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SATURDAY 2ndJULY 2016 11am – 11pm

TERMS AND CONDITIONS FOR FOOD TRADERS

We look forward to your participation in The NibleyMusic Festival 2016. Please take the time to read through these terms and conditions and discuss any issues you may have with us prior to submitting your application.

  1. General Information
  1. Unless previously agreed with the organizers, food stalls must be open for tradingfrom 10.30am till the festival closes at 11pm.
  2. All approved food stall holders will be given 2 free entry tickets. Contact us in advance if you require further tickets. There may be a charge for these tickets. Do not leave it to the day as extras will not get in.
  3. Stall holders are only permitted to sell within their allocated pitch site. Stall holders are to attach a menu and price list to their application form and are only permitted to sell these items at the price that has been agreed with the organizers.
  4. Stall holders must ensure they are up to date and comply with all legal requirements relevant to their stall including all relevant food safety and health and safety legislation.
  5. Documentation. The stall holder must provide copies of their current Local Authority Registration, Food Hygiene Certificate(s), Employers Liability Insurance, Public and Product Liability Insurances (minimum £5 million), Gas and Electric Safety Certificates, PAT Testing,Food Safety Risk Assessment, H&S Risk Assessment and Fire Risk Assessment. See application form for when this information is required.
  6. Smoking is prohibited inside any tent or stall.
  7. No barbecues are to be brought onto the site, unless approved by the organizers.
  8. No alcohol to be brought onto the site.
  9. No glass bottles, drinking glasses etc are allowed onto the site. Please advise us if any of your equipment contains glass.
  10. No amplified music, we have our own!
  11. Please keep your stall area free of rubbish and particularly a buildup of combustible material. You must remove from the site all waste or leftover materials and packaging generated during the preparation of your product/s.
  12. Structures.The Festival site can be windy.Stall holders are responsible to ensure their structureis robust and adequately secured, in case of severe weather for stability. All structures will be inspected prior to trading and during the festival.Stall holders bringingunsuitable or unsafe structuresonto sitewill beasked toremovethe structures or find a way of securing them to the site in a satisfactory way. We take public safety very seriously and if the structures are not deemed to be fit for purpose this could result in the stallholder being unable to trade upon the day.
  13. There is a supply of potable water on site.
  1. Environmental impact

The Nibley Music Festival is working hard to reduce its impact on the environment and we need you to help us. All food stall holders must take steps to minimize their use of packaging and ensure any serving containers or utensils provided to the customer are reusable/recyclable and/or biodegradable. Please indicate on the Application Form how you will achieve this. Prior approval will be required for the use of non environmentally friendly packaginge.g. polystyrene or plastic.

  1. Vehicular Movement
  1. We will advise you of your access point in the week prior to the festival. The site is opposite the school and the post code is GL11 6DL. Please note, for 2016 the festival site is moving across the roadto what has previously been the carpark.
  2. No on street parking will be allowed in The Street adjoining the Jubilee Playing Field to prevent vehicle congestion, to allow access by emergency vehicles and to manage crowds as required by our Risk Assessment and Emergency Plan.
  3. Vehicles will be allowed onto the site up to 9.30amon Saturday July 2nd to allow stallholders to set their stalls up. However if the festival field is wet,accesswill need to be restricted.Access will also be possible on the Thursday and Fridayup to 8pm prior to the festival, but you must book this in advance.
  4. Please exercise EXTREME CARE when driving onto the site to avoid:

a)The risk of injuring someone

b)The risk of tearing up the grass

  1. The site is part of a working farm and if we damage it we may not be able to run this event in future years. Please be careful when turning on the grass, especially with trailers, and avoid full lock at all costs. Pull away gently without wheel spinning. If you think your vehicle may cause damage please ask for assistance.
  2. Please note the following conditions:

a)Nibley Music Festival Stewards will control vehicle movements.

b)5MPH speed limit for all vehicles on the site.

c)Please ensure you are aware of your allocated stall location

d)All stall holders vehicles not previously approved must be moved from the site to the free approved car park by 9.30am.

