Caersws Vintage Rally – Guidance and Regulations for all Exhibitors and Traders

Definitions and Objectives

1. The requirements set out in this document are applicable to all exhibitors of mechanically propelled vehicles, stationary engines, the proprietors of trade stands, food and beverage vendors and any other person engaged or involved in the promotion or execution of the event.
2. For clarity, Mid Wales Vintage Machinery Club Ltd will hereafter be represented as MWVMCL
3. The Guidance and regulations set out in this document apply to the event which takes place between 6am and 6pm on Monday 25th May 2026, the preceding setup days and the following tear down days as required.
4. The safety and enjoyment of all persons attending this event is the priority of the MWVMCL at all times. The avoidance of accidents arising from vehicle / pedestrian interaction is paramount.
5. Mid Wales Vintage Machinery Club Ltd has a formal Health and Safety Policy and specific Risk Assessments in place for all foreseen activities and areas within the showground perimeter. These documents are available for inspection at the Stewards office. This document aligns with our Health and Safety Policy and Risk Assessments for this event.
6. MWVMCL Marshals can be identified by yellow Hi Viz tabards and their requests and their instructions must be followed at all times.
7. Vehicles may only be driven by persons holding a current DVLA issued licence applicable to the vehicle classification.
8. Portable generators, gas fired heaters, and barbecues are not permitted anywhere on the show ground unless previously authorised in writing by the organiser.
9. All dogs (excepting those listed as banned or dangerous breeds) are welcome on the showground but must be on a lead and under the supervision of an adult at all times. All dog owners must ensure that they clear up any dog poop immediately.
10. Dogs or any other animal or child must not be left in a vehicle without an adult present.
11. For clarity the show ground is divided into two areas.
    • The OUTER AREA refers to the entrance road off the A489 to the ticketing entrance and on to the public parking area. All of the public car parking area and any additional area designated for trucks and trailers etc.
    • The INNER AREA refers to all other areas which form the Vintage Rally Show Ground including the display lines for vintage and other vehicles, stationary engine display area, car boot line, main show ring, auction ring, craft marquee, Vintage Tea room, food village, and any other publicly accessible area.

Guidance and Regulations All areas

1. All Visitors must acknowledge that the site is a working agricultural field and that any litter of any kind left on the field may result in injury or death to the livestock which will subsequently graze the area or feed on the silage or hay harvested from the area. Ensure that all litter including ring cans are safely disposed of in the waste bins provided.
2. The entrance to the show ground for emergency vehicles is off the A489 to the south east of Caersws. What three words – self.awards.outwards
3. The show ground is at What three words – lizards.ownership.launched
4. The emergency assembly area for all person will be indicated by the MWVMCL Marshals visually and over the PA system as required in the event of any incident.
5. To avoid conflict with the Official Photographer (terrestrial and airborne), drones should not be flown over the Rally site whether or not in compliance with CAA rules.

Guidance and Regulations Outer Area

1. The speed limit for all vehicles is a maximum of 10 mph.
2. Parking in the public car parks is directed by EOS Marshals identified by Blue Hi-Viz Tabards.
3. Consideration / preference must be given to the presence of pedestrians (including children) making their way to or from the car park.
4. When leaving the parking area ensure that the area behind your vehicle is clear before reversing.

Guidance and Regulations Inner Area – General

1. All exhibitors, traders and other vehicles entering the Inner Area must be so by either the North or South Road as indicated on their entry pass or as directed by the Marshals present. The same roads are used for exit at the conclusion of the event.
2. The speed limit for all vehicles is 5 mph. This is applicable throughout the event including setup day, show day and teardown day.
3. All vehicle movements must be under the direction and instruction of a MWVMCL Marshal.
4. No vehicle is permitted to reverse unless a MWVMCL Marshal or other competent person confirms that the area is clear and that it is safe to do so.

Inner Area Vehicle Display Lines

1. All vehicles must be parked as directed by a MWVMCL Marshal, with parking brake or chocks set.
2. Engines must not be running unless the driver is in the drivers seat and in control of the vehicle. (exception for hand crank starting)
3. No vehicle may move from its display parking location unless under the direction of a MWVMCL Marshal. No vehicle may reverse unless under the supervision of a MWVMCL Marshal.
4. Refuelling of any vehicle whilst in the display lines is not permitted.
5. Passengers may only be carried in/on the vehicle in designated seating provided by the original vehicle manufacturer.
6. The Law states that it is illegal for any Child under the age of 13 years to be carried in the cab, or on any agricultural tractor or similar vehicle whether or not they are sitting in a seat provided by the manufacturer.
7. Any fuel, oil or water leaks must be immediately reported to a MWVMCL Steward and appropriate action taken to avoid fire or ground contamination.

