NEWTOWN FESTIVAL OF FOOD, DRINK AND MUSIC

Saturday 5th and Sunday 6th September 2015,

Town Centre and Park, Newtown, Powys

EXHIBITOR BOOKING FORM

Voluntary and Community Groups

Group/ Organisation Name
Address including Postcode
Contact Name
Telephone No.
Mobile No.
Email
Website / www.
Brief descriptions of what your group does and what you will be doing and promoting on your stall
(this information is required before your booking can be confirmed)
Please note free stand space is offered to voluntary and community sector groups for the promotion of their organisation and services. As stand space is being offered free of charge, the direct sales of goods for profit should not form the major part of your reason for attending. If you intend to sell goods from your stall please discuss this with the organisers at the time of booking – it may be that an exhibitor fee of £40 is required.
For further discussion, please contact:
(Zak Howard – )
TYPE OF STALL (Please tick boxes) / SPACE / Saturday / Sunday
Outside Pitch
(exhibitor’s own trailer/ canopy) / 3.5m x 3.5m
Indoor space
(inside marquee or covered area) / 3.0m x 2.5m
Additional Items / Quantity / Saturday / Sunday
13 amp electrical socket
1.8m trestle table
(please bring your own tables if possible)
ALL ELECTICAL ITEMS YOU WISH TO USE ON YOUR STAND MUST BE LISTED BELOW
Item / Wattage
ADDITIONAL INFORMATION REQUIRED
Name of Local Environmental health Authority your business is registered with (if applicable)
Name of public and product liability insurer
Policy Number
Please attach a copy of your policy
Are you interested in running an event, activity, workshop or demonstration?
/ Yes / No
If yes, please give more details below
I have read and agree to the General Terms and Conditions of Booking for the 2015 Newtown Festival of Food and Drink
Signed / Position
Name in Print / Date
RETURN OF BOOKING FORM
Please return your completed form to:
Zak Howard
Newtown Town Council
The Cross
Broad Street
Newtown
Powys
SY16 2BB
or

NEWTOWN FESTIVAL OF FOOD AND DRINK

GENERAL TERMS AND CONDITIONS OF BOOKING 2015

2015 FESTIVAL RULES AND CONDITIONS

In signing for and purchasing exhibitor space at the festival, the exhibitor agrees to abide by the Festival rules and conditions. The Festival is being organised by Newtown Town Council working in partnership with Mid Wales Food and Land Trust, subsequently referred to in these terms and Conditions as the Event Organisers

EXHIBITOR APPLICATIONS

Applications for exhibitor bookings will be taken for the festival from Wales and the bordering counties of England. Priority will be given based upon the following criteria:

·  Early booking with full payment

·  Independent producers from within 50 miles radius of Newtown

·  Independent producers from the rest of Wales and the border counties with a product not locally available or with some differentiation from local produce

All applications for bookings will be considered by the Event Organisers, whose decision is final. All applications for bookings must be accompanied by full payment by cheque or BACS. Exhibitor bookings received after 10th July 2015 will not be guaranteed a listing in the printed festival programme. We regret refunds cannot be given for bookings cancelled by exhibitors.

ALLOCATION OF EXHIBITOR SPACE

The Event Organisers will allocate exhibitor space in a number of locations and we regret that exhibitors are not able to specify the exact location of their stand. Vendors of ready-to-eat ‘street’ foods will be located in the park close to the music and general entertainment areas. The Event Organisers reserve the right to change the site plan at their discretion. The Event Organisers will do their best to provide a wide variety and diversity of stalls, but cannot guarantee number of stalls per type or restriction of other stalls selling similar secondary products. Exhibitor use of radio microphones, amplification devices and music devices are strictly prohibited unless prior written consent is given.

HOURS OF TRADING

The festival stalls will be open to the public 9.00am until 5.00pm on the Saturday and 11.00am until 4.00pm on the Sunday. It is essential that all traders arrive in good time to be fully operational by the defined opening hours and no stall can be taken down before the end of trading. Vehicular access restrictions will be in place during trading hours.

SUB LETTING

The sub-letting of all or part of a stall by an exhibitor is not allowed unless authorised in writing by the Event Organisers prior to the festival.

DESCRIPTION OF GOODS

The returned application form must include an accurate description of goods to be sold and products not fitting the description may be excluded from sale. All goods sold at the festival must comply with current environmental health and trading standards legislation and any specific trading licences (such as Licences for Alcohol Sales) must be available for inspection at all times during the festival.

HEALTH AND SAFETY

All exhibitors must have valid public, product and employee liability insurance appropriate to the scale and nature of their business. Cover up to £2m is recommended. It is the responsibility of all exhibitors to ensure that food and drink sold is safe and handles in accordance with good food hygiene practices. Powys County Council’s Environmental Health team will be issued with a list of producers attending the festival. They may contact you or your local environmental health office to confirm that you are following appropriate health and safety and food hygiene standards for high-risk products. Exhibitors are responsible for providing their own chilled cabinets, freezers, hobs, cleaning products and equipment, and for ensuring the suitability and safety for purpose of their goods and displays.

ELECTRICAL EQUIPMENT

All electrical equipment must be less than one year old (proof of purchase required) or have a current PAT certificate. This PAT certificate must be available for inspection by the Event Organiser’s electrician at the festival. Please note that non-PAT tested equipment cannot be used. PAT testing will be available on site at a cost of £15 per item.

USE OF BOTTLED GAS

The use of bottled gas is not allowed unless you have already agreed this prior to the festival (for health and safety planning purposes). It is your responsibility to ensure the safety of your equipment and safe storage on site to prevent tampering. All gas equipment in catering units must have current safety certification. Safety precautions regarding storage of bottled gas must be followed. Gas bottles must not be left on site overnight.

FIRE SAFETY

Exhibitors are responsible for the provision of suitable and proportionate fire safety equipment on their stalls.

WASTE MANAGEMENT

Please note that this is a ‘Zero Waste’ festival. All packaging used by exhibitors must be reusable and / or recyclable. This includes disposable packaging for ready-to-eat/ drink ‘street’ food and drink. All exhibitors MUST take their own waste home with them at the end of trading.

SECURITY

The Event Organisers will not be responsible in any way for the loss or damage to the exhibitor’s property whilst on site.

EVENT CANCELLATION

The Event Organisers reserve the right to cancel the event if extreme weather conditions persist or if any unforeseen circumstances arise so that proceeding with the event would not be safe or appropriate. In these circumstances, exhibitors’ stall fees will be refunded.