How can I make an application?
If you are are looking to exhibit a vehicle, or wish to attend with your reenactment or living history group, you will need to use our online application system. You will be prompted to make an user account on our website. After verifying your email address, you will be able to make an application. Your personal infomation is collected when you make the user account. This is then automatically filled out when you come to make an exhibitor application. All you need to do is add the application specific information. After you have submitted your application, you will recieve an automatic confirmation email. If you need to change your application you will be able to edit your application using the exhibitors centre.
If you are a trader, you will need to fill in our paper forms and send us payment.
Links to each specific application form can be found on the Exhibitors Page.
Can I make an application by Post?
If you are a vehicle exhibitor, or reenactment group, or a non-trading exhibitor, you can NOT make an application via post. You must use the online forms.
We no-longer accept paper forms for these sections for a number of reasons.
Physical forms have to be posted to us. This costs you money to send. (If you can scan and email, you can use the online forms).
Post occasionally gets lost, and people have been known to send things to the wrong address.
Physical forms need to be processed by someone, they need to be able to read your handwriting, and all the information you send to us will ultimately end up in a spreadsheet on a computer. This all takes time, and this is time which could be spent actually organising the show. Please understand the show runs entirely off a small group of volunteers. The less time we can spend on mundane administrative tasks, the more time we can spend trying to plan a great show!
You have no way of knowing whether or not your application has been recieved, and whether or not it’s been accepted. We would have to send you a confirmation by post, which then costs us (or costs you when we ask you to provide a addressed stamped envelope). This would ultimately mean less budget for things like evening entertainment. Unless you wanted an email confirmation – in which case, you can use the online forms…
The online application system is faster, easier to process, and cheaper for all involved.
If you are a trader, you must fill out the paper forms.
“What? You said you don’t like paper forms.”
As we do not have an online payment processing system, traders must send us a cheque. We must receive the cheque to confirm your place. Traders are entering into a contract with us which is better to have on paper. There are also significantly less trader applications so processing is not a cumbersome.
What application should I make?
We consider exhibitors under 4 categories, and so there are 4 different application forms.
Please ensure you understand our definitions of each category, as you may not normally consider yourself to be what we consider you as (and this will lead to confusion when you come to book in). The application forms are different for each category, as we require different information, so please ensure you complete the correct forms.
Vehicle Exhibitor: An exhibitor who is primarily exhibiting a vehicle. We acknowledge many vehicle exhibitors may also carry out aspects of reenactment/living history for example wear uniform or have weapons.
Reenactor/Living History (Groups): An organised reenactment or living history group with public liability insurance. Groups whose primary focus is the portrayal of military organisations operations as part of a static display or diorama which may or may not include vehicles, or as a walking exhibit (without display or vehicles).
Traders and Charities: An exhibit which primarily buys or sells goods or services or both, or charities collecting/fundraising for specific causes.
Other Non-Trading Exhibit: Any exhibit which does not fall into the Vehicle or Reenactor categories which does not primarily sell goods/services.
How many applications can I make?
Vehicle exhibitors, with multiple vehicles, will need to make a separate application for EACH vehicle. Once you have created an account, all you need to do is log in and visit the vehicle application form. All of your personal information will be automatically entered into the form, so all you need to add is the vehicles information, and complete the declarations.
Reenactors/Living History groups should only make one application. This application should only be made by someone within the group who has authority to do so and is willing to act as the primary contact with us. All members of the group that are attending should then be added to that application. It is the primary contacts responsibility to ensure that all members are aware of the rules and regulations of the show! We ask that they forward on any correspondence that we ask them to to their members.
Traders should make one application per business.
Non-Trading Exhibits should only make one application. This application should only be made by someone within the group who has authority to do so and is willing to act as the primary contact with us. All members of the group that are attending should then be added to that application. It is the primary contacts responsibility to ensure that all members are aware of the rules and regulations of the show! We ask that they forward on any correspondence that we ask them to to their members.
What do I do when I arrive at the show?
Upon arriving at the showground you will need to stop at the command/booking in tent, and sign in. The command tent will be on the main track as you enter the showground.
Booking in is different depend on what type of exhibitor you are. All the application booking in information is grouped by category and then by name. It is therefore EXTREMELY important you know, your name/your group name, and what kind of exhibitor you are! Yes, people do seem to forget these things and it leads to confusion.
Vehicle Exhibitors will only need their name. Companions should aim to arrive at the same time as the exhibiting vehicle.
Reenactors will need to give the name of their group, and their name.
Traders will need to give their business name.
Non-Traders will need to give the name of their organisation.
You will be required to sign the register and will be given your show documentation, show passes (wristbands), a show programme, and a binliner if you would like one. You will also be able to see the show layout. Reenactors and Traders/Non-Traders will be directed to their allocated pitches. Vehicle exhibitors will be directed to the vehicle lanes and can choose a pitch to their preference.
What are the rules and regulations?
We have rules and regulations which are not only designed to ensure a fluid running show, but also to keep everyone onsite as safe as possible. In many cases, the regulations are not intended to protect you from your own actions, but to protect others. Due to the nature of our show there are many risks which put a high level of responsibility on the show organisers, and failure to adhere to the regulations could jeopardize the show.
We would like to remind everyone that Health and Safety is EVERYONE’S responsibility. If you see potentially unsafe practices, you should intervene yourself when it is safe to do so, or report it to a marshal immediately who will investigate.
The show regulations can be found here: Exhibitors Standing Orders
All attending parties should have read the regulations before attending the show.
What facilities are onsite?
The show provides a number of facilities for exhibitors who are staying onsite.
What are the costs?
We understand that without exhibitors, we would not have a show.
We therefore do not charge Vehicle Exhibitors, Reenactors or Living History groups, or Non-Trading Exhibitors, to attend the show.
Traders are charged a very reasonable 3 day rate.
When can I arrive?
Exhibitors can attend from the Wednesday before the show. We would like to point out that we will not be fully operational at this point in time, most of the onsite facilities (food/drink, toilets, showers) will not be present until at least Friday morning, and the show layout may not be completed. For this reason, unless exhibitors are interested in helping with show setup, that they do not attend until Friday.
The main gates will be locked from 23:00-07:00.
We will guarantee the booking in tent in manned between these times.
Sat-Sun: 7:00-9:00, and 17:00-21:00
When can I leave?
Exhibitors are under no contractual obligation to attend the show for the full 3 days, however, we do request and highly appreciate exhibitors who attend stay for the duration of the show.
Reenactment/Living History groups, and Traders who do not stay for the full duration of the show may be relegated to less favorable positions in the show field, if they are unable to commit to the full duration, or have failed to do so in previous years.