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Festival Terms & Conditions

&

Data Protection Policy

Please read carefully the General Terms and Conditions and also those which apply to your particular circumstances.

 

The purchase of Tickets, and Entry to the Festival in whatever capacity, will be taken as acceptance of these

Terms and Conditions which are binding on all parties. 

General Terms & Conditions 

 

  • The purchase of tickets and entry to the Festival, in whatever capacity, will be taken as acceptance of these Terms and Conditions, which are binding on all parties. 

 

  • Entry to, and participation in the Festival, is conditional on all adults wearing a valid wristband at all times. 

 

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

 

  • You are responsible for the security of your own property at all times.  

 

  • First Aid is provided by Medical Water Services Ltd, or an equivalent specialist. In any emergency please alert those manning the Festival administration tent, adjacent to the main entrance. 

 

  • Lost children should be taken to the Festival HQ administration tent, adjacent to the main entrance, or SPORT IN MIND next to M20 on Lower Meadow.

  • 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.

  • The Festival is held on a water meadow.  Please ensure you use the bins provided to dispose of your litter and especially anything that could harm wildlife if swallowed, such as cigarette ends and cable ties.

 

  • No motor vehicles, other than authorised service vehicles, will be permitted on the Festival site during published Festival opening times. Vehicles causing an obstruction will be removed at the owner’s expense. 

 

  • To avoid damage to the plastic mesh set in the grass to prevent bank erosion, no vehicles are to be driven, gazebos pitched nor fires or barbeques lit within 40 feet of the riverbank. Henley Royal Regatta, the owners of Fawley Meadows, strictly enforce these rules and will not hesitate to seek compensation from the Festival for any damage sustained in this area. The Festival Committee will, in turn, seek reimbursement of any such costs from anyone breaching these rules. Such incidents may also impact on the Committee’s ability to stage the Festival at this location on future occasions. 

 

  • UK legislation dictates there must be no smoking in any enclosure to which the public is admitted, including tents, marquees and toilets. Your full co-operation in this matter is appreciated. Please do not drop cigarette ends on the ground. Regrettably, our volunteers are required to invest a number of days after every Festival picking up cigarette ends. 

 

  • 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 Festival visitors, boaters and campers by observing this period. Any infringements will be dealt with by our Security staff, who make regular patrols throughout the night. Offenders will be politely asked to leave the site and future bookings from them will be rejected. 

 

  • The Festival Committee 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 other circumstances beyond our control.

 

  • The Festival Committee 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 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. For the avoidance of doubt, entrants’ payment obligations to the Festival shall remain binding notwithstanding the occurrence of any of the above mentioned events.

  • The Committee reserves the right to vary these conditions at any time, at their discretion.

Supplementary Terms & Conditions for Trade Stands

  • The Festival Committee 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 Committee’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 check-in at the Festival administration tent, adjacent to the main entrance, upon arrival. Do not go directly to your position, even if you are a regular. 

 

  • Please ensure you bring a copy of your public liability insurance cover. We will need to see it at check-in.

  • Please ensure that you and your staff wear valid wrist bands, which should be in evidence at all times. It is not acceptable to simply be is possession of one. 

 

  • All vehicles must be removed to the main car park immediately following set-up or sixty (60) 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.

 

  • Should you need to access stock from a remotely parked vehicle, please ask at the Festival administration tent for vehicular assistance. A buggy will be available for this purpose.

 

  • We have security personnel on site, however you remain responsible for the security of your property at all times. 

 

  • Each trade exhibitor is required to provide their own fire extinguisher. If you intend to use a generator, please ensure that it is safe, silent and well protected from children and dogs. Noisy, polluting generators are not permitted on site.

 

  • Traders and Exhibitors must at all times have due regard for public safety. This includes ensuring there are no trip-hazards. 

 

  • Please do not operate unauthorised raffles, collections or games of chance.

 

  • Display or distribution of leaflets and all advertising / publicity material is restricted to the area allocated to each trader or exhibitor only. Leafleting of car 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 the Wednesday prior to the opening of the Festival on Friday. Stands must be complete by 09:00 on the Friday of the Festival .

