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Trader Applications

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Trading @ Vibration Festival – FAQs

What we are after?

The Team at Vibration Festival are looking to bring together an excellent mix of food and non-food offerings for the festival attendees and will be aiming for the best of offerings. Please bear in mind the Team may ask to review the cost of items in line with a ‘fair price policy’ to maximise engagement with the public, and ultimately trader sales.

Not only the quality of the product(s) will be assessed, but also the presentation/appearance of the stall/sales platform. As such the application process will require a link to a website/social media page and/or a photograph of the proposed stall. Without these it will be more difficult for the team to assess the suitability.

Footprint/Pitch sizes are also very important to allow full planning on layout so please include full length and width size measurements including all preparation areas (mm x mm).

Sustainability and the recycling of all products in food preparation and sales where possible should be key to eliminate landfill waste (I.e. single use plastic items). The team are looking for traders who have a primary focus on this at all times, and use of compostable items is a must made from an agreed list of ingredients.

What can I sell?

Please detail all products you wish to sell in your application, and if successful the Team will highlight in the festival pack any items that are prohibited from sale. Attempt to sell any of these items will be in breach of the terms and conditions.

General items that will banned from sale during the event will be highlighted in terms and conditions also.

Agreement on the items for sale across all successful traders will allow the Team to manage the mix of food and limit over sell of a particular item.

Cost?

All pitches will be priced dependent on the type of offering and will be highlighted to the successful trader in the offer response following a successful application.

Charity pitches will also be reviewed

This is parkland site and no options to purchase water/electricity/gas supply from Vibration Festival will be offered. These will have to be brought onsite with relevant safety assessments and certification by the trader.

All sales must be from pitch provided, no mobile sales will be allowed in the Event Arena.

All prices are subject to VAT.

Trading Hours?

Formal trading hours (25/05/19 only) – maximum 12pm to 10.45pm.

The festival trader pack will detail all set up/dismantle times to be adhered to and no traffic in and out of the event arena will be allowed out with those times.

Only traders with trade passes will be allowed onsite prior to gates opening at 12pm (2 passes per stall will be offered).

The legal stuff?

Our preference would be that all traders have had experience at a festival of similar scale to Vibration Festival, although not compulsory.

Regardless of experience there will be no scope for discussion regarding the legal requirements of operating your business within the event.

All traders will need to comply with the relevant legislation to their business and all documentation will need to be supplied by 25/04/19, or offer will be rescinded.

  • Public and Employers Liability Insurance Certificates
    – Food traders are required to carry £5m cover
    – Non-food traders £1m cover
  • Health & Safety Documentation (Policies, Risk Assessments including Fire Risk Assessment, Training Records etc.)
  • PAT Test Certification
  • Gas Safety Certificates (where applicable)
  • Written Scheme of Examination for all pressurized Systems (including coffee machines)
  • Food Safety Management System (SFBB, NCASS, COOKSAFE or similar)
  • Food Hygiene Training Certificate (food handlers only)
  • Written allergen information on all unpackaged foods
  • Food traders, crew caterers and bars MUST be registered with a Local Authority and must have received a Food Hygiene rating

All food traders, bars and crew caterers will be visited onsite by a Food Safety Officer.

Also, ALL traders will be reviewed by our HSE manager prior to gates opening and only those which pass will be given the green light to trade. For the others, all remedial activity will need to be undertaken prior to trader being allowed to trade during festival hours, following a subsequent review.

What next?

The Team will contact you to advise if you are successful or not.

For those who are successful will then be sent an letter of offer with price, terms and conditions and other festival details.

Festival details will include how you should be restocking your stall during the festival opening hours. No vehicle movement across the arena will be allowed at all.


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