CONTRACT FOR EXHIBITION SPACE
FYLDE COAST FOOD AND DRINK FESTIVAL 2016
SUNDAY 14 AUGUST 10AM – 4PM
Company Name
Contact Name
Address
Postcode
Telephone
Mobile
Email
Website
Twitter
Facebook
Local Authority your
business is registered with
Current Food Hygiene
Rating Score
Please describe your
stand – what will you be
bringing including any
banners, displays, posters
and stock.
Please describe the
food/drink you will be
selling. Please provide as
much information as
possible to help us
promote your business.
Let us know if you use
locally sourced
ingredients, if your items
are handmade, who you
sell to etc…
Please note that hand wash facilities are not provided at this event, therefore as per Food
Hygiene legislation, all stalls handling open high risk food will be required to have hand
wash facilities.
FOOD AND DRINK PRODUCERS (INDOOR STALLS)
Stand size
Price per stand
TOTAL
5ft x 2ft table plus chair
£40
£
10ft x 2 ft table plus chair
£80
£
3m x 3m space
£90
£
Please note as space around each stand is limited, extensions to your table are not
permitted.
KIDS ZONE (CHILDREN’S ACTIVITIES, LOCATED IN THE GARDENS WEATHER PERMITTING,
ALTERNATIVELY WILL BE LOCATED INDOORS IN THE WYRE BAR)
Stand size
Price per stand
TOTAL
5ft x 2ft table plus chair
£40
£
10ft x 2ft table plus chair
£80
£
Any children’s activities requiring a larger space must be located outside (see below for
pricing) Space around each stand is limited, extensions to your table are not permitted.
STREET FOOD VENDORS (OUTDOOR HOT FOOD STALLS FOR CONSUMPTION ON SITE)
Stand size
Price per stand
TOTAL
3m x 3m space
£90
£
4.5m x 3m space
£100
£
Outdoor space is for stands/marquees/gazebo’s up to the above sizes. Please call if you
have any other size requirements.
OUTDOOR ENTERTAINMENT /ACTIVITIES
Stand size
3m x 3m space
4.5m x 3m space
Price per stand
£90
£100
TOTAL
£
£
ELECTRICITY (All items must be PAT tested)
REQUIREMENT
Electricity up to 1KW
Electricity above 1KW
PRICE
£15
Further £10 PER KW
TOTAL
£
£
We need to accurately assess your power requirements. Please list below the individual electrical
items that you require power for and indicate their ratings in kilowatts. Please add together to
indicate the total power requirement.
…………………………………………………………………………………………………………………………………………………………..
Please note your appliance(s) and lead(s) must comply with the Electricity at Work Regulations of 1989.
For any other stand sizes/requirements, please contact us for prices.
PAYMENT
This application does not guarantee your space. Payment must be made to confirm a
booking. Payment can be made by credit/debit card over the phone or in person at Marine Hall or
via BACs, please call for details or to make payment – 01253 887693.
The closing date for applications is 14 July 2016. Please email your booking form to
janet.heald@wyre.gov.uk or return to Marine Hall, The Esplanade, Fleetwood, FY7 6HF.
All relevant items listed below must be included with your application.
Please tick each item you are enclosing:
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Completed booking form
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Signed copy of the Terms and Conditions (see next page)
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Food Hygiene Certificate (Level 2 or above)
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Public liability insurance certificate (for cover up to £5 million)
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Product liability insurance (where applicable)
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PAT certificates if bringing electrical equipment
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Gas check assessment (where applicable)
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Preliminary risk assessment for your stand (which you will need to complete on site on
the day of the event and hand to the Events Manager)
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TERMS AND CONDITIONS
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The Fylde Coast Food and Drink Festival is operated by Wyre Council
Stalls must be attended by the principal producer of the goods, or his/her authorized
representative
All electrical appliances must be PAT tested, including extensions leads. No additional lights
or extension from the existing electric light fittings shall be used without consent. The
technician has the right to deem any equipment unsafe and therefore not be used.
Setting up will commence from 8am. Unloading must cease 50 minutes before the event
opens to the public. Any vans arriving to unload after this time will not be permitted to
trade. The Safety Officer for the event will ensure that unloading is observed up till this point
Trading will cease at approximately 4pm. Dismantling of your exhibition space cannot take
place before the event has officially closed and all members of the general public have left
the building. An announcement will be made to officially close the event.
No vehicles will be allowed on site during the event at any time after 9.10am until the
closing announcement has been made
Once unloaded, all traders' vehicles must be removed and parked on Central car park
opposite the Mount hotel, which is a very short drive along the Esplanade.
The Council may cancel the event due to any unpredictable events beyond its control. Under
these circumstances the exhibitor shall not have any claim for damages of any kind against
the Council in respect of any loss or damage consequential upon the prevention,
cancellation or postponement of the event.
Each space is for one individual trader and cannot be shared with other businesses.
The Fylde Coast Food and Drink Festival is for food and drink businesses only. With the
exception of children’s activities, no other types of business will be eligible to trade.
It is planned that all hot food providers will be located outside the building in the Marine
Hall Gardens and all cold food and drinks providers will be located inside. Children’s
activities will be located in the Wyre bar and in the gardens. This however is dependent on
the weather conditions and the number of exhibitors booking, and is subject to change.
All exhibitors must provide to the organizer at the time of booking, and be in possession of
and display a copy of their Public Liability Insurance in excess £5,000,000.
All exhibitors must present at the time of booking a copy of their Level 2 Food Safety training
certificate
Wyre Council recommends that all visiting food stallholders who attend Wyre events should
have a Food Hygiene Rating of 3 and above
All exhibitors must provide to the organizer at the time of booking, and be in possession of
and display a copy of their Product Liability Insurance where applicable
Alcohol – Please note our licence covers us for the sale of alcohol for consumption both on
and off the premises from 11am to 12 midnight. Therefore between 10am and 11am is for
browsing only.
Exhibitors selling alcohol should adopt a Challenge 25 policy where appropriate and ensure
they apply due diligence to avoid selling to underage attendees
All exhibitors must provide at the time of booking a preliminary risk assessment for their
stand, to be completed on site on the day of the event and handed to the Event Manager
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The Council operates a Health and Safety policy in accordance with the Health and Safety at
Work Act 1974 and exhibitors MUST comply with this policy in ALL areas of operation,
especially on and around the stage area. A copy of this policy is held in the Administration
office and may be seen on request.
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It is the exhibitor’s responsibility to ensure full compliance with The Food Safety and
Hygiene (England) Regulations 2013 and all relevant legal requirements.
The accuracy of scales and other measuring devices is the responsibility of the individual
exhibitor. The Council will not be held responsible for any infringement of the law in this
matter.
First aid facilities are available at the venue however we request that all exhibitors carry
their own basic first aid kit.
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Use of any equipment in the hall shall be by special application and the exhibitor will be held
responsible for any damage thereto, the cost of which must be paid to the Council forthwith
The Council shall not be responsible for any loss of, or damage to, any property arising out of
the event, for any loss, damages or injury which may be incurred by, or be done or happen
to, any person or persons resorting to the premises during the event from any cause
whatsoever, or for any loss due to any breakdown of machinery, failure of supply of
electricity, leakage of water, fire, government restriction or act of God which may cause the
premises to be temporarily closed or the event to be interrupted or cancelled and the hirer
shall indemnify the Council against any claim which may arise out of the hiring of which may
be made by any person resorting to the premises during the hiring in respect of any such
loss, damage or injury.
The exhibitor shall be responsible to the Council for all damages done to the property of the
Council, including crockery and glass, during the period of letting, and shall pay to the
Council, on demand, the cost incurred in making good such damage.
No photographs or films are to be taken or made on the premises without the prior consent
of the Marine Hall Events Manager, with the exception of taking photographs or films of
your own stand.
The Council reserves the right to exclude any person from a hall or other rooms.
The exhibitor shall not permit anything to take place in the premises, which is unlawful, or in
the opinion of the Council of an objectionable character
The exhibitor shall, at the expiration of the time specified in the hiring, vacate the premises
and leave the same in a clean and orderly state, removing all rubbish
Only food or drink purchased from the venue/the exhibitors may be consumed during the
event. We respectfully ask exhibitors not to consume food or drink at their exhibition space.
I the exhibitor agree to abide by these rules and regulations and keep the organiser informed of
any changes. (Please sign and date below)
Signed
Name
Date
Company