Terms and conditions for participation

Opening hours
Your stall or encampment must be open for visitors Friday from 16:00 to 23:00 and Saturday from 10:00 to 22:00. Please note that special opening hours may apply if your stall/encampment is located in the Children’s Area.

To ensure the best possible audience experience and the best overall impression, you may not close down your stall before the festival’s closing time or begin putting away any part of your stall in view of visitors unless otherwise agreed with the organizers.

Setting up and packing away
All driving and parking in the festival grounds must be completed before Thursday August 20, 2020 at 23:00 unless otherwise agreed. This also applies to transport of goods. Please be considerate of other stall keepers and avoid driving on the grass any more than absolutely necessary to help limit tire marks and mud at the festival.

Driving and parking restrictions in the grounds apply until Saturday August 22, 2020 at 23:00.

All stall keepers must check in and out at the festival on arrival and departure. This is done at the festival office located in Borggården (castle courtyard).

Check-in times are:
Thursday August 20, 2020 from 8:00 to 23:00.

Check-out times are:
From Saturday August 22, 2020 at 22:00 to Sunday August 23, 2020 at 13:00

If you can’t make it during this period, you must make a special appointment with the organizers.

All stall keepers/encampments must vacate the grounds before 12 noon on Sunday, August 23, 2020. Stalls located in Borggården must leave by 10:00 on Sunday.

You are responsible for clearing up your area when you leave. We ask that you collect your own waste and deposit it in the containers. Please be considerate of the workers who will be closing down the festival grounds. Note that you may be required to pay a fee of DKK 1000 if you fail to leave your designated stall area in the same state as you received it.

Parking
Each stall will receive 2 parking permits for the stall keeper parking area (Bodholder-parkering). If you require more parking, we refer you to the free parking areas at Nordre Strandvej or to the paid parking facilities at the festival site.

Please note that one trailer counts for one parking space. This means that if you have a car and a trailer, you will need one parking permit for the car and one for the trailer. The permits must be displayed clearly visible on both cars and trailers the whole time. Parking of animal transport vehicles should be arranged separately with the organizers. Parking permits will be issued at check-in.
Please note that the parking areas are not guarded.

General rules
It is important to Horsens Medieval Festival that everyone has an enjoyable and safe experience at the festival. The following rules must be observed:

  • You must always comply with directions from the festival staff without hesitation.
  • Any kind of violence or threat of violence will result in immediate reporting to the police and removal from the festival. Any type of aggressive behaviour is prohibited. Every consideration must be given to visitors and to the employees of the festival.
  • Alcohol may not be served to people under the age of 18. The stall keeper must ask for ID in case of any doubt. Adults over 18 years of age may not buy alcohol for or give alcohol to young people under 18.
  • Persons, including stall keepers, who jeopardise other people’s sense of safety by way of their dress, markings, or behaviour do not have access to and will be removed from the festival grounds.

Stall decoration
Please remember that your stall or camp should represent a market stall / encampment from the medieval period (c. 1350-1536). Modern props and materials are not allowed. The festival organizers reserve the right to determine whether the stall, its content, and its surroundings appear historically convincing. The festival organizers reserve the right to demand that items or decorations that do not appear historically convincing be removed.

  • You may only use props, materials, and furnishings which existed in medieval times.
  • For safety reasons, torches (which are not the festival’s own) are not allowed.
  • In food preparation areas, you may use lighting to ensure safety and food hygiene, but please keep lamps discreet and screened off. Electric lighting is only permitted if it is LED based and the lamps are not visible. Fluorescent tubes are not allowed. Horsens Medieval Festival reserves the right to require at any time that any lighting be removed for failing to meet the requirements.
  • The use of candles is NOT permitted whether in enclosed or open holders/lamps. We recommend instead using LED candles and other decorative lighting that does not disrupt the historical expression.
  • Modern tools and appliances like coffee makers, refrigerators, sinks, wash basins, etc. should be camouflaged to preserve the medieval illusion for festival guests.
  • Any signs must be made of wood or leather and the text must be written in a typeface/script that does not disrupt the historical expression.

