Eastbourne Lakeside Festival Would like to stay in touch.

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1 DUE TO NEW DATA PROTECTION LAWS (GDPR) Eastbourne Lakeside Festival Would like to stay in touch. Your data is safe with us and we will not keep any data online or stored online at any time. We have made it really easy. please us at with the following statements: Yes Please, I d like to stay in touch with Eastbourne Lakeside Festival. Please keep my details on a spreadsheet stored offline for future events/festivals. I will contact you if my contact details need updating or removed. No thanks, I don t want to stay in touch with Eastbourne Lakeside Festival. If we haven t had a reply by the 25 th May You ll be removed from our spreadsheet and we won t be able to stay in touch for future events/festivals

2 Eastbourne Lakeside Festival Lakeside Tea Chalet 3 Hampden Park Drive Eastbourne BN22 9QR lakesidefestival4@gmail.com Mobile: CHARITY/CRAFT STAND BOOKING FORM 2018 Will see this Brand new event Eastbourne Lakeside Festival coming to Hampden Park Eastbourne. Our Organisers have so far commissioned John Searle Funfair who will provide us with exciting fairground rides and attractions, we are also happy to say that The Eastbourne fun family dog show are joining us (on Sunday only) bringing you a wide range of dog actives & Pony Rides. There will also be two stages that will provide entertainment throughout the Friday afternoon/evening and weekend with an eclectic mix of local and regional performers aimed at a family audience, exciting stunt kites performed by the Brighton Kite Flyers, while Polegate Miniature Railway will offer rides to one and all. Also joining the weekend fun are Pistons in the Park Classic vehicles Team, with a wide range of classic vehicles, exhibitors and street foods from around the world, there will sure be a taste for everyone. Harvey s Brewery and Harvey s Shire Horses and Dray coming a long (Horses Sunday only), Morris Dancers, Circus Skills, Model Radio Controlled Hot Air Balloons and much, much more. Friday 20 July between The event will reopen at 1100 on Saturday 21 July when exhibitors will open for business backed by the live stage performances from local bands and close at 22:00 then reopen at 1100 on Sunday 22 July until 1700 when the festival ends. Why not take this opportunity to come join us at Eastbourne Lakeside Festival and be a part of this new fun and vibrant outdoor three-day event, which offers a great opportunity to any Charity/small independent craft or hobbyist to raise awareness and profile; 23 hours public facing trade time Excellent site offering an estimated foot traffic of 20,000 visitors Overnight camping available Join us for this new, exciting event. Stands are welcome to open: Friday 20 July Saturday 21 July Sunday 22 July

3 Eastbourne Lakeside Festival Lakeside Tea Chalet 3 Hampden Park Drive Eastbourne BN22 9QR lakesidefestival4@gmail.com Mobile: (The sale of any type of Food or Drink is strictly prohibited unless authorised in writing by the organisers.) Name: Address: Telephone Number: Please tick box Price Per Day Fri Sat Sun *Discounted Price for all days 3m x 3m SPACE 15 3m x 3m SPACE 30 3m x 4m SPACE 25 3m x 4m SPACE 50 3m x 6m SPACE 35 3m x 6m SPACE 70 *Discounted price for early booking and limited time offer ends 24 th June 2018 Insurance Details: Please attach current Liability Insurance Details - by current we mean current for the event date. Method Statement/Risk Assessment Please attach current Method Statement/Risk Assessment by current we mean current for the event date. Payment: Cheques made payable to Eastbourne Lakeside Festival Ltd Bacs: Sort Code Account No REMEMBER TO TAKE A PHOTOCOPY OF THE FORM BEFORE SUBMITTING TO: Eastbourne Lakeside Festival, Lakeside Tea Chalet, 3 Hampden Park Drive, Eastbourne. BN22 9QR

