EXHIBITOR BOOKING FORM

Transcription

1 EXHIBITOR BOOKING FORM Contact Name Address Postcode Telephone Number Mobile Web Address Social Media Addresses 30 th, 31 st May & 1 st June 2014 at Stratford Racecourse Full Description of Goods/Activity on Stand (Please list ALL products you intent to sell) Stand Space Price Stand Type Quantity Total Indoor Stands VAT 2m (frontage) x 3m stand VAT per metre Additional metre/s on frontage VAT 2-sided corner plot... Outdoor Space Only VAT 3m x 3m space only VAT 6m x 6m space only... Concessions (Onsite Consumption) Hot Food, Hot Drinks & Alcohol Package includes: - Either 3m x 3m Indoor Stand or up to a 6m x 6m - Electric 13a Socket (max 3000w supply) Space Only - Fridge Truck Space and electric hook up Please indicate below which concession you wish to apply for and the size of stand you require. Price Concession Type Stand Size/Type Quantity Total VAT... All concession applications will be reviewed by the organisers and confirmation of a place will be notified by 14 th March. All exhibitors selling alcohol for consumption on or off site must complete the form attached and provide a copy of your alcohol license. Additional extras Description Cost Quantity Total Electric 13a Socket (max 1500w supply) 50 + VAT... Electric 13a Socket (max 3000w supply) 75 + VAT... Electric 16a Socket (max 3500w supply) 75+ VAT... Fridge Truck Space & 16a Electric supply 75 + VAT... TOTAL VAT TOTAL INCL. VAT If you have requested Electric Supply please list the items and there wattage below: Electrical Items Wattage

2 2014 SHOW TERMS & CONDITIONS It is understood that in signing for and purchasing exhibition space at the Stratford Food Festival at the Races that the festival rules and conditions will be adhered to. The Stratford Food Festival at the Races 2014 is being organised by Showplace Events Ltd, subsequently referred to in these terms and conditions as the Event Organisers. Applications for exhibitors: The deadline for applications for bookings is 2 nd May Applications may be accepted after this date in exceptional circumstances but there is no guarantee that later bookings will be listed in the Festival publicity. The Event Organisers reserve the right to refuse an application for exhibition space. Description of goods: The application form for space must contain an accurate description of ALL goods to be exhibited or sold. Only items of this description will be allowed subject to acceptance from Showplace Events. All goods and services sold at the showground should conform to current trading standards legislation. Under no circumstances will auctioning, pitching, raffles, tombola or pick a ticket stands be allowed at this event without written permission from the Event Organisers. The use of radio microphones, amplification devices and music systems are strictly prohibited unless written permission is given stating frequency allowed. Allocation of exhibitor stands/space: The Event Organisers will allocate exhibition stands/spaces. We regret that exhibitors are not able to specify the exact location of their stand. Please note that exhibitors may choose the area in which they wish to exhibit; however these will be offered on a first come first served basis and therefore cannot be guaranteed. The Event Organisers reserve the right to change the site plan at their discretion. Payment: All booking forms must be accompanied with full payment, as per the instructions on the booking form. No stand can be processed or confirmed without this. Cancellation: We regret that no refunds will be made should the event be cancelled due to reasons beyond the control of the Event Organisers. Any trade stand cancellations should be made in writing. Cancellations received after the booking has been processed and confirmed, will be non refundable. Sub Letting: The sub-letting of all or part of a stand by an Exhibitor is forbidden unless authorised by the Event Organisers in writing prior to the event. Health & Safety: It is a legal requirement that every trader should provide a meaningful Risk Assessment and Method Statement outlining their activities and methods employed to control any hazards and risks. The risk assessment should be sent with the booking form and no later than 2 nd May. A template is attached to this booking form, alternatively if you already have a risk assessment this can be accepted instead. At all times whilst on the showground you will ensure that your exhibition, equipment vehicles 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. Fire Safety: Stallholders are responsible for the provision of suitable fire safety equipment on their stalls. The Event Organisers reserve the right of inspection by the Fire Safety Officer of all stands and equipment. Security: Although night security will be supplied by the Event Organisers from the day prior until the morning after the event, trade stand holders 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 the showground. Car Parking: Exhibitor parking is free, there will be an allocated area for exhibitor parking. One vehicle per exhibitor any other vehicles must be parked in the public car park area which is free on Friday & Saturday of the event, charges may apply on the Sunday. Insurance: All exhibitors must have public liability, product liability, and employee liability insurance. Again, where possible this must be sent with the booking form. Copies of these certificates must be submitted to the Event Organisers no later than 2 rd May. Failure to produce these documents will result in the immediate cancellation of exhibits. The exhibitor must also indemnify the Event Organisers against all claims, damages and expense whatsoever in any way arising out of his/her attendance or his/her exhibits on the event site. The completed booking form for a trade stand shall be deemed as confirmation by the Exhibitor that the necessary insurance cover has been obtained, and the Exhibitor agrees to indemnify the Event Organisers, their staff and their agents against all and any claims which may arise Stratford Upon Avon Food Festival Logo Merchandise: Under no circumstances will any exhibitor be allowed to sell any merchandise featuring the words Stratford upon Avon Food Festival without the written permission from the show organisers.

