1 INTERPRETATION
In these Conditions and Regulations:
‘Amusement Device’ means a fairground ride, contrivance, structure or such other equipment including a side stall, food stall, side show, booth or similar enclosed structure, which is installed or erected and operated for or in connection with the amusement or entertainment of the public at a pleasure fair.
‘Charter Fair Site’ means the area occupied by the Ilkeston Charter Fair.
‘Council’ means Erewash Borough Council.
‘Events Officer’ means the Officer appointed by the Council to manage the Fair.
‘Fair’ means the Ilkeston Charter Fair.
‘Events Control’ means the Ilkeston Town Hall
‘Opening hours of the Fair’ means Wednesday 1800 hours to 2300 hours, Thursday 1200 hours to 2300 hours, Friday 1200 hours to 2300 hours, Saturday 1200 hours to 2300 hours
‘Period of the Fair’ means Wednesday the 15th day of October 2025 to Saturday the 18th day of October 2025.
‘Showman’ means the person licensed by the Council to occupy a Site.
‘Site’ means the individual site occupied by a Showman.
2 LICENCES
2.1 The Council Licences the Showman to occupy the site during the period of the Fair.
2.2 Only Amusement Devices belonging exclusively to the Showman may be used at the Fair.
2.3 The Showman may not use the site with another person on the basis of a profit-sharing arrangement.
2.4 Only the Showman and bona fide employees may operate the Amusement Device on the Site.
2.5 All showman are responsible for applying for any PRS and PPL licences.
3 OFFICIAL OPENING
The official opening is signified at noon on Thursday by the Mayor Erewash ringing 2 silver bells after the Chief Executive of Erewash Borough Council has read the Proclamation.
4 SITING OF AMUSEMENT DEVICES
4.1 Amusement Devices including engines driving electrical apparatus must be placed in such a position as shall be determined by the Events Officer.
4.2 All necessary precautions must be taken to prevent the leakage of water or diesel from engines or pipes. Oil diesel spillage shall not be allowed either to cause permanent deterioration of the highway surface or to enter gullies. Surface damaged or gullies polluted by oil and diesel are liable to be made good or cleansed at the Showman’s expense.
4.3 No Amusement Device may be drawn onto or erected on the site until permission has been given by the Events Officer.
4.4 Precautions must be taken to ensure fumes from Lorries, generators etc. do not enter buildings and pipes must be directed away from buildings if necessary to prevent this.
5 POSSESSION OF SITES & ZONE REPS
5.1 Showmen may arrive with their amusements/stalls on site no earlier than the following times
Pimlico* ) Saturday from 8pm
South Street car park ) Sunday 9am
Lower Market )
Main Market ) Monday 7pm
Wharncliffe Road ) Monday after Midnight
Queen Street car park ) Monday 7pm
East Street car park
Bath Street ) Monday 7pm
Lower Market (roadside) )
South Street (Library side) )
South Street below Queen Street ) Tuesday 2.00pm
Town Hall Frontage )
East Street )
South Street (Co-op side) )
South Street Library Side ) Tuesday 4.00pm
* In case of the rollercoaster situated on Pimlico then possession of lower end of site from Thursday after 6pm prior to fair.
These times are subject to alteration with the approval of the Events Officer.
Zones Representatives
Lower Market Place Mr Spencer Hall 07860280995
East Street & Car Park Mr Andrew Robinson 07967845520
South Street Mr Keith Carroll 07860200755
Bath Street - Botton End Mr Paul Derry 07973601319
Bath Street – Top End Mr Lloyd Barwick 07854810675
Pimlico Mr James Mellors 07831568600
Wharncliffe Road Mr Colin Pawley 07836359322
Market Place Mr Charles Harris 07836500755
07831124219
South Street Car Park Mr Ray Armstrong 07889690192
Queen Street Car Park Mr Joel Bunn 07836221800
Please contact the above representative in each area, should you have a query.
If the query cannot be resolved, then contact the Events Officer Helena Richardson on 07792 224997.
5.2
Living Vans
Rutland Recreation Ground/Golf Club Sunday 10.30hrs
Gregory Street Sunday 10.30hrs
5.2.1 Vehicles arriving outside of these hours will not be admitted.
5.2.2 All living vans Permits must be displayed prominently in the living van windows at all times
5.2.3 Living van permits are non-transferable. If permits are found to have been transferred this could lead to termination of the licence. Any unwanted permits should be returned to Erewash Borough Council, and the position will be reallocated.
