Chinese New Year 2018 Year of the Dog

Food Stall Application Form

Table of Contents

Checklist of Forms & Documents required / Page 1
General Information for Food Stall Applicants / Page 2
CNY 2018 LCCA FOOD Stall Application Form / Page 3
Terms and Conditions for Food Stall at Chinese New Year 2018 / Page 4
Guidelines for all Food Stall Applicants / Page 11
Additional Notes / Page 17
For office use only – Please do not fill
Received application & full payment on DD / MM / YYYY
Payment £ / Cash⬜Cheque ⬜Bank Transfer
Stall Allocated: / Stall Number:

Checklist of forms & documents required
Thank you for your interest to hire a food stall at our Chinese New Year celebrations in London 2018.

To apply for a stall, all applicants will be required to obtain a Temporary Trading Licence under the applicant’s name from Westminster City Council. Please fill in FOUR forms in the pack: “A1 - CNY2018 - LCCA - Food Stall Application Form”, “A2 - CNY2018 - WCC - Temporary Licence Application Form”, “A3 - CNY2018 - TSQ - Catering Concessions Form” and “A4 - CNY2018 - WCC - Caterer Event Notification Form”

To maximise your chances of getting a stall approved, please ensure that you complete the following in full and submit all the required documents to the LCCA office as soon as possible:

  1. A1 - CNY2018 - LCCA - Food Stall Application Form
    This form – Please see the guide below for further advice on filling this out
  2. A2 - CNY2018 - WCC - Temporary Licence Application Form
    General form for all traders - this form should be sent to LCCA office.
  3. A3 - CNY2018 - TSQ - Catering Concessions Form
    Agreement for trading at Trafalgar Square - this form should be sent to LCCA office.
  4. A4 - CNY2018 - WCC - Caterer Event Notification Form
    Information about your catering facilities - this form should be sent to LCCA office.
  5. One full-face passport-size photograph of the main stall holder
    This should be taken within the last 12 months and signed on the reverse by the applicant. The applicant must be the person who will be present managing the stall on the day of the event.
  6. Public Liability Certificate
    This should cover the event date 18/02/2018 with the same business details as the application
  7. A copy of your Food Business Registration
  8. A copy of your PAT/ Gas Safety Certification
  9. A copy of all your food handler’s Food Hygiene Certificate
  10. Payment in full
    Please choose your preferred location below and enclosed the payment accordingly
    Please include a copy of your payment confirmation if paying by Bank Transfer

The closing date for applications is Friday 19th January 2018 6pm; applications received after this date will be considered at the discretion of Westminster City Council.Please email your application with ALL the above to or send to the office of London Chinatown Chinese Association: 3rd Floor, 5 Newport Place. London WC2H 7JN

General Information for Food Stall Applicants

Food stalls at the Chinese New Year Celebrations in London 2018 will be located on the East Side of Trafalgar Square on 18 February 2018

Facilities provided by the event organiser:

3m x 3m Marquee

Washing facilities with both hot and cold water and soap

2x 13amp power feed

1x 8ft trestle table facing the public to serve

1x 6ft trestle table inside for food preparation

Stallholders Responsibilities:

Stallholders should bring their own cooking equipment and appropriate food storage facilities.

If any oil waste is produced, these should be taken away with the stallholders at the end of the day – there are no facilities on site to dispose-off oil waste and MUST NOT be put down the drains in Trafalgar Square.

Stallholdersshould be able to provide evidence when requested of facilities to collect oil waste or else the stallholders would not be allowed to carry out any trading.

Grey water waste can be drained down the drains in the square.

Availability of Stalls:

Thenumber of pitches available for Food stalls inside Trafalgar Square is very limited and therefore will be assigned subject to availability and only if a trading licence has been granted by Westminster City Council.

