2000 Trees Festival Food Traders Form 2011.
The Real Festival Company Ltd Presents,
2000 Trees Festival 2011.
July 14th 15th &16th, 2011.
Food & Drink Stallholders Application
Please complete and email this application form back to:
traders@twothousandtreesfestival.co.uk
The closing date for applications is February 1ST 2011.
Thank you for applying to trade at the 2000 Trees Festival 2011. The stalls are very important to our
event and play a major part in peoples’ enjoyment of the festival. We are looking for stalls, which reflect
the quality of the event, sell unique and original products, look fantastic and strictly comply with all
current UK health and safety and hygiene regulations.
We are extremely keen to differentiate our festival from many others and wish to promote only the
highest quality, and where possible, locally produced food and drink while at the same time reducing the
amount of waste we produce.
THE MORE DETAIL YOU INCLUDE IN YOUR APPLICATION, INCLUDING PHOTOS, PREVIOUS
EVENT EXPERIENCE, AND SAMPLE MENUS THE MORE LIKELY YOUR STALL WILL BE
OFFERED A PLACE.
APPLICATION PROCESS & TIMELINES.
1.
2.
3.
4.
SUBMIT FORM (BY EMAIL) BEFORE CLOSING DATE FEB 1ST 2011
OFFERS OF PITCHES MADE ON OR BEFORE FEB 4TH 2011
£300 DEPOSIT TO BE FORWARDED BY BACS BY FEB 18TH 2011
ALL CERTIFICATES (PAT, GAS SAFE, INSURANCE ETC) TO BE FORWARDED
ELECTRONICALLY AS SOON AS UPDATED VERSIONS AVAILABLE & NO LATER THAN JUNE
1ST 2011.
Pitch fees will be agreed in advance on a case-by-case basis so please include your proposed pitch fee
on this form.
Due to the high demand for pitches and the risk of last minute dropouts, if you are offered a pitch at
2000trees you will be required to forward a deposit of £300 via BACS by the 18th of February 2011
(account details will be forwarded with confirmation of offer).
Payment of the balance, including fee for any electricity to be supplied, will then be due on the weekend
of the festival.
If you have not received and offer of a pitch by the 4 th of February then unfortunately you have not been
successful for the 2011 event.
From a traders perspective this year’s festival will run from Friday 15 th to Sunday 17th (3pm) July 2011.
Traders outside the main arena will be able to trade from Thursday 14 th at Midday, but the main arena
will not be open to the public until 7AM Friday 15th.
Thursday is a pre-festival warm up party for 1,000 early entry VIPs, whereas Friday and Saturday will be
a capacity crowd of 5,000 people camping over the two nights, with the general public leaving the site by
3pm on the Sunday.
YOUR STALL MUST BE SET UP READY TO BE INSPECTED BY THE COUNCIL/ FESTIVAL STAFF
BY WEDNESDAY 13TH JULY.
Guests arrive from 10am on Thursday 14th July 2011, so it is crucial you are in place and set up by July
13th.
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2000 Trees Festival Food Traders Form 2011.
For your application to be considered you must include:
• A completed copy of this application which includes you signing the declaration on page 9 stating
that you have understood and will comply with the Terms & Conditions.
Particularly the following condition, There are no plastic or polystyrene containers/ eating utensils
allowed on site, only biodegradable paper, card, cornstarch and wooden disposables are
allowed. This is to reduce the amount of waste produced and maximise recycling/ composting
potential of the event which last year achieved 90%.
Once offers of pitches have been confirmed you will then be required to forward the deposit via BACs by
the 18th of February and then provide the following documents electronically no later than June 1st
2011.
• INSURANCE CERTIFICATE for public liability insurance for no less than £1,000,000 or an amount that
you feel is commensurate with the risk.