  1. Only Emergency vehicles will be allowed to enter the site once it is open to the public. If you need vehicular movement on the site during the event this must be agreed with us in advance and cleared with the Festival Managementbefore any movement on the day.
  1. Electrical Safety
  1. Individual or portable generators will not be permitted.
  2. Please specify your electrical requirements on your application form. You must list all electrical equipment that you will be connecting to our supply, specifying the type and power rating of each item together with an estimated usage (e.g. Kettle - 3kW - 5 mins per half hour, Fluorescent Lighting - 320W - Continuous). There is a charge of £54(inclusive of VAT)per 16 Amp supply to cover our costs.
  3. We may be able to offer traders who have a very low electric requirement an option to share their supply with other low usage stalls. The cost will be allocated between the stalls and they will need to be located next to each other. Each stall will be responsible for ensuring they do not exceed their requested usage which could result in the supply tripping for all the connected stalls. Please specify this on the application form.
  4. All electrical equipment must be safe and in good working order. You must have PAT certificates for all electrical items on your stall. All cables and connectors must be suitable for external use, correctly rated, free from defects and make a good and safe connection.
  5. Ensure that any electrical cabling is placed where it cannot sustain physical damage and does not cause a trip hazard. If this is unavoidable however, you must make sure the cables are suitably protected using purpose made rubber strips.
  6. All electrical equipment must be supplied via a 30 mA RCD (Residual Current Device).
  7. Ensure you have (at least) a 5kg dry powder extinguisher and fire blanket.

E.Provision of food and drink:

  1. Food and drink is to be stored, prepared and served in compliance with allcurrent statutory and regulatory requirements.
  2. All food stalls must be registered with the Local Authority.
  3. All persons manning food stalls must have food handler training or be supervised with someone who has. A valid food hygiene certificate must be presented before the event.
  4. Ensure all food is kept at a temperature to prevent the growth of food poisoning bacteria. All high-risk food must be stored below 8°C or if to be served hot, above 63°C.
  5. You must provide evidence of temperature checks on hot cooked and cold stored food including evidence of proper transportation of food stuffs to the site and temperature checks in transit
  6. Take away hot drinks need to be served in suitable lidded containers.
  7. If you cannot guarantee that your food does not contain traces of any of the 14 common food allergens(from the EU FIC)you must advise potential customers via clearly visible signage to this effect. You are expected to have a list of all ingredients used in your food so staff can advise customers as necessary.
  8. Correct hand wash facilities with HOT RUNNING WATER must be available AND SEPARATE from equipment cleaning areas
  9. Food preparation areas must have a covered, wipe clean, floor.
  10. Please note that your stall and documentation will be inspected prior to the opening of the event and it is also possible that Environmental Health officers will visit.
  11. Meal Voucher Scheme:We will be offering performers and some event staff a meal voucher to redeem at traders offering a reasonably substantial meal. We will pay you £2.50 per voucher with the expectation that this will cover the cost of the meal. Wewould not expect you to receive more than 35 vouchers. If there are any items on your menu that you would want excluded then please specify this on your application.
  1. Gas appliances:
  1. Gas cylinders and connections must be in a safe condition and gas cylinders stored correctly. They must be secured either to the ground or strapped within a cage structure to prevent tipping. Maximum gas allowed (to be secured and stored OUTSIDE of the trade stall) 200kg or one days use.
  2. All gas fittings must be checked & certificated by a Gas Safe approved company. Proof of this will be required if your application is successful.
  1. Security:
  1. Keep cash tins out of sight.
  2. Security Industry Authority licensed security personnel are on duty during the event. If you have any security concerns during the event please contact them or a festival steward.
  1. Payment:

The payment for your stall is 15% (inclusive of VAT)of your gross takings. We rely on all traders’ honesty in declaring their correct gross takings.

In addition is the payment for electric of £54 (inclusive of VAT) per 16 Amp supply.

Please ensure we receive payment within 7 days following the festival.

Payment can be made directly into our bank account, by cash or cheque. Please email to confirm your payment.

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