Stevenage Day 2013
Information and application form
Application process
Forms must be filled in and returned to
Stevenage Day – Paula Mills
Stevenage Borough Council
Daneshill House
Danestrete
Stevenage
Herts
SG1 1HN
Tel: 01438-242206
Payment methods
· Cheques: make it payable to Stevenage Borough Council and attach it to the application form
· By Debit \Credit card: Telephone: 01438 242712. Make reference to this payment (and any payment reference provided) on the application form when it is submitted.
· By cash with application form, Daneshill House, ask for Geoff Caine or Paula Mills
· By BACS through your bank into Sort Code: 40-43-36 Account No: 11549200 Account Name: Stevenage Borough Council. Quote Stevenage Day as a reference and a cross reference to this payment on the application form
Payments must be received in full with the application form.
Invoices will be issued for all payments
Charges
· Charity & Voluntary Organisations £30.00 per stall
· Small trader from £55.00
· Public Sector Organisations £60.00 per stall,
· Business (Trade Organisations) £110.00 per stall
No refunds for cancellations will be given – In the event of organisers cancelling due to adverse weather conditions a full refund will be provided.
Definitions
· Charity – Registered charity group or organisation – Must provide charity number
· Voluntary – Voluntary or fund raising organisation – May be required to provide evidence
· Public body\statutory organisation – Must be recognised organisation
· Business (Trade organisations)
· Small trader (sole owner\small commercial)
Trading licence – Definition of trading – (Voluntary and charitable organisations are not required to have a traders licence)
Trading is to sell an item or product.
Examples of trading (this list is not exhaustive)
· Sale of any food items
· Sale of jewellery
· Sale of clothes or objects
A trading licence is not required for providing information or the participation in an activity.
Examples of non trading - (this list is not exhaustive)
· Penalty Shoot out
· Tombola’s
· Raffles
· Face painting
Those issued with a Traders Licence must collect them from the Information Point (adjacent to the Main Arena) on the day of the event and display in a clear location on the stall it relates to.
Confirmation\allocations
Forms and payment will be accepted as confirmation of a pitch space (unless organisers contact you). Space will be allocated two weeks prior to the event. Each space will be allocated a pitch number which you will be sent together with a location map. The organisers have the right to change your location without prior notice.
Insurance
The event is insured although profit making\commercial and statutory entities must provide valid public and employee insurances.
Risk assessments
All commercial operators and statutory bodies must provide an appropriate Risk Assessment for guidance; Risk Assessment templates and further information please contact .
Stevenage Day programme
Voluntary and Charitable organisations can collect 25 programmes for the Information Point on the day, they can then be sold for £1 each and will include an on-the-day ticket for entry into the raffle. The remainder will be sold from the information point, if you wish to advertise in the programme, have a banner in the Main Arena or sponsor Stevenage Day please contact us at
Generators
If you wish to use a generator please ensure that you contact the organisers for guidance and advice.
Access and parking
Access on the day will be from 9am until 12.30pm, all day parking will only be provided if you are either registered disabled or your vehicle is integral to your stall.
Stevenage Day 2013
Sunday 9 June
Application for pitch space and to trade*Applicant details: / Mr Mrs Miss Ms Other (please state):
Do you intend to trade during the event? / Yes
No
Surname: First name/s:
Name of organistion \stall
Home address: / Business/correspondence address:
Postcode: / Postcode:
Telephone number: Mobile number:
Email address:
Date of birth: (traders only)
Are you applying as: / Charity / Voluntary / Business / Public Sector / Other
Stall details: - All applicants
I wish to trade/display/demonstrate in the following types of goods/services (please delete as applicable & describe below):-
Please ensure you describe below if you are planning to organise any activities that require any extra space so that we can position your stall in an appropriate location.Please give details if you intend to sell food items, play music or use a generator – Please refer to Terms and Conditions.
Number of pitch spaces requested:
(nb: 6.1m x 6.1m (20ft x 20ft))
Vehicle Registration number(s) (if applicable): - Traders only
Will you require a vehicle to remain on-site throughout the event? / Yes / No
If Yes, how many car passes would you like: / All day / Set-up / Close Down
To be answered if selling food as a commercial entity (not applicable if trading as a charity/voluntary org.)
The stalls/vehicles, offices and stores that have been registered under the Food Premises (Registration) Regulations 1991 with:
Name of local authority: (Traders only)
Registered premises address: (Traders only)
Postcode: (Traders only)
Telephone number: (Traders only)
Checklist - Traders only
I have / Please Tick
· Enclosed two identical passport photographs of myself, taken within the last 12 months, signed and dated on the reverse.