• PAT CERTIFICATES for all electrical appliances used on your stall. This includes anything with a plug,
such as lighting, etc. (It is a legal requirement under the Health & Safety at Work Act 1974 that all
electrical appliances used in the workplace are inspected and checked). PAT testing must have been
carried out within the year preceding July 18th 2011. More information on PAT testing is available here:
http://www.pattesting.info/
• GAS SAFE CERTIFICATES for all gas appliances used on your stall. (It is a legal requirement under
The Gas Safety (Installation and Use) Regulations 1998 that all work carried out on gas appliances and
fittings is undertaken by a competent person). GAS SAFE testing must have been carried out within the
year preceding July 13th 2011. More information on GAS SAFE is available here
http://www.gassaferegister.co.uk
• You must also provide details of the Local Authority you are registered with. All food stalls should be
registered with the Local Authority in which the business is based, even if you have never traded in this
area. Contact your Local Authority for further information
Please note as a condition of our license if any of your staff look under 21, unless they can
provide the required photo ID to prove they are over 18, they will be issued with an under 18
wristband and therefore will not be able to buy alcohol from the bar.
Your Details
Your Name:
Company Name:
Stall Name and scope of business:
Address:
Address:
Telephone:
Mobile:
Email:
Website:
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2000 Trees Festival Food Traders Form 2011.
Proposed pitch fee.
Suppliers.
If your stall sells meat please detail your supplier below and whether or not it is free range/ organic.
Food Vouchers.
In previous years we have operated a food voucher scheme in conjunction with food traders for the bands &
event staff whereby food stalls provide a number of meals at cost price. If you are happy to participate in this
please specify here and the cheapest possible price you can provide a basic meal at cost.
YES/ NO
COST PRICE PER VOUCHER:
SUGGESTED MEAL CONTENTS
Stall Details/ Description & scope of business.
Please fill in this section accurately - the sizes you give help determine where you are placed.
Stall size
To successfully site your stall we require the following dimensions:
• Stall frontage (The total width of the front of your stall, including any extra space you require for guy
ropes, tow-bars etc).
• Stall depth (The depth of your stall structure only).
• Space behind (The depth behind your stall, to be used for storage, camping, car parking etc).
• Number and approximate size of any vehicles you will be bringing on site.
• Whether you have tables/ seating available.
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2000 Trees Festival Food Traders Form 2011.
Proposed Time and Date of Arrival on site. So we know when to expect you, please detail when you
plan to arrive on site and approx time it will take to set up your pitch. You must be ready for inspection
by event control and/ or the relevant local authorities by 5pm on Wednesday the 13th of July. Please
include time and date and any other relevant information.
Traders outside the main arena will be able to trade from Thursday 14 th, but the main arena will not be
open to the public until Friday 15th.
Thursday is a pre-festival warm up party for 1000 early entry VIPs, whereas Friday and Saturday will be
a capacity crowd of 5,000 people camping over the two nights, with the general public leaving the site by
3pm on the Sunday.
Proposed Time and Date of Arrival on site.
Crew Passes
Please list the total number of passes you need for your crew, please note the number of passes
required may be used in determining your pitch fee. (Please include names as far as possible).
As a general rule each stall will be granted up to 4 free staff passes, each additional pass may be
subject to a £30 fee.
Amplified Music
No amplified music or PA systems are permitted at the festival, as this is a condition of our
license.
If you bring amplified music, you will be asked to turn it off by security who will also be
authorized to confiscate any equipment.
Power
You may not bring your own generators onto site as this is also a condition of our license. The Festivals
electrical contractor will be supplying all traders’ electricity in 2011 if required and this is locally sourced
Biodiesel. You will be charged for power by The Real Festival Company Ltd. Please indicate below the
supplies you will require:
Supply
Price
16 amp food
32 amp single phase – food
32 amp three phase
£160
£180
£535
Number Required
TOTAL
£
£
£
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2000 Trees Festival Food Traders Form 2011.
Any other Comments/ Relevant information?
Please include brief details on previous experience, photos, sample menus and pricing and what
sets your stall apart from all the others?
Unless you have already traded at 2000trees in previous years please include as much information as
you can including photos to sell us your stall. The more interesting you make your application the more
likely you'll get into our shortlist. Please continue on a separate sheet if necessary.
