NEWMILNS FOOD FESTIVAL 2016
Putting the ‘OO’ in Food
PRODUCER PACK
(including booking form)
The First Newmilns Food Festival, September 17th, 2016
Jamieson Park, Newmilns, KA16 9HZ
As a local producer, we would like to invite you to take part in the first Newmilns Food Festival in September 2016.
Newmilns Regeneration Association (NRA) is launching the food festival to showcase the great produce and providers in Ayrshire and surrounds. We will be listing the event with a number of destination websites, including VisitScotland, Scotland Food & Drink and local tourism supporters AND running a full publicity campaign across media in the West of Scotland as well as promoting the event through our own website and Facebook page. We are going to be making quite a splash about the event to attract those from close by and from further afield.
The format of the Festival is that there will be a series of demonstrations and talks by noted local producers (that could be you), chefs, and other food supporters; a covered marketplace where suppliers can showcase and sell their goods and visitor catering. We will also be running a children’s and young people’s cookery competition in partnership with local schools with the prizes given out at the end of the Festival. This is to encourage young people and parents to attend.
The Festival is being run in a floored marquee with the demonstration area at one end, the marketplace in the middle and visitor catering (local church ladies will be running a tea room selling tea, coffee, soft drinks and cakes) at the other end. A secondary marquee may be erected which will contain representatives from the local pubs who will run respectively a beer tasting bar, a wines tasting bar and a spirits tasting bar – this aspect is slightly uncertain at the moment.
We’re expecting between 1,500 and 2,500 visitors on the day. The site is at the entrance to Newmilns on the busy A71 so we expect passing trade to drop in as well.
We are looking for high-quality producers, who are signed up to Scotland’s Food Charter for Events, to provide any, or all, of the following:
A 15-minute demonstration of how your product is made or what can be done with your products. Demonstrations are planned to be c15 minutes long and run at a rate of 1 every 30 minutes throughout the day.
Sampling of your product
Taking a stall in the marketplace to sell your products or services to the visitors
Support through providing ingredients for demonstrations, refrigerated vans, etc.
Food to Go catering outlets are also welcome – we’ll need someone to feed all the visitors we expect.
If you would like to provide a 15-20 minute demonstration of how your product is made or what can be done with the product you sell, taking questions from the audience and with sampling afterwards, we would be pleased to hear from you. We are looking for demonstrations covering fish, vegetables, butchery, meat, baking, techniques (fermenting, sourdough etc.) – really anything to do with food and drink and how it’s prepared and consumed. We will have a full demonstration rig and microphones and our presenters will introduce you, work with you to showcase your product and manage audience questions and any sampling. And, if you’d like to pair up with another producer to do a joint demonstration, we’d welcome that option.
In return, we’re offering:
A FREE 6ft long table, with 240 power (paid for and only if pre-booked), in the covered marketplace.
An opportunity to bring your product to a wider audience through a demonstration or sampling
Your business name, and the part you are playing in the Food Festival, fully acknowledged in the programme (with a 50 word producer listing if you take a stall) and all other publicity material (web, printed material, roadside banners, publicity, etc.) with links to your website.
A substantial A5 programme will be printed which will contain producer listings, demonstration descriptions, recipes, event timetable etc. Paid for advertising will be available in the programme.
We are setting high quality standards for the Food Festival and reserve the right to exclude producers, retailers and others who do not meet the standards we expect – we are working to Scotland’s Food Charter for Events (see http://www.eventscotland.org/resources/food-drink-at-events/). We are also, within the limits of encouraging participation from very local producers and retailers (1km to 2km of the site), actively managing the range of products being sold – it’s not helpful for you or us, if one category of producer is overloaded.
We should advise you that there will be at least 2 stalls which may not be food related: one is the NRA’s own stall which will double as the “site office” and the second is the Scottish Women’s Institute who are providing a judge for the Cookery Competition.
