Booking Form 1: High Risk Food Zone

Trading at: Boishakhi Mela in Weavers Fields, Sunday 1 July, 2018

Important information:

This is a booking form, by submitting this form you are agreeing to trade at the Boishakhi Mela in Weavers Fields on Sunday 1 July, 2018.

The deadline for bookings and cancellations is 12noon on Friday 1 June, 2018. If you have not submitted your booking form by this deadline you will not be able to trade at the event. Late booking forms will not be accepted.

Cancellation:
If after submitting this booking form you wish to cancel your stall/s, you must notify the council in writing at to confirm your cancellation by 12noon on Friday 1 June, 2018. Failure to notify the council by this date will result in you being charged 50% of the total fee of your stall/s booking.

Please also note that Tower Hamlets Council reserves the right to refuse permission to trade at this event.

Please send completed booking forms to: phone: 0207 364 7926 (10:00am-1:00pm Mon-Fri ONLY).

Booking Form 1: High Risk Food Zone

Trading at: Boishakhi Mela in Weavers Fields, Sunday 1 July, 2018

The London Borough of Tower Hamlets invites you to trade at the Boishakhi Mela 2018, taking place in Weavers Fields on Sunday 1 July from 12noon until 7:00pm. After the success of last year’s event the Council is once more promising a spectacular line-up, celebrating the very best in Bangladeshi arts, music and culture. It is now established as the largest Boishakhi Mela celebration outside Bangladesh, with regular attendance of over 40,000 visitors with international and UK-based acts (2017 included Miles and Rinku). Once again this year we have a food zone, providing traders with the opportunity to serve a range of food to visitors of the Mela.

Booking Form 1:All Hot Food & High Risk Cold Food - BOOKING DEADLINE:12noon on Friday 1 June, 2018

High Risk food applications cover traders serving:

-All hot food;

-All food that requires refrigeration;

-Any foods containing meat, fish, milk, eggs, cooked rice/pasta, chickpeas and lentils etc (including fushka);

-NO ice-cream, faluda or kulfi permitted.

-NO mustard oil permitted.

Please Note:

  • ALL High Risk Food Traders must attend a training session on 18 or 21 June – details below;
  • ALL High Risk Food Traders must pay a mandatory £150.00 refundable bond against any damage to the site or infrastructure or waste. This must be paid in CASH on arrival at the trader desk on the day of the event as a condition of being able to open your stall;
  • Food safety legislation states that ALL Food Traders must clearly display the allergens in their foods;
  • It is the responsibility of traders to ensure that all food is maintained and served in a manner that meets food safety and hygiene standards or they risk their food products being disposed of by Environmental Health Officers.
  • Information provided in this application as well as the Ts & Cs, form part of your formal trading agreement.

Package:

To ensure a uniform layout, we are selling trading stalls which include:

  • 4.5mx4.5m marquee
  • Power for up to 1x microwave and 1x water boiler (traders must ensure that all appliances brought to site have been PAT tested - additional power chargeable)
  • 2x trestle tables
  • Refrigeration facilities (shared fridge space measuring 1.5m length, 80cm width, 1m height)
  • 1x stainless steel prep table
  • 1x gas burner and cylinder (additional available at £50 per burner – must be confirmed by booking deadline)
  • Fire safety equipment
  • Fresh water
  • Waste facilities
  • Support from a Food Zone Manager.

The cost of this full package is: £1,152.00 inclusive of VAT(£960.00 plus VAT).

In addition, there will also be a litter / damagebond of £150.00, which will be refunded to you immediately following the event, providing a clean pitch is returned and there is no damage to infrastructure and / or equipment.

Booking Form 1: High Risk Food Traders
ELECTRICAL REQUIREMENTS
PLEASE NOTE:
  1. NO GENERATORS or LPG(Liquefied Petroleum Gas) are allowed to be brought to this event. Power will be provided.

  1. All traders are allowed to bring a maximum of 1x Hot Water Boiler and 1x Microwave - WHICH MUST BE PAT TESTEDor proof purchase within 12 months of event date.
3. All traders must provide their own electrical cables and adapters –the council will provide power via a maximum of 2 domestic plug sockets (13amp/3pin) for each High Risk stall. If your own electrical cables and adaptors are not compatible with the power source provided, LBTH will not be held liable for this.
TRADER DETAILS
Company/Trading Name:
Your Full Name:
Postal Address 1:
Postal Address 2:
Town:
County:
Postcode:
Telephone:
Mobile:
Email:
Website:
Name of Local Authority Caterer is Registered with:
Name of Insurance Company (for Public Liability):
Level of Public Liability held (we require a minimum of £2 million):
Policy Number:
Expiry Date:
Detailed description of all food / menu to be sold:
Please provide details of where food is prepared off site. Please state what is done and where:
Please indicate which of the following foods you carry either for sale or use as an ingredient:
Milk Poultry Salad Cream Fish Shellfish Ice Cream Egg Products
Meat: Raw Meat: Cooked
How long have you or your company operated this type of operation?
Please indicate which type of documented food safety management system you use:
Safer Food Better BusinessNone
Own system (please specify)
All High Risk Food Stalls are 4mx4m and cost £1,152.00 inclusive of VAT(£960.00 plus VAT) per stall.
Quantity Required?
Please tick here to confirm you have read and understood the Terms & Conditions overleaf:
Printed Name:
Signature: Date:
PLEASE NOTE:
  1. DO NOT send payment now. After the booking deadline of Friday 1 June, 2018 we will provide you with a contract and invoice. No cash payments or on-site payments (except on-site deposit payments).

