VENDOR BOOKING FORM
PLEASE DO NOT FILL IN THIS FORM UNLESS YOU HAVE BEEN SENT AN INVITATION AND APPROVED A SPACE.
2019 FESTIVAL RULES & CONDITIONS – These will also be emailed to you upon completion of booking.
It is understood that in signing for and purchasing vendor space at the Hereford Food Festival that the rules and conditions will be adhered to. The Hereford Food, Drink and Music Festival is organised by Big Bull Events, subsequently referred to in these terms and conditions as the Event Organisers.
A minimum non-refundable deposit of 50% of the total booking amount is required upon confirmation of application and receipt of Invoice. No application can be processed without this. Full payment is due no later than 30th March 2019. After this date the Event Organisers reserve the right to re-let the space.
We regret refunds will not be given for bookings cancelled by exhibitors. Any monies paid to Big Bull Events Ltd is non refundable unless cancelled by the organiser. Refunds will also not be given in the event of extreme weather on the day of the event.
ALLOCATION OF EXHIBITOR SPACE
Please note that vendors book spaces based on an indoor and external specification. We regret that exhibitors are not able to specify the exact location of their stand within the area allocated. The Event Organisers reserve the right to change the site plan at their discretion.
The sub-letting of all or part of a stall by a Vendor is forbidden unless authorised by the Event Organisers in writing prior to the festival.
DESCRIPTION OF GOODS
All goods sold at the festival must conform to current trading standards and other legislation. The use of radio microphones, amplification devices and music devices are strictly prohibited unless written permission is given.
HEALTH & SAFETY
All vendors must have public and product liability insurance. At all times, whilst on the site, you must ensure that your stall and surrounding area, equipment and all or any other property is in a condition that is safe for all persons who may reasonably and foreseeable come into contact with it or be affected by it. The Event Organisers and the Environmental Health Officer reserve the right of inspection, before, during and after the festival. We will need PLI and Hygiene Certificates if applicable. You must have your own copy of PLI, Food Safety and Hygiene Certificates in hard copy with you on the days of the event and be produced if requested.
Vendors are responsible for the provision of suitable fire safety equipment on their stalls. The Event Organisers and the Fire Safety Officer, of all stands and equipment, reserve the right of inspection.
All electrical equipment must be certified and have a current PAT certificate and to be made available for inspection by the Event Organisers if required. Please note that non- PAT-tested equipment cannot be used under any circumstances. Please note that generators will be turned off overnight.
Although the Event Organisers will provide day and night security from the day prior until the event closes and the site is cleared on the 9th June at 9pm, vendor stallholders are responsible for the safe keeping of all goods or items on their stand. The Event Organisers will not be responsible in any way for the loss or damage to Exhibitors’ property whilst it is on site.
Due to the volume of traffic and the time involved in set up we require all external stalls to be set up on Friday 7th June. You will only be able to bring in any fresh produce on the morning of each event and must be at an allocated time - this is to be confirmed. You will need to apply for Saturday Set Up if this is something you require.
The owners of Hereford Racecourse ask that vendors observe their request that litter and waste be disposed of thoughtfully and that excess water is not disposed of directly onto the ground as this will have a damaging effect to the racecourse. Vendors will be liable for any damage they may cause. Adequate facilities will be provided on the site to accommodate this.
All waste must be taken away by the vendor. You will be required to place £20 in an envelope at the beginning of the event and this will be returned to you upon inspection of your space at the end of the festival. Your £20 will be used to pay for litter collectors and extra waste disposals systems if your space is not how you found it.
STAFF ENTRY - A max of 2 staff for Farmers Market Vendors and Gift Hall Staff, and 3 External Street Food Vendors at any one time will be included in your stand price and all Staff must be inside the gates of the event before we open to the public. Any allowances or changes of staff - must be requested in writing at least 30 days prior to the event,
DATA PROTECTION STATEMENT
The information which you give when completing your application form will be used in accordance with the Data Protection Act 1998 and for the following purposes: to enable the organisers to create an electronic and paper record of your application and to enable the application to be processed. Your company’s business contact details will be viewable on the Festival’s website. Other than publication of your business contact details on our website, your personal and/or business data will not be passed on to anyone else. Any information will be kept securely, and will be kept no longer than necessary.
Big Bull Events Ltd. - A Limited Company, registered in England and Wales no. 10526149. Registered office: Park View House, Hereford.