5.2.4 Anyone bringing any additional living vans or a larger living van than allocate will be turned away.
5.2.5 Please ensure all waste is disregarded by using the bins/waste skips provided on site.
5.2.6 All showman should respect that event sites are in residential areas.
6 VEHCILE PARKING AND PERMITS
6.1 All vehicles/Living Vans are to display their permits and must be clearly visible.
6.2 No lorries are permitted to park in the fair if they do not carry a generator.
6.3 Adequate provisions should be made to prevent spillage of fuel, oil from vehicles.
6.4 It is your responsibility to collect your permits from the Events Officer or the Events Control.
6.5 Please ensure that all vehicles are not obstructing any access, residential properties and waste skips from being removed. Any charges incurred from the waste removal company due to not be able to remove the skips will be paid by the showman responsible.
7 FLOATING POSITIONS
7.1 We have 3 floating positons on Queens Street which are for 3 novelty rides.
7.2 It is unlikely that we will consider device that already attend the fair.
7.3 Applications are to be made in writing along with a picture no later than 1st September of each year.
7.4 All applicants will be notified in writing/email by the end of September of each year.
7.5 If you are not accepted this year, please do not let this deter you from applying again in future years.
7.6 All floating positions are for one year let only.
7.7 You cannot sublet or transfer this ground after being accepted.
8 SUBLETS AND TRANSFERS
8.1 All sublets and transfers must compete the relevant application form no later than 1st September and sent to the Events Officer.
8.2 There will be a charge for each sublet and transferred made; please see application.
8.3 Applications must be completed and signed by both the tenant and the proposed sub-lettee.
8.4 Please note that applications to sublet will only be approved if they are considered by the Events Officer to improve the fair.
8.5 If a sub –lettee requires a site for a living van, please request the sizes that they need. Failure to provide correct sizes may result in refusal of admission to the
Living Van parking area.
8.6 We will not accept any more catering units.
8.7 Living vans are not transferrable.
9 CHANGE OF USE
9.1 Tenants who wish to change the use of their equipment must indicate on their application form that they wish to do so.
9.2 Tenants who wish to change the use of their position on a one-year let, must make a request in writing by email. We will be assessing each request individually.
10 HEALTH AND SAFETY
10.1 All Showmen attending the Fair shall ensure compliance in all respects with the Health and Safety at Work Etc Act 1974 and all other relevant legislation and shall indemnify the Council from any liability arising out of any breach thereof.
10.2 It is the responsibility of each showman to comply with safe systems of work and to design, erect, operate and dismantle their equipment and associated infrastructure in a responsible and safe working manner.
10.3 A safe working zone should be created by the operator that prevents unauthorised access to the working area as required.
10.4 It is the requirement of all involved in the event (i.e. showmen, staff, contractors, security or agents of Erewash Borough Council) to bring to the attention of the Events Officer or their Showman’s Guild Representative, any health and safety concern they may have.
11 FIRE SAFETY
11.1 Please ensure that all your equipment and records comply with the relevant Fire Regulations. All lettings are subject to a Fire Risk Assessment being compiled by the owner/operator.
The Fire Risk Assessment should cover, but not be limited to, the following:
· The identification of sources of fuel and heat/ignition and the measures taken to control these
· Removal of materials which are flammable or give off toxic fumes in fires and replace them with less hazardous ones.
· Provision of adequate means of escape from larger exhibitions.
· Provision of adequate fire-fighting equipment and training on its use in accordance with
11.2 All fire-fighting equipment on stalls/exhibitions must be:
· Selected with regard to the type of fire and the nature of any fuel sources present.
· Be in good working order and available for immediate use at all times including set up and take down.
· Have been serviced by a competent person within the last 12 months in accordance with BS 5306-3.
11.3 Rubbish must not be allowed to accumulate and is to be removed at regular intervals to the designated waste locations identified on the Charter Fair map.
11.4 Any fire, however slight and whether extinguished or not must be reported to the Events Officer immediately.
11.5 Oxy acetylene must not be brought onto or used on any part of the site.
12 LIQUID PETROLEUM GAS CYLINDERS
12.1 When using LPG all showmen must comply with Gas Safety Regulations, which include ensuring all gas appliances have a current Gas Safe certificate and all items are stored correctly.
12.2 It is the responsibility of the showman to ensure that all equipment is tested by a competent person registered with Gas Safe for the relevant appliances on the unit and certificated annually.
