Military and Flying Machines Show & Essex HMVA Rules
The name of the incorporated association is The” Essex Historic Military Vehicle Association” (in these rules called “the Association”).We are a registered charity No 1155705.
The Essex Historical Military Vehicle Association may also be referred to as EHMVA, Essex HMVA or the Association. Associate members as stated in the constitution may be referred to in this document as members (this may also include trustees). Suppliers and show entrants may also be referred to in this document as supporters.
The Military and Flying Machines Show (MFM Show) is currently our association’s main event. This is run by the trustees and the events team members. Free entry for non-vehicle attendees is granted only to EHMVA members when valid ID is shown, unless agreed in advance.
The summary of rules that follow contains entries that pertain both to general conduct and specifically to our show (though not exclusively to that event), it features rules that apply both to members and non-members:
We want to run a safe and enjoyable show. Your co-operation is vital to the success of this. We ask that you behave at all times in a polite and reasonable manner. Please remember, our staff are volunteers and abusive or threatening behavior will not be tolerated, we have a zero tolerance policy in place for this as a charity. Our security will remove people from the site if this rule is broken or the police will be called. We allow allow consumption of alcoholic drinks on site, but please keep this to a level of moderation.
Noise and Nuisance
When at a show, please remember there may be other people camping nearby. Please show respect for them by keeping any behaviour within acceptable bounds. At night please switch off any generators after 10:30 pm and keep the noise to a minimum. Security at night will inforce this if necessary. There may be people camping with families and young children. You must not leave any lit cooking equipment or similar source of heat unattended. Please follow the advice given by an official at all times.
Stalls and stands
At any of our events, we will require all stall holders to sign to confirm they accept and agree to follow the rules and instructions of any official. You are required to have public liability insurance and a fire extinguisher. Please also see Event Safety.
Weapons, pyrotechnics and uniforms
There must be absolutely no sale or discharge of any firearm, barrelled weapon, pyrotechnics, thunder flash, firework or other explosive device at any event without prior permission of the organizers or trustees or safety officer. Selling of any pyrotechnics during a show is not permitted. Replica and/or deactivated guns may be carried during an event or show but must not be handled by members of the public unsupervised unless they are deemed competent to do so, or during a purchasing transaction and should not allowed to be pointed at someone in a threatening manner. Knives or bayonets must not be unsheathed or fitted to a weapon other than as part of a static display of weapons and equipment and must never be left unattended or used in a threatening manner. Uniforms may be worn when appropriate but should be worn correctly and in context. Medal ribbons to which the wearer is not entitled should not be worn. No uniforms of a politically linked nature that are likely to cause offence will be permitted at EHMVA events unless pre-agreed in advance with trustees and only in special circumstances. If in doubt please contact a member of the show team.
The lighting and launching of Chinese lantern type devices is strictly prohibited on site for health and safety reasons, any use of any such items either by yourself or by members of your party will result in your removal from the site.
All exhibitors and stallholders are required to have wristbands. The quantity specified on our website or entry form will be issued free, all remaining bands will need to be purchased at an agreed rate. Non wristband holders not be served at the bar in the evening and will be asked to leave the event during times the site is not open to the public.
All pet owners bringing their pets to an event must uphold their responsibility to the animal and to other participants by clearing up after their pet and not allowing it to become a nuisance to others.
We want everyone to remain safe and to have an enjoyable time. Please always follow any and all instructions given by any official or marshal at any event.
Please ensure that your vehicle is kept in a legal, safe and roadworthy condition and you have the appropriate licence and/or training to operate it. Any tracked vehicle should only be moved during an event with suitable marshals, and within the agreed tracked vehicle operating areas. Vehicles should have insurance suitable for the vehicle being operated, including any public liability insurance. If you wish to have passengers ride in your vehicle, you are responsible for ensuring your vehicle is adequately adapted for doing so, and in cases where this activity may involve re-enactments or re-enactors, suitable insurance covering this will need to be obtained and agreed in advance with the show team. No vehicle shall be taken/driven into any lake on site. Persons entering them, shall only be permitted with the organisers permission and after completion of a risk assessment as part of a re-enactment.
Our marshals will keep vehicle movements to a minimum, this is for safety reasons and also to protect the site from damage due to excessive movements. You may be asked to park up outside the main site area in a holding area, during times outside of normal operating hours, which are after 10:30 and before 6 am. This rule applies to all vehicles either displaying, stalls or services.
Please ensure that your vehicle is kept in a legal, safe and roadworthy condition and you have the appropriate licence and/or training to operate it. Any tracked vehicle should only be moved during an event with suitable marshals. Vehicles should have insurance suitable for the vehicle being operated, including any public liability insurance. If you wish to have passengers ride in your vehicle, you are responsible for ensuring your vehicle is adequately adapted for doing so, and in cases where this activity may involve re-enactments or re-enactors, suitable insurance covering this will need to be obtained and agreed in advance with the show team.
These can only be used on site with permission of the organisers and the appropriate training has been completed and the person operating it is competent and has covering insurance.
Data collection and retention
We will hold data only relevant to running the association or show. Access to this will be restricted to persons who have been given permission by the Trustees for use in carrying out a stated task. We only keep the information whilst the individual is a member or supporter or as long as necessary for member/supporter administration and only process information necessary to establish or maintain membership or support and may be kept securely on electronic media operated under an exemption from registration under the Data Protection Act by virtue of our status as a ‘not for profit' organisation. Members shall be given the right to have their personal information so held to be corrected, as they require. We do not sell this information for commercial use. When you subscribe to our newsletter this is done via a third party application. The information is held securely and you have the option to unsubscribe or amend your data at any time.
Security and Threat levels
Where the threat levels as published by the UK Government warrant it, we may randomly conduct bag searches to ensure everyone has a safe and enjoyable event - we reserve the right to refuse entry for anyone who will not permit their bags to be checked.