3 PAYMENT Contact Please note that all payment must be made via BACS, Credit/Debit Card or Cheque. Cheques will not be accepted for payment after 2 nd May No booking is confirmed without FULL payment. BACS PAYMENT: Bank: Natwest 31 Rother Street Stratford-upon-Avon CV37 6ZS Sort Code: Account Number: Account Name: Showplace Events Ltd BIC: NWBK GB 2L IBAN: GB18 NWBK CHEQUE PAYMENT: Please make cheques payable to Showplace Events Ltd and write your trading name on the back. We cannot accept cheques after 2 nd May CREDIT CARD PAYMENT: Please debit my credit/debit card for the total amount of... To preserve data security and to comply with PCI Data Security Standards, we do not accept card details in writing. Please call and ask for accounts, we will take your card details over the phone. Alternatively please enter a contact name and number below and we will call you back... I have read and agree to the show rules and conditions printed overleaf Please complete the risk assessment for your stand overleaf and send any completed form along with a copy of your public liability insurance, any hot food vendors will also need to provide a copy of their food hygiene certificate to: Showplace Events Ltd 3 Stour House Clifford Park, Clifford Lane Stratford-upon-Avon CV37 8HW Or info@stratfordfoodfestival.co.uk PLEASE NOTE YOUR BOOKING WILL NOT BE CONFIRMED WITHOUT PAYMENT, THANK YOU. Contact Details:

4 ALCOHOL SALES FORM Contact Name Telephone Number 1. Does your company have a personal license holder/s? Yes No Please list names and license numbers below: Names License Numbers 2. Will any of these license holders be on site for the duration of the event? Please give details 3. Please select the intended sales type. Sales of alcohol on the premises Sales of alcohol off the premises Conditions of trading The event will be operating a plastic glasses only policy for consumption on the premises. Traders serving alcohol for this purpose must provide appropriate plastic glasses. Even if you are selling alcohol for consumption off the premises, it is recommended that you keep a supply of plastic glasses for people who wish to drink on the premises. All traders must be conversant with all provisions of The Licensing Act 2003 and abide by all rules contained within. Any personal license holders must have their license available for inspection by either the event DPS or the Police. Traders agree to follow any instruction given by the event DPS, event organisers or the police. I agree to abide by the conditions of the trading listed above and confirm that I am fully conversant with all provisions of The Licensing Act Contact Details: Showplace Events Ltd, 3 Stour House, Clifford Park, Clifford Lane, Stratford-upon-Avon, CV37 8HW

5 RISK ASSESSMENT FORM Please note: this Risk Assessment form (or a generic company Risk Assessment form) must be completed and returned with your application. Applications cannot be processed without this. HAZARD List Hazards here THOSE AT RISK List groups of people at risk from hazards identified CONTROLS List existing controls or where relevant information can be found RESIDUAL RISK High Medium Low FURTHER ACTIONS List actions proposed where it is reasonably practical to further reduce the risk Contact Details: Showplace Events Ltd, 3 Stour House, Clifford Park, Clifford Lane, Stratford-upon-Avon, CV37 8HW