Booking Conditions for all Trade Stands

• The Festival organisers reserve the right to accept or decline applications for Trade or Exhibition space and also to determine the allocation of tent and site positions. The Chairman’s decision on all matters shall be final and binding.

• No bookings will be considered confirmed unless and until the agreed fee has been paid in full one calendar month before the Festival opening date.

• Please respect the fact that this event is being held on a Water Meadow.  After the TRAD this reverts to land inhabited by waterfowl.  Please ensure you pick up anything that could harm a duck or swan if swallowed. ESPECIALLY Fag-ends and cable ties..

• No vehicle or gazebo is permitted at any time within 40ft of the riverbank (i.e. between the tents and the river). The Rally organisers will seek to recover from the perpetrator any compensation which becomes payable to the site owners in respect of damage to the ground surface.  They do police it carefully.

• Please do NOT go direct to your position, even if you ARE a regular.  Please check in at the “TRAD” Tent so that we know you are here.

• Please ensure that you have a copy of your public liability insurance cover with you to show at check-in

• Please ensure that you and your staff wear valid wrist bands which should be in evidence at all times.

• ALL vehicles must be removed to the Main car park immediately following set-up or, by 30 minutes before published opening times at the very latest..

• No vehicle movements, other than authorised service vehicles, will be permitted during published Festival opening times – ie between 10:00 and 18:00 on Friday and Saturday and Sunday.

• If you need to access stock from a remotely parked vehicle, please ask at TTBF HQ for vehicular assistance. We will have Buggies on site for this purpose.

• We do have “security” on site but you are responsible for the security of your own property at all times.  

• Elf’n Safety insist that each trade space must provide its own fire extinguisher and, if you require electric power, please ensure that your generator is silent and well protected from small people and dogs.. Noisy, smelly generators will not be permitted on site.

• Please don’t hold unauthorised raffles, collections or games of chance.  If you want to have “fun”, ask us first.

• Display or distribution of leaflets and all advertising/publicity material is restricted to the area allocated to each Trader or Exhibitor only. Leafleting of cars windscreens or boats is not permitted.

• Please be considerate of your neighbours and don’t encroach on the space for which they have paid.

• You may set up from 14:00 on Wednesday 12th July and must be complete by 09:00 on Friday 14th July.

• Taking down may not begin before 17:00 on Sunday 16th July, and must be complete by 12:00 on Monday 17th July.

• ALL traders are responsible for removing every scrap of rubbish for which they are responsible. This especially includes CABLE TIES.

• Traders and Exhibitors must at all times have due regard for public safety: i.e. make sure no-one can trip over anything of yours.  Let Common Sense prevail!

• The Festival organisers will have no liability for any failure or delay in granting or maintaining Entry to or a Mooring at the Festival, and performing any related obligations or duties, or for loss or damage of whatever kind to any goods or properties of the Entrants resulting from factors over which it has no control including, but without limitation, acts of God, floods, tempests, fires, earthquakes, terrorist acts, wars, civil or military disturbances, sabotage, epidemics, pandemics, riots, accidents, labour disputes, strikes, industrial action, acts of civil or military authority or governmental acts, loss or malfunction of utilities, computers (hardware or software) or communication services, errors, omissions, distortions, interruptions and/or delays in transmissions or delivery of post or communications in any medium or format howsoever caused or for loss or damage of whatever kind and wherever occurring outside of the Festival organiser’s control. For the avoidance of doubt, Entrants’ payment obligations to the Festival organisers shall remain binding notwithstanding the occurrence of any of the above mentioned events.

• The Festival organisers reserve the right to treat up to 20% of Exhibitor fees in excess of £1000 as ‘donations’ in support of the Festival’s charitable aspirations. 

Terms & Conditions: for exhibitors of Boats and Vehicles

• Entry to the Festival is at the discretion of the Festival Committee and the Chairman’s decision on all matters shall be final and binding. Entry is conditional on all adults wearing a valid wristband. This event is arranged for the safe and peaceful enjoyment of everybody who attends. So, let Common Sense prevail!  Look after your belongings too!

• The Festival Committee offer moorings to invited boats only. By accepting a mooring you agree to be bound by these Terms and Conditions.

• All craft navigating on the River Thames after dark must be equipped with the correct type of navigation lights to comply with the Environmental Agency Regulations. Vessels not so equipped MUST NOT navigate on the River Thames at night.

• All vessels must display a current Environmental Agency licence and have adequate Third Party Insurance. (E.A. Licence enquiries, Tel 0118 953 5650). Where applicable boats must comply with the requirements of the Boat Safety Scheme.

• All participants shall moor their craft as directed by the Mooring Marshals. Craft moored other than in accordance with their instructions are liable to be moved. The organisers will not be liable for any damage howsoever caused, or for any consequential loss or inconvenience of any kind. Except in an emergency the use of Tenders and non-traditional craft is not permitted within the rally course at any time.

• No entered craft or vessel may carry or exhibit advertising material or sponsorship of any kind. (Please see also para 61 of the Thames Navigation Licensing and General Byelaws 1993)

• No cancellations will be accepted nor refunds given after the published closing date for boat entries - 1st June.

• NO motor vehicles, other than authorised service vehicles, will be permitted on the Festival site between 12am and 6pm on Friday, and 9:00am and 6:00pm on Saturday and Sunday. All other vehicles must be removed by 9.30 am to the Main car park after set up. Vehicles causing an obstruction will be removed. The organisers will not be liable for any damage howsoever caused, or for any consequential loss or inconvenience of any kind.