Dress
Please dress appropriately to your role in the festival. This means e.g. that market stall keepers should not dress as nobility. Note that your outfits should be representative of the aforementioned medieval period.

  • Everyone in the stall or camp must wear medieval outfits.
  • We would love if you also wear medieval shoes, but if you do not have any, neutral-coloured regular shoes can also be used. Avoid trainers/sneakers or similar footwear in strong colours.
  • Remember to wear a headdress of some sort.
  • Mobile phones, wrist watches, and other modern equipment should not be worn visibly.
  • The organizers will be wearing modern uniforms at the festival for reasons of security.

Food, ingredients, and serving
Modern ingredients and cooking methods are not allowed. Your food should be prepared and served like it would have been in the medieval period (c. 1350-1536). Cutlery and tableware should replicate medieval items.

  • Paper napkins, plastic, disposable plates, e.g. paper plates, aluminium trays, chinaware, and brown paper bags are not allowed. If you are in doubt, please contact bodholder@horsens.dk.
  • Food should be served on cabbage leaves, hard bread, wooden plates or dishes, or in clay bowls/dishes.
  • Forks are not allowed – please provide spoons or let customers use their fingers.
  • Plastic utensils are not allowed.
  • Sandwiches, food wrapped in bread/pancakes, and simi-lar items are not allowed.
  • Any mead you sell should be in clay receptacles or glass bottles etc. that are as close to historical accuracy as possible. If you sell mead, please contact the festival to discuss your containers.
  • Drinks must be served in the Festival’s own clay cups, purchased from the Department of Culture and Events.

You can find inspiration for medieval recipes in various literature:

  • Bi Skaarup og Henrik Jakobsen: Middelaldermad – kultur-historie, kilder og 99 opskrifter.
  • Bente Leed: Danskernes mad i middelalderen – smag selv.
  • Erik Kjersgaard: Mad og øl i Danmarks middelalder.

Waste Sorting
All stalls will be required to sort their waste to help make the festival a more sustainable event. This applies to food, paper/cardboard, glass, cans, and mixed waste. Waste containers and information on how to handle sorting will be provided at check-in. Failure to sort your waste may result in a fee of DKK 1000.

We all have a responsibility for keeping the festival grounds tidy throughout the festival, so please make sure you keep your area clean.

Weapons
We acknowledge that everyone can carry medieval weapons at Horsens Medieval Festival. We also allow exhibiting and selling weapons at the festival. However, this must be done by entering into a purchase agreement with the customer and handing over the weapon after the event. It is up to the individual to comply with Danish weapons laws.
The festival reserves the right to perform spot checks.

Weapons that require permission
Sharp and pointed weapons with a blade over 12 cm require permission from the police if used for sports or leisure activities, including public performances and other creditable purposes.

Weapons that do not require permission
Edged weapons that are not sharp and pointed do not require permission from the police and may be carried without a permit. Note that it is the user’s responsibility that any such weapon is not sharp or pointed. The festival organizers’ determination applies in case of doubt.

Bringing your own gas bottles
The rules for handling of flammable gasses have been tightened, so stall keepers should note that bringing your own gas requires that you secure a gas use permit from your distribution company. You must bring along valid documentation from the distribution company to the festival. Horsens Medieval Festival will secure this permit for you if you decide to buy your gas from the festival.

Payment
In order to secure participation at the festival, stall keepers must pay the full stall fee no later than June 15, 2020.
If you have paid your stall fee but wish to cancel, the full fee can be refunded to you. However, this must be done no later than August 1, 2020.

After the festival you will receive an invoice for any purchases or additional expenses in connection with the festival.

Financial support
If you want to participate with a stall that focuses on education and/or crafts, with very little sales, the festival may find you eligible for a discount or financial support.

In general
Your stall may only contain approved merchandise as listed in your contract. Therefore, it is important that you enter all your products, food items, and beverages on the registration form.

