ROYAL AIR FORCE MARHAM

							ROYAL AIR FORCE MARHAM FAMILIES’ AND FRIENDS DAY 23rd JUNE 2012

Site Regulations

1.    Statutory Requirements. Exhibitors must comply with all UK Statutory
Requirements and Regulations applicable to their participation in RAF Marham Families’
Day and Friends, 23rd June 2012.

2.     Permitted Exhibits and Articles for Sale. All products with the exception of the
following may be exhibited or offered for sale to the public by Exhibitors from their
allocated sites:

      a.     Livestock, including caged birds.

      b.     Balloon or similar lighter than air devices.

      c.      Kites, except in a packed condition and provided that a notice is displayed
      which clearly states that kites are not to be flown within 5 miles radius of any
      airfield.

3.    Allocation of Sites.

      a.     All Exhibitors will enjoy the same rights and privileges.

      b.     The stalls co-ordinator will allocate sites and no guarantee can be given that
      a preferred site will be available.

      c.     The Organisers reserve the right to change any site location previously
      allocated.

      d.     The sub-letting of sites will be clearly marked by the organiser. Exhibitors
      are to ensure that their exhibits, including all support equipment, tentage and guy
      ropes, are contained in each defined area.

4.    Control and Use of Sites.

      a.    Sound Reproduction.         If sound is reproduced, the level must not affect
      neighbouring Exhibitors, and the necessary licences including ‘Mechanical
      Copyright’ and ‘Performing Rights’ must be held. The Organisers reserve the right
      to demand the removal of any equipment about which complaints are received.

      b.     Radio and Radar Equipment.         Exhibitors wishing to use or demonstrate
      radio and / or radar equipment are to notify the Organisers on the Exhibitors
      Application, stating frequencies to be used.

      c.       Litter. Exhibitors are required to keep their sites and adjacent walkways tidy
      at all times. Rubbish is to be placed in the containers provided by the Organisers
      and made available for collection by the litter clearance team.

      d.      Machinery. Exhibits or any equipment containing moving parts must be
      fitted with the necessary guards to comply with the standard safety regulations
      governing that particular item.

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     e.      Obstruction and Projection.       Exhibitors wishing to erect masts or
     structures higher than 5 metres are to provide full details of such a requirement to
     Flt Lt Savage. Exhibitors are not to obstruct, or allow to be obstructed, any
     gangways or open spaces, and no sign of projection may be hung or project over
     gangway or open spaces, or in any way affect neighbouring Exhibitors displays.

5.   Construction and Dismantling Equipment.

     a.     The construction of all stands and exhibits is the responsibility of the
     Exhibitor. Construction and fitting of exhibits may commence from 0600 hours on
     23rd June 2012. Access to RAF Marham will be via Crash Gate 5 (map to follow)
     between the hours of 0600 and 0800.

     b.     All sites are to be constructed by 1030 hours on 23rd June 2012.

     c.      Exhibitors must leave sites in the condition that they found them. Organisers
     will assess dilapidation and damage caused by the Exhibitor and any cost of repair
     etc will be charged to the Exhibitor.

     d.    Sites must be completely cleared, including any refuse, by not later than
     1830 hours but not before 1630 hours on 23rd June 2012. After this time the
     Organisers may have the equipment found on site removed and Exhibitors may be
     charged accordingly.

6.   Safety and Security.

     a.    Exhibitors are responsible for the safety of the public on their sites, and
     especially for the safe demonstration of any working exhibits or displays.

     b.     Exhibitors are responsible for the security of their exhibits and property at all
     times.

     c.     IN CASE OF EMERGENCY:

            (1)   Immediately inform the Exhibition Organisers or any security
            personnel.

            (2)    Ensure all personnel are calmly moved away from the incident.

            (3)    Keep access ways clear for emergency service vehicles.

7.   Liabilities and Insurance.

     a.     The Organisers (including the Secretary of State for Defence, his agents or
     servants as crown principals) will not accept liability for loss of, or damage to any
     exhibits at any time, and Exhibitors are advised to insure their exhibits and
     equipment against such loss or damage, including the risk of fire.

     b.    Exhibitors will be held responsible for the loss of, or damage or injury to,
     property (including other exhibits) and persons, caused by themselves, their
     servants or their agents.

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     c.     The Organisers do not accept liability and will not be under any liability to
     Exhibitors in respect of any direct or indirect damage, loss or injury to persons, or
     property, arising out of or in any way connected with RAF Marham Families’ Day
     2012.

     d.      In the event of the cancellation of RAF Marham Families’ Day 2012, the
     Organisers shall not be under any liability whatsoever in respect of any expenditure
     or liability or loss incurred by Exhibitors, and shall be entitled to retain all sums paid
     by Exhibitors considered by the Organisers to be necessary to cover the expenses
     incurred in connection with the RAF Marham Families’ and Friends Day 2012.

     e.    In the event of an Exhibitor withdrawing his application after notification by
     the Organisers of the allocation of space, all payments made in respect there to
     may be forfeited. Notice of withdrawal should be made in writing to the organiser.

     f.     Exhibitors are required to provide copies of their own Third Party
     Liability Policy or certificate from their insurers showing The Royal Air Force
     and the organisers of RAF Marham Families’ and Friends Day 2012 endorsed
     as additional assured with “hold harmless” indemnity and waivers of
     subrogation in the Royal Air Force and the organisers of RAF Marham
     Families’ and Friends Day 2012 favour, in return of their participation in the
     RAF Marham Families’ and Friends Day 2012.

     g.     The limit of third party insurance must be whichever is the highest of:

            (1)    The total loss of the exhibitor’s existing Third Party insurance.

            or

            (2)   Not less than £2,000,000 for one accident, incident or
            occurrence.

8.   Correspondence.

     The point of contact’s address is: Flight Lieutenant Jack Savage
                                        Officer Commanding
                                        Material Management Flight
                                        RAF Marham
                                        KING’S LYNN
                                        Norfolk
                                        PE33 9NP

                                         Tel: (01760) 337261 Ext 7184
                                         Fax: (01760) 446038
                                         Email: MRM-LSSMMFOC@mod.uk




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