1.1 Stalls are non-transferable. We only provide stall space – stallholders will need to provide their own gazebo, tables and equipment etc. As we are now on grass (not paving) all gazebos must be pegged down and correctly weighted.
1.2 The organiser’s decisions are final with regard to stall acceptance and layout. Whilst every effort will be made to meet the requirements of the stallholder, Thame Food Festival cannot guarantee a particular position within the event space.
1.3 Set-up instructions will be issued to stallholders at least 10 days prior to the event and we ask that these instructions are strictly adhered to.
1.4 The event is officially open for trading from: Saturday 9am-6pm, Sunday 10am – 4pm
1.5 Anyone selling illegal, counterfeit or inappropriate goods will be removed from site and the relevant authorities informed.
1.6 Thame Food Festival regrets that refunds cannot be given for bookings cancelled by stallholders. Under exceptional circumstances, a refund of 50% may be considered on bookings cancelled before 1st July 2018, as long as Thame Food Festival is able to re-sell the space. If due to exceptional circumstances Thame Food Festival weekend is cancelled, due to an act of terroism/ an act of God such as adverse weather conditions Stall holder fees cannot be refunded.
1.7 Stands must not be dismantled or moved prior to the closing time of the event. If you do sell out of stock please leave your stand tidy displaying promotional material for your business with a notice stating ‘Sold Out’. Failure to comply will be noted and future applications may be refused. NO vehicles will be allowed on site until after the festival has closed on Sunday 30th September at 4pm to dismantle your pitch.
1.8 No vehicles are permitted on site at the event during public opening times, Saturday 9am – 6pm, Sunday 10am – 4pm unless part of the stand and can be accommodated within the stand space.
1.9 Vehicles must use the traders car park for parking which will have over night security. All vehicles, unless part of the stall, must be removed from the showground to this designated car park. You will be sent Traders car park passes by email to print out. TRADERS WRISTBANDS will be given to you on entry to the festival.
1.10 Stallholders need to provide their own refrigeration and any other equipment necessary for the safe handling of all chilled goods.
1.11 Stallholders are reminded that it is their responsibility to ensure they comply with the law in all aspects of food hygiene, health and safety, employment, licensing, trading standards and any other relevant legislation.
1.12 Every stallholder is responsible for carrying out a risk assessment of their stand and to ensure that all potential risks are minimized; hazards should be identified and protective/preventative measures implemented.
1.13 Stallholders must only sell what is stated on their booking form.
1.14 Stallholders selling alcohol can only do so on an Off-license basis, samples can be given, and this will be covered by the event’s Premises License. The designated premises supervisor will have the authority to close down any stall selling alcohol from open vessels. It is illegal to sell alcohol to or purchase alcohol to under 18’s. If you do so, you may be removed from the food festival.
1.15 NO GENERATORS are allowed. All power required must be booked through Moonlite Productions.
Public Liability Insurance
2.1 Stallholders are responsible for the insurance of their own property and must have current Public Liability Insurance to the value of £2 million at the time of the event. They must also hold Product and Employer Liability Insurance where appropriate.
2.2 Stallholders must give details of their insurance cover as part of the booking procedure and have certificates with them for inspection at the event.
2.3 Stallholders shall not hold Thame Food Festival responsible for any loss, damage, theft or destruction of any exhibit, goods, property or equipment.
Health and Safety
3.1 All stalls must meet Health & Safety Standards in line with the Health & Safety at Work Act 1974. Health and Safety officials will inspect the site during the event. As we are now on grass (not paving) all gazebos must be pegged down and correctly weighted.
3.2 Stalls may be inspected by Environmental Health, Trading Standards Officers or any other professional body.
3.3 Stalls who use powered appliances must supply the relevant safety certificates as well as fire extinguishers and adequate barriers around the powered equipment.
Stalls cooking food – 4kg dry powder or 4 litres of foam. If deep fat frying a flame failure device is recommended and a suitable fire blanket.
Stalls with electrical equipment – 4kg dry powder or Carbon Dioxide CO2
3.4 All food businesses must provide details of the local Authority their business is registered with their Food Hygiene certificate where appropriate, which is available for inspection on the day.
3.5 Stallholders using gas cylinders are expected to provide suitable storage facilities. All cylinders must be installed prior to the opening of the event and must not be transported during the event. Stallholders are responsible for ensuring that they conform to GasSafe Regulations.
3.6 All electrical equipment must be PAT tested with a current sticker/certificate with the equipment.