GREEN EVENTS COMPANY
GENERAL TERMS AND CONDITIONS 2017 FOR ALL EVENTS
Agreed payment is as per invoice you will receive upon acceptance of your application. Please make payment via bacs to the supplied details with the reference on the payment of your trading name and Event.
The following insurance covers are required to trade:
Public Liability (for no less than £10,000,000)
Products Liability (for no less than £5,000,000)
Employees Liability (for no less than £5,000,000)
Copies of current insurance certificates MUST BE enclosed with payment. Where these will be out-of-date at the time of the festival evidence of renewed cover must be sent to Green Events Company prior to the event and be available for inspection during the event.
All gas appliances and installations used on the festival site must be currently certified as useable and safe by a registered Gas Safe Register gas engineer. A copy of the current Gas Safe Register certificate must be available for inspection on-site. Only one spare bottle of LPG may be kept at your site at any time, and this must be secured from interference by the public. Any other spares should be locked away or be marked as yours and stored at the LPG secure compound. Gas is to be bought from the sites nominated supplier; pre order will take place two week prior to the event. (see event trader pack for details)
Can you ensure all food traders have leak detection spray with them for use when changing gas cylinders.
All electrical appliances used on site must have a current Portable Appliance Test (PAT) Certificate. A copy of the PAT Schedule detailing the testing of all electrical equipment to be used on-site must be enclosed with payment. Equipment deemed unsafe by any representative of the site electrical contractor may be removed from your stall at his/her discretion for the duration of the event. You are responsible for supplying your power cables 20 meters is minimum length you need.
Please note: there will be a small surcharge for power that is additional to the fee – this is to improve efficiency of power usage and also in relation to the rising fuel costs. This will be a set fee dependent on power in amps needed. Price will be Per event and not per day and must be paid in full as per invoice details. VAT is on all power
Potable water will be available from the standpipes on site. You should bring adequate water butts to transport clean water to your stall.
Re: Grey water disposal - you will be directed by site management where your nearest disposal site is when you are sited.
In general, you should bring adequate rubbish bins and bin liners to cope with the rubbish generated by your stall. The bins should be emptied as regularly as necessary during the event, the filled liners being removed from the public areas and trading/kitchen areas to accessible collection points. You are also responsible for keeping the ground area 10 metres in front of your stall frontage clean and tidy. Please note some events use clear sacks, these have to be purchased from Green Events Company
We are operating a litter Bond System that consists of a £250 bond. Bond payment to be made on arrival in cash, this will be recorded and signed for and this will be returned once the event has finished and you are ready to leave. This is only a deposit and we want to return it you you when leaving ..If in the opinion of the site manager, your pitch and the 10m too its front have been fully reinstated.
LICENSING ACT 2003:
Our events are licensed sites covered by the Licensing Act 2003. It is your responsibility to be aware of the act and to comply with it whilst on the event site.
HEALTH AND SAFETY:
You must ensure that all working practices and procedures comply with the regulations. Your attention is directed particularly (but not exclusively) to the provisions outlined in:
Food Hygiene (England) Regulations 2006
EU Regulation 852/2004 (Hygiene of Foodstuffs)
Management of Health and Safety Regulations 1999
The Food Safety Act 1990
The General Food Law Regulation (EC) 178/2002 (legislation relevant to food allergy advice requirements and relevant traceability)
The Health and Safety at work Act (1974)
The highly flammable liquids and Liquefied Petroleum Gases (LPG) Regulations 1972
You should also be aware of the fact that under the terms of the Food Hygiene (England) Regulations 2006, Food Business Operators are now required to implement and maintain a regime of Risk Analysis relevant to all matters pertaining to such questions of Food Safety and Hygiene as may be reasonably expected to arise from the operation of that business. These analyses are to be based on the principles of The Hazard Analysis of Critical Control Points, (HACCPs), details of which should be obtained from the Environmental Health Department of your local authority. A copy of your food safety risk analysis document must be enclosed with payment.
All caterers must now operate the FSA’s “Safer Food Better Business” (SFBB) system or equivalent, and have an operational SFBB pack or equivalent available for inspection on-site. SFBB is available to view on-line at www.food.gov/sfbb and the pack itself can be ordered from firstname.lastname@example.org
Local Councils terms and conditions will be sent for you to read and sign.
It is now a legal requirement that all staff must be supervised, instructed or trained in food hygiene matters to a level, which is commensurate with their duties. At present, what that means in practice is that at least one trained and experienced member of staff must be present within the trading area at all times, and, as a minimum, all other staff members must have been given adequate instruction on the safe conduct of their duties.
A signed record of this instruction should be available on demand at the stall for on-site inspection. If you deem the safe operation of your stall requires more staff than the number of passes allocated, then additional passes may be purchased by application to the catering manager, prior to return of the signed copy of these conditions with the payment of the site fee.
You must provide adequate fire-fighting equipment for your stall and have carried out a fire-risk-specific hazard analysis of your premises. A copy of this document must be available for on-site inspection. You must provide a minimum of one dry powder extinguisher (min. 6kgs) that must have been either inspected by a trained contractor or purchased within the last 12 months. Documentation to establish either must be available on-site.
Where deep-fat fryers are used, a foam-type fire extinguisher should also be provided. You should also provide at least one fire blanket.
a) For tents or marquees a fire retardancy certificate must be available for on-site inspection.
b) Where Fire lanes are provided to the rear and sides of the stall they must be kept clear of obstruction. In this regard please pay particular attention to the location of stock storage, rubbish bags, and staff tents, during the event as well as at set-up time
c) Fire Exits from the work areas within the stall area must also be kept clear. A clear way from the work areas to the fire lane or to open ground must be maintained free from obstruction.
