Below is our new 2011 on-line stall holder form. Alternatively click here for a Word file with the complete information and entry forms for Stallholders at SHOWBUS 2011 or click here for a file in Rich Text Format. These can be printed off and posted. All entries received by post will be acknowledged by email, if you are downloading & posting a paper copy of the form, please enclose an s.a.e. labelled AC if you require acknowledgement by post. If you cannot download the form please request one by email.

Sunday September 18th 2011 is the date for this years SHOWBUS international event at Duxford Imperial War Museum near Cambridge. This 39th rally promises to be as big as ever with around 500 buses & coaches, 100 stalls and 10,000 visitors, providing a unique opportunity for both businesses and individuals to sell their goods to a huge targeted audience. Alongside the vast displays of buses, there is a giant airside market where everything from pictures, models, toys and spares are bought and sold. No other event comes close to Showbus in terms of true enthusiasts in attendance, which makes it the biggest annual event in many traders diaries! Pitches are available from just £60 for 3 metres which also makes the event affordable for anyone who wishes to come and sell their wares.

Duxford is located at Junction 10 of the M11 near Cambridge, with accommodation available nearby. The Coach House Hotel offers motel style accommodation at special rates for traders, at £60 for single occupancy and £72 for a double room inc breakfast & VAT. Please book by calling the hotel direct on 01763 208272 and stating that you want the special rate for Showbus traders.

You will need to complete the Risk Assessment below
Please read the Risk Assessment Guidelines

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Guidelines for Risk Assessment

Risk Assessment is little more than the application of sound common sense; it is NOT a black art.

Its purpose is simply to ask and answers 3 questions:

1. What are you using or doing?
2. What are the risks associated with this?
3. Are the controls to minimise the risks adequate?

Through the undertaking of a Risk Assessment, the aim is to reduce the hazard(s) to the lowest possible in so far as is reasonably practicable. It is not intended - or possible - to stop an activity or take away all risk through doing that activity. PLEASE NOTE. Risk Assessment is a legal requirement under the Management of Healthy & Safety Regulations 1999; traders found not implementing their Risk Assessments will be asked to rectify the matter immediately or face being asked to leave the site.

What is a Hazard?
Anything that can cause harm - whether the risk is great or small - to you or those around you, from using flammable liquids, erecting metal structures to working with electricity or using ladders.

What is a Risk?
The probability that a hazard will result in an accident with definable consequences; in most cases injury to yourself or another person.

Marquees and Pop-Ups

If hired in from an outside contractor you DO NOT NEED to fill in this section. Your contractor MUST provide their Risk Assessment, Method Statement and a copy of their Public Liability PRIOR to arriving at Duxford for set up. If your own a marquee/pop-up erected by YOU then you DO NEED to fill in this section and implement the control measures when erecting the stall.

DISCLAIMER
The above information and attached Risk Assessment Form is intended as a guide only. The hazards and control measures identified are not an exhaustive list. The Imperial War Museum, its trustees, staff and partners cannot accept any responsibility for the contents of the Risk Assessment.

Completing the Risk Assessment
The generic Risk Assessment has been compiled to identify typical hazards for the activities of traders at the Imperial War Museum Duxford. In each section, identify the hazards listed that are applicable to your activities when setting up your trade stand at Duxford (tick the box -"Tick if YES")
By ticking "YES" you agree to implement the control measures as stated for each hazard when setting up your trade stand. The hazards listed are the most common found on the Duxford site. If you are aware of other hazards please add these at the bottom and state the appropriate control measures for that risk.

Sharp edges causing injury to stall holder/general public

All sharp edges/joints to be padded and identified with hazard tape

Collapse due to poor build, high winds, overburdening of structure, tarpaulin becoming un-attached in high winds. Injury to persons from loose flapping tarpaulin

All structures to be securely weighted, all joints properly bolted; tarpaulins to be securely tied/clipped to structure. Product attached will be securely clipped/tied to structure

Tarpaulin fire caused by electrical fault from stand lights/cigarettes/gas stoves

No naked flames inside/within vicinity of stand; communal IWM fire extinguishers are located every 100m along trade stand area

Injury to general public/traders/ IWM staff: trailing cables, badly displayed product, obstructed walkways, protruding edges