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2000 Trees Festival Food Traders Form 2011.
FOOD/SAFETY CHECKLIST
Please answer the following questions:
FOOD SAFETY ACT 1990
FOOD SAFETY (GENERAL FOOD HYGIENE REGULATIONS) 1995
AND HEALTH AND SAFETY AT WORK ETC ACT 1974
1. Please provide details on the scope of your business.
2. Which Environmental Health Department are you registered with?
Yes
No
3. Do you have documentation on the food safety controls you adopt
to ensure the food you prepare is safe to eat?
4. Is it documented? (If so please include a copy)
5. How many staff will you be using?
6. How many have formal food hygiene training?
7. Please ensure that any certificates for these employees, are available for inspection
at the event.
8. Have you got enough proper washable floor coverings for the food
preparation areas?
9. Have you got precautions to keep mud out of the stall in wet weather?
10. Are all worktops and tables sealed or covered with an impervious,
washable material?
11. Have you got enough wash hand basins? Are they supplied with hot
and cold water, soap and paper towels?
12. Have you got sinks which are large enough to wash food and equipment
in (including bulky items)? Are they supplied with hot and cold water?
13. If there is no mains drainage have you made hygienic provision for the
disposal of waste water, e.g. waste pipe from sink to waste water carrier?
14. Do you have enough refrigeration and does it work properly?
15. Have you got enough fresh water containers? Are they clean and
have they got caps?
16. Have you got a supply of hot water reserved for washing up and
hand washing?
17. Is all your food equipment in good repair? Are any repairs
outstanding since your last event?
18. Can you keep high risk foods stored/displayed at 8C or less?
19. Do you have a written cleaning schedule to ensure all areas are kept clean?
20. Have you an ample supply of clean cloths and a ‘food-safe’
disinfectant/sanitiser to clean food and hand contact surfaces?
21. Can food be protected from contamination at all times?
22. Is the unit free from pests and is open food protected from flying insects?
23. Have you got proper bins with lids for food and other waste?
24. Do you have appropriate arrangements for the disposal of food
waste and recycling?
25. Do you have arrangements for the collection and disposal of waste oil?
26. Do your staff display a good standard of personal hygiene and wear
clean over-clothing? Have you a good supply of clean overalls/aprons?
27. Are your staff aware that they should not handle food if suffering
from certain illnesses?
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2000 Trees Festival Food Traders Form 2011.
28. Have you a first aid box with blue waterproof plasters?
29. If you use raw and cooked foods are they adequately separated
during storage?
30. Are high-risk foods (e.g. cooked rice) stored under refrigeration below 8°C?
31. Are you purchasing raw ingredients or food products from a
reputable company?
32. Do staff always wash their hands before preparing food, and after
handling raw food?
33. Are separate utensils used for raw and cooked food,
e.g. tongs, knives, etc?
34. Do you use separate chopping boards for raw and cooked food?
35. If you answered ‘no’ to the previous question, are they properly
disinfected between contact with raw and cooked foods?
36. Is all meat and poultry cooked until it is piping hot (above 70°C and
the juices run clear?
37. Are cooked and part-cooked food separated during cooking?
38. Is all food reheated to above 75°C?
39. Do you only reheat food once?
40. Is food cooked and served straight away?
41. If ‘no’ is it hot held at 63°C or above until served?
42. Or is the cooked food cooled to below 5°C?
43. Once cooked, is food protected from contact with raw food
and foreign bodies?
44. Do you and your staff operate a ‘clean-as-you-go’ procedure?
45. Can food be protected from contamination at all times?
46. Have you got a First Aid Kit?
47. Have you got a “No Smoking” sign?
48. Is there a PAT (Portable Appliance Test) certificate for the electrical equipment?
49. Have you a certificate of inspection for all gas appliances and pipe work within the
unit?
50. Are the fire extinguishers adequate for the nature of the catering operation and
have they been serviced and certified within the last year?
51. What level of public liability insurance do you hold? (Please include a copy of
certificate).
