TERMS & CONDITIONS OF ENTRY

(All Participants)

TERMS

• Participants (Participation) – Anyone who is participating in the show, whether they supplied, owned, or are in charge of equipment, exhibits or a business. Paying, being paid or free to attend as Exhibitors, Traders, Craft, catering, entertainment, delivering show equipment or construction of show infrastructure.
• Driver – A Person who is in charge of a vehicle exhibit that they have either driven to the show and/or intend to drive within the show grounds (Bailey Park) and/or intend to drive out of the show ground (Bailey Park) whether as part of the show or to exit at the end of their participation in the show.
• Public Road Insurance – Insurance a vehicle requires to be legally allowed to drive on the public highways.
• High Risk Participants – Having equipment that is legally required to have RAMS as part of their participation within the show or business. Exhibits that have a higher than normal risk to the public, when compared to a vehicle with a normal combustion engine e.g. an engine with some type of pressure vessel, open moving parts that may be considered hazardous, or where breaking or manoeuvring is significantly more difficult than that of a commonly used vehicle you may expect to see on a public highway.
• Setup days – Friday and Saturday preceding the show (or two days prior to the show being open to the public, if different).
• Show Days – Sunday and Bank holiday Monday (or any other days that the show may be open to the public, if different).
• RAMS – Risk Assessment and Method Statements.

1. Application & Acceptance
Owing to restricted space in Bailey Park, entry may be limited by Abergavenny Rotary CIO, especially on days where good weather conditions are expected. Successful completion of an application or being in possession of a valid pass, does not automatically guarantee entry. Early application is advisable. If you are traveling to the Rally on the day of the show, to guarantee a place, we also recommend early arrival. We will do our best to issued passes within 4 weeks of receipt of an application.

2. Arrival & Departure
Participants must travel to and from the Rally at their own risk.

Setup days: Gate opens for processing of participants on Friday 12pm, no entry is allowed before this time.

Show days - Vehicle Exhibits only: Arrive before 10.00am to avoid driving when public are present. Outside these times, entry only at stewards' discretion. Vehicles may not be removed until after 5.00pm.

All participants: Depart by 7pm Monday (or the last day of the show, if different).

3. Parking Passes & Display
Passes must be printed and clearly displayed on vehicles throughout the Rally. Passes are non-transferable. Driver and one passenger receive free entry; additional passengers pay normal pedestrian rates.
NB Print 1 pass off for each day you will be arriving at the show, to hand to the section steward, and print another copy to be displayed in your window.

4. Vehicle Movement & Speed Limits
Speed limit: 5mph throughout Bailey Park. Highway Code provisions apply to all grass and tarmac pathways. No vehicle movement without Steward/Marshall supervision. Vehicles must use tarmac perimeter track to minimize grass damage where possible. When public are present, vehicles move only under Steward/Marshall control. Stewards and Marshalls wear yellow Hi-Vis jackets (exhibitors/traders may not wear Hi-Vis).

5. Driver Requirements
All drivers must:
• Have a Valid driving licence and be experienced for the vehicle type they are driving and in charge of
• Have Valid MOT certificate for the vehicle they are exhibiting (where applicable)
• Have Public Road Insurance
• Have a Road Legal vehicle
• Have the permission of the owner, if the exhibiting vehicle does not belong to them
• Agree to comply to all our terms of entry requirements

Documents must be produced on request from the Health & Safety Officer. Under-age persons may not drive in Bailey Park. Non-road legal vehicles may only operate within Arena area under immediate Steward/Marshall direction.

6. Gate Access & Emergency Evacuation
There are 5 gates for evacuation purposes:
• Gate 1: Hereford Road (main vehicle exit/entry gate) (24/7 Pedestrian exit)
• Gate 2: Park Road (24/7 Pedestrian exit)
• Gate 3: Fairfield (24/7 Pedestrian exit)
• Gate 4a: Park Avenue (Normally locked, vehicle emergency exit only)
• Gate 4: Park Avenue (Pedestrian exit during show setup, Locked and controlled by steward during show days)
• Gate 5: Park Avenue (secondary vehicle entry/exit gate) (24/7 Pedestrian exit)

NB: Gates 1 & 5 - Designated vehicle access points controlled by Stewards during the duration of the rally setup and show days.
All Gates - May be locked at night to vehicles, with a Rally Stewards or Security Officers having keys available in an emergency.
Gates 2, 4a, 4 can also be used for vehicle emergency exit under the instruction of the security officer or Rally Steward.

7. Insurance & Liability
• All vehicles: Must have valid public road insurance
• High Risk Participants: Accept all responsibility for safe condition of their equipment, plant, vehicles and/or Exhibits, and must have third party or public liability insurance (minimum £1,000,000)
• Participants attend at their own risk
• Insurance certificates must be made available for inspection by the health and safety steward
• Organisers public liability insurance Certificate is available for inspection at Rally Control Tent

8. Compliance & Eviction
Participants who fail to comply with our Terms of Entry, place others at risk, behave irresponsibly, offensively, fail to follow Stewards Instructions or break the law will be evicted. The CIO reserves the right to evict, refuse entry, or remove invitation at any time.

9. Prohibited Items
Sale or possession of guns, knives, explosives, fireworks, flares, or any offensive weapons is prohibited.

10. Site Cleanliness
Before leaving, remove all objects, materials (especially sharp/metal items), and waste from Bailey Park or use Refuse Skips provided. Includes food waste and teabags.

11. Facilities
Fresh water tap and foul water disposal tank near Gate 1. Cover period for Stewards and Security is from Friday at 9 to Monday at 5pm. Security patrol: 7pm-7am (independent), 7am-7pm (Rotary Stewards).