Cables are matted or taped; walkways are free of obstructions, protruding edges are identified with hazard tape and where appropriate, covered

Fire or explosion from defective/over-loading of electrical equipment causing injury to general public/traders/IWM staff

Visual inspection of cables, extension leads and plugs prior to use for defects/failures (bare wires/damaged cable covering and/or plug casing/pins). All electrical appliances have a valid Portable Appliance Test (PAT) Certificate, including all extension leads and generators. Extensions leads to have an RCD switch to protect against fault current. The generator has a certificate with it to show that it is electrically safe. All wiring has been installed by a suitably competent electrician in a safe manner who has provided a written certificate to prove that this has been done. All electrical equipment used is in a safe condition and suitable for that type of use.

Overheating of the installation

Cables are correctly sized & heat producing appliances aren't adjacent

Injury to general public/traders/IWM staff from moving vehicles during build /de-rig of stands

All vehicles obey site speed limit of 15 mph; vehicle hazard lights always used when moving. No vehicles permitted to move between 0900-1730 in traders areas

Please tick this box if you intend to bring a generator to the show.

Please tick this box if you intend to bring a gas stove to the show.

Fire caused by incorrect storage/spillage of flammable liquids and/or poorly maintained equipment

Visual inspection of generator prior to use for equipment defects/failures. All generators must be accompanied by certificate of worthiness. All flammable liquids stored in appropriate safety containers with self-closing lids/caps, secure access, away from heat and in well a ventilated area. Any spillages to be reported immediately to IWM Commercial Assistant for safe cleaning and disposal of waste. No naked flames or smoking is permitted within 5m zone of the fenced off area

Injury to persons from gas camping stove fire/explosion

Gas stoves are used in a well ventilated area, away from combustible materials. A dedicated fire extinguisher (CO2/foam) is located within stand area. No naked flames inside/within vicinity of stand; communal IWM fire extinguishers are located every 100m along trade stand area

General generator safety / access/ tampering by members of the public

The generator has a certificate with it to show that it is electrically safe. A safety fence surrounds the working parts of the generator. Access is limited only to authorised staff

Trips, Falls & Burns

Cables are suitably positioned and/or protected. Hot surfaces must be suitably protected where this is impracticable, only trained personnel must operate equipment

Collapse of tables/purpose made sales structures thru over-weight

Continued visual check for over-loading during set up and throughout event; limit of weight allowed/height of stacking subject to reasonable practicality

Collapse of tables/purpose made sales structures due to poorly maintained /aged structures

Visual check of tables/purpose made structures before use for loose joints/screws and/or broken mechanics prior to use

Fire caused by build up of combustible material (empty boxes/paper/foam/plastic packaging)

No naked flames within vicinity of stand; Communal IWM fire extinguishers every 100m along trade stand area. Trade waste bins provided after setup and takedown.

Injury to general public/traders/IWM staff from loose/ flapping or collapse of banner/flag pole

All flags/banners to be properly and securely fixed to stand structures. No flags/banners are permitted to be ground fixed.

Injury to persons erecting banner/flags thru falls from height

Working at height is minimised in so far as is reasonably practicable; where step-ladders are required, these are examined carefully before use for defects, fully extended, set on a firm base, top tread will not be used & over-reaching avoided.

Injury to general public during build/de-rig

Area of marquee build fenced off to restrict access from general public during build/de-rig. Barriers can be obtained from IWM Duxford.

Damage to underground services when driving in tent pins

Area where pins are to be inserted is to inspected and the location of any underground services identified by IWM Duxford prior to marquee installation. Permission will be sought from IWM Duxford before erecting any marquee/stand.

Injury to persons erecting marquee from electrical shock/fire from underground cables when driving in marquee pins

Area is cable traced to show location of underground services by IWM Duxford prior to marquee installation. Permission will be sought from IWM Duxford before erecting any marquee / stand.

Injury to persons erecting marquee thru falls from height

Working at height is minimised in so far as is reasonably practicable; where step-ladders are required, these are examined carefully before use for defects, are fully extended, set on a firm base, top tread is not be used & over-reaching avoided.

Injury to persons erecting marquee from falling objects

Hard hats and foot protection worn during erection/de-rig of main structure.

