1. Introduction

Not only do the Castle gardens Arcen have a monumental status, but together with the park and gardens it also stands under the protection of the Dutch Nature Monuments. It is a beautiful setting for events with many opportunities, but also with a lot of challenges. The castle and the castle gardens are from a logistic perspective a complicated location. Part of this problem is especially the vulnerability of the flora, fauna (livestock such as monkeys and vultures) and buildings. This problem is mainly caused by the small, curved en often old paths, the gates and bridges and the challenges in ‘time and space’ (construction and deconstruction) by tourism, mainly in the high season.

With this in mind we would like to point out the most important rules, to prevent as much damage as possible:

1.1 Because of the official monument status of the park and gardens it is strictly forbidden to do any digging on the premises.

1.2 Traffic (cars, lorries, trucks and others, but bicycles as well) will remain on the paved roads at all times.

1.3 Flora in park and gardens may under no circumstances be removed or damaged.

1.4 All temporary structures (tents, stands, terraces), but also heavier objects (such as cars) that are exhibited or sold, need to have an underground (such as wooden floors or wood chips on cloth) at all times to protect the actual surface.

2. Preventing damage

2.1 Like mentioned in the introduction; the grounds are vulnerable and the estate has the status of a monument. Damage must be prevented.

2.2 All kinds of traffic – from trucks, lorries and combinations thereof, but also bicycles – must remain on the paved roads at all times. Should it be necessary that goods must be unloaded over the grass areas, then plates or sheets of steel must be laid over the grass to prevent damage.

2.3 All temporary construction (tents, market stalls, driven assemblies, terraces, cars etc.) that are placed on unpaved terrain, must have a protective foundation for the ground. The same applies to a plot of grass which is expected to have a lot of walking on it (e.g. when it is expected that a plot is probably a natural connection path that might lead to a catering tent)

3. Rolling stock on the grounds

3.1 Lorrie/truck combinations with a trailer are only allowed to enter the grounds after consultation with the organisation which has to give permission.

3.2 Drive on the grounds in step and with the utmost care.

3.3 Like mentioned, do not stray from the paved roads/paths.

3.4 If it is ascertained that driving occurred outside the roads/paths, there will be a fine of 100 euros for each ascertained transgression (we will write down license plate numbers), which will be charged to the relevant offender.

3.5 Vehicles, which have not been registered (at least 24hrs in advance) at the Elf Fantasy Fair (abbr. EFF) Headquarters (abbr. HQ), will not be admitted on the terrain, no exceptions. E.g. Vehicles with deliveries for catering etc.

4. Furnishing of the event in the park and gardens

4.1 Tents and other temporary objects must not be placed or rested on trees, bushes/shrubs or on root structures.

5. Drive-to routes emergency services

5.1 There are two main drive-to routes for the emergency services in the park and gardens. That is another reason why extensions of stands towards and on the road are not allowed.

6. Applications and payment for the stand location

6.1 By filling out the online application form and agreeing to the General Guidelines Exhibitors, the applicant declares agreeing to the General Guidelines concerning participation in the Elf Fantasy Fair.

6.2 There are no rights reserved on the application concerning the determination of the stand room. The organization can at all times, in extraordinary cases decide; not consider an application, determine less stand room than applied for, or decide to change already determined stand spaces or withdraw granted determination without the applicant being able to make a claim for compensation of losses. In case it is not the exhibitors fault, then in that last situation the exhibitors fee will be given back.

6.3 The on the application form requested information must be entirely listed.

6.4 The organisers have, without being obligated to compensate damage or loss, the right to; deny access, refuse or immediately remove goods and services not listed on the application form from the Elf Fantasy Fair.

