Stallholder Booking Form Thank you for your interest in participating in the 2015 event at Southall Park, Boyd Avenue, UB1 3BT. This booking form can be used to reserve your pitch at the site for Sunday 7 th June 2015. Please complete the form in full, sign and return in the post or by email, ensuring you have read and understood your obligations as a stallholder. Alternatively, please complete the form online at www.southall-mela.org.uk. reserves the right to refuse any bookings for stalls without stating reason. PLEASE DO NOT SEND ANY PAYMENT UNTIL YOUR BOOKING HAS BEEN APPROVED. Section One: Contact Details Name of your organisation: Name of contact: Address of contact: Telephone number: Mobile number: Email address: Brief description of your trade / stall If your stall is made up of a vehicle please give the dimensions of the vehicle and trailer.
Section Two: Stall prices Please tick the appropriate box below. Final payments from all stallholders must be received by 5pm Friday 15 th May 2015. A 25% late payment fee will apply after this date. No bookings will be accepted after Friday 22 nd May 2015. Category 1 2 3 4 5 Information Description only stalls Low value Catering Low Risk No selling, non food Vans / Food Stalls non items Trailers commercial Examples 2.5m x 2m pitch outdoor 2.5m x 2m pitch inside marquee Charity, Faith Group, Community Group / Club Hair / body art, crafts and goods, homeware, health therapies Low risk foods eg smoothies / juices, community food stalls eg cakes / sweets / soft drinks Ice Cream Van, Burger Van, Hot Doughnut Trailer, commercial caterers All other commercial stalls Commercial organisations signing up new customers or selling products not in other categories 30 35 40 Please ask 200 40 45 50 N/A 280 Folding table 10 each. Folding chair 3 each. Power supply 32amp single phase 100. Multiple pitches may be booked to create larger area subject to availability. External traders stalls and stall holder insurance can be provided at additional cost.
Section Three: Stallholder Confirmation of Qualification & Insurance Public Liability Insurance: s Public Liability Insurance does not cover activities that are not run by Southall Mela. Any organisation booking a stall must take responsibility for their insurance and must produce evidence to before the event that adequate Public Liability Insurance will be in place for the day covering any proposed activity. A copy of your valid Public Liability Insurance Certificate must be sent with the booking form. Bookings will be confirmed via email. If you do not have your own insurance, please discuss with the Stalls Manager. Food Stalls: What types of food will you be supplying? Mobile food businesses must be registered with the local authority where the vehicle is located. What is the name and phone number for the Council that has registered your food business? When did they last inspect you? Food handlers must be trained appropriately for their duties. Please ensure any training certificates for the staff on duty are available for inspection on the day. Health and Safety: All stallholders must run their operation safely and part of this is to write down an assessment of all the significant risks and show how these are controlled. See www.hse.gov.uk/risk for details and a template you could use. You do NOT need to write down common sense day-to-day living issues eg using stairs, crossing the road etc, but should describe issues that would cause significant problems if ignored, like maintenance and inspection of climbing harnesses. Please tick the appropriate box below. q There are no significant hazards with my stall. q There are some hazards but these will be controlled. I will provide a copy of my Risk Assessment by 5pm on Friday 15 th May 2015. (This is to enable Health and Safety Officers to check your controls and phone you to discuss if needed). Please Note: Stallholders are responsible for learning about and complying with all relevant food safety, health & safety and trading standards legislation. Failure to comply on the day may result in the stall being closed down or prosecuted. Guidance is available from www.food.gov.uk www.hse.gov.uk, www.tradingstandards.gov.uk or your local offices.
