Stallholder Booking Form

Stallholder Booking Form

Thank you for your interest in participating in the Southall Mela 2015 event at Southall Park, Boyd Avenue, UB1 3BT on Sunday 7th June 2015 between 12:30pm and 9:30pm.

This booking form can be used to reserve your pitch at the site. Please complete the form in full, sign and return in the post or by email, ensuring you have read and understood your obligations as a stallholder. Alternatively, please complete the enquiry form online at www.southall-mela.org.uk and we will get in touch with you.

Southall Mela reserves the right to refuse any bookings for stalls without stating reason.

PLEASE DO NOT SEND ANY PAYMENT UNTIL YOUR BOOKING HAS BEEN APPROVED. BOOKINGS ARE ONLY CONFIRMED ONCE CLEARED PAYMENT RECEIVED AND CONFIRMATION EMAIL/LETTER SENT TO YOU.

PLEASE WRITE IN BLACK INK CAPITAL LETTERS

Section 1: Contact Details (all sections are compulsory)

Name of your organisation:
Name of main contact:
Address of main contact:
City / Town
PostCode
Telephone number:
Mobile number:
Email address:
Detailed description of your trade/stall products (include full description of products)
What furniture will you be providing, if any (Eg. Gazebo, table, chairs etc)
If your stall is made up of a vehicle please give the dimensions of the vehicle and trailer
Name of stallholder present on event day if different to above:
Mobile number of stallholder on event day if different to above:

Section 2: Stallholder Confirmation of Qualification & Insurance

Public Liability Insurance:

Southall Mela’s Public Liability Insurance does not cover activities that are not run by Southall Mela. Any organisation booking a stall must take responsibility for their insurance and must produce evidence to Southall Mela before the event that adequate Public Liability Insurance will be in place for the day covering any proposed activity.

A copy of your valid Public Liability Insurance Certificate must be sent with the booking form. Bookings will be confirmed via email.

If you do not have your own insurance, please discuss with the Stalls Manager to see if Southall Mela can provide cover for you.

For Food Stalls Only:

What types of food will you be supplying?
Please Note: Mobile food businesses must be registered with the local authority where the vehicle is located.
What is the name and phone number for the Council that has registered your food business? / Council Name:
Council Tel:
When did they last inspect you?

Food handlers must be trained appropriately for their duties. Please ensure any training certificates for the staff on duty are available for inspection on the day.

Health and Safety:

All stallholders must run their operation safely and part of this is to write down an assessment of all the significant risks and show how these are controlled. See www.hse.gov.uk/risk for details and a template you could use. You do NOT need to write down common day-to-day living issues eg using stairs, crossing the road etc, but should describe issues that would cause significant problems if ignored, like maintenance and inspection of climbing harnesses. Please put a X in the appropriate box below.

[] There are no significant hazards with my stall.

[] There are some hazards but these will be controlled. I will provide a copy of my Risk Assessment by 5pm on Friday 29 May 2015. (This is to enable Health and Safety Officers to check your controls and phone you to discuss if needed).

Please Note:

Stallholders are responsible for learning and complying with all relevant food safety, health & safety and trading standards legislation. Failure to comply on the day may result in the stall being closed down or prosecuted. Guidance is available from www.food.gov.uk

www.hse.gov.uk, www.tradingstandards.gov.uk or your local offices.

Section 3: Payment

Stall/Organisation Name:
Stallholder Name:
Detailed description of Trade / Stall products:
Individual Covered Market Stall – 3m x 3m pitch with 10ft x 4ft market stall table and wide canopy / Quantity / Rate / Total
Market Stall – Cat 1 (information only no selling) / £120 / £
Market Stall – Cat 2 (low value non food) / £130 / £
Market Stall – Cat 3 (low risk food) / £140 / £
Market Stall – Cat 4 (hot food, catering vans/trailers) / £300 / £
Market Stall – Cat 5 (all other commercial) / £350 / £
Shared Cover – 3m x 3m pitch under large 30m marquee with 6ft table
/ Quantity / Rate / Total
Pitch Under Shared Marquee – Cat 1 (information only no selling) / £70 / £
Pitch Under Shared Marquee – Cat 2 (low value non food) / £80 / £
Pitch Under Shared Marquee – Cat 3 (low risk food) / £90 / £
Pitch Under Shared Marquee – Cat 4 (hot food, no vehicles) / £250 / £
Pitch Under Shared Marquee – Cat 5 (all other commercial) / £300 / £
No Cover – 3m x 3m pitch on open grass space where you provide the cover and furniture / Quantity / Rate / Total
Pitch With No Cover No Furniture – Cat 1 (information only no selling) / £40 / £
Pitch With No Cover No Furniture – Cat 2 (low value non food) / £50 / £
Pitch With No Cover No Furniture – Cat 3 (low risk food) / £60 / £
Pitch With No Cover No Furniture – Cat 4 (hot food, catering vehicles) / £200 / £
Pitch With No Cover No Furniture – Cat 5 (all other commercial) / £250 / £
Optional items
Larger size pitch as agreed in writing. State size here: / £ / £
Folding table 6ft / £12 / £
Chair / £4 / £
Public liability insurance covering up to £5,000,000 liability / £15 / £
Cost for power supply up to 32 amp, single phase / £100 / £
Any other items agreed in writing (describe here) / £
Sub Total / £
Adjustments / £
Grand Total: / £

Declaration:

I accept and understand the Terms & Conditions on this form and agree to abide by the Health & safety rules of Southall mela 2015 (copies available on request). I enclose the following document(s) which cover my stall for the Southall Mela event on Sunday 7th June 2015 (put X in the boxes)

Public Liability Insurance (All Stall Holders unless provided by Southall Mela)

Risk Assessment (where applicable)

Food Hygiene Certificates (for all staff handling unpackaged food)

Signature:
Full Name (please print):
Date:

A signed copy of this booking form will need to be returned to Southall Mela by post or email. Once approved, you will be sent an invoice. Please do not send payment now. Bookings are not confirmed until cleared payment has been received.