6.5 Participating in the Elf Fantasy Fair is only possible when the entire bill for the stand has been paid in advance. After applying for a stand location You will receive an invoice of 50% of the total sum and another invoice for 50% of the total sum. Mind: Your reservation for a stand space is final when You have paid the first invoice of 50% - within three weeks and before August 31st 2010. Your participation is final when You have paid the second invoice of 50% - before August 31st 2010. When the first invoice of 50% is paid too late, then the reservation expires. When the invoice of 50% is paid too late, then the reservation expires as well and the earlier 50% you already paid will not be refunded.

7 Cancellations

7.1 The organization at all times reserves the right to change the date of the Elf Fantasy Fair or cancel the Elf Fantasy Fair, due to extraordinary circumstances or superior forces, without the participant being able to claim compensation for any kind of losses. In the event that the date is changed, it is expected of the applicant to have paid his bill and to participate in the event on the new set date, under the same conditions as previously agreed upon. Meant by superior forces or extraordinary circumstances are circumstances or external influences which make it impossible for the event to take place. Such circumstances or influences include: A prohibition on public events, decreed by governments Terrorist attacks or threats Nature disasters or extreme weather conditions Breakout of epidemics and infectious diseases.

7.2. An application can not one-sidedly be withdrawn or changed by the participant.

7.3 The organization can comply with a request for cancellation. However, de initially paid invoice of 25% of the total sum is taken as an insurance and compensation for cancellation and administration costs, and will not be deposited back.

8. Renting a stand

8.1 The use of the stand space is personal and restricted for the duration of the event.

8.2 Sub lending to or the use of a stand by third parties is strictly prohibited unless this has been consented by the organization to in writing or through an e-mail.

8.3 The organization allocates the stand spaces.

8.4 Exhibitors have, for the construction of their stand, the allocated area at their disposal on the determined time (which will be made known to the exhibitors prior to the event).

8.5 On Monday after the event, by 12.00hrs/12 pm, at the latest, must the stand be empty to be handed over.

8.6 During the opening hours for the visitors of the Elf Fantasy Fair there are no vehicles allowed on the premises.

8.7 For each exhibitor participant permits or wristbands will be handed out yet only for persons who ought to be present in the stand during the Elf Fantasy Fair. In case of misuse, the permits and wristbands will be seized.

8.8 The offering of goods for sale will take place only in accordance with the guidelines set by the Elf Fantasy Fair.

8.9 Present dangerous and harmful substances are prohibited.

8.10 The participant is bound to any directions given by the organization, concerning the stand, the stand area, the use of the stand and the furnishing of the stand. These directions must be instantly and entirely followed.

8.11 In case the exhibitor doesn’t complete the deconstruction within the set days and hours, then it will be carried out by the organization, any costs will be charged to the exhibitor.

8.12 Presenting of advertisement and information material can only happen from within the stand itself.

9. Extensions

9.1 Extensions to the stand (for instance card mills or (clothing) racks, etc.), placed outside the area agreed upon in the contract, is not allowed.

9.2 Extensions which are ascertained before the opening for the visitors must be removed instantly.

9.3 Extensions that are not removed in time or which are ascertained during the visitors opening will later be charged with 50 euros for each square metre of extension.

10. Liability

10.1 Goods that are on the Elf Fantasy Fair grounds or on accompanying grounds are the responsibility and the risk of the participant. The organization does not charge itself with the insurance thereof.

10.2 The organization is not liable for damage or loss of any kind, for any reason suffered by people or goods, while participating or related to participating in the Elf Fantasy Fair.

10.3 The organization is not liable for damages or losses of third parties, caused by the exhibitor or his staff using the stand. The exhibitor safeguards the organization against of any kind of demands of third parties.

10.4 The participant is liable and is required to be insured for all kinds of damage, loss or hurt caused by infliction or negligence of his own or his staff or his exhibited goods. Should in any way goods of visitors, exhibitors and/or persons working for or in order by the organization be damaged, lost or hurt because of this.

10.5 The organization prohibits the use of private aggregates, due to possible noise hinder to visitors and other participants.

