These should all be read, understood, and agreed to be complied with before we can accept any application.

Declaration
Language Rule
Insurance – Property & Public Liability
Damage
Health and Safety
Fire Fighting Equipment
Alcohol
Collections
Freedom on the Maes
Breach of Terms
Complaints
Cancelling an application


DECLARATION: THE EISTEDDFOD MAES

In trying to formulate a policy for the activities of organisations and companies wishing to set up stands on the Eisteddfod Maes, the Council is very conscious of the importance of the variety and liveliness of the Maes to the success of the Eisteddfod, to the enjoyment of Eisteddfodwyr, to freedom of opinion and expression and all those activities that are part of the life of our nation and the life of our fellow-countrymen.

The main aim of the guidelines that follow is to allow the greatest possible freedom to every organisation to present its cause and to promote its interests while remembering that everyone has the same freedom, and that those who wish to walk around the Maes without interference or hindrance have the right to do so.

Those who hire stands, therefore, have every right to sell goods or to arrange activities within their stands and it is also permitted to hold meetings in the tents set aside for that purpose. It is, however, not permitted to sell out and about on the Maes (except in cases such as the selling of newspapers where it is an established custom), neither is it permitted to hold the kind of processions and protests that either disturb the proceedings or the atmosphere of the Eisteddfod, or prevent the activities or destroy the property of other organisations.

Everyone who applies for a stand on the Maes, will therefore be asked to affirm in writing on their application form their willingness to respect the Eisteddfod’s Welsh language rule in their stands and to undertake to respect the right of all others, whether organisations or individual eisteddfodwyr, to pursue their aims and interests freely and without interference. The Eisteddfod will consider the breaking of this undertaking as sufficient cause for refusing permission to hire a stand at future Eisteddfodau.

There are two types of application which the Eisteddfod will refuse. One is any application where the selling of goods or the arranging of activities will create practical problems. In such cases the Organiser, in consultation with the Chief Executive, will have the right to refuse the application. The other case is where allowing an application would be likely to cause offence to the majority of Eisteddfodwyr or to the central principles of the Eisteddfod. Where the Organiser feels that this might be the case, the application should, after consultation with the Chief Executive, be submitted to the Council for a final decision.


LANGUAGE

The National Eisteddfod is Wales’ largest cultural festival, based on 800 years of tradition. Everything is held through the medium of Welsh and the stallholder must therefore respect these rules by having Welsh speaking staff available at all times and to also ensure that the majority of pamphlets, etc on the stand will also be in Welsh.


i. ALL NOTICES ON THE INSIDE AND OUTSIDE OF STANDS SHALL BE IN WELSH OR BILINGUAL, but Welsh should be first and more prominent than any other language used.
ii. Stallholders should bear in mind that the National Eisteddfod is held through the medium of the Welsh language and that they will receive queries from visitors and customers in Welsh. The stallholder must, therefore, have Welsh speaking staff available at all times. If you need a Welsh speaker to work on your stand during the Eisteddfod week, you will be able to advertise this on our website form May / June onwards.
iii. It is expected that stallholders will ensure that the majority of pamphlets, etc on the stand shall be in Welsh.
All hirers must respect these rules.

NB. The Eisteddfod office can be consulted regarding minor translations into Welsh, but sufficient notice should be given. The Association of Welsh Translators and Interpreters (Cymdeithas Cyfieithwyr Cymru - 01248 371839 www.cyfieithwyrcymru.org.uk) can offer advice and suitable translators for any other work at a favourable rate.


INSURANCE – PROPERTY & PUBLIC LIABILITY

It is the responsibility of the hirer to protect any workers or members of the public from danger or risk of danger, and to conform to any relevant Health & Safety legislation.

a. All site hirers will be responsible for indemnifying the National Eisteddfod and/or its Officials against any liability by the
Eisteddfod including (without limitation) costs, expenses or legal damages in respect of:-
i. Bodily Injury including Death or Disease to any person
ii. Loss or Damage to property, happening within the site of the National Eisteddfod of Wales whether caused directly
or indirectly by any action by the Hirer.

b. The National Eisteddfod and /or its Officials do not accept any responsibility for loss or damage to hirers’ property and /or
vehicles brought onto and kept on the Eisteddfod site, unless it can be proved that the National Eisteddfod is responsible
either through act or omissions for the injury or loss.

Stall holders are required to have a limit of indemnity under their Public Liability of at least £1,000,000. Before the Eisteddfod grants occupation to the hirer, the hirer must provide the Eisteddfod with evidence that he/she has such insurance.

Event Insurance Services specialise in insurance for exhibitors at events such as the Eisteddfod. The company are able to offer this insurance for a period of 12 days at a price of about £50.00. If you require further information and an application form, contact the Eisteddfod Office in Cardiff.