Inner Area Stationary Engine Lines

1. All exhibits must be located as directed by a MWVMCL Marshal.
2. Engines must not be running unless a competent adult is in attendance.
3. Reserve fuel must not exceed 5 litres and be held in a proprietary fuel can.
4. Refuelling of engines when running and / or hot is not permitted. If refuelling is required then a fire extinguisher must be in attendance.
5. Any fuel, oil or water leaks must be immediately reported to a MWVMCL Marshal and appropriate action taken to avoid fire or ground contamination.

Inner Area Car Boot Lines

1. All vehicles must be parked as directed by a MWVMCL Marshal, with parking brake set.
2. Each Car Boot stall may only occupy the area (frontage) paid for when entering the site.
3. Accompanying vehicles must be parked tidily and within the frontage paid for. Additional vehicles / trailers should be parked in the adjacent designated car parks.
4. Engines must not be running unless the driver is in the drivers seat and in control of the vehicle.
5. No vehicle may move from its position unless under the direction of a MWVMCL Marshal. No vehicle may reverse unless under the supervision of a MWVMCL Marshal.
6. Any car boot exhibitor wishing to leave the show ground before the end of the event may only do so under the direction of a MWVMCL Marshal to ensure public safety.
7. Tables and merchandise displays must remain within the designated area. No merchandise may be placed at ground level if it constitutes a tripping hazard.
8. No electrical goods may be offered for sale unless accompanied by a current PAT certificate.
9. All car boot exhibitors are requested to ensure that they leave no waste behind following the event.

Inner Area Auction Ring

1. All vehicle movements only under the direction of a MWVMCL Marshal.
2. Items with a weight in excess of 25kg must be unloaded / loaded in compliance with the MWVMCL Manual Handling Risk Assessment.
3. A telehandler with certificated driver will be available to assist with loading / unloading heavy items. This service is at the owners risk.
4. No electrical goods may be offered unless accompanied by a current PAT certificate.
5. Only tyres and wheels designated for off-highway vehicles will be accepted for auction.
6. Any engine driven item may only be started / demonstrated by the owner who must be competent to use the item safely and in a manner that will not cause harm to any other person present.
7. Any vendor and / or purchaser who wishes to remove their items before the end of the event at 5pm may only do so under the supervision of a MWVMCL Marshal. All purchasers must have paid for their purchases and be in possession of a release note prior to the items removal from the area.

Inner Area Food Vendors and Trade stands

1. All food vendors and trade stand exhibitors are required to complete and submit a Risk Assessment to the Rally Organiser with their application for attendance. Fire precautions requiring on board fire extinguishers, fire blankets etc are specifically relevant. Generators are only permitted with the prior approval of the Rally Organiser and must be positioned in a location that excludes the general public and minimises noise.
2. Food vendors must provide adequate rubbish containers adjacent their stands and ensure that they are emptied regularly. Food vendors are required to ensure that they comply with all Welsh Government legislation in respect of disposable plastic waste.
3. Catering vendors and Trade stands must ensure that they have collected all pegs and other restraints used to secure their enclosures. Waste water and similar liquids must not be disposed of on the field or river banks.
4. Food and beverage vendors and all trade stands may not dispense alcohol either for remuneration or free of charge without the prior and written consent of the organiser.
5. Trade stands may only demonstrate engine driven equipment in a secure location adequately separated from the general public and by a competent / qualified person. Noise protection requirements must be adhered to at all times and any noise generated should not be to the detriment of any other display or activity.

Inner Area Craft Marquee and Vintage Tea Room

1. All electrical appliances may only be connected to the 230VAC outlets provided by the organisers upon request. All electrical appliances must be labelled with a current PAT certificate / label.
2. Extension leads and multi-socket adaptors are not permitted.
3. Floor located displays must not present a tripping hazard to passers by.
4. Fire exits from the marquee must not be closed or obstructed.
5. Any mechanically driven equipment / device must be separated from public access and only operated by a competent person.

Note:

• The above Guidance and regulations are applicable to all exhibitors and traders without exception. The Marshals directions should be followed at all times.
• In the event of any dispute, the matter may be reported directly to the Chief Marshall for mediation.