Code of Conduct
Mandatory Compliance:
All members of The Van Club are required to comply with the provisions set forth in this Code of Conduct. By participating in any club event or using club facilities, members are deemed to have accepted and agreed to abide by these guidelines. Non-compliance may result in disciplinary measures, including suspension or termination of membership.
1. General Provisions
1.1 The Rally Ambassador shall be accountable for overseeing the conduct at any exempted touring caravan or camping event and for ensuring that all participants strictly adhere to this Code of Conduct.
1.2 The designated responsible person must ensure that all members are fully informed of and comply with The Countryside Code, The Caravan Code, and The Seashore Code (refer to Annexes 1a through 1c).
2. The Venue
2.1 The Van Club shall undertake reasonable measures to confirm that any proposed site is not subject to:
- A relevant order under paragraph 13 of the First Schedule to the 1960 Act (applicable to caravans);
- An Article 4 direction under Schedule 2 of the Town and Country Planning (General Permitted Development) Order 1995 (applicable to caravans and camping);
- A situation where planning permission has been refused or enforcement action has been initiated.
2.2 Prior to convening meetings on land adjacent to sites where planning permission has been granted (including sites adjacent to permanent or commercial developments), the organisation shall consult with the appropriate local authority.
2.3 The organisation shall agree to vacate and avoid any site for which the local authority has lodged a valid objection.
2.4 Meetings shall not be held on sites adjacent to certificated locations unless the proposed meeting area is distinctly separated, ensuring that the risk of interference with local residents and other users is demonstrably minimal.
2.5 The organisation shall take all reasonable measures to ensure that the placement of units (including caravans, motor homes, tents, or trailer tents) does not unduly interfere with the activities, privacy, or enjoyment of local residents or their properties. Additionally, such placement shall not detract from the natural beauty or conservation value of the surrounding landscape.
2.6 The organisation shall exercise due caution and avoid overuse of any single venue by carefully considering the frequency of successive meetings on the same land.
3. Nuisance and Environmental Considerations
3.1 Local residents must be able to carry on their normal activities during meetings. The organisation shall take all reasonable steps to minimise any disturbances and shall promptly investigate and address any complaints.
3.2 All measures must be taken to prevent damage to the site or its environs. Trees, fences, buildings, equipment, and livestock are to be treated with the utmost respect.
3.3 Domestic animals owned by members shall be kept on a lead and under strict control at all times. Such animals must not be permitted to roam freely or cause any disturbance to local residents or wildlife. They should be exercised away from the units, and any resulting waste must be promptly cleaned up.
3.4 The responsible person shall identify appropriate open spaces for recreational activities, ensuring these areas do not encroach upon or pose a risk or nuisance to others on or around the site.
3.5 Noise levels shall be maintained at a minimum to ensure the comfort of those present on the site as well as nearby residents or workers.
4. Road Safety and Site Access
4.1 The responsible person shall take all necessary measures to ensure that access from major roads to the proposed site does not unduly disrupt or impede other road users. Access must be sufficient for the anticipated number and size of units attending, with arrival and departure procedures coordinated to minimise disruption.
4.2 Vehicle speeds on the site shall be limited to a maximum of 5 mph at all times.
5. Spacing and Density
5.1 For the purposes of health and safety, emergency vehicles must have unobstructed access to any unit on the site. Consequently, units (defined as caravans, motor homes, tents, or trailer tents) shall be sited with adequate spacing to ensure that each unit is accessible and that no exit routes are blocked. A minimum separation of 6 metres between units is required at all times.
5.2 In addition, there must be a minimum clearance of 3 metres between any awning, gazebo, or pup tent and the associated vehicle. Emergency access must be maintained at all times within a 90-metre radius of any unit.
5.3 Where both caravans and tents are used on a site, they shall be positioned separately for health and safety purposes. Should the field layout not permit distinct lines, it is acceptable to arrange caravans/motor homes in one row and tents in another, provided that they are grouped en bloc and not intermingled. Trailer tents shall be classified as tents and sited accordingly. In instances where children’s pup-tents are used, these may be erected adjacent to the parents’ unit and shall be considered part of that unit for spacing purposes. A minimum of 6 metres is recommended between rows of caravans and tents. (Refer to Annex 1d for further guidance on spacing.)
6. Fire Precautions
6.1 Open fires and barbecues are prohibited unless explicit permission is granted by the responsible person. Where such permission is provided, these activities must be conducted on open ground at a safe distance from units, vehicles, awnings, and other structures.
6.2 An on-site fire extinguisher, compliant with the standards established by the British Standards Institute and/or Fire Officers Certificate, shall be maintained at all times.
7. Chemical Toilets and Waste Water Disposal
7.1 Organisations shall dispose of the contents of chemical toilets and waste water in a responsible manner, ensuring the protection of water supplies and preventing pollution of rivers and streams.
7.2 On-site disposal shall occur only in accordance with arrangements agreed upon with the site owner or occupier. Disposal must be confined to designated points to avoid ground contamination. In cases of uncertainty, the organisation or the responsible person shall consult the relevant local authority for advice.
8. Refuse Disposal
8.1 Organisations must ensure that all refuse is either removed from the site or disposed of in accordance with established on-site arrangements. The rally marshal shall verify that appropriate refuse disposal measures are in place.
9. Additional Considerations for Camping Exemption
9.1 The organisation shall endeavour to refrain from camping on any single site for more than 42 consecutive days or 60 days within any 12-month period. Furthermore, the organisation shall not use a site in conjunction with other exempted organisations in a manner that causes the combined use to exceed these limits, thereby preventing overuse of the site, especially in areas of high demand.
10. Member Conduct and Club Reputation
10.1 Respectful Behaviour: All members and their guests are expected to conduct themselves in a respectful, courteous, and considerate manner at all times. Any form of abusive, aggressive, or disruptive behaviour is strictly prohibited.
10.2 Responsible Use of Facilities: Members shall use all club facilities and event venues responsibly. Club property and resources must be treated with care and left in a condition equivalent to, or better than, that in which they were found. Any damage or misuse may result in sanctions or liability for repair costs.
10.3 Guest Policies: Members may invite guests to club events; however, the inviting member shall be fully responsible for ensuring that their guests adhere to this Code of Conduct. Non-compliance by guests may result in disciplinary action against the sponsoring member.
10.4 Non-Discriminatory Conduct: The club is committed to maintaining an inclusive and welcoming environment. Discrimination, harassment, or any form of bias based on race, gender, religion, sexual orientation, disability, or any other protected characteristic is strictly prohibited. Violations will be subject to immediate review and appropriate disciplinary measures.
10.5 Complaints Procedure: Members are encouraged to report any breaches of this Code of Conduct. Complaints will be addressed in accordance with the club’s established complaints procedure, ensuring that all issues are investigated fairly and resolved promptly.
10.6 Upholding the Club’s Reputation: All members and guests must conduct themselves in a manner that upholds and enhances the reputation of The Van Club. Any actions that bring the club into disrepute may lead to disciplinary proceedings and, where appropriate, termination of membership.