12.3 LPG cylinders connections should be kept as short as possible and conform to the relevant British Standard.
12.4 The following details must be provided for gas cylinders brought onto site:
· Type of gas
· Number of gas bottles
· Location of gas bottles
· Method and security of storage of gas bottles
13 WATER
13.1 Water is available at the rear of Events Control via a tap; this is mainly used for catering outlets.
13.1 Any other water used must be done via a metered standpipe. Severn Trent is the local water supply company.
14 INCIDENT REPORTING
14.1 All incidents connected to any stall, ride or amusement must be reported to the Events Officer immediately.
14.2 All persons in charge of any stall, ride or amusement must be familiar with the requirements of RIDDOR 2013 and ensure that any incident is reported to the enforcing authority under the regulations.
15 REINSTATEMENT
15.1 Charges for any re-instatement will be passed on to the tenant. This will include, but not be limited to damage to any Erewash Borough Council property.
16 NOISE & FLASHING LIGHTING
16.1 The noise generated by any machinery, generator, and public address systems or music amplification systems shall not be excessive
.
16.2 All speakers are to face inwards towards the ride/device. The volume of any music is to be controlled so as to not cause undue disturbance to occupiers of nearby properties and others.
16.3 In the event of non-compliance with any verbal or written warnings from the Events Officer or other representative of Erewash Borough Council, this may result in the prohibiting the use of any music amplification device deemed to be causing a nuisance and/or the closure of the stall/ride/device.
16.4 Any Amusement Devices using strobe lighting effect must display a suitable warning sign.
16.5 The Events Officer reserves the right to prohibit the use of mechanical organs, loudspeakers, whistles, bells, etc. during certain hours, at his/her discretion. Any Amusement Devices using strobe lighting effects must display a suitable warning.
17 POWER CABLES
17.1 All cabling, including lighting, power etc. that are non-permanent installations used and controlled by the Showmen will be laid to reduce the hazards from slips/trips/falls, electric shock etc.
17.2 Showmen will need to apply the principles of risk assessment in accordance with The Management of Health and Safety at Work Regulations 1999 and also the HSE Guidance: Fairground and Amusement Parks: Guidance on Safe Practice (HSG 175).
17.3 Showmen shall provide suitable and sufficient protection (e.g. cable covers) for cables to reduce the risk from slips/trips/falls, electric shock etc. All coverings will be periodically check by the Showmen to ensure their integrity. Showmen must not cover cables with tarmac or similar material.
18 DOCUMENTATION
All proof of documentation must be in English, and all relevant forms to be completed online and submit by the due date.
It is the tenant’s responsibility to supply the correct documents for the equipment that will be positioned on the site allocated. Any tenant found falsifying documents or producing documents for equipment that does not belong to them will be in breach of the terms and conditions of their let of their site and would be asked to close the said piece of equipment or asked to leave site.
The documentation required to be provided to the office prior to the fair is:-
· Public Liability Insurance (including 9 over 1 Showmen’s Guild Insurance)
· ADIPS Certificates (in the name of the tenant)
· Gas Appliance Safety inspection certificate
· Electrical test certificate
· Food stall details (Catering units only)
· Fire Risk Assessment (Catering units only)
· LPG cylinder information identified in 12.4
The documentation you must hold as a hard copy on site is: -
· Public Liability Insurance (including 9 over 1 Showmen’s Guild Insurance)
· ADIPS Certificates (in the name of the tenant)
· Gas Appliance Safety inspection certificate
· Risk Assessments
· Method Statements
· Fire Risk Assessment
· Emergency Plans
· List of staff working on each site
Failure to provide all documentation prior to the opening of the Fair will result in tenants
not being permitted to trade until the appropriate documentation is provided.
19 INSURANCE
19.1 All Showmen must indemnify Erewash Borough Council and it’s agents against all losses, expenses, claims and demands in respect of any accident, damage or injury to persons or property which may arise in consequence of the use of the site caused by their negligence.
19.2 The Showmen will be liable for any loss or damage occasioned to fabric of any equipment, to the site or the injury to other persons, as a result of their negligence.
19.3 All Showmen must have their Public Liability Insurance to an appropriate value depending on the activity being staged. A minimum of £5million cover is required.
19.4 Showmen may also be required depending on the nature of their organisation to have Employers’ Liability Insurance.
19.5 Erewash Borough Council shall not be considered liable for damage to stock and/or supplementary equipment used by the Showman which has been damaged due to adverse weather conditions.
19.6 Erewash Borough Council will not accept responsibility/liability for stock left on site or when in transit to and from the event.
20 HANDRAILS
20.1 Handrails must be provided for steps.
21 CHILD PROTECTION
21.1 All Showmen must ensure that they and all employees have up-to-date Disclosure and Barring Service (DBS) carried out for positions involving working with children and vulnerable adults.
