GREENFORD & ACTON CARNIVAL 2014
Food Trader Application Form
ALL APPLICATIONS MUST BE RECEIVED BY
FRIDAY 28TH MARCH 2014
Complete all sections of this application form and send with all relevant documentation to:
Lauren Dettmar
Trader Manager
Festivals & Events Team
1st Floor SW Perceval House
14-16 Uxbridge Road
Ealing
W5 2HL
Or send scanned documents to lauren@theeventumbrella.com
Please note: Applications will not be valid without your signature.
If your application is successful we will contact you with an offer to trade that will include a price for
your concession based upon the information you have provided. A contract, an invoice and site
information will be sent to you following the success of your application. PLEASE DO NOT SEND
PAYMENT WITH YOUR APPLICATION FORM.
EVENT INFORMATION
Which event(s) would you like to apply to trade at?
Please Tick
Greenford Carnival, Saturday 28th June 2014, Ravenor Park, 12-7pm
Estimated Attendance: 5,000
Trading Times: 12-6.45pm
A fun family day out with a range of music and dance performances on the Main Stage and
the Acoustic Stage promoting local talent. Other features include interactive activities in the
Sports and Families Area, everything from Tug of War to Punch and Judy, as well as a
Funfair and large market area for food and non-food stalls.
Acton Carnival, Saturday 5th July 2014, Acton Park, 12-7pm
Estimated Attendance: 7,000
Trading Times: 12-6.45pm
A vibrant celebration of culture and community in Acton beginning with a Carnival
Procession through the main high street. The day also features music and dance on the
Main Stage, DJs and dominos at the Old Skool Tent, a Families Area with craft activities, a
Funfair as well as two market areas for food and non-food.
Both Carnivals
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TRADER INFORMATION
Trading Name:
Main Contact Name:
Address:
Postcode:
Contact Email Address:
Contact Telephone Number:
Name of Local Authority
Company Registered With:
Insurance Company:
Policy Number:
Insurance Expiry Date:
PITCH INFORMATION
ACTON CARNIVAL RATES
Food Business: £70 per meter of frontage
Burger Van: £500
Ice Cream Van: £600
Community Trader: £75 for 3mx3m pitch
GREENFORD CARNIVAL RATES
Food Business: £50 per meter of frontage
Burger Van: £500
Ice Cream Van: £600
Community Trader: £75 for 3mx3m pitch
*A Community Trader is defined as a local trader who only trades occasionally at community
events throughout the year. This does not include a trader who owns their own business or who
trades frequently at events throughout the year.
*Please note: A pitch is a marked out area, we do not provide tables, chairs or gazebos - you are
required to provide these items yourself.
STALL / UNIT DETAILS
Type of Trader (Business or Community):
Type of Cuisine:
Stall / Unit frontage in meters
(include all ropes, trailers, awnings etc):
Stall / Unit depth in meters:
Stall / Unit construction details
(e.g. trailer, gazebo, marquee):
Space required behind stall in meters:
Festivals & Events Team, 1st Floor SW Perceval House, London Borough of Ealing, 14-16 Uxbridge
Road, Ealing, London, W5 2HL. Tel: 0208 825 5386. Email: lauren@theeventumbrella.com
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ELECTRICITY REQUIREMENTS
Caterers are not permitted to use their own generators. Electricity can be provided by the event but
all electricity requirements must be booked and detailed in advance on the application. All
equipment must be PAT tested and electrical safety certificates forwarded with the application.
Caterers must provide all cables (at least 20m) and connectors necessary to connect them to a
generator.
Please Tick
16amp supply needed
Business: 1x16amp £25 + VAT. Community: 1x16amp £12.50 + VAT
(which is for the use of lighting and fridges/freezers only – up to 3KW)
32amp supply needed
Business: 1x32amp £45 + VAT. Community: 1x32amp £22.50 + VAT
(which is for the use of all cooking equipment – up to 6KW)
No electricity supply needed
Please detail all the electrical equipment you have and the wattage each item will use:
VEHICLE PASSES
Please list any vehicles you will be bringing and leaving on site as part of your pitch as well as
any delivery vehicles. Please note the number of vehicles permitted to stay on site is restricted.
No parking under the trees is allowed due to soil compaction. If you wish for a vehicle to remain
on site during the course of the event it must be detailed on your application form.
Vehicle 1 – Purpose (delivery, unit etc):
Registration number:
Vehicle type:
Vehicle 2 – Purpose (delivery, unit etc):
Registration number:
Vehicle type:
STAFF & VEHICLE PASSES
Numbers of Staff Passes Required:
Additional notes:
APPLICATION CHECKLIST
Please Tick
Please ensure the following documentation is sent with your application form.
Completed application form with signature
Copy of Public Liability Insurance Certificate (to the value of £5 million)
Full menu and price list of all items to be sold at the event
Current photograph of the units and layout plan
Copies of electrical and gas safety certificates
Copies of staff hygiene certificates
Copy of your risk assessment for operating at an outdoor event
Festivals & Events Team, 1st Floor SW Perceval House, London Borough of Ealing, 14-16 Uxbridge
Road, Ealing, London, W5 2HL. Tel: 0208 825 5386. Email: lauren@theeventumbrella.com
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SIGNATURE AND AGREEMENT
Please read the attached regulations carefully. Your signature on this form will be seen as an
agreement that you and your staff will abide by all the regulations stipulated.
Signature of applicant:
Date:
Event Regulations
Please keep for future reference
1.
GENERAL REGULATIONS
1.1.
All mobile caterers must be registered with the Environmental Health Department of the relevant
local authority.
Caterers will be allocated a specific pitch within the park by the event organisers. The pitch size will
be as requested on the application form and must not be exceeded. Failure to comply with the siting
instructions of the event organisers will result in removal from site without a refund of fee.
Vehicle dimensions and registration must be detailed in the application. Vehicle passes issued are
non-transferable and no vehicle will be allowed on site without a vehicle pass. No vehicle movement
is permitted onsite during the vehicle curfew.
The caterer must supply a menu list of what he / she proposes to sell. No changes are permitted
without prior permission from the event organisers. The agreed price list must be displayed
throughout the course of the event. Failure to comply will result in removal from site without a refund
of fee.
A proposed plan and photograph of the caterer’s vehicles / structures must be included with the
application. Failure to do so will result in your application not being accepted.
The caterer must be in possession of full public liability insurance of £5,000,000 for the date of the
event. The caterer must also hold product and employer’s liability insurance. Documentation of the
insurance cover must be submitted with the application. Failure to do so will result in your application
not being accepted.
The caterer must display their proposed trading name on their unit / stall through the course of the
event.
The caterer must close down their units at 6.45pm or when asked to by the event organiser or their
representatives.
The caterer must not use their own generator. The event will supply electricity to caterers who have
pre-booked and paid for it. A full list of appliances that require power must be submitted on the
application form. No changes can be made without prior permission from the event organisers.
The caterer must keep their site clean and tidy at all times.
Caterers are responsible for the removal from site of all waste including waste oil products as
approved by the event organisers, dirty water and unsold food. These are not to be left on site under
any circumstances. All caterers will be asked to pay a ‘pitch bond’ before the event. Full refund of
this will be given only if the pitch area is left undamaged with no rubbish or food waste split on the
ground. A caterer causing ground damage will be liable to the full cost of re-instatement.
All food and drink containers must be either reusable or compostable. No glass or shatterable plastic
is permitted. No polystyrene or plastics are to be used. Pre-packaged cold drinks may only be sold
in recyclable containers. The council are willing to supply catering materials onsite at cost price
supplied by www.biopac.co.uk Please place your order prior to the event. Another suggested
supplier is www.packagingenvironmental.co.uk
No caterer is permitted to sell alcohol or tobacco.
No dogs are permitted on site.
No caterer may use a PA system or any amplified music or sound unless by prior arrangement with
the event organisers.
All equipment and stock left overnight by the caterer is done so at the caterer’s own risk.
No overnight camping is permitted on site.
1.2.
1.3.
1.4.
1.5.
1.6.
1.7.
1.8.
1.9.
1.10.
1.11.
1.12.
1.13.
1.14.
1.15.
1.16.
1.17.
Festivals & Events Team, 1st Floor SW Perceval House, London Borough of Ealing, 14-16 Uxbridge
Road, Ealing, London, W5 2HL. Tel: 0208 825 5386. Email: lauren@theeventumbrella.com
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1.18.
1.19.
1.20.
1.21.
1.22.
1.23.
1.24.
The caterer must honour any crew/staff food vouchers that are submitted, the full monetary value
will be refunded by the event organiser (£5.00 per ticket). It is expected that crew food/staff food
would include a decent amount of food and a drink.
Stands must be open and staffed continuously during the advertised opening hours for the event.
Only those wearing official “Trader“ ID will be permitted to sell at the event.
The caterer must ensure that the site speed limit of 5 mph is adhered to at all times by them and
their associates.
The Council requires an assurance in writing that the stall holder does not and will not discriminate
against or in favour of any person by reason of colour, creed, race, ethnic or national origin, age,
disability, sex, sexual orientation or marital status. Your signature on this application form will be
taken as such an assurance.
Applications will be accepted on the strict understanding that the London Borough of Ealing reserves
the right to refuse any application.
Successful applicants will be notified following the application closing date. If successful, caterers
must meet all deadlines for return of contracts and payment.
The decisions made by Officers of the London Borough of Ealing are final in every matter connected
with the event.
2.
HEALTH AND SAFETY
2.1.
2.2.
The caterer must comply with the Council’s guidelines for catering at outside events.
Each application is subject to approval by the Council’s Environmental Health & Trading Standards
Section.
All successful applicants must comply with all current Government Acts and legislation and any EEC
directives pertaining to outside catering, including ‘The Health and Safety at Work Act 1974’ (and
relevant codes of practice), ‘The Food Safety Act 1990’ and ‘The Food Hygiene Regulations 2006’.
All caterers are required to demonstrate correct food safety procedure and show documentation for
Hazard Analysis Critical Control Point (HACCP)
All caterers must supply upon application and for inspection at the event a written risk assessment
for their operation at an outdoor event, identifying where harm could happen to staff and the general
public, and what precautions are taken to reduce the risks identified.
The caterer must be in possession of a properly equipped First Aid box in each unit/stall.
The caterer must be in possession of suitable fire extinguishers relevant to the appliances in each
unit/stall.
All LPG gas cylinders must be secured, only quick release connectors are permitted. No more than
200kg may be brought on site at any one time.
All electrical equipment to be used must be reported to the event organisers prior to the event taking
place and all electrical appliances must be PAT tested (portable appliance test) including all cable
and power leads. A test label must be attached to each piece of equipment, accompanied by the
testing certificate. Copies of these documents must be submitted with the application and be
available for inspection at the event.
All gas appliances are required to have a current gas safety certificate. A copy of this document
must be submitted with the application and be available for inspection at the event.
2.3.
2.4.
2.5.
2.6.
2.7.
2.8.
2.9.
2.10.
Festivals & Events Team, 1st Floor SW Perceval House, London Borough of Ealing, 14-16 Uxbridge
Road, Ealing, London, W5 2HL. Tel: 0208 825 5386. Email: lauren@theeventumbrella.com