DAMAGE

You will be responsible for any damage to a stand/building (accidental or on purpose), and you should ensure adequate insurance for accidental damage. You should also contact the Technical Officer if you:
-  plan to alter or change the structure;
-  plan to fix signs/ posters to the structure;
-  are unsure on any aspect of the suitability of the structure for your needs.


HEALTH AND SAFETY

You are strongly advised to familiarise yourself with current and relevant Health & Safety legislation which may affect your activities at the Eisteddfod.

The following legislation is of special significance:
THE HEALTH & SAFETY ACT 1974
MANAGEMENT OF HEALTH & SAFETY REGULATIONS 1999
THE REGULATORY REFORM (FIRE SAFETY) ORDER 2005

Generally, the law requires you to carry out an assessment of the risks to which you, your employees (including voluntary helpers) or members of the public could be subjected to because of your activities. It further requires you to record the significant findings of the results, if you employ 5 or more people (again, voluntary helpers are included). Special attention needs to be given if any of your staff or helpers are under 18, or are pregnant women. During the Eisteddfod week, you may be asked to prove that this assessment has been carried out.

Further information can be obtained from the Health & Safety Executive’s web site - www.hse.gov.uk and if you require assistance or advise, please contact the Eisteddfod Technical Officer.


FIRE FIGHTING EQUIPMENT

Your risk assessment should pay particular attention to the risks associated with fire. Should your activities produce a risk of fire, for example through the use of electrical equipment, soldering equipment, LPG gas etc., then you should have adequate and appropriate means of fighting such fires, and should have someone present at all times, who is conversant with the use of the equipment. In co-operation with the fire services of Wales, you are strongly advised to conform with the following suggestions:

Each stand / space should provide fire fighting equipment which is suitable for the size of the stand / space and for the intended use of it.

You should consider a 6 litre water fire extinguisher as a basic requirement for a single unit, and add more water extinguishers if the unit is larger, and also consider a CO2 or dry powder extinguisher if the use of your stand requires one.

Should you not have fire fighting equipment appropriate to the risks, or the risks posed are considered unacceptably high, the Eisteddfod reserves its right to terminate your occupancy.
For more information, please visit www.gwastan-gogcymru.org.uk/

(Fire extinguishers can be hired from the Eisteddfod – see Form 1)

In case of fire in a stand, dial 999 (or 112 on a mobile) using the nearest telephone.

Mobile phones are very common on the Eisteddfod field, but if it is not possible to get help by using one, go to one of the Eisteddfod buildings, where a telephone or radio will be available: Eisteddfod Office, Site Office or the Information Centre at the main entrance. If you happen to be near the emergency services site, please go there for help.


ALCOHOL

Under the Premises Licence Act 2003, alcohol is now available on the Eisteddfod Maes but its use and sale will be strictly controlled by the Eisteddfod;
• only persons authorised by the Eisteddfod will be allowed to distribute or sell alcohol;
• outlets controlled by the Eisteddfod, and allowed to sell alcohol will be the sit down restaurant areas of Blas and one mobile bar on each of the two food patio areas;
• official receptions, launches etc., but the Eisteddfod will have to be informed of when the event will take place. Please complete and return Form 8 - Alcohol.
• other applications to sell alcoholic products on a retail basis for off site sales e.g. Welsh liquers, whisky etc., will be dealt with on an individual basis;
• alcohol will be available during the normal licensing hours i.e. 11am – 11pm


COLLECTIONS

Collections are not allowed on the Eisteddfod Maes but collecting boxes may be placed inside the stand. The selling of raffle tickets, badges and other items around the Eisteddfod Maes is also prohibited. This should be restricted to the appropriate stand. If this rule is not adhered to, one written warning will be given before terminating the tenancy.


FREEDOM ON THE MAES

No person/society is allowed to hold functions/events (that are not official Eisteddfod functions/events) including processions and protests on the Eisteddfod Maes that may be a nuisance or annoyance or may interfere with the proceedings or the enjoyment thereof by any person or persons attending the festival. This includes any site/sites hired to them.
Nobody is allowed to impair the proceedings or destroy the property of other organisations on the Eisteddfod Maes. Any criminal activities are prohibited on the Eisteddfod Maes.


BREACH OF TERMS

In the event of any breach of any terms or conditions of letting and/or hiring the Eisteddfod may (without prejudice to any other remedy available to it) terminate such letting and /or hiring immediately and without notice, in which event no hiring charges and /or rental or part thereof shall be returnable to the hirer or hirer committing such a breach as aforesaid. Further, the Eisteddfod can in future refuse a unit or site to the hirer or hirer who has been responsible for a breach of one or more of these Rules/Regulations.


COMPLAINTS

Any complaints must be made to the Eisteddfod Organiser in writing within seven days of the Eisteddfod.


CANCELLATION

If an application is cancelled, the deposit will not be refunded.
If an application is cancelled after 1 June 2010, the Eisteddfod will claim the full cost of the stand.