• If you need to transport heavy equipment or fuel (e.g. coal, gas bottles) to or from your boat please consult with the mooring marshals via the TTBF HQ by the main entrance to arrange a safe method for so doing.

• No vehicles are permitted to carry or display any advertising or sponsorship.

• No vehicle to be driven, gazebos pitched nor fires or barbeques lit within 40 feet of the riverbank. There is a plastic mesh (which may be cut and or would melt) set in the grass to prevent bank erosion; also many of the nearby boats are petrol driven. Henley Royal Regatta, the owners of Fawley Meadows, will seek compensation from the Rally for damage done to this area and it may affect our ability to stage the event here on future occasions. The Committee will seek reimbursement of any costs levied from the offending vehicle or boat owners.

• Dogs are welcome at the Festival but must be kept on a lead at all times. In consideration of everyone attending, you are required to bring sufficient disposal bags to clear up any mess your dog may make.

• A quiet period will be observed between 24:00 and 06:00 on Thursday, Friday, Saturday and Sunday nights. Please consider the rest of your fellow boating colleagues and campers by observing this period. Any infringements will be dealt with by our Security staff, who make regular patrols throughout the night, and the culprits will be asked politely to leave the site.. 

• Swimming within the Festival course is not permitted at any time, for your own safety.

• UK legislation dictates there must be NO SMOKING in any enclosure to which the public is admitted including tents, marquees, toilets, etc. Your full co-operation in this matter will be appreciated.  Please do not drop cigarette ends on the ground. They are far more harmful to swans and ducks than to humans!

• Please remember the marshals are unpaid volunteers and are also attending to enjoy the Festival. The Committee will fully support the marshals in their endeavours and any person not complying with their requests will be asked to leave the event without compensation.

• First Aid is provided by ERT Search & Rescue. In any emergency please contact TTBF HQ tent by the main entrance.

• “Lost” children should be taken to TTBF HQ or directly to the Denning Montessori Tent which will be clearly marked on the site plan.

• The Festival organisers will have no liability for any failure or delay in granting or maintaining Entry to, or a Mooring at the Festival, and performing any related obligations or duties, or for loss or damage of whatever kind to any goods or properties of the Entrants resulting from factors over which it has no control including, but without limitation, acts of God, floods, tempests, fires, earthquakes, terrorist acts, wars, civil or military disturbances, sabotage, epidemics, pandemics, riots, accidents, labour disputes, strikes, industrial action, acts of civil or military authority or governmental acts, loss or malfunction of utilities, computers (hardware or software) or communication services, errors, omissions, distortions, interruptions and/or delays in transmissions or delivery of post or communications in any medium or format howsoever caused or for loss or damage of whatever kind and wherever occurring outside of the Festival organiser’s control. For the avoidance of doubt, Entrants’ payment obligations to the Festival organisers shall remain binding notwithstanding the occurrence of any of the above mentioned events.

Camping Conditions

• All tents / caravans /motor homes are to pitch within their marked boundaries. Tent pitches are approximately 6m x 7m. Caravan/M'home pitches are 7m x 8m appx

• Large motor homes must not be sited in the front (riverside) rank of pitches.

• A maximum of one pup tent (which must be paid for) is permitted per pre booked pitch.

• One gazebo (which must be paid for) may be erected within the boundary of the pre booked pitch ).

• N.B.:ALL vehicles must be in place prior to the published Festival opening times. No vehicles can be admitted to the Festival site (which includes the Campsite) between 9.30 am and 6 pm on Friday, Saturday and Sunday. Vehicles arriving after the published opening times will be held in the Main car park until 6 pm.

• No vehicles, other than caravans / motorhomes may be kept on the campsite other than for set-up and take-down. 

• Cars must be removed to the main car park following set up. A dispensation to this rule will be given to vintage cars.

• Open fires are forbidden, as are any ground level barbecues. Only fit-for-purpose camping gas stoves and camping kitchen units elevated from ground level on proper stands or sturdy tables are permitted. 

• Please observe the “Quiet Period” between 24:00 and 06:00. Security staff will make regular patrols throughout the night and are instructed to deal with those responsible for any infringements. Culprits will be  politely asked to leave the site.

• If you have a generator, please ensure that it is safe and silent.

• INSPECTIONS WILL BE MADE to ensure that all of the above perfectly reasonable rules are respected and those who think the rules are not for them will be politely asked to leave the site.

• Commercial vehicles, learners and underage/unlicensed drivers are not allowed to drive on the camping area.

• Motor bikes, quad bikes, petrol/electric scooters are not allowed to be driven around on the camping area.

• Please use the provided facilities for refuse disposal and leave your pitch in a perfectly clean and tidy condition.

• Toilet/shower facilities are provided, as are standpipes for drinking water. Please leave them in a clean and tidy condition.

• A responsible adult must accompany children under five years old when visiting the showers or toilets.

• Dogs must be kept on a lead at all times and kept from entering any toilet or shower facility. Anyone failing to clear up their dog’s mess will be asked to leave the event immediately

• The Festival organising team will endeavour to provide the facilities as advertised. However we regret that we are unable to accept any liability for a lack of any facility due to a technical breakdown or circumstances beyond our control.

• No refunds are given after a booking has been confirmed.

• To facilitate access by Emergency Services, no vehicles whatsoever may be parked on the roads or paths dividing the campsite.