators must have an environmental mat underneath them if they are to be positioned on the ground
Camping spaces are at a premium and it is the responsibility of the person booking to ensure they book the correct size. Any vehicle turning up to the event site which is larger than that declared may forfeit the space without refund.
There are strict access and exit times for vehicle movement within the camping areas. Vehicle access and exit outside of these times will not be permitted. It is the responsibility of the person booking to ensure they access the camping areas within the designated times.
Any person shown on CCTV to be breaking of perimeter fencing to use as a site access will be prosecuted and will result in immediate removal from site.
It is illegal to resell tickets/wristbands/passes. Should a ticket/wristband be re sold or transferred for profit or commercial gain by anyone the ticket/wristband/pass shall be void and the holder be refused entry to or ejected from the event.
The entire ticket/wristband/pass is required to gain admission to the Event. Printed receipts are not acceptable. All tickets/wristbands/passes are security printed, and any attempt to present any other ticket/wristband/pass may lead to refusal of admission and possible prosecution. Unauthorised vendors will be prosecuted.
Please keep your ticket/wristband/pass safe and in good condition as a duplicate ticket/wristband/pass will not be issued if it is lost or stolen and a defaced or illegible ticket may become invalidated.
This ticket/wristband/pass relates to access to public areas of the venue only. The ticketholder/wristband/pass holder shall not access or attempt to access any other areas including without limitation the track. Offenders will be prosecuted.
Discount codes/UCR references can only be used for one complete transaction and not multiple transactions.
The ticketholder/wristband holder shall not bring into the venue or use or display at or around the venue any sponsorship, promotional or marketing materials. The ticketholder shall not offer or distribute within or around the venue any consumer article or commercial product or service or any leaflet relating thereto.
The date of the Event and/or the support programme may be subject to change by RHL Activities Ltd, in which circumstances ticketholders agree that their tickets will be valid for the Event as changed, and no refunds or exchanges will be available.
The ticketholder shall be entitled to a refund or exchange (at the Companies election) in respect of this ticket if the Event is cancelled in its entirety prior to the commencement of the Event for reason(s) that are within the reasonable control of RHL Activities Ltd.
If the Event is cancelled or otherwise changed for reasons that are beyond RHL Activities Ltd reasonable control including, but without limitation, compliance with any law or governmental order, accident, rule or restrictions, adverse weather, fire, disease, war or terrorist activity, commotion, acts of God, strikes or other industrial action, breakdown of plant, machinery or any failure of gas, water service, electricity or similar supplies, then RHL Activities Ltd shall in such circumstances have no liability to the ticketholder for any loss or damage suffered as a result of such cancellation/termination or other change.
There is a medical centre on site, during the course of the Event Weekend. Any member of the public to include spectator/trader/promotor any persons at the event that is treated by any of the medical team whilst on site, acknowledge that the medical team, will share the following information with RHL Activities Ltd, for their event records, these to include the following and any other information the medical team feel is necessary.
Name, Address, Age, Gender, Rider Number, Location on Track/Event Site, Injury Sustained, Treatment Received and if Hospitalised, the Hospital transferred to, along with any other information our Health and Safety Officer, or our medical providers, deem necessary, in reporting of any incident.
Ticket/pass holders acknowledge that they may be exposed to the risk of physical harm due to the nature of the Event. RHL Activities Ltd will not be liable for any injury, loss or damage to you or your property except to the extent that any such injury, loss or damage is caused by the negligence of RHL Activities Ltd, its employees or authorised agents. Without prejudice to the foregoing, RHL Activities Ltd excludes to the maximum extent permitted by law any liability for such injury, loss or damage.
By purchasing a ticket/wristband/pass to an RHL event you are accepting the terms and conditions by which the Company trades. This relates to all sales, to include, but not wholly exclusive, general, corporate and hospitality.
INFECTIOUS DISEASES AND COVID 19
Infectious diseases could spread rapidly amongst event goers. You are asked to stay away if you are suffering from an infection or show signs of Covid 19.
Adopt the Government policy of space, face and hands.
Wear face masks in crowded areas
FIRES - BARBEQUES
Bonfires and external barbeques are not permitted anywhere on site
Fireworks are NOT permitted on site, any found on site will be confiscated
SECURITY – CCTV - ANPR
Security will be onsite throughout the event weekend and are there for the sole purpose of the event, not for protection of personal stock/goods and equipment.
The event uses CCTV for the sole purpose of crowd protection and observation
ANPR may be existence in conjunction with local police forces.
Any persons entering the site by foot or vehicle may be searched. Refusal of search will result in automatic exclusion from the event site without recourse to RHL Activities for financial recompense.
Persons found to be having “hazardous/harmful items” about their persons will have those items/objects automatically confiscated.