ART EAT FESTIVAL TRADERS AND ARTISTS FAQ’s TERMS & CONDITIONS
RIGHT TO REFUSE
Due to the high volume of applications and limited space, the completion of an application form does not constitute acceptance to trade. We will contact you to inform you if your application has been successful.
Deadline for payment is July 2019. If you have been successful, you will be required to pay 100% of the pitch fee no later than 31st July. We will send you a link to make your payment(s) via our website.
All traders must hold their own Public Liability Insurance, Product Liability Insurance, and Food Hygiene Certificate 4 Stars or above with Food Standards Agency where appropriate. Copies of these documents must be submitted with your application form. Your catering business must be registered with a Local Authority and specified on your application form.
Please submit the accurate size of your stall (pitch size must include tow hitch and guy ropes where applicable) on your application. If the size of your stall is larger than you stated in your application, you may not be able to trade at the festival and you will not be refunded your traders fee. All pitches are measured, marked and allocated prior to your arrival.
PRICING OF GOODS AND SERVICES
We request that all vendors, especially those selling food, keep prices reasonable. ART EAT Festival will be an event attended by many people from a variety of backgrounds.
The selling of alcohol by traders is not permitted unless it has been given express permission by ART EAT Events CIC. Any traders found to be selling alcohol without permission will be removed from the festival site and will not receive a refund of their fees.
Traders must only sell goods and services that are in the category to which they applied. Traders who are found to be in violation of this policy will be either required to pay an additional fee or may be required to cease trading and leave the site, depending on circumstances.
SET-UP AND SUPPLIES
All traders at ART EAT Festival will be required to provide their own self-contained unit, tent, marquee, gazebo, van or stall cover and ensure it is a sturdy structure and will stand up to adverse weather conditions. Please be aware that the festival will take place on hard ground/concrete, in a windy location so please ensure that any structure is suitably weighed down. Traders must also provide any equipment, tables, chairs and lighting they may need. Please supply any photos, drawings, plans or other information to support your application.
The festival management team will be on site early on Saturday 21st September 2019 from 7am, and will direct you to your allocated space upon arrival. Many factors are considered in the positioning of your stall and your allocated pitch is final. Set up times are between 7am and 10am (subject to change). ALL traders must be ready to trade from 11am and no vehicles are permitted to move on or off site after 10am. Traders who fail to show and set up by 10am access to their pitch will be refused and no refunds will be given.
A reminder email with details will be sent to all traders nearer to the festival, but please keep a copy of the application form and terms and conditions for your reference.
Any trader who is rude, abusive or who conducts themselves in an inappropriate manner to any member of the ART EAT team or general public will be asked to leave the site immediately and no refund will be given.
Overnight security will be provided at the festival site. ART EAT Events CIC will not be liable for any loss or damage to any trader's property, products or possessions.
ELECTRICITY & WATER
There is no provision for electricity or water supply.
ENQUIRIES & CONTACT DETAILS
All trading enquiries should be directed to firstname.lastname@example.org
FIRE & SAFETY
All electrical equipment must be in good condition and correct storage procedures adhered to. You will need to supply your own fire extinguishers and fire blankets. Traders must have current PAT certificates on hand at the festival ready for inspection by a Health & Safety Officer. Gas-powered appliances and correct storage procedures must be adhered to and all relevant documentation and fire extinguishers must be available for inspection on site by the Health and safety officer.
Traders are expected to keep their surrounding area clean and tidy throughout the duration of the festival and have black bin bags on their stall. Bins will be provided across the site.
ENVIRONMENTAL HEALTH & TRADING STANDARDS
Traders are expected to fully comply with current Health & Safety and Environmental Health legislation and adhere to Suffolk County Council's Trading Standards. Stalls will be inspected during the weekend and any that fail to comply with relevant legislation may be shut down and will not be given a refund of fees.
Traders will be required to supply copies or photos of all legal, safety and insurance documents to the organisers prior to pitch sales. These can be sent to email@example.com along with the registration of interest.
Traders are required to co-operate with site managers, security, emergency services and organisers of the festival.
There must be no movement of vehicles on-site once the festival has opened. If you need a refrigerated vehicle on-site you must notify us well in advance of the festival. For the avoidance of doubt, please note there is no parking of vehicles on the festival site. Please contact the organiser for information on nearby car parks.
There will be no subletting of stalls under any circumstances. If a trader who has not gone through the official application process is found to be selling goods or services at the festival, they will be removed immediately. No refunds of the trader’s fees will be offered.
WITHDRAWAL FROM FESTIVAL
If you wish to withdraw from trading at ART EAT Festival after a successful application and have paid your pitch fee, you will be refunded half of the fee if notice is given prior to 30th June 2019. Cancellations received after 30th June 2019, will not be entitled to a refund. Please note this policy applies regardless of the reason for withdrawal.
At the end of the festival, you must ensure your pitch is left exactly as it was when you arrived – clean and free of any waste. Food waste is not to be emptied onto the floor. This must be taken away with you and any rubbish put into the bins provided or taken away.
If the festival is cancelled you will be entitled to a 100% refund of your traders’ fee. Traders who cancel with less than 8 weeks notice will not receive a refund. Traders who cancel with more than 8 weeks notice, will receive a 50% refund which will be processed after the 22nd September 2019.
If you are happy with the information given and you agree to commit to trade for the whole weekend, then please complete the registration form.