Stockwood Country Fair 2015 Stallholders Invitation

Watch This Space Events

Luton Library Theatre

St Georges Square

Luton

LU1 2NG

Tel; 01582 5476727

Mob; 07770 560910

Stockwood Country Fair 2015 – Stallholders Invitation

Dear Friend,

We warmly invite you to be part of our Stockwood Country Fair 2015, which will be on Easter Sunday (5h April) and Easter Monday (6th April), from 11am to 4.30pm.

The Stockwood Country Fair takes place every year and is the largest event on Luton Culture’s calendar attracting visitors from all over Bedfordshire and further afield. It is a fabulous day out for all the family with attractions for both adults and children.

We invite you to apply for a trade stall at this year’s event. Our farmer’s market stalls will ideally promote homegrown or locally produced food, while our craft and gift stalls will be an opportunity for local traders to sell handmade goods. Both outdoor pitches and indoor stalls are available; however, outdoor pitches will be prioritised for food stalls / Farmers Market Stalls, as food items are not permitted indoors.

The cost of a stall or pitch is £55 for a single or £95 for a double, which covers both days and you must have your own Public Liability Insurance valid for the days of the event. In addition to Public Liability Insurance, a comprehensive risk assessment is required to be undertaken by each stall holder. A risk assessment template is attached to this letter. (Please note that spaces are limited and will be allocated on a first come, first served basis).

Payment this year is to be made by calling our box office on 01582 878100 just quote reference number given. If paying by cheque please make payable to Luton Culture and should be sent with the stall application paperwork.

The closing date for stall applications this year is Friday 27th February 2015.

We have sent you the farmers market booking form which we believe to be appropriate for you, however, if you require a craft stall form, please ask. Likewise, if you have any queries do not hesitate to contact us – by phone 01582 546727 or email .

I look forward to receiving your applications, and working with you in 2015.

Yours sincerely

Jacqui Harding

Stalls Administrator

Watch This Space Events

Stockwood Country Fair 2015 – Farmer’s Market Stall Application

Please complete the following forms and return with the documents listed below as soon as possible to avoid disappointment. The closing date for applications is Friday 27th February. Applications received after this time cannot be guaranteed.

Please return completed booking forms to;

Watch This Space Events, Luton Library Theatre, St Georges Square, Luton, LU1 2NG

Payments for stalls this year are by cheque only. Cheques should be made payable to Luton Culture and receipts will be issued on the Sunday morning of the event. If you would like your receipt sooner, please indicate this on your forms.

You will need to produce:

1. Evidence of training (i.e. copies of certificates). All concessionaires and their staff will be expected to have undertaken food hygiene training and to hold a basic food hygiene certificate from one of the recognised issuing bodies (or an acceptable equivalent).

2. A list of your proposed range of products – this is required to check your compliance with food hygiene regulations.

3. A copy of your Public Liability Insurance certificate

4. A risk assessment for the event – please identify any potential hazards and how you will minimise these risks.

5. Completed Food Safety Questionnaire – see page 3

Please produce the following if applicable to you:

6. A copy of your Employers Liability Insurance certificate

7. A copy of your Product Liability Insurance certificate

8. Health & Safety at Work policy (if you employ more than five people)

9. Electrical testing certificates (if you are bringing any portable appliances)

Please note that all mobile units and/or food preparation premises must be registered under the Food Hygiene (England) Regulations 2006.

If you require any help completing these forms or your risk assessment, please contact 01582 547475.

Stockwood Country Fair 2015

Application Form for Farmers Market Stalls

Your Contact Details

Name of Applicant:……………………………………………………………………………………..

Name of Business:……………………………………………………………………………………..

Address 1:………………………………………………………………………………………………

Address 2:………………………………………………………………………………………………

Town:…………………………………………………………………………………………………….

County:……………………………………………………… Post Code:…………………………….

Telephone:………………………………………………………………………………………………

Mobile:…………………………………………………………………………………………………..

Email Address:………………………………………………………………………………………….

I wish to apply for a Farmers Market Stall at the Stockwood Country Fair 2015, and agree to be bound by the Luton Borough Council terms & conditions relating to food concessions at outdoor events.

Signed…………………………………………………………………………………………………

Date:…………………………………………………………………………………………………..

Details of your stall

Please use this form to tell us about your stall

Name of Business
Type of food to be sold
N.B. A copy of your range of products must be written here or enclosed. / List Attached / List Below (Please delete as appropriate)

FOOD SAFETY QUESTIONNAIRE

1. DETAILS OF FOOD REGISTRATION

Name and Address of proprietor(s)

………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………

Contact telephone number(s) …………………………………………………………………………………………………..

Are you registered as a food business with a Local Authority? Yes No

If yes, please provide details:

Name & Address of Local Authority

Telephone Number: …………………………………………………………………………

When was the food business last inspected by an Environmental Health Officer?

Date of last inspection………………………………………………………………………..

2. DETAILS OF FOOD HANDLERS

Food Handler 1 name:……………………………………………………………………….

Qualifications…………………………………………………………………………………………………………………………………………………………………………………….

Food Handler 2 name:……………………………………………………………………….

Food Handler 3 name:……………………………………………………………………….

Food Handler 4 name:……………………………………………………………………….

