Dear Stallholder,
Thank you for your interest in attending this year’s Phoenix Festival. Please complete all relevant forms enclosed with this letter and return it to by
Friday 18th March 2016.
Event Details
Date: Saturday 14th May 2016
Venue: Forster Memorial Park, Whitefoot, Lane BR1 5SD
Time open to Public: 11.30am to 4.30pm
Estimated Attendance: approx 6,000 throughout the day if weather is nice
It is important you take a moment to carefully read the trading rules and regulations, the health & safety guidelines and also the environmental management section.
Booking a pitch or stall at Phoenix Festival 2016 is completely free for voluntary community groups. You are welcome to collect money for charity and give out info and free giveaways. You are also welcome to sell items, but we advise that there may be very little turnover of sales so this may not be viable.
No food or drink must be sold or given away. However, we may consider items such as fruit, cakes and sweets if you can provide us with appropriate health & safety documents: PLI, food safety/hygiene certificates and food management plan.
Please note: Face painting is not permitted as there will be an official face painting tent at the event.
Feel free to contact me if you have any questions. I am available Monday to Wednesday and Friday 10am to 6pm by email or phone.
Thank you for your interest and we hope to see you soon.
Yours sincerely,
Rosie Sturt
Stalls Manager
Continental Drifts
Business Barge Judith, Hale Wharf, Ferry Lane, London, N17 9NF
Tel: 020 8365 9555 ext 229
Email:
Stallholder Application Form
Phoenix Festival 2016, Forster Memorial Park Lewisham
Saturday 14th May 2016
Name of stall / organisation: ………………………………………………………………………….
Contact name: ………………………………………………………………………………………......
Address: ………………………………………………………………………………………......
Telephone Number: …………………………………………………………………………………....
Mobile Number: ……………………………………………………………………......
E-mail address: ………………………………………………………………………………………....
Description of items promoted and planned activities:
......
......
......
You must have Public Liability insurance cover to the value of £2,000,000. If you have any questions regarding this requirement please contact us on 020 8365 9555 to discuss the needs of your work.Please provide details here:
How much: ......
Expiry date: ......
Choosing Your Pitch
Please select the type of pitch or market stall you would like in the table below. Your exhibit should fit within the dimensions below. If you arrive on site with an exhibit larger than the site you have booked we may relocate your stand.
PitchesOpen Air Grass Plot. You must bring your own cover & furniture. / Quantity Required
Pitch 3m width x 3m depth
Pitch 6m width x 3m depth
Pitch 6m width x 6m depth
Market Stalls
Covered market stall table – 22 available.
Allocated on a first come first served basis. You must bring your own chairs. / One per group. Please tick the box below.
Single market stall
PLEASE NOTE: If you would like more than one market stall, please indicate this in the box above. If we have any unallocated market stalls one week before the event we shall let you know, but this is not guaranteed.
Pitch
· A pitch is an area of grass and requires you to bring your own structure and equipment.
· Any structures brought should be flame proof and fit in the space allocated. Any structures that are unsafe will be removed.
· You are required to bring your own tables and chairs.
· If you require a site larger than the specification above please put this in writing to Rosie at .
· If you require electricity this must be indicated on this form
Covered Market Stall
· A double market stall looks as in the picture to the right. A single stall is half of this (7ft wide).
· You must provide your own chairs and table cloths.
Vehicle Passes
All traders will be issued one vehicle drop off pass to allow a vehicle on site to unload. Once the vehicle is unloaded the car should then leave the site. All vehicles must be parked on the surrounding roads (plenty of free parking available). Please note you will not be allowed back onsite during event hours. If you require your vehicle onsite over the event days then please put your request in writing to Rosie, . Please submit this at the time of application.
Staff Passes
You will be allocated staff passes for the event. Please let us know how many passes you require, this will allow you to get into the production area if necessary.
I have read, understood and agree to abide by the guidelines and the Health and Safety Policy.
I enclose a copy of my public liability insurance cover to the value of £2,000,000.
Please call Rosie if you have any queries about this requirement.
Signature: …………………………………………… Date: DD / MM / 2016
Print Name: ......
Please return this form before Friday 18th March 2016 to:
Email:
Or
Rosie Sturt
Stalls Manager
Continental Drifts
Business Barge Judith, Hale Wharf, Ferry Lane, London, N17 9NF
Tel: 020 8365 9555 ext 229
Trading Rules and Regulations for Phoenix Festival 2016
General trading guides
° Your application should describe the goods / services that you are going to offer/promote.
° You must not offer second-hand electrical or toiletry goods or counterfeit CDs / DVD
° No hot or fresh food or drinks can be sold under general stalls application.
° No amplified music is allowed on the stall
° No face painting is permitted.
° Those offering therapy / cosmetic services must send copies of their qualifications. These must be displayed at the stall when offering services involving massaging or touching skin or hair of attendees. A consent form must be signed by a parent/ guardian for minor’s aged up to 18 years.
° If the stall does not apply to these standards they will either not be admitted to the event, or asked to leave and no refund will be made of the stall booking fees.
Parking and vehicles
° Any vehicles allowed on site must have a pass displayed in their window and drive at 5mph with your hazard lights off. We operate the hazzoff policy so indicators can be seen clearly.
° All vehicles must be removed from the show site by 10:30am.
° There is absolutely no vehicle movement on site from 10:30am. Event staff will notify you when the site has been cleared and it is safe for vehicle movement to begin.
Set up and get out times
° Please arrive between 8.00am – 10:30am. All vehicles must be off site by 10:30am, please arrive with enough time to unload and move your car.
° On arrival your stall name and number will be attached to the market stall or sprayed on the grass.