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2000 Trees Festival Food Traders Form 2011.
Terms & Conditions
1.0 Definitions
1.01 In these terms and conditions the terms you or yours refers to the person or organisation that is
applying for a pitch to trade from.
2.0 Application prodeedure.
2.01 A signed copy of these terms and conditions (electronically signed), together with your completed
application form must be received before any application can be considered. Once a pitch is offered a
deposit of £300 must be received (by BACS) by February the 18 th 2011. Failure to send this deposit
may result in the offer being revoked and offered to another stall. All necessary certificates including
Public Liability Insurance, PAT, GAS SAFE and local council registration details must be sent
electronically to traders@twothousandtreesfestival.co.uk by the 1st of June 2011. Failure to send these
documents may result in the offer being revoked and offered to another stall.
3.0 Payment
3.01 A deposit of £300
3.02 The balance of the total site cost and your power requirements must be paid in full on the weekend
of the festival.
4.0 Insurance
4.01 You are obliged to take out insurance to cover any hazard or loss, which may occur at the festival.
This must include public liability insurance for no less than £1,000,000 or an amount that you feel
commensurate with the risk. A copy of your insurance certificate must be sent with your application, no
applications will be accepted without insurance details.
5.0 Losses
5.01.1 You agree that The Real Festival Company Ltd or any of their designated representatives are not
responsible or hold any liability for any financial losses, or for any loss or damage of your equipment
goods or personal belongings, or personal injury of representatives working for or connected to you or
for any members of the general public attending this festival or event which are directly or indirectly
incurred by you whatsoever.
6.0 On Site
6.01 The Real Festival Company Ltd and their designated representatives are solely responsible for the
allocation of pitch sites.
6.02 You may not sub-contract your stall or any part of your stall.
6.03 Access to the site is from 9am on Wednesday 13th July 2011, unless previously agreed otherwise.
Please include your proposed arrival/departure dates/times. Whilst we will make every effort to
accommodate your timings The Real Festival Company Ltd reserves the right to restrict entry and exit
and vehicle movements in line with festival regulations.
6.04 The number of passes available for your crew will be agreed in advance and shown on your
application/ confirmation sheet.
6.05 You must be set up by Wednesday July 13th July 2011. This is so your premises are ready and
available for inspection by the appointed representatives of The Real Festival Company Ltd and the
appointed offices of the local authority, fire and police services.
6.06 Hours of trading are from 9am (09:00 Hrs) until 2am (02:00 Hrs) on each day of the festival.
Traders outside the main arena will be able to trade from Thursday 14th, but the main arena will not be
open to the public until Friday 15th.
Thursday is a pre-festival warm up party for 1000 early entry VIPs, whereas Friday and Saturday will be
a capacity crowd of 5,000 people camping over the two nights, with the general public leaving the site by
3pm on the Sunday.
If you wish to trade on the Sunday please note that there is no entertainment on the Sunday and
attendees have to vacate the site by 3 pm.
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2000 Trees Festival Food Traders Form 2011.
6.08 The number of vehicles you are allowed on site will be agreed in advance and shown on your
confirmation sheet.
6.09 Vehicles moving across site must not exceed 5 mph and hazard lights must be used. In an
instance of adverse weather conditions, a ban on all vehicle movement across site may be imposed.
6.10 Vehicle movement across site is subject to change, you must at all times follow directions from the
Stalls Manager, members of The Stalls Team or representatives of The Real Festival Company Ltd.
6.11 There are no plastic or polystyrene containers/ eating utensils allowed on site, only
biodegradable paper, card, cornstarch and wooden disposables are allowed. This is to reduce
the amount of waste produced and maximise recycling/ composting potential of the event. If you
are having trouble sourcing these please contact Simon Maltas in the first instance who will be able to
advise on this.
6.12 No amplified music or PA systems are permitted.
6.13 Care should be taken not to cause any damage or change to the site, or to any of the fittings,
equipment or any other property belonging to the site or to The Real Festival Company Ltd or their
designated representatives; You shall pay for any damage, including accidental damage caused.
