NE Markets
TRADER INFORMATION
Gateshead Christmas Village
@ Gateshead International Stadium
Friday 24th – Sunday 26th November 2017
Contents
1) On arrival
2) Trading times
3) Entry/Exit
4) Accreditation/Passes
5) Vehicle Drivers
6) Vehicles on site
7) Security
8) Insurance
9) Fire Procedure
10) Disabled
11) Litter
12) Staffing your stall/area
Appendix 1 – Site Plan
1. ON ARRIVAL
On arrival please report to Village stewards to be given directions to your area of trading. For any issues call Dawn Hodgkins (mobile 07919412915) or Margaret Dunne (mobile 07885562745.
The site telephone numbers from 7:30am on Thursday. 23 November are as above and we will have limited access to e-mail enquiries
2. Trading Times
Trading times:
Friday 24th 12pm to 8pm
Saturday 25th 10am to 6pm
Sunday 26th 10am to 5pm
3. ADDRESS - ENTRY/EXIT
The address for the venue is: Gateshead international Stadium, Neilson Road, Gateshead, NE10 0EF
Directions:
Travelling North on the A189
Gateshead International Stadium is signposted from major roads in the area.
A1 (from the North)
Follow the A1 Southbound until the turn off for the A184 (Gateshead Town Centre). Keep following the A184 until you come to the Stadium on the left.
A1 (from the South)
Follow the A1 Northbound, turn off the A167 (Gateshead South). Pass the Angel of the North on your left. Follow road to the centre of Gateshead, take the slip road underneath the flyover. Go straight over the roundabout and then turn right onto the A184 at the next roundabout. Follow the A184 until you come to the stadium on the left.
A69 (from the West)
Follow the A69 until you meet the A1. From there follow directions as from the A1 North.
A19 (from the East)
Follow the A19 until you reach the Whitemare Pool roundabout. Turn right onto the A184 (Gateshead). Continue onto the A184 over the Heworth roundabout and the Stadium is on the right.
4. ACCREDITATION/PASSES
All exhibitors/performers must identify themselves with this document. You will already have been requested to provide details of your Vehicle registration number to us. If there are any late changes in this information before the event, you will need to inform us.
We are requesting traders to set up on Thursday 23rd November and will cover the arrangements in the email. Entry will restricted to traders until all infrastructure is in place. Please be patient and courteous to fellow traders and follow directions given by Event staff and Stewards
Trader Parking
We have secured a dedicated Trader Parking area to meet Gateshead Council requirements and to ensure that the optimum number of customers are able to park within the confines of the Stadium. Please note that all traders MUST use this car park which will be locked during trading hours but arrangements will be made to give access if needed.
The car park is on St James Road, with the entrance opposite Foster Drive (see map below). St James Road is accessed from Park Rd at the McDonalds Junction.
IF any trader requires Disabled Parking, please let us have details of your Blue Badge and we will ensure that you will have an appropriate space secured within the Stadium Car Park.
Marquee Traders
It is hoped that traders will be able to park close to their area of trading to unload on the Thursday. Those traders planning to arrive on the Friday may only be permitted to offload equipment at a side gate but we will try to allow access. All vehicles must be moved to the Trader car park no later than 60 minutes before the start of trading
If your stock is heavy and you have a wheeled trailer, we advise you to bring it with you.
If you have selected an arrival slot, you need to make all reasonable efforts to stick to the timetable.
Please note that you will be confined to trading within the confines agreed and the space rented by you. Extra tables and fittings are not allowed unless agreed and approved by the Organisers (North East Markets).
If you have requested and paid for an electrical socket this will be available but we cannot deal with extra requests on the day.
Gateshead Christmas Village – additional Terms and Conditions
We are legally obliged to ensure that all traders, caterers and contractors have appropriate insurance cover in place.
