VegfestUK Trade / London 2017
October 20th 2017 and / or October 21st 22nd 2017 at Olympia London (W14 8UX)
Exhibitor Checklist and Declaration
Name of stall: ______
Name of stall contact: ______
Contact phone number: ______
Contact email address: ______
You are required to complete the following forms, scan them and return them by email (preferably in one email) to by the end of June 2017 at the latest:
- A signed copy of this checklist and declaration
- Copies of your Public Liability Insurance, and Employers Liability Insurance (if applicable)
- A copy of the Food Safety Questionnaire (if you are selling or sampling food and drink of any description)
- A copy of your food hygiene certificate
- A copy of your Risk Assessment
- A copy of your Method Statement on Health and Safety
- either a copy of your certificate of registration with your local council (if registered with local council), or a copy of your method statement on food hygiene (if not yet registered with local council)
You must return these forms to us before you are allowed to set up and exhibit at the event.
Health and Safety Documents
●I will have any relevant health and safety documents (Food Handling etc) ready for inspection by the appropriate authorities if requested. I have scanned and returned by email my food and safety questionnaire to the VegfestUK office (if handling food and drink in any form, including sampling).
●I will ensure that all current health and safety legislation is adhered to by myself and my staff whilst exhibiting at VegfestUK, especially in relation to food hygiene.
●I understand and agree that if I am not fully compliant with all current legislation and I am not in possession of all relevant health and safety documents, then I may not be allowed to exhibit at this event.
Insurance & Legal Documents
●I have insurance for my stall and have my insurance documents available and ready for inspection if requested. I have scanned and returned by email my insurance to the VegfestUK office.
●I have any other legal documents I may require to operate within the law, ready for inspection by the appropriate authorities if requested.
Setup
●I understand that I must set up in time for this event in compliance with all current health and safety legislation, and I understand that if I am late for setup for this event, I may be refused entry, and that no refunds may be possible in these circumstances.
●Children under 16 are not allowed to be present in the venue during setup and breakdown.
Deliveries and pickup of stock
●I understand that the show organisers are not responsible for deliveries and removals of stock for stallholders, and that I must take responsibility for my stock on site. I understand also that I must let the organisers know in advance should I wish to deliver items to site before setup commences on the Friday.
●If I want pallets delivered or removed, I must make sure that my courriers arrive on site equipped with suitable equipment to be on site, e.g. trolley-jacks, forklifts etc.
●In case of loss, damage or theft to my stock, it is ultimately my responsibility.
Breakdown
●I understand that the show closes at 6pm on Friday, 6pm on Saturday, and 5pm on the Sunday, and I must not begin breakdown until after the show is closed.
Car Parking
●I understand that if I wish to use the on-site parking facilities, I MUST book in advance on the booking form provided on the event website.
Vegan Ingredients Policy
●I have checked thoroughly all ingredients on my stall and they are all 100% vegan. I have no animal products on my stall (includes dairy, eggs, fish, meat, beeswax, honey, beeswax, wool, leather, silk or any other animal product).
●I understand that if I have any animal products on my stall, the organisers can request that they be removed immediately, and I agree to comply by this condition.
●I understand the importance of myself and my staff not to wear animal products on the day, especially leather jackets and shoes, woollen sweaters and scarves, and silk.
Marketing material
●None of my marketing material available on the day contains or promotes any animal products, and all my marketing material is suitable for children and does not contain any graphic images of cruelty to animals.
Alcohol Policy
●I am not selling or sampling products that contain alcohol (unless by prior arrangement with the organisers made in writing).
Electrical Equipment (if applicable)
●All my electrical equipment is PAT tested.
●I have ordered power and lighting with the electrical contractors Moyne Exhibitions Ltd.
I agree not to overload the power points and to only use appliances that I have indicated to the electrical contractors.
Naked flames and gas bottles
I agree that any naked flames and/or gas bottles are strictly forbidden at this event.
Security before, during and after the show, and overnight
●I understand that I am solely responsible for my stall before, during and after the show and I understand that the organisers cannot be held responsible for any damage or theft to my stall, stock or any other property that is on my stall.
●I am not leaving valuables (money, electrical equipment etc) on my stall overnight.
●I am not leaving my stall unattended at any time whilst the event is open to the public.
Behaviour
I am responsible for the behaviour of my staff at all times and understand that any aggressive or abusive behaviour towards the public, VegfestUK team members, other stallholders, guests, venue staff or security may result in removal from the site.
Charity Collections and Leafleting (if applicable)
I understand and accept that, unless I have obtained permission from the organisers prior to the show, charity collections can only be made from my stall and that Charity collections cannot be made in other parts of the venue or directly outside the venue, and I have the correct license in place to do so from my stall.
I also understand that prior permission from the organisers is also necessary if I wish to give out leaflets in other parts of the venue than my own stall during the show.
Rubbish
I agree to undertake to remove all rubbish from my stall at the end of the event.
Respect for our venue hosts
I undertake to treat all staff working at the venue with respect, and will ensure that all my staff do the same. I also undertake to abide by the rules and regulations of the venue, and will be responsible for any damage incurred to any fittings at the venue.
Name: ______
Signature: ______
Date: ______