Injury to persons erecting marquee thru incorrect manual handling

All lifting of equipment/heavy loads during build/de-rig to be assessed in respect of the task, load and working environment to ensure correct manual handling.

Collapse of structure due to failure of anchorage

Appropriate stakes or weights used per base plate according to manufacturers guidelines.

Adverse weather conditions during build/event/de-rig - gusting and high winds

Erection/de-rig halted during high winds/gusts (typically up to 90% of wind/load capacity - 30mph). Open frontage does not face into prevailing wind and is closed in winds gusting 30mph or more.

Injury to persons inside marquee from overcrowding and/or inadequate fire exits

Adequate amount of fire exits clearly marked, obstruction free and evenly distributed around marquee.

Fire caused by electrical fault from generator/stand lights/heaters/cigarette stubs

Marquee outer fabric and inner linings have flame retardancy specification labels which conform to current standards - BS7837 or equivalent. Provide certification of flame retardancy in accordance with the Performance Textiles Association (MUTA). Dedicated fire extinguisher (CO2/foam) is located within the marquee.

Smoking within the marquee

No smoking signs are displayed within the marquee to conform with the Smoke Free Regulations 2007.

Trip hazards from stakes, ropes, protruding tent pegs

Stakes, ropes, protruding tent pegs fenced off or clearly marked with hazard tape; padding applied to tent pegs.

Requests or instructions from the organisers of Showbus and/or IWM Duxford staff must be complied with. Failure to comply with any of these Conditions may result in eviction from the Museum and cancellation of future bookings.

Times: Traders are allowed access into the Museum to set up ONLY from 12 noon on the Saturday, however permission from Dom Spooner must be obtained. Stands may be left overnight entirely at the traders' own risk. The museum cannot accept responsibility for any loss or damage to any exhibits and exhibitors are advised to insure their goods against loss or damage, including risk of fire. There is no overnight camping allowed. On Sunday, traders are allowed access to the Museum from 07:30 hrs. Do not arrive earlier than the stated times - you will be turned away.

Vehicles: The speed limit throughout Duxford is 15 mph. Driving is allowed for unloading and loading only. There is to be no manoeuvring or driving of vehicles after 1000hrs. Please ensure your vehicle will fit within your pitch. One vehicle pass per stall will be issued. Please note that they will not be dispatched until September. Additional vehicle passes can be purchased when booking your. All vehicles must fit inside your booked space. Limited parking space is available at the rear of some sites, but cannot be guaranteed and is at the discretion of Dom Spooner. There is no reserved access for vehicles between stands, or from behind the stands once a trade stand is erected. Barriers must not be moved to allow parking or gain access behind trade stands, and all vehicles must be parked well clear of any static aircraft. Any vehicles with passes that are not parked on or behind trade pitches must be parked in the trader car park.

Trade space: In previous years stallholders have setup stalls exceeding their booked pitch size. This will not be tolerated and anyone caught exceeding their booked frontage will be asked to reduce their stall or leave the site - we allow an additional one metre gap between stalls which must not be blocked for Health and Safety reasons. Traders must only setup in their designated pitch. Guy ropes, base plates, display items and essential vehicles must be confined within the space booked. Trade Stands set up in the incorrect pitch, or outside of the booked pitch, will be asked to move; failure to do so may jeopardise participation in future events. The allocation of sites will be at the discretion of the organiser. Whilst making every effort to ensure a broad spread of stands we cannot guarantee that exhibitors selling similar products will not be in the same area. All sites are outside. Display items, stands or signs may not extend more than 1 metre from the trade line. Traders may not assign or sub-let the whole, or any part of their site.

