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huntonsteamgathering@gmail.com

Terms & Conditions

Hunton Steam Gathering

General Terms and Conditions

Entry to the event and the site that it operates is expressly subject to acceptance by the visitor (includes campers) and exhibitors of these event regulations.

"Event site" means all locations owned, occupied or utilised to stage the Event.

"Event" means any event taking place at the Hunton Steam Gathering.

“HSG” means Hunton Steam Gathering Committee, Staff or Volunteers.

1. Permission to enter or to remain within the Event (notwithstanding possession of any ticket or pass) is at the absolute discretion of HSG officers or persons employed to ensure the integrity of event is maintained. On no account will admission to any Event be granted to any person not in possession of a valid ticket/pass.

2. HSG excludes to the maximum extent permitted by law any liability for loss, injury or damage to persons/property in or around the Event site.

3. No guarantees can be given by HSG that an Event will take place at a particular time or on a particular date and HSG reserves the right to reschedule the Event without notice and without any liability whatsoever. In the event of the postponement or abandonment of the Event, refunds (if any) should be claimed in accordance with the relevant Event organiser’s ticket terms and conditions.

4. All persons seeking entrance to the Event acknowledge HSG's right to search any person, their vehicle and their belongings whether entering or inside the Event site and to refuse to submit to the search will result in person being refused entry or ejected from the Event.

5. Threatening, abusive or violent behaviour or using foul or abusive language or becoming drunk and disorderly is strictly forbidden and will result in arrest and/or ejection from the Event. HSG may impose a ban from the Event and possibly future Events as a result.

6. Causing damage to, or interfering or tampering with or removing any exhibits, equipment or fixtures within the Event site may result in arrest and/or ejection from the Site.

7. Only alcohol purchased within the confines of the beer tent can be consumed within the beer tent.

8. Failure to display a valid vehicle pass, at any time, or adhere to the site traffic rules will result in vehicles being removed by HSG.

9. Heavy machinery will frequently move around the site and any obstruction of access ways, exits and entrances, is strictly forbidden. HSG will remove obstructions as appropriate. Persons causing such obstructions will result in ejection from the Event.

10. All vehicles travelling around the Event Site must conform to safe speeds limits and comply with normal rules and regulations that apply when using a vehicle on a road. Importantly, drivers and users of vehicles MUST observe instructions given by the HSG Officers, Marshalls and Security Staff.

11. At all times whilst present in the Event Site persons must comply with any and all instructions of any security officer or officer of HSG and/or any Police officer. Failure to comply with any instruction may lead to immediate ejection from the Site.

13. Responsibility for minors (children under 16) remains at all times with a parent or guardian.

14. Responsible dog owners are welcome. Please keep dogs on leads and ensure you clean up after your dog.

15. Pre-paid camping is only available to TENTS and CARAVANS (not exceeding 24ft excluding drawbar) and cars or properly manufactured passenger-carrying vehicles. CAMPER VANS AND MOTOR HOMES must be properly manufactured. No articulated motor homes will be allowed. We are sorry but we are unable to allow VANS, LORRIES, PICKUP TRUCKS (open or covered), CREW CABS, UTILITY VEHICLES, MINI BUSES, BUSES or COACHES or any other type of commercial vehicle whether privately or commercially taxed onto the public campsites (unless specifically prearranged with the Chairman).

16.  No refunds are given for customer cancellations under any circumstances.

17.  If you leave the site early for any reason HSG will not issue any refunds.

18.  HSG reserve the right to cancel any booking and/or refuse entry to the site.  If exercising this right due to no fault of the customer, or adverse circumstances result in HSG cancelling your booking, a full refund will be made of any fees already paid to HSG.

HSG upholds the highest standards of Health and Safety. On behalf of HSG, Health and Safety compliance is implemented by the appointed Safety Officer and enforced by the various Section leaders and Committee.

Food & Craft Market

Booking Terms and Conditions

  1. Once a stand is booked the full charge is due, whether or not the booking is subsequently cancelled. Please note that no monies will be refunded if cancellation is received. Cancellation by the HSG committee due to unforeseeable circumstances will result in a refund.
  2. A standard single size stand includes a 6ft table. There will be room behind the stand for a pop up banner. A chair will be provided with each table. Traders can choose to dispense with the table and chairs if they wish to create their own stand area – please indicate on the booking form if you wish to do so.
  3. The stalls will be allocated on a first come first served basis so please return your application form together with payment as soon as possible to avoid disappointment. Please note that receipts, tickets and a vehicle permit will be sent together in late August and unless you hear from us prior to this date then you may assume your booking has been accepted.
  4. Two admission tickets and one vehicle permit per stand will be issued with each application.
  5. Vehicle permits must be displayed in the vehicle windscreen. If you have additional staff or helpers who will be attending the show at any time during the day you must purchase any extra tickets required at a special discounted rate of £5.00 each.
  6. To ensure that we have a good variety of stalls in the marque the Steward reserves the right to refuse an application if too many similar businesses have already been booked.
  7. Traders may only sell product types listed on their booking forms.
  8. It is the responsibility of the Traders to ensure that there is no damage caused by the delivery, setting up, dismantling or removal of the stand to the venue. Any damage will be the responsibility of the stand holder and may result in a subsequent repair charge.
  9. High risk food (e.g. meat) must be transported, stored and displayed at a temperature below 8° (ideally 1 - 5°). Such food may be displayed unrefrigerated for a one off period of no more than 4 hours. There needs to be a system in place for monitoring food past 4 hours. Cooked food must be served at a minimum of 65°C – these are legal requirements, and adherence is the Traders responsibility and not that of Hunton Steam Gathering.
  10. Electrical equipment should be thoroughly safety checked before being brought on site.
  11. The table top stands do not come “dressed”. Table cloths should be provided by the Trader.
  12. Gates open to the public from 9am daily. The local food marque will close at 5pm on Saturday and 4pm on Sunday. NO VEHICLE MOVEMENTS WILL BE ALLOWED AFTER 9am OR BEFORE THE CLOSING TIME.
  13. Access to the venue can be made from 7am each morning. Stands can be set up on the Friday before the show.
  14. All stands and other material brought to the show must be removed from the venue. Unused brochures and other collateral cannot be left at the venue for disposal. Any surplus resource left at the venue may attract a disposal charge of up to £30 plus VAT. Bins will be provided at the end of the day for your waste.
  15. All Traders must operate in accordance with the Coronavirus guidelines and law applicable at the time of the event.
  16. Traders are responsible for any materials delivered to or made from the venue and for their materials and possessions during the show. The venue accepts no responsibility or liability in that regard. The organisers offer no security for stalls, goods or equipment left within the marquee.
  17. Access to at least one 13 amp electricity socket can be arranged. Any additional power needs must be raised with the organisers well before the event to enable needs to be met.
  18. All Traders must comply with their own trade/professional stands to meet the health and safety standards required by law. Hygiene, Equipment and appliance certification should be readily available for inspection.
  19. It might be possible to trade for only one of the show days, however this should be discussed with the Organisers prior to booking.

Traders

Booking Terms and Conditions

  1. Once a stand is booked the full charge is due, whether or not the booking is subsequently cancelled. Please note that no monies will be refunded if cancellation is received. Cancellation by the HSG committee due to unforeseeable circumstances will result in a refund.
  2. The stalls will be allocated on a first come first served basis so please return your application form together with payment as soon as possible to avoid disappointment. Please note that passes will be sent together in late August and unless you hear from us prior to this date then you may assume your booking has been accepted.
  3. Stall holders will be directed to their plot and must ensure they always abide by the Steward’s instructions. Failure to abide will result in eviction from the event field with no refund.
  4. One vehicle permit per stand will be issued with each application (includes entry for 2 staff). Vehicle permits must be displayed in the vehicle windscreen. If you have additional staff or helpers who will be attending the show at any time during the day you must purchase any extra tickets required at a special discounted rate of £5.00 each. Additional vehicles will not be permitted to the showfield and must park in an area as directed by the stewards.
  5. To ensure that we have a good variety of stalls at the event we reserve the right to refuse an application if too many similar businesses have already been booked.
  6. Exhibitors may only sell product types listed on their booking forms.
  7. It is the responsibility of the exhibitors to ensure that there is no damage caused by the delivery, setting up, dismantling or removal of the stand. Any damage will be the responsibility of the stand holder and may result in a subsequent repair charge.
  8. Electrical equipment should be thoroughly safety checked before being brought on site.
  9. Gates open to the public from 09.00AM and will close at 5pm on Saturday and 4pm on Sunday. NO VEHICLE MOVEMENTS WILL BE ALLOWED DURING THESE TIMES.
  10. Access to the venue can be made from 7am each morning. Stands can be set up on the Friday before the show (with notice).
  11. All stands and other material brought to the show must be removed from the venue. Unused brochures and other collateral cannot be left at the venue for disposal. Any surplus resource left at the venue may attract a disposal charge of up to £30 plus VAT. Bins will be provided at the end of the day for your waste.
  12. Traders are responsible for any materials delivered to or made from the venue and for their materials and possessions during the show. The venue accepts no responsibility or liability in that regard.