All food handlers must be adequately trained and a copy of their food hygiene training certificates must be enclosed

3. FACILITIES

(tick as appropriate)

1 / Sink for washing equipment / Yes No not applicable
- cold water supply / Yes No not applicable
- hot water supply / Yes No not applicable
2 / Wash hand basin for hand washing / Yes No not applicable
- cold water supply / Yes No not applicable
- hot water supply / Yes No not applicable
- soap / Yes No not applicable
- material for drying hands / Yes No not applicable
3 / Clean protective clothing / Yes No not applicable
- uniform / Yes No not applicable
- apron / Yes No not applicable
- hat / Yes No not applicable
- hairnet / Yes No not applicable
- other, please specify ______
4 / Materials for cleaning surfaces
- clean cloth / Yes No not applicable
- detergent i.e. washing up liquid / Yes No not applicable
- food safe disinfectant (chemical to kill germs) / Yes No not applicable
- sanitiser (a mixture of detergent and disinfectant) / Yes No not applicable
5 / Raw and cooked foods
- separate area for preparing raw and cooked foods / Yes No not applicable
- separate storage for preparing raw and cooked foods / Yes No not applicable
- separate equipment for handling raw and cooked foods / Yes No not applicable
- separate cleaning materials for cleaning raw and ready to eat areas / Yes No not applicable
- separate food handlers handling raw and cooked foods / Yes No not applicable
6 / Food Storage
- dry goods in clean, pest proof containers / Yes No not applicable
- chilled goods in fridge or cool box with ice packs / Yes No not applicable
- frozen goods in freezer or cool box with ice packs / Yes No not applicable
7 / Temperature Monitoring
- suitable thermometer to check temperature of hot food after cooking / Yes No not applicable
- suitable thermometer to check temperature of hot-held foods / Yes No not applicable
- suitable thermometer to check temperature of fridges, freezers and cool boxes / Yes No not applicable
8 / Waste Storage
- bin / Yes No
- plastic bag / Yes No
9. Please describe how you plan to transport food (dry/chilled/frozen) from home to Luton in a hygienic manner.

5. Food Safety Management System (HACCP / SFBB)

The law now requires you to have a documented food safety management system based on HACCP principles.

Do you have a documented food safety management system? YES NO

If Yes, is it: (please circle 1 from the list below)

(a) SFBB (Safer Food Better Business)

(b) HACCP

……………………………………………………………………………………………………………………………………………………………………………………………………

You will be asked to produce this document and demonstrate compliance with it on the day

NAME ......

SIGNATURE ………………………………………………………………………………….

DATE…………………………………………………………………………………………..

Please ensure you have enclosed all the items requested - see list of items on page 2.

Terms and Conditions

General requirements of goods sold:

- Goods sold should be produced locally and ideally handmade.

- Must be of good quality; second hand goods are not permitted to be sold.

- Food sold in packaged form should be clearly labeled with ingredients, name of manufacturer and a use by or best before date. Stallholders must comply with current Food Hygiene Regulations.

Outdoor Pitches

The size of an outdoor pitch is approx 3m x 3m (9 meters square). More than one pitch may be purchased at an additional cost and subject to availability. You may bring a marquee that must be no larger than the space provided. Luton Culture does not provide marquees or rain covers so it is advisable to bring your own wet weather coverings, together with tables and chairs. Please note; we are unable to provide power for outdoor pitches.

indoor Pitches

The size of an indoor pitch is subject to availability, but will consist of a minimum of a table (1.9m x 0.6m) and two chairs.

Security: Goods left on site are done so at the stallholder’s own risk.

Arrival: You will be asked to park your vehicle in the main car park, which is approximately 50 metres from the main building. Goods can be wheeled through the entrance on trolleys. We have a limited number of trolleys for your use; you are advised to bring your own if possible.

Setting up times: Stalls will be located within the grounds of Stockwood Discovery Centre. Inside stalls will be located within the ‘Link Gallery’ and outside stalls will be located on the Mossman lawns.

Access to Stockwood will be;

Sun 5th April 8am – 11am Set-Up

Sun 5th April 11am – 4.30pm Event

Sun 5th April 5pm – 6pm Pack Down

Mon 6th April 8am – 11am Set-Up

Mon 6th April 11am – 4.30pm Event

Mon 6th April 5pm – 7pm Pack Down

THE EVENT RUNS FROM 11am until 4.30pm each day.

There is no vehicle movement permitted between 10am & 5pm

General

- We will limit the number of stalls selling the same type of goods to increase your custom and to maintain a broad variety of stands. Please book early to avoid disappointment.

- Please note that the sale of food or drink for consumption on site is not permitted.

- The position of your stall will be decided by the event organiser. Please feel free to inform us of your preferences, however, we cannot guarantee that we will be able to accommodate these.

- Please be aware that there can be no movement of vehicles on the site during the hours of 10am – 5pm. Please see the set-up and de-rigging times above.

- Movement of large furniture or heavy goods is not to be undertaken during public opening hours. Small items may be moved with the public present but great care must be taken.

- Marquees should be anchored in the event of high winds. Weights, tent pegs and guy lines to be used. Guy lines should be made visible by tying hazard tape to them.

- Cables must be covered or out of reach for the public.

- Stalls should be loaded sensibly so that no item overhangs the tabletop. Items stored under the table should not protrude to form a trip hazard. Display screens need to be secured. Items on display need to be supervised at all times to prevent inappropriate use by visitors or risk of injury.

- Stallholders must ensure that there will be at least one person supervising each stall throughout this event to ensure the safety of visitors.

- Luton Culture accepts no responsibility for damage or loss by participating stallholders. Stallholders are responsible for the security of their own staff, stall and personal belongings and are liable for all claims arising out of the exhibition, handling and housing of such exhibits and the conduct of the stand generally.

- Luton Culture will not be responsible in any way for any article, plant, machinery or object of any kind exhibited on site. The stallholder will assume full responsibility for any third party claims arising from the exhibit.

- Refunds will be given in accordance to our cancellation policy