22 DOGS
22.1 All dogs owned by Showmen must be always kept on a lead and under control.
23 ROAD CLOSURE
23.1 The following road closures will be in force in the town centre from 5am from the Tuesday of setting up:
§ South Street (from Derby Road)
§ Queen Street (from Albert Street)
§ Wharncliffe Road (from Albert Street)
§ Market Place (in its entirety)
§ Bath Street (from Wilmot Street)
§ Market Street – (from its junction with the Market Place to the boundary between 2 Market Street and Rutland Mill)
§ Pimlico - from its junction with New Lawn Road to its junction with Burns Street
§ East Street - from its junction with Bath Street/the Market Place to its junction with High Street
The road closures are to ensure the safety of all persons attending the Fair and no deliveries for retailers and Showmen will be permitted during the period of the road closures.
Queen Street will become a 1 way for the duration of the fair.
If you wish to gain access during a road closure via ways of not following the one-way systems, you MUST bring this to the attention of the Events Officer.
24 UNDESIRABLE GAMES
24.1 All games which, in the opinion of the Events Officer, are of an undesirable character will be prohibited, and no game must be opened until it has been approved by the Events Officer.
24.2 Only gaming machines falling within category ‘D’ as classified by Regulations made under the Gambling Act 2005 are permitted at the Fair.
25 USE OF AMUSEMENTS DEVICES PRIOR TO OPENING
25.1 No Amusement Device shall be opened to the public before the time of opening of the Fair namely 6.00 pm on Wednesday (the first day of the Fair) and 12.00 noon on Thursday morning (the official opening). Generators and music should be silenced for the official opening at 12 noon on Thursday.
26 MISCELLANEOUS SALES, ETC
26.1 No goods must be sold other than those specified in the Showman’s application form.
26.2 No liquid refreshments in glass containers and no alcoholic drinks are permitted to be sold or given as prizes.
26.3 Sales by auction, lecturing and ‘pitching’ in any form is prohibited.
26.4 Character reading and fortune-telling is prohibited.
26.5 The sale of confetti and tickers is prohibited.
26.6 Toys used as prizes must comply with the Toy (Safety) Regulations 2011 and be CE marked. No imitation guns, knives or other weaponry must be offered for sale or as prizes.
26.7 Taking of photographs for sale is prohibited.
26.8 Animals, birds or fish may not be exposed for sale or offered as prizes in any part of the Fair.
26.9 Sales are strictly limited to Sites and no mobile trading will be permitted at the side, frontage or in the vicinity of an Amusement Device.
26.10 The use of Arcade Punch bags is prohibited.
27 SALE OF FOOD REGULATIONS
27.1 The food business and the food sold must comply with all relevant food safety legislation including: -
· That the food business can demonstrate that they have appropriate food safety management procedures based on HACCP principles e.g. Safer Food Better Business. Note: - HACCP is Hazard Analysis at Critical Control Points.
· That open food handlers are appropriately trained, supervised or instructed in food hygiene matters.
· All food handlers maintain a high degree of personal hygiene.
· That food is protected from contamination and complies with food safety requirements. Food must be protected from contamination by pests and from malicious contamination. Food must always be stored in either in food vehicles or in robust, secure pest proof containers.
· Equipment and internal surfaces of food vehicles are maintained in a sound clean condition and are capable of being kept clean.
· That hot water is available for hand washing, washing equipment and surfaces at all times the unit is trading.
27.2 If on inspection by the council’s Environmental Health team, food safety risks are found, the sale of food may be suspended until conditions are resolved to the satisfaction of Environmental Health.
27.3 The risk assessment for the Catering unit must be of the unit that stands at the event and not a substitute without the consent of the Events Officer and H & S Officer
27.4 All catering units are required to complete the Nightly Check List each night and hand in to any staff/contracted staff.
27.5 Waste skips for you to deposit your waste are located at the Bottom of Bath Street, at the bottom of Wharncliffe Road and Queens Street behind the Miami. Please do not deposit any oils/fats into the skips; additional costs will incur if liable.
28 SUSTAINABLE EVENT MANAGEMENT AND BEST PRACTICE
28.1 Our climate is currently changing with potentially substantial implication for everyone. The leisure and events industry is no exception Erewash Borough Council is encouraging be4st practice with regards to power consumption and use of recyclable and biodegradable products.