° The event staff will notify you when vehicles are allowed back on site after the event, this will be 5.00pm at the earliest.
Waste
° You are responsible for taking any waste you leave to the rubbish bins and separating the waste into the relevant bin, e.g.: paper, cardboard (to be recycled) or general waste (to be land filled)
° Please leave your area in the condition it was on arrival. You will be charged for damages to the park.
If you are using your own Power;
We will remove your generator if you do not meet the following requirements;
· Must be Diesel;
· Must be earth bonded (spiked into the ground with copper pole);
· Must have RCDs (residual circuit device);
· Must have a test certificate available for on-site inspection;
· Be in a good condition and fit for purpose;
· All cables used in distribution must be fit for outdoor use. We recommend 16AMP cable. Household (13amp) cables are not suitable for use outdoors and must be covered if exposed to rain or elements;
· Must have a fire extinguisher next to them ideally dry powder;
· Cables must be out of public areas or buried, ramped or flown;
· Access to control panel must be inaccessible to the public.
· You must situate your generators away from LPG cylinders and combustible material, and it should be fenced off from the public.
· Fuelling and refuelling should be done in a safe manner and fuel should be stored in a safe place within suitable containers.
Refusal of Entries
Applications will be accepted on the strict understanding that Phoenix Community Housing Ltd reserves the right to refuse any application.
Stand Rental
Traders should accurately state the size of their stand on the relevant application form.
Selling of Foodstuffs or Drinks
Traders should note that catering provision at the events is subjected to a different process and goods to be sold must not in competition with the official caterers, applications to sell such foodstuffs and drinks will be refused.
This means that unless your goods are of a specialist nature e.g. Pick and Mix Sweets, Old English Fudges etc. you will not be allowed to trade. If your stand falls into the category of “specialist“ please list in the appropriate section a full description of exhibit /goods you will offer and contact the events team if you are not certain of your eligibility to trade as “specialist”. On no account will alcoholic drinks or tobacco goods be permitted to be sold. The event organisers will then contact you with a decision regarding your stand.
Dangerous or Noisy Machinery
The London Borough of Lewisham will not permit the use of machinery that is noisy or dangerous. The site is subject to inspection by Health and Safety and Environmental Health Officers and all machinery should comply with their rules and regulations. Only silent generators should be used. Only diesel generators are to be used, petrol generators are strictly forbidden.
Opening and Staffing Stands
Exhibitors must arrange their own stands and exhibits within the space allocated to them by the time stated on the event application form. The stand should not be dismantled before the end of the event.
Stands must be open and staffed continuously during the advertised opening hours for the event. Only those wearing official “Trader“ ID will be allowed in the production areas.
Allocation of Space
Officers from Phoenix Community Housing and Continental Drifts will be the sole authority in deciding the area and the position of the space to be allocated to the trader as indicated on the application form submitted. The tenancy of the space is granted for the period of the event and expires at the end of the relevant event.
Vehicles on Stands
Applications for space for exhibition of vehicles must indicate by way of a site drawing exactly how the vehicles will be displayed, including measurements.
Livestock on Stands
If Livestock will form part of the exhibit, full details must be given with the application for space and exhibitions must ensure that they comply with the veterinary and other regulations which apply to livestock brought on site. Written agreement for these stands to be on site must be obtained from the Organisers.
Use of Audio Equipment
Audio Equipment is not permitted at any stand without prior written permission from the Organiser. No outside broadcast equipment is permitted i.e. loud speakers, loud hailers etc. due to possible technical problems.
Offensive or Obscene Materials
No goods of any kind, which in the opinion of Officers from Phoenix Community Housing are offensive or obscene, may be displayed or offered for sale (This includes printed T-shirts). No fake or replica firearms will be permitted for display or sale in any circumstance.
Vehicles - Access and Parking
The traders’ entrance will be detailed in the letter accompanying confirmation of space allocation at each event. The letter will also detail the time when traders will be sited.
All traders must use the entrance that is stated and report to the Trade Stand Co-ordinator. If there is no-one present please do not proceed to your allocated position. Any trader travelling around the site unauthorised could forfeit the right to trade at the venue. Any damage caused by vehicles entering the park without authorisation will be charged to the trader.
No vehicles may move around the site during opening hours. Any trader not adhering to this may forfeit the right to trade in the park.
Stand Description
The Organisers will not undertake any stand fitting, external or internal. Exhibitors wishing to erect a permanent or semi-permanent building on their site must submit plans for approval by the Organisers.
No selling from vehicles or uncovered stands will be allowed. In addition no goods will be permitted to be sold from containers or plastic bags stored at ground level.
Goods for sale or on display must be detailed on the application form. Terms such as “fancy goods“ are not sufficient. The selling of goods by auction or shouting is strictly forbidden.
Promotional Material and Activities.
No bills of any kind will be allowed to be displayed within the site or any of the approaches theretom unless previously organised with the Organisers. Exhibitors may only distribute handbills within a five metre radius of their own stand. Traders should not encroach upon the walkways or open spaces.
Charitable Collections
Collections must be made within the limits of the exhibitor’s own stand.
Packaging and refuse
Exhibitors or contractors are themselves responsible for the removal from the park of any refuse or other material created by their own activities. On the day(s) of the show the Organisers will be responsible for maintaining the cleanliness of the public area between stands, but exhibitors are responsible for the maintenance of tidy and hygienic conditions in the immediate area of their stands and for the removal of all waste material and dirty water
It should be noted by Traders that operate Tombola or Lucky Number style stands that they will be held responsible for keeping their site clean and tidy and that they should perform regular litter sweeps to their allocated area to pick up discarded tickets.
Recycled paper is to be used for bags, serviettes etc.