Items for sale: Broadly speaking only items of transport related interest may be sold. Showbus and the Museum reserve the right to have any item removed from sale. No special release Showbus models or Showbus branded merchandise can be sold, aside from those approved by SHOWBUS.
The following may not be displayed, sold or given away: Anything that is or appears to be a weapon, helium or lighter than air balloons or inflatables; kites; fireworks, bangers, caps etc.; livestock or any form of food or drink including confectionery. (*with the exception of formal MOD recruitment stalls and approved Regimental or Squadron displays, which may display these items provided they are correctly licensed and secured). If you intend selling any products that may contain radioactive materials eg. clocks, wrist watches, compasses or instrument dials please ensure that you bring a copy of your 'Licence to Trade with Radioactive Products' issued by the Environment Agency. If you fail to produce your licence upon request you will be instructed to remove the goods from display. Radioactive equipment that does not conform to government radiation legislation (RSA 93 and / or IRR 99) will NOT be permitted on site. The museum reserves the right to monitor suspected items for radioactivity and any items over the prescribed limits must be removed from the site immediately. Radio & Radar Equipment - Exhibitors intending to operate radio and / or radar equipment must submit details with their application in order that clearance may be given to operate.

Raffles, etc: Raffles, draws, lotteries and collections may only be run by proven reg. charities with prior permission. Collections and the sale of tickets may only be made from the stand.

Tidiness & Museum infrastructure: All facilities must be left as they are found. Fixed benches may not be tampered with. Traders must ensure that all rubbish is taken away at the end of the day or disposed of in the trade bins only. Rubbish has been a major problem in previous years - we provide trade bins after both setup and take down. Please make sure NO rubbish is left on site or you will be fined!

Dogs & barbecues are not permitted.

Generators: Where exhibitors intend to use mobile generator sets, they must inform Dom Spooner of this when applying for a pitch. The exhibitor is responsible for ensuring that the positioning of the set, the distribution and the equipment connected does not pose a risk to the public.
The equipment and installation should be in accordance with the Electricity at Work Regulations 1989 and the IEE Wiring Regulations 17th Edition. General Guidance No more than 1 generator per stand. No earthing spike shall be installed with-out written permission from the Museum The feed cable must be SWA or mechanically protected from accidental damage and must be positioned or protected such that it does not pose a tripping hazard. The generator must be 16kVA or less. All flammable liquids should be stored appropriately and out of reach from the public. *Note the above list is for guidance only and is not exhaustive, complying with this does not guarantee that the installation is safe and compliant. Exhibitors are also expected to follow their generator manufacturer's safety instructions.

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EMERGENCY PROCEDURES FOR THIRD PARTY TRADERS, EXHIBITORS & SERVICE PROVIDERS AT SHOWBUS

This is IMPORTANT information for all Traders (i.e. catering outlets and mobile units, ground attractions and retailers etc.), Exhibitors and Service Providers (i.e. WRVS Lost Children, St. John's Ambulance, etc.) not employed by the Imperial War Museum.

Please ensure you and all your staff/colleagues are made aware of this information at the beginning of each day. You will be responsible for the safety of your staff/ colleagues whilst on site at Duxford.

In all instances, please DO NOT dial 999 or contact the emergency services yourself.
IWM Duxford has trained fire fighters and first aiders on site who will assist you in the first instance.

Emergency Procedure: In the event of an emergency the Public Address System will be used to keep all members of the public informed. Directions will be given for members of the public with regard to an evacuation procedure if this is required. It is imperative that you and your staff/colleagues follow these instructions calmly and quickly. Ensure that any power supplies to your area are switched off. (Particularly cookers, gas cylinders and generators). Procedure on Discovering a Suspicious Object/Package: If you discover a suspicious object or package, raise the alarm by informing the nearest Security Officer, Museum Assistant or other member of the Museum staff. Give your name and precise details and location of the object/package.

DO NOT TOUCH THE OBJECT OR PACKAGE.

Remain calm, and clear people away from the immediate vicinity.
Remain available until the arrival of the Security Staff or Emergency Services who will assume immediate responsibility.
Procedure on Discovering a Fire: If you discover a fire, raise the alarm by informing the nearest Security Officer, Museum Assistant or other member of the Museum staff. Give your name and precise details and location of the fire.

DO NOT ATTEMPT TO TACKLE THE FIRE YOURSELF UNLESS LIFE IS IN DANGER.

Remain calm, and clear people away from the immediate vicinity. Remain available until the arrival of the Security Staff or Emergency Services who will assume immediate responsibility.

Procedure on Requiring First Aid:
If you or any staff members require first aid, please inform the nearest Security Officer, Museum Assistant or other member of the Museum staff. Give your name and precise details and location. Remain calm. Remain available until the arrival of the Security Staff or Emergency Services who will assume immediate responsibility.