12. Rally Control
Located near arena entrance. Contains:
• List of all Organisers/Stewards
• Health & Safety Manual
• Accident Book
• Third party or public liability insurance Certificate

13. HEALTH & SAFETY REQUIREMENTS

(All Participants)

Emergency Services & Contacts
• St. John Ambulance: On site during Rally
• Nearest Minor Injuries Dept (24hr): Nevill Hall Hospital, Brecon Road, Abergavenny - 01873 732732
• Nearest A&E: Caerleon Rd, Llanfrechfa, Cwmbran NP44 8YN
• Police Emergency: 999
• Health & Safety Officer: Dawn Davies - 07947 586205
• Rally Head Steward & Coordinator: David Tod – 07812 524040

Fire Safety
• Fire breaks: 1.5 metres minimum between tents and 3 meters between caravans/car and next caravan/car, or between motorhome and caravan/car, or between 2 motorhomes, with 3 metres aisle space for emergency vehicles where applicable.
• Fire extinguishers: Available at park corners – (Fire Points - signposted) during Rally; at Rotary Control Tent during preparation (See also Rally map for their Locations, which can be found on our website).
• Participant responsibility: Each exhibitor/trader/caterer/camper/high risk participant, must provide appropriate, well-maintained fire extinguishing equipment for their specific risks.
• Solid fuel fires of any type, including open wood fires, guarded fire pits or charcoal barbecues: are not permitted under any circumstances.
• Guarded gas barbecues and cookers: Acceptable if well-maintained and used with care.
• Emergency vehicle access: All tarmac pathways within the park, areas in front of Gate 5 and Gate 1, and 3 meter grass aisle behind the dead ball area on the eastern side of the main rugby pitch, also straddled by the Classic tractors and classic motorcycle exhibitor areas, all the way down to the control tent, are to be kept clear, and reserved for emergency vehicles.

Accident Reporting
All accidents must be reported in Accident Book at Rally Control Tent.

Risk Assessments and Methods Statements (RAMS)
All High Risk Participants must additionally have their own RAMS, which must be made available upon request. Abergavenny Steam Rally (CIO) have additional RAMS that are available for review by all rally Participants at the Rally Control Tent.

Speed & Pedestrian Safety
Exercise extreme caution when moving vehicles, max 5mph speed limit is mandatory.

14. CATEGORY-SPECIFIC CONDITIONS

CLASSIC VEHICLES & Engines (Cars, Motorcycles, Bicycles, Commercial and Military and Stationary engine Exhibitors)

Eligibility
Exhibits must have been first registered or built in years shown on online form dropdown list. Registration/build date must be clearly shown on application. For younger exhibits, converted vehicles, or vehicles of particular interest: select "other" on the drop list and gives reasons why the public may find your vehicle of interest. The Section Steward will contact you in due course and may ask for further information. Steward/Organising Committee decision is final.

Overnight Camping
• Normally limited to a maximum of 30 applications per section on a first come first serve basis.
• You can only apply to camp within the online form of the section you are exhibiting in, applications made in sections not applicable to your exhibit will not be valid.
• On-site parking for caravans/motorhomes is restricted and a space cannot be guaranteed.
• Maximum length: 8.5 metres.
• Must accompany active display, if you do not exhibit a vehicle during the show, you may be asked to vacate the rally without notice.
• Awnings are not allowed.
• Black/Grey waste must use specialized container provided.
• No waste may be disposed of in public toilets or Portaloo's.
• Vehicle camping passes must be displayed in the windscreen at all time. If the towing vehicle is separated from their caravan, or trailer, a relevant copy of their pass must also be displayed in the caravan window or on the trailer in a water proof sleeve.
• Only one trailed vehicle per entry; no multiple runs for additional caravans.

See also Health & Safety – Fire Safety requirements.

Miscellaneous requirements
• Gazebos and tents will not be permitted in classic display areas (may be permitted away from display areas at section stewards discretion in changeable weather).
• Passes must be displayed at all times.
• Where Entrant is not the owner, they must have the owner's permission and both must comply with terms of entry.

Sales Restrictions
Selling or advertising vehicle parts restricted to approved trade stands.

Attendance Commitment
Make every effort to attend if accepted, otherwise you may not be invited the following year.

15. STEAMERS (Traction Engines, Stationary Engines)
• Where Entrant is not Owner, they must have Owner's permission; both must comply with terms.
• Must have third party or public liability insurance (minimum £1,000,000).
• Must have all the relevant safety certification.
• Where applicable, to include a valid Steam Boiler Inspection Test Certificate & NTET Insurance Disc number.
• All certification must be available for inspection by the Health & Safety Steward during the show.

16. HGV Access
HGVs/low loaders may enter Bailey Park for loading and unloading only.

17. Assistants
Assistants must be covered under same insurance and liability requirements as owners/exhibitors.

18. TRADERS

Pitch Specifications
• Pitches have 10 metres depth.
• Area (depth × chosen frontage) must accommodate all vehicles, towbars, equipment, and fittings.
• All pedestrian areas within pitch must be kept clear of safety hazards.

Payment & Insurance
• Where participants are required to make a payment to the organisers, they must do so before entering the Bailey Park.
• Passes must be displayed throughout Rally.
• Must have third party or public liability insurance (minimum £1,000,000).

Vehicle/Equipment Removal
May not remove vehicles/equipment until after 5.00pm.

DECLARATION (All Participants)
By applying for entry, or participating in the show, you confirm that you have read, accepted, and agree to comply with all Terms and Conditions of Entry.