Section Four: Stallholder Conditions & Requirements Your Stall: Your pitch will be marked out with your designated pitch number. Please note tables and chairs are only provided if booked on this form in advance. Please note that these tables will not be dressed and will not come with any covers. will not provide shades or gazebos unless agreed in writing in advance. You may bring your own gazebos/covers but they must be fixed safely and securely and in accordance with health and safety legislation and fit within your designated pitch. Please note you are not permitted to bring your own generator on site. If you wish to have power at your stall then we can provide a power supply up to 32 amp, single phase for 100. If you require a larger power supply than this then please do contact us. Please note if you have catering vehicles they need to be pre-approved and fit in the space booked. No vehicles are allowed on site during the event (except approved vehicles). If your approved vehicle or gazebo is larger than the stall booked you will be asked to pay extra on the day or refused entry with no refund. General Trading Guidelines: Your application must describe the goods / services that you are going to offer. You must not offer second-hand electrical or toiletry goods or counterfeit goods. No amplified music is allowed on the stall. Stalls offering face painting or henna must display the ingredients of the products being used to ensure attendees do not have a bad skin reaction. Stalls offering therapy or cosmetic services must provide copies of their qualifications. Qualifications must be available upon request at the stall when offering services involving massaging or touching skin or hair of attendees. A consent form must be signed by a parent or guardian for minor s younger than 18 years of age. If the stall does not comply with these standards they will either not be admitted to the event or asked to leave. No refund will be made of the stall booking fees. Any alteration to stall location before or on the day of the event remains at the discretion of the organisers. Set Up Time: Stallholder vehicles will be able to enter the festival grounds from 9am. All vehicles with the exception of those that have been approved (e.g. emergency services, ice cream vans, trailers) will need to be off site by 11.30am. No vehicles will be given access to the grounds after 11am. All vehicles must drive at a maximum speed of 5mph with hazard lights on at all times. Only pre-booked vehicles may remain on site during the event. Please return your pitch area in the condition you found it. Retrospective additional charge may be made for waste removal. Leaving Time: Event Stewards will advise you when it is safe to bring vehicles on site for leaving following the conclusion of the event. This will be no earlier than 9.45pm. No vehicles will be allowed on site before the stated leaving time. All vehicles must drive at a maximum speed of 5mph with hazard lights on at all times. The site must be cleared by 11.00pm. First Aid:
A first aid box containing bandages and washable plasters must be kept at the stall. Electrical Equipment (where applicable): All electrical equipment must display current PAT testing compliance certification. Cables You must use the appropriate cables and sockets. Cables must not create a trip hazard. The electrical installation must be protected by a residual current device (RCD). You should provide your own up-to-date dry powder fire extinguisher and a fire blanket. Food Certificates: Please ensure you have available the appropriate food and hygiene certificates for all the staff working on the day as there will be checks for those selling any kind of food. Sustainability is a ZERO Waste event. We aspire for to be an environmentally friendly, zero waste event in every way. Please assist us in this aim by: o Limiting the packaging on your goods. o o Limiting the flyers and brochures handed out by your stall. Ensuring any packaging and waste generated by your goods is recycled and/or recyclable. All stall holders are requested to attempt to avoid using plastic/polystyrene packaging/food containers. Please use paper or another suitable recyclable material if possible. Waste: You are responsible for managing all the waste in your stall. All waste must be recycled or placed in refuse bags and taken away. There are general refuse bins in Southall Park. Black sacks will be available on the day for stalls limited to a maximum of 3 per stall. These should be used to collect recycling waste, residual waste and organic waste, and disposed of appropriately. You are responsible for recycling all waste from your stall. Please leave your area in the condition it was on arrival. Costs for additional waste clearance or for repair of any damage to the grounds will be charged to the stallholder. Stall Allocation: Stalls will be allocated on arrival on the day of the event. Any alteration to stall location before or on the day of the event remains at the discretion of the organisers. Further Information: For enquiries about stalls please contact Mrs Samreen Waseem, Stalls Manager on 0843 886 1950, 07427 636272 or email admin@southall-mela.org.uk
Section Five: Payment Stall/Organisation Name: Stallholder Name: Description of Trade / Stall: Quantity Rate Total Outdoor pitch Indoor pitch Bespoke size pitch as agreed in writing Folding table Folding chair Cost for power supply up to 32 amp, single phase Any other agreed items (describe here) Grand Total: Declaration: I agree to abide by the Health and Safety Rules and Regulations of. (Copies of these rules are available on request). I enclose the following document(s) which covers my stall for the date of (Sunday 7 th June 2015). q Public Liability Insurance (All Stall Holders) q Risk Assessment (where applicable) q Food Hygiene Certificates (for all staff handling unpackaged food) Signature: Full Name (please print): Date: A signed copy of this booking form will need to be returned to by post or email. Once approved, you will be sent a contract and invoice. Please do not send payment now. Please post your application form to: Stalls 165 Beaconsfield Road Southall, Middlesex UB1 1DA, UK