The sale or offer of sale, of goods other than those specified on your invoice will be deemed to constitute non-compliance (see NON-COMPLIANCE section below).
· No trader may sell aluminium cans, all canned drinks therefore must be decanted.
· You must sell water/soft drinks no cheaper than the bar price. Green events will fix this price for all traders.
· No alcohol to be sold.
· Only one person is to be allowed to camp at the back of your pitch, the tent must be taken down for show days. All other staff to camp in the designated camping area.
· Passes / Wristbands are non-transferrable for staff working different days. Staff will not be allowed to go into the festival site as a customer.
· The numbers of vehicles you have asked for (vans only) are the only ones that are allowed on site. You will be given a pass for these vehicles only. There is no other parking for traders.
· NO AMPLIFIED MUSIC - except by prior written agreement.
· The sale or offer of sale, of goods other than those specified on your invoice will be deemed to constitute non-compliance.
· The following will not be allowed on site:
· Chairs within the arena or village (ok in campsite)
· Flags on poles
· Vodka Jellies
· Cigarettes or Alcohol unless by prior arrangement and fully licensed
· Items relating to Official Merchandise, or acts appearing therein, unless by special arrangement.
· Flying Lanterns or anything similar involving the use of a flame or similar Pyrotechnics.
· Knives or any other items that could be considered an offensive weapon.
· Air horns.
· Racist / Offensive material
· Any unauthorised CD’s, DVD’s etc.
· Food or drink without caterers license.
· Traders must not sell any item purporting to be official or unofficial festival merchandise of any description, or in any regard to any of the artists appearing at the event
· Traders may not sell anything illegal or in contravention of any laws. Traders are responsible for their legal awareness of the legalities of the products they sell.
· The Police will be their sniffer dogs on the Saturday morning…
All traders at the event must accept the food vouchers / tokens given out to Staff / Security / Artists at the event. These vouchers / tokens may be redeemed for one meal (costing up to a pre-agreed amount per voucher) which will then be re-imbursed to you prior to the event by BACS payment.
In order for re-imbursement to made the vouchers and an invoice must be sent by the trader to the festival finance department within two weeks after the event. In the case of vouchers not being returned, they will become invalid.
Green Events Company will supply further details before each event, in the event trader’s pack.
SUPPLIED SOFT DRINKS:
On a number of sites Green Events operate a supplied soft drinks policy that all soft drinks have to be supplied by a nominated supplier. This will constitute the trader placing an order with the festival two weeks prior to any event for any soft drinks / beverages to be sold. These drinks will then be delivered to the trader when you arrive on site and are setting up.
The event will operate a minimum first order, however, a top up service will be available throughout. All vans / trailers will be searched upon arrival at the site and any soft drinks / beverages found will be confiscated and returned after the event. There will be no exceptions to this rule and any issues must be raised in advance.
REQUESTED METERAGE FOR STALL / UNIT:
If you require more space for your unit / stall than requested upon application then you will be charged an additional fee per extra meter of space upon the condition that the site has space. If you cannot trade within the space requested then it will leave the event with no choice other than to ask you to leave without trading. Please note, the standard pitch is: Depth: 10m x Frontage 6m.
CANCELLATION OF TRADING POLICY:
If you decide not to trade after paying your deposit 50% of your pitch fee will be non-refundable. A 50% refund will not be given within 4 weeks of the event due to the lack of time to find a replacement, unless under extreme provable circumstances but this remains at the festivals discretion.
CANCELLATION OF EVENT:
If there is a cancellation of the event due to force majeure there will be a refund of the pitch fee, minus an admin fee deemed appropriate by the festival. The timescale of the refund will be dependent on insurers pay-out to the festival.
The Festival reserves the right to remove you and/or your goods and chattels and/or your staff or agents from the festival site in the event of your failure to comply with the terms and conditions as outlined herein or as directed by the licensing authorities.
If you are found to be using illegal workers on the event you will be reported to the police and ask to leave the festival.
All traders should be aware of the legalities of products that they are selling, ignorance is not a defence.
The Festival reserves the right to remove anyone from the site to ensure the smooth running of the event. The management of the Festival retain sole competency in adjudging all matters relating to compliance. No entitlement to rebate or restitution of associated costs will accrue from actions taken by the site management to address any case of non-compliance. Additionally, even where removal from site is not deemed appropriate, any failure to comply may prejudice invitations to trade at future Festivals. All traders are responsible for the actions of their staff.
Your £250 Litter Bond payment is due on arrival at the event and is only a deposit.
Copies of the following:
Signed terms/ conditions
Liabilities Insurance certificate (as outlined in conditions)
Your latest PAT Certification
Your latest Gas Safe Certification
Food Hazards Analysis document
Fire Hazards Analysis document
Local Authority Food Business Registration details. (As detailed on your last home EHO inspection copy)
A full menu and tariff of all items to be offered for sale
Where documentation is renewable (Gas Safe Register, PAT certification) please include a copy of your most recent documentation in all instances.
Please note -that due to the change in the gas Safety certification system these documents and all others will be inspected on site before trading.
I hereby agree to the above Terms & Conditions
For and on behalf of ………………………….............................. (Your trading name at the Festival)
Mobile on-site if different from the one above:
Please return a signed copy of this document with payment.