We want to make the first Newmilns Food Festival a real success and that’s why we’d like you to be part of it. We’re taking bookings up until 1st August 2016 or until we’ve filled the space we have available for producer stalls, whichever comes first.
Naturally, you might have more questions – if you do, please contact us. The key contact is: Jo Lloyd, 077 333 94 641,
Please come and join us. We’d like you to be there.
Yours sincerely
Chair of Organising Committee
Newmilns Food Festival is supported by the Community Food Fund and Awards for All
Producer Offering Details
The Festival will take place at Jamieson Park, Newmilns, KA16 9HZ on Saturday 17th September 2016. Build-up will start from 0800. The Festival will be open to the public from 11.00am to 5.00pm.
All producers who wish to take part in the Newmilns Food Festival will need to pre-book their space by completing and returning a booking form.
There is no charge to take part. However, to ensure that those producers who want to take part are not prevented from doing so by others pre-booking a space and then not turning up on the day, we are asking for a £50.00 deposit per table/stall, which will be refunded at the closure of the Festival. Should you cancel after 1st August 2016 and we cannot replace your stall from the reserve list, you will lose your deposit.
You will receive a 6ft long, uncovered (no tablecloth) trestle table “stall” in our floored marquee (known as the Covered Marketplace) OR a similar sized floored space in the marquee for you to bring your own selling unit. If you require a tablecloth or other table covering you will need to supply your own.
Producers may share tables: in these cases both producers will need to specify who they wish to share with and both should complete and return booking forms.
Producers who wish to sell from vans are welcome; they should contact the organisers for details of spaces external to the floored marquee. Acceptance will be at the discretion of NRA; principally to avoid either over capacity of one product type or interest from vendors offering products from vans which are at odds with the Food Festival’s ethos
Producers are expected to bring enough of their products to cope with the anticipated demand. We expect you to offer sampling from your stall as a means of encouraging sales of your products. While the expected number of attendees is based or our best assessment, NRA cannot be held responsible for the volume of produce brought to site and not used/sold. Additionally, NRA cannot take responsibility if there are a higher number of attendees on the day and vendors sell out of produce.
240V power can be supplied. You must pre-book power; we will have no capacity for plugging in on the day. If you pre-book power, there is a £10.00 charge to cover connection and usage. To make life easy, this charge will be deducted from your deposit before it is returned to you.
No portable generators other than those generators operated on behalf of the Newmilns Food Festival Committee will be allowed to be operational on site. Generators which are built into a vehicle are permitted to be used but must not be used to power any other equipment other than in the vehicle in which the generator is installed.
Bookings may be made up until 1st August 2016. Any bookings received after that time will be accepted at the organisers’ discretion and producers should note that their details may not appear in the event programme. Booking forms are below or can be downloaded from the NRA website at http://www.lovenewmilns.org A section for producers is being established on the site.
Newmilns Food Festival
Stallholders Application Form
Saturday 17th September 2016
Please copy this form, complete it and return with the requested enclosures and your deposit to:
Jo Lloyd, Newmilns Food Festival, 55 Loudoun Road, Newmilns, KA16 9HJ or email to
Name of Food Business:Address of Food Business:
Telephone Number:
Email address:
Website:
Name of Food Business Operator:
Address of Food Business Operator:
Name of Local Authority where the business is registered (e.g. East Ayrshire Council):
Public and Employers Liability Insurance Certificates Attached: Y/N
Tent Demonstrations: I/we would like/would not like a 15 minute tent demonstration slot.
I/we would be demonstrating ......
Products: I/We wish to sell and/or exhibit the products listed here:
Please be as specific as possible, listing any activity which you will be undertaking on the day which involves the production, processing or distribution of food. Please expand the table as necessary
Name of Product(e.g. sausages) / Raw or Ready to Eat / Loose of Prepacked / Source of Product
(e.g. Dalduff farm) / Will you be catering at the festival? (e.g. cooking, preparing food.) /
Please extend the table as required
Please answer all of the following questions and sign the declaration:
Requirement / ResponsePlease confirm that you will adhere to Scotland’s Food Charter for Events (see http://www.eventscotland.org/resources/food-drink-at-events/ for details) and describe how your products meet the standards outlined in the Charter.