· Fees and charges
Ø Charity & Voluntary Organisations £30.00 per stall
Ø Small trader from £55.00
Ø Public Sector Organisations £60.00 per stall,
Ø Business (Trade Organisations) £110.00 per stall
Declaration
· I declare that I am not under the age of 17 years.
· In connection to this application for the grant, renewal or variation of a Street Trading Consent, if you provide information which you know to be false, you will be prosecuted for that offence. On conviction you are liable to a maximum fine of £1000.(traders only)
· I certify that I have read and understand the above statements and that all of the above information contained in this application is correct to the best of my knowledge.
· I confirm I have read and understood and agree the terms and conditions as attached to this application and agree to abide by them at all times.
Applicant’s signature: / Print name:
Date:
This form, when completed, must be sent to Paula Mills who will in turn forward a copy of your application onto email
Stevenage Borough Council, Daneshill House, Danestrete, Stevenage, Herts., SG1 1HN.
(Tel. 01438 242712).
Stevenage Borough Council is under a duty to protect the public funds it administers and may use some or all of the information you have provided on this form for the prevention and detection of fraud and other offences. It may also share this information with other public bodies for the same purposes.
For further information, see www.stevenage.gov.uk/stevenage-day
Stevenage Day 2013
TERMS AND CONDITIONS
1. You are not permitted to operate any mechanical fairground style rides or games without specific authorisation from the organisers.
2. You are not permitted to sell alcoholic drinks or give them away as prizes
3. You are not permitted to sell any food or beverages intended for consumption on the showground. This includes ice-cream, burgers, teas and candy floss. You may sell such items as pre-wrapped home-made cakes, jam and pickles etc subject to your being satisfied that you comply with all known hygiene regulations,. If you do intend to sell food items please state clearly on the form the type or types of items you intend to sell.
4. If you are trading/selling any items you must fill in the trader’s license details information and provide two passport sized photographs or one digital photo.
5. Entry onto the showground on the day will be from 9am. Cars must be removed by 12noon, and cannot return until 5.30 pm
6. Where special permission is granted to keep a vehicle on the showground it must remain parked between 12.30pm and 5.30pm unless authorised by a organisers of the event.
7. Entry to the showground is by Ditchmore Lane ONLY and the exit is by Sish Lane ONLY. When on site Vehicles MUST follow the one way system and travel at no more than 5 mph
8. If you erect a tent, gazebo or similar structure you should use one that is framed plus the base must be secured. If you use one which has guide ropes, these ropes must be covered with hazard tape or similar
9. You are responsible for all waste which is created by you and which arises around your stall. All waste MUST be cleared-up and taken away when your stall is removed waste disposal points are available on the day.
10. You are responsible for supplying your own tables and equipment
11. If you need to use a generator or other power supply please contact the organiser for specific guidance and authorisation.
12. You are responsible for completing and submitting your own risk assessment form (where applicable) under the terms of Health and Safety legislation.
13. You are required to comply with health and safety legislation, the event organisation plan and any other matters deemed appropriate by the organisers.
14. If you intend to play live or recorded music you must state this clearly on the form – Sound systems must be kept to a level where it does not disturb other users, the event management have the right to ensure appropriate sound levels are complied with.
15. You are responsible for the security of your own stall at all times from the moment you enter the showground until the moment you leave the showground.
16. You may set up the day before but you will be required to have person(s) present at all times, you are responsible and liable for your own equipment and goods. Set ups the day before must be agreed by organisers.
17. All vehicles on site must have valid and appropriate insurance.
18. Commercial, trade and statutory organisations must provide copies of valid public and employee liability insurance certificates.
19. No refunds will be given for cancellation of pitch space.
20. The organisers have the right to change the location of the allocated space, if so required.
21. The organisers have the right to change\adapt or close down a stall for any infringement of the terms and conditions.
22. No BB guns, replica guns or weapons will be permitted
23. Only by agreeing to these conditions together with full payment will you be offered a pitch space.
For points of clarification or for more information please contact Geoff Caine, Leisure Services Manager, Stevenage Borough Council, Daneshill House, Danestrete, Stevenage, Hertfordshire SG1 1HN
Tel: 01438 242206
Email:
Stevenage Borough Council is under a duty to protect the public funds it administers and may use some or all of the information you have provided on this form for the prevention and detection of fraud and other offences. It may also share this information with other public bodies for the same purposes.
For further information, see www.stevenage.gov.uk/stevenage-day