 

  • Taking down may not begin before 17:00 on the Sunday of the Festival, and must be complete by 12:00 a day later on Monday.

 

  • All traders are responsible for removing their rubbish. This especially includes cable ties. 

 

  • The Festival Committee 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. 

 


Supplementary Terms & Conditions for Exhibitors of Boats and Vehicles

  • Entry to the Festival is at the discretion of the Festival Committee whose decision on all matters shall be final and binding. 

 

  • Entry is conditional on all adults wearing a valid wristband at all times. It is not acceptable to simply be is possession of one. Please ensure your guests similarly comply. 

 

  • The Festival will not be liable for any damage howsoever caused, or for any consequential loss or inconvenience of any kind.
     

  • The Festival Committee offer moorings to pre-booked and pre-paid entries 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 prevailing Environment Agency Regulations. Vessels not so equipped must not navigate on the River Thames at night.
     

  • All vessels must display a current Environment 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 Festival 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, vessel or vehicle may carry or exhibit advertising material or sponsorship of any kind. Please see also paragraph 61 of the Thames Navigation Licensing and General Byelaws 1993.

 

  • Those entering their vessels for judging must ensure they are with their craft from 10am on Saturday morning. If you are not moored in the published position judges may have difficulty finding you. In which case please contact the Chief Judge in the Judges’ tent on Upper Meadow by the footbridge. An announcement will be made once judging has been completed. 

 

  • All the Judges are time-served, recognised experts in their respective fields. They kindly volunteer their time and expertise in support of the Festival. The Judges’ decision is binding and final. 

 

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

  • No cancellations will be accepted nor refunds given after the published closing dates for boat and car entries.
     

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

  • 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.

Supplementary Terms & Conditions for Camping

 

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

 

  • 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.
     

  • All vehicles must be in place prior to the published Festival opening times. No vehicles will be admitted to the Festival site during published opening times and 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 both deal with and record details of those responsible for any infringements. 

 

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

  • Commercial vehicles, learner drivers and underage / unlicensed drivers, motor bikes, quad bikes, petrol / electric scooters are not allowed to drive or be driven on the camping area.
     

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

  • Inspections will be made to ensure that these reasonable rules are respected. Those who do not respect them will be politely asked to leave the site and future bookings from them will be rejected.
     

  • 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.
     

  • 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. 

The Committee reserves the right to vary these conditions at any time and the final decision is at their discretion.

The purchase of Tickets, and Entry to the Festival in whatever capacity, will be taken as acceptance of these Terms and Conditions which are binding on all parties.

TTBF (TTBR Ltd) Data Protection Policy

TTBR (Ltd ) is subject to the provisions of the UK General Data Protection Regulation 2018

  1. New data protection regulations require that we obtain your specific consent for our collection, use and storage of the personal data you provide through our website, email and the post. This information will only ever be used in connection with the organising of the Thames Traditional Boat Festival (TTBF)

  2. Your personal information will be held securely by TTBF until you ask us to remove it. Changes to the personal information we hold will only be made on the explicit authority of its owner.

  3. No personal or payment data is held on PC, laptop or other device owned or used by anyone involved with the organisation of the TTBF.

  4. Data collection and storage services are supplied to TTBF by the following providers - 

    • Wix.com and 123Formbuilder.com for the primary collection of personal information via our online entry and application forms, and the website itself www.tradboatfestival.com      Primary data is deleted from Wix and 123 servers before the new booking season begins in January.

    • Smartsheet.com  for collating boat entries, moorings, campsite bookings, exhibitor and trader bookings, and for any long term data storage.

    • PayPal.com  and  Stripe.com for all online payments via secure link from our website, from individual accounts or customer payment cards. No payment card information of any kind is collected or retained by TTBF, nor supplied to it.

    • Tickettailor.com for all online ticket purchasing via secure link from the Tickets page of our website.

   5. Access to any of the above online services is only granted to the TTBR officers and Festival staff directly concerned with the                        particular area of the event organisation those services facilitate.

   6. For full details of the Data Protection Policies of the online service providers named above please refer to their websites using the l           links below.

Wix

123 FormBuilder 

Smartsheet 

PayPal

Stripe

Tickettailor

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