Showground Rules & Regulations
Showground Rules & Regulations
All exhibitors, their contractors, and employees, while on the Show Ground, shall be subject to the rules and regulations of the Show Ground, as interpreted by the Council, and the Stewards and officials appointed by them.
1) LIVING HISTORY GROUPS & DISPLAYS: TO BE ENFORCED OVER ENTIRE SHOW PERIOD
a) All weapons (firing and non-firing) must not be taken outside the display or group areas (unless under the supervision of the group’s Commanding Officers going to and from battle ground or large arenas). At no time will weapons be permitted in any other areas.
b) Anyone displaying Neo Nazi regalia or having any type of Neo Nazi propaganda or political material will be asked to leave the Show Ground. With the considerable number of Veterans in attendance, all efforts must be made by all groups to show the upmost respect to all.
c) It will be the Commanding Officer’s responsibility to make sure that all the above requirements are met and enforced. Please bear in mind that these rules are placed for the enjoyment of all participants and that it may seem that notes b and c are pointed at German Groups. This is not the case. They apply to ALL serious re-enactors and individuals alike. The organisers will strictly enforce these rules with no exception.
2. APPLICATION FOR SPACE
All applications must be submitted on the appropriate entry form, which must be signed by the exhibitor or their representative, such signature being an acceptance of the regulations. Online bookings are possible and the entry of either booking by post or online deems acceptance of these terms & conditions. A confirmation will be issued on receipt of any booking via email. Amendment of bookings can be made on the online portal.
3. ALLOCATION OF SITES
The allocation of sites and positioning of trade stand space or display space will be entirely at the discretion of Military World Show, although every endeavour will be made to meet any request made by an exhibitor regarding the position of their stand.
a) Exhibitors booking open space must apply and pay for sufficient space for all stays or guy-ropes required for any building, tent or caravan and awnings to be erected in the space, together with any stock vehicle required on site for the duration of the Show.
b) Boundaries of sites will be marked and in no circumstance will exhibitors be allowed to occupy a larger space than that allocated to them. No exhibitor, whether a charitable organisation or otherwise, may continue any activity outside the limits of their own stand.
c) Exhibitors must not exceed beyond the front line as identified by the marker post.
d) If an exhibitor does not wish to be placed adjoining any other exhibitor, this must be clearly stated in writing at the time of making the application.
e) Military World Show will not be held responsible for damage caused to sites by a third party during the Show period and will not undertake to make good such damage.
f) No Exhibitor shall sub-let any portion of space allotted to them or move to any site other than that allocated to them.
4. CANCELLATION OR WITHDRAWAL OF SPACE RESERVED/TICKETS PRE-PAID
The cancellation or withdrawal of reserved space or prepaid tickets is non-refundable under normal circumstances. Once space has been reserved or tickets have been purchased, no refunds will be provided. This policy applies regardless of when the cancellation or withdrawal occurs. Exceptions to this policy may be considered under extraordinary circumstances, such as force majeure events, serious illness, or organiser error, at the discretion of the event management team. It is the responsibility of the exhibitor or ticket holder to understand and abide by this policy. By reserving space or purchasing tickets, the exhibitor or ticket holder acknowledges and agrees to this non-refundable policy.
5. REFUSAL OF ENTRY
Military World Show reserves the right to refuse any entry whatsoever, whether received prior to the closing date for entries or not and reserves the right to cancel any entry which may have been accepted, without any reasons being given.
6. SERVICES
Exhibitors or displays requiring any of the following services should so indicate on the appropriate application forms.
a) Electricity – The use of generators will be strictly monitored to ensure a safe standard of electrical installation is maintained. Exhibitors are reminded that under Health and Safety (Electricity at Work) Regulations 1989 all portable electrical items are subject to annual testing and must have the appropriate current certificates. Military World Show Safety Officer is empowered to remove electrical appliances not bearing a current safety sticker.
b) Water – Available around the show site. It is recommended that all onsite water is boiled before use.
7. RESPONSIBILITY OF EXHIBITORS AND LIVING HISTORY GROUPS
MILITARY WORLD SHOW WILL NOT BE RESPONSIBILITY IN ANY WAY FOR ANY ARTICLE, MACHINERY OR OBJECT OF ANY KIND EXHIBITED ON THE SHOW GROUND.