Procedure in the Event of a Bomb Threat:
In the event of a bomb threat, you may be instructed to carry out a search of your own area under the supervision of the Security Staff or Emergency Services.
In any emergency situation it is important to remain calm, not to spread rumours, and to co-operate fully with Museum Staff and the Emergency Services at all times.

The Museum accepts no responsibility for the security of your area or possessions in the event of an emergency.

As per previous years, any marquee 6mx6m or bigger must be provided by Cambridge Marquees (01799 524333). Please call them direct or visit their website for more information. The company has been nominated by the museum to cater for marquee hire at public events and it ensures that we meet the criteria set out for Health & Safety including public liability insurance. A 10% discount has been negotiated on behalf of all Showbus traders. This arrangement is non negotiable and marquees set up by any other company will not be allowed to trade on the day. Inform us at least three weeks BEFORE the event if you want to erect any marquee or stand that requires stakes or pegs longer than 20cm to be driven into the ground. Failure to do this could cause on site underground services to be damaged, resulting in possible death or injury, as well as full liability for repair costs.
All traders are covered under the museums third party liability insurance policy, but this means that no entries can be accepted in the last week leading up to the rally.
No electrical power can be provided, exhibitors must provide their own generators.

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I/We have completed the Risk Assessment

I/We have read and understood the Terms & Conditons

I/We have read and understood the Emergency Regulations

Please book us a Sponsors Pitch

Stall frontage required in metres: .
Pitch type Premium (A,B,G): Standard (C,D,E): Economy (F):
If you wish to sell Showbus programmes from your stall, we will sell you 30 for the price of 20 (£60). This means that you make £30 profit per 30 programmes sold, without risk as we will buy back the programmes from you at the end of the day for the price that you bought them from us for. If you wish to stock our programmes, please circle the appropriate box and add the amount to the total at the bottom of this page, then pick up the programs from rally control on the day.
Indicate as required: 30 for £60: 60 for £120: 90 for £180: 120 for £240:
For stall holders without their own equipment, we are able to supply trestle tables and chairs. This is very convenient as you do not have to load the car with large tables and chairs, but instead simply pick them up at Showbus Rally Control when you arrive. If you wish to order these items, indicate below.
Trestle tables required: @ £10.00 each
Chairs required: @ £3.00 each
Extra vehicle passes at @ £20 each
Total payment (cheques payable to SHOWBUS): £

Person or Group:

Contact:

Please enter all phone numbers without gaps
Landline: Fax if available: Mobile:

Address:

Address 2:

Address 3:

Town: Postcode:
Showbus website entry:
Traders are able to display a sentence on our website about the products or services they are offering at Showbus. Please enter your text in the box below:

Indemnity: In consideration of being permitted to use part of Imperial War Museum Duxford, I/We hereby agree to indemnify the Trustees of the Imperial War Museum and the Organisers of Showbus for any damage or injury caused to exhibits or the premises or persons by our staff, agents or other persons acting on our behalf or by the equipment used by such personnel during the period of use of the site. This period is to include setting up, dismantling and removal of equipment used directly or indirectly in connection with the use of the site. I/We have read and understood the conditions of hire and enclosed and agree to abide by them. I/We understand that dogs are not allowed into any part of the Imperial War Museum Duxford.

Clicking the submission button signifies your agreement to the indemnity above
Dom Spooner will acknowledge your submission and issue with a reservation number prefixed SB. This is NOT in any way related to your pitch allocation. This will be allocated later and sent with your passes etc in late August/early September. Dom will also confirm the payment required which should be sent to him at the address below, quoting your SB reference number (Cheques payable to Showbus Digital).

In the past couple of years we have had issues with a few traders being unhappy with the positioning of their trade space. To improve the situation, if you have a specific area you wish to be sited in, please print off the map above and mark the position on your map and pots with your cheque to Dom. Please do not just request to be in the same situation as last year as these records are not readily accessible! It must be noted that being placed in a particular spot in the previous year/s does not mean we will be able to offer the same space again this year. We will of course do what we can to meet any requests, but we book people in as entries are received, so the space may no longer be available by the time of your booking.
If you have problem printing the map from this page, please click here

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