CNY2018LCCA FOOD Stall Application Form (Trafalgar Square West Side)

1. Applicant DetailsThis form should be completed in ENGLISH & BLOCK CAPITALS
Surname / Forenames
Company Name / Chinese Name (if applicable)請用中文填寫
Contact Number / Email
2. Stall Fees
Item 項目： / Fee 費用 / Quantity 數量
Trafalgar Square Food Stall 廣場食物攤位 / £2000 + VAT
Street Trading Licence 攤位牌照 / £400+ VAT
12 cu./ft. Glass Front Fridge / £320+ VAT
Additional 13amp Electric Feed (x2 sockets) / £160+ VAT
Total 合計: / £ + 20%VAT = £
3. PAYMENT 付款方法
Cash付現金 Cheque付支票:
Please make all cheques payable to 支票臺頭請寫: London Chinatown Chinese Association
Bank Transfer銀行轉賬: (Please include a copy of your payment confirmation)
Bank: Bank of East Asia, London Branch, 75 Shaftesbury Avenue, London W1D 5BB
Account Name 賬戶名:London Chinatown Chinese Association
Sort Code 銀行代碼:30-00-98 Account Number 賬戶號碼:1591 5001
4. Insurance & Certification
Do you hold a valid Public Liability Insurance? / Y / N / Copy Enclosed? / Y / N
Do you hold a valid Food Business Licence? / Y / N / Copy Enclosed? / Y / N
Do you hold a valid PAT/ Gas Safety Certificate? / Y / N / Copy Enclosed? / Y / N
Do all of your food handlers hold a valid Food Hygiene Certificate? / Y / N / Copies Enclosed? / Y / N
Do you have a health and safety risk assessment document? / Y / N / Copy Enclosed? / Y / N
5. Equipment
Will you be bringing your own gas cylinders? / Y / N If yes, how many?
Will you be having your own temperature monitoring equipment? / Y / N
Will you be bringing your own first aid kit? / Y / N
Will you be bringing your own fire extinguisher? / Y / N
Will you be bringing your own fire blanket? / Y / N
4. APPLICANT’S AGREEMENT 申請人協議
I wish to apply for CNY2018 Food Stall(s) and confirm that the information given by me on this form is correct.
I acknowledge that giving false information could lead to prosecution.
I understand if I produce any oil waste from my stall, I will take these away with me at the end of the day. I understand no oil waste can be disposed off anywhere in Trafalgar Square or the event footprint.
I have read and agree to the terms and conditions set out in ‘Terms and Conditions for Food Stall at Chinese New Year 2018’ and understand that I will not be issued any stalls unless I have submitted all the relevant documents and paid in full byFriday 19th January 2018.
I understand the stall(s) will be assigned subject to availability and the precise position and the stall number will be allocated by LCCA in a draw after the close of the application.
I have also completed and attached the following forms:A2 - CNY2018 - WCC - Temporary Licence Application Form
A3 - CNY2018 - TSQ - Catering Concessions Form A4 - CNY2018 - WCC - Caterer Event Notification Form
Signature 簽名: / Date 申請日期:
Print Name 姓名: / Vehicle’s registration number(if needed).

Terms and Conditions for Food Stalls at
Chinese New Year 2018 Year of the Dog

The London Chinatown Chinese Association (LCCA) warmly welcomes you as a stallholder to the Chinese New Year Celebrations; we hope that you find this manual a useful tool in assisting you with your preparation for the event. We are subjected to strict regulations and monitoring from Westminster City Council and therefore ask you to read the information enclosed carefully and return all relevant documents as soon as possible.

LCCA is committed to providing, maintaining and promoting, so far as is reasonably practicable, the highest standards of Health, Safety and Welfare at all our events. We ask that you to carefully read the Health and Safety section contained in this manual.

It is intended that by imposing such measures, the celebrations will be held in a safe and enjoyable environment for all.

Please note: Failure to adhere to the Terms and Conditions as set out below may result in any persons and stall being suspended from the event without refund.

Should you require any guidance or support with the contents of this document, you are advised to make contact with the event organisers, details of whom can be found at the end of this document.