The Exhibitor shall assume full responsibility therefore including liability for all claims arising out of the exhibition, handling of housing of such exhibits and the conduct of the Stand. The Exhibitor shall indemnify Military World Show against all claims, damages, or expenses whatsoever in a way arising out of the presence of the exhibitor or their exhibits on the Show Ground. Acceptance of the foregoing provisions shall be a condition of entry.
EXHIBITORS ARE ADVISED THAT THEY MUST INSURE AGAINST FIRE NOT ONLY AS REGARDS THEIR OWN PROPERTY, BUT ALSO AGAINST THIRD PARTY CLAIMS IN GENERAL. RE-ENACTORS MUST HAVE A MINIMUM OF ONE MILLION POUNDS COVER FOR STATIC, NON-BATTLING GROUPS AND FIVE MILLION POUNDS COVER FOR BATTLING GROUPS.
8. DISCLAIMER OF LIABILITY
Military World Show will not be responsible for the death, injury, disease, or loss caused to any Exhibitor or to their agent or servant, or to any animal, insect, bird or thing of whatever nature, exhibited by the said Exhibitor, from whatever cause death, injury, disease or loss arises. The Exhibitor of any animal, insect, bird or thing of any nature whatsoever will indemnify Military World Show for any damages, loss, injury or disease occasioned by the said exhibitor, their agent or servant or by the said animal, insect, bird or thing of any nature whatsoever, however such damage, loss, injury or disease shall be caused.
Under the requirements of the Reporting of Accident, Diseases and Dangerous Occurrences Regulation 1995 (RIDDOR) all accidents that are classified as major under these Regulations must be reported to Military World Show and to the appropriate statutory authority. All injuries that occur to exhibitors, their staff or members of the public who visit stands, displays or any other facility, no matter how minor they may appear to be, must be reported to Military World Show in order that the incident can be recorded in the Accident Book.
9. REGULATIONS APPLICABLE TO MACHINERY IN MOTION, ENGINES ETC.
a) Only smokeless fuels will be permitted during the times the Show is open to the public.
b) All Exhibitors during the erection and demolition, or while demonstrating, must ensure that their machinery and/or equipment complies totally with the relevant Health and Safety Regulations.
c) All Exhibitors must ensure that any component i.e. belts, pulleys, gears, and related items, which could be a danger to members of the public either as spectators or those who pass by, that such items are adequately guarded.
d) While Military World Show reserve to themselves the right of excluding any petroleum or spirit they may deem unsafe, they in no way relieve the Exhibitor from responsibility in the event of accident or fire. Exhibitors must confirm regulations of the local authority in all that relates to the transport of petroleum and the precautions to be taken against fire.
Military World Show reserves the right for the Safety Officer or other Authorised Officers to prohibit such demonstrations if unsafe practices are witnessed.
10. CATERING
Exhibitors may make such arrangements regarding catering on their own stands or displays as they wish, provided that no Exhibitor may sell any foodstuffs or beverages on their stand unless written permission has been obtained from Military World Show prior to the Show. Exhibitors catering on their stands are reminded that they must conform to the requirements of the current Food Hygiene Regulations.
11. EXHIBITORS’ ADMISSION TICKETS
Maximum Free Allocation – TWO adult tickets per Exhibitor or trader in most cases per pitch/vehicle. Some variation may apply – see Booking Form.
Additional tickets are bookable online via our online portal.
Exhibitor Wristbands TO BE WORN AT ALL TIMES.
12. ADMISSION OF VEHICLES
a) All vehicles entering the showground will require a vehicle pass. Any vehicle found on site without a valid pass removed.
b) All vehicles must have departed site no later than 12noon on Monday 21st July 2025 unless an extended stay has been agreed with the event office. Military World Show will in no way be held responsible for any damage incurred by this action.
c) STATIC VEHICLE PASSES – These are available for vehicles forming part of an exhibitor’s stand and will be given at the discretion of Military World Show. Please apply.
d) CAMPING PASSES – Basic facilities are available, but not necessarily within the perimeter of the Show Ground.
e) LORRIES – (Commercial vehicles more than 35 cwt). Vehicles will be allowed to park in the Lorry Park free of charge for the duration of the Show. Lorries will not be permitted to leave the Lorry Park during Show days until 1900 hrs or as directed by Show Stewards. Please apply. (Light vehicles displaying this pass will not be admitted).
13. STAND PREPARATION, ADMISSION, DELIVERY AND REMOVAL OF EXHIBITS
a) Exhibitors may commence work on their stand two 4 days before the show.
b) Any Exhibitor who wishes to break the soil on their stand must obtain permission from the event office to allow for CAT Scanning of the area prior to digging.
c) All stands must be fully stocked and ready for business by 0900 on each Show Day.
d) All stands must be open and manned throughout the time the Show is open to the Public (0900hrs to 1800hrs daily).
e) Exhibitors with large mobile units should arrange to have these in position at least one day before the Show. This is especially important when it is necessary to encroach on adjoining stand space to manoeuvre the unit into position.
f) Goods and packages cannot be received by Military World Show and should not be sent to the Show Ground unless there is a representative on the stand to receive them.
14. NO PART OF A STAND MAY BE CLOSED OR DISMANTLED UNTIL 1800hrs ON THE LAST DAY OF THE SHOW.
a) Vehicles to be used for the removal of stands will not be allowed to enter the Show Ground until 1830hrs on the last day of the Show, or such later time as circumstances may require. EXHIBITORS IN BREACH OF THIS RULE MAY NOT BE INVITED TO ATTEND FUTURE SHOWS.
b) Stands and all exhibits must be cleared from the Show Ground by 1200hrs on Tuesday, 21st July 2025 unless specific permission has been requested and obtained from Event HQ.
15. REINSTATEMENT OF GROUND
Any exhibitor who wishes to break the soil on the showground for any purpose must obtain permission BEFORE doing so. There are a number of H&S requirements that need to be in place BEFORE this is done.
If the exhibitor is granted permission to break the soil for any purpose, they must restore the same by 1200hrs on Monday 21st July 2025, by which time the site of the stand must also be clear of all materials, rubbish, etc. Failing this, Military World Show will undertake any work required and charge the expense to the exhibitor.
15. SIGNS
a) All stands and/or sites allotted to Exhibitors will be clearly numbered by Military World Show. Stand number markers must NOT be removed, disturbed or obscured.
b) Trade Stand signs must not be erected in a way that they overshadow a neighbouring stand.
c) Exhibits must be so placed that they do not obscure the name of adjacent stands.
d) Flagpoles and other structures must be erected not less than 10 feet / 3 metres from any electricity or telegraph pole and at least six feet / 2 metres clear from any electricity or telephone wires.
e) ANY EXHIBITOR CAUSING DAMAGE TO ANY PROPERTY ON SITE WILL INCUR A PENALTY OF £50, PLUS THE FULL COST OF ANY REPAIRS REQUIRED. Show Stewards shall have the power to remove any exhibits from the Show Ground.
16. LITTER, Etc.
Exhibitors must have their stands and immediately adjoining avenues cleaned up at the close of the Show daily. Any litter and refuse must be stacked and ready for collection by the Military World Show’ contractors. Caterers and Exhibitors providing refreshments must provide their own bins for waste food and drink.
17. RADIO HANDSETS
Exhibitors wishing to use two-way radio equipment must have the appropriate licence from the Home Office for the use of the same. Military World Show reserve the right to limit the use of two-way radios on the site and request that Military World Show receives lists of frequencies which are to be used at the Show, at least one month prior to the event. Military World Show also have the right to limit the number of frequencies used and the power of the equipment. Should an exhibitor’s frequency interfere with Military World Show’ own equipment, the exhibitor will be asked to change frequencies. At no time must C.B. radios VHF/FM or AM be used on the Show Ground during the weekend of the Show.
18. AUDIO EQUIPMENT
No exhibitor shall be permitted to use audio equipment including music as a sales aid or attraction without prior written permission form Military World Show. Subject to such written permission, the volume of sound equipment must be controlled to avoid annoyance to other exhibitors or to the public, and in any case, must not be at such a level as to exceed sixty decibels at 10 metres. The Chief Show Ground Steward’s decision will be final as to the acceptable level of noise emanating from the Stand. Should the volume be increased following the decision on an acceptable level, the Chief Show Ground Steward is empowered to ban the use of said equipment for the remainder of the Show.
