Guidelines and Application for Commercial Concessions, Africa Day 2014

Africa Day is celebrated around the world every year on 25thMay. Its aim is to celebrate African diversity and success and to highlight the cultural and economic potential that exists on the African continent. Irish Aid at the Department of Foreign Affairs and Trade is organising a programme of events to mark this special occasion. A flagship Africa Day family event will take place at Farmleigh in the Phoenix Park on Sunday, 25th May 2014.

The event will be free to members of the public, and is aimed at increasing the public’s understanding of Ireland’s development programme in Africa, as well as broadening public understanding of African culture.

While the event is not-for-profit, a limited number of commercial concessions will be facilitated to meet public requirements for certain goods and services. Decisions on the participation of commercial concessions will be made by the principal organisers based on the information supplied in this application form.

A. PARTICIPATION GUIDELINES

  • Commercial traders wishing to take part must be available on Sunday 25th Maybetween the hours of 8 am and 8 pm. This allows time to set up and take down before and after the actual event.
  • We are looking for food and retail units that will complement the event and add to the overall colour and atmosphere of the day.
  • Food traders must supply a presentable unit to trade out of. If using a gazebo/ marquee it must be presented with a Fire Retardency Certificate.
  • Food traderstrading from a marquee / gazebo must ensure the unit has flooring.
  • Food traders MUST have correct fire extinguishers for your particular trading purpose (see note at the end of this application form).
  • Power will be supplied by the event but must be paid for by the trader. All sockets and plug tops must of the outdoor type and water proof.Power comes in a 16amp or 32 amp supply and not a domestic 13 amp.PAT Certification is required for all portable electrical equipment that is over 12 months old respectively and is required by law.
  • Food traders must supply a copy of your up to date Insurance Certificate, with cover for outdoor trading in the Republic of Ireland, Public Liability & Employer’s Liability (where relevant).
  • You must also supply your Irish Vat or PPS Number.
  • Food Traders must supply us with EHO registration details & a copy of their registration letter from the HSE – if you do not usually trade as a food trader in an outdoors environment, you will need to notify the EHO and get clearance to sell food before applying to trade at Africa Day.
  • If you are intending to cook using gas, you will need to factor in an onsite gas certification charge of €75 plus VAT.You must alsocomply with the gas standards for trading in Ireland re. piping, cylinder storage, etc.(see note at the end of this application form).
  • All food trader employees must have basic Food Safety/ Handling training. The principle of the food unit must have HAACAP training.
  • Please note all packaging must be biodegradable and eco-friendly.
  • Food traders will be required to supply a menu and prices for all products intended for sale.
  • Traders must submit their plans for trading by Friday, 4th Aprilat 5pm, as there are only a limited number of trading opportunities.
  • On approval, concessions / traders are required to make payment in full in advance of their participation in the event.
  • Applications to trade should be submitted to: th the subject heading ‘Africa Day 2014: Food Concession Request’.

B. PARTICIPATION REQUEST

Please email with a menu, photo of your unit and some details about your productand we will send you on the application form link.

C. Costs

All commercial operators will be required to cover the costs of their participation in Africa Day, including pitch fee and services. As this is a not-for-profit event, any income generated will be invested into the event to enhance facilities and services for visitors.

Please note that we do not supply units, flooring, furniture etc.

ENDS

NOTE:LIST OF FIRE SAFETY REQUIREMENTS FOR CASUAL TRADING VENDORS

  1. Petrol generators are not to be used
  1. Catering units using gas-fired cooking equipment must be placed at least six metres apart from the next unit. Other units must be at least three metres apart.
  1. Liquidified Petroleum Gas (LPG) cylinders to be stored in secure steel cages and positioned in a safe location out of reach from the public and safe from impact
  1. Storage of LPG at each catering unit is not to exceed 75 kg
  1. Steel bins to be provided for the storage of refuse/rubbish
  1. Caterers to remove refuse on a regular basis to eliminate potential fire or other hazard
  1. A 4kg stored pressure dry powder extinguisher to be provided for catering units serving hot food.
  1. Catering units with deep fat fryers to have 2 No 4kg stored pressure dry powder extinguishers
  1. Larger catering units to be provided with an automatic fire suppression system, ie Ansul or equivalent
  1. Catering units to have a 180cm by 180cm fire blanket
  1. Catering units are not to be located in any position that impedes escape from any other building
  1. All escape routes from catering units to be kept unobstructed
  1. Caterers to follow any instruction or advice given by the Fire Officer or Casual Trading Inspector of Dublin City Council
  1. In the event of a fire raise the alarm and ask the public to stand away. If safe to do so, attack the fire using the nearest suitable fire-fighting equipment. If danger threatens, stand away from the fire.
  1. All staff to have a basic training in first aid fire-fighting techniques and the use of first aid fire-fighting equipment
  1. All staff to be provided with adequate information, instruction, training and supervision appropriate to their responsibilities , both for their own safety and that of others in the vicinity who may be affected by the hazards presented by LPG
  1. Smoking in or around the catering unit is prohibited
  1. Portable LPG heaters are prohibited
  1. Provide a suitable first aid kit
  1. No sleeping facilities to be provided in mobile catering units
  1. All fire safety equipment to be regularly serviced and maintained
  1. All generators and LPG equipment to be regularly serviced and maintained
  1. All cooking equipment to be maintained in good working order