10.6 Elf Fantasy Fair BV will make image recordings before, during and after the Elf Fantasy Fair on image recorders. There are no rights attached to this and Elf Fantasy Fair BV may use these images for any kind of commercial or non-commercial purposes.

10.7 The exhibitor is required before, during and after the event, to follow the instructions given by or in name of the organization, the commune Venlo/Arcen, the Fire Department, staff of Castle Gardens Arcen and other authorities; concerning the construction, furnishing, safety, maintenance and deconstruction of the rented stand.

10.8 The exhibitor obliges himself to selling no products or services whatsoever that are in violation with regulations of the Dutch Fundamental Law, for instance the displaying of t-shirts with discriminating prints. The exhibitor also obligates himself to sell no products or services with (extremely) left or (extremely) right political dispositions, neither with a by the High Court of the Netherlands prohibited depictions of the Nazi-swastika and of the Nazi SS symbol.

10.9 Selling pointed and strike weapons which are blunt, is allowed at the Elf Fantasy Fair as long as the weapons have a historic character or display unmistakeable Fantasy features. Besides that the sale of (cross) bows is also allowed, these weapons also must have either historic or Fantasy characteristics. Arrows are only allowed to be sold when they have a blunt tip and they can not have any cutting edges. Selling firearms is prohibited.

11. Distributing leaflets on and around the EFF

11.1 Actively distributing leaflets on the Elf Fantasy Fair grounds is not allowed, this also applies to the parking lot and the adjoining locations. Distributing means: handing out leaflets, booklets, pamphlets and so on, as well as car-, tree-, window, pole stickers being adhered to any of these objects.

11.2 To distribute leaflets outside the premises of the Elf Fantasy Fair a permit from the commune is required. Elf Fantasy Fair does not have such a permit. Elf Fantasy Fair has made an agreement with the commune and police concerning handling this distributing of leaflets.

11.3 What is allowed, is to passively distribute leaflets from inside one’s own stand. This means handing a leaflet over along with the purchase of a product or when visitors take a leaflet themselves.

11.4 It is not allowed to advertise goods and services that are not admitted to the event; this applies to ventures, private individuals or institutions that don’t have a stand location on the event.

11.5 It is not allowed to take surveys amongst the visitors and participants of the event, neither on the grounds of the event nor on the parking lot and within a 100 metre radius around this perimeter.

12. Camping site

12.1 Due to the fact that the Castle Garden Arcen have no camping permit, the rules concerning spending the night on the premises have been strengthened. Only exhibitors on the location “Mittelaltermarkt” can (solely in their own stand) spend the night there. Extensions to the stand space by putting up a tent to sleep in are not allowed. We have a list of campings.

12.2 Spending the night in cars on the parking lots of the Castle Gardens Arcen is also not allowed. No campers or other kind of vehicles which have sleep facilities can be parked there between the hours 10 pm and 8 am the next morning. A good many camping sites can be found in the area, most at merely three kilometers from the Castle Gardens Arcen. On these camping sites you can park your camper at night and you can also spend the night there in a tent.

13. Zero-measuring

13.1 The zero situation (‘zero-measuring’) of the grounds: before the event and the delivery after the event.

13.2 Together with the organizer a zero-measuring of the stand space will take place. (You can compare this with renting a car; where before the car is rented the damage that is already there is listed)

13.3 When the event is over there will be an inspection (together with the organizer) and then the stand will be delivered. During the inspection, the zero-situation will then be taken into account, any damages will be ascertained together. These damages will be recorded, possibly with images/photos and documented in a report stating that the organization and exhibitor agree upon the ascertained damage. This report will be signed by both the organizer and exhibitor stating they agree to the content of the report.

13.4 After the event the stand area must be delivered without any garbage or litter.

13.5 Should any garbage or litter be ascertained during the delivery, than the exhibitor is offered one opportunity to dispose of the garbage in the designated garbage bins.

13.6 Should the exhibitor leave the garbage behind in the stand at the zero-measuring, then the organization will take care of the disposal. Any costs for the disposal will be charged to the exhibitor.

13.7 If an exhibitor should leave the premises without being present at the delivery and signing his agreement for this, in that case he is responsible for the risk of any costs made by cleaning or repair of the stand, which costs he will pay.

14. Concluding terms

14.1 It is at all times prohibited to enter the grass with any kind of vehicle.

14.2 The organization has the right to take action against the participant who acts in disagreement with the terms set in the General Guidelines or when the participant fails to follow the instructions of the organization. This without compensation and without legal interference. This is immediately leads to the following actions, any costs for these actions are charged to the participant:
• The involved individuals are effective immediately denied access to the Elf Fantasy Fair, or their stand will be closed and/or must be evacuated. Any costs will be charged to the participant/exhibitor.
• The displayed goods as well as all the constructions and extensions shall be confiscated.

14.3 To these General Guidelines the Dutch law is applied. Any disputes between the organizers and the participant will be presented to the authorized judge in Rotterdam.

14.4 In any situation where these General Guidelines do not provide or are unclear; the final decision is made by the organization.

15. Remaining

15.1 Dogs are principally allowed on the premises, however in a limited amount, because of the presiding animals (monkeys and birds). Only after a prior written consent from the organisation it is allowed to bring dogs but only in certain areas and they must be kept on a leash at all times.

15.2 Starting open fire is not allowed unless the organization has given – in writing - specific permission.

15.3 The use of sound equipment, in such a way that it is an inconvenience to other people, is not allowed.

15.4 The Organization requires that every exhibitor at the Elf Fantasy Fair 2010 is dressed in a nice costume during the Elf Fantasy Fair, a costume inspired by Fantasy. Preferably in a style befitting the site where your stand is located. Mainly because this makes one’s own stand even more appealing to the visitors. It also enhances the ambience at the different locations. After all, exhibitors are in their own way part of the entertainment of the Elf Fantasy Fair.

15.5 Selling food and beverages in your stand is not allowed except written authorization has been granted by the organization.

15.6 The organization strives to have exhibitors, visitors and entertainment use animal skins and furs which come from animals that have not purposely been bred for their skin or fur.

15.7 The smoking prohibition in the Netherlands has become stricter; it is no longer allowed to smoke in indoor public spaces. This has for exhibitors these consequences: a tent is seen as an indoor public space therefore it is prohibited to smoke inside a tent. Smoking outside is allowed, however; since Kasteel de Haar is a protected Nature Monument the exhibitor must ensure that there no cigarette butts fall on the ground and/or are left behind on the ground.

15.8 Image or sound recordings that have been made at the Elf Fantasy Fair are exclusively meant for noncommercial purposes. Unless after consultation with the Organization a written permission, by the Organization, has been given.

15.9 When participating in the Elf Fantasy Fair you have the change that your picture will be taken which may also be used by Elf Fantasy Fair for publicity purposes.

15.10 Night surveillance: from 8pm on Friday (17/09) until 7am on Saturday (18/09) and from 11pm on Saturday (18/09) until 7am on Sunday (19/09) night surveillance will be present on the largest parts of the event terrain. Every exhibitor is obligated to follow any directions from the night surveillance directly and without questioning. Mind: even though we employ night surveillance, section 10 of these general guidelines still apply.

15.11 It is not allowed to connect water boilers to the electricity grid of the Elf Fantasy Fair.

16. Additional conditions food (safety)

The Keuringsdienst van Waren – the Dutch ‘Food Safety Inspection’, like the Food Standards Agency. This inspection service is present on fairs, markets, etc all over the Netherlands. There they inspect if the food offered by professional and private individuals, is safe for consumption and unspoiled and if the sales-people abide to the rules and standards set by this Inspection. In the interest of food safety strict rules have been set concerning publicly sold food. Food sales-people and other caterers are expected to meet the standards set by the Inspection for public and professional sale of food. This Inspection – Keuringsdienst – and other communal services are authorized to close your stand in case you don’t meet their standards and demands. In those cases you safeguard the organization of the Elf Fantasy Fair of any consequence (imposed by the communal and government safety inspections) that follows.

16.1 When you sell for 1/3 food products and for 2/3 other products you are classified as an exhibitor. If you sell for more than 1/3 food products then you are classified as catering

16.2 Food sale is only allowed when your company is registered as a seller of the concerned food with the Chamber of Commerce.

16.3 Furthermore the exhibitor/seller of food is obligated to meet all the requirements concerning food safety and hygiene.

17. Additional conditions (alcoholic) beverages

17.1 There is a dispensation for light alcoholic beverages but the exhibitor is required to apply for a permit for exemption of liquor for each beverage point.

17.2 When a dispensation permit is applied for and it has been granted then it is allowed to offer sampling as well as the sale per glass, however not allowed in combination with the sale of sealed (closed) bottles.

17.3 The person(s) who own the license to sell alcoholic beverages must supervise/at all times be near the stand during the event.

18. Fire safety conditions

For stand/stalls/tents that bake and fry.

1. In the stand/stall/tent are, exclusively used for this purpose, no more butane/propane containers present than necessary for the equipment to work.

2. These containers have to be kept at least two metres away from fire and protected against excessive heating by sun and be protected from any other kind of danger.

3. The containers have to be placed and secured in such a way that they can not fall over and in case of fire they easily can be removed.

4. The high-pressure hoses, meant exclusively for butane/propane and not older than two years, have to be secured with hose-clips to the container, reduce-device and the burner.

5. Near every baking or frying device must be a carbon-dioxide-snow-extinguisher/CO2 (containing at least 6kg) available - that is ready for use.

6. There must be a fire blanket available.

7. In a two metre radius there are no highly flammable substances allowed.

8. Every baking and frying device has to have a thermostat that works perfectly or another safety device that, in case of oil or fat overheating, turns the gas flame to the lowest level or shuts the gas supply completely off.

9. The supporting area under the baking and frying devices must be fireproof within a 10 centimetre radius or be covered with a fireproof material or a material that doesn’t easily conduct heat.

10. With every baking or frying pan there must be a fitting lid, available for immediate use, that can cover the pans in case of fire.

19. VAT/BTW

19.1 All mentioned prices that are listed in the Exhibitor Information pack, that concern stands and exhibitors are without VAT. Unless it is specifically emphasized otherwise.

19.2 Dutch exhibitors pay on their bill the legally obligated amount of VAT/BTW, that they can reclaim with the Dutch tax collectors office.

19.3 Exhibitors that are living in the European Union pay on their bill the lawfully obligated VAT/BTW set by the Dutch rate, they can reclaim this VAT/BTW at the tax collectors office in the country where they live.
Mind: this is not a situation in where it is the case that products or services are being transported from one EU country to another (in that case there is exemption of VAT/BTW). In this case a Dutch plot of land is being rented.

20 Food & Beverage exhibitors

20.1 Food & Beverage exhibitors are also required to follow and take heed of the regulations listed in these general guidelines. Especially the subsections 16, 17 and 18.

20.2 Connections to a central water tap point can only be made when an additional sum (for the use of water) has been paid.

20.3 A F&B exhibitor must take care of the waste disposal: his own garbage must be brought to the central press container and paper must be deposited in the paper container. It does not suffice that an exhibitor leaves his garbage at a central garbage collection point.

20.4 It is in no way allowed for a F&B exhibitor to discharge his (sewage) water from a tank onto the ground or into open waters of the Castle Gardens Arcen. Full tanks of water must be taken home.

20.5 An F&B exhibitor must send a separate application for the use of electricity to the EFF organization.