19. TRADING LAWS
The sale of catapults, knives and BB Guns, Soft Air, or Air guns /firearms of any description is strictly restricted to persons over the age of 18 years. It is up to the trader to ensure that his or her customer has suitable identification to prove their age should it be in doubt.
All traders must comply with all laws at any time and have ready for inspection any licenses, permits & or other documents at any time by any enforcement officer or member of the event staff.
20. COLLECTIONS, APPEALS AND RAFFLES
Military World Show will only accept applications from Charities registered with the Charities Commission. Charitable and other institutions wishing to make appeals for contributions to their funds and/or to hold any type of draw must first obtain permission in writing from Military World Show, in the latter case, submitting a sample of any ticket to be used, plus full details of such proposed activity.
21. ADVERTISEMENTS
No Exhibitor or other person shall be allowed to affix any placard or advertisement to any part of the Show’s plant or premises unless permission to do so has been obtained from Military World Show. Nor will any Exhibitor be allowed to distribute handbills or display advertisements in the Show except on their own stand. No kites or balloons will be allowed on the Show Ground and no Exhibitor will be permitted to advertise by means of aircraft, loudspeakers, or trailing banners. The practice of flyposting leaflets on vehicles in car parks is forbidden.
IN THE INTEREST OF SAFETY, THE SALE, DISPLAY AND HANDING OUT OF BALLOONS IS STRICTLY PROHIBITED.
22. DOGS
All dogs must be always kept on leads. The owners are responsible for clearing up dog excrement and placing them in the appropriate bins provided. Dogs will not be allowed in the Food Marquee or Beer Tent. This prohibition does not apply to Guide Dogs.
23. NON-COMPLIANCE WITH REGULATIONS
Military World Show’s officials have power to order the removal of any article or person from the Show Ground or to close the stand of any exhibitor who does not conform to the Regulations set out by Military World Show or the directions of the Stewards and, if necessary, to expel such Exhibitor or their representative from the Show Ground without any refund being made.
24. RECOVERY OF FINES, FEES, AND CHARGES
All fines, fees and charges shall be recoverable by Military World Show and until payment is made, persons owing them shall be debarred from exhibiting at future shows or fairs.
25. INSURANCE
All traders, catering units, groups & exhibitors must have third party public liability insurance. ALL vehicles & equipment at the show for the full duration of the event that indemnifies Military Odyssey for any third-party liability.
28. IMPORTANT FIRE PROTECTION NOTICE
ALL EXHIBITORS AND OUTDOOR TRADERS ARE REQUIRED TO SUPPLY A SUITABLE FIRE EXTINGUISHER OR EXTINGUISHERS IN THE INTEREST OF FIRE PRECAUTIONS
a) No heating or cooking appliance is permitted to be installed inside a tent or stand which is not specifically laid out for the purpose. Exhibitors wishing to use heating or cooking appliances for serving refreshments or other purposes in their stands or tents must have these appliances installed outside the tent at a safe distance from combustible materials, and heating appliances must be fixed securely on a non-combustible heat insulating base, and surround on three sides by shields of similar material. The shields of non-combustible material should be at least two feet / 60cm away from combustible fabrics or other materials, and care must be taken to ensure that no combustible materials can be blown against heaters. Heating appliances, gas piping and gas cylinders must be kept out of reach of the public and stocks of inflammable liquids and spare gas cylinders must be kept in a safe position outside the tents or stands, and care taken to avoid leaking or spilling. Tall cylinders should be securely fixed by tying to a stake driven well into the ground.
b) Military World Show reserves the right of inspection by one of its official representatives of all tents or stands and the officials shall have full authority to order that the use of any appliances or equipment be discontinued immediately if they constitute a danger. All stands using bottled gas are require having the installation checked by a qualified fitter to ensure that the apparatus is safely installed. The decision of Military World Show in this matter must be accepted as final.
c) Exhibitors will realise that these precautions are essential and non-compliance with them renders the stand liable to closure.
d) Exhibitors are advised to insure against fire, not only as regards their own property, but also against third party claims.