6.14 You shall ensure that your designated pitch has been left tidy and in good order and that The Real
Festival Company Ltd or their designated representatives have deemed it so. Any cost for cleansing
your site will be charged to you.
7.0 Fire / Gas / Electricity / Water
7.01 All gas appliances must comply with the relevant regulations and must be certified by a registered
GAS SAFE engineer; GAS SAFE testing must have been carried out within the year preceding July 13 th
2011, all GAS SAFE certification must be sent no later than the 1 st of June 2011.
7.02 All stalls must supply a 5kg dry powder fire extinguisher (tested within the year preceding July 13 th
2011) and a fire blanket.
7.03 Your site fee does not include electricity; you must order and pay for your electricity in advance
using this form.
7.04 All electrical equipment used within your stall must have portable appliance testing (PAT)
certification from a qualified electrical engineer; PAT testing must have been carried out within the year
preceding July 13th 2011, copies of certification must be sent with your application, no applications will
be accepted without PAT details.
7.07 All wastewater must be disposed of in the tanks provided, and not be poured onto the ground; the
digging of sumps and soak-aways is prohibited;
8.0 Prohibited Items
8.01 You are obliged not to supply for purchase or gift, prohibited items including alcohol in any form
whatsoever i.e. brandy-coffees, herbal highs, tobacco products, tin foil barbeques, kites, or any form of
flammable equipment;
8.02. The Two Thousand Trees Festival is committed to providing ethical/ environmentally sensitive
products/ services. You agree not to supply any food or drink products which conflict with these
ideals.
8.03. Taking the example of soft drinks, we would strongly prefer products from Coca Cola or
equivalent not be sold on site. There are many organic/ interesting, alternatives, which fit more
closely with the spirit of the event. Please consider all other products carefully before bringing
them on site. The Real Festival Company Ltd would prefer organic and/ or fair-trade products
wherever possible.
9.0 Health and Safety
9.01 You must supply details of your registration with your local authority on application, no applications
will be accepted without registration details.
9.02 Ensure that all working practices comply with the regulations as outlined in the Management of
Health and Safety at Work Regulations 1999.
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2000 Trees Festival Food Traders Form 2011.
9.03 Ensure that all working practices comply within the regulations as outlined in the Manual Handling
Operations Regulations 1992;
9.04 Ensure that all working practices comply with the regulations as outlined in the Personal Protective
Equipment at Work Regulations 1992;
9.05 Ensure that all working practices comply with the regulations as outlined in the Provision and Use
of Work Equipment Regulations 1992;
9.06 Ensure that all working practices comply with the Food Safety (General Food Hygiene) Regulations
1995;
9.07 Ensure that all working practices comply with Food Safety (Temperature Control) Regulations
1995;
9.08 Ensure that all delivery, storage, containment, usage and removal of flammable liquids comply with
the regulations contained in the following: The Management of Health and Safety at Work Regulations
1992, The Health and Safety at Work Act 1974, Highly Flammable Liquids and Liquefied Petroleum
Gases Regulations 1972;
10.0 Non-compliance
10.01 The Real Festival Company Ltd and their designated representatives reserve the right to remove
you from the festival site, if you do not comply with the obligations as outlined within this document.
10.02 You may not be permitted to operate your stall or outlet if you do not satisfy the licensing
requirements of the Local Authority; The Real Festival Company Ltd and their designated
representatives cannot accept any responsibility or liability if this situation occurs.
10.03 You agree to abide by the above clauses of 1.0 – 9.08 and indemnify The Real Festival Company
Ltd their designated representatives against any claim, loss or liability arising from a breach of the above
clauses/ regulations.
Declaration
I / we understand our obligations and regulations as laid out in this agreement and hereby undertake to
abide by them, and the instructions of The Real Festival Company Ltd or their designated
representatives;
Signed (electronically)
Print Name
Date
If you have any questions please don’t hesitate to email:
traders@twothousandtreesfestival.co.uk
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