Zimfest Live Innovation House 39 Mark Rd, Hemel Hempstead HP2 7DNT : 07916 135852 E : events@zimfestlive.com www.zimfestlive.com Stall Application Form ZimFest Live 2018 Welcome to ZimFest Live 2018. Please read the enclosed terms and conditions. A stall pitch will be allocated to you on your arrival. Please complete and return this form with the correct booking fee. Confirmation and spaces will be awarded on a first come, first served basis once eligibility has been confirmed. No booking will be accepted without a non-refundable deposit. Deposit Required Standard Stall Food Stall - 60 + VAT 110 + VAT We only accept BACS payments, and these should be made to: ZimFest Live Santander Bank SC 09-01-29 AC 14902431 Personal Details Name: Company Name: Telephone Number: Address: Post Code: Email address: Website: Social Page: Stall Pitch Pricing Please indicate what type of pitch you require. Multiples of pitches will be charged at 110.00 or 250.00 Standard Stall Pitch: Food Stall Pitch: 110.00 + VAT per pitch (3m x 3m) (limited) 250.00 + VAT per pitch (3m x 3m) (limited)
Registered Authority: (Food Stalls Only): Star Rating for Food Unit: 1. If you are providing catering for ZimFest Live 2018 are you registered with NCASS? Yes No 2. Do you wish to hire a 3m x 3m gazebo style stall from ZimFest Live 2018? Yes No If bringing your own stall, please give the full dimensions of your stall below to include all signage. (This is for site allocation purposes so please be accurate in the information given). 3. Food Traders are requested to use gas as their chosen power supply where possible. Will you be using: Gas (if using Gas, you will need to provide relevant Gas safety certificates) Electric (If using Electric, PAT test certificates will be requested & you need your own extension cables for hook up to power) I confirm that I will be bring my own extension cables for the electric supply 4. What are your power requirements? 5. What will you be selling? Please provide full details including any pricing information. *If you use more power than that stated here you will be asked to pay an additional fee. 6. How many staff will you be bringing? Please provide all names of staff below. *If staff are not listed here, they will not be issued with a free wristband on arrival
7. Vehicle registration number for car park pass ** Please be aware that each stall will be given 1 complimentary car parking pass only. 8. Please provide details if any of other markets or festivals you have traded. Please read and sign the accompanying terms and conditions. The following documents will be required where applicable; Local Authority Registration & Star Rating (caterers only) Public, Product and Employers Liability Health and Safety Policy Statement Electrical Installation Periodic Inspection Report (minimum 5 yearly inspection) PAT Certificate (if using electrical items) Gas Certificate (for caterers using own gas supply) HACCP Food Safety Plan (caterers only) Risk Assessment (caterers) - this also covers Fire Risk Assessment & Health & Safety Policy. This can be obtained from NCASS by caterers if you do not already have one. Event Safety Briefing Record Level 2 Food Hygiene Certificate (caterers only) Trade References If you have any queries, or need help regarding the requested paperwork and certification listed above, please contact NCASS on 0121 603 2524 or info@ncass.org.uk www.ncass.org.uk Please provide all copies of the above over email to events@zimfestlive.com If you have any questions, please contact Lucy Darby on 07916 135852. We look forward to speaking with you again soon.