4 TERMS AND CONDITIONS Definition In the Terms and Conditions, the term Charity/Craft means any company, firm or person who has made an application for and who has been accepted to participate in the Eastbourne Lakeside Festival (hereinafter called the Event ), or any Agent, Representative or employee of the Charity/ Craft. In the Terms and Conditions, the term Organisers will be deeded to apply to the organisers or their assignees. Cancellation of booking Where a Charity/Craft cancels their booking after acceptance the Organisers reserve the right to apply full booking charge as forfeit. Prohibition of Transfer Charities/Craft may not assign, sublet or grant licences in respect of the whole or any part of the area allocated. Any Charity/Craft found trading goods not listed and agreed on their booking form will be requested to desist or leave the Event. Charity s Insurance Although all reasonable precautions will be taken, the Organisers are not responsible for the safety of any property of the Charity/Craft; or any person; or for the loss, damage or destruction by theft, or fire or any cause; or for the loss or damage sustained by a Charity/Craft or other person. Any property brought on site is at own risk with no liability accepted by the Organisers. No responsibility can be accepted for any consequences arising from postponement or abandonment of the Event. Charities/Craft should secure their own insurance to cover all liabilities and risks. Any electrical goods brought to use at the site must be certificated. A copy of your public liability insurance certificate (minimum cover 5 million) must be supplied with your application, you will not be admitted to the site without prior evidence of insurance Information and Conditionality Information supplied by the Organisers in relation to any Event is accurate to the best of their knowledge and belief but shall not constitute any warranty or representation by the Organisers and any inaccuracy or mistake therein or omission therefrom shall not entitle the Charity/ Craft to cancel their booking. Exclusivity of representation is not given at any event unless agreed in writing by the organisers. Security Security guards will be patrolling the site overnight from Thursday 19 July until the morning of Monday 23 July 2018 plus will patrol the event throughout although it should be noted that the Organisers cannot be held responsible for any theft or damage. Please be aware that there can be strong winds so you must ensure that your

5 stand structure is of a secure, sturdy nature. Participation is entirely at Charity s/craft s risk. Charity s/craft s Products and Services The Charity/Craft shall fully and effectively indemnify the Organisers against all costs, claims, demands, proceedings and losses whatsoever made against or incurred by the Organisers as a result of the Charity/Craft promoting any products or services at the Event. Please note, the Organisers will work closely with Trading Standards throughout the event, and will supply information on exhibitors if requested. All goods sold on Council land must be of marketable and satisfactory quality, and comply with all Trading Standards legislation. The sale of BB guns, drones, laser pens and replica firearms is strictly prohibited. Equipment The Charity/Craft is expected to provide their own stand, equipment, furniture and marquees if required which should be risk assessed and meet health and safety standards. A copy of your risk assessment and separate fire risk assessment must be supplied before you are allowed on site to ensure that you comply with the Regulatory Reform (Fire Safety) Order Further information is available from HM Government website on the fire safety law and guidance for businesses section and downloading or reading guide 9 relating to outdoor events. Exclusions The use of microphones, loudspeakers, megaphones or other voice enhancers or sound systems is strictly prohibited unless authorised in writing by the organisers. Attendance All exhibition stands must be open and manned from hrs Friday, hrs Saturday and hrs Sunday of the event, though permission will be given for stands to be open on the Saturday evening until the end of the Night Glow. No vehicle movements allowed on Saturday till at end of day s events. Rubbish All rubbish must be cleared from the site at the end of each day and placed in the bins provided in the car park adjacent to the Rugby Club Any rubbish not cleared away at the end of the event will be photographed as evidence and then a charge will be made to the Charity/Craft as a fine to the value of the cost of removal.

6 On site No trade vehicles will be allowed to park on site unless they are part of the stand booked for the exhibition space and at the Organisers discretion. Vehicles will be permitted on site between Friday, hrs on Saturday and Sunday and after all visitors have left the site in the evening. No tents, caravans or mobile homes are allowed on site during the event and traders and exhibitors are not permitted to sleep on site unless with previous written permission. Food Hygiene Regulations If agreed and permitted by the Event Organisers, any Charity/Craft offering food for sale to the public must comply with the relevant sections of the Food Hygiene (England) Regulations 2005 Power supply There is no electricity on site. Power must be supplied by your own HSE approved generators unless previously agreed with the Organisers. Any deviation can only be made by special arrangement prior to the event with the organisers. The Event Safety Officer will check all generators once on site. Water All Charities/Crafts must make arrangements to provide their own water supply to fully meet their needs. Licenser and Licensee On acceptance of the Official Booking Form by the Organisers there is a contract between the Organisers and the Charity/Craft subject to these Terms and Conditions, subject to amendment as mentioned below and as regards any packages allotted, the relationship of licenser and licensee shall exist between the Organisers and the Charity/Craft. In case of non-payment of any sum due from the Charity/Craft, whether legally demanded or not, or the breach, or non-observance, by the Charity/Craft of any of the Terms and Conditions herein contained, or any regulations to be observed by them, the Organisers shall have the right to revoke the licence and repossess the component parts of the package, remove and exclude the Charity/Craft and all persons therefrom without prejudice to the right to recover all sums payable by the Charity/Craft and all other claims against them, and damage sustained by the Organisers. Signed: (on behalf of the Organisers) Date: Signed: (on behalf of the Charity/Craft) Date:

7 Health & Safety Risk Assessment For Completion by Exhibitors, Caterers & Traders attending The Eastbourne Lakeside Festival Name of Exhibitor: Date of Event: Risk Rating: LO = Likely Occurrence (1 Most Unlikely,2 Possible Occurrence,3 Occasional,4 Frequent 5 Common) PS = Potential Severity of Consequences (1 Low - no injury 2 Minor - may need first aid,3 Significant -resultant injury causes inability to work 3 days - 3 weeks, 4 Major - needs medical attention unable to work for more than 3 weeks intermittent incapacity, 5 Permanent disability or fatality - injury forces retirement unable to do normal job) Please identify any potential hazards relating to the get in /get out and operation of your exhibit or trade stand during your occupation of Eastbourne Borough Council land. (If you have your own completed risk assessments please send copies of these) Please return to the organisers with your Tender Form. Hazards Persons at Risk Rating LO x PS = Existing Controls Further Controls Needed Slips trips and falls Ensure guide ropes from gazebo are secured down, out of the way of passing public, or clearly marked Monitor throughout the day Manual handling Electrical equipment Avoid manual handling wherever possible. Minimalize repetitive bending. Only individuals who have received basic training in manual handling Young persons and people with previous back injury to be instructed to avoid any heavy lifting are correctly trained how to use equipment and are aware how to turn machines off in an emergency.

8 Extreme weather issues Disposal of waste Vehicle movements Fire (e.g marquee catching on fire) Only trained staff to use electrical equipment. (manager to do visual check of plugs, sockets and cables and on/off switches on a regular basis prior to use) Employees to be informed beforehand of the need to wear sensible outdoor clothing, including trousers and warm clothing where appropriate. Ensure there is an adequate supply of water to prevent dehydration. To give pre-event briefing with all involved to cover, where applicable, working in the heat (need to keep hydrated and avoiding sunburn) Waste to be removed and placed in allocated areas, any remaining waste to be secured out of any public areas Monitor throughout the day VEHICLES ONLY to be moved within times 07:00-09:00 and after the event has finished and the safety officer has advised it is safe to do so. Vehicle marshalling, site to be clear of pedestrians before vehicles are moved Area is kept clear of rubbish and trip hazards, fire extinguishers are easily visible and accessible. Needs to be included within emergency action plan

9 Chemicals & hazardous substances Sources of ignition Lack of escape routes Only prohibited items to be on site. Must be stored correctly to avoid any misuse. Ignition sources to only be used when required and stored in correct place. No smoking awareness to both staff and public Awareness of surrounding environment Ensure there is adequate escape routes in case of fire/emergency situations ( ie. fire/ terrorists attacks) Ensure all staff are aware of escape routes Signed: Company: Date: