Vehicle entry is free for classic commercial vehicles pre 1980 (other vehicles allowed at Producers discretion). Please complete separate form for each vehicle entered. Please print clearly
Name of entrant / Owner ☐ / Driver ☐ / Stallholder ☐Full address inc postcode
Mobile number / Landline telephone / Email address
VEHICLE DETAILS please email good quality photo to (may be used in event programme and online).
Vehicle make and model name/numberRegistration no. / Year built (pre 19800 / Fuel type
Total length / Width / Weight *see road restrictions 6 below
Body / axle/wheel configuration e.g. 4x2
Entry for what day / Saturday ☐ / Driver one name
Sunday ☐ / Driver two name
Do you want to take part in the Saturday road route
VEHICLE TYPE
PSV - Commercial Vehicle (limited to 100 entries). Bus – single or double deck/coach/cylinders/capacityMilitary ☐ / Lawnmower ☐ / Pedal bike ☐ / Lorry ☐ / Tractor ☐ / Van ☐
Stationary engine ☐ / Lorry drawbar trailer ☐ / Other/special ☐ / Utility – describe type e.g. fire engine, Ambulance, rescue, tow truck, dustbin wagons, snow ploughs, small roadside maintenance tankers, tipper, Land rover ☐
Restored original ☐ / Unrestored original ☐ / Totally rebuilt ☐ if so, date rebuilt?
Steam ☐ will you have a trailer? If so please provide details including length
Further details
Brief description and history of vehicle entered – for the programme
PSV
Do you want to be part of the free daily bus route / Rear entrance? / NB a conductor is essential for rear entrance / enclosed cabEnclosed cab? / Do you have a conductor?
Mot type / Class 5 / Mot expiry date
Class 6 / Legal passenger capacity
STALLHOLDER DETAILS (IF APPLICABLE) Cost of stalls below – please do not pay until your application is formerly accepted. Complete all
Entry for what day / Saturday ☐ / Size of Stall. Description of stallSunday ☐ / Charity (yes/no) - number
Details of products selling including price points
DECLARATION I have read the conditions of entry and agree to be bound by them. I declare that during the whole period of the rally my entry will be covered by a public liability policy having a limit of indemnity of not less than £1,000,000 for any one incident. I further declare in the case of any event taking place wholly or partly on the public highway that the use of the vehicle hereby entered is covered by insurance as required by the relevant law applicable and is valid for such part of this event as shall take place on public roads as defined in the relevant law. I declare that the vehicle that I will be using for the daily bus route is insured for service on public roads. I further declare that it is insured for carrying the number of passengers detailed above and that the driver of the vehicle listed above will hold the appropriate licence(s) to drive that vehicle on the public roads on the dates of the event. ... Please sign
SIGNED / DATEPlease return completed and signed forms to Easter Rally, c/o 22 Market Street, Kirkby Stephen, Cumbria CA17 4QT. Instructions and directions will be sent just in time for the Rally. Please enclose an A5 stamped addressed envelope and returned to us by Monday 5th March 2018. Each entrant will receive a commemorative useful souvenir. Please contact or 07769 949788 for further information and advice about accommodation.
CONDITIONS OF ENTRY
VEHICLE OWNERS
1. Entries must be presented in a clean, complete and safe working condition. All entrants hereby indemnify Producer against all claims, liability and damage as a result of their entry directly or indirectly
2. Steam wagons and engines must have proof of boiler insurance and annual inspection.
3. No exhibit shall be left running unattended. All unattended vehicles shall be left securely braked and/or chocked.
4. Entrants must pay full regard to any instruction from any Producer or marshall and conduct themselves in a manner that will not inconvenience other road users or other persons at any time.
5. Due to availability of space, vehicles built after the year 1980 will require special permission to enter the rally.
6. *The A685 between Brough and Kirkby Stephen has an 18 ton restricted access (refers to design laden weight not as manufactured) and that other vehicles require a permit. Generally axle configurations as follows require a permit: 6x2, 6x4, 8x2, 8xa, 4x2 tractor unit or unit and trailer. Exceptions are trucks manufactured as ‘lightweight’ e.g. Ford, Austin, Commer, Morris and Bedford). Entrants must ensure that vehicles are permitted to drive on the A685
7. Owners must ensure that all drivers are fully qualified and licensed for the class of vehicle.
STALLHOLDERS
8. Stall fee for commercial stalls is £30 per day. The cost of a food and drink stall is £45 per day to cover the additional EH admin costs. Once your entry has been confirmed your fee must be received within 14 days or by 5 March 2018 whichever is the earliest. No rebates or compensation will be given to stallholders as a result of adverse weather conditions or any reason for cancellation
9. Each stall pitch should be 3mx3m. Anyone requiring more space will be charged for the increased size proportionally.
10. The Easter Rally and Encounter Eden cannot accept responsibility for the level of trading during the day nor for any economic loss.
11. Encounter Eden will be responsible for obtaining the necessary Council licence for all stalls. In 2018, the Council agreement does not include live music or the sale of alcohol. Any stallholders wishing to do either activity MUST have written permission from Encounter Eden and will be required to pay any additional Council charges.
12. The licence for a stall is granted subject to any Conditions made by the relevant county, district, town or parish Council
13. The licence is granted subject to compliance with any other statutory enactment which is currently in force
14. Stallholders must start dismantling their stalls at the time instructed and not before then.
15. The site must be cleared no later than the time instructed
16. Any vehicles parked in the area will be parked at their owner’s own cost and risk.
17. Stallholders shall trade solely in the articles, and at the place, and on the day specified in this form as covered by these Terms.
18. Stalls or merchandise must not be over-loaded or insecure. They must not cause hazard in any way to members of the public
19. If the stall is a vehicle and its parked on grass, sufficiently sturdy wood planks must be positioned underneath the vehicle to protect the grass
20. Stallholders must ensure that all goods, materials, refuse etc do not spread beyond the licensed stall area. Trading is only permitted within the designated trading area of the stall.
21. Prices of goods on stalls must be clearly displayed
22. The stall must be dismantled and removed each day at the end of trading hours.
23. All liquid must be served in plastic cups. Under no circumstance will glass be allowed to be served to the public
24. Stallholders are required to co-operate fully with all event officials including the Production Company, Police, Fire Officers, Security and Council representatives including Environmental Health Officers and Trading Standards Officers.
25. Stallholders will be given emergency and fire instructions prior to the event – these must be adhered to
26. Each stallholder is responsible for their own garbage. Stallholders will be responsible for ensuring that all waste is kept away from their unit and is disposed of throughout the day in order to create a good profile for their products and to prevent potential fire hazards. Stallholders are required to remove from the site with them when they de-rig each day any substantial waste such as large boxes, packaging or bottles and any food waste and oil.
27. Stallholders are not permitted to bring any of the following on-site: Weapons or anything that could be construed as a weapon; Alcohol and alcoholic containers (without express permission in writing); Glass; Generators; Lasers; Fireworks; ignition sources
28. Open fires are not permitted on site. This includes barbeques unless expressly agreed in writing.
29. Merchandise must not cause an obstruction of the highway or any access or egress route
30. Stallholders warrant that the products displayed or on sale will contain nothing obscene, blasphemous, libellous or otherwise unlawful and will not infringe the copyright or any other rights of any third party.
31. Stallholders hereby fully indemnify Encounter Eden and the Easter Rally against all losses, and all actions, claims, proceedings, costs and damages and all legal costs or other expenses arising out of breach of these terms and conditions.
32. By signing/submitting this application form stallholders confirms that he/she has public liability and employer liability insurance against personal injury, death and damage to or loss of property for a limit of indemnity not less than £1 million as required by Eden District Council. Stallholders accepts that it is his/her responsibility to ensure that his/her own insurance is adequate. Encounter Eden and the Easter Rally will not be responsible should a stallholder fail to ensure that adequate insurance for public liability and employer liability insurance against personal injury, death and damage to or loss of property are in place.
33. Encounter Eden takes no responsibility for, or liability for, any loss, damage, theft of stallholders property whilst at or in transit to or from the event site. Please note that the event location is a busy public area and Encounter Eden cannot be responsible for individual stall security.
34. It is recommended that adequate insurance cover is taken out for goods or merchandise. No secure storage space will be provided. All goods or property left unattended will be at stallholder’s own risk. Adequate insurance cover is strongly recommended.
35. Encounter Eden reserves the right to capture audio, video and photographic media of the event, its stallholders and attendees and to use such media in promotions either for the event itself or for any other similar event now or in the future.
36. Stallholders must bring working and certified fire extinguishers and at least one fire blanket
37. Stallholders selling food and drink must adhere to the Council’s guidelines and terms in respect of food hygiene and safety (in particular in respect of providing hand washing facilities) and those guidelines are incorporated in these terms and conditions
38. There will be no power available for Market stalls unless otherwise agreed and you may not bring a generator on site as this will require additional licensing and permissions.
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