General ZimFest Live Saturday 11 August 2018 Terms and Conditions ZimFest Live is an outdoor arts festival; our first priority is the setting and wellbeing for our performers and audience. The operation of a market stalls must not interfere in any way with any performance. You can access the site to set up from 7AM on Saturday 11th August, if access is required prior to this please let us know. Event opening times are scheduled as follows: 12PM 10:30PM All stalls must be staffed and operational between 12PM and 8PM, stalls must not open late or close before these times without express permission of the Stalls Manager Stall location is allocated in advance by the Stalls Manager. The Festival Organisers reserve the right to reallocate stalls if necessary for operational reasons. You are not permitted to have any animals on your stall You are expected to manage queues to your own stall and ensure they do not endanger crowd safety. It is essential the Stalls Manager is fully aware of your electrical requirements prior to the event. If accepted, a confirmation form will be sent by 8th June 2018 Tickets & Permits Vehicles You will be given 2 free tickets per Standard Stall and up to 4 tickets for a Food Stall in the form of wristbands. These will be given out on the day. All stall pitches will be allocated a designated area to park one vehicle. The area of your stall pitch will be allocated to you on your arrival. We are required to ask you to provide the vehicle registration number of the vehicle you intend to bring. No vehicle movement will be allowed on the course during the event 10am and 10:30pm. All vehicles must adhere to traffic regulations and to the traffic movement set by ZimFest Live All vehicles must not exceed the 5mile per hour speed limit whilst at Kempton Park Setting up time is from 7.00am. Trading will cease at 9.30pm and all equipment must vacate by Sunday 11am Glass Theft Glass containers will not be permitted on site and should not be brought onto the park Insurance ZimFest Live cannot and will not accept responsibility for any item/s that may be lost or stolen from your stall. Please do not leave goods and valuables unattended at any time throughout the day. All stallholders must provide proof of Employers and Public Liability Insurance to a minimum of 2 million (general stalls) or 5 million (food and drink stallholders) Stallholders are also responsible for ensuring contractors delivering to or working at their stall are suitably insured. All products and equipment that are brought onto site are done so at the owner s risk and must be suitably insured (e.g. Loss, Damage, Fire and Theft). The event cannot accept responsibility for any loss or damage that may occur during the event.
Designated Pitch Area Every stall pitch allocated is approximately 3m x 3m. Standard stallholders will be provided with a Gazebo, a table and chairs. Food traders must provide their own covering and anything else required for their day s trading. All items must remain within your allocated area. All coverings must be fireproof. Health & Safety Stallholders are responsible for the cleanliness surrounding their stall and for the tidying up and disposing of their own rubbish materials. ZimFest Live will provide black wheeled bins (these will be dotted around the stalls area. ZimFest Live does not permit the selling of Silly String in any form as well as any other such substance which is deemed unsafe and harmful to people and pets in attendance as well as the environment at large Bins are not provided for the discarding of any of your surplus goods. LPG bottles, whether full or empty, should not be stored adjacent to marquees, cooking appliances, or in areas designated for the public. Caterers will be responsible for removing their empty bottles away from their stalls and full bottles that are not in use will be stored in a secure place away from the trading and public areas provided by the Festival. On departure do not leave any LPG bottled on Site. Each concessionaire must bring suitable fire extinguisher/s, if cooking over open fire Each concessionaire must have hand washing facilities Each concessionaire must have a probe for temperature checks Stacking different types of raw and cooked meat will not be permitted Raw food stored in the back of a van during the day must refrigerated Each concessionaire must comply with HACCP Food and Alcohol Because of the strict regulations governing food health and safety and food hygiene, no stallholder may sell food (hot or cold), without permission from the ZimFest Live. You must also comply with the Food Hygiene Act 1995 and the Food Safety Act 1990. No alcohol for the use of sale or for giveaway is permitted on any stall during the festival No alcohol will be allowed any onsite. All vehicles are subject to a security search. Any alcohol found will be confiscated. Any trader found with unauthorised alcohol on site will be asked to leave the park immediately. Refunds If after paying for your stall pitch you are unable to attend, please inform ZimFest Live at least two weeks prior to the event, Friday 27 July 2018. You will receive a refund less booking fee. Any stallholder not attending on the day will not qualify for a refund. All unsuccessful applicants will be refunded in full. No refunds will be given if the event is cancelled due to adverse weather conditions/acts of God or any other circumstances out with the control of Zimfest Live. Stall Pitches Water Stall Pitches must be paid for in full before Monday 2nd July. If payment in full has not been received by the required date, your booking may be deemed, null and void. If you are purchasing your stall pitch after the above date - Monday 2nd July, payment will be required to be paid in full when submitting this form. Water is available from a shared standpipe. You will need to provide clean and safe water containers and conform to the Local Authority regulations. Waste water must be collected into appropriate containers & removed to official waste disposal points Stall Pitch Form Agreement Please make sure you have read and understood the terms & conditions on this form in full and agree to its terms and deadlines before signing. Name: Date: Signature: We hope you will have a great day at the festival. ZimFest Live reserves the right to refuse any application, and return the deposit if the application does not meet criteria. Zimfest Live also reserves the right to refuse trading at any point during the festival if terms are not met.