We therefore need you all to confirm and provide at the event the following documentation
- Public Liability Insurance with a minimum level of cover of £5m
· The policy must show your company/product name and cover the activities you will be engaging in at this event
· The cover must be maintained in force for the duration of the event
· Please check any exclusions in the cover
· Alternatively you can provide a Letter of Indemnity completed and signed by your Insurance Broker giving full details of your cover
- You will also need to take care not to damage the surface of the track and provide a waterproof floor covering when trading in the outside marquees
- Traders also need to ensure that spillages etc are dealt with as soon as possible and reported to the Event Stewards if you need assistance. Appropriate floor covering can be used if you feel there is a high likelihood of spillages and/or drips
North East Markets have to provide the same level of information and take all appropriate precautions to minimise the possibility of damages. We will all be benefitting from the support and assistance of the Stadium Management Team, who are the experts at this venue.
We are confident that everyone will comply with instructions and provide the information requested. It is in all our interests to ensure that nobody is under or inappropriately insured in the event of any accidents or damage occurring.
If you have any queries at all about this communication or uncertain about your cover, please don’t hesitate to contact us on or by ringing Margaret on 07885562745
5. VEHICLE DRIVERS
§ Please take extreme care when driving on the site.
§ Keep your speed to a minimum.
§ Vehicle movement stops 60 minutes before the start of trading each day
§ Please follow instructions given by the Site Managers and Event staff
6. VEHICLES ON SITE
There will be no vehicles in the public area during the event other than those already approved by the organisers - EMERGENCY VEHICLES, CATERING VEHICLES, PERFORMING VEHICLES, and other vehicles where absolutely necessary and approved.
7. SECURITY
The site is within Gateshead International Stadium grounds and we will have security through the night, however traders leave goods at their own risk. At all times, please do not leave valuables unattended.
8. INSURANCE AND LICENSES
ALL participants must carry public liability insurance with a minimum level of cover of £5m and be insured for theft, damage and third party risks. You must ensure that you have the appropriate level of cover and bring your policy schedule to the event or be able to access it from your phone or table
Please also note that we operate a Challenge 25 policy regarding the sale of alcohol and any trader selling alcohol or alcoholic goods must adhere to this policy. We have a premises license in place so please DO NOT apply for your own.
Gateshead Council have asked us to stress the importance of ensuring that traders do not deal with counterfeit and/or stolen goods and may visit to ensure compliance and to confirm that all stallholders are bona fide traders with insurance and risk assessments.”
For 2017, we are requesting closely monitor their area for suspicious packages and alert Village staff asap.
9. FIRE PROCEDURE
If a fire breaks out the Site Manager must be notified immediately.
10. DISABLED
The site is a flat area and wheelchair users should have no difficulty. Toilets for the disabled are available both inside and outside of the Stadium
11. LITTER
Litter bags will be provided BUT Traders are responsible for keeping their own area tidy and for the removal of rubbish at the end of trading.
12. STAFFING YOUR AREA
Ensure that your stall area is staffed and ready to trade by 30 minutes prior to commencement of trading at the latest. This helps to eliminate security problems. Also ensure that your area is staffed until the public are clear of the site at the end of the day.
If you have any unanswered questions, please contact us on 07885562745
THANK YOU
Running Order
Thursday 23rd November 2017
09.00 hrs / Large Marquee Trader set up
18.00 hrs / Large Marquee Traders set up close
18.00 hrs / Marquee Bay Trader set up
21.00 hrs / Marquee Bay trader set up close
Friday 24th November 2017
11.00 hrs / Vehicle movement stops
12.00 hrs / Doors open
12.00 hrs / Trading begins
20.00 hrs / Event close
Once site cleared of public / Vehicle movement allowed once approved by Site Supervisor AND NOT BEFORE
TIME / ACTIVITY
Saturday 25th November 2017
09.00 hrs / Vehicle movement stops
10.00 hrs / Doors open
10.00 hrs / Trading begins
18.00 hrs / Event close
Once site cleared of public / Vehicle movement allowed once approved by Site Supervisor AND NOT BEFORE
TIME / ACTIVITY
Sunday 26th November 2017
09.00 hrs / Vehicle movement stops
10.00 hrs / Doors open
10.00 hrs / Trading begins
17.00 hrs / Event close
Once site cleared of public / Vehicle movement allowed once approved by Site Supervisor AND NOT BEFORE