Do you wish to share a table/stall space with another business?
If ‘Yes’ Please state the name of the other
business you wish to share with
Please note that the other business will also need to complete a form and return it to the organisers. If they do not do so, we cannot guarantee to match you with them.
Do you belong to any food organisations e.g. Taste Ayrshire, etc.? Please list in the response box
Do you have a Food Hygiene Training Certificate?
Do you require a water supply?
Will you handle both raw and ready to eat food?
Will you provide your own adequate hand washing facilities? (see guidance below)
Will your food require refrigeration?
Will you provide your own refrigeration facilities?
Do you require refrigeration facilities?
Will you be using L.P.G. operated cooking equipment?
Do you have a Gas Safety Certificate from a Gas Safe registered company?
Will you be doing cookery demonstrations/tastings at your stall?
Do you require 230 V AC single phase electricity? If ‘Yes’ please answer the questions below
If YES - what power (watts) is required?
see the rating label on your equipment
Are standard 13A mains sockets suitable for
your equipment?
If ‘Yes’ – how many sockets do you need?
If ‘No’ - what type of sockets and how
many do you need?
Power Requirements (if applicable): Please complete the table below with your power requirements:
Item e.g. water bath / Number being used / Wattage per item / Total WattageElectricity is charged at £10.00 per stall for connection and usage, paid through a
deduction from your deposit at the end of the Festival. Please indicate your
acknowledgement of these charging arrangements by initialing this box.
Non-Appearance Deposit
Our deposit of £50.00 against non-appearance, which will be refunded to us at the close of the Festival, is:
Enclosed as a cheque made payable to ‘Newmilns Regeneration Association’ □
Has been paid by BACS □
For BACS payments, our bank details are: Sort Code: 82-65-30, Account Number: 80175109
You will need to state your business’s name and the code “FF16” in the narrative so we can identify your payment. Applications will not be accepted in full until the deposit has been paid.
Declaration (must be signed and dated):
I/we declare that:
I/we will store and display food at an appropriate temperature.
I/we will monitor and record all temperature controls that are critical for food safety e.g. storage, cooking, reheating, etc.
That all gas equipment used has been inspected and maintained as required.
That I have/we have read the attached “Food Safety Guide”; I/we understand the requirements and will comply in all respects.
My/Our food business is registered with: ......
Business Name (BLOCK CAPITALS): ......
Applicant’s name (BLOCK CAPITALS) ......
Signed ...... Date: ......
Signed forms should be returned to: Jo Lloyd, 55 Loudoun Road, Newmilns, KA16 9HJ or signed, scanned and sent as a PDF to
Newmilns Food Festival: Stallholders Information
Promoter: Newmilns Regeneration Association
c/o Jo Lloyd, 55 Loudoun Road, Newmilns, KA16 9HJ
HYGIENE & SAFETY RULES FOR STREET TRADERS & STALLS
Inspection
All food stalls may be inspected by food enforcement officers from the Environmental Health Section on the day(s) of the event to ensure that all licence conditions and legislative requirements have been complied with.
Any contraventions of food hygiene legislation will be raised with the Festival Organiser and if the contraventions cannot be satisfactorily resolved the offending food stalls may be removed from the Festival.
General Food Hygiene Requirements (Food Hygiene (Scotland) Regulations 2006)
The following is a list of legal requirements which you must comply with.
Food Hygiene Requirements:
1. All food handlers must have received adequate training in food hygiene matters which is appropriate for the types of food sold or prepared. Evidence of training in the form of an appropriate certificate should be available at all the stalls selling food. Stall holders may be questioned on their food safety knowledge by Food Enforcement Officers.