  1. Email this form to post / hand deliver to: Boishakhi Mela Trading, Brady Arts Centre, 192–196 Hanbury Street, London E1 5HU (hand deliver Mon – Fri only between 9:00am and 5:00pm) to reach us no later than 12noon on Friday 1 June, 2018.
4. Applications received after the deadline will not be processed.

Terms & Conditions of Trading:

COMPULSORY HIGH RISK FOOD TRADER TRAINING SESSIONS:

All High Risk food traders MUST attend a free training session at the Brady Arts Centrehosted by the London Borough ofTower Hamlets Arts, Parks & Events Team and Food Safety Team.

The session MUST be attended by all High Risk food traders in order for them to trade at the event. If you do not attendthe trader training session you will NOT be allowed to trade at the Boishakhi Mela and your fee will be forfeited.

The training sessions will inform traders of the requirements for food hygiene and health & safety standards expected at the event and will help ensure your business meets legal requirements specified by Food Safety and Health & Safety legislation.At the end of the session, each participant will be issued with a certificate of attendance which MUST be presented to officers on the day of the event along with proof of identification (i.e. utility bill, drivers’license). You must attend ONE of the sessions below:

Training dates:Monday 18 June,1.30pm – 4.00pmORThursday 21 June,10:30am – 1:00pm

Location:Brady Arts Centre, 192 – 196 Hanbury Street, London, E1 5HU

Please tick which session you wish to attend: Monday 18 June, 1.30pm – 4.00pm

Thursday 21 June, 10:30am – 1:00pm

  1. ENVIRONMENTAL PROTECTION: We require all traders to supply recyclable materials to the public - e.g. paper plates, wooden cutlery. Please do not bring any plastic materials that may shatter and leave debris that will damage the parks. Mela Trading Area Managers will reserve the right to remove from traders any materials supplied to the public that are likely to cause damage and traders will not be compensated for any resulting loss.
  2. Marquees are hired at a cost to the Council and if damaged we will be charged. Do not attach any signs/ branding in a way that damages the marquee or its roof. Any damage will result in the loss of your deposit.
  3. The event organisersreserve the right to allocate stalls at their own discretion.
  4. Applications to tradeHigh Risk or Low Risk food are subject to approval by the Tower Hamlets Food Safety Team.
  5. All traders mustcomply with the requirements of Trading Standards. Copies of Trading Standards leaflets are available on request.All food is to be clearly priced and where sold by weight or number, the unit is to be clearly stated.
  6. Traders must NOTsub-let any part of their stall or trading pitch.
  7. CANCELLATION FEES:
  • If you wish to cancel your stall booking you must do so in writing, either by email or letter, to reach us by 12noon on Friday 1 June, 2018 where you will receive a 50% refund of any monies paid;
  • Cancellation received after 12noon on Friday 1 June, 2018 or non-attendance at the event will incur the full charge and no refunds will be given;
  • Email: phone: (0207 364 7926 – 10:00am-1:00pm Mon-Fri ONLY)for further details.
  1. The followingitems will not be permitted to be sold:
  • Drinks in glass bottles; alcohol; tobacco, shisha and paan; ice-cream or kulfi; helium balloons; plastics likely to shatter; weapons, potential weapons or replicas; livestock; racist, pornographic or otherwise offensive material; political activity; PA equipment or amplified music without prior permission; any illegal or controlled goods or substances.
  1. HIGH RISK TRADERS: must provide copies of Public Liability Insurance Food Hygiene certificates.
  2. Food hygiene regulationsmust be adhered to at all times. All High Risk food traders must attend a compulsory trader training session. See details above.
  3. Charities mustprovide proof of charity status and will be accepted only if appropriate to the event.
  4. All tradersare responsible for their own Employer’s Liability and Public Liability Insurance.
  5. Traders mustkeep the area surrounding their pitch free of litter. All litter must be bagged and waste water disposed of correctly. Waste disposal facilities will be provided on site.
  6. Vehicles will be restricted to one per stall within specified times only. Thereis no on-site parking, we will operate a “drop and go” vehicle system and there is no parking in the immediate area. All traders must have a minimum of 2 persons with their vehicle so that the driver can leave site immediately after unloading and the remaining person/s can take responsibility for minding their stock and equipment.
  7. No generators or LPGare to be brought onto site. Power will be provided.
  8. No activity of any nature, including distribution of literature or selling may take place outside the limits of your stall.
  9. Traders must be set up and be ready to trade at least one hour before the festival opening time.
  10. Any special requirements should be submitted in writing and sent with your application form.
  11. The organisers have the authority to close down any stall that does not conform to the event regulations.
  12. Traders will not be able to restock during the event - i.e. leave the site by vehicle and come back again.
  13. Should any trader fail to meet food hygiene requirements, we may need to close your stall and remove any food products – for which you will not be refunded.

PLEASE READ THIS PAGE AND KEEP IT FOR YOUR INFORMATION

Boishakhi Mela 2018 – Booking Form 1: High Risk Food Zone1