28.2 Please therefore consider recommendations below and ensure that if you have a catering concession, you are aware of new guidelines regarding consumables:
· Use paper straws, wooden drinks stirrers, wooden cutlery, and paper-based food containers.
· Use modern efficient technology such as LED lights.
· Turn off all generator sets when not required for operational use.
· Any lighting used for overnight security and similar use to be turned off where possible.
· Cut down on unnecessary packaging and use biodegradable options where possible.
29 NIGHTLY CLOSING TIMES
29.1 Every Amusement Device shall be closed promptly at 11.00 pm.
29.2 No ride/stall to leave prior to 11.00pm.
30 CLOSING OF THE FAIR
30.1 Vehicles to be used in connection with the dismantling of the Fair will not be allowed on Site for this purpose before 11.00 pm on Saturday, the last day of the Fair. Times will be issued to all showman of a staggered take down to avoid any emergency situations
30.2 Every Amusement Device must be pulled down and the site cleared by 12 noon on the Sunday following the Fair. Please see separate table of timings for dispersing.
* The rollercoaster situated on Pimlico will be dismantled and cleared the following Monday by 3pm.
31 BREACH OF TERMS AND CONDITIONS
31.1 Erewash Borough Council reserve the right to terminate this licence and re-let the site without notice if:
· It is satisfied that a breach of these Terms and Conditions has occurred
· It is satisfied that a breach of these Terms and Conditions is likely to occur (and after inviting and taking into consideration any representation from the tenant).
· It is satisfied that the equipment is dangerous or of immoral tendency or is not in accordance with the details appearing on the application form.
31.2 If the licence is so terminated the tenant shall immediately stop the working of his equipment and remove it from the fair. In default of this, it shall be lawful for Erewash Borough Council to cause such equipment to be removed without their incurring or being liable for any loss or damage that may be occasioned by or through such removal and the consequent stopping of any equipment.
31.3 If the licence is withdrawn for whatever reason all licence fees and charges are non-refundable.
31.4 If a last-minute change to a ride/catering unit is made without consent by informing the Events Officer and H & S Advisor.
32 CHARGES AND HOLDING FEES
|
Date |
|
|
3rd June |
All forms and information are online via our website |
|
29th August |
All forms and documents to be received back |
|
2nd September |
Invoices to be raised |
|
4th October |
Due date for all invoices raised |
|
|
Any extra footage/permits are to be paid for during the event. |
|
7th November |
Bonds return due date |
|
7th November |
Electricity invoices sent out |
|
5th December |
Electricity invoices raised due date |
24.1 All Showmen living on Rutland Recreation Ground and Golf Club car park will pay a bond prior to entry of the land.
24.2 All bonds will be returned only when all showmen have paid their invoices.
24.3 Bonds will be reduced if any damaged is caused either directly to the showman who caused the damage or a percentage to all showman sited on the car park.
24.4 There will be a late payment fee for any invoices not paid on time.
24.5 Credit or debit cards payments can be taken either at Long Eaton or Ilkeston Town Halls or over the phone by calling 0115 9072244 between 9.00am and 5.00pm Monday to Friday. You will be required to give your name and Invoice number. You will not be able to pay without your invoice number.
24.6 Please check the opening times of both the town halls if you wish to pay in person.
All applications of standing at this fair are issued in accordance with this handbook and the Terms and Conditions herein. Failure to comply with any of these rules could jeopardise your future allocations.
PLEASE NOTE THAT THE OFFICIAL TIME OF THE FAIR FOR VACATING ON THE SATURDAY IS 11PM AND NOT BEFORE.
EMERGENCY PROCEDURES
Should an accident occur within the event, access may be required for emergency vehicles.
We may ask for your help to clear routes for these vehicles or to evacuate people from the area.
You can help by, upon request by anyone within Erewash Borough Council Official or their agents such as:
- STOP THE RIDE (IF APPLICABLE)
- SWITCH OFF ANY AMPLIFIED MUSIC
- STOP ANY AMPLIFIED ANNOUNCEMENTS BEING MADE IN CONNECTION WITH YOUR ATTRACTION
- ALLOW YOUR PA SYSTEM TO BE USED BY THE STEWARDS TO BROADCAST AN ANNNOUNCEMENT TO THE PUBLIC
- BE PREPARED TO HELP IF REQUESTED BY A STEWARD, COUNCIL OFFICIAL OR SHOWMEN’S GUILD REPRESENTATIVE
- In a major emergency, ride failure, ride stopping in failsafe mode, contact the Ilkeston Charter Fair Events Control immediately.
- Please note who the Showmen’s Guild Representatives are for your zone.