Key Sections of Terms & Conditions

1. General Terms and ConditionsPage 5

2. Health and SafetyPage 6

3. Fire SafetyPage 7

4. LPG (Liquefied Petroleum Gas)Page 8

5. Electricity Page 9

6. Public Liability InsurancePage 9

7. Storage, Display, Service and Transportation of FoodPage 9

8. Documents RequiredPage 9

9. Contact InformationPage 10

  1. General Terms and Conditions
  1. Stallholders are only permitted to sell goods specified in their Temporary Application. Any changes to the application must be made in writing to the London Chinese Chinatown Association (LCCA) office before Friday 19th January 2018 subject to the further discussion and approval from the Westminster City Council.
  2. Adjoining stalls: In this case, the stallholder may complete one application for the two adjoining stalls (which must be accompanied with the fee for two stalls).
  3. Successful named applicant must be in attendance on the event day at ALL times.
  4. Payment by way of cleared fundsfor stalls must be made before Friday 19th January 2018 to:
    London Chinatown Chinese Association

3rd Floor 5 Newport Place.

London WC2H 7JN

Cash/ Cheque:

Please make all cheques payable to: London Chinatown Chinese Association

Bank Transfer:

Bank of East Asia - London Branch, 75 Shaftesbury Avenue, London W1D 5BB

Account Name:London Chinatown Chinese Association

Sort Code:30-00-98

Account Number:1591 5001

  1. The LCCA reserves the right to allocate stalls and make any alterations where necessary prior to the event.
  2. Sub-contracting stalls or a part of stalls by stallholders is not permitted.
  3. Trading is only permitted within the designated trading area.
  4. No rebates will be given to stallholders as a result of adverse weather conditions, nor as a result of the cancellation of all or part of the event. The LCCA will not accept responsibility for the level of trading during the celebrations.
  5. The LCCA is not liable for any loss, damage etc. unless it was directly caused by negligence of themselves or their employees.
  6. Road closure will be enforced for vehicle throughout the day. Trader Vehicle Access Permits will be issued for the vehicle details submitted in advance to enter the event footprint to set up at designated time. (See Page 9 for details)
  7. The Trader Vehicle Access Permits are non-transferable.
  8. There is NO PARKING in the event footprint, the Trader Vehicle Access Permit will only allow Stallholders for setting up in the morning and removal in the evening.
  9. Stallholders will require to display the Trader Vehicle Access Permit for vehicle access. Access time for different locations will be indicated on the Trader Vehicle Access Permit. Stallholders must ensure that their vehicle is clear from the site by the end of the access time.
  10. Please note the set up times as indicated on the Trader Vehicle AccessPermit. With the exception of Shaftesbury Avenue, all vehicles must be removed from site no later than 09:30hrs in the morning. Vehicles will be towed if causing an obstruction to the parade, or pedestrian flow.
  11. Vehicles will be allowed access in the close of the event as soon as they do not pose a safety threat to visitors. All stalls must be vacated within 60 minutes of trade cease time.
  12. All stallholders should start dismantling their stalls by 17:00hrs, or when requested to do so by WCC and/or the organiser. Stallholders must then be clear off the site by 18:30hrs to enable the reopening of local roads. Vehicles access/exit permitted until 17:00hrs after road closure is re-opened.
  13. The LCCA will not accept responsibility for any claims for loss or damage to vehicles from delivery drivers or Companies.
  14. Trafalgar Square is a paved area with various trees and structures of national importance. Under no circumstances are vehicles permitted to enter the square if they are of a condition that may damage or affect the condition of the site. Please be aware of the size and weight restrictions for vehicles entering the Trafalgar Square site. Any damage to tree roots or grass due to inconsiderate driving will result in compensation costs to the driver concerned. No vehicle is permitted to drive on the paved area to the North of Trafalgar Square or on the pavement in Pall Mall East.
  15. Stallholders will be held responsible for any damage or loss caused to the event site, equipment or materials supplied by the LCCA.
  16. Prices of goods being sold must be clearly displayed.
  17. Posters, banners and advertising material - All Posters, banners and advertising material must be of a suitable size so it will fit within the stall footprint. For safety reasons, no free standing or oversized displays will be permitted.
  18. Under no circumstances are children under the age of 16 allowed into the event footprint during build up and breakdown. (Health and Safety at Work Act 1974).
  19. It is unlawful to discriminate against a disabled person by providing a service of lower standard, or in a worse manner. Stallholders are advised to take this into consideration when planning the layout of their stall. (Disability Discrimination Act 1999).
  20. Stallholders are required to co-operate fully with all official organisations at the event, including:

The Production Company, LCCA, Metropolitan Police, London Fire Brigade Officers, Security, HM Customs and Excise Officers, Westminster City Council representatives including Environmental Health Officers, and Trading Standards.

  1. Health and Safety
  1. Rubbish containers will be provided by the event organisers. However, stallholders are responsible for ensuring that all waste is kept away from their unit in sufficient suitable receptacles and is properly disposed of regularly throughout the day and at the end of the event. All cardboard boxes must be broken down before disposal
  2. If any oil waste is produced, these must be held in containers and taken away with the stallholder from the site for appropriate disposal elsewhere.
  3. Grey water can be drained down the drains in Trafalgar Square.
  4. Stallholders are not permitted to bring any of the following on-site:
  • Weapons or anything that could be construed as a weapon;
  • Alcohol and Alcoholic containers, even small containers of alcohol for personal consumption;
  • Glass;
  • Generators;
  • Lasers;
  • Fireworks (anyone discharging fireworks will be removed from the event).
  1. Animals are not permitted anywhere within the event footprint with the exception of working animals.
  2. Stalls or merchandise must not be overloaded or insecure; they must not cause a hazard in any way to members of the public.
  3. Stalls or merchandise must not cause an obstruction of the highway or any access or egress route to a building.
  4. Do not overload trolleys – Not only does this damage your exhibits, but will make it difficult to move through crowed areas and may cause injury to you, your staff and members of the public.
  5. Helium cylinders – Any helium cylinders must be secured in an upright position in a suitable stand to ensure that it cannot be knocked over. Vehicles conveying such cylinders should display on the rear of the vehicle a class 2.2 green diamond hazard label/placard (non-flammable, non-toxic compressed gas).
  1. Fire Safety

All stallholders must adhere to the following rules and requirements regarding fire safety:

  1. Combustible Materials and Ignition Sources
  1. All ignition sources must be identified and kept away from combustible materials.
  2. All combustible materials that could promote fire spread beyond the point of ignition such as paper/cardboard, bottled LPG, etc. must be identified and the risk of them being involved in an incident must be minimised.
  3. Open fires are not permitted at the event.
  1. Emergencies and Exits
  1. Stallholders and their staff must be aware of what to do should an incident occur: how to raise the alarm, evacuate the unit and the location of all exits.
  2. All exits routes must be kept unobstructed at all times when the unit is in use.
  3. Where necessary, there must be sufficient directional signs indicating the appropriate escape route, these signs must comply with current regulations.
  4. In case of emergency, make immediate contact with a local steward.
  1. Fire-fighting Equipment
  1. Stallholders are responsible for their own fire safety equipment including fire extinguishers and fire blankets if deemed necessary by the event organiser / local authorities.
  2. Stalls cooking food - 4kg dry powder or four litres of foam.
  3. If deep fat frying is taking place, it is recommended that you fit a flame failure device and also a suitable fire blanket.
  4. Stalls with generators/electrical equipment – 4kg dry powder or Carbon Dioxide CO2.
  5. Stalls not cooking food – 4.5 litres of water.
  6. Any fire-fighting equipment must have been tested within the last 12 months.
  7. Staff must be instructed on how to operate any fire-fighting equipment provided.
  1. LPG (Liquefied Petroleum Gas)
  1. Stallholders must bring their own supply of LPG if required to prepare the food provided at their stall.
  2. If LPG is to be used on the stall, a Gas Safety Certificate will have to be provided. The certificate should be obtained from a Gas Safe registered engineer. It is the responsibility of the stallholder to ensure that:
  1. Fixed piping such as copper or steel should be used where practicable.
  2. Flexible hoses should be kept to a minimum.
  3. Screw driven fastenings for gas pipes must be avoided as these can be over tightened and damage the hosing. Crimp fastenings should be used instead.
  4. Cylinders should be fitted with pressure relief valves and an emergency shut off valve.
  5. Cylinders must be stored upright so that they cannot fall over and stored away from any ignition source or flame.
  6. Cylinders should be stored away from risks of tampering by unauthorised personnel.
  7. Cylinders should be located away from entrances/exits and circulation areas.
  8. Cylinder valves and gas appliances must be turned off when not in use.
  9. Appliances should be fixed securely on a firm non-combustible heat insulating base and surrounded by shields of similar material on three sides. Combustible material should be kept way from the appliance.
  10. Permanent ventilation must be provided to areas using these gas appliances.
  11. All gas appliances must be installed and regularly serviced/maintained by a competent person. The food business operator must be familiar with operating the appliance and have plans on how to deal with problems such as leaks or a firebreak-out.
  12. All gas appliances must be fitted with a flame failure device and adequately ventilated.
  1. Electricity
  1. The event organiser will provide two (2) 13-amp power sockets available for stallholders at the food stalls in Trafalgar Square to use at each stall.
  2. To prevent outages to the power supply, stallholders must not overload the sockets and create unnecessary stress or use additional extension leads.
  3. Stallholders are only permitted to use the electricity supply for appropriate uses which are, in the reasonable opinion of the Environmental Health Officer (EHO) or any other official representative, essential for the operation of their business.
  4. Traders may only use electrical equipment that it is in good condition, weatherproof and suitable for outside use. All electrical equipment must have a valid up to date PAT test certificate which must be available for an EHO or any other official representative to view upon request.
  5. Connections to the electricity supply must be made by a suitably competent person (using robust, moisture and tamper proof connections which are suitable for outside use). Suitable and sufficient earth-leakage protection must be installed and maintained as part of the fixed wiring installation.
  6. Traders must ensure that trailing cables do not present trip hazards or any other hazard and are suitably protected and at a safe height.
  7. Traders must not make any alterations or additions to the electrical wiring and fittings of the stall.
  8. Generators need good ventilation and must be stored safely and away from combustible materials. Petrol generators are not permitted, they must be diesel operated with minimum noise and smoke emissions.
  1. Public Liability Insurance
  1. All traders at the event require public liability insurance for cover up to £1,000,000.
  2. All stallholders must return a copy of their public liability insurance with their application. If this is not submitted with your application, this may result in your application being delayed or not processed. Risk assessments may be required following the submission of the application.
  1. Storage, Display, Service and Transportation of Food
  1. To avoid possible contamination, food must not be placed directly onto the floor (all unwrapped food needs to be stored off the ground by at least 45cm).
  2. Effective temperature control is one of the most important safeguards in protecting food safety. High-risk food must be transported, stored and displayed at a temperature of 8°C or a lower more critical temperature as required (some labels may recommend between 1 to 5°C).
  3. All catering areas should have sufficient refrigerated storage space for high-risk food items.
  4. Foods may be displayed unrefrigerated for a one off period of four hours.
  5. Hot food on display must be kept above 63°C if it is hot held for more than two hours. Suitable thermometers with probes should be available.
  6. If food is to be displayed at less than 63°C it must be for no more than two hours. The burden of proof is on the food business operator to show the time has not been exceeded.
  7. Temperature checks are imperative – particularly in view of possible significant interruptions to power supplies and the increased risk of airborne contaminants.
  1. Documents Required

The following documents are to be returned to the organising office as soon as possible: