GREENFORD & ACTON CARNIVAL 2014
Non-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
st
1 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
2
TRADER INFORMATION
Trading Name:
Main Contact Name:
Address:
Postcode:
Contact Email Address:
Contact Telephone Number:
STALL INFORMATION
The pitch will be a marked out area of 3m x 3m. Traders will need to provide all their own
equipment including marquees / stalls, furniture, display equipment and electrical cables.
If you require extra frontage (please take into account ropes and pegs for structures) please see
below the extra hiring costs.
TYPE OF PITCH
No. of
3mx3m
pitches
No. of
additional
frontage
metres
Category 1: Charity
3mx3m pitch @ £20.00. Additional frontage @ £5 per metre
Category 2: Community Group
3mx3m pitch @ £25.00. Additional frontage @ £5 per metre
Category 3: Sole Trader
3mx3m pitch @ £50.00. Additional frontage @ £10 per metre
Category 4: Business & Government
3mx3m pitch @ £75.00. Additional frontage @ £15 per metre
Type of goods being sold /
information being promoted:
Description of stall
(e.g. Gazebo / Market Stall):
Charity Registration
Number (if applicable):
NOTES
Information Stalls: Information must only be distributed from the pitch and from nowhere else
on the site.
Food Stalls: Food concessions are negotiated separately. This application only applies for
those wishing to sell non-perishable, hygienically sealed food items such as home-made pickles,
jams, chutneys etc. All must be clearly labelled listing all ingredients in descending order of
quantity and a sell by date. If you wish to sell cakes they must not contain cream or any other
highly perishable ingredients. Traders wishing to sell other food stuffs and drinks should contact
the Trader Manager for the appropriate application form. Please send a copy of your food
hygiene certificate with your application.
Complementary Therapy Stalls: Stall owners should possess membership of The
Complementary Therapists Association and proof of such should be forwarded with your
application together with a copy of your public liability insurance.
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
3
ELECTRICITY REQUIREMENTS
Traders 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. Traders must provide all cables (at least 20m) and connectors
necessary to connect them to a generator.
Please Tick
16amp supply needed @ £15 + VAT
(which is for the use of lighting, kettle etc – up to 3KW)
No electricity supply needed
Please detail all the electrical equipment you have and the wattage each item will use:
VEHICLE PASSES
Parking is not permitted onsite unless agreed with the Trader Manager prior to the event.
Please provide details of any vehicles that need access onto site for delivery purposes.
Vehicle 1
Registration number:
Vehicle type:
STAFF PASSES
Numbers of staff passes required:
Additional Notes:
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:
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
4
Event Regulations
Please keep for future reference
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
It is not permitted for any trader to sell any goods or carry on any activity not stipulated on their
application form. Failure to comply will result in removal from site without a refund of fee. The selling
of goods by auction or shouting is strictly forbidden.
The allocation of sites and positioning is entirely at the discretion of 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.
Trader’s activities must be contained within the boundaries of their allocated pitch. Traders must not
encroach on another trader’s pitch.
Health and Safety Legislation and Hygiene Regulations (where appropriate) must be adhered to at
all times.
All traders are responsible for their own public liability insurance.
Non-food traders may not prepare, cook or serve food on site. Highly perishable pre-prepared foods
may not be offered for sale.
Traders must keep their site clean and tidy at all times. Traders that operate Tombola or Lucky
Number should perform regular litter sweeps to their allocated area to pick up discarded tickets.
Traders causing ground damage will be liable for the full cost of re-instatement.
Vehicle passes are non-transferable and no vehicle will be allowed on site without one. No vehicle
movement is permitted onsite during the vehicle curfew.
Trading is only permitted in the advised trading times and traders are required to stop trading and
close their stalls at 6.45pm or upon request from the festivals organisers or security.
Traders are not permitted to use their own generators. The event will supply electricity to traders who
have pre-booked and paid for it. Traders must supply their own lighting, cables and connectors to a
16amp power supply. 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.
No non-food trader is permitted to sell alcohol, tobacco or non-alcoholic drinks at the event.
No trader may use a PA system or any other form of amplified music, sound or microphones unless
written permission is obtained from the Trader Manager before the event.
No overnight camping is permitted on site.
No dogs are permitted on site.
Any structure or goods left overnight on site is done solely at the trader’s own risk.
Traders are not permitted to sell replica, toy or ornamental weapons.
No goods of any kind, which in the opinion of Officers from the London Borough of Ealing are
offensive or obscene, may be displayed or offered for sale (This includes printed T-shirts).
Charities wishing to collect donations must send a written request to do so with their application. No
collections are permitted unless permission is obtained before the event. All collections must take
place from within your pitch boundary.
Henna containing PPD is not permitted for use by henna artists.
Traders must only sell goods that conform to all British Trading Standards. Any goods not complying
with these regulations must be removed from the site at the exhibitor’s expense. In the event of a
serious contravention of this regulation, the exhibitor will be asked to close their Trade Stand.
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.
Traders must ensure they minimise the risk of harm to the public from their stall and ensure that the
site speed limit of 5 mph is adhered to at all times by them and their associates.
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.
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, traders
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.
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