Please post or email Sections 1, 2 and 3 of your application form using the details below:

or post to

Southall Mela

Unit 34, 67-68 Hatton Garden, London, EC1N 8JY

(We are not responsible if your post does not arrive on time to confirm booking for the event and strongly recommend email or online booking)

Section 4: Stall prices

Please see prices below for each category. Stall prices and categories may be changed without notice.

Please note that the deadline for stall bookings and full payment is Friday 29th May 2015.

Category / 1 / 2 / 3 / 4 / 5
Description / Information only stalls – No selling, non commercial, no signature contracts / Low value non food items / Low Risk Food Stalls / Hot food / Catering Vans / Trailers / All other commercial stalls
Examples / Charity, Faith Group, Community Group / Club, Educational establishment / Hair / body art, crafts and goods, homeware, health therapies etc / Low risk cold foods eg smoothies / juices, community food stalls eg cakes / sweets / soft drinks / Ice Cream Van, Burger Van, Hot Doughnut Trailer, commercial caterers with hot food etc / Commercial organisations signing up new customers or selling products not in other categories
Individual Covered Market Stall – 3m x 3m pitch with 10ft x 4ft market stall table and wide canopy / £120 / £130 / £140 / £300 / £350
Shared Cover – 3m x 3m pitch under large shared marquee with 6ft table / £70 / £80 / £90 / £250 (no vehicles/trailers) / £300
No Cover – 3m x 3m pitch on open grass space where you provide the cover and furniture / £40 / £50 / £60 / £200 / £250
Extras if required, subject to availability:
Folding trestle table hire £12 each.
Folding chair hire £4 each.
Public Liability Insurance starting from £15 per stall.
Power supply 32amp single phase £100.
Multiple pitches may be booked to create larger area subject to availability

Section 5: Stallholder Conditions & Requirements

Your Stall:

·  Your pitch will be marked out with your designated pitch number.

·  Please note tables and chairs are only provided if booked on this form in advance.

·  Please note that these tables will not be dressed and will not come with any covers.

·  Southall Mela will not provide shades or gazebos unless agreed in writing in advance.

·  You may bring your own gazebos/covers but they must be fixed safely and securely and in accordance with health and safety legislation and fit within your designated pitch.

·  Please note you are not permitted to bring your own generator on site. If you wish to have power at your stall then we can provide a power supply up to 32 amp, single phase for £100. If you require a larger power supply than this then please do contact us.

·  Please note if you have catering vehicles they need to be pre-approved and fit in the space booked.

·  No vehicles are allowed on site during the event (except approved vehicles).

·  If your approved vehicle or gazebo is larger than the stall booked you will be asked to pay extra on the day or refused entry with no refund.

General Trading Guidelines:

·  Your application must describe the goods / services that you are going to offer.

·  You must not offer second-hand electrical or toiletry goods or counterfeit goods.

·  No amplified music is allowed on the stall (unless written approval is received).

·  Stalls offering face painting or henna must display the ingredients of the products being used to ensure attendees do not have a bad skin reaction.

·  Stalls offering therapy or cosmetic services must provide copies of their qualifications. Qualifications must be available upon request at the stall when offering services involving massaging or touching skin or hair of attendees. A consent form must be signed by a parent or guardian for minor’s younger than 18 years of age.

·  If the stall does not comply with these standards they will either not be admitted to the event or asked to leave.

·  No refund will be made of the stall booking fees.

·  Any alteration to stall location before or on the day of the event remains at the discretion of the organisers.

Set Up Time:

·  Stallholder vehicles will be able to enter the festival grounds from 9am.

·  All vehicles with the exception of those that have been approved (e.g. emergency services, ice cream vans, trailers) will need to be off site by 11.30am.

·  No vehicles will be given access to the grounds after 11am.

·  All vehicles must drive at a maximum speed of 5mph with hazard lights on at all times.

·  Only pre-booked vehicles may remain on site during the event.

·  Please return your pitch area in the condition you found it. Retrospective additional charge may be made for waste removal.

Leaving Time:

·  Southall Mela Event Stewards will advise you when it is safe to bring vehicles on site for leaving following the conclusion of the event. This will be no earlier than 9.45pm.

·  No vehicles will be allowed on site before the stated leaving time.

·  All vehicles must drive at a maximum speed of 5mph with hazard lights on at all times.

·  The site must be cleared by 11.00pm

First Aid:

·  A first aid box containing bandages and washable plasters must be kept at the stall.

Electrical Equipment (where applicable):

·  All electrical equipment must display current PAT testing compliance certification.

·  Cables – You must use the appropriate cables and sockets. Cables must not create a trip hazard.

·  The electrical installation must be protected by a residual current device (RCD).

·  You should provide your own up-to-date dry powder fire extinguisher and a fire blanket.

Food Certificates:

·  Please ensure you have available the appropriate food and hygiene certificates for all the staff working on the day as there will be checks for those selling any kind of food.

Sustainability

·  Southall Mela is a ZERO Waste event.

·  We aspire for Southall Mela to be an environmentally friendly, zero waste event in every way. Please assist us in this aim by: -Limiting the packaging on your goods.

-Limiting the flyers and brochures handed out by your stall.

-Ensuring any packaging and waste generated by your goods is recycled and/or recyclable.

·  All stall holders are requested to attempt to avoid using plastic/polystyrene packaging/food containers. Please use paper or another suitable recyclable material if possible.