The festival management reserves the right to reject any stall that does not appear to meet the requirements of medieval goods from 1350-1536. The festival also assesses each stall and how relevant it may be to the event. The festival hopes to present as broad a spectrum of goods and events as possible. Unfortunately this means that some stalls and/or artists may be rejected if a large number of the same types of goods or events are submitted.

If the festival management finds any non-approved goods during the festival, these items must be removed immediately. Stalls will be checked for contents during the festival. The festival management reserves the right to close down your stall and keep your stall fee if the goods are not removed or if you otherwise violate your contract.

Breach of terms
It is considered a breach if these terms are not complied with. In case of a breach, the stall keeper must act to stop the breach immediately. However, a stall holder may be re-moved regardless of whether conditions have been corrected if the festival organizers deem it necessary. Payment for the stall will not be refunded in such a situation.

The stall keeper is responsible for making sure that assistants/staff etc. at the stall comply with the terms.

Download the festival’s terms and conditions as a PDF

Information about food

Horsens Medieval Festival works closely with the Danish Veterinary and Food Administration to ensure the safety and high quality of food during the Festival. We expect the Danish Veterinary and Food Administration to conduct tests in a large number of food stalls during the Festival. It is the stallholders’ own responsibility to observe the guidelines of the Danish Veterinary and Food Administration.

If your participation is in conjunction with the sale and manufacture of food, you must pay particular attention to the following:

  • The food must not be made in a private kitchen.
  • The food must be made in a kitchen, or in the booth at the Festival site, with an up to-date report from the Danish Smiley Scheme, to show they comply with food regulations. (Please be aware that not all school kitchens have this report)
  • You must establish facilities for hand washing – for example basins or canisters. It must not be the same as those you use for washing up.
  • You must have hand sanitiser in the booth.
  • If you have a water outlet in the booth, it must be raised from the ground.
  • The Danish Veterinary and Food Administration recommends a solid surface such as a floor of wooden boards in stalls, but this is not a legal requirement.
  • Food-related items such as food, bowls for use for cooking etc. must not have direct contact with the ground or grass. They must be on a table or similar structure.

If you are in doubt about anything or have questions, please contact the Danish Veterinary and Food Administration.

Information about TAX

As a stallholder, you are responsible as to whether there are claims from the Danish Tax Authorities, SKAT, regarding VAT registration of your stall. It is the stallholder’s responsibility to comply with the laws. SKAT has the power to close your stall if their officers visit you at the Festival, and you cannot provide sufficient documentation.

You can find more information at www.skat.dk or by calling SKAT on tel +45 7222 1818.

Information about weapons

At Horsens Medieval Festival, we strictly adhere to the current Danish weapons legislation as issued by the Ministry of Justice, regarding selling and possession of weapons. We recommend that you speak to the Police Administrative Centre, ACV, in Holstebro, (telephone +45 7020 1473 lines open Mon, Tues, Thu 10am-3pm and Fridays 10am-1pm), if you have questions about the interpretation and enforcement of the law. We accept no responsibility for any misinterpretation of Danish legislation.

Use thoughtfulness and common sense and limit the scope of sharp knives, swords, etc. We have compiled the most important things you need to know about weapons at the Horsens Medieval Festival.

3 things you need to know about sharp weapons at Horsens Medieval Festival:

  1. Most knives with a blade of less than 12 cm (for folding knives it is 7 cm) can be used freely as long as they are not “especially dangerous weapons” and as long as there is a “credible purpose”.
  2. Weapons with a blade of more than 12 cm require a permit from the police and a “credible purpose”.
  3. In our dialogue with ACV, it is assessed that participation in the Horsens Medieval Festival can be considered a “credible purpose”, as long as the weapons are part of your communication to the public.

2 things you need to know about non-sharp / pointed weapons at Horsens Medieval Festival:

  1. Non-sharp / pointed weapons generally require no permission to carry or sell. However, there is no clear definition of when a weapon is pointed or sharp. However, most of the non-sharp / pointed weapons used for battle in the re-enactment environment will be interpreted as props.
  2. Battlefield weapons such as clubs, hammers and the like may require a permit, as these are often interpreted as Totenschlæger, a type of baton and therefore classified as an offensive weapon.

3 things you need to know about firearms at Horsens Medieval Festival:

  1. Bows, crossbows and guns require a “credible purpose” for it to be legal to carry them.
  2. Both crossbows and guns also require very specific permits that are difficult to obtain. We recommend that you talk to ACV if in doubt. Before you bring crossbows or guns, you must contact Production Coordinator, Nicolas Aasberg at niaa@horsens.dk
  3. We recommend that you read the Ministry of Justice’s summary of the 2016 knife law, in order to gain a better understanding of what a credible purpose is and the law in general.

From 2018 Danish National Police are the licensing authority in cases concerning applications for export, import and transit of weapons.

Find more information and contact details for the Danish National Police.

Sale of weapons

  1. If you want to sell weapons that require a carry permit, or the like, at Horsens Medieval Festival, it requires a seller’s license.
  2. It is not necessary to have a seller’s license for the sale of “non-sharp / pointed weapons”, as well as, in principle, weapons with blades of less than 12 cm (7 cm for folding knives) and having “credible purpose”.

Contact ACV or the Festival Secretariat if you are in any doubt. It is your responsibility as a seller to ensure that the buyer has the necessary permits. Horsens Medieval Festival cannot be held responsible for breaches of Danish legislation.

If you or your group are planning to bring weapons at Horsens Medieval Festival, please contact Festival Coordinator, Anne Sofie van Norde at asvn@horsens.dk.

Weapons Permits

It is a legal requirement to have a weapons permit and we have endeavoured to simplify this process for performers arriving from outside Denmark.
For the duration of the Medieval Festival, Horsens Municipality works in close cooperation with Denmark’s Regional Police Headquarters who issue such permits.
The Regional Police will issue permits to battle groups and individual participants who can document, by means of a membership certificate, that they are a member of a Medieval Society listed on Horsens Municipality’s registration of participating associations, and where it is clear that the weapon is part of the attire.

The weapon registration form and the documentation for proof of membership must be submitted to Horsens Municipality no later than 14 days before the event.

The Medieval Festival Organising Committee must emphasise that the rules on possession of weapons during the Festival must be complied with, and that any individuals who are found with illegal weapons or without a permit may be prosecuted.

Information about the processing your Personal Data

Horsens Municipality processes your Personal Data in connection with the management of functions relating to promoting a vibrant community and cultural life for its citizens, including the fulfilment of Horsens Municipality’s Committee for Culture Affairs regarding events and festivals.

The type of Personal Data processed is standard personal information, such as name, address, CPR number and telephone number.

Personal Data Protection
Horsens Municipality is responsible for Personal Data protection and can be contacted at the following address:

Rådhustorvet 4
8700 Horsens
Denmark
Tel: +45 76 29 29 29
horsens.kommune@horsens.dk

Horsens Municipality registers the information received and may transmit that data to other public authorities, private companies and others who have a legal requirement for the information.

Personal Data is permanently deleted, as and when the purpose for which it was collected ends, and it is no longer available to the Municipality.

According to the General Data Protection Regulations you have the right to be informed of the Personal Data we hold about you. In the event that the information about you is inaccurate or misleading, you have the right to request that it be corrected or deleted.
You can read more about your rights here.

Data Protection Officer
You can contact our Data Protection Officer regarding your rights under the General Data Protection Regulation (GDPR) and the Data Protection Act.

Horsens Municipality’s Data Protection Officer can be contacted at: databeskyttelsesraadgiver@horsens.dk

You have the opportunity to complain about the processing of your data. Complaints should be directed to The Danish Data Protection Agency at the following address:

Borgergade 28, 5.
1300 Copenhagen K
Tel. +45 33 19 32 00
dt@datatilsynet.dk