TRADER INFORMATION & BOOKING CONDITIONS

Join our family-run festival with your food, drinks, products or activities. Please read the information below before completing the application form.

TRADER SELECTION

We welcome quality independent traders who complement our festival and offer friendly, efficient service.

We review applications to create a varied selection of food, drinks, retail and activities. Applying does not guarantee acceptance, a particular pitch location or exclusive selling rights.

Only products and menus approved in your application may be sold. Changes require written approval.

PITCH FEES

All prices exclude VAT and apply to one festival day.

Hot food, up to 3 metres frontage: £695 + VAT
Hot food, over 3 metres and up to 6 metres frontage: £895 + VAT
Desserts / sweet food: £600 + VAT
Ice cream / frozen desserts: £600 + VAT
Soft drinks: £395 + VAT
Coffee / hot drinks: £395 + VAT
Non-food retail: £350 + VAT
Information / services: £350 + VAT
Activities / experiences: £295 + VAT

All setups are subject to approval of their complete dimensions. Pitches exceeding 6 metres frontage require an individual quote.

POWER & WASTE

Optional electrical connections:

16A: £150 + VAT
32A: £175 + VAT

Declare your equipment and total electrical load in your application. Power must be agreed before the event; additional capacity cannot be assumed to be available on the day.

A compulsory £50 + VAT waste fee applies to hot food stalls only. Other trader categories do not pay this fee.

All traders must keep their pitch clean and follow the event’s waste arrangements. Oils, fats and wastewater must not be poured onto the ground or into unauthorised drains.

ACCEPTANCE & PAYMENT

Successful applicants will receive written acceptance and an itemised invoice.

A 50% deposit of the total invoiced amount is due within seven calendar days of acceptance. The remaining 50% is due no later than 60 calendar days before the event.

For bookings accepted within 60 days of the event, full payment is due within seven calendar days of acceptance and must clear before site access.

If the deposit is not received on time, your pitch may be reallocated. If the final balance is not received by its deadline, we may cancel your booking, retain your deposit and reallocate your pitch, subject to applicable law.

INSURANCE & SUPPORTING DOCUMENTS

Every trader must provide public liability insurance with a minimum of £5 million cover, valid on the event date, and a suitable risk assessment.

Food and drink traders must also provide relevant food hygiene documentation and local authority food business registration.

Applicable gas safety certificates and electrical inspection / PAT records must be provided for the equipment used.

If documents expire before the event, updated documents must be supplied before trading. Providing documents does not remove the trader’s responsibility to operate safely.

FOOD SAFETY & ALLERGENS

Food and drink traders are responsible for safe preparation, storage and service, appropriate temperature controls, handwashing facilities and accurate allergen information.

Traders must comply with applicable food safety requirements and cooperate with authorised inspections. Unsafe operations may be stopped until the issue is resolved.

DRINKS & PRODUCT RESTRICTIONS

Alcohol sales are prohibited for all traders.

Soft drinks may be sold where declared and approved in the application.

Hot drinks may only be sold by traders specifically accepted in the Coffee / Hot Drinks category. Other traders must not sell or supply hot drinks, including through meal deals or complimentary offers.

Only approved products may be sold. Unauthorised products must be removed from sale when requested.

YOUR STALL & EQUIPMENT

Traders must provide their own van, trailer, gazebo, equipment, tables, lighting and operating supplies unless otherwise agreed in writing.

Table-only setups are not permitted. Structures must be suitable for outdoor conditions and appropriately secured.

Your declared dimensions must include tow bars, open doors, guy ropes, storage and equipment. Nothing may extend beyond your approved pitch or obstruct access routes.

Water, camping, furniture, storage and other facilities are not included unless expressly confirmed.

SETUP, ACCESS & TRADING HOURS

Arrival, setup, trading and departure instructions will be issued before the event.

Traders must be ready before opening and operate throughout the agreed trading hours unless authorised otherwise.

Vehicle movements during public opening hours are prohibited unless specifically authorised by event management. Parking and vehicle access arrangements will be confirmed in advance.

GAS, ELECTRICITY & FIRE SAFETY

All equipment must be safe, maintained and suitable for its intended use. Traders must provide suitable fire precautions for their activities and follow site safety instructions.

Only agreed electrical connections may be used. Independent generators require prior written approval.

Unsafe equipment or activities must stop immediately when instructed.

ENVIRONMENT & SITE CLEANLINESS

Use recyclable or compostable packaging wherever practical and follow the event’s waste separation instructions.

Keep your pitch and surrounding area clean throughout the day. Remove all equipment, remaining stock and any waste not covered by the agreed collection arrangements before departure.

The hot food waste fee does not remove your responsibility to leave your pitch clean.

SUBLETTING & TRANSFERS

Pitches must not be shared, transferred or sublet without our prior written approval. Only the accepted business and its approved staff may trade from the pitch.

CONDUCT & SECURITY

Traders and staff must behave professionally and treat visitors, fellow traders and event staff respectfully.

Abusive behaviour, unsafe activity or serious breaches may result in suspension or removal. Where practical, an opportunity to remedy a breach will be given; immediate action may be taken where safety requires it.

Traders are responsible for securing their own stock, cash and equipment. Any event security provision does not replace suitable insurance.

WITHDRAWAL, CANCELLATION & POSTPONEMENT

Contact us in writing as soon as possible if you need to withdraw.

Deposit retention and any refund will be governed by the agreed booking terms and applicable law. Costs incurred, losses arising from withdrawal and any successful reallocation of the pitch will be considered when assessing sums retained.

If the event is cancelled, postponed or materially changed, we will notify accepted traders and explain the applicable transfer or refund arrangements in writing.

SALES & RESPONSIBILITY

We do not guarantee attendance, weather, turnover or profit. Traders must make their own assessment of stock, staffing and operating costs.

Nothing in these conditions excludes liability that cannot lawfully be excluded.